Zap! Designing Triggers and Actions for your Surveys with Zapier

Zapier

Hello everyone!  We are proud to announce that FluidSurveys has become integrated with Zapier and can be used with all user accounts.  Zapier is an online tool that gives you the ability to automate tasks between your online services and applications.  This is an incredibly useful tool for FluidSurveys users because it allows for the easy creation of triggers and actions in the form of ‘Zaps,’ which require no coding experience.  For this blog, we thought it would be great to tell you why Zaps are so powerful and walk you through using Zapier with your FluidSurveys account so you can utilize this new tool with your online survey research!

Why use Zapier?

The options Zapier provides FluidSurveys users are incredible.  This is because, Zaps work a lot like FluidSurveys triggers but are much more powerful.  FluidSurveys triggers allow you to automatically send emails to respondents who view or complete surveys, whereas Zapier provides you much more flexibility by allowing you to send triggers based on specific question responses.

Even more impressive, Zapier allows you to integrate FluidSurveys with over 160 different online software tools.  This is so useful because you have the ability to make an event in FluidSurveys trigger an action in another online tool, or make an event in an online survey tool trigger an action in FluidSurveys.

Examples of FluidSurveys Zaps

Here are just two examples of great ways to use Zaps in order to take your online surveying skills to the next level:

1)      Say you have a workplace survey where you are asking generic questions suitable for the whole company staff.  Within that survey, you can have a question that asks for the employee to reveal which department of the company they work in.  You would then be able to set up a Zap that automatically sends an email to that employee containing a link to a new survey made to address issues specific to his/her selected department.  This makes organizing surveys faster and easier!

2)      Since Zaps allow a trigger from one online survey tool to set off an action in another, it is possible to create a FluidSurveys Zap to automatically send a survey to any person who comments on your blog.  To do this, you would select WordPress as my ‘Trigger Service’ and FluidSurveys as my ‘Action Service.’ Say you did not want to send them a survey right away, you could select to add the commenter to your contact list for a future survey.  As shown in the picture below, the actions you can choose from in a Zap are very flexible!

WordPress/FluidSurveys

Now that we know how great this online tool can be for online surveying, let me walk you through how to create your own Zap like outlined in example 1.

Creating a Zap

For the purposes of this walk through  we are going to make a Zap that will send an email only to respondents that answer the following question correctly:

  • Which of the following animals is not a mammal?
    • Monkey
    • Whale
    • Snake
    • Cheetah

The first step is to create your free account on Zapier (click here to create an account).  Once in your account, click ‘Dashboard’ in the top bar menu and then on the resulting page select the red “Create a New Zap” button in the top right corner.  This should bring you to a page that looks like the screen shot below.

1) Pick your Trigger and Action for this Zap

Zapier Step 1

This first step in the setup is asking for which two tools you would like integrated.  Basically, ‘Trigger Service’ asks you to select the tool that will set into motion the Zap, and the ‘Action Service’ refers to the tool that will carry out the Zap.  In the case of our example both services will be FluidSurveys.

After selecting both your ‘Trigger Service’ and ‘Action Service,’ under both respective services you will be able to select from a list of possible triggers and a list of possible actions.  Since we want a specific question’s response to trigger an email of a new survey, our page would look like this:

Zapier Step 1 (2)

2-3) Selecting an Account Trigger and Action

After clicking the ‘Continue’ button, step two and three require you to select the FluidSurveys account you would like to integrate your Zap’s trigger and action with.  To complete this task correctly, you must choose the account that contains the survey that you wish to set off the trigger in step 2.  Then select the account that holds the new survey you want the trigger to send in step three.  In this case, both are held in my one account and therefore our selections for both steps are the same.  Here is what the page should look like:

Zapier Steps 2 & 3

You will notice that, if you select ‘Connect a different FluidSurveys Account,’ you will be asked to provide four pieces of information:

  1. Account Name:  This can be any title you want to give this account, and will be referred to under this name in Zapier for future selection.
  2. Password:  This refers to the password you use to log into your FluidSurveys account.
  3. API Key: This is a code found in your FluidSurveys account.  To access it, go to your ‘User Account’ (your name at the top right of your FluidSurveys page) and select ‘User Preferences’ from the drop down menu.  Your API User Key will be at the bottom of the ‘User Preferences’ column.
  4. Domain: This is the domain of your FluidSurveys Account (ex: fluidsurvey.com).

