Étape 5 : Créer et paramétrer un Zap

Mise en place d’un Zap

Définir le trigger de départ

Figure 35 Zap start trigger definition

Figure 36 Selecting a login account

Customize trigger conditions, here we want to filter the activity (we only want a trigger for a project creation). For your information, there's also the Filter by Zapier to filter data in a zap more efficiently, but this increases the number of monthly tasks.

Figure 37 Customizing trigger conditions

Here you need to create a project to validate that the trigger works properly, then click on Test trigger :

Figure 38 Checking trigger operation

Faire des associations entre systèmes cible et source

Let's take the example of a project or task creation in Trello that needs to be reflected in Project Monitorsome data exist in both Trello and Project Monitorbut are not described in the same way. (Project status, project manager login, task priority). It is therefore necessary to associate these values to make the zap fully dynamic. To do this, add a new action and use Formatter by Zapier.

Figure 39 Formatter by Zapier

In the Transform field, select Lookup table.

In lookup key, select the field you wish to test. In our example, the field is board closed which indicates whether the project is open or closed.

This will allow us to associate, depending on the field value board closeda value corresponding to the status a project Project Monitor.

For board closed = false then the code will be status

For board closed = true then the code will be status.

The data status come from the get_databut you can type them directly into this field if you know the status codes.

Once associated, the value deduced can be used in the application's project creationaction Project Monitor :

Figure 41 Association result

Figure 40 Field association

Définir une action

A zap must end with an action, in this case theaction new project in Project Monitor. The goal is for Trello data to be dynamically retrieved in Project Monitor.

The data title, description and project code are data taken directly from Trello. Simply click in a field and click on the data you wish to associate with it.

The data state code is an associated datum as seen in No access it is deduced using Zapier formatter. To select it, click in the field.

The field Application source is compulsory, it defines the application that produced the trigger (in this case, Trello).

It is also possible to enter attributes Project Monitor in the last field, the number of attributes is unlimited and all types are accepted except file typesDocument). The following syntax must be observed: CODEATTRIBUTE=VALUEATTRIBUTE. In the example, this is attribute list or _TEST_ATT_3 is a list value code.

Figure 42 Zap output data

Les licences

For details of prices and types of Zapier licenses go to https://zapier.com/app/billing/plans

Figure 43 Licenses offered by Zapier

Comment choisir une licence ?

A number of factors need to be taken into account:

The number of zaps you plan to use ;
The applications you wish to use (premier, formatters) ;
Update time (the free version takes about 15 min, compared with 2 min for the professional version, for example) ;
The number of Zapier tasks you are planning.

A Zapier task is a zap step. Only the first step (the starting trigger) does not count in a task. For example, if you have 1 trigger, 2 formatters and an action, your zap is 3 tasks.

Let's imagine a project creation zap. You plan to create 1000 projects in a month, i.e. 1000 * 3 = 3000 tasks. You will therefore have used 3000 Zapier tasks, which means that a License of type professionnal is required. Licenses are fairly flexible, with the possibility of upgrading for a month and then reverting to the previous state.