Botkeeper has enabled 2 triggers and 6 actions within Zapier to streamline your processes and make life easier in general.
What is it?
Zapier is a workflow automation tool that allows you to create links between two (or more) supported software platforms, or within a single platform. For example: you could connect your email and calendar so meeting attendees would get an automatic reminder from you the day before a meeting. No coding required.
What will it do for me?
Zapier will help you streamline your workflow even more within Botkeeper, saving more time and ensuring certain things always get done.
At this time, we've provided for two triggers and six actions. A "trigger" is an event you designate to cause something else (your "action") to take place. Using the example above, your trigger would be a meeting being placed on your calendar. The action would be that you send an automatic reminder via email to your attendees the day prior to the meeting.
What do I need to do to take advantage of Zapier in Botkeeper?
You'll need to set up a free account at zapier.com to start. Currently, Zapier allows up to 5 "zaps" and 100 "tasks" monthly on a free account. If you'll be using Zapier extensively, you'll want to upgrade to a paid plan.
Once you've established your account, you'll need to securely connect Zapier using your Botkeeper account information. Once this is completed, you'll be able to use Zapier.
What am I able to do in Botkeeper using Zapier?
As mentioned earlier, we've established 2 triggers and 6 actions. Here's how each works.
TRIGGERS
TRIGGER 1: A DOCUMENT HAS BEEN UPLOADED
- Triggers when a new document or version is uploaded into a specific client folder in Botkeeper
- Examples:
- SmartConnect auto fetches a new bank statement and places it into the Bank Statements folder - automate copying that statement to your document management system
- Management or Financial Statements uploaded - automate emailing them as attachments to clients
- Examples:
TRIGGER 2: A TASK HAS BEEN CREATED OR UPDATED
- Triggers when a task meeting a certain criteria is created or updated
- Examples:
- New tasks are created and assigned to you or a team member - duplicate these tasks in your existing workflow management system
- Tasks are completed by your team - monitor and track progress by syncing this data into a spreadsheet or other analytical tool
- Examples:
ACTIONS
ACTION 1: CREATE A NEW CLIENT (Currently available only in Botkeeper Infinite Beta)
- Create new clients in Botkeeper
- Examples:
- A client signs a contract or something changes in your sales tool that triggers the creation of the client in Botkeeper
- Adding a row into a client management spreadsheet and trigger creation of the corresponding client portal in Botkeeper
- Examples:
ACTION 2: INVITE A USER
- Invites a new Client User to a Botkeeper Client Portal with either the Client Admin or Client Ops roles.
Note: This action can be sequenced after the Create Client or Find Client actions, using a custom value for Client Id.- Examples:
- You can automatically invite clients to their new Botkeeper Client portal on creation.
- When a new employee joins your team, you can automatically invite them into the system.
- Examples:
ACTION 3: CREATE A CUSTOM TASK
- Create and assign custom tasks in Botkeeper to your client or members of your team
- Example:
- If you have another project management tool, when someone completes something there you can create another task for someone else.
- Example:
ACTION 4: FIND CLIENT
Finds a client by name, optionally within a firm- Search Fields: client name, firm
ACTION 5: FIND TASK
Finds tasks matching the search criteria
- Search Fields: assignee email, name, firm, client, status
ACTION 6: FIND USER
Finds a user within a client by name or email
- Search Fields: client*, user name, email
What if I've never used Zapier before?
That's not a problem. Zapier offers a brief, free course for account holders called "Getting Started with Zapier." You'll be up and running in no time!