Estimated reading time: 7 minutes

Summary

  1. How to set up an automation

  2. What are events

  3. What are actions

  4. Automation billing

  5. Automation example

  6. Duplicate automations

How to set up an automation

To set an automation, you must have the admin permission on the specific pipe. The first step is to go to the process and click on the Automate button, located in the pipe’s header.

After clicking the button, a new page opens with the existing options. If you don't have any automation rule set, click on Create automation to start creating it.

The automation screen is divided into two columns: events (on the left side) and actions (on the right side). First, you choose the event and after the action. The event is what happens to trigger the action.

Events

These are the events you can choose from:

  • When a card is created: A new card is created in a specific pipe.

  • When a card enters a phase: A card is moved to a predefined phase of a specific pipe.

  • When a card leaves a phase: A card is moved to a specific phase of a specific pipe.

  • When a field is updated: A field is filled or the value in it is modified.

  • When all connected cards are moved to a phase: 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 the automation every hour, day, week, or month (at defined times/days).

  • When an alert is triggered: Triggers the automation when a card becomes late, expired, or overdue in a specific pipe.

  • When an email is received: Triggers the automation when a card receives an email.

🔔 Attention: When setting up a recurring activity, the time you choose is UTC, which means that if you want cards to be created every day 7 AM your time, you need to check your time zone and add/subtract the difference from UTC.

You can add automation conditions to your automation so it will only be triggered under a specific scenario.

Actions

These are the actions you can choose from:

  • Create a new card in a pipe or record in a database: A new card is created in a specific pipe with the information from the predetermined fields in the origin pipe. Another option is to create a new record in a database based on an event on the card;

  • Create a new connected card or record: A new connected card or record is created in a specific pipe with the information from the predetermined fields in the origin pipe (this action demands that you create a connection between pipes or between a pipe and a database 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 filled/updated (this action only allows users to update fields that belong to the same pipe as the event).

  • Move card: A card is moved to a specific phase in the same pipe where the action occurred.

  • Send an email: An email is sent directly from Pipefy with dynamic fields.

🔔 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.

Automation Billing

In Pipefy, there are no limits for automation rules (the automations you create), but you're charged according to automation jobs. For example, when a card is updated (event), it automatically moves to another phase (action). The trigger is detected by Pipefy, the automation happens and then you are charged with one automation job.

The automation job is the number of times an automation is triggered (every time the event happens). Using the previous example, every time a field is updated, an action is triggered to move the card to the chosen phase — this counts as an automation job.

In the Pipefy free plan, you have 15 automation jobs to spend per month. Check all automation jobs limits per plan.

🔔 Attention: Even when an automation job is not carried out in a process, it's counted as complete due to the verification step. For example, if you set up an automation that moves cards to a specific phase and that card does not fulfill the conditions to be able to move forward, the automation won't happen. However, the action to verify if the automation has happened (check field conditions), which counts as an automation job.

If you want to check the volume of automation jobs you consume per month, go to the billing page in plan details within Pipefy. You can keep track of how many jobs you are using in real-time on this page.

Automation Example

Let's suppose you want to connect a Sales CRM pipe with a Customer Onboarding pipe. We want to create an automation so that every time a card enters the Sales CRM “Won” phase, a new connected card is automatically created in the Customer Onboarding pipe — saving the time it would take to create the card manually. Check it out step by step:

1. Connection: The first step is creating a connection from the sales pipeline to the onboarding pipe. Without the connection, our automation won't work at all.

2. Event: Access the new automation screen to create the rule. The event we've selected is When a card is moved in pipe Sales CRM to phase “Won.”

We didn't add any conditions because in this case, they weren't necessary.

3. Action: The action is Create a new connected card in pipe Customer Onboarding. After we select the pipe, we need to match the fields in the origin pipe (Sales CRM) to the ones in the start form of our destination pipe (Customer Onboarding). It's very important that we pay close attention to some details:

  • We can only match fields of the same type — keep that in mind when creating the fields in your destination pipe.

  • You can choose from all the fields in the origin pipe, but you can only add them to the fields in the start form of the destination pipe.

  • Make sure that all the fields that are mandatory in the destination pipe's form are also mandatory in the origin pipe. If by any chance, they aren't filled out when the event happens, the automation won't be triggered.

  • Multiple choice fields (select and radio), as well as labels and assignees, must have the exact same options in both pipes for the automation to work.

You can use dynamic values by matching fields or fixed values by choosing from the options in the field when available or inserting text/number values manually.

Once you're done with matching the fields, hit Create automation and that's it! Your automation is up and running!

🔔 Attention: Whenever you make changes in a pipe, such as adding new phases, fields, or moving things from one place to another, automation can break. Make sure to adjust whatever needs to be adjusted so automations won’t stop working. It is highly recommended that you run tests on your automation after each pipe structure modification to ensure it is working.

How to duplicate an automation

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 click on Duplicate. A new automation is 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 the adjustments you need. Lastly, save it to have a new automation running in your processes.

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