Setting Up An Outgoing Zap
Zapier Connect allows you to set up a Zap using Zapier’s Webhook app. To get started, you’ll need:
- A Zapier account
- WP-CRM System with the Zapier Connect extension installed and activated on your self-hosted WordPress site.
Set up Webhook in Zapier #
When you log in to your Zapier account, click the Create Zap button in the left side menus.
Set a name for your zap in the left corner and then on the Trigger page select (or just simply search “Webhooks by Zapier”)
On the Trigger Event field select Catch Hook, then click the button “Continue”
The next page will provide you with a Custom Webhook URL that you will need to copy and use in WP-CRM System later in the setup process there. Disregard the Silent Mode checkbox as well as the Pick Off A Child Key section. Click the button “Continue”
On the Test Trigger page, you will be provided with your hook URL that you copied previously to set up a trigger. Copy the link gain if not yet copied. Link might look like this
Set up Webhook in WP-CRM System #
Log in to your WordPress admin area on the site that has WP-CRM System and the Zapier Connect extension installed.
Go to WP-CRM System > Dashboard menu.
Click on the Zapier tab at the top.
In the first blank row (where no settings have been entered yet), paste the Webhook URL that you copied from Zapier in the Webhook URL box.
If there isn’t a blank row to enter a new Zap, click the Add New Zap button at the top of the page.
Enter a descriptive name for this Zap in the Zap Name box. Note that this name does not get passed to Zapier at all. This is only for your own reference to help remember what this Zap is being used for.
Select “Yes” in the Is Zap Active? column.
Choose the type of record that this Zap should work with. Note that each Zap in Zapier should only work with one record type. You can create multiple Zaps in Zapier to handle updates to other record types.
Choose what should trigger the Zap to run in Zapier.
- Updated: This will trigger the Zap to run any time a record is updated or published for the first time.
- Deleted: This will trigger the Zap to run any time a record is removed from the Trash. Simply clicking on Move to Trash will not trigger the Zap to run. Only after you Empty Trash, or click Delete Permanently for the individual record will the Zap be run.
Click Save Zaps.
Testing Your Zap and Finishing Setup #
Now, you will need to go do an action that will trigger the Zap to run. So, if you chose Contacts as your record type, and Updated as the trigger, go create a new contact or click update on an existing Contact.
It is recommended that you do this with a record that has all fields completed that you want to have sent to Zapier so you can see how they will be formatted.
Once you do this action, return to the Zap setup in Zapier. You should still be on the page titled Test Trigger Page, which has the webhook you copied earlier.
Click the OK, I did this button.
Zapier will then be checking the webhook URL to see if it received the data that you sent successfully. If it did, you should get a success message. There will be a link that prompts you to review the data received if you want to check what Zapier is seeing.
Once you are satisfied with the results, click the Continue button.
Set Up The Action Step #
Your webhook so far has only sent data to Zapier. While that’s great, you also need to tell Zapier what to do with that data.
With over 1,000 different apps available, we won’t go over the specific steps to set up the action, as each app has a slightly different process. Here are some ideas of what you can do though:
- Add projects or tasks to a Google Calendar
- Update a Trello board with projects or tasks
- Add new WP-CRM System contacts to your Quickbooks customer list
Setting Up Filters (Optional) #
There may be cases where you don’t want the Zap to run. For example, if you are adding a task to your Google Calendar, you don’t want it to be re-added every time the task is updated. Or maybe you want the Zap to run only if certain information is available, like adding a contact to your accounting program only if they have a street address.
Filters in Zapier are able to check if the information you need (or don’t need) is available. If the conditions you set are met, the Zap simply won’t run.
To do this, filter the option located in the menu to the right.. You will then be able to define a series of conditions that will determine whether or not a Zap gets run.
Again, there are too many conditions that can be set up to cover them all here. But Zapier does have a good help document that can guide you through setting up your own filters.