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This article will cover:
Prerequisites
To successfully complete this integration, you will need:
A Gmail account.
Connecteam account with an Advanced plan or higher.
A field in your form that includes an email address. For example, a field called Direct Manager's Email in which users need to insert their manager's email address.
⚠️ Important: Before setting up the Zap, submit a 'dummy' form entry in your Connecteam account, as it is needed to configure the new Zap.
Step by Step: Setting up the Automation on Zapier
Before we begin it's important to note that each connection/automation made through Zapier is known as a Zap. Every Zap consists of a trigger and one or more actions. A trigger is an event that starts a Zap, and an action is an event a Zap performs. In our example, the trigger is a new form entry submitted in Connecteam, while the action is an email being sent to the relevant recipient's Gmail account
Step 1: Connect to your Zapier account and create a new Zap
Step 2: Select the Trigger App. Click on the trigger rectangle and select Connecteam.
In the Setup tab, choose your relevant Connecteam account and select New Form Submission as the trigger event. Note that if this is your first time connecting to Zapier, you will be asked to enter your Zapier API key which can be acquired by clicking on your avatar at the top right > Settings > API & Integrations and then generating your Zapier API Key to copy into Zapier. Finally, click on Continue.
Take a look at the setup stage below!
In the Configure stage, select the relevant form from the dropdown options, and click Continue when done.
Next, click on the Test Trigger button and click on Find new records. select the relevant submission from Connecteam in order to test it, and click Continue with selected record.
Step 3: It's time to create the Action. Start by selecting Gmail from the list of apps.
In the setup stage, choose the Action Event. In this case, choose the Send Email action. Next, connect to your Gmail account, and click on Continue.
In the configure tab make sure to insert at least the following mandatory information by clicking on the + icon next to each field:
Recipient (To) - select the email address that will receive the new Email. Click on the + sign and select the field in the Form that includes the relevant Email address (for example, the Direct Manager's Email field).
From - Select the email address of the user who submitted the form.
Subject - The subject that will appear in the Email.
Body - The text that will appear in the Email.
Finally, Test the Action. Click on the Test Step button. After the test is finished you should see an indication that a message was sent to Gmail which means the test was successful.
Viewing Your Zap In Action: How the Email Looks Like in Gmail After Creating the User.
After completing the Zap, the new email should appear in the Gmail account you selected!
Congratulations! You have successfully set up the integration with Zapier. Any new user in Connecteam will now automatically send a new Email in Gmail, streamlining your workflow and enhancing efficiency!
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