by Mark Anthony Figueroa

Introduction

In the previous post, we went into Zapier and connected our applications. During this post, we will create our first Zap. The goal of this Zap is simply to create a Household contact record in Wealthbox using our Calendly meetings. Our Zap will include multiple steps, so it will require a paid account for operational use, but you can create the sample Zap and test it on the free version. The goal is to get you familiar with creating a simple zap so that you can create a zap using a simple form in the future. This should enable you to see what Zapier is capable of, how it works and how you can use it operationally or personally.

Remember, if you have any questions, feel free to ask. We’re here to help! Shoot an email to [email protected] or click here to see our form templates for sale.

Our JotForm templates are designed to be automation-friendly. Check them out. They include comprehensive conditions for rapid operational use.

Each of our forms includes a comprehensive video series on how to edit and use the form. While most of our forms are primarily used by Financial Advisors / Planners, Consultants and Attorneys there are some that are non-industry specific and the others can be customized further using our JotForm training courses. Purchasing the form will enable you to book a discounted Coaching Session with us to help you edit/modify the form for your specific needs if you need additional assistance.

Also, if you’re an XYPN or ACP Member, please be aware that we do offer discounted zap set up services.

Making a Zap Folder

1. Click the (+) under “Private Folders” on the “My Zaps” screen
2. Name the folder
3. Hit “Enter”

Creating Your Zap

1. Verify you are in the correct folder
2. Click “Make a Zap” on the left menu
3. Select your trigger. As stated in the previous post, this will be the thing that screams, “Other apps, I beseech thee, the time hath come for us to raise our swords and slash the time spent on such trivial matters. Such is our duty!”

(TNDR [too nerdy didn’t read - I made that up btw] - “Other apps, it’s time to do stuff.”)

In this case, our trigger will be the submission of our recently created JotForm, so:

• Set the Calendly application as the Trigger Application.
• Select “Invitee Created” as the Trigger Event.
• Run a test (You should have a test meeting booking for Zapier to pull from.)

4. Segment for the meeting type that will trigger this Zap. Filters are not always necessary. Some triggers allow you to filter for specificity within the trigger setup. Calendly is not configured in such a way, yet. So, here’s what we need to do:

• Scroll down to “Filter by Zapier” on the next event
• Select “EventType Name” in the 1st dropdown
• Select “Contains” in the 2nd dropdown
• Type the name of your first / initial meeting in the text box

Notes:

• This filter makes it so that the automation will only continue if the name of the appointment booked “contains” the text in the final text box; in this case, “1. Initial Consultation”.
• Using “(Text) Contains” allows more flexibility in the text field. For example, we could use the “1.” and change the following text and the zap will still run correctly.

5. Decide the app you want to pass the data to. Again, in our example, we’re just using Wealthbox.

• Select Wealthbox as the app
• Select Create Household 
• Select the correct account
• Map the fields - this is where you assign the form submission information to the slots in the receiving application

I. Click the smart field icon and select the “Invitee Name” under “Invitee Created” and add “Household” after the field

II. Keep “Household” as the Type

III. Under Email address, select “Invitee Email” from under the “Invitee Created” step

IV. Add tags as needed. A best practice is to add a tag with the event name, or any identifying tag that matches your current system of delineation.

Note: This is the step that will create the household. The Household name must be selected from the smart field icon and from the first step “Invitee Created”; this makes the name dynamic, allowing it to match the name of the Invitee who booked the appointment. Typed text such as “Household” will appear consistently for each contact record created by the automation. (See next slides)

Here’s a little explanation on how and why this works:

Imagine Zapier is a chill, but reliable guy with a clipboard. When you map fields, you’re telling him:

When the reception (JotForm) gets new information, I want you to run over to the HubSpot office, tell them to create a new file for the person submitting the order. The person’s file should, at minimum, include these (mapped fields) name, email, address, etc.

When you test, you’re essentially standing over an indoor balcony (why not?), and making sure that reception can properly give their message to Zapier, then that Zapier gets the message to the back office. You’re making sure everyone does their job, so you don’t have to pay the back office a visit and spoon-feed them information when new orders come in.

6. Test the Zap

• Before hitting “Test and Continue”, login to Wealthbox
• Manually search Wealthbox for the email in the zap.
• Ensure the Email does not exist on a Wealthbox “Household” record

• “Test and Review” or “Test and Continue” the “Create Household in Wealthbox CRM” Zap. “Test and Review” is recommended for more complex zaps, but this one should not encounter any issues, so “Test and Continue”.
• Switch the tab or login to Wealthbox 
• Hit refresh if you were already logged in

• Verify that the zap worked

7. If everything looks good, turn on the Zap. 

8. Have your spouse, partner, friend, or trusted client make a new submission.

9. Make sure the live run worked

10. Order and binge watch “Naoki Urasawa’s Monster,” then tell your friends how great anime is.

Next Post

We’ve set up Zapier and made our first zap. We have an idea of how the process works and can take some time to tinker and create more efficiency-enhancing zaps. The next post will wrap this section on Zapier up with some common zaps for Financial Professionals.

See you the week after next!

As always, thanks for following this series. If you’re a newcomer, please share your thoughts and feel free to look at the previous article. 

If you found this helpful, like, comment and share. Chances are there are many people in your professional network who would benefit from this information, so don’t keep it a secret. 

The next post will be up the Wednesday after next, as usual. In the meantime, feel free to set the zap up on your own. If you’re an XYPN or ACP Member, please be aware that we do offer discounted zap set up services.

If you have any questions, feel free to ask. We’re here to help! Shoot an email to [email protected] or click here to see our form templates for sale.

Each of our forms includes a comprehensive video series on how to edit and use the form. While most of our forms are primarily used by Financial Advisors / Planners, Consultants and Attorneys there are some that are non-industry specific and the others can be customized further using our JotForm training courses. Purchasing the form will enable you to book a discounted Coaching Session with us to help you edit/modify the form for your specific needs if you need additional assistance.