Forms are the first intake of a process inside Pipefy and represent whatever you wish, such as a reimbursement request, a marketing request or a job application.
They can be restricted to the team with Pipefy accounts or shared externally through public forms, which you can customize and embed on the company website. This way, people who do not have an account, such as customers, suppliers and candidates, can access forms and send their intakes.
Inside the Template Gallery, the Forms category gathers templates of the most common use cases. Here, you can choose a form to start customizing it as you wish.
The template has pre-filled fields that you can edit as you wish; just select a field on the left and drag and drop in the form to add a new one.
According to your needs, choose fields such as date, attachments, assignees, emails, telephone and much more. You see this exact screen when editing an existing pipe form if you have not downloaded it from the Template Gallery.
If you have downloaded the template, just customize it according to your needs. For example, by clicking on More options, in the upper right corner, you can change the title of the form, the text of the button to create cards, and the title of the card.
After setting up the form fields, it's time to set the sharing options. Click on the Customize form button to set up the public form; here, it is possible to write the form’s title and description, add a background picture and the logo, enable request tracking and other adjustments.
The form builder has a top menu with other tabs, such as Phases, Members, Email and General. In the Phases menu, you can drag and drop the fields exactly as in the form, customizing the phase more easily and quickly.
To change the name of the phase, change the settings, descriptions and manage delay alerts (SLAs), you need to access the More options menu, located in the upper right corner.
The Members tab is a shortcut identical to the Manage members button, so that you can delete and add people to the pipe and manage permission levels if you are the process administrator.
The Emails tab brings shortcuts to different email resources, such as email inbox, in which incoming emails are automatically transformed into cards. You can also access and set email templates and email automations through this page, centralizing email information in one place.
🔔 Attention: if you want to access the email templates configured in the old way (without having the new rich email editor), click on Email Templates and then on Access old email templates.
Lastly, in the General tab, we find the pipe settings, such as name, subtitles, summarized layout and much more.
Centralization of form resources
Inside the pipe, access the forms area by clicking on Form, in the pipe header. This is another view of the pipe, just like the Kanban view or the List view - the only difference here is that the focus is on forms. Click Edit or Customize to open the form builder in the editing screens you want.
On the left side, we find the latest form submissions for the pipe. Just click on one of them to open the card and check the details of the request. If you need to make any changes in the form, click on the edit and customization buttons.
On the right side, we have shortcuts to other actions you can perform with forms, such as the request tracking enablement (which allows people outside the platform to check in which phase the card is inside Pipefy), the use of Portals (which brings together different forms), email templates and reports.
At any time, you can change the view mode of the pipe among Form, Kanban and List. Access the forms area whenever you want to have a centralized view of all requests or edit the form easily.