Using Zapier to connect to other Applications and Automate your Processes

Zapier lets you automatically find and run your workflows in Process Street and trigger actions in over 5,000 apps, including Salesforce, Slack, Google Sheets, Asana, Airtable, and more.

Zapier is a service that connects your apps together so that you can automate tasks behind the scenes. For example, you could tell Zapier to create a new Process Street workflow run when a lead is added in Salesforce, send an email when a task is completed in Process Street or fill in contract variables in HelloSign and send the contract with data collected in Process Street.

This article covers:

1. How Zapier Works
2. Connecting your Process Street Account to Zapier
3. Setting up a Process Street Zap
4. Using Triggers to initiate Zaps
5. Using Find and Update
6. Ideas for Automations and Connections
7. Other Zapier Resources
8. Zapier Video Examples

1. How Zapier works

Zapier works by listening for events in one app, then automatically triggering an action in another. Essentially, it’s a cause-and-effect system of “if this happens, then do that”. At its most basic, if a task is completed in Process Street, then do [this action] in another application.

Process Street has a number of triggers, searches, and actions available through Zapier.

You can trigger an action in another application with these options:

• New Workflow Run
• When a Workflow run is completed
• New Task Checked
• When a Task is ready to be worked on
• New Comment Posted
• New Attachment Added to a Comment
• When a Record is added to a data set
• When a Record is updated in a data set
• When a Record is deleted from a data set

Search for a workflow run using:

• Find Workflow Run (by name or ID)

And create the following actions:

• Run Workflow if it doesn’t exist yet
• Run Workflow
• Update Workflow Run
• Update a Task in a workflow run
• Turn on the Workflow run share link automatically
• Add a new Record to a Data Set
• Create a Record in a Data Set
• Find a Record in a Data Set
• Update a Record in a Data Set
• Delete a Record in a Data Set

2. Connecting your account

To connect your Process Street organization to Zapier, you’ll want to generate and capture your organization’s API key here (must be Admin). If one has already been created, you can use that key for your integration.

Zapier will ask you for your API key the first time you connect your organization. When the window appears, copy the key you’ve just generated or that was previously generated for your organization.

3. Examples of Process Street zaps

The examples below are two basic examples and are just an introduction to what can be done. There are literally thousands of ways Process Street can interact with other software applications using Zapier.

4. Using Triggers to initiate zaps

You can easily trigger an action in another application using one of Process Street’s available triggers.

For this example, the zap created will send an email automatically in Gmail when a task is checked in a Process Street workflow run.

In your Zapier account, create a zap, choose Process Street as the trigger app and select ‘New task Checked’.

Select the workflow from Process Street that you want to use and the specific task you have chosen as the trigger. Zapier will attempt to pull sample data for you to review.*

*NOTE* For Zapier to successfully pull sample data, the action you are triggering must be completed. In this example, you are building a zap off of a task being checked off, so you must have an active workflow run with that task completed.

Tip: Put additional sample data inside of that workflow run. You can use it later on when building your email template.

When you are finished with setting up the Trigger, (the ‘if’ in ‘if this, then that’) select the application you want to take action in (the ‘then that’ part). In this case, choose Gmail and select ‘Send Email’ for the action. Learn more about using Gmail in Zapier.

Choose your recipients. You can use data from your workflow run sample here. For example, you can have the email sent to an email address entered in Process Street on a previous task.

Craft the body of your email and pull in any variables from your workflow run where needed.

Finally, test your zap, give it a name, and ensure it’s switched on. Done!

Tip: Place your own email in the ‘to’ field when testing. This will allow the test and sample to come straight to your email inbox.

5. Using find and update

The Find and Update option is used when you need to update an existing Process Street workflow run with new data. This allows you to “Find” an existing workflow run in Process Street by searching for it and then “Updating” fields on that run with new or updated information.

For this example, we’re going to update the ‘References’ fields in a workflow run when that information is added to a Google Sheet. When that spreadsheet is updated with new information, Zapier will search for the right workflow run in Process Street and pass the information.

To create this Zap, our Trigger application is Google Spreadsheet and A New or Updated Spreadsheet Row. Choose the right Spreadsheet and Worksheet in the next step.

For the second step of the zap, choose the Process Street app and the Find Workflow Run option. Next, choose the appropriate workflow.

When searching for a specific workflow run, you want to use data that will easily identify the workflow run you’re updating. Email addresses work great as they are unique to each workflow run.

After you’ve found your desired workflow run, add a 3rd step to your zap. This should be a Process Street action step. In this example, we want to use the ‘Update Workflow Run‘ action.

Select the same workflow that you have been building this zap for. Then, use a custom value for the workflow run ID. You can get the workflow run ID by clicking on the drop-down, choosing the find workflow run option, and then selecting ID.

Then, you’ll want to pull data into the fields you want to update. In this example, we are bringing in the new hire’s References from the updated Google sheet.

Finally, test your zap to be sure that it is pulling in the correct info from the updated spreadsheet and adding it to the right workflow run. Name your zap accordingly and ensure it is turned on.

Using the Find and Update function, the possibilities are truly endless. This can be used to update active workflow runs via a change in your CRM, spreadsheet, or action in Google Drive, Dropbox, HelloSign, etc. See our section on Ideas for Automations and Connections below, for other common uses of Find and Update for Process Street users.

