Getting Started with Zapier

Derek Torres
Derek Torres
  • Updated

Zapier allows you to connect thousands of applications to ServiceTrade. This article will walk you through the basic steps of connecting an app to your ServiceTrade account.

For this example, we'll connect a WuFoo service request form so that it creates a new Customer and unscheduled Job in ServiceTrade.

Note: Zapier Integrations are only supported by ServiceTrade if you have a Premium or Enterprise Subscription. Customers with Select Subscriptions can still use Zapier, but ServiceTrade will not support or help build custom Zaps. Please contact your Account Manager if you are interested in upgrading.

Prerequisites

  • Create a Zapier account at the Starter or higher subscription (required to support multi-step zaps): https://zapier.com/sign-up/
    • Note: Customers with Technical Account Managers can host their Zaps with ServiceTrade. Reach out to support@servicetrade.com to learn more.
  • An account with whatever service or application you want to connect. Note that these applications may also come with additional subscriptions and fees. In the example below, we require a WuFoo account (free or paid): http://www.wufoo.com

Now that you've gotten all that setup out of the way, let's get started!

WuFoo

After you have created a WuFoo account, follow the steps below:

  1. In order to collect information about what service they need us to do for them, we're going to need an input form first. This is where WuFoo comes in. Inside your WuFoo account, go through the necessary steps to create a service request form. The one I built for this example looks like this in the Edit Form screen of WuFoo:
  2. Most of this is pretty straightforward form creation stuff using their editor, but for the "What kind of service will this be?" dropdown, here are the options that I set up.
  3. These should correspond to the types of jobs you want your customer to be able to choose from. If you only want one type of job to be created in ServiceTrade, there's no need to have this dropdown on your form since we can hardcode the job type later.

Once you have the form created, go ahead and fill it out one time to test it and make sure that it works. This is required by Zapier to connect up your WuFoo account.

Zapier

Step 1: Creating a Zap and a Trigger Event

First, we need to create our Zap and select a Trigger Event. A trigger event is an event that will start our Zap. In this case, we want our trigger event to be when someone creates a new entry on our WuFoo Service Request Form.

  1. Login to your Zapier Account.
  2. Create a new Zap by clicking + Create Zap button.
    Screenshot 2023-12-20 at 9.23.35 AM.png
  3. Click the 1. Trigger button.
    Screenshot 2023-12-20 at 9.24.59 AM.png
  4. In this example, our trigger event will be our WuFoo form. So we will need to search for and select the WuFoo App on the Change Trigger Menu.
    Screenshot 2023-12-20 at 9.29.53 AM.png
  5. Now we can select which "Event" in WuFoo will trigger the Zap, in this case, we want to select New Entry. This will trigger the Zap when someone fills out your form.
    New Entry.jpeg
  6. Click the Continue button.
  7. Now it's time to select your WuFoo account. Note that the first time you do this, it will want your WuFoo login credentials to connect WuFoo to Zapier. For future Zaps, you won't have to enter this. After connecting your WuFoo account, click Continue.
    Wufoo.jpeg
  8. Now we can select the Service Request Form, on the Form field.
    Screenshot-2023-12-20-at-10-09-25-AM.jpeg
  9. Click Continue and Zapier will prompt you to test this step out.
  10. Click Test Trigger. If successful your Trigger event will have a checkmark.
    Screenshot 2023-12-20 at 10.11.56 AM.png

Step 2: Creating an Action Event

Now that we have created a Trigger Event, selecting a new entry on our WuFoo Service Request Form, we now need to create an Action Event. In this case, for our action, we want to create an unscheduled Job in our ServiceTrade Account.

