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How to update cards and database records using automation
How to update cards and database records using automation

Ensure information is always fresh in connected pipes and databases.

Grazi Sabatini avatar
Written by Grazi Sabatini
Updated over a week ago

Estimated reading time: 5 minutes

In this article:

Set up an automation for updating cards and database records to ensure all your processes contain the same information, ensuring they aren't wrong or stale.

It's especially useful for teams that constantly update data across platforms and documents.

For example:

By accessing the Prospects database, sales representatives can better control which prospects closed deals.

If they need to resume contact with this prospect in the future, they'll only need to consult the prospect's record—without having to revisit card by card.

Step 1: Add connection fields

Connection field types exchange information from one card to another or a database.

To update cards and records, they should be connected first. For that, ensure the field updating the other has a connection type. Learn more about connection fields.

💡Tip: you can add connection fields while editing a form or phase.

As you add the connection field, you can create the automation:

  • In the Kanban view, click on Automate.

  • Then, select Create automation.

Step 2: Define what will trigger the automation

Start selecting an event that will happen in your pipe and activates the automation.

It can be moving a card, sending an email, and more. Check all events that trigger automations in Pipefy.

To better explain how it happens, we'll create this automation for a Sales Pipeline:

Every time a prospect (card) is won (moved to Won phase) → Update the prospect's information (database record).

Step 3: Choose fields to update

Then, define what the automation will do in your process as the previous event happens.

In this case, it's Update a card or record field.

  • Select which pipe or database should receive the update.

  • Then, press the button with the + plus sign to select the field connected to this pipe or database.

Note: For now, it's only possible to select connection fields. The field you select can have only one card or database record associated with it (which you can identify by its ID).

What is ID?

Think of an ID as a "key" that makes any connected field unique.

It ensures you can identify the exact field you need to update across connected pipes and databases.

Then, select the field ID (in the phase the field is at) or the field in the database record.

In Connected card setup:

  • Choose a field to generate the update. It's from where the information comes.

  • Define the field that will receive the update.

You can set:

  • A fixed value. Fields get updated with the same information (you specify).

  • A dynamic value. The information to be updated in the card or record depends on what is filled in connected cards.

As you're done, click on Save automation.

💡 Tip: we recommend you test the automation as you save it. It prevents you from spotting possible errors while the process is on the run.

You can do so by performing the event you defined, then checking if the automation runs as expected.

Our team would love to get your feedback on this automation!

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