6. Ideas for Automations and Connections

Using Process Street’s Zapier integration, the possibilities for integrations can be overwhelming. To get you started, here are a few of the most common uses we see among Process Street customers:

• Automatically send an email from Gmail (or any other email programs) when a task is checked
• Update Salesforce with data collected in a Process Street workflow run
• Run a workflow when something is done in Salesforce (and send in information from Salesforce to the workflow run)
• Fill out and send a contract via HelloSign using information collected in Process Street and a specific task is checked
• Add image files collected in a Workflow Run to a Dropbox (or Google Drive) folder

If you didn’t see one above that inspires you or you just love this stuff, we created an article with 50 Ideas for integrating Process Street via Zapier. You can check that out here.

7. Other Zapier Resources

Download our free eBook

We have created a 111-page ebook that explains how Zapier works and how you could use it with Process Street.

Click here to download the ebook

You can also read the chapters here:

Table of Contents:

• What Is Zapier? The Essential (Unknown) Time Saver
• Why Zapier is Your Dream Automation Software
• Zapier vs IFTTT: The Best Way to Automate Your Life?
• 222 Zaps to Crush Your Current Process Automation
• 50 Examples of Business Process Automation from the World’s Most Innovative Companies

50 Examples of how to connect Process Street with your other apps via Zapier

Zapier is most powerful when you get creative with the processes you want to automate, but to do that you need to have an idea of what it can do first.

Discover 50 more ways to integrate Process Street with your favorite apps

8. Zapier Video Examples

Zapier Form Integration Info: How to get your form-field data to and from applications (Process Street and Salesforce)

Example: An in-depth video showing how to push data from your CRM (Close.io) to Process Street, and back

Example: An in-depth video showing how to integrate Process Street, your CRM (Close.io) and a contract signing application (HelloSign)

The post Zapier (5,000+ Apps) + Process Street Integration first appeared on Process Street Help Center.

For example, an employee onboarding process could be scheduled to run on the date you’re onboarding your next new employee, whilst an office cleaning process could be set to run every day of the week, or an invoicing process could be scheduled to run every month for each of your clients.

Users: To be able to schedule a Workflow run you must be an Admin or a Member with either “Edit”, “View All” or “Run” permissions.  

How to schedule a Workflow run

There are two ways you can schedule a Workflow run; from your library or from a Workflow’s menu.

From your Library

Click “Library” at the top of your screen and then click “Scheduled” on the left side of your screen, as shown below.

If you’ve not scheduled any Workflow runs before, you’ll be prompted to do this by clicking the button in the center of your screen.

If you already have a schedule set up you can click the “+ Schedule Workflow” in the top right corner, as shown below.

Note: To manage scheduled Workflow runs once they have been set up, click one of the run names in the list to open up the schedule to change, copy, or delete it.

From the workflow dashboard

You can schedule a workflow while you’re viewing its dashboard by clicking Schedule runs in the right panel, as shown below.

From the workflow editor

You can also schedule workflows to run as you’re editing them.

Navigate to the workflow you want to schedule and click Triggers or the + icon above your task list, then select Schedule to open the scheduling tool where you can make your selections.

Scheduling options

Once you have opened the schedule settings, you can set all the options for your scheduled or recurring Workflow run.

Here are the options you are presented with, in order from top to bottom:

Workflow

You can choose any workflow in your organization to schedule. Click on the dropdown to search through them.

Workflows will appear in alphabetical order which you can scroll through, or you can type a workflow name in the search box to narrow down your choice.

This is a required field, so you must select a workflow to be able to schedule a workflow run.

Name

The name field lets you set the name for your scheduled workflow run.

You can use variables such as “{{workflow.name}}” and “{{current_date.full}}” to include the date and time the workflow was run in the title, respectively. Keep or delete these fields as required.

Assignees

You can assign whoever you need (yourself, Members or groups) to be automatically assigned to a scheduled workflow once it has run.

Note: Only Members of your organization can be assigned to a scheduled workflow run. Guests (Internal) and Guests (External) cannot be assigned here.

Click “Assign members” and select the user or group you want to assign from the dropdown menu. You can also type their name in the search box to help narrow down your search.

Anyone assigned to a scheduled Workflow run (including yourself) will receive an email notification when the Workflow is run. Learn more about using email notifications.

Repeats

The “Repeats” dropdown menu will let you select how often your Workflow will be run.

• “Nope” means that your Workflow run will not be repeated – it will only run once, at the date and time you select, for example at the date and time of an upcoming meeting
• “Yearly” runs your Workflow every set number of years, which you can select in the “Repeats every” field. You can choose every year, every two years, every three years and so on
• “Monthly” will schedule your Workflow to run every set number of months, which you can set in the “Repeat every” field. You can also choose to repeat on either the same day of the month as the first or the same day of the week. You can also set Workflows to run quarterly or bi-yearly
• “Weekly” lets you select one or more days of the week the Workflow will run, and how many weeks between each set. For example, every 2 weeks on Monday and Friday
• “Daily” runs your Workflow every set number of days, for example every 2 days. You can also set the days of the week that the Workflow will run on

Timezone

The timezone dropdown field lets you select the timezone your workflow run will be based on. For example, if one of your team works in a different timezone to you, you can schedule your workflow to run for them in their own timezone.

Type the city in the timezone search box to help narrow down the timezone you want to choose.

Note: You can set your personal timezone in your profile and settings page.

Start date

The start date is a required field and it’s where you can select the date and time that your first scheduled workflow will be run on.

Remember that this will influence the day or date your workflow run recurs if you use a repeating schedule.

