Estimated reading time: 7 minutes

In Pipefy, you can create public forms and share them with your stakeholders to receive information.

It is also possible to limit the creation of new cards according to an item's availability.

Examples:

  • In a sales process, if a customer selects a no longer available product, we block the form so they cannot submit an order.

  • If a supply is out of stock, the purchasing team can restrict the form from being submitted if someone selects that item.

  • In a recruitment process, if a position is unavailable at the moment, the candidate is prevented from filling out the form and sending their candidacy to your team.

For this setting, you'll have to:

  • Create a database with your company's items

  • Connect the database to the pipe

  • Edit the public form

  • Add a conditional in the form

Check out the complete tutorial, taking a recruitment process as an example.

Detailed instructions

1. Create a database

To begin, create a database with all positions your company has.

Each job position corresponds to a record in the database, and it's important they have a field noting if the job position is open or not. We are going to use this field later during this set up.

📌 How to create databases in Pipefy.

2. Connect the database to the pipe

Then, connect the database you've just created to the recruitment pipe so they can exchange information.

📌How to connect pipes and databases.

3. Edit the public form

The next step is to edit the public form since candidates will fill it to run for the open positions.

First, add two fields to the public form: a connection field and a dynamic content field.

In the recruitment pipe, click on Form and then Edit.

Click, drag and drop the database connection field to the top of the form.

In this field settings:

  • Insert a title (in this case, “job position”)

  • Select the database you previously created

  • Mark “Search for existing cards or records in the connection" as a field function

  • In the number of connected items, select "single item"

  • Define the field as required.

Next, add a dynamic content field and type a message informing the job position is no longer available.

Both fields (database connection and dynamic content) are essential for the form to work as we expect it to.

4. Insert a field conditional

So that candidates can only apply for available vacancies in the public form, we should insert a field conditional in the form.

Go back to the pipe, click on Form, and Edit. Select Field conditionals.

Click on Add new conditional and set the scenario.

In this case, the chosen field is "is this job position open?" which is in the connection field we created earlier.

The condition is that the job position isn't available. So, "is this job position open?" is equal to "no."

Now, define what is going to happen:

When the job position is not open, we will show the field with the message warning to the candidates, and hide all other fields in the start form.

And when the position is open, we will hide the field with the warning, and show all other start form fields.

Final result

From now on, when a candidate selects a position that is no longer available in your company, they will see a warning message and will not find any other field in the form.

If the selected position is open, they can fill out the form normally.

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