Estimated reading time: 15 minutes

Pipefy's Enterprise clients can run customized integrations to optimize their processes using Workato.

In this article, you will learn how to set triggers and actions for databases with this tool so that you can connect Pipefy to other software, such as Salesforce, DocuSign, or Google Sheets, just to name a few.

Click on the links below to access specific topics easily:

Configuring a “Database record” trigger

This trigger checks in real-time when a new database record is created. To set up this trigger, select the New record trigger from the triggers list available in the Pipefy Connector.

The recipe will now trigger when there is a new database record created.

Database record trigger connection

The database trigger connection is similar to the card trigger connection.

You can create it using two different authorization types:

  • Pipefy Login

  • Token API

For Pipefy Login, we need to provide:

  • Connection name: Give this Pipefy Connection a unique name to identify which Pipefy Account it is connected to.

  • Authorization type: Select the Pipefy Login as the Authorization type, and click on the Connect button.

The Connector shows the Pipefy Login page to allow the user to select an account they wish to create the connection.

Use the Token API when you aren't using the Pipefy Login system and using your company’s SSO login. In this case, you need to create the connection using tokens. We need to provide:

  • Connection name: Give this Pipefy connection a unique name that identifies which Pipefy Account it is connected to.

  • Authorization type: Selects the Token API as the Authorization type.

  • API token: Give the Pipefy API token that you can obtain from your Personal Access Token section in the user Account Preference in Pipefy.

  • Pipefy domain URL: The URL to your Pipefy organization domain.

Database record trigger setup

When setting up, you can configure the trigger by selecting the Pipefy Organization and the Database you are a member of to start listening to the record creation events.

Save your recipe, and now your recipe will trigger every time a new database record is created in the selected Database.

We have used the New record trigger in this example, but the process is the same for the other record triggers.

Configuring the “Create record” action

This action creates a new database record in the selected database with the field values provided. First, we need to select the Create Record action from the list of actions available in the Pipefy Connector.

Once you select the Create record action, Workato shows the action in use with a green mark.

In the setup step, you need to select a Pipefy Organization and a Database to create a new record.

Once the Database is selected, the Connector shows the Start Form fields where you will be able to type the values for each field or to use the datapill.

📌 Datapills are values from the previous steps (triggers and actions) in the workflows. You can use these values as input for your actions.

Configuring the “Update record” action

This action updates a database record in the selected database with the field values provided. First, we need to choose the Update Record action from the list of actions available in the Pipefy Connector.

Once the user selects the Update record action, Workato shows the action using a green mark.

In the Setup step, you need to select a Pipefy Organization and a Database to update a record.

Once a Database is selected, the Connector shows the fields where you will be able to type the values for each field or use the datapill values from the previous trigger/actions to update the record.

📌 Remember: a Record ID is a required field for the update record action work. So, if you don't have the record ID, you need to retrieve it using one of the Get record actions available.

Configuring the “Delete record” action

This action deletes a database record in the selected database. First, we need to select the Delete Record action from the list of actions available in the Pipefy Connector.

Once you select the Delete record action, Workato shows the action in use with a green mark on it.

In the Setup step, you need to type the Record ID or use the datapill values from the previous trigger/action to configure the delete record.

📌 A Record ID is a required field for the Delete record action. If you don't have the Record ID yet, you need to retrieve it first using one of the Get Record actions available.

Configuring the “Get records” action

This action retrieves a list of records in the selected database based on the filter criteria. First, we need to choose the Get records action from the list of actions available in the Pipefy Connector.

Once you select the Get records action, Workato shows the action in use with a green mark on it.

In the Setup step, you need to select a Pipefy Organization and a Database to retrieve the records.

Also, you can filter the records by title, typing a title value in the Filter records by title field where the Connector will return only the records based on the header.

The other option to filter the records is using the labels filter with the field Filter records by labels. You can filter the records by selecting the available labels for the chosen database using the Select from list option. You can also set the Enter label IDs and type the label ids or select datapills from the previous trigger/actions.

Including only the records with status done allows you to retrieve only the records with status Done in the database. The Sort direction enables you to select the order you want to retrieve the records (ascending or descending) based on the Record ID.

📌 Currently, the Pipefy API returns up to 50 records.

Configuring the “Get records by field” action

This action retrieves a list of records in the selected database by the chosen field value as well. First, we need to choose the Get records by field action from the actions list available in the Pipefy Connector.

When you select the Get records by field action, Workato shows the action you are using with a green mark.

In the Setup step, you need to select a Pipefy Organization and a Database to retrieve the records.

Also, you need to select which Field of the database you want to use as the filter to retrieve the records. This field shows all the custom fields of the chosen database.

After selecting the field, you can provide the Field Value to be used in the search, typing a value or using a datapill value from the previous trigger/actions.

📌 Currently, the Pipefy API returns up to 50 records.

Configuring the “Get record by ID” action

This action retrieves a database record in the selected database based on the Record ID provided. First, we need to select the Get record by ID action from the list of actions available in the Pipefy Connector.

Once you select the Get record by ID action, Workato shows the action in use with a green mark on it.

In the Setup step, you need to select a Pipefy Organization and a Database to retrieve the record.

Also, you need to type the Record ID or use the datapill values from the previous trigger/actions of the record you want to retrieve.

This action requires a Record ID. If you don't have the Record ID, you need to retrieve it first using one of the Get record actions available.

Also, when you provide a value for the Record ID field, the datapill will show the list of fields that the record has to be used as values for the subsequent actions in your workflow.

Related content:

  • Getting started with Pipefy Connector

  • How to set triggers and actions for a pipe using Workato

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