This guide describes how to integrate SweetProcess with Zapier.

Zapier, a web application tool that allows software and web applications to talk to one another, will help you connect your SweetProcess account to more than 500 applications, such as Slack, Mailchimp, Gmail and Evernote.

Using Zapier can allow you to do something automatically when an event happens inside SweetProcess. For example, if you want to create a new task in SweetProcess every time you an email with a specific subject or from a specific person, instead of entering the task data manually, Zapier will do all the heavy lifting in the background and automatically create it for you.

Connect your SweetProcess account to your Zapier account

If you do not have a Zapier account, create one from zapier.com. Zapier offers a basic version of their product, for free.

1. Navigate to the SweetProcess API Tokens page and create a new token.
2. Copy the newly generated token to use it on Zapier later:
   
   
3. Navigate to SweetProcess Webhooks page and click on the "Add SweetProcess to Zapier" button
   
   
4. You will then be redirected to Zapier, where you need to click on "Accept Invite & Build a Zap".
   SweetProcess Zapier integration is currently in beta.
   
   
   
   
5. After accepting the invitation, you will then be redirected to your Zaps page
   
   
6. Then click on My Apps link, to connect Zapier to your SweetProcess account. On that page search for "SweetProcess" in the apps list and click on the SweetProcess logo once it appears:
   
   
7. A window asking for your account authorization token will pop up. Fill the form field with the token you generated in Step 2 and click on "Yes, Continue".
   
   
   
   
8. Now that you have added your authorization token you will see your SweetProcess account connected to your Zapier account and ready to be used:
   
   

What SweetProcess Triggers and Actions are Supported?

Currently, we provide:
 - trigger task complete;
 - trigger task overdue;
 - trigger procedure/policy/process approved; and
 - action create task

(if you would like to see more please tell us).

• Triggers
  • Task Completed
    Will trigger when a task is completed.
    
    Available output fields:

    Field Name	Description
    Task instance ID	The ID of created task
    Task name	Name of created task
    API task instance URL	URL of the created task in SweetProcess API
    App task instance URL	URL of the created task in SweetProcess App
    Task started at	Date and time when the task was started (the first step was checked off)
    Task scheduled start date time	Date and time the task was scheduled to start
    Task completed at	Date and time the task was completed
    Task due date	Date and time the task is due
    Task template ID	The ID of created task template (Task template define common fields for a series of tasks)
    API task template URL	URL of the created task template in SweetProcess API
    Task assigner ID	The ID of the team member who created the task
    Task assigner name	The name of the team member who created the task
    Task assigner URL	The URL of the team member who created the task in SweetProcess API
    Task assigner email	The email of the team member who created the task
    Task assigned document ID	The ID of the task associated document
    Task assigned document name	The name of the task associated document
    Task assigned document type	The type of task associated document (procedure or process)
    Task assigned to teammates	A list of info about the teammates this task was assigned to
    Task assigned to teams	A list of info about the teams this task was assigned to
    Task assigned to roles	A list of info about the roles this task was assigned to

    
    
  • Task overdue
    will trigger when the task falls overdue.
    
    Available output fields:
    Same as for completed task output fields
  • Procedure/Policy/Process approved
    will trigger when a procedure/policy/process is approved
    
    Available output fields:
    
    

    Field Name	Description
    id	the id of the document
    name	document name
    content	the procedure/policy steps (not for process)
    description	procedure/process description (not for policy)
    private	false if the document is public (not for process)
    created_at	when the document was first created
    modified_at	frequently changes. When sweetprocess last checked this document
    hashid	a unique string that refers to this document
    slug	part of the url which resembles the document name
    edited_at	When last approved (or draft published if no approved version)
    approved_at	When last approved - can be blank
    html_url	the url inside the sweetprocess app for this document
    url	the API url for this document
    current_version	info about the current approved version, or draft if no approvals have been made
    author	info about the last person to approve or edit a draft for this document
    approved_by	info about person who approved the current_version
    original_author	info about person who created the document

• Actions
  • Create Task
    Create a new SweetProcess task.
    
