Tips and Inspiration

Share best practices, product hacks and templates you built with the community.

104 Topics
219 Replies

fla.andradeCommunity Manager

How to design a Success Plan to achieve your goals with Pipefy

The Success Plan is a document in which you register your company’s goals for implementing Pipefy. It’s the groundwork for measuring what you want to achieve once you start using the new tool. In this article, you’ll learn how to design your own Success Plan, so you and your team can map and track your expectations and goals.How important is the Success Plan?When you list the criteria that are non-negotiable to determine whether or not you have achieved success, you’ll have a parameter for comparing your company’s operation before and after Pipefy’s implementation. After mapping your desired outcomes, you will be able to customize and improve your processes in a clearer and more organized way. Step by step to create your Success Plan: Define What Success Looks Like It’s important to be clear about what you expect from the platform you have purchased. What problems are you trying to solve and what are the expected results? This way, you will be able to answer the first question in your

2551

4 years ago

Nicole ChiroliProduct Manager

published in Tips and Inspiration

How to block card creation in a pipe

Hello everyone! How are you doing today? It’s Nico from the Customer Support team again to teach you another Pipefy tip. Did you ever have a pipe that you wanted to “archive”? Maybe your process in that pipe is over or you put a temporariy stop on it and you really just wanted to prevent people from creating cards on this pipe. Well, I have a solution for you. You can use mandatory/required statement fields to do so. When creating a statement field from inside the edition of the start form there is the option to make the field required. The logic is, since you are making required a field that allows no action to it, it can’t process. One way to use it is either delete or hide all of your form fields using field conditionals (if you are in the business plan or up), so you don’t lose your data and leave just the statement field in evidence explaining to your coworkers they can no more use this pipe, for example. You can use this feature in your pipes as well as in your databases!Al

2702

1 year ago

Nicole ChiroliProduct Manager

published in Tips and Inspiration

How to test the creation of connected cards using autofill

Have you ever had a card that should have created a “connected card” or a “new card” from an automation but didn’t? It’s not frequent, but it can happen. Most of the time, the problem is in the card and/or fields. For that reason, today I am going to teach a trick on how to use autofill to check if there are any errors on your card preventing your “connected card” automation to run. First of all, you need to check if the autofill is enabled and set on the connection “advanced options”. If not, you need to set that autofill and match the fields with their correspondence in the origin pipe, just like you did with the automation. Once all the fields that are going to be filled automatically with the automation are matched in the autofill settings, it’s time to access the connection through the parent card and “try” to create a child card manually. If there is an error like, for instance, mandatory fields not being filled the connection will show where the error is and will prevent you

4264

10 months ago

Nicole ChiroliProduct Manager

published in Tips and Inspiration

How to erase a field value using automation?

Customers usually ask us “how can I use automation to update my field with an empty value?” After a few tests, I found a way to do it using automation. This workaround is recommended if your company is on the Business or Enterprise plan (we are going to need automation and a field conditional to enable this workaround). Ps: If you are not in on one of these plans and want to upgrade your account, you can contact the support team in our chat or your CSM, if you have one. ;) 1. First of all, you need to choose what type of field you want to update. We need to create a new field of the exact same type as the field we want to update. So, let's pretend we are interested in updating a field type Date. I already have a Date field in my process, but I also created a new one called “Date - hide”. (I even named it that way to make it very clear that that is the field I want to hide, therefore it will not be visible in my process). This field will always be empty and it will be the one to be u

4842

4 years ago

ivan.novofocoPipefy Certified Partner

posted in Tips and Inspiration

Print cards

Hello,Recently I had to send a customer the answers filled in the fields on a card.Because it is a one-off case, it was not necessary to create a PDF using the PDF Generator. Likewise, the amount of information would not fit on a print screem. I decided to use my browser's printing tool to generate the document. It's very simple:Just right-click on the card, then print and select the PDF print mode. The tip for all information to be printed is to expand all previous phases and long text fields

