What is Zapier?
So, here, let me get started by explaining to you first what it is that Zapier is.
Zapier is a web automation app, it is basically software that lives on the cloud or online and with it, you can build what are called Zaps or workflows and that is a set or a series of different actions that are taken to usually connect one thing with something else. So, it will let you automate parts of your business or life. Why parts of your life, too? Because Zapier is not only for business related things but basically connecting over 750 different apps with each other.
So, a Zap is kind of a blueprint for a task that you want to do over and over and over. So, through Zapier you create Zaps, which are workflows, and that lets you usually pass information from one place into another place or have something that you want on one app go to another app.
How does Zapier work?
How does it actually work?
So, I mean in the simplest terms, there’s kind of 3 to 4 steps involved on how Zapier works.
The first is, you know, you got to think of something that you want. You want something to happen and then once that happens you want something else to happen. That first step is basically called the trigger and it’s an action that you want to consider of something changing or being created on one software or one app, let’s call that “App 1”. So, like here it says: Step number 1 something changes, gets updated, created, or happens on one of your apps. Let’s call this “App 1”.
Then, Zapier is constantly checking every 5 to 15 minutes, depending on your account, and it checks for all these updates and what’s new. And once it finds something new, that’s a trigger that automates or actually starts the Zap or the workflow so then, what Zapier does, it checks okay something changed, now, I am going to look for that Zap, look at what you set up and then based on that Zap, we are going to be doing the actions that you created, right?
So, then, that’s what step number 3 is about; when something on App 1 triggers the Zap to begin then we actually go through the process of what the Zap says that it should do, and then it changes or updates App number 2. So, here it says, an event happens on App 1 then Zapier notices the changes and it basically performs the task and updates or creates that information in App 2. And I’m going to show you how it works in a minute.
How do you set up a Zap?
So, how do you usually get to set up a Zap? In the most basic version here, you got to decide what is going to be the trigger, what is going to cause the Zap to begin, and then what is going to be the action. In this case, there can be lots of different actions, and there can be lots of different triggers and I’m going to show you some examples.
What can Zapier actually automate?
Well, it can actually automate, like I said, about 750 apps as of February 2017. And right now there is about 55 different categories in terms of different types of software that Zapier automates with. Here you can see on the screen, there is some of the most popular ones such as Trello, Gmail, Google Sheets, Slack, Mailchimp, Twitter, Dropbox, Active campaign - I mean there is a lot of stuff and by the way Zapier is free for a limited amount of Zaps but it is actually a great way to get started.
So, now let me show you actually how does Zapier look like from the inside. So, I am going to right now connect into my Zapier account. This is the dashboard and here I am able to see all the different Zaps that I created.
Here on the left, now you can see the different folders I created to just easily organize all the different Zaps that I have. In this case, I have the folder called “Online Forms”. This folder is where all my Zaps are connecting my online forms that appear on my website with my CRM – the Customer Relationship Management system – which is where I save all my contacts.
So, I am going to show you the example of how I set up this for the main contact form. If you go to the website, this is what the website looks like on the contact page and you know here, you will see the form. It looks like it’s part of the page, but it is actually embedded from Jotform, which is what we are using. So, when you fill up this contact form and you click submit, the information actually gets saved on JotForm.com which has its own separate database. And what I do is, once that information is saved on the database, every 15 minutes Zapier checks if there is any new contact requests and it then automatically gets that information and puts it into my CRM.
Now, I am going to show you how that looks like. So, here I click on actually editing the Zap and when I click on edit, I get to this page, okay?
In this case, the trigger that I chose is I whenever there is a new submission. That means whenever somebody is, whenever anybody fills up that form, which means there will be a new submission – that’s when I want the Zap to begin.
Here, I connect it to my JotForm account. Here, I just tell it, which form do I want to use. Then I chose, out of the many different forms that I have on JotForm, I chose the one that is related to my contact form page.
