Using the Zapier integration

In this article:

Overview

This article describes how to set up the Zapier integration in your LGL account, specifically: 

  • Setting up a Zapier account
  • Creating 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?

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.

Last but not least, here's a tip on how to pronounce Zapier: It rhymes with "happier". 

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".

Steps for setting up the integration

Zapier account

You need to have a Zapier account to be able to use the integration.

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: You can 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 Administrator for your LGL or Zapier account: Unless you're paying for a Zapier tier that supports teams, only one user can work in any given 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, ALL of the following must be true:

  • The work will be done in John Greene's Zapier account
  • John Greene needs to be an Administrator in his LGL account
  • John Greene 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 re-create John's Zapier integrations in their own Zapier account (and have access to the Trigger software).

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 (i.e., 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)

Use the search bar to find the Little Green Light app:

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 semicolon 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: The free version of Zapier says to expect 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 saved Zapier submission by looking in the Saved folder in your Integration Queue.

Resources

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
Background info  

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
Website/URL
Website type

Membership Info

Membership end date
Membership level
Membership note
Membership start date
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
Gift amount divided by 100*
Deposit date
Deposited amount
Deposited amount divided by 100*
Deductible amount
Deductible amount divided by 100*
Payment type
Check/reference no.  
Campaign name
Fund name 
Appeal name
Event name
Gift note

*divided by 100: These fields will take the value submitted and then divide by 100 before writing it to the LGL field. This is necessary if the software you are getting the data from is sending the number in full cents, for example 1950 instead of 19.50.

What can you 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.

There are also a number of field types that it is not possible to bring into LGL via Zapier:

  • Relationships
  • Education info
  • Contact Reports
  • Volunteering
  • Tasks
  • Pledges
  • Goals
  • Related gifts (soft credits, matching, tributes)

And there are a number of constituent fields that it is not possible to bring 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

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




Glossary

Glossary of Zapier technical terms.

Examples of Zap templates

Several examples of available Zap templates are included in the Examples tab of your Zapier Integration page. You can browse and select from among these choices or click the "See more Little Green Light integrations powered by Zapier" link below to see all available options.