Estimated reading time: 7 minutes

When creating an automation, your will always start by choosing an event that triggers it.

Example: every time a card is created → send an email to the person that created it (automation).

You can create an automation for every time:

A card is created

A card enters a phase

A card leaves a phase

A field is updated

All connected cards are moved to a phase

A recurring activity

An alert is triggered

An email is received

A card is created

You can create cards through forms, connections, emails, and integrations or import them through a spreadsheet. They always arrive at your pipe in the first phase.

  • Create a card or record: every time a card is created, create another card or database record with the same fields.

  • Create a connected card or record: every time a card is created, create another connected pipe or database record.

  • Move parent card: a parent card contains one or more cards connected to it (child cards). Every time child cards are moved to a phase, in a connected pipe, the parent card will also be moved in the pipe.

  • Update a field: automatically update a field, at any phase of the pipe, every time a card is created (in the same pipe).

  • Move card: every time a card is created in a pipe, the automation moves it to another phase.

  • Send an email template: every time a card is created in a phase, send an email template that's already created.

A card enters a phase

When you move a card from one phase to another, it means that it entered a new phase. To define what comes next, you can create an automation to:

  • Create a card or record: every time a card enters a phase, create a card or database record. For this automation to happen, match fields from the card to the database fields.

  • Create a connected card or record: every time a card enters a phase, another card containing the same fields will be created in a connected pipe. Or, it will create a new database record.

  • Move the parent card: every time the cards connected to a parent card enter a phase (in this pipe or in a connected pipe), the parent card will be moved to another phase.

  • Update a field: every time a card enters a specific phase of the pipe, its fields are automatically updated in the exact same phase or in another phase.

  • Move card: every time a card enters a phase, the automation will move it to another phase, in the same pipe.

  • Send an email template: every time a card enters a phase, the automation submits an email template directly from the same card.

When a card leaves a phase

Every time a card is moved from a phase, you can send an email template from the phase it was moved from.

Example: every time a card moves from phase A to B, automatically send an email template from phase A.

A field is updated

A field contains all the necessary information in a phase of the process. For instance, an assignee field is updated when a team member is selected for it.

  • Create a card or record: every time a field is updated, create a card or database record. For example, in a Purchase Process, every time the field "purchase value" is updated, create a record in the "Expenses" database.

  • Create a connected card or record: When a field is updated in a pipe, a card is created in a connected pipe or a record is created in a connected database.

  • Move the parent card: In this case, the parent card is moved to a phase every time a field is updated in a child card.

  • Update field: Every time a field is updated in a pipe, another field is updated (in this card or other cards, in another phase).

  • Move card: Here, when a field is updated, a card is moved (either in this pipe or in a connected pipe).

  • Send an email template: When a field is updated in a card, automatically submit an email template (that already exists) from a phase.

All connected cards move to a phase

Connections are especially useful to share information across different processes.

In this case, every time a card that contains connections (to other cards or databases) is moved to a phase, something else happens as a consequence. For example:

  • Create a card or record: every time connected cards move to a phase, automatically update a database record that's connected to the pipe or create a new card.

  • Create a connected card or record: every time a card that's connected to other pipes or databases moves to a phase (in one pipe), it automatically creates a new card or database record — which should contain fields that correspond to the connected cards previously moved.

  • Move the parent card: every time connected cards move to a phase of the pipe (and if they're connected to a parent card), the parent card will also be moved to a phase. It can be moved to another phase or to the same phase as its child cards.

  • Update a field: every time connected cards move to a phase, a field in the pipe will be automatically updated with dynamic content (or with a fixed value).

  • Move card: Automatically move any card in the pipe to a respective phase if connected cards move in this pipe (or in a connected pipe).

  • Send an email template: If connected cards move to a phase in the pipe, automatically send an email template from the phase they've been moved from.

Recurring activity

As the name suggests, recurring activities are repeatable events that happen in your process as you automate them.

  • Every 30 minutes.

  • Every hour.

  • Every day, at a specific time (e.g., 10 PM).

  • Every week, on one or more days in the week, at a specific time (e.g., Mondays at 5 AM).

  • Every month, at a specific day of the month and time of the day (e.g., every day 5 at 2 PM).

You can set these frequencies to recurringly:

  • Create card or record. Define a pipe to create cards or a database to create records (e.g., every 30 minutes, create a card in the pipe To-do List).

  • Move card. Select a pipe and define a phase to move cards to (e.g., every 1 hour, move cards to phase Doing).


What is UTC (timezone)?

UTC is a standard for timezones worldwide (Coordinated Universal Time).

To set up the automation based on this reference, click here to know your UTC timezone.


An alert is triggered

While managing a process, it is especially useful to count on alerts (or SLAs) to track the status of your demands. This way, you won't need to manually check cards one by one to ensure it's all going as expected.

You can set overdue, late, or expired alerts to trigger automations such as:

  • Create card or record: every time an alert is triggered, create a card or database record.

  • Create a connected card or record: every time an alert is triggered in a card, automatically create a new card (in the same pipe or in a connected pipe), or a record in a connected database.

  • Move the parent card: every time one of the cards that are connected to each other triggers an alert, the parent card (card in the origin pipe) will be moved to a specific phase

  • Update a field: every time an alert is triggered in a card, automatically update a field in the same or in another card.

  • Move a card: every time an alert is triggered in a card, move the same card or another card to a phase.

  • Send an email template: every time an alert is triggered in a card, automatically submit an email template from the same card.

An email is received

It's possible to exchange emails through a card and streamline communication with anyone inside or outside of Pipefy.

To make your team's life easier and ensure they don't waste time looking for emails one by one, you can automate a set of actions as a new email arrives:

  • Create a card or record: When an email is received in a card that's in a specific phase, automatically create a new card (in the same pipe) or in a database of your choice.

  • Create a new connected card or record: As an email is received, create a new connected card (in a connected pipe) or a new record in a connected database.

  • Move the parent card: If the email is received in a card that's connected, automatically move the parent card (in the origin pipe) to a phase.

  • Update a field: Every time an email is received in a card, update a field with a fixed value (which you can specify while creating the automation) or a dynamic value (information filled out in other fields).

  • Move card: Move the card to a specific phase when it receives a new email.

  • Send an email template: Whenever an email is received in a card, automatically submit another email with a template that's already created.


💡 Read more about how automations affect pricing.


Join Pipefy Community to share feedback about our product, ask questions, and stay on top of what's new. Learn to use all the features of our platform in free courses at Pipefy Academy.

Related articles:

Did this answer your question?