What is Zapier
Zapier is an integration platform that allows disparate cloud products to pass data back and forth. It can provide basic integration between two systems. It can’t provide full synchronization, but it can do simple tasks such as passing data from a web form to the CRM, or from the CRM to another application.
For example, you could pass your new contact data to an email marketing system like Mailchimp or to your contacts list in Google Contacts. Zapier integrates with over 1,000 different apps so it’s likely the systems you use can be integrated with your CRM.
Zapier Integration Overview
Zapier integration creates a workflow that automatically passes data between you apps by providing a series of Triggers, Actions and Searches. For example, if you are using an external email marketing system, like Mailchimp, you’ll want to pass any new leads from your CRM to the email app.
In this scenario, the creation of a new lead in the CRM would be the workflow Trigger to commence a “Zap”. You could then set up an Action in Zapier telling it what to do with the new contact, e.g. add it to a mailing list in Mailchimp. You can then map fields from your CRM to pass over the data required, e.g. email address.
The different systems you are integrating with will all have relevant Triggers, Actions and Searches available to use.
For example, Google Sheets provided four possible Triggers:
- New or Updated Spreadsheet Row
- New Spreadsheet Row
- New Worksheet
- New Spreadsheet
Five possible Actions:
- Update Spreadsheet Row
- Create Spreadsheet Row
- Create Spreadsheet Row(s)
- Delete Spreadsheet Row
- Create Spreadsheet
And one possible Search
- Lookup Spreadsheet Row
You can put together a Trigger from one application with an Action, and possibly a Search, from another application, and you have a “Zap”. Depending on the payment plan you have with Zapier.com, Zapier will check for Actions between every 15 minutes (Free Plan) and 5 minutes (paid for plans). With the Free Plan you can run up to 100 Tasks per month. Paid plans start at $20/month for 1,000 Tasks/Month.
Really Simple Systems Zapier Integration
In the first version of the Really Simple Systems integration with Zapier we have provided the following Triggers, Actions and Searches:
- New Contact
- Create Account
- Create Contact
- Create Task
And two Searches:
- Find Account
- Find Contact
Setting up your Zapier Integration
Enabling the API V4
If you are an Administrator of your CRM the API V4 will automatically be enabled for you. If the User setting up your Zapier integration is not an Administrator you will need to enable the API for them. In your CRM, go to Settings then Integrations and API V4.
Click “Enable API Access to Users”. Select the User you wish to enable the API for and click Enable Access.
Clicking the Zapier link on the Integrations page takes you to a selection of Zap templates you may like to use, or click through to Zapier to create your own.
Signup with Zapier
If you haven’t done so already, sign up with Zapier at Zapier.com.
Connect your Really Simple Systems Account
In Zapier, use the app search box to find Really Simple Systems and click to select.
This will bring up a dialogue box asking you to login to the CRM. Enter the credentials of the User you enabled the API for and click the Authorize button. The dialogue box will close and will return you to the Connected Accounts page in Zapier where you will see the Really Simple Systems connection. Click the Test button to make sure it works – you should see a green Success button.
Creating a Zap
We’ve created templates for our most popular Zaps so you can get set up with just a few clicks.
Create Zaps with Other Apps
To create Zaps to other apps, from your Zapier integration dashboard click the big orange “Make A Zap!” button at the top of your screen. Then search for Really Simple Systems in the apps and click to select.
Select the Really Simple Systems app as your Trigger.
- Choose “New Contact”
- Make sure you have at least one Contact set up in the CRM and then click “Save & Continue”
- You can test the connection by clicking the “Test” button then click to “Continue”.
- You can see what Contacts Zapier has retrieved by opening the samples then click “Continue”. Don’t worry that the results come back in a seemingly random order – that’s just the way Zapier gets the data!
- Click “Continue”
- This completes setting up the Trigger
Now set up the Action
- Select another App to link to. If you don’t have another App that you have already linked to, find one using the Search box at the top of the page. For this example, we’ll link to Mailchimp. Search and select the Mailchimp App.
- Select Add/Update Subscriber and click “Save & Continue”
- Next connect your Mailchimp Account and click “Test” to test the connection then “Save + Continue”
- Select the MailChimp options you require and click “Continue”
- Zapier will return a test Subscriber to “Test and Send to Mailchimp”, then click to Continue
- Click “Finish”
- Give your Zap a name and turn it on using the toggle button
That’s it! Now every time a Contact is added to your CRM system, it will be added to your Mailchimp list.
Zapier Integration Limits
Both Really Simple Systems and Zapier have limits on how many API calls/Tasks you can run in a given time.
Really Simple Systems limits how many API calls you can make per day/month, depending on your subscription payment plan. The Free Plan allows 50 API calls per day and 1,500 per month. See CRM Features for full details. Bear in mind that a typical Zap could use many API calls if it has multiple stages. You can see your API usage in your CRM by looking at the API log, under Settings/Integrations/API V4. If you hit your payment plan API limits, or try to add more Accounts than your Plan allows, the Zap will fail and you will receive a notification email from Really Simple Systems.
