Estimated reading time: 7 minutes
Zapier enables you to integrate Pipefy with over 1000 web apps. This article will teach you everything you need to know about setting up an integration between Pipefy and one of these available apps via Zapier.
However, if you want to integrate Pipefy with an app that Zapier doesn’t support or with specific and complex software that you use in your operations, feel free to get in touch with our team to request a custom integration. Pipefy can be integrated with any tool, so if it’s not on Zapier that’s not a problem.
For Zapier integrations, you'll need:
- Pipefy account;
- A Zapier account (Zapier offers both free and paid plans. Check out their pricing page for more information).
Sign up for a Zapier account
Before you start creating new zaps (that's how integrations via Zapier are called) you'll need to create a Zapier account or sign in if you already have one.
Signing up for a Zapier account is very simple:
- Go to https://zapier.com/
- Click the ‘sign up’ button or fill in the form in their home page.
Let’s get started!
Zapier works by creating automated workflows between two or more apps. Those workflows are called zaps.
Each zap has a trigger and one (or more) actions. In the simplest scenario possible, when something happens in app A (trigger), something else will automatically happen in app B (action).
Pipefy can be used both as a trigger and action in your zaps.
To help you get started with Zapier integrations, we recommend you check out some of the pre-developed Pipefy integrations available in Zapier (click here to check them out).
Using a recommended Zap is typically quicker than creating your own from scratch. This is just a suggestion, though. If you'd rather create your Zap from scratch, that's okay!
Connecting your Pipefy account
If you haven’t integrated Zapier with Pipefy yet, Zapier will ask you to add your Pipefy account when you decide to use Pipefy as a trigger or an action.
When you click on ‘Connect an Account’, a pop-up window will open where you'll need to add the following information:
- The email you've used to sign up for your Pipefy account;
- An API key.
The API key is a code that works as an authorization for Zapier to access your Pipefy. To get it, click on 'this page' to be redirected to your 'user settings' page in Pipefy.
At the bottom of the screen, you'll see the API key option, click on it to open the dropdown with your API key. Copy and paste the code in the pop-up window and you're good to go.
Making a Zap
Creating a new Zap is really easy. The first step is clicking on the orange 'Make a Zap' button in the upper right corner of the main Zapier dashboard.
As we've mentioned before, each Zap is made of a trigger and (at least) an action. The first step for creating any Zap is setting up the trigger.
We'll explain how you can set Pipefy up both as a Trigger and as an Action with simple examples.
Using Pipefy as a Trigger:
If you decide to use Pipefy as a trigger, an action will be triggered in another app when something happens in Pipefy.
1. Choose trigger app:
After you click on the "Make a new zap" button, you’ll be redirected to a new screen that looks like this:
You'll type 'Pipefy' to search for it and select it as your trigger app.
2. Select Pipefy Trigger:
The next step is selecting the trigger in Pipefy, what will happen in Pipefy to trigger the action in the other app.
The available triggers in Pipefy are:
- Card expired: A card becomes expired in a specific pipe;
- Card late: A card becomes expired in a specific pipe;
- New card: A new card is created in a specific pipe;
- Card moved: A card is moved in a specific pipe;
- Card overdue: A card becomes overdue in a specific pipe;
- Card done: A card enters a final phase in a specific pipe.
3. Connect your Pipefy account:
After you select the trigger in Pipefy, Zapier will ask you to select/add your Pipefy account (if you haven’t added your Pipefy account just yet, learn how to do it in step 1 above).
4. Select the pipe:
For this example's purpose, we chose "new card" trigger. Therefore, it makes sense to select in which Pipe the cards will be created in order to trigger this action.
5. Test Pipefy:
After you select the pipe from the list of pipes, you'll be asked to test your trigger to check if it’s working.
After you receive the confirmation that your trigger is working, it's time to move on to the action you want to be triggered.
6. Select Action App:
For this example's purpose, we chose Slack as the Action App.
7. Select Slack Action:
As we selected the trigger in Pipefy, now we'll select the action we want our Zap to trigger in Slack.
For our example, we've decided we wanted Slack to send ourselves a direct message (via slackbot) whenever a new card is created in the pipe we selected.
7. Select/connect Slack Account:
To be able to send yourself a direct message whenever a new card is created in Pipefy, you'll need to validate your Slack account just like you did with Pipefy.
8. Edit Template:
Set up the notification message you want Slack to send you when a new card is created.
You can pull information from the pipe you chose to fill in the fields here. Message Text for example could be filled with the description of a task if you choose your 'Team Task Management' pipe.
9. Test Slack:
After you've set up your message and selected to whom you want it to be sent in the previous step, Zapier will show you a preview. If everything looks good, click 'Create and Continue' to test Slack.
Once you get the 'Test Successful!' confirmation message, click on 'Finish', give your zap a name and turn it on!
Set Pipefy as an Action
Using external apps to trigger an action on Pipefy means that whenever a trigger X happens on app A, an action Y will happen on Pipefy.
1. Make a new Zap:
Click on 'Make a New Zap' again.
2. Choose the Trigger App:
For our example, we want Zapier to create a new card every time someone creates an appointment for you on your Google Calendar. The Trigger App, therefore, is Google Calendar
3. Select a Google Calendar Trigger:
Our trigger un Google Calendar will be 'New Event'.
4. Select a Google Calendar Account:
After you select the trigger, Zapier will ask you to select/connect your Google Calendar Account. Select your account from the list or, if you haven't set up one yet, click on 'Connect a New Account'.
5. Set up Google Calendar event:
Select the calendar you want new events to be created in in order to trigger the action on Pipefy. I selected my own calendar.
6. Test Google Calendar:
Test your Google Calendar. Make sure you have at least one recently created event and click on 'Fetch & Continue'
You'll get a notification if your test was successful.
7. Choose an Action App: Pipefy in this case.
8. Select Pipefy Action:
You can choose whether you want Zapier to create a new card, or to delete an existing card. For our example, we want a new card to be created.
9. Select Pipefy Account:
After selecting the action, you'll be asked to select your Pipefy account. If you haven’t connected it yet, you’ll be asked to add your Pipefy account. Learn how to do it by scrolling back up to step 1.
10. Set up Pipefy Card:
First, select the Pipe where you’d like the new cards to be created in:
Then you'll need to match the fields to "let Zapier know" which of the event's information you'd like to be added to your card's fields.
This means that the data from your Google Calendar event will be gathered and used to filled in the fields of your pipe's start form in Pipefy.
11. Test Pipefy:
After you’re done setting everything up, go on and let Zapier run a quick test to check whether everything is working properly.
Then, finish setting the Zap up by naming it and turning it on:
Zapier will display a confirmation message to let you know your Zap is up and running and that's it, your integration is ready to roll!
What triggers are available?
The following triggers are available:
- Card expired: Triggers when a card expires on a pipe;
- Card late: Triggers when a card becomes late on a pipe;
- New card: Triggers when a new card is created on a pipe;
- Card moved: Triggers when a card is moved on a pipe;
- Card overdue: Triggers when a card becomes overdue on a pipe;
- Card done: Triggers when a card is done on a pipe.
What actions are available?
The following actions are supported:
- Create card: Create a card on a pipe.
- Delete card: Delete a card on a pipe.