Create recurring tasks with Pipefy and Zapier!

We’ve been thoroughly over the concept of process once (or twice) before but one thing is pretty clear: sometimes processes come with recurring tasks that repeat themselves every day at the same time, every week or even the same day of every month.

Pipefy allows you to manage all your company’s processes and their activities and, in order to cater to this specific need for recurring tasks, we’re here to show you how you can create those repeating activities on your Pipes using a simple integration with Zapier.

As on your personal life you have a few activities you repeat every day, like getting up at the same time, showering and having breakfast before going to work, the same can happen with your work routine: maybe you have a report you have to generate every Monday morning, a meeting that happens the same time everyday, etc.

Why would I create recurring tasks on my Pipes?

Let’s suppose you use a simple to-do list or a team task management pipe to manage your or your team’s activities. You can set up a zap to create a card for the team meeting that happens every Friday at 5PM, to remind yourself of the report you have to generate every Monday morning or even to pay a bill that expires every month on the 7th.

What is Zapier?

Zapier is a cloud application that allows you to optimize and automate your processes by connecting over 500 webapps.

Each zap (integration) on Zapier consists on a trigger (the activity/situation that sets your zap in motion) and an action (what happens once the trigger is, well, triggered).

How do I integrate Pipefy with Zapier?

Using Zapier to integrate Pipefy with over 500 apps is a lot easier than you think, here’s what you must do:

  1. The first step is, of course, creating your account on Zapier;
  2. Then, when creating a new integration you’ll need to connect your Pipefy account on Zapier account (for details on how to connect your Pipefy account to Zapier, click here to check out our knowledge base content).

You can choose to follow our step by step instructions on how to create the integration or easily choose one of the pre-designed integrations we’ve made available on our Zapier zapbook:

How do I create recurring tasks?

The app we’ll integrate Pipefy with in order to create recurring tasks is Schedule by Zapier. This app is a native Zapier app designed to allow users to create recurring activities.

Schedule allows you to trigger an action (for this example, we’ll trigger the creation of a new card) every day of the month, every day of the week or every single day. It even allows you to select the hour of the day.

We’ll assume for example purposes you’ve already created your account on both Pipefy and Zapier.

1 – The first step you’ll take is clicking the button that says “create new zap”.

2- Next step, choose Schedule by Zapier as your trigger app.

3 – Then, choose the trigger: you have the option of creating triggers that repeat every day, week or month.

4 – For this example’s purpose, I chose to repeat the action every week so I had to choose which day and time of day the trigger would happen.

5 – After you’re done setting up, Zapier will run a quick test to make sure the trigger works fine so we can move on to the next step: setting up the action on Pipefy. The next thing you’ll do is select Pipefy as your Action App.

6 – Then, select the action to create a card on one of your pipes every time the zap is triggered.

7 – Now you’ll choose your Pipefy account (if you haven’t added your Pipefy account to Zapier yet, check these instructions on how to add your Pipefy account on Zapier).

8 -Last but not least you’ll choose the Pipe you want to create the cards on and fill in the information you want the card to have. Since I chose a pipe that only has one field on the start form, here’s what it looks like:

If there were other fields, you’d have to fill all the mandatory ones. Also, by clicking on the box marked by the blue circle on the right side of the screen you’ll see a list of dynamic information you can include on the card – see how I chose the date from step 1 of this zap?

Zapier finalizes the integration by creating a test card on the selected Pipe, here’s what my test card looks like:

After we’re done setting it up, all that’s left to do is name the zap and set it live. A new card for your weekly team meetings with the specified date, will be created on this pipe every Tuesday 10AM.

*Zapier is free if you have up to 5 active zaps at a time or 100 integrations a month.

Written by
Isabelle Wuilleumier Salemme
Head of Customer Support @Pipefy. She uses her extensive Pipefy knowledge to help users make the best of Pipefy via support and writing informative content pieces. Besides being in charge of support, she's an avid reader, a coffee lover, and a professional photographer.

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