Printavo's Zapier Quick Reference Guide

Tips & Tricks

The key to using Zapier and Printavo is understanding what’s available for you to automate and how to actually automate it. 

Join us for our second webinar on Friday, November 22nd at noon CST. We'll dive deeper into filters and the more advanced functionality that Zapier offers. 

You can watch part 1 below at any time to get caught up!

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Supercharge Your Shop, Part 1: The Fundamentals

This is a recording of a webinar held on November 8th, 2019.

First, we must clearly define how information moves between Printavo, Zapier, and other apps on the web.

Two specific automations can occur: triggers and actions.

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Triggers originate from changes that happen in Printavo. 

When a trigger event happens within Printavo, Zapier triggers an automated process. When you see “trigger,” think: an event in Printavo makes something else happen. 

This is important because triggers are how to get Printavo to do something to an app.

The following Triggers are available for Printavo within Zapier:

New Customer
This trigger is activated by: creating a New Customer in Printavo.
Why to use it: trigger marketing emails and events, notify staff, automatically contact the person

New Payment
This trigger is activated by: a new completed payment in Printavo.
Why to use it: notify staff, follow-up thank you emails,

New Inquiry
This trigger is activated by: a new inquiry in Printavo.
Why to use it: trigger marketing emails and events, notify staff, automatically contact the person

New Task
This trigger is activated by: the creation of a new Task in Printavo.
Important note: this trigger is not activated by assigning an existing Task.

Updated Quote/Invoice
This trigger is activated by: any change to a Quote or Invoice in Printavo.
Important note: this trigger is activated by any change to a Quote or Invoice, no matter how small. This trigger is extremely powerful and can quickly use your monthly quota of allotted Zaps.

New Quote/Invoice
This trigger is activated by: creating a new Quote or Invoice in Printavo.
Why to use it: set in motion production processes, use segmented marketing messaging

New Expense
This trigger is activated by: creating a new Expense in Printavo.
Why to use it: notify staff

New Invoice Status
This trigger is activated by: creating a brand new Invoice Status in Printavo.
Important note: this is NOT the trigger to use if you want a Status Change to trigger automation.
This trigger is activated when a brand new Invoice Status is created. It will not trigger by changing a status!
THIS IS NOT THE SAME AS CHANGING A STATUS! 
What it does: when an entirely new Invoice Status is created, automation occurs.

New User
This trigger is activated by: creating a New User in Printavo.
What it does: triggers an automation through the creation of a New User.
How to use it: onboard new team members

Actions originate from changes and events outside of Printavo. 

When an action event happens, Zapier performs an action to Printavo. When you see “action,” think: an event outside of Printavo makes a change to Printavo. 

This is important because actions are how to get an app to do something to Printavo.

There are two primary action types: Creation actions (where you make something in Printavo) and Search actions (where you look something up in Printavo).

The following actions are available:

Creation Actions

Create Customer
What it is: when this action occurs, a new Customer is created in Printavo.

Create Payment
What it is: when this action occurs, a new Payment is created in Printavo.

Create Inquiry
What it is: when this action occurs, a new Inquiry is created in Printavo.

Create Quote/Invoice
What it is: when this action occurs, a new Quote or Invoice is created in Printavo.

Create Expense
What it is: when this action occurs, a new Expense is created in Printavo.

Create Task
What it is: when this action occurs, a new Task is created in Printavo.

Search Actions

Find Customer
What it is: when this action occurs, a new Customer is created in Printavo.

Find Quote/Invoice
What it is: when this action occurs, a new Quote/Invoicer is created in Printavo.

Search and Creation Actions

Finally, Zapier is also capable of more complicated actions that perform search and/or creation.

This is a two-step process: the first step searches for a quote/invoice/customer in Printavo, and the second step either returns the matching result or creates a new quote/invoice/customer.

Find or Create Quote/Invoice
What it is: when this action occurs, Zapier searches for a Quote/Invoice in Printavo. If it's not found, a new Quote/Invoice is created in Printavo.

Find or Create Customer
What it is: when this action occurs, Zapier searches for a Customer in Printavo. If they are not found, a new Customer is created in Printavo.

Zapier Filters: supercharge your Zaps

This will be covered in part 2 of our webinar series. It will be held at noon CST on Friday, November 22nd. Join us by signing up here.

Paths
Similar to multiple Zaps at once.
They’re conditions with routes for information.
Example: “if this happens, then automation should occur”

Filters
Determine whether automation should occur or not.
Example: “only continue if the date is November 8th”

Delays
Determine when automation should occur.
Example: “don’t send for 5 days”

Formatters
Difficult to use, so test carefully.
Reconfigures data into a more useful format.
Example: Reconfigure certain data so Printavo can read it (dates, for example)

This page will be updated as we continue to document Printavo and Zapier's connections.


Next Post: PrintHustlers Guide To: Growing a Successful Screen Printing Business, Chapter 9: Accounting and Profit

About Printavo

Printavo ​​is simple shop management software. Whether your shop works with screen printing, embroidery, signage, digital printing, or awards & engraving–we make your complex workflow simpler to manage and understand. Printavo keeps your shop organized by handling scheduling, estimates, quote approvals, workflow, payments, accounting and more. With Printavo, you’ll work smarter–not harder.

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