Using Zapier to connect to other Applications and Automate your Processes
Zapier is a service that connects your apps together so that you can automate tasks behind the scenes. For example, you could tell Zapier to create a new Process Street workflow run when a lead is added in Salesforce, send an email when a task is completed in Process Street or fill in contract variables in HelloSign and send the contract with data collected in Process Street.
This article covers:
- How Zapier Works
- Connecting your Process Street Account to Zapier
- Setting up a Process Street Zap
- Using Triggers to initiate Zaps
- Using Find and Update
- Ideas for Automations and Connections
- Other Zapier Resources
- Zapier Video Examples
1. How Zapier Works
Zapier works by listening for events in one app, then automatically triggering an action in another. Essentially, it’s a cause-and-effect system of “if this happens, then do that”. At its most basic, if a task is completed in Process Street, then do [this action] in another application.
Process Street has 4 triggers, 1 search, and 2 actions available through Zapier.
You can trigger an action in another application with these 4 options:
- New Workflow Run
- New Task Checked
- New Comment Posted
- New Attachment Added
Search for a workflow run using:
- Find Workflow Run
And create the following actions:
- Run Workflow if it doesn’t exist yet
- Run Workflow
- Update Workflow Run
2. Connecting Your Account
In order to connect your Process Street organization to Zapier, you’ll want to generate and capture your organization’s API key here (must be Admin). If one has already been created, you can capture that key.
Zapier will ask you for your API key the first time you connect your organization. When the window appears, copy the key you’ve just generated or that was previously generated for your organization.
3. Examples of Process Street Zaps
The examples below are two basic examples and are just an introduction to what can be done. There are literally thousands of ways Process Street can interact with other software applications using Zapier.
4. Using Triggers to initiate Zaps
You can easily trigger an action in another application using one of Process Street’s 4 available triggers.
For this example, the Zap created will send an email automatically in Gmail when a Task is checked in a Process Street Workflow Run.
Select a task inside of your workflow run that will initiate the action when it is checked.
In your Zapier account, create a zap, choose the Process Street app and select ‘New task Checked’.
Select the workflow from Process Street that you want to use and the specific Task you have chosen as the trigger. Zapier will attempt to pull sample data for you to review.*
*NOTE* For Zapier to successfully pull sample data, the action you are triggering must be completed. In this example, you are building a zap off of a task being checked off, so you must have an active workflow run with that task completed.
Tip: Put additional sample data inside of that workflow run. You can use it later on when building your email template.
When you are finished with the Trigger Step (the ‘if’ in ‘if this, then that’) select the application you want to take action in (the ‘then that’ part). In this case, choose Gmail and select ‘Send Email’ for the action. Learn more about using Gmail in Zapier.
Choose your recipients. You can use data from your workflow run sample here. For example, you can have the email sent to an email address entered in Process Street on a previous task.
Craft the body of your email and pull in any variables from your workflow run where needed.
Finally, test your zap, give it a name, and ensure it’s switched on. Done!
Tip: Place your own email in the ‘to’ field when testing. This will allow the test and sample to come straight to your inbox.
5. Using Find and Update
The Find and Update option is used when you need to update an existing Process Street Workflow Run with new data. This allows you to “Find” an existing Workflow Run in Process Street by searching for it and then “Updating” fields on that run with new or updated information.
For this example, we’re going to update the ‘References’ fields in a Process Street Workflow Run when that information is added to a Google Sheet. When that spreadsheet is updated with new information, Zapier will search for the right Workflow Run in Process Street and pass the information.
To create this Zap, our Trigger application is Google Spreadsheet and A New or Updated Spreadsheet Row. Choose the right Spreadsheet and Worksheet in the next step.
For the second step of the Zap, choose the Process Street app and the Find Workflow Run option. Next, choose the appropriate Workflow.
When searching for a specific Workflow Run, you want to use data that will easily identify the workflow run you’re updating. Email addresses work great as they are unique to each workflow run.
After you’ve found your desired workflow run, add a 3rd step to your Zap. This should be a Process Street action step. In this example, we want to use the ‘Update Workflow Run‘ action.
Select the same workflow that you have been building this zap for. Then, use a custom value for the workflow run ID. You can get the workflow run ID by clicking on the drop-down, choosing the find workflow run option, and then selecting ID.
Then, you’ll want to pull data into the fields you want to update. In this example, we are bringing in the new hire’s References from the updated Google sheet.
Finally, test your zap to be sure that it is pulling in the correct info from the updated spreadsheet and adding it to the right Workflow Run. Name your zap accordingly and ensure it is turned on.
Using the Find and Update function, the possibilities are truly endless. This can be used to update active workflow runs via a change in your CRM, spreadsheet, or action in Google Drive, Dropbox, HelloSign, etc. See our section on Ideas for Automations and Connections below, for other common uses of Find and Update for Process Street users.
6. Ideas for Automations and Connections
Using Process Street’s Zapier integration, the possibilities for integrations can be overwhelming. To get you started, here are a few of the most common uses we see amongst Process Street customers:
- Automatically send an email from Gmail (or any other email programs) when a task is checked
- Update Salesforce with data collected in a Process Street Workflow Run
- Run a workflow when something is done in Salesforce (and send in information from Salesforce to the Workflow Run)
- Fill out and send a contract via HelloSign using information collected in Process Street and a specific task is checked
- Add image files collected in a Workflow Run to a Dropbox (or Google Drive) folder
If you didn’t see one above that inspires you or you just love this stuff, we created an article with 50 Ideas for integrating Process Street via Zapier. You can check that out here.
7. Other Zapier Resources
Download our free eBook
We have created a 111-page ebook that explains how Zapier works and how you could use it with Process Street.
You can also read the chapters here:
Table of Contents:
- What Is Zapier? The Essential (Unknown) Time Saver
- Why Zapier is Your Dream Automation Software
- Zapier vs IFTTT: The Best Way to Automate Your Life?
- 222 Zaps to Crush Your Current Process Automation
- 50 Examples of Business Process Automation from the World’s Most Innovative Companies
50 Examples of how to connect Process Street with your other apps via Zapier
Zapier is most powerful when you get creative with the processes you want to automate, but to do that you need to have an idea of what it can do first.
8. Zapier Video Examples
Zapier Form Integration Info: How to get your form-field data to and from applications (Process Street and Salesforce)
Example: An in-depth video showing how to push data from your CRM (Close.io) to Process Street, and back
Example: An in-depth video showing how to integrate Process Street, your CRM (Close.io) and a contract signing application (HelloSign)