Setting Up Zapier

Introduction

Zapier allows you to send and receive WhatsApp / SMS from Picky Assist and 2000+ 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 triggerโ€”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

Settings In Picky Assist

When a new WhatsApp / SMS is received in the picky assist project you need to do some settings to push it to the correct Zap.

Go to Settings -> App (Tab) -> Settings (Button)

A popup will open as shown below

Channel Select the Channel from which the messages should be pushed to Zapier

Push Action User Smart Replies This will listen to smart replies "Smart Actions" which helps you to conditionally create triggers like on matching a keyword you can take certain actions

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.

Configuring with Smart Replies -> Smart Actions

In order to trigger the Zap conditionally you need to first set "Use Smart Replies" in the Push Action then go to Smart Replies and Tap on + button and from the push action select "Push to Zapier" and Select the "Connected Zap"

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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