When you need to create a workflow between tools, Zapier is a great resource. You can also leverage Zapier for more complex automations inside of ProsperWorks. Each automation or integration you build in Zapier is called a 'Zap.'
What is the purpose of this Zap?
For this example, we're going to be building out a Zapier that pushes information from the Opportunity record to the Company record.
Why is this important?
In this scenario, let's say that as a Sales Manager, I want to be able to see how much a Company is spending with us. I know I can see the value on an Opportunity, but I want to be able to go into my Company records and easily see what they're spending. This article will walk you through how to do this.
Since we're going to be updating information inside of ProsperWorks from one record to another, we need to make sure that our Company records have a place to receive the Value information. First, you'll need to create the custom field on your Company records to store the Value.
Note: You must be an admin to be able to create the custom field
- Go into Settings
- Click "Field Settings"
- Go to the Companies tab
- Click "New Field"
- For Field Type - find "Currency"
- For Label - name it "Value"
Once your field is setup, you're ready to create your Zap!
Create the Zap
If you don't already have a Zapier account, you can sign up here: https://zapier.com/. They offer a free trial if you want to test it out first.
- Once you're signed up for Zapier, click "Make a Zap" in the top right
- For "Choose a Trigger App", type ProsperWorks and click it
- For "Select ProsperWorks Trigger", select Updated Opportunity Status
- For "Choose your Account", connect your ProsperWorks account and Save + Continue
- The next stage is the testing stage - you'll want to pull in Samples so you have an example to work with. If it's taking awhile to pull in a sample, go into your ProsperWorks account and change the status of an Opportunity or create a test Opportunity and change the status.
- Once you have a successful Sample, click Continue
- For Step 2 - we're going to add in a filter ("Filter by Zapier"). Since we're looking to pull the value that a Company is spending with us, we're really only looking for "Won" opportunities. Since our trigger is looking at any Status update of an Opportunity, we'll set up the filter to only pull Won Opportunities.
- You'll land on "Only continue if...", select Save + Continue
- Set up the next page as "Status", "(Text) is in", "Won" & Test & Continue
- Once the test is done, hit Continue
- For Step 3, type in ProsperWorks and select it
- For Trigger, select "Update Company"
- Select your connected ProsperWorks account again
- For Edit Template, follow these steps:
- "Match by Type", select "name"
- "Match by Value", click the dropdown and find the "Company Name" under Step 1 (from our Opportunity record)
- "Name", click the dropdown and find the "Company Name" under Step 1
- Ignore every other field and find your custom "Value" field that you created earlier
- Click the dropdown and find the "Value" field from Step 1 (Opportunity record)
- Select Continue & Test this Step
- When your test is finished, name your Zap if you haven't already and make sure it's turned on.
This effectively matches the Opportunity from Step 1 to the Company record and maps the Value field from the Opportunity to the custom Value field on the Company record.
If you want to make sure it's working, go into your ProsperWorks account. Create a new Opportunity, make sure it's related to a Company and has a value. Then, update the status to "Won". Now go check your Company record and verify that the Value of the Opportunity passed through to the Company record.
Since we're passing through the value, that field cannot be blank or else the automation won't work. It may be helpful to adjust the field settings for "Value" under Opportunities to be "required on create". This will ensure that the value field is not left blank on an Opportunity.
If users aren't sure of the value when initially creating the Opportunity, they can put in a placeholder amount, but then they can update the value to the true amount prior to setting it to "Won".