Using the Zapier integration (in beta testing)

Note: this feature is in beta testing

As of February 2020, we are in a beta testing period for our Zapier integration. We have filled up our beta testing spots, but if you'd like to join the wait list, and also be notified of interim updates, please complete this short form

In this article:


Overview

This article describes how to set up the Zapier integration in your LGL account. The bulk of this article describes the steps to follow for getting your account set up, for creating a Zap and for managing incoming data: 

  • Account set-up: making the Zapier integration available in your LGL account and setting up a Zapier account
  • Create a Zap: in your Zapier account, linking a Trigger with an Action
  • Managing incoming data: where to find the data that comes into your LGL account from Zapier

What is Zapier?

First, here's a tip on how to pronounce Zapier: It rhymes with "happier". Zapier is "middleware" that sits between two other services. It allows software services to create Triggers and Actions. Each combination of a Trigger and an Action is called a Zap. As the names suggest, a trigger is what gets a Zap started and an Action is what happens on the receiving end.

Examples of how our integration could be used

  • Twitter => LGL -- Twitter has a Zapier trigger called "you have a new follower." You could use this trigger to update a new or existing constituent record in LGL.
  • Gravity Forms => LGL -- If you use Gravity Forms in your WordPress account, you can use their trigger to push a donation over to LGL. (Of course, LGL forms is nice because it already has a powerful integration built in.)
  • Google spreadsheet => LGL -- This might be the simplest way to test out a Zap of your own. You can use a Google Sheet as the trigger so that any time a new row is added to a sheet it triggers a Zap. 

There are over 1,500 applications that have built triggers or actions for Zapier, so there are a lot of software services to choose from. Little Green Light has created one Action called "Import Constituent/Gift Data", which allows you to create or edit a constituent record and optionally to add an associated gift record. To see if the software you want to use has a Zapier trigger, try doing a web search for your software and Zapier, such as " Facebook zapier".

Step by step

Account Set-up

1. Enable Zapier in your LGL account

As of February 2020, we are in a beta testing period for our Zapier integration. This means you need the Zapier option to be exposed in your account by LGL staff. We have currently filled up our beta testing spots, but if you'd like to join the wait list, and also be notified of interim updates, please complete this short form

Once Zapier is exposed in your account, you'll see Zapier as an option in your Integration Settings page, and if you click on it you'll see a button asking you to "Link to Zapier". Clicking this button will bring you to Zapier, where it expects you to log in (see step 2).

2. Create a Zapier account if you don't already have one

You need to have a Zapier account. 

Pricing: Zapier is free for up to 5 different Zaps and you can have up to 100 Tasks performed (a Task is counted each time a Zap is triggered). The free version checks for zaps every 15 minutes, so it's not truly instantaneous. Paid plans start at around $20/month; see Zapier's pricing page for details. Zapier offers a small discount on paid plans for nonprofits: Apply for nonprofit pricing here.

If you don't already have a Zapier account, sign up for one here

Be careful if you have a change in administrators for your LGL or Zapier accounts:
Unless you're paying for one of the expensive Zapier team or company tiers, only one user can work in their Zapier account. That same user has to be an Administrator in their LGL account AND they have to have access to the "trigger" software they're integrating. For example, if John Greene is using Zapier to link data from a Google Sheet to his LGL account, it will be done in John Greene's Zapier account AND John Greene needs to be an Administrator in his LGL account AND he needs to have access to the Google Sheet he wants to use as the data source (trigger). If John Greene leaves his nonprofit, then a new administrator will need to recreate John's Zapier integrations in their own Zapier account (and have access to the trigger software).

3. Accept the LGL integration invitation in your Zapier account 

Until we have 10 public users, you need a special invitation link in order to access the LGL integration in your Zapier account. For the invitation, click this link and then accept the LGL integration into your Zapier account. (FYI, here is the full link for the invitation:
https://zapier.com/developer/public-invite/7241/97fd5998aebcbe66177fe551bb3b5826/)

NOTE: The version of the integration you want is Little Green Light (1.0.1.)

Create a Zap

In your Zapier account, click the '+' sign in the upper left to create a new Zap:

Creating a Zap involves defining the Trigger and the Action, each of which has multiple steps:

Trigger

  • Choose the software service where the data will be coming from
  • Select the exact Trigger to use (your selected software may provide more than one)
  • Complete any other necessary steps (ie., identify a specific source file)

We don't provide specific instructions for choosing your Trigger, because the exact steps will vary based on the software you choose.

Action

  1. Choose App: Little Green Light (1.0.1)
  2. Choose Action Event: Import Constituent/Gift Data
  3. Choose Account: select: your LGL account
  4. Customize Import: map incoming data fields to receiving fields
Detailed instructions for setting up your Action
1. Choose App: Little Green Light (1.0.1)
Clicking the link to choose an Action app. Hopefully you will see Little Green Light (1.0.1) as an option:

However, you may not see Little Green Light (1.0.1) as an option, because we are still available only by invitation in Zapier. This screenshot shows an example of where Little Green Light (1.0.1) is not listed:

The solution at this point is to again use the special invitation link. You can click on this link and then click the orange 'Accept' button. Once you do that, you should be taken to your list of Zaps, and you can click on the one you've been working on to pick up where you left off.
2. Choose Action Event: Import Constituent/Gift Data
Once you select the Little Green Light (1.0.1) app, you will select the one action we offer: "Import Constituent/Gift Data." 

