Get New Reservation Notifications in Slack. Notifications are one of the easiest “Zaps” to set up so it’s a great way to familiarize yourself with Zapier. Slack notifications are a fantastic way to keep yourself and team in the loop with what’s happening in real time. To set up this Zap you’ll need to be using Slack in your business. Zapier supports multi-app Zaps, meaning you can create a chain of events across more than two services. For example, you can instruct Zapier to send a message to the team channel in Slack after. Slack Connection. Select 'Slack' from the App options available to you, and one of the Event Options that you want to be alerted on. Here is a quick screenshot of some that are available on Zapier at the time this article was written.

Zapier is a tool that helps automate tasks between web applications (like Salesforce, Basecamp, Gmail - and of course, Smartsheet). The automations you can create in Zapier are called 'Zaps.' A Zap consists of a Trigger and an Action. Whenever the Trigger happens in one app, Zapier will automatically perform the Action in the other app. For more general information, review our article on Smartsheet's Integration with Zapier.

What Does Zapier Do

Below are step-by-step instructions for creating the following zaps:

These are just a few examples of the endless possibilities for automating Smartsheet workflows using Zapier (check out a full list here). If you have any questions on the types of Zaps you can create, or if you need assistance setting them up, contact Zapier's support team.

Adding new rows to a sheet

This Zap will automatically insert new rows into a specified sheet when rows are updated in another sheet. If you need to update several sheets when new data is received, this Zap can make your workflow much more efficient.

1. Click here to launch the Zap in Zapier, then click Use this Zap.
2. Choose your Smartsheet account from the list of accounts by clicking Use this one or connect a new account.
3. Select a sheet to monitor for added rows.
4. Choose your Smartsheet account from the list of accounts by clicking Use this one or connect a new account. The two accounts you use can be different.
5. Select the sheet to add rows to and decide whether the rows will be added to the top or bottom of the sheet.
6. Click Show advanced options to see additional field options.
7. Click Save + finish! to complete the Zap.
8. Test the Zap to make sure it works. Once you're satisfied with the results, new rows will be added to your sheet with every updated row entered in another sheet.

NOTE: If you ever want to change this integration, just go to your Zapier dashboard and tweak anything you’d like.

Sending information between sheets

This Zap will automatically insert new rows into one sheet when new rows are inserted to another sheet, making it easier to work with several sheets.

1. Click here to launch the Zap in Zapier, then click Use this Zap.
2. Choose your Smartsheet account from the list of accounts by clicking Use this one or connect a new account.
3. Select a sheet to monitor for added rows.
4. Choose your Smartsheet account from the list of accounts by clicking Use this one or connect a new account. The two accounts you use can be different.
5. Select the sheet to add rows to and decide whether the rows will be added to the top or bottom of the sheet.
6. Click Show advanced options to see additional field options.
7. Click Save + finish! to complete the Zap.
8. Test the Zap to make sure it works. Once you're satisfied with the results, new rows will be added to your sheet each time new rows are inserted in another sheet.

NOTE: If you ever want to change this integration, just go to your Zapier dashboard and tweak anything you’d like.

Send messages in Slack for new Smartsheet rows

When new rows are added to a sheet in Smartsheet, you can automatically send a message to a Slack channel.

NOTE: Using this zap requires a Slack account and channel.

1. Click here to launch the Zap in Zapier, then click Use this Zap.
2. Choose your Smartsheet account from the list of accounts by clicking Use this one or connect a new account.
3. Select a sheet to monitor for added rows.
4. Choose your Slack account from the list of accounts by clicking Use this one or connect a new account.
5. Select the channel which you'd like to post to and format the message text with fields from Smartsheet by clicking Insert Fields.
6. Click Show advanced options to see additional field options.
7. Click Save + finish! to complete the Zap.
8. Test the Zap to make sure it works. Once you're satisfied with the results, messages will be posted in Slack when new rows are added to your sheet.

NOTE: If you ever want to change this Slack and Smartsheet integration, just go to your Zapier dashboard and tweak anything you’d like.
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This is the next lesson in your course on Process Automation, showing you how to make your service business more efficient and predictable using ProcessKit.