4 years ago

RicaPipefy Staff

published in Tips and Inspiration

Jump from one pipe to anotherProduct Hacks

Do you have the pain that every time you need to change pipes, you need to go to the home page, search for a pipe and then access it? There’s a much easier way to “jump” between pipes. For that, you only need to the Pipe’s ID number! To find a Pipe ID number is pretty easy, you just need to access the pipe and tha last numerical digits at your internet browser URL. For example: if you are working one Pipe and want to jump to another one, you just need to change the ID number in the URL. In the example below, I switch between the purchase process and help desk process. Important: Make sure you save all your work before leaving from one pipe to another! The same logic also applies to cards, Databases, automation rules and so on. Don’t forget to like this article if it was helpful! 👍

2493

1 year ago

RicaPipefy Staff

published in Tips and Inspiration

Organize your pipes!

Have you already got lost in your organization home page having trouble finding the process you want to access? Or just got annoyed that the home page is not organized enough? Well, Pipefy can be organized following the logical rules of priority below: 1- My Pipes: processes that you are part of will always appear on the top part of your screen. “Other Pipes” will appear below on a separate section. 2- Favorite Pipes: categorized with a yellow star in the top left corner will always be shown at first. 3- Processes can be organized by adding numbers in front of its name: Example: 4- Last but not least, Pipefy will be organized following an alphabetical order. I hope that was useful :)

4249

1 year ago

MarianaCustomer Marketing & Education

published in Tips and Inspiration

Process 101: Learn about what a process is, with no complications.F.A.Q.

Not sure how to start organizing your process management? Don’t worry about it! We have prepared an exclusive guide gathering Pipefy’s best practices to help you with your workflow mapping. This way, you can build what’s essential and achieve your goals, providing a great product or service to your customers and other stakeholders. Starting from the basics, what is a process? If we look for concepts and definitions, we’ll find many of them. But to not overcomplicate it, a process is “a series of actions that produce something or that lead to a particular result.” So, in a Purchase Process, for instance, the result is complete order, in a Sales Pipeline, it’s a won or lost deal, and in Recruiting Process, it can be a new employee hired. It’s essential to have in mind its basic structure: input, process, and output. To exemplify, let’s think of a pizzeria. The input is your order - a Margherita, please. In this case, the process is the steps of your pizza preparation: taking th

4090

4 years ago

MarianaCustomer Marketing & Education

published in Tips and Inspiration

5 steps to implement Pipefy successfullyF.A.Q.

Pipefy is the tool to improve process management within your company or department. If you're reading this document, you're likely to be the “change-maker” in your environment. This guide was made especially for you, envisioning your empowerment to be able to make the best use of Pipefy for your needs. After helping more than 900 companies to implement Pipefy, we gathered in 5 fundamental initial steps to have a successful use of our tool to achieve your goals. 🗺️ Plan 📖🔨 Learn by doing 🔎 Validate your process ✏️ Train your team 🚀 Go live 1. 🗺️ Plan It's a proven fact that planning is a crucial step in an Implementation project. It can be more accessible or a little more complicated depending on the maturity of your process - how long it's been running; if you already have data and metrics to make analysis, if the phases are well defined and other factors. You can check Pipefy's Business Process Assessment for more information. Get star

10410

4 years ago

MarianaCustomer Marketing & Education

published in Tips and Inspiration

Best practices on how to engage your team with PipefyF.A.Q.

