Zapier Triggers & Actions

Zapier is a third party service that allows apps to communicate and automate actions. Zapier related Automated Actions are configured and managed within Zapier.

Here is a list of things you can do using Zapier and ProcessPlan.

Triggers: When these events happen in ProcessPlan, they will trigger the action in your Zapier action step

Field Updated - The action will be launched when a process field is updated
Process Instance Started - The action will be launched when the process is started
Task Canceled - The action will be launched when a task is canceled
Task Due Date Changed - The action will be launched when a task due date is changed
Task Past Due - The action will be launched when a task is past due
Process Instance Completed - The action will be launched when a process instance is completed
Task Assigned - The action will be launched when a task is assigned
Task Completed - The action will be launched when a task is completed. To trigger a Zap after the completion of every task, leave the task selection field blank.
Task Notes Updated - The action will be launched when a change is made in a task’s notes
Task Start Date Changed - The action will be launched when a task’s start date is changed

When you test a trigger in Zapier, it shows your most recent matching task, process or field value, so you can see real values while you map them into later steps. If nothing matches yet, for example because no process has reached that task, the test shows a sample record instead. It holds every field in your process with its value left blank, and you can map those fields the same way.

Sending a process’s files to a later step

Every trigger above has an Include File Download Links setting. It is off unless you turn it on.

When it is on, each file field and signature field in the process gives your Zap two more fields to map. Field Updated sends only the field that changed, so it adds these two only when that field is a file or signature field.

File Link - a download link for each file in the field. A later step can use it to fetch the file, for example OneDrive’s Upload File step, or a step that saves the file to SharePoint.
File Names - the names of those files, in the same order as the links.

When a field holds more than one file, the links are separated by commas and the names by semicolons. A step that takes a single file, such as an upload, works best with a field that holds one file. For a field that holds several, add a Looping by Zapier step that goes through the links one at a time.

When you test the trigger in Zapier, File Link and File Names show sample text instead of a real link, because a test does not make new links. Map them into your later step, then turn the Zap on and let the trigger happen for real, for example by completing the task, to see a link arrive. If you test the later step before then, it gets the sample text, not a file.

While the setting is on, the Zap’s automated action in your process template shows Include File Download Links, so anyone who can edit the template can see it and choose No to stop sending links. Only the Zap can turn it back on.

Actions: These actions will be launched when your Trigger event occurs

Cancel a Process - This action will cancel an entire process in ProcessPlan
Cancel a Process Task - This action will cancel a single task in a process in ProcessPlan
Start a Process Task - This action will start a task out of order in ProcessPlan.
Find a Process Instance - This search step will find an instance in your ProcessPlan account, either by its Process Instance ID or by field value
Update Process Fields - This action will update one or more Process Fields in a process
Complete a Task - This action will complete a task in ProcessPlan
Start a New Process - This action will start a process in ProcessPlan and populate its fields