Click “Set date” to open up the date picker. Set the date and time required and then click “Save” to finish.

Note: You can only schedule workflows to run on future dates and times.

Due after

The “Due after / Set offsets” field lets you select when your scheduled workflow runs will be due. This effectively gives your workflow run a deadline to be completed.

Click “Set offsets” to be able to make your selections, which are automatically saved.

This Due After date is based on when your workflow is run, so for example, a 7-day offset sets the due date to be one week after the workflow is run, as shown in the example above.

If the workflow your scheduling has a default Workflow Run Due Date, this Due After date will override the default date. However, if you don’t specify a Due After date, your scheduled workflow run will be due as set by default.

Click “Remove” if you’d like to delete your due date offset.

Summary

Once all your options are chosen, read the summary at the bottom to double-check that your settings are correct.

Save your schedule

If you’re happy to save this schedule, click the “Schedule” button at the bottom of your screen to finish.

Note: You will only see a workflow run from the scheduler in My Work (and any tasks that have been assigned to you within it) once the workflow has been run.

Managing scheduled Workflow runs

To manage your scheduled workflow runs click the “Scheduled” button in the left-hand menu in your Library.

From here you can update or change settings to a schedule, copy a scheduled workflow run, or delete a scheduled workflow run.

Update an existing schedule

To update or change the settings of an existing schedule, start by clicking on the run name in the list to open up the settings menu.

Make the changes you want to make and when finished, click the “Update” button at the bottom of the page to save your changes.

Note: When you update a recurring workflow run, this will update all future workflow runs created from this schedule, but not existing ones that have already been run.

Copy an existing schedule

You can run a scheduled Workflow at different dates and times (or for different team members) from the same workflow by copying a schedule.

Start by clicking on the run name to open up your scheduled workflow run so that you can see the settings.

Click “Copy” at the bottom of your screen, make your selections for the copy, and click “Schedule” to save your selection.

Delete a scheduled workflow run

If you no longer need the schedule to run, you can delete it.

Click on the run name to open the schedule for that workflow run, and click the “Delete” button at the bottom of the page.

Note: Deleting a recurring workflow run will prevent any future workflow runs from being created via the scheduler, but this action will not affect your workflow or any active workflow runs you already have created.

The post Scheduled Workflow Runs first appeared on Process Street Help Center.

Since there are around 500 connectors with multiple triggers and actions, what you create in a Power Automate is really up to your imagination.

Create simple two-step or three-step flows, or get fancy with multiple steps, multiple tools, branching paths, variables and increments. The choice is yours!

Users: In order to create a Power Automate connector or an API key, you must be an Administrator. 

This article covers:

• How Power Automate works
• Creating and testing an automated cloud flow with Process Street’s connector
• Ideas and suggestions for flows
• More Power Automate resources

How Power Automate works

Power Automate uses a series of triggers and actions to automate your work. A trigger is something that starts a flow and an action is something that happens once the flow has been triggered.

Process Street triggers

• When a workflow run is created:
  • The automation will fire each time that a workflow run is created in Process Street
• When a workflow run is completed:
  • The automation will fire each time that a workflow run is completed in Process Street. This can be workflow runs from a selected workflow, or for all workflows
• When a task changes status:
  • The automation will fire each time a task in Process Street is either completed, uncompleted or both (i.e. unchecked might be either manually unchecked or when an approval task has been rejected).
  • When a task is ready: The automation will fire for each task that is not stopped and not hidden when a workflow is run.
    I.e. when a task is shown by conditional logic, is released by a stop task, or when a task has been submitted for approval.

Process Street actions

• Get a user:
  • Find a user’s name and email address by using the “Created by ID” or “Updated by ID” dynamic fields
• Find workflow runs:
  • Returns your latest 200 active workflow runs, showing the most recently updated first. You can search runs by data collected in form fields and system fields
• Get workflow run form fields:
  • Fetch a batch of form field values for a workflow run. Form field values are paged, meaning the links section in the response must be used to get the next/previous batch of form field values
• Run a workflow:
  • Creates a workflow run by selecting a workflow by name or ID
• Update a workflow run:
  • Updates a workflow run’s name, due date, status (active, archived, completed, deleted)
  • Automatically tun on the share link – Set the shared status to either Yes/No
• Update workflow run form fields:
  • Allows updating form field values in a workflow run. A value may consist of a simple string, may accept multiple values as an array, or may accept multiple properties
  • For task assignments, you can update the members form field or an email form field, to set role assignments on tasks

1. Create an automated cloud flow

Login to Power Automate or create an account if you don’t already have one.

On the left-hand menu, click Create and then select Automated cloud flow.

In the next screen, add a name for your flow and select a trigger. You can type Process Street to view the triggers available.

Note: This is if you’d like something happening in Process Street to happen before you add an action. (At this point, you could add another connector from another app as your trigger and have an action in Process Street as the next step if you prefer).

Once you’ve chosen a trigger, click Create.

If you’re not sure what trigger to use for now, click Skip.

2. Generate your Process Street API key

Once you have selected a Process Street trigger, you’ll be prompted to add your API key (if you’ve already added your API you won’t see this step).

You can generate and name a new API key from the integrations page in your Process Street organization manager area (for admins only).

The name of your API key will show in notification emails sent to users you have provisioned, so it’s best practice to change the default label (API Key #1) to avoid confusion (e.g. you can name it Power Automate, or anything else you’d prefer).

Add a name for your connection (e.g. your organization name) and add your API key. Click Create to continue.

