What is Zapier, and why do I need to use it?

Zapier allows you to connect multiple apps together to automate a function. You can use this to link Synup's Scan tool to any CRM tool of your choice. If you're unsure about what exactly Zapier does, take a look at the following example.

Let's say that you want to send an email to a friend every time you earn a new Instagram follower. It a tedious task to wait for a new follower, then send an email to a friend every single time this happens. So, what do you do when you're in a situation like this where you'd rather automate the process?

You can use Zapier to solve this problem. Zapier allows you to select 'gaining a new follower on Instagram' as the trigger and 'sending an email to my friend' as an action to be carried out as a result of the trigger. Once you're done configuring this, a mail will be sent out to your friend every time your follower count on Instagram goes up.

We need to set up Zapier to create a new lead on your CRM software every time a listings scan is run by a business on Synup's white-labeled scan tool. For this case, we'll be choosing Zapier's Email Parser for the trigger and the CRM tool of your choice(e.g.Salesforce, Base CRM, Zoho CRM, etc.) for the action. The reason for our choice of Zapier's Email Parser as the trigger will be explained later in this article.

Below are step-by-step instructions to link Synup's white-labeled scan tool with the CRM tool of your choice using Zapier.

Before kicking things off, you’ll be required to create an account with zapier.com. Just head to the website and sign up. The process is quite self-explanatory.

Configuring the Email Parser with Zapier:

Step 1:

After signing up on zapier.com, you’ll be taken to Zapier’s dashboard which will look similar to the image below.

Click on the icon that says ‘MAKE A ZAP!’

Step 2:

You’ll be taken to a page that looks similar to the image below once you click on ‘MAKE A ZAP!’

On this page, click on ‘Choose App’ beneath ‘1. Set Up This Step’.

Step 3:

Search for ‘Email Parser by Zapier’ and click on its icon under ‘Choose a Trigger App’.

Now, you're probably thinking, ‘Why are we using the Email Parser as the trigger when it should actually be Synup's Scan Tool?’

Not all apps can be used to set a trigger/action on Zapier. Because of this, Synup's Scan tool cannot be used directly to trigger an action on Zapier. However, there is a workaround.

Whenever a business runs a report using the scan tool, an email containing the details of the business is generated by the scan tool. We can use Zapier’s Email Parser to take advantage of this and automate the process of adding leads directly to the CRM software from the scan tool by sending a mail containing the relevant information to Zapier's Email Parser.

Before we proceed with the next step on Zapier, let us first configure the Email Parser. To do this:

1. Head over to parser.zapier.com and sign up.
   
   
2. After signing up, you'll be required to choose/create a mailbox that will store any incoming emails and parses the data from them. We'll look at this a few steps down the line.
   
   
   
   
3. Once you're done creating a mailbox, you'll be given a unique mailbox ID that you can use to send the Email Parser emails from Synup's scan tool. The mailbox ID is generally in a format that resembles "example123@robot.zapier.com".
   
   
4. Now, log in to your Synup Account, and click on the Account tab in the top right corner. Click Settings and then click Agency Settings in the left navigation panel. 
   

1. Click the Scan Tool tab to access your tool settings. In the field named 'Agency Email', enter the email ID that was generated when you created a mailbox in Zapier's Email Parser.
   
   
   
   Copying your Email Parser's mailbox ID in this field means that every mail that is generated after someone runs a scan on Synup's white-labeled scan tool will now be sent to Zapier's Email Parser.
   
   
2. Run a scan with any business details of your choice on Synup's white-labeled scan tool. This step is carried out just to see the mail in the Email Parser. Ideally, you should be receiving an email on the Email Parser's mailbox that looks like this. The details have been blurred out for privacy purposes.
   
   
   
   
   
3. As it is explained on the Email Parser's website, you can now highlight parts of the email and define the attributes for it. Look at the fields on the CRM tool if necessary for reference, highlight the relevant data in the mailbox, and name them as per your convenience. You can check out the homepage of https://parser.zapier.com/ to understand how you can extract data and label them.
   
   
   
4. Once you're done defining the text and labeling them suitably in the mail, you're set to resume setting up the trigger step on Zapier.

Step 4:

Now that the Email Parser by Zapier is configured, let us resume making a Zap on Zapier’s website.

Choose the option that says ‘New Email’ as the trigger for your Zap.

This will notify Zapier to create a new lead every time someone runs a listings scan using Synup’s white-labeled scan tool on your website. Click on Save+Continue to move on to the next step.

Step 5:

You’ll be asked to select an ‘Email Parser by Zapier account’, next.

Click on ‘Connect a New Account’, and log in to your parser.zapier.com account to add it to the Zap, if you don't have one connected already.

Click on Save+Continue once you’ve connected the accounts.

Step 6:

Choose the Mailbox that you want to use for this particular Zap. In case you’ve created more than one mailbox, this step will allow you to choose the right mailbox for this Zap.

In case you don't see anything appearing in here, you can click on this button to reload the options.

Once you’ve chosen the right mailbox, click on Save+Continue.

Step 7:

Zapier will now check for a mail in your mailbox to see the attributes that you've defined.

Once Zapier has tested the email, you’ll come across a screen similar to the image below.

You can click on ‘view email’ to see how Zapier had identified the attributes that you’ve specified in the email.

To finish setting up the trigger step, click on 'Continue'.

Configuring your CRM Tool with Zapier:

Once you’re done setting up the Email Parser, you can add the CRM tool of your choice and start using Zapier to automate this process.

Step 1:

The first step is choosing the app in which you want Zapier to perform the action. Choose Base (or the CRM of your choice) from this list. Since you could be using one of many CRM tools, we’ll illustrate this example using Base CRM.

Configuring the CRM tool in Zapier requires a similar process regardless of the CRM tool that you use. The following steps are written for Base CRM. The options/fields available will be different for different CRM softwares. Please do ensure that you choose the field that is most similar to the one illustrated in our example.

Step 2:

Click on ‘New Lead/Contact’ (or the equivalent of this on your CRM) and click on ‘Save+Continue’.

Step 3:

In the next step, you’ll be required to connect your CRM software’s account with Zapier.

Click on ‘Connect a New Account’ and log in to your CRM tool to connect it with Zapier

Step 4:

The next step is key to automatically add leads to your CRM software from the scan tool. Map the attributes that we used to define the business’ name, phone number, address and other such details to fields in your CRM software.

To do this, click on the ‘Insert a Field’ icon and select the attribute relevant to the field. All the attributes that you defined in parser.zapier.com will appear in the drop-down box with the prefix as 'Parse Output'. For example, in the field titled 'Business Type', choose the parse output option for the business type. In the image below, 'Parse Output Biztype' appears because we defined the business type attribute in parser.zapier.com as 'biztype'.

Once you're done with mapping all the fields to different attributes, click on 'Continue' to move on to the next page.

Step 5:

Zapier will then show a list of fields that you've not mapped with an attribute, and mention that the fields have been omitted as optional.

You can check whether you have missed any fields in this window as well. Once you're done, click on 'Create & Continue' to move to the next step.

Step 6:

Once you are done testing Base, you can click on 'Finish' to complete configuring the CRM tool create a new lead every time a scan is run. Make sure you turn the zap on by clicking the button on the top right corner to get it up and running.

We hope that you found this article helpful!

If you have any further queries, mail to us at support@synup.com, and we'll get back to you at the earliest.