How to control who can delete cards in your pipe

A purchase request is no longer needed, and someone suggests removing the record. Elsewhere, an analyst finds two similar requests and wants to delete one. The team needs to know who reviews these situations and which information should remain available to track the work.

By the end of this article, you will know how to decide who needs to delete cards, use the control that reserves deletion for pipe admins, and check that everyone else can still complete their tasks. The focus is deleting cards within a process.

📖 What you will understand here:

Separate daily process work from deletion

Someone may need to update a request, comment on a negotiation, or move an order to its next stage. Those tasks should guide the access you grant. Removing information calls for a separate decision about what your company needs to preserve.

In Pipefy, a person's company role and their role within a pipe apply in different contexts. For an action involving cards, start by checking the role assigned in that pipe. The Community guide to understanding permission layers, available in Portuguese, explains the distinction.

Treat request cancellation and record deletion as separate process decisions too. If the company needs to know why a purchase did not proceed, preserving that information may be part of the process design. Decide how your workflow should record the outcome before choosing deletion.

Decide who is responsible for removing information

Consider this hypothetical Purchasing process: analysts receive requests, update information, and follow progress. The process owner decides that pipe admins should review requests to remove records.

Under this policy, finding a possible duplicate prompts a review. The administrator checks whether the records represent the same request and whether any information needs to be preserved before deleting a card. This arrangement is an operational decision made by the company.

Record three things: who requests a review, who can carry out deletion, and which situations justify removing a record. The team then has a clear way to handle exceptions without assigning administrative access just to resolve one case.

Apply the right control in the pipe

When your policy reserves deletion for pipe admins, use the restriction available in that process's settings. You need admin access to the pipe to open this area. The documented entry point is Pipe settings, accessed through the gear icon.

• Learn more: use the Help Center guide to pipe settings and card deletion controls to apply the change.

Then compare the participants' access with your policy. The pipe's members page shows their assigned roles. Also check that your subscription includes the permission levels your team needs.

The rule should follow process responsibility. In the Purchasing example, analysts need to keep handling requests while admins review removals. Check each person's actual access before extending this policy to other pipes.

Custom roles require a separate assessment if your company needs another combination of permissions. The custom roles guide is intended for super admins and lists availability on Business, Enterprise, and Unlimited plans. Users assigned to custom roles are billable. Check with your environment administrator whether this option meets the company's specific need.

Validate the rule with the people doing the work

Prepare disposable cards with fictional data in a test environment. Use one session for a person who should operate the process and another for someone authorized to delete. Comparing their experiences lets you check the policy you defined.

For the Purchasing example, structure the validation as follows:

1. With the operational user, check expected tasks such as creating, updating, and moving requests, according to their intended access.
2. With the same user, check that deletion is blocked after applying the restriction.
3. With the administrator, test deletion only on a disposable card that contains nothing you need to preserve.
4. Record what happened and compare it with the responsibilities you agreed on.

If someone cannot complete a required task, review their pipe role and access context with the administrator. Adjust the permission needed for that task before granting the user administrative access.

Review access when responsibilities change

Someone taking ownership of a process may need additional access. A colleague moving to another department may no longer need it. Revisit the deletion policy when these changes happen and confirm who remains responsible for reviewing removals.

Start with one priority pipe. Record the responsibilities, apply the control, and validate the experience of the roles involved. Use what you observe to assess other processes, taking each team's needs into account.

Before moving on, confirm that you understand:

☐ Working on a request and deleting its information require separate access decisions.

☐ A pipe role must be checked in the context of that process.

☐ The documented restriction lets you reserve card deletion for pipe admins.

☐ Validation should confirm both the restriction and the team's ability to complete expected tasks.