Implementing a new solution on your team's routine can sometimes be challenging; that's why we understand that it's a crucial step of your Implementation process having your squad aboard. Here you'll find the best practices we have learned from implementing Pipefy in more than 900 companies and how you can use them. Show them the benefits of a new solution. As mentioned in the article "5 steps to implement Pipefy successfully”, it's essential that your process's goal is clear to everyone who manages its requests. Also, the benefits they'll encounter when managing it through Pipefy, such as: All information regarding a customer or solicitations will be centralized in a single place; Standardized process and guided execution; A better organization with documents, data, and deadlines; Less rework; Less manual work. These are just a few examples, and if you want to understand better how Pipefy can benefit your department, take a look at our blog for Fin

3070

4 years ago

RicaPipefy Staff

published in Tips and Inspiration

Easily creating a "Select Field" with multiple options on a DatabaseProduct Hacks

Have you already needed to create a Select field with multiple fields on a Database? Well, there’s a thing called GraphQL mutation that can maybe help you. GraphQL is a query language for your API, and a server-side runtime for executing queries by using a type system you define for your data. This technology helps you search for information in your organization in a much faster and practical way. Ok, but you are probably asking yourself what should I do? First, you need to access Pipefy’s GraphQL page: https://app.pipefy.com/graphiql , that should pretty much look like this: Now you should paste the query below on the left white side of the page: Query: mutation{ createTableField(input:{ table_id: "Database ID” type:"select" label:"Name of the field" options:["Option 1", "Option 2", "Option 3",] }) { clientMutationId } } It should look like this (example): After that, press the execute button on the top left side

5871

4 years ago

anaafkNew Member

published in Tips and Inspiration

Setting Pipefy Dashboards in PowerBi using Google SheetsExpert Tips

Hi everyone, I’m here to share how you can easily add a Data view (KPIs, SLA etc) in PowerBi using Google Sheets as a data repository. Here is a step-by-step on how to configure it: Connect Pipefy and Google Sheets using Zapier by selecting the trigger New Card or Moved Card, so every time you create a new card, it will automatically go to the spreadsheet. Second, connect Google Sheets and Power Bi using using the Web Page Connect option. Tip: to connect both you need to follow the steps below: Copy the shareable URL link Open PowerBi workspace and use the web as a source Past the link from Google Sheet and change to: "edit?usp=sharing" TO "export?format=xlsx" The connection is done. Customize your dashboard as you like. Pro Tip: Update information using the schedule for PowerBi or update your data manually. That’s it! If you have any questions or suggestions, just comment below. Thanks!

4712

4 years ago

leticia.moreiraPipefy Staff

published in Tips and Inspiration

How I Use Pipefy to Remotely Manage my Marketing ProjectsBlog

Managing Marketing projects and processes is already a challenge. Doing this remotely naturally increases the level of difficulty. But what if I told you it doesn't have to be that hard? Yeah. With Pipefy, this can be a much simpler task than you think! Follow me: Great marketing has robust projects Here at Pipefy, we get involved in several projects and some of them are even managed by non-team leaders, which is great for the career. In my case, I am responsible for the Portuguese content efforts. Which means, lots of translations, new blog posts and pages of our website. However, this is not my only role in the company. I also produce content of the same nature in English and I am currently involved in four other projects. Yes, it is a lot to manage, but I am not alone in this journey. My tiger team of Portuguese content consists of four more people, and three of them were even hired during the quarantine. My mission: manage Pipefy’s translations and new content

2443

3 years ago

RicaPipefy Staff

published in Tips and Inspiration

Process Lead TimeProduct Hacks

Have you ever heard of ProccessLead time? Process Lead time is the amount of time between the start of a process and its conclusion. In other words, it’s the amount of time from a card creation until it reaches an end phase of the process. To check you process lead time For that, you must create a report with the following information: : “Created at” and “Finished at”. After selecting both columns you can export it to excel by clicking on . Nexct, open the Excel file, add a new column called “Lead time” and on the cell add the following formula: =Finished at - Created at The result will be the number of hours or days a card spent to go from the first to the last phase of your process. You can apply this formula to all records of cards in the spreadsheet and at the last cell you must add the following formula to get your process lead time: =AVERAGE(cells range) The final result will be your process lead time.. Ps. It’s important to mention that for cards t

