Estimated reading time: 4 minutes

If your business has complex rules to define who will be responsible for a card in a pipe, you can set automation using a database as an intermediator.

With this solution, it will be easier to update the automation whenever you need it.

To explain this setup, we'll use the example of a purchase process with 3 approval steps.

For each step, we have different approvers, who vary according to the requester's department.

Create your database

The first step is to create a database with the approvers of each department.

While editing the database form, insert:

  • 1 dropdown select field to inform the department

  • 3 assignees fields to define the approver for each phase of the process according to the area

All fields must be required (mandatory).

Then, create the records. One for each department.

📌 Add the approvers as members in the database so you can add them as assignees.

📌Create a database.

Add a connection field in the start form

Open the pipe and connect it to the database you've created.

Next, edit the start form and add a database connection field, which requesters will use to inform the department.

Set up this field according to the following:

  • Select the database of approvers

  • The function is to search for existing cards or records in the connection

  • The number of items is a single item

  • The field must be required (advanced options)

📌 How to create a Start Form.

Set the automation rules

Last, create 3 identical automation rules, one for each approval phase.

The event is: every time a card enters the approval phase

And the action is: to update the assignee field with the department's approver. To do it, we are going to use a dynamic value.

📌 All phases must have an assignee field so you can set this automation.

Complete this setup, and you're ready to go!

Looking for more tips? Take Pipefy Academy’s free courses to learn about process management, and don't forget to join Pipefy's Community to share ideas and give feedback about our product.

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