Estimated reading time: 5 minutes
Pipefy enables users to connect pipes and databases in two ways:
Connections: Connections are set up in the pipe tools. They can be used to create/search for cards or records from all phases in a pipe. This feature is especially useful when the connection needs to be available in every stage of the process, such as logging activities (calls, emails, etc.) in a sales pipeline.
Connection field: The connection field is an advanced field and is therefore part of a specific phase of a pipe. It's displayed like all the other fields of the process and can be set as a mandatory action. It's especially useful in situations when creating/searching for connected cards/records is a mandatory part of the process, such as selecting the employee record when creating an expense reimbursement request.
📌 Important! When creating a connection/connection field between pipes or a pipe and a database you're automatically enabling access to the information in the connected pipe/database and all existing cards/records.
Creating a connection
To create a connection, you'll first click on the tools icon in the upper right corner of the screen, and select Connections.
Click on Create a Connection.
You'll see a pop-up screen where you'll add:
1. Connection name: The name that'll be displayed in the upper right corner of the open card.
2. Connected pipe or table: The pipe or table in which this connection will search/create cards/records.
3. Connection function: Choose whether you want your connection to…
Search: The connection will search among the existing cards/records in the connected pipe/database and link them to the parent card.
Create: The connection will open the connected pipe/database form to create new cards/records in it.
Search and create: The connection will enable the users to search for existing cards/records and create new ones if they don't find what they're looking for.
4. Number of entries: Specify whether you want a single card/record to be connected to the parent card (ex. Selecting the employee record from a database) or multiple cards/records (ex. Logging calls/emails in your sales pipeline).
5. Advanced options: Where you'll find five different rules you can click on the switch button to activate or deactivate them.
Creating connected cards is a requirement before moving this card to the next phase: When this option is active, the parent card can't be moved forward in the process before creating a connected card.
Creating connected cards is a requirement for the parent card to be finished: When this option is active, the cards can't be moved to a final phase of the process before creating a connected card.
All connected cards must be done before moving this card to the next phase: When this option is active, the parent card can't be moved forward in the process before the connected cards have reached a final phase.
All connected cards must be finished before the parent card can be completed: When this option is active, the parent card can't be moved to a final phase of the process before the connected cards have reached a final phase.
Autofill enables you to fill out fields automatically: This option enables users to match the fields in the 'parent' pipe to autofill the connected card's fields when using the connection to manually create cards/records. Click here to learn more.
Set up your connection, click on save, and that's it! Your connection is up and running!
This is an example of a connection with the to-do list pipe:
Creating a connection field
As we've mentioned before, the connection field is a field so, therefore, it belongs to a specific phase or the start form of a pipe. Creating a connection field works exactly like creating any other field.
To add a connection field to a start form, open it up and click on edit form.
To add a connection field to a phase, click on edit phase.
Go to connection fields.
Select between pipe connection or database connection. Give the connection field a name, select the pipe or the database you want to connect, the field function, and the number of entries. When you are done, click on save.
Improve your connections by using customized integrations
You can also improve your connected workflows by using customized integrations (for Enterprise plans). Pipefy allows you to integrate processes with any software — from ERPs, HRIS to accounting tools, and many other possibilities.
This way, you can avoid double-work and transform manual tasks (such as updating job positions on your company's website, customer directories, or sending payment receipts to suppliers, for instance) into connected, smarter strategies.