  1. Click the 2. Action button.
    Screenshot 2023-12-20 at 10.19.18 AM.png
  2. Click the App & Event dropdown and search for and select the ServiceTrade App.
  3. You will now need to connect your ServiceTrade account. Click the Account drop-down and click the Choose button.
  4. Here you can either select a ServiceTrade Account you have already connected, or you can click the +Connect a new account button and enter your ServiceTrade credentials.
    Screenshot-2023-12-20-at-10-29-32-AM.jpeg
  5. To create a new unscheduled Job from our service request form, we must first make sure that the customer is either already in our ServiceTrade account or we must create a new customer record for them. The first Event we need to select in this process is to choose Find Company.
    Screenshot-2023-12-20-at-10-25-49-AM.jpeg
  6. Click Continue.
  7. Click the Action dropdown. Now it's time to fill out the required fields by selecting form information gathered by the "Trigger" step from your WuFoo form. In this case, we're considering our customer to have the same information for the Company and Location (meaning we send our tech to the same place we send our bill.) You could easily have set up a more complicated WuFoo form that collected billing information separately from shipping information. To select data, click the plus icon to the right of each field and choose from your WuFoo form options. Note that you can put more than one form field into each ServiceTrade field, as I have done with "Company Name" being generated from "Name: First Name: Last" below.
    Screenshot-2023-12-20-at-10-40-16-AM.jpeg
  8. Before continuing, we need to check the box for Create ServiceTrade Company if it doesn't exist yet? because if we can't find a company for this customer, we can have Zapier create it for us! You'll need to specify all the required fields just like in the previous step.
    Screenshot-2023-12-20-at-11-04-02-AM.jpeg
  9. Click Continue.
  10. Click the Test dropdown and click Test step.
    • If the test was successful, you will see a checkmark next to the Action Event.
      Screenshot 2023-12-20 at 11.06.33 AM.png
    • To verify, you can go to your ServiceTrade account and search for that Company, and it should be there.
  11. Click the "+" button under the Find Company in ServiceTrade Action, to continue our multi-step Zap.
    Screenshot 2023-12-20 at 11.10.00 AM.png
  12. Choose ServiceTrade as the "Action App" and then choose "Find Location" under Search.
  13. Click Continue. Since you've already connected your ServiceTrade account, it should be preselected for you.
  14. Click the Action dropdown. The first field you have to define is the Company ID. Luckily, the output from step 2 under the Custom tab, in our Zap gives us an ID to use! Click the plus icon next to that field and choose "ID" under "Find Company in ServiceTrade".
    Screenshot-2023-12-20-at-11-19-54-AM.jpeg
  15. Fill out the rest of the fields as you did with the Company step. Check the box for "Create ServiceTrade Location if it doesn't exist yet?" as well.
  16. Click Continue.
  17. Click the Test dropdown and click Test step.
    • If the test was successful, you will see a checkmark next to the Action Event.
    • To verify, you can go to your ServiceTrade account and search for that Location, and it should be there.
  18. Click the "+" button under the Find Location in ServiceTrade Action, to continue our multi-step Zap.
    Screenshot 2023-12-20 at 11.10.00 AM.png
  19. Choose ServiceTrade as the "Action App" and then choose "Create Job" under Search.
  20. Click Continue. Since you've already connected your ServiceTrade account, it should be preselected for you.
  21. Click the Action dropdown. 
  22. Now we need to tell this step where to get the Location ID from, which is going to be the output of Step 3 of our Zap. So, click the Location field, click the Custom tab, and under Find Location ServiceTrade, select ID.
    Screenshot-2023-12-20-at-11-25-10-AM.jpeg
  23. Now we need to select the Vendor Name. In most cases, you will just choose your own company from the drop-down list, but if you want to always sub-contract the jobs created by this WuFoo form to one of your vendors, you can choose them here.
  24. Next up is the "Job Type." You can hardcode this value by choosing something from the list, meaning that all jobs created from new form submissions will start as that job type.
    • However, you can also choose "Custom Value" and the output of our Trigger in Step 1 for the "What kind of work will this be?" question, as I have done here.
  25. Choose the trigger field you want to use to populate the job description. I'm leaving this blank. 
  26. For the "Service Line" we'll harcode the value HVAC.
  27. For the Service Description field, I want the "Tell us more about what you need done" answer to populate.
    Screenshot-2023-12-20-at-11-32-26-AM.jpeg
  28. I'm going to leave the "Due Date (Start)" blank, since that tells the system to default to "Today", but I will put in answer to "When do you need this done by?" as the "Due Date (End)". The resulting job in ServiceTrade will show as due from Today to that date. Since both "Expected Duration" and "Estimated Price" are optional, I won't populate those as our WuFoo form didn't ask the customer about that information.
    Screenshot-2023-12-20-at-11-34-20-AM (1).jpeg
  29. Click Continue
  30. Click the Test dropdown and click Test step.
    • If the test was successful, you will see a checkmark next to the Action Event.
    • To verify, you can go to your ServiceTrade account and search for the Job, and it should be there.
      Screenshot 2023-12-20 at 11.37.28 AM.png
  31. Congratulations! You can now name your Zap and Publish it, and whenever a customer fills out your WuFoo form, a Company, Location, and unscheduled Job will be created in ServiceTrade.

FAQs

Why are my Zaps being triggered more times than I expected?

This is likely due to the way ServiceTrade's webhook queue processor functions, which is expected behavior.
Example: Say you initiate a Zap with an "Updated Job" Trigger. (Ex. When I update a job in ServiceTrade, I want to send a Slack message to an employee) - You would expect this only to run once when the job is updated. However, ServiceTrade typically sends multiple webhooks for a single job update. Therefore, this Zap runs multiple times, and that user winds up getting four messages, even though they only expected one.

This is because ServiceTrade's webhook queue processor sends a webhook message for each database write. A single "update" in ServiceTrade (such as updating a job, for example) can yield multiple database writes. Thus, multiple webhooks are sent, and the Zap gets triggered multiple times.

To circumvent this, we recommend implementing a mixture of a "Delay After Queue" Zapier step, putting tags, and checking for the presence of those tags on entities to indicate they've been processed, or even using something like Airtable to keep track of processed entities.

Was this article helpful?

/

Comments

0 comments

Please sign in to leave a comment.