Estimated reading time: 4 minutes
Create forms to collect information and organize them into your pipe or database. These forms are made of fields, which can be required or not.
You'll find 4 types of forms in Pipefy:
Let's explore their functions and differences.
Start form
Usually, a process begins with a start form. People fill it out to create a new card in the pipe and get things running.
The information you ask for in the start form can be used to:
Manage deliveries
Set alerts
Trigger automations
Make email templates
Autofill cards in other pipes
Autofill records in databases
Analyze data at the end of the process
And more!
Your start form can be shared with stakeholders. Once you do it, it becomes a public form.
Database form
You use this form to get and organize information into your database.
Only those you add to the database as Admins or members can access it. But, if you want, you can make it public too.
When database members or stakeholders fill it out, Pipefy creates a new record.
Public form
It works the same way as a start form or a database form. The main difference is that since it is public, anyone with the link can access it and fill it out.
When your stakeholders do it, Pipefy automatically creates:
A new card in your pipe, if it's a public form
Or a new record in your database, if it's a public form from a database
Phase form
Every process has stages and, usually, each stage can require more information.
Besides, if your process involves more than one person, like teammates, or approvers, you may want to reach them about the request.
This is why each phase has its own forms, which we call phase forms.
You can use the information they gather to:
Manage deliveries
Set alerts
Trigger automations
Make email templates
Insert dynamic content in other phase forms
Autofill cards in other pipes
Autofill records in databases
Analyze data
Etc.
📌 You can't share phase forms with people outside the pipe, since it's restricted to its members, but you can share the link of a specific card when it's in a particular phase. This way, the card will contain the same fields as the phase it's currently in, and your stakeholders will be able to fill it out.
Authenticate people who access the form
To protect your company's information (and the data that may be sensitive), people who receive the link to the form must authenticate their identities.
The authentication process works like this:
If you need someone to update a card via a phase form, you can request them to complete a task (such as updating a field, for example).
Before interacting with any information in the form, they must inform their email address. Pipefy then submits a confirmation email to the respective email address, so they can log in to their accounts (if they have one) or interact with the form temporarily.
Stakeholders that already have a Pipefy account will be able to confirm their identities, then automatically access the form with their account information.
The emails received by stakeholders that don’t have a Pipefy account are valid for 30 minutes, after that people need to request a new temporary access via email.
The authenticator allows people to engage with one card at a time— which means they can't fill out many cards simultaneously, even if their identity is confirmed.
As authenticated, they can complete the tasks you assign them, such as completing fields, adding attachments, and other actionable activities in the phase.
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