Welcome to Pyrus
What is Pyrus?
Pyrus is a web service to help you manage your workload. You can assign tasks to your colleagues, monitor everyone's progress, and control workflow, all in one application.
How is it different from email?
In Pyrus, every participant in a task can see who is responsible for the next step toward completion. Pyrus eliminates email overload by structuring every communication into a different task.
How is it different from other collaboration software?
Pyrus eliminates the need for task management software that is separate from your email. It lets you prioritize, organize and communicate all in one streamlined platform.
Does Pyrus support GTD (Getting Things Done)?
Yes! It certainly does.
Can I customize Pyrus?
Of course. Pyrus lets you create custom forms for any specific process within your organization. You can add different workflows based on the items on your custom forms, set up access control, and create reports.
How do I access Pyrus from my mobile phone?
iPhone or iPad: Find and install Pyrus at the
Android: Find and install Pyrus at
Windows Phone: Find and install Pyrus at the
Windows Phone Marketplace.
Or you can just point your phone’s web browser to
from any phone.
Can I integrate Pyrus into our corporate application?
Absolutely. The Pyrus API is implemented as a web service. Please check our
How do I get started right away?
Two easy steps: invite colleagues, and then enter tasks you want to delegate to them.
Which browsers does Pyrus support?
Any of the following browsers: Internet Explorer 9+, Chrome, Firefox and Safari (for Mac only).
What are forms?
Pyrus forms are electronic equivalents of regular paper forms used in various business processes. When creating a template for a form, an Administrator selects a set of fields and configures a related workflow via Pyrus. Users can be assigned a task that consists of filling out the form. An accessible register is available, which provides a convenient report of all the forms filled out within a certain period.
Can I use forms to create a business process that involves people outside of my company, such as a third party contractor?
Definitely. Form instances are considered regular Pyrus tasks, and can be assigned outside the framework of your company, just like a regular task.
How do I create a form template?
In the project settings, choose the "Form Template" tab. Create the fields for your new form, name it, and save the template. Now every project participant will see a new item in the main menu bar: Forms Name. When a user chooses this option, they are directed to a new form which they can fill out.
Once a user has filled out a form, who will see it?
The form will be processed as a task, in accordance with the project's workflow. Once a form is filled out, it will appear in the task list of the person who assigned it as a task, as well as all participants in that step of the project's workflow.
How can I view the form register?
Choose a project, and in the upper right corner of the project's task list you will see a "Register" link. Clicking this link opens a report log in which each column corresponds to a form field. The register can be easily exported to MS Excel.
How do you make the value of a form field appear in a task list?
In the form template, check the box "Include in task header" for each appropriate field. Remember that doing so means this field must be filled out when a task is created, and it cannot be changed afterward.
Can I set up the workflow differently for the same form depending on field values?
Yes, of course. Just add a "List" field to your form template. Now the task approval steps will change according to the project workflow rules selected for this field. You can add several "Project" fields, and their workflows will be included when a form is created.
Can I make some of the fields mandatory?
Of course. Check the "Mandatory" box for a field you want to make mandatory, and the task will be saved only once this field is filled out.
When creating a field in a form template, I am asked to select a field type. What is this?
When selecting a field type, the creator of a template determines the type of value a user can enter into this field. Field types include:
Flag (yes/no value);
Sum (decimals, 2 digits after the decimal point);
How do you set up a field to show the time the task was created?
Any Pyrus task has associated properties for the author, the person who is responsible for the task, etc. The values of these properties can be set to automatically populate form fields. Just select the appropriate type when creating a template:
The date the task was created;
The deadline for the task;
Task status (closed or open);
Date of task approval by user in role A at step B;
The name of user in role A who approved the task at step B. This value is calculated at the moment of task approval;
The author of the task;
Names of projects the task is attached to;
The person responsible for the task.
What is a workflow?
A workflow is a sequence of steps executed in a specific order to complete a task. Each step defines actions to be taken by each person involved in that step.
