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Integration with Zapier v3 connector

This guide provides a simple 7 step process for connecting the WorkfloPlus v3 platform to Zapier and exporting task data.  


1: Create a Workflow with Tagged Steps

2: Complete a Job

3: Launch Zapier/Create Zap

4: Set Up

5: Configure

6: Test

7: Action


Note: You can run a limited number of simple 2-step zaps using a free Zapier license.  For more complex integrations using multi-step zaps you will need a paid license.  Please refer to https://zapier.com/app/planbuilder/plans for further information on license options.



Step 1: Create Workflow with Tagged Steps

In order for Zapier to pull out step data the associated steps in the Workflow will need to be tagged.  These tags all need to be unique.  Tags can be entered in the Step details section of the Workflow Editor.




Step 2: Complete a Job

As part of the set up process Zapier will need to look for some completed Job data.  Once the Workflow is finalised and uploaded to your v3 platform, please complete a Job with the Workflow.  


Step 3:  Launch Zapier/Create Zap


 Sign into your Zapier account and select + Create >> Zaps.



Step 4:  Set up


 1, Click on Trigger - this is the event that will start the zap.  In this case it will be WorkfloPlus.



Select WorkfloPlus:



2. Once selected this will launch a panel where you can select the Trigger Event - this will default to Task Completed.  Select this option.




3. The next stage is to connect to an Account which is your WorkfloPlus team.  In order to connect to your Account you will require an API key.  Please contact support@intoware.com to request this.  


Once this is received you can select Account >> + Connect a new account:



Enter the API key when prompted:



Once you have connected, select Continue in the main panel.


Step 5:  Configure


If you want to set up a trigger for a specific Workflow, then enter the Workflow ID in this panel.  This is an optional step so can be skipped if necessary.



Workflow IDs can be located in The Workflow information panels in the web platform:


Step 6: Test


Once everything is set up, test the connection to check that Zapier is picking up completed Tasks.  In this example, Zapier has located 3 completed Tasks on the connected Account.  Clicking on one of these Tasks will bring up the associated Job Data.  You can scroll down the Job Data to view everything available. 

Note: Media and urls are only active for around 1 hour after Job completion.  If you are setting up a Zap specifically to export media and urls and the Task is over 1 hour old please ensure you run another job so you can test.

Once you have selected the record you wish to use, click Continue with selected record.


Below is a complete list of exportable Task Data:

Job Data:

        jobId
        jobName
        jobUpdatedDate
        lastModified
        jobStatus
        performer
        abandonReason
        jobMetadata {key value}
        tags {name}

Task Data:
	 taskId
         state
         name
         completed
         workflowId
         performer

Step Data: 
	 uniqueStepId
         stepId
         stepTitle
         started
         completed
         cancelled
         isCancelled
         value
         tag
         attachments


Step 7: Action


In the next section you need to define what action you want Zapier to take with the data it has found.  A panel will be displayed with a selection of the most common applications used, or you can use the search function.



In the examples below we are going to do 3 things:

  1. send a row of data to a Google Sheet
  2. send a photo to Google Drive
  3. send a row of data and PDF to SharePoint

SCENARIO 1: Sending a row of data to a Google Sheet 

Zapier can only link to existing Google Sheets, so before continuing you will need to create a Google Sheet and pre-populate the column headings for the data that you are exporting.


STEP 1 - Set- Up:
  1. App: Google Sheets
  2. Action event: Create Spreadsheet Row
  3. Account: click to connect to your Google account and sign in
  4. Hit Continue to further configure your zap.



STEP 2 - Configure:
  1. Drive: My Google Drive
  2. Spreadsheet: Locate the spreadsheet you have created and add here
  3. Worksheet: Choosing Sheet1 will populate the data in the first sheet of your document
  4. Use Time zone set up on the spreadsheet to format date values: this is an optional step that enables you to explicitly set the date and time format and time zone for your Input field to ensure Zapier interprets it correctly.  If you do not complete the From Timezone field, Zapier will assume it is UTC.
  5. Column headings: The column headings will align with those previously added to your Google Sheet.  In our case they are Column1, Column2, Column3 and Column4. 
    Click the + button on the right side of the box and select which Task data you would like to populate in each column.  If you want the Google sheet to capture values (i.e. data that has been entered as part of a Job, then use the search bar and type in 'value'.
  6. Click Continue


STEP 3 - Test:

  1. Click Test Step to check that Zapier is picking up the data correctly.


  2. Check your Google Sheet to see if the data has populated correctly:


  3. If you are happy that everything has populated correctly, you can Publish your Zap. Publishing the Zap will mean that any future Jobs completed for the selected Workflow will automatically populate in the Google Sheet.