Next, let’s take a look at creating an example flow.

Use case: A property management company wants to send one of their tenants a lease renewal workflow run to complete. The property manager checks a task as complete in the run, which triggers Power Automate to turn on the run share link and email a link to the run to the tenant.

We’re going to use four steps to create this flow:

1. Trigger: When a task is checked, unchecked or ready
2. Action: Update a Workflow Run
3. Action: Get workflow run form fields
4. Action: Send an email via Gmail

3. Set up your trigger

Select the trigger When a task is checked, unchecked, or ready.

In the task state field, select Task Checked.

Next, select your workflow by name (or ID). (If you leave the workflow ID field blank, this will trigger for all workflows in your organization).

Note: You can only search for workflows in your organization library, not those that have been created in your private library.

Next, select the specific task you’d like to trigger your flow. If you don’t specify a task it will work when any tasks in that workflow run are completed.

Click New Step to add more steps to your flow.

4. Set up your first action

Choose the action Update a workflow run.

Click the field for Workflow Run ID and search for runID in the dynamic content modal. Select WorkflowRunID, as shown below.

Next, since we don’t want to change the name, status or due date for the workflow run, we’re going to choose the name for this workflow run from the dynamic content, select Active as the status and select the due date from the dynamic content.

Optional: If you’d like to give your new workflow run a different due date, use the following date formatting: YYYY-MM-DDTHH:mm:ss. For example: 2022-07-10T15:00:00.00.

Click the shared field and select Yes to automatically turn on the share link for the workflow run.

5. Set up your third action

Click New Step to add the third step to your flow.

Choose the action Get workflow run form fields. Select the dynamic workflow run ID, the workflow and then the task that your email field is in.

Click New Step to add the final step to your flow.

6. Set up your fourth action

In this example we’re going to send an email via Gmail to our tenant. We can use the dynamic field for Tenant email address that we have set up in our Process Street workflow.

Click Add dynamic content to search for the email field.

Add a link to your workflow run into the body from the dynamic fields. Type URL in the search field to find it quickly.

In the subject and the body of the email, you can choose more dynamic fields and add any attachments you might need to send.

Your flow set up is complete! Click Save, then click Test in the top right corner of your screen.

Manually test the flow. Head to a test workflow run in Process Street and check off the task that you’ve set up as the trigger.

Once you’re done testing, you’ll see a banner message like this to confirm you’re good to go.

Ideas and suggestions for flows

There are literally thousands of ways that you can create flows to streamline your business operations. Here are a few suggestions to help you get started:

• Run a Support workflow when you receive a new ticket from a customer in Intercom
• Update a workflow run form fields with new opportunity details in Salesforce
• Create a Microsoft Teams chat from an email notification from Process Street
• Discover premade flow templates that you can add the Process Street connector into

More Power Automate resources

• Getting started with Power Automate
• Working with dates, times & timezones inside of your flows
• Monitoring a source for new or updated items
• Schedule flows to run on a recurring or one-off basis
• Update a list of items at once with apply to each
• Add delays into your flows
• Add conditional logic steps into your flows
• Parse data, create filter arrays and tables with data operations
• Use variables to count, increment or decrement data

The post Microsoft Power Automate first appeared on Process Street Help Center.

Users: To sync tasks, you must be an Admin or a Member with permission to Edit workflows.

For example, by syncing your Process Street tasks, you can automatically update them when you do any of the following actions in Asana:

• Complete a task
• Add an attachment to a task
• Add a comment in a task
• Update a task

You can check the complete list of Asana’s triggers in Zapier.

Preparations in Process Street

To sync your tasks, first, you need to create a workflow with some form fields.

If this is your first workflow, follow the detailed steps here to create your workflow. If you have an existing workflow that you want to work with, you can do that too.

Preparations in Asana

Log in to your Asana account or create one. Go to the project you want to use for this integration and ensure you have a few tasks created.

If this is your first project, refer to Asana’s guide on creating a project.

Create a zap

To sync your tasks between Process Street and Asana, you need to create a zap that will automatically complete tasks in your Process Street workflow runs when you update tasks in Asana.

Log in to your Zapier account or create a new one.

Click the + Create button and click Create zap. Select the Trigger as Asana and select Action as Process Street, as shown below.

Setting up the Trigger

Once you’ve selected Asana as your Trigger, select the Event as Updated Task. You can also go through the remaining options and choose what suits you best.

Proceed to connect your Asana account with Zapier. You can learn how to do that here.

Then select your Workspace and Project, as shown below.

To ensure you have connected the right account and chosen the right project, test your connection. For your test to return successful, you must have at least one task in your project that you have added or updated recently.

Setting up the Action

Before we set up the action of updating a task in a workflow run, we need to first find the related workflow run.

To do this, once you select the Action as Process Street, select the Event as Find Workflow Run in Process Street.

Connect your Process Street account with Zapier using an API key. You can learn how to do that here.

Then select the workflow you want to update. To ensure you find a workflow run relevant to the task you want to update, select the workflow run name using the task name in Asana, as shown below.

Then test your step. To make sure your test returns successful, you must have at least one active workflow run for that workflow, preferably with the same name as you selected.

To set up the action of updating a task in the workflow run you just found in your zap, click the + button below this step to add another action. Select Process Street as the App and select Update Task as the Event.

To connect your Process Street account, select the same one you connected in the previous step and then select the workflow you selected in the previous step.

For the workflow run, look for ID from the previous action where you found an active workflow run. Then select the task that you want to update and select the task status as Completed, as shown below.