How do workflows actually work?
A task normally would appear only in the Inbox of the person currently assigned to it. When a workflow is set, the task additionally appears in the Inbox of every person set to each step of that workflow.
For example, after all the required actions for Step 1 of a Sample Workflow are completed, each person assigned to Step 1 of that workflow must approve or reject the task.
After all participants of Step 1 have done so, the task reaches Step 2 of the workflow. It then appears in the Inboxes of all the people involved in Step 2 for that workflow, and so on. After all steps are completed, the assignee may verify and close the task.
How do I configure a workflow for a given task?
On the Approvals tab of any task, add people to the approvals list for that task. You can divide the workflow into any number of steps and involve any number of people at each step.
How can I avoid configuring a different workflow for each task?
You can define a Default Workflow for a project. Then every new task created under that project will be set to the default workflow you specified. This feature can be accessed on the "Workflow" tab under "Project Settings". Only project members can be included in the settings for a Default Workflow.
When a task is added to a project that has a Default Workflow defines, the project's workflow is copied into task's workflow.
Can the same person appear several times for different steps of a workflow?
Can I implement OR logic in a workflow step instead of AND?
Yes. This can be implemented within the Roles settings. The organization's administrator can create a role and appoint any number of people to take on that role. A role is similar in structure to a user: you can assign tasks to a role and include a role into a workflow. In such a case, every person who is assigned a specific role will see the tasks assigned to that role in their Inbox. When any one of those people accepts or rejects the task, their action is logged, and the task reaches the next step in the workflow. In other words, any one of the people assigned to a role can act on behalf of that role.
How do I assign a task?
Go to your
page and click on
Write a description for the task, add it to the project(s) you choose, and specify who is in charge of the task. You can specify the task's due date, attach files related to the task, or create a list of approvals for the task. Once you click "Save", the task will immediately appear in the "Inbox" folder of the person to whom you assigned it, and they will also receive a notification email.
How can I see whether the tasks I assigned have been completed?
All the tasks you have started are visible on the
page. Tasks that have been completed are gray and marked with a strike-through. Overdue tasks are red. Tasks due today are yellow.
How do I see all the tasks assigned to me?
The first page you see after logging in is your
It is a complete list of your pending tasks. You may further prioritize the order of execution for your tasks by placing them the folders
Can I assign a task to several people at the same time?
No. A task has only one person responsible for it at any given time. If you need to request an approval for the task from several people, you can include them in the "Approval List". They will see the task in their
with a blue question mark, and they can approve or reject the task.
Can I resend an approval request?
What are multi-stage approvals?
You can divide a task's approval process into several stages. A person who must approve a task at the second stage of its completion process will not see it until every person required for approval of the first stage has granted their approval.
What if I do not want to receive email notifications from Pyrus?
Click on "Settings", choose the "Preferences" tab, and edit the "Notifications to my email" option.cl
What is the Inbox?
contains all new tasks assigned to you. This is the first page you see when you log into Pyrus
How do I separate the tasks I am working on right now from others assigned to me?
Move your most current tasks to the
folder. You can additionally postpone tasks by moving them to the
How do I use the "Today", "Next", "Scheduled", and "Someday" folders?
These folders help you organize your tasks according to projected time of completion.
contains all the tasks you are going to work on right now.
contains all the tasks you will tackle once you finish the tasks marked for Today.
contains all the tasks you do not want to think about yet, until a set date in the future. On that date, you will receive a reminder and the tasks in this folder will be automatically moved to your Inbox folder.
contains any postponed tasks that do not have a determined completion time.
You can drag and drop tasks among each folder at anytime.
I found the same issue discussed in several different tasks. How do I associate them under one task dealing with that issue?
You can consolidate redundant tasks into one main task dealing with a particular issue. Close all extra tasks by marking them Complete and adding a link in the comments of each that refers to the main task for that issue. On the page of the main task, you will see links appear for all its associated tasks. This will ensure that you can find all tasks associated with a particular issue in the future.
