UXi has several built-in form add-ons that allow our form submissions to be fed to commonly used third-party software like MailChimp, Zoho, or Email Marketing 360. These are available from the UXi Add-ons page on the dashboard.
However, there is often a need to connect one of our forms to a third-party software that is not listed on the UXi Add-ons. Zapier is a great solution for times like this. It allows us to connect our forms to a huge list of third-parties.
Connections between these two softwares are called Zaps.
- Each Zap is made of two parts; a trigger and an action.
- The Trigger happens when a user does something in one software.
The Action is the result in the second software.
Below are step-by-step instructions on how to build a Zap. Each third-party software will have slight differences, so its important to test!
1. Install the Gravity Forms Zapier add-on
From the UXi add-on's screen, select the Zapier add-on and click Add.
2. Create Your Form
Once the add-on is activated, the first step in integrating with Zapier is going to be creating the form. By doing this, the list of fields associated with that form are up to date when you are configuring your Zapier settings on the Zapier dashboard.
3. Use Gravity Forms as a Trigger
Trigger steps are the part of your automations that tell your Zaps when to run. The first step is setting Gravity Forms as the trigger for your Zap.
- Log-in to Zapier.
- Click Make a Zap on the Zapier dashboard.
- Begore choosing a trigger, name Your Zap in the top left corner of the Zapier dashboard.
Give the Zap a name that'll differentiate it from any others used on the same site. Name the Zap using this format:
M number - Client Name - Function of Zap
So for example, a Zap to send 'Bill's Billiards' Contact Us form entries sent to Infusionsoft, the Zap would be named as follows:
M12345 - Bills Billiards - Send Contact Us form Submissions to Infusionsoft CRM
- Choose a Trigger App. Select Gravity Forms, then New Form Submission.
- When given the API key, copy it.
- Navigate back to the Gravity Forms dashboard and click Form Settings on the form you're integrating. From the Zapier Feeds page, click Add New.
- Here, on the Zapier webhook settings, paste the webhook URL and the Zap Name in the appropriate fields, set the feed to Active, and Save Zapier Feed.
- Back on the Zapier dashboard, click Ok, I did this.
4. Submit form entry to prepare the data feed
- When the feed has been saved on the UXi dashboard, navigate to the page using the form and submit a form entry. The data submitted will be used to map data from the form entry to the third-party.
- On the Zapier 'Pick A Sample To Set Up Your Zap' dashboard, select the form entry that was just submitted.
- Click Continue.
5. Choose an Action App
Now its time to select a destination for the data being pulled from the form entry.
- On the Zapier 'Choose an Action App' dashboard, search for the third-party software. Click on it to move on to configure the action.
- On the resulting page, a list of available actions will display. Select the applicable action to take with each new form entry.
While creating feeds for UXi form submissions, the most common actions are things like 'Add/Update Subscriber' or 'Create New Contact'.
- Then click Save + Continue
6. Link the Zapier account to the third-party software
- Click Connect an Account.
- Enter the details requested by Zapier and click Log in. *This is usually a username / email.
- Test the newly added account by clicking Test. If it responds as successful, click Save + Continue.
7. Map the data from form submission to third-party
On the next screen, use dropdown lists to map the data for each field. The options available for mapping the data will depend on the third-party software, but the premise is the same: The first name field from the form is mapped to first name in the software, the last name field from the form is mapped to last name in the software, and so on.
- For each field, use the dropdown list icon on the right side to display data submitted in the form entry.
- Select the field from the recently made submission. *You should be seeing the data from the test form entry made in step 4.1. Any time dynamic data from the submission is used, the result will be green highlighted text.
- Click Continue.
- Review the sample data on the next screen.
- If it seems to be missing anything, click Edit Template in the let column to make further revisions.
- Once the data looks complete, click Send Test.
The next screen will display the result of the Test Zap. Use the info shown here to double-check the data being sent to the third-party software. When you're happy with the data, click Finish
- Move the Zap into its corresponding folder
- IMPORTANT: Turn the Zap On
The Zap is not running until it's been turned on!