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 Automation 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, click on Create a new automation to start creating the rules.
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.
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 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 in your time, you need to check your time zone and add/subtract the difference from UTC.
These are the actions you can choose from:
Create a new card in a pipe: A new card is created in a specific pipe with the information from the predetermined 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 predetermined 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.
🔔 Attention: Pipefy counts automations jobs whenever needs to check the conditions to trigger it or not the automation according to the scenario. The verification step is considered an automation job and therefore counted as such.
For example, if you set up a rule where an automation moves a card to a specific phase, and if the card doesn't move because of conditions, then automation does not occur, but action to check it happened.
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, 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 with matching the fields, hit Create automation and that's it! our 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.
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.
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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