Test your step to ensure the task you selected is marked as complete. For your test to return as successful, the task you want to update via Zapier must be actionable. This means it should not be blocked by an approval or a stop task before it or any required fields within it.

As an extra step to ensure your zap works as expected, go to Asana and update a task’s status. Then go to the relevant workflow run in Process Street. The task you selected while creating your zap should be marked as completed automatically, as shown below.

If you face any issues while creating this zap, please reach out to our support team.

You can also create and manage all the tasks you need, within Process Street.

Learn more about all the automations you can create with Process Street.

The post How to Sync Tasks between Asana and Process Street first appeared on Process Street Help Center.

You can integrate Google Calendar with Process Street workflow runs using Zapier.

Data you capture in your workflow runs can be used to automatically create events in Google Calendar. That means you can record information as you work through your tasks, and then automatically create and/or edit events to keep your schedule up to date.

If you’d like to know more about automating your processes in general, check out our free business process automation guide.

Use case:

• A company manages their Customer onboarding process with Process Street
• The company wants to automatically create an event in Google Calendar to log the time of the initial meeting with the client

Users: To create an API key for integrations, you must be an Administrator.

Process overview:

• Create a workflow in Process Street with the relevant form fields required for this integration
• Set up your calendar in Google Calendar
• Create a Zap in Zapier to create a new event in Google Calendar when you check off a task in a Process Street workflow run
• Configure the Zap to pull information from the Process Street form fields and use it to populate the new event with extra information

Let’s get this set up!

Add form fields to your Process Street workflow

First, add form fields to your customer onboarding workflow in Process Street. These can be used to record data when working through the tasks, which you will later push into Google Calendar as a new event.

You can add form fields while editing a workflow.

In this case, we’ve set up form fields to capture the following information:

• Client name
• Client email
• Client company name
• Initial meeting date
• Initial meeting agenda

Add form fields to your workflow to let the person working through it record important information (such as the elements above). Think of everything you’d like to transfer to your Google Calendar and add a form field for each one to be captured.

After that, it’s time to make sure that your calendar is set up and ready for the information to be pushed through.

Set up your calendar in Google Calendar

Next, ensure that your calendar in Google Calendar is set up and ready for the information captured in your workflow runs to be pushed through.

There’s not much to this step, other than that you need to have an account set up and (depending on your preference) have a separate calendar in place to track your client meetings.

If you have a Google account then it’s as simple as logging into the Google Calendar site with it.

Create a Zap in Zapier

This allows you to create a new event in Google Calendar when a task is completed in your Process Street workflow run.

Zapier is a tool that connects over 6,000 different apps. Any action in the supported apps (like forwarding an email or adding an attachment to a task) can be set up to trigger another app’s features automatically. Zapier integrates with both Google Calendar and Process Street. The whole recipe (Trigger + Action) is called a Zap.

Log into Zapier or create an account, then click “Create Zap“.

In your new Zap, select Process Street as the trigger app and select “New Task Checked” as the trigger.

Click “Continue” and connect your Process Street account.

Next, move on to set up your trigger. Choose the workflow and the task that you are using as the trigger for your zap.

Before you go on to test your trigger in Zapier, make sure you’ve run your workflow, filled in the required form fields, and checked off the task that you’ve asked Zapier to detect. This way, Zapier has some sample data to pull in and validate.

Click “Continue“, test your trigger and you should see a successful set of sample data has been pulled into your zap.

Congratulations! You’ve just set up Process Street as your Trigger for the Zap. Next, it’s time to set up Google Calendar as the place where your Action will take place.

Create your action step

Next, configure your Zap to push information into the event from your workflow run.

Choose Google Calendar as your app and “Create Detailed Event” as the action. This tells Zapier to create an event in Google Calendar when the task you previously selected in your Process Street workflow run is checked off.

Connect your Google Calendar account and then move on to setting up the event that will be created. The only required elements you need to fill in are the calendar you want to use and the start and end date of the event.

Now, you want the start date of the event to be the value recorded as your “Initial meeting date” in the customer onboarding workflow. To do this, you have to push the information into Zapier as a custom value in the “Start Date & Time” field.

For the end date, you’ll also want to add a “+Xh” after the form field data (with a space between them), where X is the number of hours you want the initial meeting to take.

In the same manner, you can also link the following data:

• The event “Summary” to be “Customer onboarding”, then the client’s name and company name
• The event “Description” to be the “Initial Meeting Agenda”
• The “Attendees” to include the client’s email address

Once you have your Zap set up, continue through to the test phase.

Finally, head over to your Google Calendar to make sure that your event has been created.

Once that’s done, name and turn on your Zap, then test it out again by running your workflow, completing the required form fields, and ticking off your Trigger task. Make sure that the event is created correctly with all of the relevant information in the right place.

And there you have it! Here’s to saving time and energy that’s better spent on your more important tasks.

The post Google Calendar + Process Street Integration first appeared on Process Street Help Center.

Users: To sync tasks, you must be an Admin or a Member with permission to Edit workflows.

For example, by syncing your Process Street tasks, you can automatically update them when you:

• Update a database item in Notion
• Complete a task in Asana
• Change column values in Monday
• Update an issue in Jira

Preparations in Process Street

In order to sync your tasks, you first need to create a workflow. To do this, go to your Process Street library or go into a folder and click the + New button in the top right corner. Select Workflow and click Start a Blank Workflow.

