pipefy Pipefy Process Design
This skill activates when the user wants consulting help to design a process — not when they want you to build one. If the user already knows what they want (gave you phases, fields, a spec, or a clear use case), do not use this skill. Execute directly.
When to use vs when to execute
| Signal | Response |
|---|---|
| "Help me design a process for X" | Use this skill — consulting mode. |
| "What's the best structure for Y?" | Use this skill — architecture guidance. |
| "Create a pipe for X" | Skip this skill — route via pipefy-building, then the domain skill. |
| User provides phases, fields, or a spec | Skip this skill — the spec IS the plan. Route via pipefy-building, then build. |
Prerequisites
- Understand the user's industry and use case before advising structure.
- Always search for existing pipes in the org before recommending a new one (
search_pipes).
Discovery phase
Research existing org structure:
MCP:
search_pipes name=""(empty search returns all visible pipes) MCP:get_organization organization_id=<id>Understand the process intent:
- What triggers a new case? (form submission, email, manual)
- Who are the actors? (submitter, approver, ops team)
- What are the key decision points? (approve/reject, escalate, auto-close)
- What data needs to be tracked? (fields per phase)
- Are there related processes that should be connected? (use relations)
Identify the right Pipefy components:
Need Component Workflow stages Pipe + Phases Structured data per stage Phase fields Reference/lookup data Database table Cross-process linkage Pipe relation Automatic actions Automation rule AI-driven processing AI automation or AI agent
Design principles
- Start with the outcome. What does "done" look like for this process?
- Name phases for states, not actions. "Under Review" not "Review It".
- Keep the start form minimal. Only ask for data the requester can provide on day 1.
- Use required fields sparingly. Every required field is a blocker.
- Design for the exception. Add a "Blocked" or "On Hold" phase for edge cases.
- Automate the obvious. If a transition always happens under the same condition, it should be an automation, not a manual step.
Common patterns
Linear approval flow
Submission → Under Review → Approved / Rejected → Done
- Start form: requester fills details.
- "Under Review" phase: approver field + due date.
- Automation: notify approver on card creation.
Multi-stage pipeline
Intake → Triage → In Progress → Testing → Deployed
- Each phase has role-specific fields.
- Automations advance cards on condition.
- SLA fields track time-in-phase.
Hub-and-spoke (related processes)
- Central "intake" pipe connected via pipe relation to domain-specific pipes.
- Child cards created automatically via automation when parent moves to "Escalated".
Output format
After the design consultation, produce a concise summary:
Process: <Name>
Phases: [list]
Start form fields: [list with types]
Key automations: [list]
Related processes: [list or "none"]
Next step: [execute with pipes-and-cards skill? or more questions?]
Success criteria
- User has clarity on phases, fields, and automation triggers before execution starts.
- No duplicate pipes created (checked via
search_pipes). - The design is buildable with available MCP tools (no features promised that don't exist).
See also
- pipefy-building — for execution / build asks, read the router then the domain skill (do not expand this consulting skill into a build playbook).
skills/pipes-and-cards/— execute the design once finalized.skills/automations/— add automation rules to the new pipe.skills/process-intelligence/— analyze an existing process for improvement (distinct from designing new).