How do I use the "By Me", "Recent", "All Tasks" folders?
contains all the tasks you started, sorted by their start date.
contains all the tasks you contributed to recently.
contains every task to which you have access.
How can I divide a large task I am working on into several smaller issues?
On the page for your task, click "Add Subtasks" in the upper right corner. When you view your task, you will be able to see all its subtasks, along with the status for each.
When someone has access to a task, do they also have access to its subtasks?
No. The access levels for a task and its subtasks are independent of each other. If you are discussing an issue with a customer inside a task, you can easily create a subtask where you discuss the same issue internally with your staff. The customer will not see a link to this subtask, nor the internal discussion.
Can I perform actions such as "Reassign" and "Mark as Completed" for several tasks at the same time?
Yes. Select the tasks on which you want to perform a simultaneous action by ticking the checkbox for each, and then choose the desired action from the "Actions" dropdown menu.
What is a project?
A project is made up of a group of people and all the tasks on which they are working together. A project has team members and managers. Each team member can add tasks on a project and can be part of the project's workflow. A manager can invite people to a project, exclude people from a project, and create and delete subprojects.
What are my project’s security settings?
By default each team member will then have access to only their own tasks, i.e. tasks started by them or assigned to them by the manager. The manager can access all tasks in a project at all times.
What is a subproject?
Subprojects help to group tasks within a larger project. All of a project's team members have access to subproject tasks. However, a subproject's members cannot access any of the main project's tasks which are not part of their own subproject. By default all settings on a subproject are the same as those of the main project but can be changed at any time.
What is a Default Workflow?
You can set a Default Workflow for a project that will keep certain settings for that project uniform. For example, when a new task is added to a project, it is automatically routed according to the list of approvals and the people set as responsible in the Default Workflow. When a task belongs to two or more projects, the default list of approvals for each project are merged. A Workflow can have several stages, so that participants of any given step do not see certain tasks until all tasks in a previous step have been completed.
How do I delete a task?
On the page for the task, open the drop-down menu next to the Complete button and choose "Delete Task". You cannot restore deleted tasks.
Email and Pyrus tasks
Can I get email notifications when a new task is assigned to me or when an action is required of me on a task?
Yes. You can turn notifications on and off on the "Preferences" tab, by clicking "Settings".
Can I reply to email notifications that I receive from Pyrus?
Yes. Your reply will be automagically added to that task’s comment thread, along with any attachments you include.
Can I turn my email into task?
Yes. When you forward an email to
it will appear in your Pyrus inbox.
Our company uses Google Apps to manage email. How does it work with Pyrus?
It’s very easy. You can use our Gmail contextual gadget to create tasks from any email message.
I use Microsoft Outlook. How does it work with Pyrus?
You can download the Pyrus plugin for Microsoft Outlook 2007/2010/2013. The plugin installs a button into the Outlook ribbon. It allows you to automatically transform emails into tasks with one click.
What are announcements?
You can use announcements to send out information or notifications to every person in a group.
What is the difference between an announcement and a task?
An announcement does not have an associated person responsible for it, nor an associated workflow.
Who can access an announcement and the comments made to it?
If an announcement is included into one or several projects, it can be accessed by any participant of any project. If an announcement is not included into a project, it can be accessed by any person in your organization.
Who can comment on announcements and attach files to them?
Any employee who can access an announcement can comment on it.
Who can make an announcement inactive, change its projects, or change its date of expiration?
Only the author of the announcement, project managers, or your organization's administrators.
How long do announcements remain active?
Every announcement is active for a certain period of time (the default is 7 days), after which it automatically expires. You can change its activity period when publishing an announcement. Inactive announcements are accessible by switching to view mode in the upper right corner of the announcement page.
When a new colleague joins Pyrus, which announcements do they see?
A newcomer to the organization receives all active announcements marked as unread. Just like any other user, they can find expired announcements by switching view mode.
What is the Library in Pyrus?
