Estimated reading time: 5 minutes

Pipefy's automations enable you to replace manual tasks by automatically triggering actions in your pipe such as:

  • Move cards

  • Send emails

  • 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.

Summary:

If you prefer, watch a video:

How does an automation works?

It works according to an event → action logic, that is, when a specific event happens in your pipe, a pre-defined action occurs automatically.

For example:

  • Event: when a card moves to a phase

  • Action: send 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. Learn how Pipefy counts automations in your plan.


📌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, then the action.

Events

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).

Find more detailed information about events.

Actions

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 field in a Phase Form

  • 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)

Find more detailed information about actions.

Automation Example

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.

Join the Pipefy Community to share feedback about our product, ask questions, and stay on top of what's new. Learn how Process Management works and make the best use of Pipefy to build your workflows at Pipefy Academy.

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