Paperless Pipeline API Through Zapier

SUMMARY 
By connecting Paperless Pipeline to your other applications you can efficiently automate your workflow. Pipeline uses Zapier's technology to connect to over one thousand apps. You can easily implement workflows that automatically copy Pipeline transaction data to your other applications, alert you and your staff about important events on a transaction, and perform many other time-saving activities.

How it Works

Zapier serves as an interface between applications allowing information to be shared and automating parts of your business or life. Zapier allows you to build Zaps, which are blueprints of the tasks you want to happen over and over again. Simplified, a Zap works something like this:

When something happens in Application A, do this other thing in Application B. 

The first part of that is called the Trigger in Zapier, and the second part is called the Action.

With Zapier, you can connect Pipeline to other applications to send over its transaction data. Here are a few examples of what the connection could be used for:

  • When a transaction is closed --> Create a new check in Quickbooks Online
  • When a transaction is closed --> Add transaction details to a new row in Google sheets.
  • When a transaction is closed --> Send the  agent on the transaction an email.

Zapier Terminology

Zap - A Zap is what you use in Zapier to link applications together. It's where you fully define what information you want to share from one application to another. Each zap will have one Trigger and one or more Actions. Create separate Zaps when the Actions you desire have different Triggers. When Trigger needs are the same and you have multiple resulting Actions, place them within the same Zap. For example, if you want an invoice to be created in Quickbooks (Action 1) and a text message to be sent (Action 2) whenever a transaction closes (Trigger), that single Trigger and the multiple Actions can be created within the same Zap.

Trigger - A Trigger is the event that starts a Zap. For example, if you want to send an email every time a transaction closes, the Trigger is "When Transaction Status changes to Closed".  

Action - An action is an event that a Zap performs. For example, if you want to send an email every time a transaction closes, the Action is "send email".  At least one Action is required in order for any result to occur from the zap. You can add them anywhere within the zap you want an Action to take place, and you can add more than one.

Filter - Filters are optional steps in Zapier that allow you to set the zap to only execute if certain conditions are met. For example, if you only want transactions closed within a certain location to trigger an email to be sent, you could create a filter for that location. Filters are optional. You can add them anywhere within the Zap you want a filter to take place, and you can add more than one.

Setup

If You Have an Existing Zapier Account

  1. Login to your existing Zapier account

If You Do Not Have an Existing Zapier Account

  1. Go To www.zapier.com and sign up for a free account. 
Connecting Paperless Pipeline to Zapier happens during Zap creation.
Only Paperless Pipeline master admins can connect Zapier to their Paperless Pipeline account.

Create a Zap

To build a new zap:

  1. Login to your Zapier account and click [Make a Zap].

The left panel of a Zap contains the steps you'll use to build your zap. Each step will contain several forms within it that need to be stepped through and completed.

Name Your Zap

  1. Enter a name that represents your zap. (e.g., “Notify admin that transaction has closed”).

Trigger

Within the Trigger step is where you’ll specify WHEN you’d like the information to be shared (e.g., when a Transaction Status changes to closed). Zapier will walk you through each form within the Trigger step.

  1. From the "Choose a Trigger App" page, search for “Paperless Pipeline". 

  2. Select a trigger and click [Save & Continue]. 

  3. Connect to Paperless Pipeline.

Previously Connected to Paperless Pipeline

If you've connected Zapier to Paperless Pipeline previously,  your connected Pipeline account will be listed. Select it then click [Continue].

Never Connected to Paperless Pipeline

If you've never connected Zapier to Paperless Pipeline,  click [Connect] to connect to your Pipeline account.

You'll be taken to a window that allows you to authorize Zapier to connect to Pipeline. Click [Authorize Zapier].

If you are not logged in to Pipeline, you'll be asked to login first.

After authorizing, you'll be returned to Zapier and your Paperless Pipeline account will be connected.

Filter

A [+] icon will appear below the Trigger step allowing you to add a Filter.

A Filter step will contain options that allow you to filter the information you want to be sent to the next step. For example, if you want an admin to only be notified about transactions that close for a certain location, you could create a filter that searches for transactions within that location and only sends those filtered transactions through to the next step.

Filters are optional. You can add them anywhere within the zap you want a filter to take place, and you can add more than one.

Actions

A [+] icon will appear below the Trigger step allowing you to add an Action.

An Action is where you define WHAT data you’d like to share from one application to another, including what fields to pull the data from and what fields you'd like to send the data to.

At least one Action is required in order for any result to occur from the zap. You can add them anywhere within the zap you want an action to take place, and you can add more than one.

To complete the forms within an Action: 

  1. Click [Choose App]. This is where you select which application to send the data TO. (e.g., Gmail).
  2. Click [Choose Action]. This is where you select what you want to happen to the data (e.g., Send email).
    Every application has their own list of actions they allow. You’ll only see the actions available for the application you selected to send data to.
  3. Click [Set Up Template]. This is where you define which fields to pull the data FROM and send the data TO.

The Set Up Template will display a list of fields you're sending TO. Fill each of them with either text, field data from the application you're pulling data FROM, or a combination of the two. The fields shown will vary depending on the applications.

Click the [+] icon to the right of a field to view a dropdown menu of available fields (along with sample data) to insert.


 
If there is more than one step above the step you're currently working on, you'll have the option to choose from which previous step you'd like to pull the data.

Click the ON/OFF icon in the upper right corner to toggle whether to show or hide sample data during the preview.

Test Your Zap

You'll see a test at the end of each Trigger, Action, and Filter step. 

  1. Click [Test This Step] then perform the requested options to test the step. 
  2. Correct any errors identified or proceed with the remainder of the Zap if everything tests fine.

Turn On Your Zap

You will be asked whether you want to turn your Zap on when you finish creating a Zap. If you've tested your Zap and are comfortable with the results, you can turn it on at that point. Or return to your zap later and follow the steps below to turn your Zap on.

  1. From your Zapier dashboard, click Zaps, then locate the Zap you want to turn on. 
  2. Click the ON/OFF toggle button to turn your Zap on.

Your Zapier membership level will determine how frequently your Zaps are run.

Check Your Zap History

You'll be notified via email if a Zap fails (as long as you keep that notification option enabled under your Zapier settings). However, you can also view a full Zap history from within Zapier to check the status of any individual Zap. To check your Zap history:

  1. Click Task History from the Zapier dashboard to view a list of Zaps, their status, and more.
  2. Click any task to view its detailed actions.
  3. To re-run a failed task, check its checkbox, then click Play.

Disconnect Zapier from Pipeline

To disconnect Zapier from Paperless Pipeline: 

  1. Click your name in the upper right corner then "Personal Profile".
  2. Click Disconnect Zapier from left menu.
  3. Click [Disconnect Zapier Account]. Your account will be disconnected from Zapier.

Zaps that are based on disconnected accounts will still attempt to run, but will fail.
Only Paperless Pipeline master admins can connect Zapier to their Paperless Pipeline account.