Estimated reading time: 8 minutes
Use Pipefy's automation capabilities to streamline every step in your process, replacing manual tasks and increasing your team's productivity.
This feature enables you to automatically trigger actions when a specific event occurs in one of your pipes. It works according to an event → action logic, such as: when a determined event happens, a determined action will occur automatically.
For example: When a card in your CRM Sales pipe moves to the "Finished" phase, an email will be automatically sent.
To begin, access the pipe where you want to create the automation, click on the Automations button in the header to open the editing screen. You can also access Pipefy's automations in Settings, in the upper right corner of the screen.
👉 Remember: You have to be an admin user to set up this feature.
If you are an admin member of your organization on Pipefy, you can access all automations in one place (not just within their respective pipes). To do so, just click on the Account Preferences button and select the Automations tab.
🔔 Attention: An automation job is counted by Pipefy whenever the conditions to trigger an automation are checked (whether the conditions are met or not). This verification step is considered an automation job and counted as such. For example, if you set up a rule for a card to automatically move to a specific phase but all the conditions are not met, the automation will not occur but the action to verify will be counted as complete.
Check out the main points covered in this article:
1. What is an event?
An event is an automation trigger, something that will happen in your process and run an action automatically.
For example: When a card moves to the "Finished" phase, this is an event.
What events are available for automation?
When a card is created: Triggers an automation when a new card is created in a specific pipe.
When a card enters a phase: Triggers an automation when a card enters a specific phase of a specific pipe.
When a card leaves a phase: Triggers an automation when a card leaves a specific phase of a specific pipe.
When a field is updated: Triggers an automation when a field is filled out or modified (this event doesn't work for fields filled when creating a card in the start form)
When all connected cards are moved to a phase: Triggers an automation when all connected cards are moved to a specific phase (this event demands that you create a connection between pipes before setting it up).
Recurring activity: Triggers an automation every hour, every day, every week, or every month (at defined times/days).
When an alert is triggered: Triggers an automation whenever a card becomes late, expired, or overdue in a specific pipe.
When an email is received: Triggers an automation when a card receives an email.
🔔 Attention: Pipefy operates in the Coordinated Universal Time (UTC) zone. Keep this in mind when setting up a recurring activity.If you want to create a new card each day at 7 a.m. according to New York’s time zone, for example, you have to set your automation for 11 a.m UTC. Remember to check your time zone and add/subtract the difference from UTC.
2. What is an action?
The action is what happens after the automation is triggered.
Example: Every time a card is completed in your CRM Sales pipe, an email is sent. In this case, the action is to send an email.
What actions are available for automation?
Create a new card in a pipe: A new card is created in a specific pipe with the information you set up to the corresponding fields.
Create a new connected card: A new connected card is created in a specific pipe with the information you set up in the corresponding fields (this action demands that you create a connection between pipes before setting it up).
Move the parent card: The parent card is moved to a specific phase (this action demands that you create a connection between pipes before setting it up).
Update a field's value: The value in a specific field is automatically filled/updated in the same pipe as the event.
Move card: A card is moved to a specific phase in the same pipe where the action happened;
Send an email: An email is automatically sent to someone on your team, a client, or any other contact. Don't forget to create an email template for this action first.
3. How to duplicate automations?
If you want, you can duplicate a previously configured automation. To do so, click on the three dots button, located on the right side of each automation and then Duplicate.
A new automation will be created based on the parameters of the first one but disabled to avoid broken automations.
This way the new automation doesn't conflict with the original one, and you can make all the adjustments you need. Lastly, save it to have a new automation running in your processes.
If you'd like to know more about automations, watch this video:
4. When to use automations
Pipefy's automation allows companies to eliminate extra work and focus on more valuable strategies.
Here are some examples of how you can use them in your department:
Through automation, it's easier to eliminate the manual labor that clusters Customer Success and Customer Support agendas. Automatically escalate a recommended team member to deal with a specific request/account in a phase of the onboarding or help desk process.
Do this by setting up condition rules which you can customize to your team's needs (e.g., when a card moves from the implementation to the follow-up phase in a Customer Onboarding pipe).
Tasks such as collecting signatures from employees, updating a candidate's status, or even updating an employee's progress on their onboarding journey can be automated to avoid wasting time on manual tasks.
Through Pipefy's automations, the HR team won't have to deal with manual activities such as moving candidates and employees across phases or processes. With automations, you can automatically update information and move the card through phases, saving time to spend on more valuable tasks like analyzing the best prospects for a company.
Allow your team to let go of manual tasks, such as copying and pasting data between payment or legacy systems. It's possible to automate the sending or receiving of invoices, receipts, and documents which also reduces the risk of delays and inaccuracies.
Through automations, the finance team can customize rules to send information or automatically assign people to deal with a specific request, making sure that the accounts and responsibilities are properly designated to the right people on time.
5. Use customized integrations to improve your processes
You can also improve your automated workflows by using customized integrations (available for enterprise plans). Pipefy allows you to connect your processes with any software — from ERPs and HRIS to accounting tools, plus many others.
You can avoid redoing work and transform manual tasks, such as updating job positions in your company's website or sending payment receipts to suppliers, into automated actions with integrated solutions.
6. Enjoy all Pipefy's resources
Join Pipefy's Community to share ideas and give feedback about our product.
Learn how to use all of Pipefy's features with Pipefy University's free courses.