This will be a step by step walkthrough of how you can leverage Zapier to customize the action following a form submission in Beekeeper. In this particular case, we will be entering the form information, along with the form submitter's information, into a Google Sheets spreadsheet.
- A subscription to the Ops-Suite with a selected form to build this workflow around (see our documentation here)
- A paid premium Zapier account as this requires the Webhooks feature and Multi-step Zaps
- An account with the target service (here we are using Google Sheets)
For this setup we will be using the templated request PTO form. This whole process requires several steps, but follow along with the screenshots in this guide and you will have your new workflow up and running in no time.
Step 1: Generate a Webhook URL within Zapier and Test Data
1.) Log into Zapier and create a zap with Webhooks by Zapier and Google Sheets where the action for Webhooks is Catch Hook and the action for Google Sheets is Create Spreadsheet Row.
We will eventually be adding a step in between that retrieves a user from Beekeeper, but for now this will be enough to get started.
2.) After selecting Use Zap, you should be taken to a Choose App & Event page that has a Custom Webhook URL. Take this URL and share it with the support team assisting you with the form setup.
Your support team will then build the form onto your tenant, connect it with the Zap you are currently creating, and will give you access to the form through your mobile device. If using a templated form this should take less than a day but may take a bit longer if the form is custom.
[Note: Forms are only viewable on mobile so log into your mobile device and see the form in your Forms section of your navigation extensions. You will be able to adjust the permissions of this extension after successful setup of the Zapier workflow.]
3.) Once Support has confirmed that they have build the form onto your tenant, from your mobile device, open the form and create a sample submission.
4.) Once you've hit submit and see the Done button, return to Zapier and click continue and then Test Trigger. This should populate with data from the form you just submitted and will be viewable in the screenshot below. Click continue and move on to Step 2!
Step 2: Retrieve User Information from Beekeeper
While the PTO form we are using requests information about the user who submitted it, sometimes you need to see other info about that user, like username, email, phone number or any other important piece of information held in Beekeeper.
1.) To retrieve this info we will add another step in the zap by clicking on the plus button between the to existing Zap stages. Choose the Beekeeper app and select the option Find User.
2.) Click continue and select your tenant if it has already been connected, or select the Add a New Account button to connect your Beekeeper tenant. This requires you to create a bot if you haven't already.
3.) Continue through that page and see the Customize User window. Here there is one required field called Search Query and for this, click the dropdown and see all of the fields that are available to search. Select the Payload Submitted By field, and hit continue to test the data.
4.) Once the test has run, it should pull the form submitter's Beekeeper profile information. If this is successful it should take you directly to the Create Spreadsheet Row in Google Sheets and conclude Step 2 of this workflow setup!
Step 3: Populating Google Sheets with Form and User Data
To finish up the whole workflow, we must finally enter this information we have been gathering into the target spreadsheet. This assumes you already have a Google account with a Google sheet you wish to record the data in. Use row 1 to define what will be imported by Zapier as shown below and while there is much more information captured by the form, for the purpose of this walkthrough I will be populating just 4 fields in the Google sheet, as seen below. Use this as an opportunity to figure out what information will be important to capture!
We will be using the Webhook to populate Type and Hours and using the Beekeeper user lookup to populate Username and Last Name.
1.) Click into the Create Spreadsheet Row in Google Sheets step, and see the Choose Account page. Use the Google Sheet account drop-down and select (or connect) your Google account where you created the submissions sheet.
2.) Click continue and, once you are in Customize Spreadsheet Row, use the Spreadsheet and Worksheet drop-downs to select the correct sheet and page to pipe data too.
3.) Once you have selected the Spreadsheet and Worksheet that you wish to populate, the page should refresh and provide you a list of the headers that you can choose to submit data to!
4.) For each of these drop-downs, you have the opportunity to select data from the Catch Hook or the Find User in Beekeeper step to be included on the form line. Here I'm pulling the username and last name from the Find User in Beekeeper step, and the Type and Hours from the Catch Hook step.
5.) After mapping the fields how you would like them, click continue and then Test & Continue. Check your spreadsheet and see that the data has been correctly populated!
6.) Once the final test has gone through, an option should appear that says Zap is ready - now turn it on! and once you want to bring this workflow live, hit the toggle and adjust the permissions in Beekeeper for the nav extension!
You should now be all set up, but if you have any questions, comments or concerns, please reach out to your CSM, CSE or email@example.com.
Other Uses for Webhook Connected Forms
Now that you understand the full workflow of a Webhook Connected Form, the final step can be adjusted with Zapier's connected apps, to fit any use case you need!
Here we used Google Sheets, but Zapier provides a Microsoft Office 365 integration that can connect directly to Excel, a Gmail integration that can send out an email with form submission information, and even a Twitter integration that could tweet form submissions if you would like.