Optimize your processes and make sure the right people are accomplishing their activity goals:
Create activities to collect information, approvals, or to make any kind of action.
Send a phase form using email templates to create a new task.
Activate task authentication to ensure the right people are completing their tasks.
Visualize and complete tasks in the log.
The basics about tasks
Tasks, in Pipefy, are activities you can send requesters, people in your company, or guests to collect information, approvals, or any other action that depends on them so that a process can continue to its conclusion.
Anyone with an account in Pipefy can access tasks in the log:
Super admins and admins that manage processes,
Members that execute processes and communicate with internal and external clients, and
Company or external guests who open requests to your team via Pipefy.
How to create and send tasks
To create a task, you need to send a phase form to people using email templates. Learn how to create email templates.
People receive tasks in their email. External users can access the link to validate their identity; internal users can do the same in Pipefy, in Tasks.
All informed data will be automatically updated in the cards and recorded to the log. Learn how to add activity logs for pipes and cards.
How to activate task authentication
You can activate the authentication step to add a later of security and confirm that users are completing the right tasks.
Set up the phase to collect the email addresses of users who interacted with the task for security and traceability.
Click Share at the top of the card you want to send as a task.
Click Change it on Advanced Options
The option Collect email addresses must be active for the authentication to work.
You can also access the phase settings in Pipe settings by choosing the specific phase or by clicking the gear in each phase, then click on Advanced Options.
How to visualize and complete tasks
Beyond accessing their tasks using links received via email, people with roles in your company can visualize and complete them in the log area.
To access tasks assigned to you:
Pending: tasks you received and have not yet completed.
Done: tasks you have completed.
You can filter tasks through the original pipe and search it using the title.
This gives you visibility over your pending and specific tasks in a process.
To complete it, click on the task, fill out the requested fields, and send the information.
You, your team, and company guests that have Pipefy accounts can access and complete tasks via computer or mobile app.