# 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. {% hint style="info" %} Those who are familiar with Zapier can directly start creating Zaps. {% endhint %} ### Key points * **Zapier** is the glue that connects [thousands of web apps](https://zapier.com/apps?utm_source=learn\&utm_medium=getting%20started%20guide\&utm_campaign=getting%20started%20chapter%20one). * **Zaps are workflows** that connect your apps, so they can work together. * **Zaps start with a trigger**—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. {% hint style="info" %} 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. {% endhint %} ### 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](https://zapier.com/sign-up/). 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](https://zapier.com/help/account/billing-pricing/understand-your-free-zapier-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" ![](/files/-M7DFLHTDYqAThqMtvdA) 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 ![](/files/-M6dOsBOt91zDLOc4aqD) After Login you will be asked to select the project you would like to connect , select the project and click on **"Add Account"** ![](/files/-M6dPUtjjowe2JBWtNa8) {% hint style="success" %} ### We have now Successfully Connected Picky Assist with Zapier. Now we need to create Zaps {% endhint %} ## 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; ![](/files/he2fEk30sIyu0GMv5yEM) ### 2nd Step Select the Picky Assist Project you have connected to Zapier then click on "Continue" button as shown below; ![](/files/F6AZhB2ZRrAFgVREiKbd) ### 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" ![](/files/Q67iJfQQGjhELQsvqkDm) {% hint style="danger" %} 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" {% endhint %} #### **Mobile Number** This is where you need to map the mobile number from your previous configured application ![](/files/Auj9JI29hnLbmuxqtwWA) {% hint style="info" %} 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. {% endhint %} #### **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 ![](/files/eDJFfbTcGmDyFXWefd7u) #### **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 ![](/files/vetjkMssv3wZnJACi6h3) {% hint style="info" %} 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](https://help.pickyassist.com/api-documentation-v2/push-api/sending-media-attachments-push#supported-media-files) in WhatsApp, if you are sending sticker then please follow the [guidelines](https://help.pickyassist.com/api-documentation-v2/push-api/sending-stickers) {% endhint %} #### **Test & Continue** Now click on "Test & Continue" to complete the configuration ![](/files/clMsyuiwMeN1UTtvNKi0) #### **Turn on the Zap** If you are seeing the test as Sucess then you need to Turn On the Zap to start this working. ![](/files/YtdVj9yMJpWkZVG3GfZ6) ## 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 ; ![ ](/files/1Peq8tPU2ne9Yor387gi) ### 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 ![](/files/X2Eeg7VLMxKjjd9GMz7j) ### 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 ![](/files/N1CC3aKFGmx9qF4VMwhE) ### 4th Step - Test Trigger Click on the "Test Trigger" to complete the setup ![](/files/bbUUajtHsT6T3gEKAyBE) ### 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 ![](/files/GK6yTmv8SoZwCjnzP59e) ### 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; ![](/files/X2r9RJAQ9H759gYzYmTU) ## 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)** ![](/files/-M6f7fzlVhBRWfjiMZf6) ### **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 ![](/files/e2PtfjnLTc9Vkd5mzbF1) ### **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; 1. [User Smart Replies](#use-smart-replies) 2. [Send All Messages to Zapier](#send-all-messages-to-zapier) 3. [Don't Push any message to Zapier](#send-all-messages-to-zapier) #### **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"** {% hint style="warning" %} 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. {% endhint %} ![](/files/yInKdrH3jnwHJnn32Ki4) #### **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. ![](/files/HF5OzXyppqP4C4mYB6av) #### 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 {% embed url="" %} ### --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://help.pickyassist.com/setting-up-guide/setting-up-ad-ons/setting-up-zapier.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.