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If a card exceeds its due date, you can alert your team that it’s taking too long to complete.

There are 3 different types of alerts in Pipefy:

Use alerts to control SLAs and trigger automation actions.

In this article, find some FAQs and use cases to help get you started.

Notify assignees when a card exceeds its due date.

It appears at the top of the card when it's open and at the bottom of it when it's closed.

If it's yellow, it means the due date is approaching. If it is red, the due date has been exceeded. But, if the alert is gray, there is still time before the due date.

If the start form has a due date field, you can define it there.

If you already have a card without a due date, you can open the card and click on the calendar icon to define a due date. Once you click on an option in the calendar, it's autosaved. It's also possible to leave the due date field blank and populate it later.

A late alert defines a maximum time (SLA) for a card to stay in a phase. Use it to limit how long a task will take in a specific stage of your process.

For example:

When a card is late, you will find a yellow clock icon at the top of it.

When a phase has a late alert defined, you'll find another yellow clock icon next to the phase name, showing how many late cards are.

Move the cursor over the phase's name. Click on the (1) gear icon and go to (2) advanced options.

Scroll down to find the late alert option. Set SLA based on minutes, hours, or days.

An expired alert defines the maximum period of time a card can stay in a pipe until being moved to the final phase. Use it to limit how long a task should take to pass through your entire process.

For example:

It appears as a red clock alert at the top of the card and next to the phase's name, indicating how many expired cards there are.

Click on the gear icon in your pipe's header. Go to your pipe’s settings, and look for the expired alert option.

Set the SLA based on minutes, hours, or days. You can set alerts for due dates that only take weekdays into account. This way, the days counted automatically exclude weekends and make it easier to follow the deadline for each card.

You can set this configuration on alerts of all types: due, overdue, and expired. To allow only weekdays to be counted for alerts, click the on/off button.

Once a card becomes late or expired, changing the phase or the pipe settings won't remove the alert.

The new settings will only be applied for new cards or when a card moves to a phase with an SLA for the first time.

They represent timers. The first red clock shows when a card was created; the second one shows how long a card has been in a phase, and the third one represents when the card was last updated.

To show/hide timers, go to company settings, and mark/unmark the check button.

Here are some examples of how you can use alerts in different departments:

By customizing alerts in your Customer Support or Customer Onboarding pipes, the team can easily track their deadlines and never leave a client waiting for an answer.

Create alerts to send follow-up emails on time and customize expired alerts that apply to the whole pipe to keep a pattern for your tickets' resolutions.

Customize pipe alerts to keep track of a candidate's progress, so you’re not leaving them waiting for a response. Ensure they always receive feedback in the promised time.

You can also set due dates or late alerts to track a new employee's journey in your company and easily manage their participation in presentation meetings or handoffs.

Ensure your team doesn't deal with late taxes or financial penalties by creating late alerts and allowing your team to identify the nearest payment deadlines.

Pipefy's expired alerts also ensure the Accounts Payable or Purchase Process teams stay on track with their SLAs (Service Level Agreement) and send the documents to suppliers, customers, or third parties on time.

Keep track of your team's deliverables by creating SLA (Service Level Agreement) alerts, such as late alerts and expired alerts. This way, requesters can receive answers before they’re due.

Also, you can set a pattern deadline for the whole Marketing Requests pipe through expired alerts to let the Marketing team know when a request surpasses an estimated time.

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