These days, lots of teams are using tools like Slack for day-to-day chat and office banter.

Zapier And Slack

I don't recommend you use a real-time chat tool like Slack for the purpose of organizing and managing projects. It's too chaotic for that. But Slack works well as a secondary inbox (after your email inbox) to receive notifications and pings when things are happening.

Since ProcessKit is serving as your central source of truth for your operation-i.e. The place where your repeatable projects and tasks are being tracked and getting done—it would help if we could push a notification into a specific Slack channel every time a task has been completed.

I'll also show you how you can set up a filter so that only certain types of tasks ping Slack, so you're not inundated with messages every time a task is checked off.

Let's get to it!

In your Zapier account, create a new Zap (if you've been following along, this would be the 3rd Zap you're creating). Call it 'Notify Slack channel when a task is completed'.

Unlike the other 2 zaps we created, this time we're going to use ProcessKit as the 'trigger'. Search for 'ProcessKit' and select the most recent version of ProcessKit's Zapier integration to use as the trigger.

For the Trigger Event, select 'A Task is Completed'. Then click 'Continue'

Go to ProcessKit, go to 'Boards', and go back into your 'New Client Onboarding' board. Open up any of those onboarding projects.

Scroll down to the 'Schedule the kickoff call' step and check it off to mark it as complete. Note: If you're using the previous Zapier Recipe, then that would automatically mark that 'Schedule the kickoff call' task as complete, but to simulate that happening, we'll check it off manually this time.

Now go back to Zapier and click 'Test Trigger' so that Zapier will find this latest task completion and use that as our test data.

How Does Zapier Work

Make sure that the test data it found is the task called 'Schedule the kickoff call'. Then click 'Continue'.

In the next step in this Zap, search for 'Slack'. Then select 'Send Channel Message' as the Action Event. Click 'Continue'.

Connect your Slack account and then choose the Slack channel that you want to send these task completion messages into.

In the message text, you can customize this to include whatever information you need, and include any formatting you need. In my example, I included the title of the task as well as the title of the project that this task is on.

I left the rest of the fields for customizing the Slack message blank or as-is, but you may want to customize those to your needs. When ready, click 'Continue'.

Click 'Test & Review'. It should show that the test was successful.

Head over to your Slack channel to confirm you see the message that was sent.

There it is!

Now you've set it up so that all task completions in ProcessKit will be sent into Slack. But what if you want to limit it to only certain types of messages?

To do that, we'll add a filter in the Zap.

Scroll up to above the Slack action step, but below the ProcessKit trigger step, so that you're inserting a new 2nd step into this Zap.

Select 'Filter' to add a filter on this zap:

Configure the filter this way:

In the first selection, select 'Task Title' (make sure you select the one that contains test data).

In the 2nd selection, select '(Text) Contains'.

In the 3rd selection, type or paste in: 'Schedule the kickoff call'. This should match the exact name of that step in your process.

Then click 'Continue' to test whether or not the current test data in this Zap would have passed or been stopped at this filter.

Zapier App

In this case, the test data we've been using did, in fact, have 'Schedule the kickoff call' as the Task Title. So we see the green message indicating that it would have passed this filter and continued onto to sending the message into Slack.

Perfect!

Now we've filtered this zap so that we'll only notify Slack when clients have scheduled their kickoff call. Of course, you may want to customize this notification or filtering scheme further to fit your needs.

Hopefully these 3 Zapier Recipes gave you a firm foundation on how to integrate ProcessKit into all aspects of your businesses' operations.

In the next lesson...

In our running example, we've been working out how you onboard new clients. But what about all of the ongoing, repeatable work that you do for those clients after they're onboard?

ProcessKit provides a way to organize your list of clients, save their key information, and associate clients with the projects you do for them. That enables more advanced automations based on your clients' attributes, and more... That's all coming in your next lesson.

Have questions? Need help or advice on mapping out your processes in the right way? I love talking process! Get in touch and I'll be happy to work with you in your ProcessKit account.

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