Creating SiteCapture Zaps in Zapier

Avatar
Stonia Seng
Follow

Introduction

Zapier is a powerful automation tool that connects different applications, enabling seamless workflows without requiring coding knowledge. This manual provides step-by-step instructions on creating Zaps in Zapier that integrate with SiteCapture.

Prerequisites

Before you begin, ensure you have:

SiteCapture Account Requirements:

  • Professional or Premium Plan: Access to Zapier integrations is available with SiteCapture's Professional and Premium packages. ​SiteCapture Plans

Zapier Account Requirements:

  • “Free Plan” Note: Zapier's Free plan supports only two-step Zaps, which consist of a single trigger and a single action. ​
  • “Professional Plan”: Click here to learn more about what you get in this plan. ​Zapier Professional 

Additional Requirements:

  • Credentials for any other applications you want to integrate with SiteCapture using Zapier.

Section 2: Creating a SiteCapture Trigger in Zapier

Triggers in Zapier are events that start an automated workflow. SiteCapture currently offers the following trigger: “Project Status Updated Webhook” which triggers when the project status has been updated. 

2.1 Steps to Create a SiteCapture Trigger

  1. Log in to Zapier and click "Create a Zap."
  2. Select SiteCapture as the trigger app.
  3. Choose the trigger event:
    1. Project Status Updated Webhook – Triggers when the status of a project is updated.
  4. Connect your SiteCapture account:
    1. Click "Sign in to SiteCapture"
    2. Enter your API key or authenticate your account.

5. Set up trigger options (if applicable, such as selecting specific project types or statuses to trigger the Zap).

6. Test the trigger to ensure it pulls sample data correctly.

Section 3: Creating a SiteCapture Action in Zapier

Actions in Zapier are events that are executed when a trigger occurs.

3.1 Available SiteCapture Actions:

  1. Assign Project
  2. Get Project Documents
  3. Send Project URL to Recipient
  4. Archive Project
  5. Create Project
  6. Update Project
  7. Get Project Fields
  8. Get Project Fields Values
  9. Get Project Images
  10. Get Project Media Metadata
  11. Search for a Report URL by Project ID
  12. Search Company by Key
  13. Search Project by ID
  14. Search User by ID

*Please note that Field Groups (Dynamic Items) are not currently supported. 

3.2 Steps to Create a SiteCapture Action

  1. After setting up a trigger, click "+ Add an Action"
  2. Select SiteCapture as the action app.
  3. Choose an action event from the list.
  4. Connect your SiteCapture account (if not already connected).
  5. Set up action details, such as specifying project fields, document types, or user information.
  6. Test the action to confirm the setup is correct.

Section 4: Connecting SiteCapture with Other Apps

You can connect SiteCapture with various apps like Google Sheets, Slack, Dropbox, and more. Please visit this link to see what apps SiteCapture can integrate with: https://zapier.com/apps/sitecapture/integrations 

4.1 Example: Sending Project Updates to Slack

  1. Create a Zap with SiteCapture as the trigger (e.g., Project Status Updated Webhook).
  2. Choose Slack as the action app.
  3. Select "Send Channel Message" as the action.
  4. Connect your Slack account.
  5. Customize the message (e.g., "New project update: {{Project Name}} is now {{Status}}.").
  6. Test & Activate the Zap.

4.2 Example: Saving SiteCapture Images to Dropbox

  1. Set SiteCapture as the trigger (e.g., Get Project Images).
  2. Choose Dropbox as the action app.
  3. Select "Upload File" as the action.
  4. Connect your Dropbox account.
  5. Customize the folder and file name settings.
  6. Test & Activate the Zap.

Section 5: Zapier’s Copilot AI beta

5.1 Using CoPilot AI

  1. Describe the workflow you are trying to accomplish
  2. Select Auto for Zapier to build the workflow and you can review it before publishing.
  3. Select Ask for Copilot to ask before building the workflow. 
  4. Please see this site for more details on using Copilot: https://zapier.com/blog/zapier-copilot-guide

Section 6: Troubleshooting & Best Practices

6.1 Common Issues & Solutions

  • Zap not triggering? Ensure the correct SiteCapture project is selected and try re-authenticating the connection.
  • Data not appearing correctly? Use the "Find Data" feature in Zapier to pull the latest sample data.
  • Action not working? Check that all required fields are correctly filled in the action setup.

6.2 Best Practices

  • Always test your Zaps before turning them on.
  • Use Zapier’s built-in filters to refine automation rules.
  • Enable email or Slack notifications for failed Zaps to catch issues early.

By integrating SiteCapture with Zapier, you can streamline workflows and automate data handling, saving time and reducing manual effort. Explore additional automations to maximize efficiency.

Resources

For further assistance, visit the Zapier Help Center (https://zapier.com/app/get-help) or email contact@zapier.com. 

If you have SiteCapture related questions, please contact support@sitecapture.com.

Have more questions? Submit a request

Comments