Estimated reading time: 5 minutes
Pipefy's automations enable you to replace manual tasks by automatically triggering actions in your pipe such as:
Update information in cards or databases
Notify people of missed deadlines
With this, you will streamline every step in your process, increasing your team's productivity.
If you prefer, watch a video:
How does automation works?
It works according to an event → action logic; when a specific event happens in your pipe, a pre-defined action occurs automatically.
Event: when a card moves to a phase
Action: send an email
Every time an automation is triggered or verified, Pipefy counts it as an automation job. Consider the number of automation jobs while setting up automation rules. Each Pipefy plan has its automation job limits.
Only people with the Administrator role can manage automations. To allow others to run automations, they can change their permissions on the Admin dashboard.
How to begin?
Access the pipe where you want to create the automation and click on the Automate button in your pipe's header.
Click on Create new automation to start setting up your rules.
The automation screen is divided into two:
Events on the left
Actions on the right
First, you choose the event (every time...), then the action (do this...).
These are the events you can choose:
A card enters a phase in the pipe.
A field is updated, in the Start Form or in the Phase Form.
A card is created in the pipe.
Recurring activity: Triggers the automation every hour, day, week, or month (at defined times/days). The time you choose is UTC.
An alert is triggered: activates the automation when a card becomes late, expired, or overdue.
A card leaves a phase in the process.
An email is received in the pipe.
All connected cards are moved to a phase: This event demands that you create a connection between pipes before setting it up).
These are the actions you can choose from:
Send an email template from the pipe
Move card to a specific phase in the same pipe where the action occurred.
Update a card or database record with the information you specify.
Create a connected card or record in another pipe or a database
Create a card or record in a pipe or database
Move the parent card to a specific phase (make sure you connected the pipes before)
Let's suppose you want to create an automation to send an email every time a card enters a phase.
The first step is to select the event: a card enters a phase.
Then, select the phase.
The last step is to select the action. In this case, send an email template.
You can choose an email template you've created before, or create a new one from scratch.
When you're ready, click on create automation, give it a name and save.
To ensure it's working, run a quick test in your pipe, by moving a card to the phase you chose.
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