Attention! Users need to have administrator permission in all pipes involved in the automation to create/edit it.
The first step for setting up a new automation is accessing the Automations section by clicking on the icon in the navigation bar on the right side of the screen.
After you click on it, a new page will open where you'll have two options: choose from the automations you've already set up or click on Create a new automation to create a new rule.
Once you click on Create a new automation, you'll see the following screen divided into two columns:
First, you'll choose the event and then the action. The event is what happens to trigger the action (the automated response to the event).
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 phase of a specific pipe;
When a card leaves a phase: A card is moved to a specific 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, every day, every week or every 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.
*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 a.m. in your time, you need to check your time zone and add/subtract the difference from UTC.
The automated actions can be:
Create a new card in a pipe: A new card is created in a specific pipe with the information from the pre-determined fields in the origin pipe;
Create a new connected card: A new connected card is created in a specific pipe with the information from the pre-determined fields in the origin pipe (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 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.
We have two pipes: Sales Pipeline and Customer Onboarding.
We want to create an automation so that every time a card enters the Won phase of our Sales Pipeline, a new connected card is automatically created in the Customer Onboarding pipe, saving us the time it would take to create the card manually.
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 Pipeline 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 pipeline) 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, radio 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 matching the fields, hit Create automation and that's it, your automation is up and running!
Whenever pipes are modified (eg. new phases are added, phases are moved, fields are added/deleted, etc.) your automation rules might malfunction. We recommend that you run tests in your automation after every modification in your pipe's structure to make sure that your workflow is still running smoothly.
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, HRIS to accounting tools, and many other possibilities.
This way, you can avoid double-work and transform manual tasks (such as updating job positions in your company's website, customer directories or sending payment receipts to suppliers) into automated actions with integrations.