Create a Zap

Before you begin

Prepare for Integration

Before you continue, be sure to review the previous article in this series to learn How to Prepare Your Segmentation Funnel for Zapier integration.

The final step in that article ends on the Create a Zap page in Zapier, which is where Step One of this article begins. If you are unable to locate the Create a Zap page, please refer to the previous article for instructions.

Remember: your integration attempt will fail at the testing stage if your Segmentation Funnel does not contain at least one lead.

Learning Objectives

We demonstrate Zap creation using Infusionsoft as a target, and the Segmentation Funnel prepared in the previous article as a data source. Please note that any of steps performed within the Infusionsoft Zapier app are unique to that integration, but are shown here to provide clarity on how data is accessed by other applications through Zapier.

Our goal in this lesson will be to create or update a Lead in Infusionsoft using the email address provided in our Lead Capture page, and apply Infusionsoft Tags to that Lead based on the Answers provided in our Segmentation Funnel.

The process will be similar for any other Zapier integration, but the Actions and fields available, as well as the target app setup requirements, will vary from app to app. 

Please refer to the documentation or support site for that third party application for detailed questions or assistance with configuration of their software, service, or Zapier Action integration.

Plan your Zaps

In the previous article, we prepared a funnel with two Questions, each of which had two possible Answers presented as radio buttons. The second Question was created with two Question Variations branched depending on the Answer to the first Question.

Both Questions were simple: 'A or B?" and "Red or Blue?"

This leaves us with four possible Answer combinations, and therefore four possible combinations of Infusionsoft tags to apply. 
  1. A/Red
  2. A/Blue
  3. B/Red
  4. B/Blue
In order to allow for the application of all of these tag combinations, we are going to create four Zaps — one for each combination.

Note: At this time, Zapier does not support advanced If/Else branching logic within a single Zap. We achieve the same effect by creating multiple Zaps and setting conditions on when they are allowed to run. Please see this article on the Zapier support website for additional information.

It is worth noting that while this tutorial uses one Zap for each possible Answer combination and utilizes Zapier's Filter functionality to determine when they run, there are other Zap combinations that could create the desired effect, in some cases while using fewer Zaps (such as using one Zap to create the Lead, then using the Delay and Filter features in combination to apply tags to that Lead after it has been created).

It is recommended that you carefully review your own implementation of the targeted third party app and take projected volume into account when deciding on the best approach.


Step One: Create your first Zap

From the Create a Zap page, click Create This Zap to begin.

Note: for additional information about the Zap editor and other features of the Zapier interface, please check out the Zapier support website here.

The steps taken in the previous article have pre-selected the Zapier app, which allows us to begin on the Choose a Trigger page. At this time, the only Trigger available is New Segmentation, which triggers when a participant enters their contact information in the Lead Capture page of your Segmentation funnel.

Select Save + Continue to proceed with building your Zap.


Step Two: Connect your Account

Follow the onscreen instructions to ensure your and Zapier accounts are linked, and click Test to ensure a valid connection.

Click Save + Continue to proceed.


Step 3: Set Up Options

Use the dropdown menu to locate and select the Segmentation Funnel which you have prepared for integration.

Click Continue to proceed.


Step 4: Test this Step

This step tests the connection to and data received from your Segmentation Funnel. If you do not have at least one Lead captured through this funnel, testing will fail at this stage.

Click Fetch + Continue to test.

You should now see a message informing you that the test was successful.

Click Continue to finish creating your Trigger and proceed to the next step.


Step 5: Select an Action App

Click either the plus button on the menu bar to the left or the prompt in the text screen to the right to add an Action to your Zap. You will be presented with the option to Choose an Action App. Scroll to the bottom of the screen on the right until you reach Built-In Apps, then select the Filter app from the list.

The Filter App contains a single Action: Only Continue If....

This action allows us to define criteria which must be met for the Zap to run.

Click Save + Continue to proceed.


Step 6: Define Filter Criteria

The next page allows us to specify conditions which must be met in order for the Zap to run. In this case, we are going to use two conditions, which must both be met: AorB must be "A", and REDorBLUE must be "Red".

Click Continue to reach the Test page, then click Test Filter to see the results.

In this case, my test Lead answered Question One with the Answer "A" (which meets our criteria), and Question Two with Answer "Blue" (which does not). This Zap would not run given the data provided by our test Lead, which is exactly the outcome we desired.

After we're finished with this Zap, we'll create three more, including the A/Blue version which would apply in the case of this Lead.

Click Add a Step to proceed.


Step 7: The Target App

Important Note: The content in this section is specific to the Infusionsoft app, and is only presented to provide a demonstration of how data can be accessed from a third party integration.

Please refer to the documentation or support site for that third party application for detailed questions or assistance with configuration of their software, service, or Zapier Action integration (Including Infusionsoft).

Select the desired target app using the Zapier search interface, then select it to continue.

We will then be presented with a choice of Actions. In this case, we'll choose Create/Update Contact. Please note that this action is specific to Infusionsoft, and may not be either present or correct for your Zap.

Click Save + Continue, then follow the on screen instructions to connect to your third party account and test the connection.

Press Save + Continue to proceed.


Step 8: Set up Template

The next page presents us with a number of options specific to our target application. In this case, we will be making use of two fields: "Email" and "Tag Names". Using the drop down menu for the email field, we are able to see the information passed to Zapier from our test Segmentation Funnel, with the data from the test user we've created listed as an example.

We'll select Email, to pass this information into the appropriate field in Infusionsoft.

Next, we'll scroll down to the Infusionsoft Tags field, and select the Tags we'd like to apply to our new Lead. Notice that the list of Tags pre-populates with the Tags we have previously set up in Infusionsoft.

As this Zap is for the A/Red case, we will apply those two tags to the lead.

In this example, we'll also mark that this Lead has chosen to opt in for marketing communication.

As this is all the information we're planning to pass to Infusionsoft for this example, we'll scroll to the bottom of the page and press Continue.

This takes us to a Test page, which displays the information which would be applied to our new Infusionsoft Lead based on the test Lead we created and the settings we've chosen for our Zap.

If we click Create & Continue, the test Lead will be created or updated in Infusionsoft with the Tags we've just assigned. 

From there, any Infusionsoft features set to make use of those tags (campaigns, reports, etc) would pick up our new Lead and act accordingly.

For more information on configuring Infusionsoft, or any other third party service, to take advantage of the user data we've just shared with it, please refer to the support documentation provided by that service.


Step 9: Repeat

Next, we need to repeat this process three times, building out Zaps for each of our Segmentation Funnel Answer sets. Click Dashboard at the top of the screen to see all of your current Zaps and create new ones. To save time, use the copy feature to duplicate this first Zap.

Then open up the new Copy and change the relevant fields (in this case, the Filter criteria and Infusionsoft Tags) to match the desired outcome for that Zap.


Step 10: Activate your Zap

Finally, use the toggle switch on the Dashboard to turn on your new Zaps and start sending data from your Segmentation Funnel to your third party service, and test all use cases to be sure everything works as expected.

Step 11: Done!

We've done it! It was a bit of work, but our valuable Lead information is now being captured in, passed through and formatted by Zapier, then received in our target application.