The Library is a place to store general company or project documents. The Library allows you to store in one place all corporate information, such as guidelines and templates, intended for general use throughout the organization.
What is the difference between storing files in the Library and storing files in individual tasks?
Tasks are usually where document discussions, version iterations, and draft approval takes place. These activities might be carried out by a subgroup of people in an organization. The Library is where final versions and official documents would be stored for use throughout the organization.
Does Pyrus store the history of changes made to a document?
Yes. Each version of a document, along with comments on the changes made, can be stored.
How do you upload a document into the Library?
Click on the “Library” header and choose the “New Document” item in the menu. Select a file, along with an existing project to add the file to. Click “Save”.
Can documents stored in the Library in Pyrus be linked to Google Drive documents?
I uploaded a document from Google Drive to the Library, but my colleague does not have access to this document. What should I do?
You have restricted access to your document. Share the document with your colleague on Google Drive, and they will then be able to view it in Pyrus.
Which names do I see in my list of contacts?
The people in your contact list are those for whom you can set tasks, as well as those who can set tasks for you.
Your contact list is made up of:
Your company’s employees
The employees of other companies with whom you have projects in common
Colleagues or friends you have connected with through Pyrus
The list is always sorted by last name for easy browsing.
How do I add a colleague to my list of contacts?
If you know your colleague’s work email, you can invite them to Pyrus. The system will send your colleague an email containing a link to create a Pyrus account.
Can I use Pyrus to work with people at other companies?
Sure. Just send them an invitation to connect if they are already registered in Pyrus, or else invite them using their email address. Remember to note through the invitation process that they are not employees of your company.
How can I limit invitations to my company’s Pyrus account?
In the Pyrus Premium Edition, only the company administrators selected by you will be able to invite employees to your company account.
Why can’t I invite a colleague to my company’s Pyrus account?
If your company is using the Premium Edition, only your company’s administrators can manage company users. You can see their names in the settings, in the Organization tab.
If you are using the free edition, your company account can include no more than 12 users. If you need to invite more employees, you must switch to the Premium Edition.
Who can access my tasks?
A task and its attachments can be accessed by the author of the task, the person set as responsible for the task, and each person specified in the task's approvals list.
A task that is part of a project can be accessed by every participant in the project, except in the case of projects with high security settings.
You can check who can access your task by clicking the lock icon on task page header.
How secure is my information?
Pyrus takes privacy very seriously. All messages and files you store are encrypted before being transmitted over the Internet. No one can access your data without your express permission.
Is data transfer secure?
All transmission of task and file data occurs through an encrypted SSL channel. Data is securely encrypted during transfer and is safe from any attempts at interception. We also employ significant protections against network security attacks such as Distributed Denial of Service (DDoS) attacks, Man in the Middle (MITM) attacks, and packet sniffing.
How is my data backed up?
Pyrus keeps multiple redundant copies of all data in multiple locations, to prevent any possible data loss. Your data is securely backed up even in extreme situations such as terminate or server crash.
Configuring Integration with Salesforce
In order to integrate Pyrus with Salesforce and synchronize Salesforce catalogs with Pyrus forms you need to follow a few simple steps.
Choose Catalogs from the Pyrus Settings navigation.
Press the button Add catalog and choose Salesforce from the drop-down list. You’ll see fields for integration set up within the same form.
- Log in to Salesforce (https://login.salesforce.com/), using your access credentials.
In the left navigation choose Create>Apps from the section Build.
- Follow a Connected Apps for Salesforce user guide.
In the form New Connected App you have to choose a checkbox Enable OAuth Settings and add Callback URLhttps://pyrus.com/salesforce/Callback. For Available OAuth Scopes field you need to select Full access (full).
Save the form. As the result you’ll see a window with the key data required to synchronize Salesforce with Pyrus.
Switch to Pyrus. In order to ensure proper data synchronization, you need related information from two data fields of your Connected App form at Salesforce: Consumer Key and Consumer Secretthat has to be entered accordingly into Pyrus integration settings.