SCENARIO 2: Send a photo to Google Drive

Zapier can only link to existing folders in Google Drive, so before continuing you will need to create a folder. 


STEP 1 - Set- Up:
  1. App: Google Drive
  2. Event: Upload File
  3. Account: click to connect to your Google account and sign in
  4. Hit Continue to further configure your zap.


STEP 2 - Configure:
  1. Folder: Locate the folder you have created and select
  2. File: Search through the Task data to find the image file
  3. Convert to Document: False (if selected Google will convert the file into an editable document.
  4. File Name: Give the file a name and add a unique identifier e.g. Job ID, Date.  If a unique identifier is not added, the file will be replaced every time Zapier sends the data across.
  5. File Extension: In this case we will use jpeg (do not add a . at the beginning).
  6. Click Continue.



STEP 3 - Test:
  1. Click Test Step to check that Zapier is picking up the data correctly.


2. Check your Google Drive to see if the file has populated correctly:


3. If you are happy that everything has populated correctly, you can Publish your Zap. Publishing the Zap will mean that any future images added in the selected Workflow will automatically populate in the Google Drive.


SCENARIO 3: Send a row of data and PDF to SharePoint

Note: this example requires a 3-step Zap which is not part of the free Zapier subscription.


Before proceeding please ensure you have set up a SharePoint list for the data with column headings and a separate folder for the PDF report.


STEP 1 - Set- Up:
  1. App: Microsoft SharePoint
  2. Action Event: Create List Item
  3. Account: click to connect to your SharePoint account and sign in
  4. Hit Continue to further configure your zap.


STEP 2 - Configure:
  1. Site: Locate your SharePoint site and select
  2. List: Locate your SharePoint list and select
  3. The next steps align with the column headings that are already pre-populated in your SharePoint list.  In our case they are Title, JobId, TaskId, SerialNumber, ErrorCount, User and Completed Date. 
    Click the + button on the right side of the box and select which Task data you would like to populate in each column.  If you want the SharePoint list to capture values (i.e. data that has been entered as part of a Job, then use the search bar and type in 'value'.  Data can also be entered manually, if required.  In our case we have manually entered "10" for the ErrorCount.
  4. Click Continue.


STEP 3 - Test:
  1. Click Test Step to check that Zapier is picking up the data correctly.


2. Check your SharePoint List to see if the data has populated correctly:



STEP 4 - Add a new step in Zapier

In this example we are asking Zapier to perform 2 actions, so we need to create another step in Zapier for the PDF upload.  To do this click the + button on your Zap to create a new step:


STEP 5 - Set-Up:
  1. App: Microsoft SharePoint
  2. Action Event: Upload a File
  3. Account: click to connect to your SharePoint account and sign in
  4. Hit Continue to further configure your zap.


STEP 6 - Configure:
  1. Site: Locate your SharePoint site and select
  2. Folder: Locate your SharePoint folder and select
  3. File's name: Give the file a name and add a unique identifier e.g. Job ID, Date.  If a unique identifier is not added, the file will be replaced every time Zapier sends the data across.
  4. Should we overwrite this file? No
  5. New File: Select the PDF report from the Task Data.  Note this is not the URL. Task Reports are from individual Tasks in the Job.  Job reports are the overarching PDFs which include all Tasks.
  6. Click Continue


STEP 7 - Test:
  1. Click Test Step to check that Zapier is picking up the data correctly.

2. Check your SharePoint Folder to see if the file has populated correctly:


3. If you are happy that everything has populated correctly, you can Publish your Zap. Publishing the Zap will mean that any future data and PDFs added in the selected Workflow will automatically populate in your SharePoint list and SharePoint folder.