Welcome to the basic setup! In this chapter we'll guide you towards setting up your first processes in Pipefy.
Each of the sections contains bundled information about Pipefy's basic concepts: how to create, edit and delete.
Before we begin teaching you how to setup your processes, we'd like to share a few words on our biggest strength: customizability.
Pipefy enables you to set up all the processes your company runs in a single tool. It gives you the option of defining the input, steps and output, creating tailor-made processes that match your company's exact needs.
Here are the topics we'll cover during this chapter:
- Start form;
Your company is an actual representation of your company's structure. You can set it up in a way that best represents your organizational structure and processes.
1.1. How to create a company?
Creating a new company in Pipefy is easy. All you have to do is click on your profile picture in the upper right corner of the screen and choose: ‘switch company’ > ‘create new’.
If you've signed up for Pipefy without being invited, you already automatically created a company.
Right after you create a new company, you'll be redirected to a screen where you'll be asked to choose your company's industry and the department you work at.
After you do so, Pipefy will offer a few personalized process template suggestions. Pick at least one out of the suggested templates to finish creating your company.
1.2. How to edit a company?
The first thing you need to know about editing a company is that only admin users can access the company's settings and, therefore, edit a company.
Click on your profile picture on the upper right corner of the screen and select the ‘company settings’ option.
These are the options within your company's settings:
- Company name: Give your company the name that best represents it;
- Settings: Specify who can invite users to this company and create pipes in it;
- Theme color: Change the color of your company's header (the color you choose here will be the standard for all users and all pipes within your company);
- Single sign-on: Determine if you’d like your team members to login with their Google account.
1.3. How to invite members to a company?
Click on the ‘invite members’ button on the upper right corner of the screen. Once you do, the following screen will pop up:
Insert the email address of the member you want to invite, and click 'Add'.
After adding the email address you can select the permission level you want the new member to have (team admin, team member or guest user). Click on 'invite' to send out the email invitations.
1.4. How to delete members from a company?
You can easily delete members from your company by accessing the members page.
Each team member has an (x) besides its name. Just click the (x) next to the name of the person you wish to delete, confirm and he/she will no longer be a member of your company.
Attention: Whenever you delete one of your company's members, everything he/she created (pipes, cards, etc.) will still exist, only the person's name (if any cards were assigned to him/her) will be gone.
1.5. How to delete a company?
Deleting your company is easy. Be careful, though! Once you delete it, all its pipes, cards and the information within them will be gone beyond recovery.
Click on your profile picture on the upper right corner of the screen and select ‘company settings’.
Scroll down until you find the red 'delete' button. If you’re sure that’s what you want, go ahead and click on it. After you type the confirmation message, your company will be gone.
Your pipes are your company's processes within Pipefy.
2.1. How to create a pipe?
You can create a new pipe by importing and customizing one of our pre-designed process templates or creating a new one from scratch.
To create a new pipe, access you company dashboard, and click the 'Create new' button. The following screen will pop up:
From here, you can select one of the templates, or create a new process from scratch.
2.2. How to edit a pipe?
To access a pipe’s settings you must open the pipe you want to edit then click on the engine icon on the upper right corner of the pipe dashboard.
Your pipe’s settings menu will pop up on the right side of your screen. These are the options you'll see:
2.2.1. Pipe settings
In the pipe settings, you can edit the following:
- Name: Edit your pipe's name, this is the name displayed on the pipe's header and in the company dashboard;
- Icon: Choose an icon that best represents your pipe. The icon is also displayed in the company dashboard;
- Card title: Choose which of the start form's fields will be used as your cards' title;
- Subtitles: Choose which fields you'd like to display under the title on the closed card (pipe dashboard) view;
- Summarized layout: Select the fields you want to be displayed in this pipe's connected cards;
- Expired alert: You can set a maximum time limit for a card to go through all the pipe's phases - you can setup this alert to count weekdays only;
- Permissions: Determine if you want your pipe to be public (all your team members can view and join it) or private (only invited users can join it);
- Authorizations: Choose whether assignees and admins are the only ones allowed to edit cards on the pipe and/or if only admin users are allowed to delete cards on the pipe. These two options give admins more control over what happens inside of the pipe;
- Delete pipe;
- Clone to: This option allows you to copy this entire pipe's structure (not including the cards) to one of the companies you're a member of;
2.2.2. Start form
Selecting this option will take you to your start form’s settings where you can:
- Add, edit or delete your start form’s fields;
- Choose the 'create card' button text;
- Enable/disable the public form feature;
- Activate/deactivate the pipe's email inbox;
- Choose whether all members of your company should be allowed to create cards on this pipe.