Press Sync button.
As the result, you’ll be redirected to the Salesforce website and then back to Pyrus, where your synchronization is now available. Your permanently synchronized Accounts catalog from Salesforce is now accessible in Pyrus forms.
Configuring Integration with amoCRM
In order to integrate Pyrus with amoCRM and synchronize amoCRM catalogs with Pyrus forms you need to follow a few simple steps.
Choose Catalogs from the Pyrus Settings navigation.
Press the button Add catalog and choose amoCRM from the drop-down list. You’ll see fields for integration set up within the same form.
- Log in to amoCRM (http://www.amocrm.com/), using your access credentials.
In the section Profile of your amoCRM account, copy Your API Key settings.
Switch to Pyrus and in the amoCRM window with settings fill in the fields User login (your login to amoCRM) and Your API Key (the one copied from your profile).
Press Sync button.
Your permanently synchronized Contacts catalog from amoCRM is now accessible in Pyrus forms.
Pyrus via OneLogin
allows users to log into
without entering login and password. As new user is added to
he will automatically appear in
and will be able to use the system without login and password. If your are using
when you can automatically add all users from it to
Each change in user's profile made from
will affect on
passwords. You can break the link between
ones any time, so using
is totally safe.
In order to start working with
you should perform following steps:
Pyrus Sync for Catalogs
Pyrus Sync is a small app that resides within your corporate network and magically updates catalogs in Pyrus whenever changes appear in the catalog data source. You can use your company existing lists like the contacts, accounts, leads, campaigns, cases and more within any Pyrus form. Let’s see example of synchronizing your catalog data with the Pyrus forms.
- Download the installation file of Pyrus Sync or log in to your Pyrus account and get it from the Pyrus Extension section on the top right.
Install and open the Pyrus Sync application on your PC.
Use Pyrus login and the secret key (the one you can get from
in Pyrus) to access the application.
In the Pyrus Sync navigation, go to the section Catalogs on the top left and press the New Catalog button.
The Catalog Sync Configuration windows will pop up.
You need to name your new Catalog (this name will be visible in the Pyrus form template), select the source data type and file path for your synchronization, Test Connection (optionally) and press the Save button. A real-time Preview will be available at the same time.
If you see that the number opposite to the Catalog’s name appears in brackets or changes (when your data source is updated), this means that synchronization is in process. For example, we had 8 records in the initial inventory file that were synchronized with Pyrus through Pyrus Sync.
Then we added another record to the same file and within a few seconds we’ll see this number changes from 8 to 9 in Pyrus Sync indicating successful synchronization.
Switch back to Pyrus, go to the Forms section and create the new form or edit an existing one. You’ll see the field Catalog in the User defined preferences of the Form template.
Drag and drop this field to your Form template, choose a catalog name from available ones in your Pyrus account and press Save.
Exit the template edit mode, return to the Forms section in Pyrus, choose a particular Form you’re setting the Catalog for and you’ll be able to see the full list of available catalog items in the drop down menu:
From now on your Pyrus Form data is always up-to-date. This means that you can even log off Pyrus Sync and still get all catalog data synchronized with Pyrus on an on-going basis. The synchronization process is launched automatically every five minutes or you can start and pause it manually from the app’s Catalog section.
Why am I unable to log in to Pyrus Sync?
Check your email and the security key. Rest assured that you’re using the correct security key that is currently available in your Authorized Applications section in Pyrus.
My Pyrus Sync does not connect.
Check your firewall settings and allow Pyrus Sync to make external connections.
What should I do in order to change the security key?
Log out of Pyrus Sync and you’ll see an empty log in window.
You can then press the link Click here to get the security key and choose Get new security key in Pyrus to update your key. Copy and paste this new security key to Pyrus Sync the next time you’re going to log in.
Can I see the Log file with the history of changes within my Pyrus Sync app, all warnings and errors?