    Available output fields:
    Same as for completed task output fields

Using the Task Completed Hook

As an example let's create a Zap which sends an email to you when a task is completed. We realise that SweetProcess itself already has this feature, but this is quite a simple example to illustrate how Zapier works without requiring any other 3rd party programs.

1. Open Zapier My Zaps page and click on the "Make a Zap!" button
2. Search for and select SweetProcess in the Trigger App list:
   
   
3. In the "Choose Trigger" page, choose the "Task Completed (Hook)" and click on "Save + Continue" button:
   
   
4. In the "Choose Account" page, choose your SweetProcess account and click on "Save + Continue":
   
   
5. In the "Test This Step" page, select a sample Task to continue. Zapier will use the sample fields values to show you example values in the next steps. Any sample Task can be chosen. Click on "Continue".
   
6. The trigger is now set up. To create an action - which will be executed on hook trigger - needs to be defined. To create a new action click on the "Add one now!" button:
   
   
7. In this example, we will create an action to send you an email when a task is completed, but you can pick a different action from the thousand of Zapier connected apps. In the "Action - Choose App" page, select the "Email" Zapier built-in-app:
   
   
8. On the "Choose Action" page choose the "Send Outbound Email" action and click on "Save + Continue":
   
   
9. In the "Edit Template" page, fill the email template fields with the task data you want to add to each email.
   Clicking on the "Insert a Field" button you will see a list of available task fields - Task Completed Hook output fields - you can use in the email template - the example values were taken from the Step 5 sample:
   
   
   Here is an example of an email template with several dynamic fields:
   When you are done editing your template, click on "Continue".
   
   
10. In the "Test this Zap" page Zapier will show an email example and will allow you to test the integration, click "Send Test to Email by Zapier". Zapier will send an email example to the email address added to the "To" field in the email template. After testing the integration click on "Finish":
    
    
11. Finally, give your Zap a name and turn it on:
    
    

Done! From now on, every time a task is completed, an email will be sent to the person you defined in the email template.

Using the Create Task Action

To understand how to use the "Create Task" action, let's create a Zap which creates a new task when a new email is sent to a specific email address. The email subject will be used as the task name.

1. Open Zapier My Zaps page and click on the "Make a Zap!" button
2. Select the "Email" built-in app in the Trigger App list:
   
3. On the "Choose Trigger" page choose the "New Inbound Email" action and click on "Save + Continue":
   
   
4. In the "Edit Options" page, define the email address which will receive the messages to create new tasks. After that click on "Continue":
   
   
5. In the "Test this Step" page, Zapier will wait for you to send a real email message to the created email address with sample data.
   You can send the email - its subject will be used as an example in action creation - or you can skip that step clicking on "Skip this Step":
   
   
6. After sending the sample email, Zapier will show you a list of received emails. Pick one and click on "Continue":
   
   
7. The trigger is now set up. To create an action - which will be executed on each received email - needs to be defined. To create a new action click on the "Add one now!" button:
   
   
   
   
8. In the "Action - Choose App" page, search for and select SweetProcess in the Trigger App list:
   
   
   
   
9. On the "Choose Action" page choose the "Create Task" action and click on "Save + Continue":
   
10. In the "Choose Account" page, choose your SweetProcess account and click on "Save + Continue":
    
    
11. In the "Edit Template" page you will map the email data (subject, body, sender, etc) with the task being created.
    In the example below the email subject will be used as task title.
    
    
    
    Clicking on the "Insert a Field" button at the right will show you a list of available fields from the received email:Click on "Continue" after filling the task fields.
    
    
12. In the "Test this Step" page, click on "Send Test to SweetProcess" to make Zapier create a task using the sample email data provided in Step 5:
    
    
    
    Zapier should create a task in your SweetProcess account and show created task data in the page.
    That data can be used in subsequent Zap actions if there any.
    
    
    Click on "Finish" to save your Zap.
    
    
13. In the last page, name your Zap and enable it to make it work:
    
    

If you need advice about integrating your SweetProcess account with Zapier, please contact us at support@sweetprocess.com and our engineers will be happy to help.