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Pipefy offers 3 email tools:

  1. Shared Inbox

  2. Email Templates

  3. Card's Email box

Each one of these helps to save your time and optimize your team's work, as they centralize all communication in one place: your pipe.

These are useful for keeping in touch with customers, suppliers, employees, and other people who may or may not have a Pipefy account.

In addition, they can also be used to create or update cards.

Here's how each of them work:

Shared Inbox

This is the mailbox of a pipe that all members of the pipe have access to.

Use this tool to send and receive messages or share a link to a public form, used to create new cards or add new information to them.

In the shared mailbox, you can also add priority tags, mark people as responsible, set deadlines, and move the card related to your message to another phase.

If you prefer, use an email template instead of creating a message from scratch. (See more information below.)

To access this tool, click on Emails in the pipe header.

Email Templates

This is a versatile tool that allows you to create email templates by combining fixed texts with dynamic fields.

These fields carry information from previous phases and, therefore, give a customized tone to the message, even if the basis is the same for all recipients.

You can use up to 100 dynamic fields in a message and add them to the subject, sender, or destination address (CC and BCC).

You can also insert tables, images, links, and format the text of your message.

If you prefer, set an Email Template as the default and create email automation with these templates.

To access this functionality, click on (1) Emails in your pipe header and then on (2) Email Templates.

Card's email box

This allows you to write, send, and receive emails without having to access the Shared Inbox, as all the message exchange happens inside the card.

To access, open a card and click the Emails button.

Use cases

Here are some ideas on how to use Pipefy's email tools in your daily work:

  • Customer Support: Interact with users who have opened tickets whenever you need to share the progress of the process or notify them that the issue has been resolved.

  • Approval Request: Whenever you need to request approval from a customer, you can send an email directly from within the card to facilitate change control.

  • Quotations Request: The same goes for requesting quotations from multiple suppliers on a single card, making it easy to track your responses.

  • Financial: Centralize supplier or customer requests in one place and easily identify quotes, balance sheets, documents, and attachments. By sending messages with data from your cards, your team can quickly check information and, with data from the fields, respond to customers right away.

  • Customer Service: View customer requests or feedback on your cards and respond quickly, ensuring no requester goes unanswered and/or waits too long.

    Remember that you can use dynamic fields in email templates to customize your messages (such as ticket number, product code, value, requester name, or contact, etc.).

  • Human resources: Communicate with candidates and new collaborators through messages inside the cards and centralize them on a single screen/card.

    By viewing all the information you need in your Employee Recruitment or Onboarding pipelines, you can consult the necessary data whenever you want and send proposals or schedule/meetings to compose your messages.

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