If you access the 'phases' portion of the pipe menu, you can see a list of your pipe's phases. To access a specific phase’s settings, click on the three dots next to the phase’s name and 'edit this phase'.
You can also click the ‘create a new phase’ button to add a new phase to your process, delete a phase, or you can change the order of the phases by clicking 'move up/down'.
Here’s what you can do in your phase’s settings:
- Edit the phase's name;
- Add, edit or delete fields;
- Phase settings: Establish if this phase is the end of process and if you want members to be able to create cards directly in this phase.
Scroll down a little and you'll find the advanced options:
- Auto-assign someone: Establish that all cards that enter this phase will be automatically assigned to a user;
- Set up email templates: Set up email templates to be sent from this phase;
- Description: Add a short description to this phase so that the pipe members can easily see what they need to do in this phase;
- Late alert: Set up a time limit for cards to stay in this phase before a late alert is triggered.
The ‘members’ page provides an overview of your pipe's members and their permission levels. There are five permission levels within a pipe:
- Read only: Can view all cards and leave comments;
- Start form only: Can only access your pipe’s start form to create cards;
- Restricted view: Can create new cards and view/edit the cards that were created by or assigned to him;
- Member: Can create new cards and access the existing ones to edit and move them;
- Admin: Can do everything within the pipe including edit the pipe’s settings.
From the ‘members’ page, you can also invite new members to your pipe.
Access the advanced pipe apps that help improve your workflow and get more out of Pipefy:
- Calendar: View all your pipe's cards that have a defined due date in a calendar view;
- Sprint Planner: Plan sprints, estimate effort and track stories and tasks in burndnown charts.
Within the apps there are also native integrations to popular apps, such as:
- Google Hangouts.
The connections option on the sidebar menu takes you to the settings of the feature that enables creating connected cards or records in a database from this pipe.
Click create new connection to get started.
- Connection name: For example: 'Create a subtask'
- Connected pipe or table: Select which pipe/database table you want to connect this pipe to. All available pipes and tables will be displayed in a dropdown menu;
- Connection function: Determine whether you want to use this connection to create new cards/records on the connected pipe/table, link to existing cards/records or do both;
- Number of entries: Establish how many cards/records can be connected to the parent card.
When setting up a connection there are also a few advanced conditions that help establish how it'll work:
- Creating connected cards/records is a requirement before moving the card to the next phase;
- Creating connected cards/records is a requirement for the parent card to be done;
- All connected cards must be done before moving this card to the next phase;
- All connected cards must be finished before the parent card can be done;
- Autofill enables you to fill out fields automatically;
Create and edit labels to classify and identify different types of cards within your pipe.
Click 'create new label' or edit an existing one by clicking on top of its name.
2.3.7. Email templates
Pipefy allows you to create email templates to be sent manually or automatically from your pipe’s phases.
Learn more about creating and sending automated email messages in the third chapter of the knowledge base (advanced features).
The integrations tab shows a few recommended ways to integrate Pipefy with other webapps using Zapier.
Learn more about integrating Pipefy to more than 750 apps in the advanced features chapter
2.4. How to invite members to a pipe?
Click the 'invite members' button on the upper right corner of your screen. The following screen will pop up:
You can invite users that are already in your company by typing the username, or you add new users by typing their email.
Please note that all users invited via email will also be added to your company (which may incur in additional cost if your company is subscribed to one of Pipefy's monthly/annual plans).
After you've added the user(s) you can change their permission levels in your pipe. Select each user's role, click 'invite' and you're good to go!
2.5. How to delete members from a pipe?
To delete members from your pipe, access the members tab clicking on the little person icon on the upper right corner of your screen (right next to the 'invite members' button).
