Setting Up Zapier

Introduction

Zapier allows you to send and receive WhatsApp / SMS from Picky Assist and 3000+ apps. Let's understand how it works.
Those who are familiar with Zapier can directly start creating Zaps.

Key points

  • Zapier is the glue that connects thousands of web apps.
  • Zaps are workflows that connect your apps, so they can work together.
  • Zaps start with a triggerβ€”an event in one of your apps that kicks off your workflow.
  • Zaps automate tasks in the background, so you can focus on more important work.

What is Zapier?

Zapier is an online automation tool that connects your favorite apps, such as Zoho CRM, Google Forms, Google Sheets, Facebook Leads and more. You can connect two or more apps to automate repetitive tasks without coding or relying on developers to build the integration. It's easy enough that anyone can build their own app workflows with just a few clicks.

Examples

Productivity : when someone submits a "Google Form / Typeform" sends an acknowledgment to the user via WhatsApp and alert your Sales rep through WhatsApp.
E-commerce : when a new order is ready to ship in your "Shopify, WooCommerce, Magento" site send the shipping alert via WhatsApp / SMS.
Billing / Accounting : when a new invoice is generated in your "Quick Books / Keap" send it through WhatsApp / SMS to the user for quick payment.
CRM : when a new lead is created or updated the lead status in "Zoho CRM / HubSpot / PipeDrive" send a WhatsApp message to the user or agent
Customer Support : when a new message received in your WhatsApp convert it as Ticket in "Zoho Desk, / Zendesk / Freshdesk"
Calendars : when a new event is created in your "Calendly / Google Calendar" send a WhatsApp message to the customer / agent.
Leads : when a new lead is created in "Facebook Lead Form / Linkedin Lead" Form send a WhatsApp message to the Sales Rep and close the deal instantly.

Common Terms

Zap

A Zap is an automated workflow between your apps. For example, you may have a Zap that sends a WhatsApp message to your Sales Rep whenever a new Facebook Lead is Created. Zaps consist of at least two parts: a trigger and one or more actions here

Trigger

A trigger is the event in an app that starts the Zap. Once you set up a Zap, Zapier will monitor the app for that event. For example when a new lead is created in facebook ad form is the trigger

Action

An action is the event that completes the Zap. For example sending a WhatsApp message in the above case is the action.
Trigger & Action combines creates a Zap, you can create different Zaps as per the requirements. Zap's can be mapped with Picky Assist Smart Replies so that you can conditionally execute the Zaps for example matching certain keywords in the WhatsApp Message can trigger the Zap you created.

Create a Zapier account

Now you're ready to start creating Zaps. The first thing you'll need to do is sign up for a free account. Type in your name, email address, and a password. You'll now have access to the Zapier core features forever and many of our paid features for 14 days. Learn more about your free trial.

Getting Start

Go to Zapier and Search for Picky Assist then connect and do the authentication as shown below ;

Connect Zapier with Picky Assist (Authentication)

Now let's connect the Zapier with Picky Assist , you can connect the Zapier into any active projects of Picky Assist
Go to "My App" in Zapier and Search for "Picky Assist"
A new window will open and you need to login using your picky assist username and password then select the project you would like to connect with Picky Assist
After Login you will be asked to select the project you would like to connect , select the project and click on "Add Account"

We have now Successfully Connected Picky Assist with Zapier. Now we need to create Zaps

Sending A WhatsApp Message (Action)

In order to send a WhatsApp Message when an event happens in any of your connected application you need to setup a Zap in Action Mode i.e when an trigger (first step) happens take an action (second or other steps)

1st Step

Select Picky Assist from the App List then select "Send Message" as Action Event as shown below;

2nd Step

Select the Picky Assist Project you have connected to Zapier then click on "Continue" button as shown below;

3rd Step

Here you need to configure your outgoing message details as show below;

Application

Please select from which Channel you would like to send WhatsApp Message, if you are using WhatsApp Web Automation i.e you scanned the QR Code and connected your WhatsApp then please make sure you have selected the application as "WhatsApp Web Automation"
Wrong selection of Application will fail sending messages, if you are using WhatsApp Official Channel i.e then you must select "WhatsApp Official Business Account as Channel"

Mobile Number

This is where you need to map the mobile number from your previous configured application
Please make sure your mobile number is followed by the country code without 0 or +, in case if the mobile number is not followed by the country code you can manually add the country code before the mobile number field but this works only if you are sending message only to one country.

Message Body

This is where you need to draft your message body, you can dynamically add information from your previous step to make it personalised

Sending Media Files or Stickers

If you wish to send a media file or send the media file as sticker then please pass the public URL of your media file
Please make sure the media URL is public and don't have any redirection loops, also make sure the media you are trying to send is as per the limit of maximum allowed in WhatsApp, if you are sending sticker then please follow the guidelines

Test & Continue

Now click on "Test & Continue" to complete the configuration

Turn on the Zap

If you are seeing the test as Sucess then you need to Turn On the Zap to start this working.

Receiving a WhatsApp Message (Trigger)

If you want to receive a WhatsApp message in your Zapier as a trigger then you need to first create a Zap as Trigger i.e the first step in your Zapier Zap should be the Picky Assist

1st Step - Select Trigger Event

The 1st step is create a new Zap in the Zapier and select Picky Assist in Trigger mode as shown below ;

2nd Step - Choose Project

You need to select the Picky Assist Project you would like to connect, so whenever a WhatsApp message comes it will send the message along with other details to the Zapier instantly

3rd Step - Give Zap A Name

This is the important step where you need to give a name to the Zap when you are configuring the Zapier with Picky Assist you will see the name entered by you

4th Step - Test Trigger

Click on the "Test Trigger" to complete the setup

Sucess

If you are seeing a screen as shown below then it means the trigger setup is completed and you need to move to next step to configure Action "it can be any other apps" click on "Continue" to complete the setup

Mapping the Incoming Message Details in the Action Step

Once the trigger configuration is completed you need to create another Action step in your Zap i.e what action should be taken whenever you receive a WhatsApp Number, you will able to see all the message details like message body, media URL, mobile number etc
You can map this with any other application field as shown below;

Settings In Picky Assist

Now you need to do some settings in your Picky Assist to complete the setup
Go to Settings -> App (Tab) -> Settings (Button)

1st Step - Select Channel

A popup will open as shown below where you need to Select the Channel from which the incoming messages should send to Zapier

2nd Step - Push Action

Push action settings help you to decide when the incoming messages pushed to the Zapier, we have 3 push actions available, you need to select the push action as per your requirements;

Use Smart Replies

If you configure this as push action then it help you to configure the Zapier with the Picky Assist Smart Replies product which helps you to conditionally trigger the Zap whenever it matches a question the Smart Replies
Go to Smart Replies -> Select a Question -> Then Click on + Icon to Add Smart Actions from then select "Push to Zapier" action and Select the "Connected Zap"
If you wish to push the message history then please select the time period as well, keep "none" if you don't want to send the message history then the system will send only the last message you received.

Send All Messages to Zapier

This will push all incoming messages from the selected channel to Zapier , you need to select which Zap should handle the incoming messages , all zaps connected will be listed here under "Connected Zaps" , you can also specify the message history period if you wish to get message history.
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Don't Push any message to Zapier

When this push method is selected we will not send any incoming messages to your Zapier

Sample Google Form Integration with WhatsApp

Watch the below video which shows how Google Form can be integrated with WhatsApp in just 2 minutes. This will send thank you message to the customer and a message to the sale executive for instant followup

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