Yes. Related data is available in the Event Log section at the Pyrus Sync bottom navigation.
Software requirements *
Windows 7 x64 or x86 (with Microsoft.NET Framework 4.5.2 or later installed)
Windows 8 x64 or x86
Windows 8.1 x64 or x86
Windows Server 2008 R2 SP1 x64 (with Microsoft.NET Framework 4.5.2 or later installed)
Windows Server 2012 x64
Windows Server 2012 R2 x64
The following is a list of steps the System Administrator undertakes to configure user access to Pyrus via OneLogin.
Register your organization in OneLogin.
Sign in to OneLogin.
Add Pyrus to the list of apps:
In the menu, select Apps → Add Apps.
Find Pyrus in the list.
Set the following configuration options:
Configure the Pyrus app.
In the menu, select Apps → Company Apps.
Click on the Pyrus app.
Select the Configuration tab.
Set the following API Connection options:
SCIM Base URL: https://pyrus.com/scim
SCIM JSON Template:
Custom Headers: remains unset (empty).
SCIM Bearer Token: copy the contents of the OneLogin Token field in your organization settings into Pyrus (available at
The example contents in the screenshot below won’t work for you!
On the SSO tab, click View Details below X.509 Certificate. A dialog box appears. Click the Copy to Clipboard button on the right side of X.509 Certificate field.
Paste the copied certificate data into the OneLogin Certificate field in your organization settings in Pyrus (available at
and press the Save button.
Set the remaining options as shown in the screenshot below.
To make sure that your configuration settings are correct:
Select the Users tab. You will see the list of users in your organization. Initially, their provisioning state is going to be “pending.”
Make sure, that User Id and Username are set in user settings for Pyrus. Those fields must contain valid email which will be set for a new user in Pyrus.
Click the orange “pending” button to the right of any user’s name and then press “Approve” in the dialog box that appears.
Check that the provisioning state for this user changes to “provisioned.”
To synchronize the list of users as a whole, click More actions → Reapply provisioning mappings.
Now that all the configuration work is done, when a user signs in to OneLogin, the Pyrus button becomes visible. Upon clicking, the user is redirected to his/her Pyrus page. A password will not be requested.
Here are answers for questions that might arise during setting up
Q: There are no settings in
A: You have to purchase
in order to configure
Q: How much does
cost? May I use free account?
A: Version of
that you need to work with
costs 8$ per user per month. With this version you can add unlimited number of users. You cannot use free account to work with
because the app uses
for users authentication, and needs the settings which are only available for paid accounts.
Q: Why do I need paid account?
A: You might need to synchronize users with several
it's only possible with
Besides, to work with
which is included in
costs 8$ per user per month.
Q: How do I add all users from
A: In order to use several directories, you have to purchase the
to get detailed information about
Q:Is it necessary to have separate server to use
is a cloud service, but to synchronize users with
you need to install special tool, which requires
Windows Server 2003 SP2+, 2008+, 2012+.
Pentium 4 Processor or better
512 MB RAM
120 MB Hardrive Space (Configurable to less than 50)
.NET 3.5 Framework (no other versions are supported)
Outbound TCP Port 443 from the server running the connector to the following network ranges:
22.214.171.124/29 which calculates to: (126.96.36.199 thru 188.8.131.52)
184.108.40.206/29 which calculates to: (220.127.116.11 thru 18.104.22.168)
Q: No provisioned label appears.
A: Something went wrong and provisioning failed, refresh the page and label will switch to
Probably, user couldn't proceed the authentication. Check the app settings. Follow the
to set it up.
Check user's settings for
must contain valid
At this time, deleting and updating is not supported because of an error on
Q: How to disable
so it won't change data in
A: You can simply delete
app from your
account, in this case changes made to
users wont affect on
More Actions -> Delete
app settings to remove it. To dissociate concrete user, press
in user settings for
You also need to uncheck
Allow user to sign in
checkbox. You also can remove certificate from
account has been hacked.