To delete a member, click on the (x) next to his/her name and confirm.
Attention: whenever you delete people from a pipe, everything they created (cards, etc.) will still exist, only their name (if any cards were assigned to them) will be gone.
3. Start form
Just to refresh your memory: the start form is your process' input. When setting up your start form, always keep in mind that the information added to these fields will be the information you start your process with.
It's essential for the success and efficiency of your process that this information is as relevant and as detailed as possible.
If you were baking a cake, how could you possibly bake the best cake possible if you forgot to add the flour?
3.1. How to create a start form?
In theory you don't need to create a start form. Every new pipe you create already comes with a start form, whether it's a single field asking 'what?' (when you create a new process from scratch) or a set of pre-selected fields (when you use one of our pre-designed templates).
Don't worry about this 'initial' version of the start form, though. Everything about it can be customized in the 'start form' section of your pipe's sidebar menu.
3.2. How to edit a start form?
You can access the start form's settings by clicking on the engine icon on the upper right corner of your screen and then selecting the ‘start form’ tab.
In the start form’s settings you can:
- Add new fields;
- Modify or the delete existing fields.
The advanced options allow you to customize the 'create card' button text, and define which field you’d like to be used as your card’s title (it’s the information you will see on all cards on your pipe’s dashboard).
You're also able to enable/disable the public form and email inbox features, and check or uncheck the possibility of all company members creating cards on this pipe.
Pipefy Tip: There's a shortcut for adding new fields to the start form. Click "+" to create a new card, and then click on the 'click here to customize this form' option right under the start form's fields.
A phase is a step in the execution of a specific process (pipe). The cards move laterally through the pipe’s phases using one the action button on the lower right corner of the card, or by dragging and dropping the card to the phase you’d like it to be.
A phase, just like the start form is made of fields you can reorder and edit to ensure standardized patterns of execution.
4.1. How to create a phase?
You're free to add as many phases as you need to keep your process running smoothly. You can also delete and reorder the existing phases to better suit your workflow.
There are three different ways to add phases to your pipe:
- Clicking on the gear icon on the upper right corner of the screen and going to the ‘phases’ tab;
- Clicking on the '+' button on the far right side of the screen (after the last phase of your pipe);
- Clicking on the three dots next to a phase's name and selecting 'create new phase'.
Whichever way you choose, right after you click the button to create a new phase you'll see a screen with a single text field asking for the new phase's name.
Once you've given the new phase a name you can move on to the phase's settings to add fields or change its position in your pipe.
4.2. How to edit a phase?
To access your phase settings and edit a phase, click the gear icon on the upper right corner of your pipe dashboard to open the sidebar menu.
Click the phases option to open a list with all your pipe's phases is open. To access a specific phase's settings click on the three dots next to the phase's name then on 'edit this phase':
In the phase's settings you can edit anything you need to make it fit your process perfectly: phase name, fields (edit, add, delete or change the order the fields) and action buttons (the buttons determine to which phase cards can be moved from this phase; by default, cards can always be moved to the phases that come immediately before and after this phase).
Scrolling down the phase settings' screen you'll see two checkboxes:
- This phase is an end of process - By checking this option, you'll make a specific phase the end - or ends - of your process (it can be the "Done", "Won" or "Lost" phases, for example). When you move cards to this phase - or phases- they'll be considered finished;
- Allow creating cards on this phase - Checking this button will make sure that a 'Create new card'-button will appear on this phase
Scrolling further down, you’ll get to the ‘Advanced Options’:
- Assigned: Automatically assign cards that enter this phase to one or more members of this pipe. If you don't want the cards to be automatically assigned to anyone, just leave it blank;
- Email Templates: Set up pre-designed email messages to be sent from this phase of your process. Learn more about how to create and send email templates in chapter 3;
- Description: Add a short, concise description so that users know what needs to be done in this phase;
- Late alert: Define a time limit (SLA) for a card to stay in this phase.
Pipefy Tip: If you click the three dots next to a phase's name in your pipe dashboard, a drop down menu will pop up. From there you can easily edit the phase, move it to the left or right, create a new phase or delete this phase.
