Zapier is a web based software that allows you to connect various online tools and web services together — an event in one service can trigger an event in another.
For example, "When a customer is created in your account, create a contact in Google Contacts"
What it does
The integration currently allows you to hook into the following events and send the resulting data into any of the 2,000+ Zapier apps in their directory.
- New Customer
- New Invoice
- New Payment
- Ticket Status Changed
- Update a ticket's status
- New Ticket
- Ticket Resolved
What it doesn't do
It currently doesn't allow a full "two-way sync" where everything is updated on both sides with every update.
Examples of Zaps
- Have all your Customers go into your Google Contacts automatically
- Send all your invoices into another Accounting system
- Add contacts to constant contact/etc
- Create a reminder in your google calendar about a year after a specific sale:
How to Start
- First, obtain an API token for Zapier.
- In RepairShopr, head to Admin > API - API Tokens.
- In the upper right, click New Token.
- To the right of Zapier, click Create Token.
- Make any desired adjustments to the permissions.
- Click Create API Token.
- Copy the key and paste it somewhere safe. Important: RepairShopr will never display that token again, so it's vitally important to save it somewhere secure.
- Click Done.
- Next, sign up for a Zapier account, or sign in to an existing Zapier account.
- Then in RepairShopr, head to Admin > App Center.
- Find the Zapier app card and click the Zapier button.
- Click one of the Use this Zap buttons, or click the RepairShop link below those to see other integrations. This will open Zapier in a new tab or window.
- If you clicked the RepairShop link, click Try It by the task for which you want to create a Zap.
- Read the instructions on the next screen, then click Get started.
- If you have previously created a RepairShopr Zap, click the radio button by RepairShopr - Zapier, click Next, then skip to step 14 below.
- Click Connect.
- This will open an "Allow Zapier to access your RepairShopr Account?" window.
- Paste the API token you created in step 1 above into that field.
- Fill in your Subdomain (found in your RepairShopr site URL).
- Click Yes, Continue.
- Click Next.
- If you need to connect to another site such as Gmail, follow the prompts to do that.
- On the "Let's test out this workflow" screen, click Send test.
- Assuming that is successful, click Next.
- After successfully testing it, click Turn on workflow to activate it if desired.
Now start enjoying the power of automated tasks!
The New Invoice trigger actually has a five minute delay to attempt to compensate for the fact that we don't know when an invoice is "done being edited." We think on average that's how long it takes before people are done editing line items.
Note: Currently Zapier doesn't support custom ticket fields when using a trigger to create a new ticket.
Update ticket statuses
You can search for a specific ticket by passing a search query and update the status of existing tickets.
For searching tickets, you can pass along a text field, and Zapier will find and match it with a ticket. You can search for ticket number, customer name, customer email, or anything else you like.
In the example below, we've passed a customer name to search and find a ticket:
Once you have found your ticket, you can perform an action to update its status. For example, we passed the ticket number found in the search above to update the ticket status to the "Status" field located in the Google Sheet.
With these two features combined, you can automate updating a ticket's status based on a trigger from another application!
Keep in mind:
- Keep your ticket search specific, as it finds one ticket at a time. You can add more than one field to the search to make it easier to find a ticket.
As always, if you have any trouble getting this set up, feel free to reach out to firstname.lastname@example.org. We are more than happy to help!