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Many Pipefy users share public forms with people outside their teams, or even outside their organization, in order to receive a wide range of service requests.

Once these forms are submitted, the requester (guest user) will be able to find and track these requests in Pipefy for guests, a platform with exclusive access.

Once a single request card is opened, you’ll be able to communicate with the team responsible for fulfilling that request on the same page.

Another important feature within the Pipefy for guests is Tasks, which are pending mid-process forms that guest users are required to submit in order to proceed.

These task forms can be approval requests, document submission, or simply providing further information requested by the fulfillment team.

This tool allows you to offer an amazing guest experience while creating a better workflow between guests and your staff. Since the portal centralizes and organizes communication in a single place, it reduces the response time and keeps everyone involved and up to date.

Information Security

To access the platform, your guest users will receive an authenticated link. You can use an email template automation to send it or share it manually.

This link expires after 120 hours (5 days). If it expires, guest users can ask for a new one on the expired link page.

Only those who received the authenticated link can access Pipefy for guests, and all they can see are the requests/tasks related to them. Even the pipe members can only access the data of the tasks/requests they are working on.

What does Pipefy for guests look like?

Pipefy for guests uses the same company logo and background as your pipe's public form.

It is divided into 2 main screens:

  1. Tasks: what you asked your guest to do, such as approving a quotation, giving feedback, or informing their professional data to an onboarding process. Tasks are always related to a card and a phase.

  2. Requests: what your guest ask you to do, such as a reimbursement, job opening, or marketing request. They are related to a card and a start form with the request tracker enabled, since they usually happen at the beginning of a process.

On the upper right side, your guests will find a menu, where they can access our Help Center, learn more about Pipefy, and switch companies (since the same guest user may receive requests and tasks from different companies).

Use cases: Ideas for using Pipefy for guests

Pipefy for guests is a versatile tool. Here are some use cases you can take, just to name a few examples:

  • Human Resources: You may share a public phase form with your employees to ask for information, like updating an address or phone number. You can also use them to manage vacation requests, promotions, or a recruitment process. Each employee or applicant will have access to their own Pipefy for guests portal and can only see the cards related to their tasks/requests.

  • Finance: Just like the Human Resources team, the Finance squad deals with a lot of requests every day. They have, for example, reimbursement requests, purchase approvals, procurements, and accounts receivable, just to name a few. You may want to use the public phase form to create a better workflow. Once you share them with third parties, each person will have access to their own portal.

  • Customer Success: If you are a customer-first company, you probably want to offer the best experience ever. So, you may want to use a public form to start customer onboarding or to ask them for feedback with a NPS. This will allow each client to have access to Pipefy for guests.

  • Legal: A legal team deals with a lot of confidential information, and it's quite important to make sure only authorized staff has access to it. This is why you may share a phase form with specific people to analyze a contract, approve a NDA, or give legal advice.

Pro tip: If all your company’s teams use Pipefy to manage their process, your guest users (employees, clients, suppliers, etc.) will see all the requests/tasks in a single place — even if it's from different pipes.

Add a dynamic content field right at the beginning of your public forms to share a custom message with your guests and give them more context.

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