4.3. How to delete a phase?
If you wish to delete a phase, open the sidebar menu clicking on the gear icon on the upper right corner of the screen, click on phases and then open the phases of the phase you wish to delete.
Within the phase’s settings, scroll down and click on the “delete phase” button.
Attention: If there are any cards oh the phase you wish to delete, move them to another phase before deleting the phase, otherwise they’ll be deleted as well.
Pipefy Tip: If you click the three dots next to the phase's name in your pipe dashboard, you can easily delete a phase.
Fields are to a phase (or a start form) what a brick is to a wall. They're the elements that you can combine to build your phases and processes.
You can use different types of fields to give instructions, ask for mandatory information before moving on to the next phase, assigning a card to a person, etc.
Fields set your process' rules, they help ensure standardized patterns of execution and make sure nothing is forgotten and no mistakes are made.
5.1. How to create or edit a field?
Open the pipe's sidebar menu by clicking on the gear icon on the upper right corner of the screen.
On your start form or phase settings, find the list of the existing fields and scroll down to find the blue 'create a new field' button. This is what you'll see:
5.1.1. Field Label
The field’s label is its name, the name that'll be shown on the field's list and as the field's title on the open card.
There are many different types of fields to choose from. Each one has its particularities (such as input format, options list, etc.). We'll talk more about each type of field in a while.
5.1.3. Field Settings
There are three option boxes to check in the field's settings:
- This field is required: If you check this box, the card cannot be moved to the next phase before it's filled. Setting required fields is a good way to set rules to standardize your processes;
- Editable: Checking this box gives you the option of editing the information in this fields in later phases;
- Synchronize card's field with this fixed field (only available for assignee select, due date and label select fields): This option ensures that the information added to these types of fields will be synced to the information added to the card's fixed fields (the ones under the phase's name on the upper right side of the card);
The field’s description are the instructions that appear under the field label when the field is displayed on the open card. An example of an instruction is: "Insert the customer's email address here".
The options box is only displayed the field types checklist, radio button or select are chosen. You must input the field's alternatives inside the box, one under the other without any punctuation between them;
5.1.5. Help text
When you want to give further instructions or tips on how the field should be filled, you can use the help text option. It creates a question mark icon that'll be displayed next to the field label that, when clicked, opens the help text in a pop up.
Pipefy tip: You can also add/edit fields by clicking the 'click here to customize this form/phase' button that you see right under your form/phase's fields.
The following screen will appear:
After you choose one of the field types you'll be directed to the following screen:
I chose the "checklist" type so here's what I saw:
- Field label (as previously explained, the 'name' of this field);
- Type (I had to choose between vertical and horizontal checklist);
- Options (I had to insert the options);
- Description and help text;
- Required / editable;
- Minimal view (this option establishes whether a field is displayed normally in the open card or as an expandable link).
5.2. Types of fields
Pipefy offers you different options of fields to add to your pipe’s start form and phases. You can create a new field by accessing your start form or phase settings, and clicking 'create new field'.
When creating a field, you need to give your field a name (label) and choose the field type.
5.2.1. Fixed fields
Each card already has six ‘fixed fields’ that aren't part of any specific phase of your pipe. They're displayed directly under the phase's name on the right side of the card in all phases.
The fixed fields are: due date, assignees, labels, attachments, checklists and comments.
If you decide to create an assignee select, label or due date field and you want this field to belong to a specific phase – simply switch off the ‘synchronize this card’s field with fixed field’ option in the field's settings.
5.2.2. Minimal view
Choosing the minimal view option helps make your pipe's start form/phases uncluttered by transforming optional/less important fields into links.
All you have to do to activate the minimal view is check the 'minimal view' button within the field's settings so that the field will appear as a link that expands when clicked.
Here’s an overview of all available types of fields:
1. Assignee select
Assign a card to one or more members of your pipe to make them responsible for it. You don't need to manually input the names, all your pipe’s members will be automatically displayed in a dropdown list.
If you need to attach external archives to your card in a specific phase such as scanned receipts when asking for a refund - this is the type of field you need.
You can set a custom validation when setting the field up so that your team members will only be able to upload files with the extension you defined (.png, .jpg, .xls).