Give your workflow a name and add tasks to the left. If this is your first workflow, follow the detailed steps here to create your workflow.

If you have an existing workflow that you want to work with, you can do that too.

Preparations in Monday

For this example, we’re working with monday.com.

Log in to your Monday account or create one. Click the + button in the left panel to add a new item to your workspace and select New board.

Give your new board a name and manage your tasks, as shown below.

Create a zap

To sync your tasks between Process Street and Monday, you need to create a zap that will automatically complete tasks in your Process Street workflow runs when you update tasks in Monday.

Log in to your Zapier account or create a new one. Click the + Create button and click Create zap.

Select the Trigger as Monday or the app you’re working with and select the Action as Process Street, as shown below.

Setting up the Trigger

Once you’ve selected Monday as your Trigger, select the Event as Specific Column Value Changed in Board. You can also go through the rest of the options and select what suits you best.

Proceed to connect your monday.com account using an API token. You can learn how to do that here.

Then select your Board ID and Column ID, as shown below.

Then test your connection. To make sure your test returns successful, you must have at least one task in your board in Monday.

Setting up the Action

Before we set up the actual action of updating a task in a workflow run, we need to first find a workflow run.

To do this, once you select the Action as Process Street, select the Event as Find Workflow Run in Process Street.

Connect your Process Street account with Zapier using an API key. You can learn how to do that here.

Then select the workflow that you want to update. To ensure that you find a workflow run relevant to the task you update, select the workflow run name using the task name in Monday, as shown below.

Then test your step. To make sure your test returns successful, you must have at least one active workflow run for that workflow.

To set up the action to update a task in the workflow you just found in your zap, click the + button below this step to add another action. Select Process Street as the App and select Update Task as the Event.

To connect your Process Street account, select the same one you connected in the previous step and then select the workflow that you selected in the previous step.

For the workflow run, look for ID from the previous action where you found an active workflow run. Then select the task that you want to update and select the task status as Completed, as shown below.

Then test your step. To ensure your test returns as successful, the task that you want to update via Zapier must be actionable. This means it should not be blocked by an approval or a stop task before it or any required fields within it.

As an extra step to ensure that your zap works as expected, go to Monday and update a task’s status. Then go to the relevant workflow run in Process Street. The task you selected while creating your zap should be marked as completed automatically, as shown below.

If you face any issues while creating this zap, please reach out to our support team.

You can also create and manage all the tasks you need, within Process Street.

Learn more about all the automations you can create with Process Street.

The post How to Sync Tasks between Monday and Process Street first appeared on Process Street Help Center.

You can use outgoing webhooks to keep your other tools notified about the status of a workflow run or task in Process Street, or use incoming webhooks (webhook triggers) to run a workflow automatically when something happens in another app.

Users: You must be an Administrator or a Member with edit permissions in order to set up Webhook Triggers. 

Webhook Triggers

You can use Process Street’s webhook triggers to listen for event-driven triggers in other apps, to run a workflow in Process Street.

For example, run a workflow when a candidate is marked as hired in People HR, when supplier details change in Hubspot or when a new task is added in Asana.

Check your form fields

Be sure to have form fields set up and ready to capture data from your webhook trigger. For example, Employee First name, Employee Last name, Date of contract, Salary etc.

Setting up a Webhook Trigger

Start by editing the workflow you’d like to set up the webhook trigger on.

Click Triggers to open the setup modal, as shown below.

Search for the app you’d like to connect to and give it a name.

Note: You can also set up a custom webhook for any app you’d like. Type webhook into the search box to set this up.

For additional guidance, each of the apps has a link to a help document for webhooks inside the set-up modal.

Note: If your app gives you options for payload content type, be sure to select JSON format.

Click to Copy your webhook URL.

Next, select the event you’d like to use as the trigger. Some apps only have one option, in which case, select default as shown above.

Click See Payload to check what data comes in from your chosen webhook.

Now you can map the fields from the webhook to form fields in your workflow. The webhook fields are automatically created for you. All you need to do is map them to your Process Street form fields.

When you’re done mapping fields, turn on the webhook with the toggle switch and click Save to finish.

Now each time the event occurs in your other app, a workflow will be run in Process Street.

IP addresses used

There is no specific IP address used when sending webhooks, but it will always be an AWS IP address.

Webhook Trigger FAQ’s

Why isn’t my workflow running?

You may not have completed the setup for the webhook. If you see an orange warning sign like the one below, click the app’s name to complete the setup. Turn on the trigger and click Save to finish setting it up.

I don’t see the app I want to use in the list

We will be adding more apps to the list over time, but please contact our support team to request the app you’d like to use. Alternatively, you can use the other third-party tools shown in the setup modal to run your workflow.

The post Webhook Triggers first appeared on Process Street Help Center.

This lets you use the information from a workflow or workflow run in custom searches, such as email look-ups and Google searches.

Users: In order to create or edit workflows you must be an Administrator or a Member who has been given ‘edit’ access by your Administrator.

What are integration links?

Integration links are web addresses that you’ve changed to use a variable from a workflow.

For example, a Google search for “star” has the web address:

https://google.com/?q=star

However, you can change the URL to use a variable, such as “Workflow name” {{workflow.name}}, to search using whatever data that variable is.

For example, if {{workflow.name}} is “client onboarding”, then our Google link would become a search for “client onboarding”.

https://google.com/?q={{workflow.name}}

How to use integration links

To create and/or use an integration link, you first need to be editing a workflow.