2880

4 years ago

Lucas PimentaInspiring

published in Tips and Inspiration

Pipefy x UiPath (RPA) ConnectorExpert Tips

Hello, everyone! My name is Lucas Pimenta and I want to share with you a component created by us here in Capgemini to fully integrate the Pipefy platform together with UiPath (RPA Platform). With this connector, you can enchant your RPA projects to be able to create, move, update and delete cards and more, automatically through the RPA Robot. Link here: https://connect.uipath.com/marketplace/components/pipefy-x-uipath-custom-activities/review I hope you enjoy! And I really appreciate any kind of feedback! Regards,

63110

4 years ago

RicaPipefy Staff

published in Tips and Inspiration

How to calculate your return over investment using Pipefy?PRODUCT HACKS

Do you know you can easily calculate the ROI (return on investment) on your process? There are multiple features that save you a lot of time, like: automation rules, automatic emails, PDF generator and connected cards. On average all the features above save up to 5 minutes of work from a Pipefy user every time they run. To know how many times these features ran in your process, last month for example, just ask your CSM (Customer Success Manager)! They can pull this data and share it with you. ROI, is a pretty straightforward formula: ROI = ((Gain - Investment) / Investment). The result you have to multiply by100 to have the value on percentage (%). Okay, but how do I calculate ROI using these features? Well, like Benjamin Franklin said: “Time is money”. If you have how many automatic emails were sent in a month, you can calculate how many minutes you saved with this feature. Knowing the average wage of your team members (per hour) you can multiply it by the

1870

4 years ago

RicaPipefy Staff

published in Tips and Inspiration

Export all users information in your orgProduct Hacks

Have you already asked yourself if there’s an easier way to pull a list of all users from your Pipefy organization? Well, there’s a thing called GraphQL query that maybe can help you. GraphQL is a query language for your API, and a server-side runtime for executing queries by using a type system you define for your data. This technology helps you search for information in your organization in a much faster and practical way. Ok, but you are probably asking yourself what should I do? First, you need to access Pipefy’s GraphQL page: https://app.pipefy.com/graphiql , that should pretty much look like this: Now you should paste the query below on the left white side of the page: Query: { organizations(ids: [Paste here your Org ID]) { members { user { name email } } } } It should look like this (example): { organizations(ids: [91162]) { members { user { name email } } } } Afte

3671

1 year ago

belsalemmePipefy Staff

published in Tips and Inspiration

Making it mandatory to check all boxes in a checklist fieldProduct Hacks

Hey everyone, I’m here today to share a quick and useful hack for processes that have mandatory checklists and you need to make sure that all the boxes are checked before moving the card on to the next phase. When you make a checklist field mandatory Pipefy will consider it filled even when just a box has been checked. If you need all boxes to be checked, check out my video and let me know if this hack helps in the comments below! I’m also super available if you have any feedback about the format of the content, suggestions for other hacks as well. Have a good one!

3905

3 years ago

RicaPipefy Staff

published in Tips and Inspiration

Product Hacks: How can I pull a list if all pipe IDs?Product Hacks

Have you already asked yourself if there’s an easier way to pull a list of all processes IDs from your Pipefy organization? Using a GraphQL query that will be possible. GraphQL is a query language for your API, and a server-side runtime for executing queries by using a type system you define for your data. This technology helps you search for information in your organization in a much faster and practical way. Ok, but you are probably asking yourself what should I do? First, you need to access Pipefy’s GraphQL page: https://app.pipefy.com/graphiql , that should pretty much look like this: Now you should paste the query below on the left white side of the page: Query: {organization(id:Paste here the ORG ID){ pipes { id } id } } } } }} It will look like this (example bellow): After that, press the execute button on the top left side of your screen. As a result, a list of information will appear on the right s

