How to create alert-based automations

Learn how to create automations for overdue, late, and expired alerts.

Ian Castelli avatar
Written by Ian Castelli
Updated over a week ago

Estimated reading time: 2 minutes

You can set up different automations to use for Pipefy's three types of alerts (overdue, late, and expired alerts). When a card is overdue, for example, it’s possible to automatically assign a team member to work on it. For each of the alerts, we recommend a specific type of configuration. Let's go!

🔔 Attention: you must have pipe admin or admin member permission to change settings.

How to set up automations

Click on the Automate button located in the header of the pipe, then Create Automation.

Now select the event An alert is triggered on the left side. Starting at this stage, we will configure each of the automations.

Automation for overdue alerts

Automations for overdue alerts can only be created for cards that contain a Due Date field. You’ll be using the overdue information to perform a specific action. For example, when the card reaches its due date, it will automatically move.

See the configuration below:

You can choose different options depending on what makes the most sense for your scenario. After setting the options, click Save automation, and give it a name.

Automation for late alerts

Automations for late alerts are useful for cards that have passed their maximum time (SLA) in a phase. You can limit the amount of time a card can stay in one phase before moving on to the next step.

Before configuring the automation, however, access the phase's advanced settings and define the amount of time the card will remain in the phase until its status changes to “delayed”.

To access the phase settings, click on the gear next to the phase name, then click on the Advanced Settings button. After that, select your desired time period.

Check out the example below:

Once you’ve configured the phase alert, go to the Automations screen and select An alert is triggered, then choose Late card. Finally, click on the automation option you want, like moving the card to a specific phase when triggered. We’ve provided an example below:

After making your choices, click Save automation, and give it a name.

Automation for expired alerts

Automations for Expired alerts are useful when you set a maximum time for a card to remain in a pipe until it is done (reaches the final phase).

Before setting up the automation, however, we have to set up the Expired Alert itself. Click on the gear button located in the top right corner of the pipe, then Pipe Settings. Select the Expired alert option, then set the SLA in minutes, hours, or days.

Should you prefer to exclude weekends from the alert, select “Count weekdays only”.

Now that we’ve set up the Expired alert, let's return to the Automations screen. Select the option An alert is triggered and then Card expired. On the right side, choose the action you want to happen. In this example, let’s configure an automation to send an email template when the card expires. Check the configuration example below:

After choosing your options, click Save automation, and give it a name. Now emails will be sent automatically to the people of your choice when the card exceeds its set time in the pipe.

Great job! We’ve created automations based on Pipefy's three types of alerts. Explore other scenarios and create customized alerts for your own needs.

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