Once this is completed, you are ready to move on to the next step.

4) Filter your Completed Responses

This step asks you to select the survey that you want the Zap’s trigger to be integrated with.  In this case, our survey is called ‘Zapier Example Survey.’  After selecting your survey, you must click the ‘Add Custom Feature’ in order to make the trigger react to specific question responses.  Your screen should now look like this:

Zapier Step 4

Before setting up your ‘Custom Filters,’ it is important to make sure you have marked your survey questions with identifiers, as this is how they will appear on the ‘Field’ drop down list.  You can also add as many filters as you like by clicking ‘Add OR Filter.’  When making your filter there will be three sections:

  1. Field: The identifier for the question that decides whether the trigger should be sent to the respondent or not.  In this case our ‘Field’ will be ‘animal_type.’
  2. A classification that defines what the value should be in order to set off the trigger.  In this case our classification will be ‘(Text) Exactly matches.’
  3. Value: The response or value of the ‘Field’ that when matched with the classification should trigger the ‘Zap.  In this example our ‘Value’ will be ‘Snake.’

It is also important to note that if the selected survey has never been used on Zapier before, Zapier will ask for you to complete a brand new response before creating your ‘Custom Filters.’ This is necessary so the online tool can collect the information on the questions in the survey. To do so, click on the ‘Field’ drop down and select the box on top of the list saying ‘We’re using fake data. Load real data here.’ Clicking this box will open a pop-up box with instructions. Follow the steps by completing a new response and clicking the ‘Ok, I did this’ button and then the ‘Get completed responses’ button. Done successfully, the pop-up should look like this:

Zapier Pop-up

Once this is completed, your ‘Field’ drop down list should include all the question identifiers in your survey as well as other unique information (Language, ID, etc.).  At this point, you are free to select your ‘Field,’ classification and type the desired ‘Value.’

Since our example only calls for the respondent to answer one question correctly in order to trigger the follow-up survey, there is only one filter.  It should look like this:

Zapier Step 4 (2)

5) Create Your Survey Invitation

For this step, you are asked to fill out seven fields that will structure the email invitations that will be sent by your Zap.  They are as follows:

  1. Survey: The new survey you would like sent with the triggered email.
  2. Subject: The title that will appear for your email subject line.
  3. Message: The message that the email will contain. Including the link to the new survey.
  4. Sender Name: The person or company providing the email.
  5. Name: The person receiving the email.  If you are sending the email to all respondents that meet your custom filter, as is the case in the example simply select ‘Invite Name’ from the drop down menu in this field.
  6. Email: The email address of the person receiving the Zap. As with the ‘Name’ field, if you are sending the email to all respondents that meet your custom filter, select ‘Invite Email’ from the drop down menu in this field.
  7. Sender Email: The email address that you would like to show as the Zap sender.

6) Try out your Zap

This step allows you to test your Zap to ensure that it works.

7) Enable your Zap

The final step, ‘Enable your Zap,’ turns your Zap live. Before you make your Zap live, you should place a name in the field within this test. From this point on your Zap will be referred to as this name. Step six and seven should look something like this:

Zapier Step 6 & 7

Now that your Zap is Live

Once you have clicked on ‘Make Zap Live,’ you will be returned to the Zapier ‘Dashboard’ page where you can find your new Zap under the ‘Live Zaps’ section.  In this section you can turn the Zap off and on by clicking the ‘Paused’ and ‘Live’ buttons. You can also change the settings on the Zap by clicking on it.  As shown in the picture below, our example has the ability to be edited, copied, renamed, shared and deleted.

Zapier Live Zap

Get Started!

Now that you know how to create your own Zap, it is time to get out there and make your own! There are lots of creative ways to use Zapier in order to integrate FluidSurveys with virtually any online tool. If you find a cool way to use Zapier with your survey, let us know by sharing a comment below!

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