To do this, hover over the workflow in your Library and click the quick link icon to edit it. Then go to the task into which you want to put the integration link and add a text widget by dragging it into the center of your screen. You’re now ready to create and insert your integration link.

Find the link you want to put a variable into. This can be almost any web address containing changeable information, for example, Google, LinkedIn, Facebook, Twitter, or Salesforce. All of these sites can be searched using a variable, which could be a client’s name, email address, or any phrase that you want to search for.

An easy way to find these links is to perform a search on the website you’re interested in, and then copy the URL at the top of your browser.

Once you’ve got your link, come back to your workflow and paste the link into your text field as plain text. Then select the section of the URL you want to replace and choose a variable to replace it with.

To select a variable, click the magic wand (variable) icon in the top right of the text widget in your workflow. Remember that this will be what your custom integration link will search for on your chosen website.

Finally, you can use this to create a hyperlink in your text field. Select the text you would like to add your link to, then click the link icon in the text widget menu. Paste your link into the URL field and click OK to finish, as shown below.

Note: Which section of the URL you will need to replace, will depend on the website you’re searching. For example, with a Google search, you can replace everything after the q= as shown above.

Integration links in subtasks

You can also create custom integration links in your subtasks to quickly access web pages as you check off items on your list.

First, add subtasks to your task then paste the URL of a website where you want to search your variable. Then, replace the search query with a variable using the ‘magic wand’ icon next to a subtask field, as shown below.

Integration link examples

To make things a little easier, we’ve collected five example integration links you can use.

Process Street

You can use run links in Process Street to trigger a new workflow run. These links can be customized to include specific variables, much like integration links.

For example, you could push the name of a workflow into a new workflow run by including the {{workflow.name}} variable as follows:

https://app.process.st/workflows/pp2hNnOT30l1zvCWOxFNkA/create/run?run_name={{workflow.name}}

Google search

To search Google with a variable, all you need to do is paste your variable after “https://google.com/?q=”

So, if you wanted to search Google for a workflow’s name, the final result would be:

https://google.com/?q={{workflow.name}}

Ahrefs

Another example would be looking up a domain with Ahrefs. For this, you would need to paste your variable after “https://ahrefs.com/site-explorer/overview/v2/subdomains/fresh?target=”.

So, if you wanted to perform a lookup on a client’s domain (which was captured using a form field), the link would become:

https://ahrefs.com/site-explorer/overview/v2/subdomains/fresh?target={{form.Client_Domain}}

Zapier

Integration links can be used to start a Zap with Zapier‘s webhooks – this means that you can link together almost any app you can think of!

For example, the following link could be used to start a Zap which sends a contract to a client, but also automatically fills in their email address and name:

https://hooks.zapier.com/hooks/catch/677553/hyv3s0/?client_email={{form.Client_Email}}&client_name={{form.Client_Name}}

Twitter

Variables can be used to set up premade tweets too. For example, you can send a tweet that @mentions a user and says “Glad we could connect!”.

If you had a variable for “Client Twitter Tag”, the integration link would look like the following:

https://twitter.com/intent/tweet?text={{form.Client_Twitter_Tag}}%20Glad%20we%20could%20connect!

LinkedIn

The last example we’ll give is a link to look up a user in LinkedIn using their name.

Again, for this you would probably use a form field called “Client Name” to capture the user’s name. If so, your integration link would look like this:

https://www.linkedin.com/vsearch/p?keywords={{form.Client_Name}}

And there you have it – your link will now update to search for whatever your merge tag becomes. For example, if you set the merge tag as a “Client Email” form field, your search term will always match whatever that form field contains.

The post Integration Links first appeared on Process Street Help Center.

Connect Airtable with Process Street via Webhook

A Webhook integration can bring information from Airtable that would trigger a new workflow run in your Process Street account. Webhooks are automated messages or payloads sent from apps as a trigger to cause an action in a receiving app.

In this example, we will create a Webhook that runs the Call Center Employee Onboarding workflow when a candidate is Hired for an open position in Airtable.

Process overview:

• We will create a Call Center Employee Onboarding Workflow in Process Street
• We will create an open position in Airtable and then create a few candidates for it. When a candidate is moved to Hired, this will act as our trigger
• We will create a webhook that listens for our desired trigger in Airtable and runs the Call Center Employee Onboarding workflow in Process Street

Now, let’s jump into the integration.

1. Preparations in Process Street

First, create a Workflow in Process Street and ensure to add form fields that are the same as the data fields in Airtable. This will help you to map the information from Airtable to Process Street.

Their information is stored in Airtable while creating a new candidate for an open position. So, we need to create form fields in our workflow to push that information through to Process Street. These form fields should include the candidate’s name (short text field), email address (email field), phone number (number field), and so on.

This will mean that whoever is onboarding the candidate won’t have to look up their information in Airtable, but can instead see everything in Process Street.

2. Preparations in Airtable

Log into your Airtable account or create a new account. Then navigate to your Main Workspace to create a new base.

For our example, we have created an Employee Hiring base. If you have an existing base that you would like to work with, you can select that base to create your webhook.

If you’re creating a new base, you can add a few employee details by clicking on + Add record as shown below.

3. Create a Webhook trigger to run your workflow in Process Street

To get the webhook URL from Process Street, when you’re editing your workflow, click “Triggers” above your task list on the left or click the + icon next to your existing triggers as shown below.

Here, you can look for Airtable as a Trigger to Run this workflow.

You can name your webhook as the app name or any phrase that helps you identify the Trigger. Then copy the webhook URL as you will need it later.