3. Checklist (horizontal and vertical)
Create checklists (horizontal or vertical) in which one or more options can be selected.
4. Connection field
The connection field creates a direct connection between a specific phase of a pipe and another pipe or a database (it replaced the database link field).
This field can be used to create and/or connected cards or database records. To learn more about how connections and the database work, check out the 3rd chapter.
Use this field to input amounts of money (such as how much the person asking for an expense reimbursement spent).
6. Date, datetime, due date
The date and datetime fields should be used when the information you’re asking for should be answered with a date or date and time value.
The due date should be used when asking for the card’s due date. This data will be shown on the closed card and be used to track the completion of the activity.
This field has special validation rules and was specially developed for inputting Brazilian document numbers*: CPF is for people and CNPJ is for companies
Field for email input. Field validation for common email format such as [email protected].
The ID field will return the Card's unique ID number.
10. Label select
This field creates a dropdown list of the pre-existing labels on your pipe to choose from.
This field should be used when the info you ask for must be answered in a simple numeric format (excluding date, time and currency formats, they all have their specific fields);
Pipefy Tip: Number fields can be used to create a formulas within the reports feature that show the sum, average, minimum or maximum value of the number fields. Learn more about reports in chapter 3.
Use this field when asking for phone numbers.
13. Radio (horizontal and vertical)
These field types allow you to offer multiple options for the user to chose only one from.
The select field creates a dropdown list with multiple options for the user to choose only one from.
This is the field you should use to give instructions about the phase. It doesn’t generate any input boxes or options to be checked, it’s displayed as plain text on your phase.
16. Text (short and long)
Short text fields should be used when asking for smaller pieces of information such as name or address. Long text should be used when the required information is longer such as further detail about a customer, observations about a meeting, etc.
Use this field to ask for information in simple time format (hours and minutes).
5.3. How to delete a field?
Open the sidebar menu clicking on the gear icon on the upper right corner of the screen. Access either the start form or the phase's settings (depending on where the field is located).
Open the field’s settings, scroll down and click on the red 'delete field' button. Take a moment to consider it before you confirm: once you delete a field, all the information you've added to it (in all cards) will be deleted as well.
Pipefy Tip: There's a shortcut to deleting fields! Click the three dots on the right side of the field's title and click 'delete field'.
A card is a visual, detailed representation of each activity that flows through your pipe. When you create a new card make sure you’re offering as much detail as possible to make sure that the person in charge of it will have all the necessary information to get it through the entire process.
6.1. How to create a card?
Creating a new card on your pipe is really easy. All you have to do is click the ‘create new card’ button (the '+' sign right next to your pipe's first phase and on the lower right corner of the screen).
Note: As a default, you can only create new cards on the first phase of a pipe. If you wish to allow users to create cards on other phases, access your phase's settings and check the 'allow creating cards on this phase' option.
When you click the '+' your pipe's start form will pop up. Fill in the necessary information and then click the stripe that says ‘create new card’ at the bottom of the form (or press ctrl + enter).
Cards can also be created using:
- Connections: You can set up a connection on your pipe and use it to create cards in another pipe directly from within the "main" card (these cards will be connected).
- Email inbox: Set up your pipe’s email inbox so that, every time you receive an email on your pipe's exclusive email address, a card will automatically be created.
- Public form: Let people that aren’t members of your pipe create cards using a public, open representation of your pipe's start form.
*Learn more about connections, email inbox and public form in chapter 3, advanced setup.
6.2. How to edit a card?
To edit the information on a card, we’ll first need to determine whether the field you want to edit was filled in the same phase the card is currently at (right side of an open card) or on a previous phase (left side of an open card).
The reason why we need to determine that is because when adding/editing a field in a phase you have the option of checking a box that specifies whether it can (or not) be edited in other phases.
If you've checked that box when creating a field, it will be editable on all phases. Just click the pencil icon next to the field’s name, edit the information and click on save.
If you didn't check the box, the field will only be editable in the phase it belongs to.
6.3. How to delete a card?
Open the card and click the 'delete' on the upper right corner of the open card and confirm it.
Attention: Think carefully before you delete a card: once it’s gone, all the information you've added to it will be gone as well!