Understanding and Setting Up Zaps

Use Zapier to create workflows connecting other tools in your MarTech stack

A "Zap" is a specific command that connects two systems using Zapier's three classes of interactions: Triggers, Actions, and Filters:

  • Triggers are what sets off a chain of events. This is used when Circa is your source.
  • Actions are what you can do in Circa. This is used when Circa is your destination.
  • Search commands returns lists or lookup values in order to connect important data pieces together.

In addition to these interactions that are built by Circa, Zapier has several native steps to help:

  • Path steps allow conditional logic or branching, so that you can have a single workflow for multiple outcome.
  • Filter steps allow for event triggers to be filtered for specific conditions, when you only have one set of rules to apply.
  • Format allows you to transform your data so that it is prepared to use at your destination.
  • Delay allows you to scheduled your Zap for completion so that it doesn't run in real time.

Zapier allows you to decide how other systems bring information in to Circa, and how Circa sends information to other systems. Any custom fields you have created are available inside Zapier as well, so you can expand the functionality of Circa almost infinitely, shaping it to your unique business processes.

Before you start setting up Zaps, you should engage in a basic exercise:

  1. List the tools you use regularly and what they do
  2. List any documents or spreadsheets you have to keep up to date regularly
  3. List any other pain points you would like to get rid of
  4. Any business logic you need to implement in those steps
  5. Think about where you have that data and where you'd like it to go. Circa can be a source or destination.

Now that you have these in mind, you can start setting up Zaps. This can be done in three ways:

  • You can use a "Recipe" that we have made. Recipes are pre-made Zaps that connect Circa to other popular tools, and already have the field mapping configured. Even if you're using custom fields, this is probably where you'll want to start because it will save you time and map Circa's default fields across applications correctly.
  • You can write success to request a new recipe. We'll happily create a new one for you if you don't see the one you need.
  • You can create your own from scratch. This is unlikely to be the easiest solution, but may be called for in some special cases.

Keep in mind that events are only recognized in the system they happen in, so if you want to keep two systems synchronized you'll need a Zap for each direction. Circa has Zap pairs to handle this in our recipes. 

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