3.  Choose Account: select: your LGL account
The next step is to "Connect an Account". Zapier will pop up a screen where you can log into your LGL account. This tells Zapier that you indeed have an LGL account. 
If you have more than one LGL account, it's possible to link your Zapier account to any of them, so Zapier needs to know which of your LGL accounts it should be talking with. If you have only one LGL account, you should see just that one option. The graphic below is from one of our demo accounts, and it shows a dropdown list because we have access to multiple LGL accounts. If you have just one LGL account, this interface will look a little different.

Troubleshooting tip: If at this point Zapier tells you things are taking too long, we have found that using the Incognito window in Chrome, or the equivalent in another browser, helps get past that issue.

4. Customize Import: map incoming data fields to receiving fields

At this step you are defining how you want LGL to handle the data you're sending over.

Per the screenshot shown below,

  • You'll see all of the possible fields you can set. It's a long list because it encompasses many of the fields for constituent and gift records. You'll likely leave most of them blank (unless you're gathering a lot of information in your trigger).
  • "1" - Note that some fields are required. See "1" in the screenshot below.
  • "2" - Two of the required fields ask you to select how you want the incoming records to match to your existing constituent records and whether you want the incoming records to wait for your review in the Integration Queue. The dropdown arrow will show you the available choices. See "2" in the screenshot below.
  • "3" - All other fields allow you to map the fields from the data sent by your trigger. If you click on the fields icon on the right, you'll see the fields that are being sent from your trigger. Alternatively, if you want to pass in a fixed value, you can simply type in the blank field and whatever you type will be passed on to LGL. See "3" in the screenshot below.

Splitting multiple values

You can pass multiple values to a multi-select constituent category in LGL. Just be sure to use either a comma or semi colon to separate the values. Our Zapier integration automatically splits these into individual values. For example, if you are passing in "Alumni; Volunteer" to Groups, then those will come in as two values: "Alumni" and "Volunteer".

Test your Zap and publish it

Zapier has a nice testing process built in, so you can test your connections along the way and see how the Zap will work. They ask you to have at least one submission in your trigger app so that you can work with a real record as you do your initial mapping. As the final step in setting up your Zap, you will click a button to publish your Zap. Then it's a good idea to test it again by submitting another record and making sure that data arrived in your LGL account. Note that the free version of Zapier says there will be up to a 15-minute delay for the data to get processed.

Managing incoming data

When you map your Zap, you will see an option to require review (which is set to yes by default). If your Zap requires review, you will find incoming records in the Integration Queue in your LGL account:

If you have instead selected not to require review, then the records will be processed all the way into your LGL account. You can see every Zapier submission by looking in the Saved folder in your Integration Queue.

Resources

Special invitation link

This link is listed above as well, but for handy reference, here it is again:
https://zapier.com/developer/public-invite/7241/97fd5998aebcbe66177fe551bb3b5826/

Complete list of fields you can map to

These are the LGL fields you can map to using our Zapier action:

Import settings
Import Name [required]
Constituent matching preferences [required]
Require review? [required]

About constituent
External constituent ID
Constituent type
Contact type 

Name info 
Prefix
First name
Middle name
Last name
Suffix
Marital status
Spouse/partner name
Employer/Organization

Contact info
Email address
Phone number 1
Phone number 2
Address line 1
Address line 2
City
State/province
Postal/ZIP code
Country
Constituent categories
Capacity
Groups
Interest level
Stewards
MailChimp Status
Constant Contact Lists
Acknowledgment Preference
Custom Constituent Categories
Communication Tags

Notes Info
Note type
Note Date - Original
Note text

Gift Info
Gift type
Gift category
Gift date
Gift amount
Deposited amount
Campaign Name
Fund Name 
Appeal Name
Event Name
Gift note

What can I not do with this integration?

You can use Zapier to get data into LGL but not to get data out of LGL. To get data out of LGL in a systematic way, one option to consider is a Scheduled Report and the Permanent Link option.

And there are a number of field types that you can not bring into LGL via Zapier:

  • Relationships
  • Education info
  • Contact Reports
  • Memberships
  • Volunteering
  • Tasks
  • Pledges
  • Goals

And there are also a number of constituent fields that can not be brought into LGL via Zapier:

Constituent fields
Maiden name
Salutation
Addressee
Alt. salutation
Alt. addressee
Spouse/partner first name 
Spouse/partner name
Spouse/partner last name
Honorary name
Annual report name
Job title
Birthday
Assistant name
Full Name
Last, First
LGL constituent ID
Deceased?
Deceased date
Date added
Nicknames
Spouse/partner nickname
Gives anonymously?

Constituent Categories 
Primary steward
Acknowledgment Preference
Giving Status


Contact info
Email type
Email preferred?
Inactive/invalid email?
LGL email ID
Phone type
Inactive/invalid phone?
Phone preferred?
LGL phone ID
Address line 3
County
Address type
Full/formatted address
City, state, zip
Inactive/invalid address?
Seasonal from
Seasonal to
Address preferred?
LGL address ID
Website/URL
Website type



Glossary

Glossary of Zapier technical terms.

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