4. Set up the Webhook Trigger in Airtable

To create a webhook in Airtable, you need to add an automation. Navigate to the Automations tab in the top left corner of your screen. Then click + Add trigger and select your trigger. For our example, we have selected When record updated.

Configure the trigger by selecting the Table, View, and Field that would trigger the webhook. We have selected Status as the field so the automation will trigger when the status of any record changes to Hired.

Set up the action by clicking + Add advanced logic or action and select Run script.

To set up the webhook, you need to enter a custom code with the webhook URL from Process Street. Then test your script as shown below.

We have entered the following code. You can use the same but remember the URL to your URL that you had copied earlier.

const inputData = input.config();
const url = ‘https://public-api.process.st/incoming-webhooks/enqueue/gL3bBrgNq9NNnI8g5KVEaQ‘;
const response = await fetch(url, {
method: ‘POST’,
body: JSON.stringify(inputData)
});
console.log(response.status)

Now go back to Process Street and test your trigger. Once it returns successful, turn on the automation in Airtable.

If it doesn’t, you might want to go back to your base and move a candidate to the Hired stage.

5. Finish the setup in Process Street

You can now map your form fields from Airtable to Process Street.

Lastly, turn your webhook On and Save it. Then Publish your workflow and you’re all set!

As an extra step, you can go to Airtable, move a candidate to Hired then come back to Process Street in the Reports Dashboard to confirm a new workflow is run by the webhook.

Connecting Process Street with Airtable via Zapier

Zapier is an integration platform that connects over 2000 different apps. An action in any of the supported apps (like forwarding an email or adding an attachment to a task) can trigger another app’s features automatically. Zapier integrates with both Airtable and Process Street. The whole “recipe” sequence (“if X happens, do Y”) is known as a Zap.

For this example, we’re going to set up a trigger for each time a new task is checked in a Process Street workflow run, and an action to create a new Airtable record.

Use case:

• A company uses Airtable for keeping track of its tasks
• They use Process Street for their client onboarding process
• They want to automatically create an Airtable task for making sure documents have been received after the task for sending an email is marked as complete in Process Street

Users: In order to create an API key for integrations, you must be an Administrator.

Process overview:

• We will prepare a Process Street workflow run
• We will create a Zap in Zapier
• We will set up a trigger for the Zap for each time a task is checked in a workflow run
• We will set up an action for the Zap that creates a new record in Airtable

Let’s get this set up!

1. Preparing a Process Street workflow run

You can either create your own workflow and edit it to include custom form fields for whatever purpose you need, or you can use one of our many pre-made workflow templates.

For this example, we’ll be using the client onboarding workflow for a marketing agency.

Here it is embedded below:

You can grab it for yourself and add it to your library, or use your own workflow.

Once you’ve decided on the workflow, the next step is to create the Zap in Zapier.

2. Creating a Zap in Zapier

Zapier is a tool that connects over 2,000 different apps. Any action in any of the supported apps (like forwarding an email or adding an attachment to a task) can be set up to trigger another app’s features automatically. Zapier integrates with both Airtable and Process Street.

The whole recipe for a basic integration (trigger + action) is called a Zap.

Sign in to Zapier or create an account, then click “Create zap“.

3. Setting up a trigger for the Zap in Process Street

In your new zap, select Process Street as the app and select “New Task Checked” as your trigger:

Click “Continue” and connect your Process Street account. Click “Continue” once that’s done and progress to the Set up trigger stage.

Choose the Process Street workflow run you wish to use, and select a task that will act as your trigger. Click “Continue” and test your trigger.

This step requires that Zapier pulls sample information from the workflow you specified, so you’ll have to actually run your workflow and complete it as far as and including your trigger task.

When you test your trigger, you’ll see something like this:

Now it’s time to add an action step.

4. Setting up an action for the Zap in Airtable

Click “Continue” and select Airtable as the app and “Create Record” as the action.

Click “Continue” again and connect your Airtable account by visiting your Airtable account page and copying your API key into the popup window:

Next, set up the action to tell Airtable what kind of new record to create.

Base and Table are just locations in your Airtable account, so decide where you want the new record to go:

Click “Continue” once you’ve finished mapping fields and test your action. It’s also a good idea to jump into Airtable at this point and make sure the new record was actually created.

If the test was successful, you’ll see something like this:

And finally, just give your Zap a name and turn it “ON”, and you’re good to go!

The post Airtable + Process Street Integration first appeared on Process Street Help Center.

Users: In order to add or manage email widgets in your workflows, you must be an Administrator or a Member who has been given ‘edit’ access by your Administrator.

In your Library, find the workflow to which you want to add the send email widget then click the quick link next to the workflow name to edit it.

Go to the task to which you want to add the send email widget then drag and drop the send email widget to the center of the screen.

Set up your email with the To field, email subject, and email body in either rich text or HTML. Then turn on the toggle to auto-send the email on task completion.

If the auto-send toggle is greyed out, it is likely because your To field, email subject, or email body are missing from the email.

If you have the auto-send email feature turned on, in an active run, the Send email button is replaced with a message below the email that the email will be sent automatically when the task is complete. However, you can still edit the email, if required, before you complete the task.

Once the email is sent out, you will see the timestamp when it was sent out. This will be the same as when the task was completed.

If you want to resend the email, you can uncheck the task and complete it again, as shown above.

The post Auto-send Emails on Task Completion first appeared on Process Street Help Center.