Then, I actually get to perform some actions. In this case, when people fill out the name, it’s actually they are putting in their full name: their first and last name together. And just to really try Zapier, I said, “Okay, I want to get those two names; first and last and I want to divide it into a first name and the last name.” So, this step – Step 2 – lets me split that of the full name and get the first part of the name and call that the First Name.
And in Step 3, I do the same thing and I get the second part of the name which is the last name and I call that “Last” for last name. Once I have all that information, my step number 4, here, is actually to create that contact, create a new contact in my CRM. So, I am going to show you how that looks like.
These are the different steps of – I’m telling Zapier, “Okay. The information that you got from the contact form should go and be saved into the CRM, in this case, called AgileCRM. So, here for the first name, I am saying, “Get the output from Step 2”, which was the first name, and that will be the first name of the person saved on the CRM. And, then, get the output from Step 3, which is the last name, and put it here on the last name. And, then, I get the field called “Email” from the Jotform contact form and put it here on the email. Then, the phone number in the phone number. And that’s about it for now for this step.
Down here I also have a special value code, value of services that the people are interested in. Because here in the contact form people can choose okay, I am interested in branding or marketing or eCommerce or web development and I want to be able to save that information into my CRM under a custom field that I created. So, that custom field is called just “Service Interest”. So, I also get that field and I input it there.
Obviously, here, you see a lot of fields that I can put. I am not using all of them because I don’t want to and then I separately, on Step Number 5, because by the way now Zapier offers multi-step things, which is great. It’s not just Step 1 or Step 2, now you can do a lot of different steps and actually automate a bunch of different stuff, with different apps at the same time, so you could technically have one Zap to connect between 3, 4, 5, 6, whatever amount of apps that you want.
So, here in step 5, I actually come in here and I say okay, the fewer the people write, the message which is basically in text format like paragraphs, it’s not just one line of code, I want that to be saved as a note. So, I come here and say “okay, I want to create a note,” and that’s an action. The first action is to create the contact, the second action is to add a note to that contact.
So, here is the template for how I setup to save the note. First, you need to make sure it matches the same person’s information is matched with the note of that same contact in the CRM. And that’s usually the field by email, the email is the primary key or what’s called the main – let’s call it a username – of that contact in there. So, I say the field called email will be the way that we make sure that the note’s going to be saved under the right contact’s information. Then, I’m going to give the note a name: note from the Bloominari web contact form and, then, the actual information from the contact form – in this case, it’s the field called Message – I’m going to put that as a description of the note. And that’s kind of it. When I’m done with that, I turn the Zap on and it works.
So, I’m going to show you how that works in just a second. So, actually, let’s get in here – into our CRM – and I’m going to show you what that information looks like when people automatically fill out a contact form on our website and that information automatically every 15 minutes gets saved on my CRM. And, of course, I also get a notification.
Right now, actually today, somebody contacted us on our form online and the information forwarded here. I’m going to show you. In this case, it’s Lucy from the Sexy Mama Movement. So, you can actually see here at the bottom there’s a note. A note from Bloominari Web Contact Form and here’s the message that she wrote. In this case, later I wrote another separate note, so that’s not the one that got automatically created, but you can see that her name, her company name, her phone number, her email address. It all got saved in here automatically. It also automatically tagged this contact as a Lead that’s active and that it came from the web. That’s a special tag that I have hidden, it’s a hidden field on our form so that I know that lead or that contact got created from our website as opposed to me creating a new contact on the CRM. So, that really helps me remind myself that this came from the web.
If I actually go to task I have a whole separate Zapier task or Zap that creates a task for me to actually follow up with that contact in about a week, so here I can see that a new task has been created, it’s assigned to me and it says it’s due on 7 days from now. I put the name of the actual task to have the word “Zapier” on it, that way I know that was created automatically and it was not something that I created manually. And that’s kind of it.
Alright! Well, thank you so much for joining this episode. In some future episodes, I will go into more detail into how you create an actual new task because this was just the introduction to Zapier. If you have any questions, definitely drop some comments below and I’ll be happy to answer them. Bye-bye! Thanks a lot.
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