commonsku & Zapier

commonsku's Zapier integration allows project information to pass over to 7,000+ apps without any coding needed.

commonsku's Zapier integration has 3 outbound Triggers and 2 Actions  that will pass information like project name and numbers, assigned reps, budgets, and sales order status.

On this page:

Overview

How to connect to Zapier

commonsku > Zapier Triggers 

Actions

Logic

FAQ

Overview

Zapier serves as a workflow automation tool that seamlessly connects commonsku with various applications you utilize regularly. By automating straightforward updates and tasks, it alleviates the burden of your daily To-Do list, allowing you to redirect your focus toward more complex and significant responsibilities.

With Zaps, you can automate repetitive tasks without the need for coding, ultimately saving both time and resources. With Zapier, you can streamline a simple task, such as receiving a Slack notification whenever your Google Sheet is modified, or establish a comprehensive automated system, like a sales lead management workflow.

Zaps can execute these processes on your behalf. This automation enables you to devote your attention to other critical tasks. 

Additionally, if you’re subscribed to an Advanced or Enterprise plan, you have the capability to share and collaborate on your Zaps with fellow account members, fostering enhanced productivity across your organization.

Key terms: 

1. Zaps

2. Triggers 

Zaps

Zaps are workflows that connect your apps. They consist of a trigger, which is an event that starts a Zap, and one or more actions, which are events the Zap performs. When you publish your Zap, it will run the action steps every time the trigger event occurs.

Click here to access Zapier's Knowledge base to learn more about Zaps.

Triggers 

A trigger is an event that starts your workflow and causes the function to run. These events are tied to statuses and events in commonsku that will happen throughout your workflow naturally. 

How to connect to Zapier

You will need the following to connect to Zapier: 

1. An Advanced or Enterprise subscription 
2. An Admin role in commonsku

Once you have the following, you can find commonsku in Zapier's connected apps to be connected. 

 

To connect to Zapier:

1. Start by creating an account on Zapier and logging in to your account.
2. Create a new Zap and select commonsku beta  as the application for your Trigger.
3. Choose the Trigger event you wish to use, then select your commonsku account. (Ensure you are logged into commonsku first; if not, you will be prompted to log in.)
4. Click the option Allow to grant Zapier permission to integrate with commonsku.

commonsku > Zapier Triggers 

Currently, commonsku has 3 triggers that we send to Zapier to trigger Zaps.

1. New Project Trigger
2. Order Email Sent Trigger
3. Sales Order Status Change Trigger
   
   

New Project Trigger

When you create a new project in commonsku, this event will trigger any Zap starting with this trigger. This will pass project information to Zapier which can be sent to your other apps that you are integrating with.

Example:
A useful workflow involves creating a Deal in HubSpot whenever you establish a Project in commonsku. This practice helps ensure that your sales pipeline information remains synchronized across both platforms. For optimal functionality, it is advisable to add the Project Number to a custom data field in HubSpot, specifically labeled as Deal Information - Project Number or Project Id.

By doing so, you will be equipped to reference the Project Number for future status updates in additional Zaps.

This process encompasses project overview data, particularly information found under your Project Info.

 

Order Email Sent Trigger

This trigger activates when specific emails containing order information are sent to your clients. The types of emails that will initiate this trigger include:

1. Presentation Email
2. Estimate Email
3. Sales Order Email
4. Invoice Email

 

Sales Order Status Change Trigger

This trigger activates when the Sales Order Status is updated.

Example:

This is often used to keep track of the status of a project in other systems or updating the stage of a deal in HubSpot as the sales order progresses in commonsku.

You will likely have to use logic actions such as Filter or Path to ensure that the deal stage updates appropriately based on the sales order status in commonsku.

Actions

In addition to the ability to create triggers in commonsku, you can also initiate actions from other applications directly into commonsku. Unlike triggers, which start a workflow, actions represent the results or outcomes of a workflow. Currently, there are 2  Actions available for use from Zapier into commonsku, allowing you to perform specific tasks on your project from an external system: 

1. Add a Tag to a Project
2. Add a Note to a Project

Add a Tag to a Project

This action allows you to set a tag on a project from outside commonsku. This could be a first time purchaser tag or for program work. This could also be campaign association so that you don’t have to remember to do this manually.

Add a Note to a Project

This action allows you to add a comment to a project from outside of commonsku. This could be important information that you receive in HubSpot about the client or order and keeps your communication in both places.

 

Logic 

Understanding the logic behind these workflows is essential, as it can be the most intricate aspect of setup. Proper logic configuration helps prevent unnecessary workflow activations, ensuring that updates occur only when desired.

In Zapier, there are two primary logic actions to consider:

1. Paths, which allow for multiple potential outcomes based on varying criteria

2. Filters, which designate a single path based on specific conditions

Consider these as a conditional statement, often described as "If This, or Then."

IF: The Sales Order Email is (order_type ==) “Estimate”

THEN: Do something with the information (Update HubSpot deal status to “estimate)

FAQ

• Do I need specific permissions to access Zapier?
• Can we use Zapier to pass information from a third-party app back to commonsku?
• Do you have a Zapier contact?

Do I need specific permissions to access Zapier?

This feature is only available for the Advanced or Enterprise package. The user would also need the Connect Zapier permission to use this feature.

Can we use Zapier to pass information from a third-party app back to commonsku?

We have 3 outbound triggers and the 2 actions inbound. We do plan on expanding this over time and would love your feature requests and suggestions which you can submit in Zapier.

Do you have a Zapier contact?

While we do not have a main point of contact from Zapier, you can access their help articles or reach out to their Support team. We also have a partnership with PromoPilot who can help you with automation journey with Zapier!