Is third party participation a problem for your process management?

Managing a process is not necessarily what one could describe as a walk in the park. If you don’t have the necessary tools to help you with that, however, it can get even more complicated.

If that weren’t enough, there’s a series of factors that can make that even a little more complicated, one of them being the need for third party participation on your processes.

Don’t know what I’m talking about? Let me exemplify it:

  • If you’re running a customer helpdesk process, the people that kick off your process are most likely ‘external’ to your processes. This means they’re not likely to be members of your company, registered on your helpdesk system;
  • When you’re running a candidate screening process for a new job opening in your company, you’re likely to want people from outside your company to submit applications on your recruitment inbox;
  • If you run an expense reimbursement process, your colleagues from other departments must probably be able to create reimbursement requests without participating on the process after that;
  • Etc.

These are just a few of many examples in which your everyday processes must demand third party participation. That can all be made a lot (really, a lot) easier if you’re currently using a process management tool that allows you to get external input on your processes, such as Pipefy.

How to allow third party participation on your processes?

Among the many amazing features Pipefy offers, two of them are specially useful when you need to allow third party participation on your processes.

Public Form

Pipefy’s Public Form is a very useful feature for processes that demand third party participation, such as customers, suppliers, applicants or even colleagues from different departments. This feature allows you to make any Pipe’s Start Form public.

With it, you can either choose to share a Public URL where the third party players can access the start form or even embed it on your website, making it even easier for people to kick off your process.

The embed code is especially useful if you’re using Pipefy to manage your Helpdesk or Contact Form – using the public form capabilities you can embed the form on your website’s contact page so that, every time a person fills in the form, a new card will be automatically created on your contact pipe.

Email Inbox

Pipefy’s Email Inbox is what you’ll use if you wish those third party players to be able to create new cards on your processes by sending you an email – yeah, it’s that easy.

If instead of embedding your public form on your website to allow your customers to reach out, you can setup Pipefy’s Email Inbox.

That way, every time they send an email to [email protected] a new card is created on your process. You’ll need to dab a little with email redirect for that, but it’s very easy!

Click here to find out how to set it up and start using it right away.


Managing your processes doesn’t have to be a challenge (or even boring!). Start using Pipefy and start changing the way you manage all your company’s processes today!

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Written by Isabelle Salemme, Product content manager at Pipefy. She uses her extensive Pipefy knowledge to write informative pieces teaching users to make the best of Pipefy. Besides being responsible for all product-related content, she's an avid reader, a coffee lover and a professional photographer.