Zapier SetupAug 11, 2021
In the previous post, we touched on automation tools, dos, don’ts and other considerations. Before reading this post on Zapier, we recommend you familiarize yourself with the do’s and don’ts mentioned in the last post.
If you have not been following the previous posts, you may be wondering, what is Zapier?
Zapier, in our opinion, is the best web-based automation tool available. That is not to say that it absolutely is the best, but for our clients and internally, we have found that Zapier provides everything we need. It integrates with thousands of applications, has a great support section and the pricing is reasonable.
Though Jotform can directly integrate with many applications and automation tools, Zapier fits our needs the best and also makes it very simple to set up automations that are triggered by Jotform submissions.
Our Jotform templates are designed to be automation-friendly. Check them out. They include comprehensive conditions for rapid operational use.
Each of our forms includes a comprehensive video series on how to edit and use the form. While most of our forms are primarily used by Financial Advisors / Planners, Consultants and Attorneys there are some that are non-industry specific and the others can be customized further using our Jotform training courses. Purchasing the form will enable you to book a discounted Coaching Session with us to help you edit/modify the form for your specific needs if you need additional assistance.
Zapier has excellent documentation. Here is a link to Zapier’s getting started guide if you want a more thorough introduction and would like to skip ahead. The guide includes the following:
- What is Zapier?
- How to create a Zap
- Maximize your productivity with multi-step Zaps
- Find data in your apps with search actions
- Filters: Set conditions for your Zaps
- Harness the power of Zapier's built-in apps
- Explore your task history and troubleshoot Zaps
For the purposes of this blog, all of our overviews will focus on the bare essentials you need to know to get up and running.
Key Terms and Concepts. (Click here to see Zapier’s Key Concepts page)
- Zap - Zapier’s word for automation sequence. Thus, the phrase “Creating a Zap” is Zapier terminology for creating an automation sequence. The two are interchangeable, and there’s no harm or foul in referring to a Zap as an Automation.
- Trigger - The “switch” that starts the Zap / Automation Sequence.
Example: A new Initial Call booking in Calendly starts, or “triggers,” my Zap titled, “A.0. Initial Call booking creates CRM contact record.”
In this instance the new booking of the Initial Call event is my trigger. Every time this meeting is booked, Zapier will perform the actions in that Zap.
- Action - Step(s) performed in the Zap / Automation Sequence. The trigger starts the zap and the actions are what the zap does. Using the Trigger example, creating the contact record in my CRM is the action.
- Merge Field (also called Smart Field, Smart Tag, or Merge Tag) - a field or tag that represents other data.
We want Zapier to create a new contact for every person. We cannot just enter “Bob” in the contact’s name field because it will name every contact Bob. Instead, we use a merge field that will represent the name included in the Calendly booking.
Zapier Account Setup
- Go to zapier.com
- Create an account (If you use Gmail, use the option to sign up with Google)
- Connect your essential web-based apps accounts:
I. In Zapier’s “My Apps” tab, type Calendly into the text field under “Connected Accounts”
II. Use the link in the prompt to go to Calendly’s Zapier integration page
III. Paste the key into the Zapier pop-up
IV. Verify the integration and title it accordingly
V. After the Calendly is connected, schedule a test appointment. The default settings will include the appointee’s first and last name on the same line, so ensure you split the first and last name out like we did several posts ago.
The default setting is not optimal for the automation and will require an extra step if you decide to keep it.
- Gmail or Outlook
- CRM - Pipedrive, Wealthbox, Redtail, Hubspot, Hubly, etc.
The example below depicts how you would go about connecting Wealthbox:
I. Click the URL in the pop up screen
II. In Wealthbox, select “Create API Access Token”
III. Name your Access Token
IV. Click “Save”
V. Copy the Access Key
VI. Paste the access token into the Zapier pop-up window
VII. Click “Yes, Continue”
VIII. Verify Wealthbox account is integrated on the “My Apps” screen
- Google Drive and other G-Suite Apps or Outlook and Microsoft Apps
- Scheduler (if you’re not using one, skip this step. We will cover it later.)
- Social Media (Zapier is great, but social media automation is an entirely different beast. We will cover this very briefly at some point.)
- Upgrade to the starter plan
4. Pat yourself on the back and go grab a Fizzy Lifting Drink and an Everlasting Gobstopper, but beware of Slugworth. He will take your innocence.
We’ve set up Zapier. We connected our essential accounts. What’s next?
Next up, we will run a test to create a contact in record within our CRM. The next post will specifically focus on using Zapier to connect JotForm to Wealthbox, since JotForm does not have native integration with Wealthbox yet. We will submit (or use a previous sample submission) to test that our zap does what we want it to.
Though we are focusing on Wealthbox, the process is the same for most existing CRMs; there may be points of difference in capabilities though. Some CRMs allow you to do a plethora of things via the Zapier integrations, while others are still implementing features. That being said, do not do anything hasty like switch your CRM if you cannot get it to do what you want via automation; instead, reach out to their support team. Most app teams have inhouse developers who can troubleshoot or configure custom zaps. If you find no help, then I’d recommend that you consider switching.
Thanks for following the series. If you’re a newcomer, please share your thoughts and feel free to look at the previous article.
If you found this helpful, like, comment and share. Chances are there are many people in your professional network who would benefit from this information, so don’t keep it a secret.
The next post will be up the Wednesday after next, as usual. In the meantime, feel free to set the zap up on your own. If you’re an XYPN or ACP Member, please be aware that we do offer discounted zap set up services.
Each of our forms includes a comprehensive video series on how to edit and use the form. While most of our forms are primarily used by Financial Advisors / Planners, Consultants and Attorneys there are some that are non-industry specific and the others can be customized further using our JotForm training courses. Purchasing the form will enable you to book a discounted Coaching Session with us to help you edit/modify the form for your specific needs if you need additional assistance.
This blog is written by the Sphynx Automation team to help DIYers use web-based apps.
Not a DIYer? Not a problem, click the button below to chat with us.