Likewise, Zapier limits how many Tasks you can run a month depending upon your subscription payment plan, with the Free Plan allowing 100 per month. If you hit your limit your Zaps will pause and you’ll get an email from Zapier suggesting that you upgrade.
In this example the Zap will add a Subscriber to Mailchimp every time you add a new Contact to your CRM system.
First create a Connection in Zapier to your CRM, if you haven’t done so already. Go to Zaps and “Make a Zap!”.
For the Zapier Trigger:
- Choose Really Simple Systems as the Trigger, and select “New Contact”.
- Choose the Connection to Really Simple Systems as the Account and click “Save + Continue”
- Zapier will ask you to test the connection – click “Save + Continue”, and then “Continue” when the test is successful.
For the Zapier Action:
- Search for and select Mailchimp as the Action app
- Then select “Add/Update Subscriber” then “Save + Continue”
- Next, connect to your Mailchimp Account then “Save + Continue”
- Then you can map your CRM fields to those in Mailchimp. The Mailchimp Zap only allows you to add the email field and Mailchimp List, not first & last names, so that is the only field from the CRM that you can map. Click Continue
- You’ll then be invited to send a test to Mailchimp or you can skip this stage
- Finally, click Finish, name your Zap and turn it on using the toggle button
Google Contacts Example
In this example, the Zap will create a Contact in your CRM when a new Contact is added to Google Contacts.
For the Zapier Trigger:
- Select the Google Contacts app, and then “New or Updated Contact”
- Next connect your Google account, or Connect an Account if you haven’t already created a connection in Zapier
- Click to test the connection
For the Zapier Action:
- Select the Really Simple Systems app and then “Create Account”
- Select your Really Simple Systems connection. See above if you haven’t added a connection yet.
- Next map the field names relevant to the Account from Google Contacts to the CRM, such as Company and work address
- Run the test (Create and Continue) to make sure the Zap will work
- Don’t turn turn the Zap on yet, but click Add a Step
- Select your Really Simple Systems connection
- Select Create Contact and then confirm your CRM connection
- Map the field names relevant to the Contact such as first and last names and email address. For the Account scroll down to Use a Custom Value, choose Create Account and then Account Id. This will add the Contact to the Account you just created.
- Finish, name the Zap and turn it on
Note that this is a three step Zap so you will need a paid for Plan in Zapier to run it.
In this example the Zap will create a Task when an email from a Contact is received in Gmail.
Firstly create a connection in Zapier to your CRM, if you haven’t done so already. Next go to Zaps and “Make a Zap!”.
For the Zapier Trigger:
- Select the Gmail app, and then “New Email”
- Connect to your Gmail account, using Connect an Account, if you haven’t already made a Connection
- Optionally, you can select which Label/Mailbox you want to restrict the emails to. Choose INBOX to stop the zap running on spam and promotional emails and All Labels if want all emails checked. Test the step and the Trigger is set up.
For the Zapier Action:
- Search for and choose the Really Simple Systems app
- Then select “Find Contact”
- Click to select your Really Simple Systems connection (and make sure that the sample email address from Gmail actually is in your CRM)
- Map the email address from GMail to the Email Address in the Find and click Test to try and find it
- If the Contact is found, the Find will return all the fields from that Contact including the Account Id
- Add another step, select Really Simple Systems and Create Task
- In the Account field, select Use a Custom Value and then choose Account from the Find Contact
- Complete the other Task fields, click Contimue and Send Test
- Click Finish, name your Zap and set it to Live
Note that if the incoming email address cannot be found in the CRM the Zap will fail and you’ll see that under Task History in Zapier. That won’t stop the Zap trying again when the next email arrives, it will just fail for this one.
Like the Google Contacts exmaple above this is a three step Zap so you will need a paid for Plan in Zapier to run it.
Trigger and Action Documentation
New Contact Trigger
This triggers when a new Contact is created in the CRM.
It can pass all the Contact fields across to the next Zap, for example to pass to MailChimp’s Add/Update Subscriber Zap. See the example given in the Examples tab for a step by step guide as how to use this Trigger to add contacts to MailChimp.
Create Account Action
This will create a new Account in your CRM.
If the Account Name is left blank or mapped to a value that returns empty, an Account with the name “—“ will be created.
Create Contact Action
This will create a new Contact in your CRM.
You need to either link the Contact to an existing Account from the Account dropdown, or select Use a Custom Value and then use the Account Id from a previous step such as a Find or Create Account.
Create Task Action
This will create a new Task in your CRM.
You need to either link the Task to an existing Account from the Account dropdown, or select Use a Custom Value and then use the Account Id from a previous step such as a Find or Create Account.
If you set the Status to “Completed”, the Task will appear as an Activity!
Find Account Search
The Find Account search will look for an Account using the Account Name and optionally create a new Account if the Find fails. Note that the Account Name must be an exact match.
The Find will then return all the fields in the Account including the Account Id which can then be used in subsequent steps.
Find Contact Search
The Find Contact search will look for a Contact using an email address and optionally create a new Contact if the Find fails.
For Free and Starter Plans the New Contact Trigger looks for new contacts and passes them to Zapier every 15 minutes. For Premium and Professional this is every 5 minutes and for Enterprise every 1 minute.