3240

4 years ago

RicaPipefy Staff

published in Tips and Inspiration

Product Hacks: QR Code and Public Form IntegrationProduct Hacks

QR code (or Quick Response code) is the trademark for a type of matrix barcode (or two-dimensional barcode). A barcode is a machine-readable optical label that contains information about the item to which it is attached. In other words, it's a link that your smartphone camera can read. Pipefy's start form can generate a public link that allows anyone to create a request from outside our software. This link can be easily configured as a QR code. Ok, and so what? The QR code can be an easy way to fill a reimbursement form, travel/facilities, or any HR request directly from your mobile. Here is a quick guide on how to configure that: : 1- Create a Pipefy start form 2- Turn this into a public form by clicking on the button “Share” on the right side of the form (image below) 3- After that , enable the public form button, generate a public link and copy it. 4- After copying the link, you need to go to a free or paid QR Code generator website. You can eas

10598

4 years ago

Felipe ScholzPipefy Staff

published in Tips and Inspiration

Pipefy for Maintenance RequestUse Case

Leanr how to manage your maintenance requests with Pipefy and as a result: Automate repetitive tasks Centralize information Standardize handling of request fulfillment Improve your communication with stakeholders

450

4 years ago

RicaPipefy Staff

published in Tips and Inspiration

Product Hacks: Hide PipesProduct Hacks

Have you ever asked yourself if it’s possible to hide a pipe so other members wouldn’t be able to see that it even exists? Well, that’s possible. Here is a step-by-step on how to hide your pipes: 1- Choose a pipe that you would like to hide 2- Access on it and open the pipe settings 3- Scroll down to “Permissions” and select the option private pipe and save it. 4- Click on create a new card , click on the three dots on the top right corner of the form module and go to “Edit the start form” 5- Scroll all the way down and uncheck the box “Allow all team members to create cards on this pipe” That’s it! Now your process is hidden and no one besides invited members and organization admins can see it. Important: having in mind that the process is now private and hidden, you will need to invite members to join the pipe otherwise they will not be able to found it. I hope you like it!

3374

1 year ago

thiagomatsunagaPipefy Staff

published in Tips and Inspiration

An easy way to embed forms and engage your visitors inside WordPressIntegration

Hello! My name is Thiago and I work as Product Designer at Pipefy. I'm very glad to share with you a new plugin for WordPress I've been designing and developing in the last month. There's a lot of WordPress users around there. And a lot of them use contact forms every day. And probably they're struggling out with email settings, SMTP, and all these hard stuff to get their contact forms working. We all know the Public Forms inside Pipefy are awesome. Inside Pipefy you can structure your workflow and then make the start form public for everyone by generating a link. This form is the pipe’s front door. Its fields ask for all the information people must provide before creating a new card. This card can be one lead, an email, a customer question... basically anything. So I had the idea of creating a simple but powerful way to launch this form in all WordPress pages. By installing the plugin you can integrate your website with Pipefy and enable customers to communicate with your team dire

13799

1 year ago

Felipe ScholzPipefy Staff

published in Tips and Inspiration

How to better use Pipefy Public Forms?product hacks

Public Forms is Pipefy's key feature to improve your business' processes and help your team to increase its productivity daily. In this video, you will understand what is a Public Form, how it works and how you can start to manage your own forms right now.

1280

4 years ago

Felipe ScholzPipefy Staff

published in Tips and Inspiration

Create recurring activitiesproduct hacks

Expected results: Save time by automatically creating recurring activities and making sure your team follows their routine. What is this useful for? Automatically creating cards for recurring daily/weekly or monthly activities (such as accounts payable, extracting reports, team meetings, etc.) . Before you get started you'll need to: Specify which task you wish to automatically create in your team's task management pipe. In our case we want a card to be created every Monday 9 a.m. to remind the team to extract all necessary reports before the team meeting on Wednesday. How to: Access the automation menu by clicking on the automation option in the sidebar (in the left side of the screen); Click on 'Add new automation'; Our event will be 'Recurring activity'. Frequency is every week, select Monday and the time you want the card to be created. It's important to notice that the timezone is UTC so if you wish a card to be created every Monday 9 a.m. in

3832

4 years ago

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