In this example we will look at how to use the Proposal State Changed trigger to create an automated workflow between Practice Ignition, Slack, Mailchimp, and Pipedrive all via Zapier.

This workflow automation involves four processes: 

(1) Practice Ignition

This workflow start when a client fills out the web connector which automatically adds them as a new client in Practice Ignition with a draft proposal: 

Once the web connector submission has been received, Practice Ignition will automatically send a confirmation email to the new lead: 

This message can be modified by going to Library > Notifications > Advise Client of Web Connector Submission.

(2) Slack 

You likely want to reach out to the new lead quickly, so it's good to send a notification to Slack to let the team know that a new web connector submission has arrived: 

You can include a link directly to the proposal so it's easy for anyone on the team to view the draft proposal.

(3) Mailchimp Email

Add the new lead to an audience in Mailchimp, and once they are added to the audience you can send manual or automated email messages to the new lead via Mailchimp: 

(4) Pipedrive

Lastly, we want to add a new deal to your sales pipeline. In this case we're using Pipedrive CRM and the organization (client name) is found or created if it does not already exist in Pipedrive and a deal is created:

⚡️HOW TO BUILD THIS ZAP⚡️

Step 1 - Practice Ignition > Proposal State Changed

In Zapier, create a new Zap, search for Practice Ignition, and choose the "Proposal State Changed" Trigger. Follow the prompts to connect your PI account. 

Step 2 - Filter By Zapier > Only Continue If...

Next, search for the Filter By Zapier App. Choose the only option (Only Continue If...)
and match the following rules:

Step 1 FIELD: From CRITERIA: Does not exist
AND
Step 1 FIELD: To CRITERIA: (Text) Exactly Matches TEXT: Draft
AND
Step 1 FIELD:
Created Via Web CRITERIA: (Boolean) Is true

This means that the Zap will only run when a proposal enters the "Draft" state after being created by the web connector. Preventing the Zap from running when a new proposal is created by directly in app.

Step 3 - Slack > Send Channel Message

Next, search for Slack and choose Send Channel Message

Connect your Slack account to Zapier and then make sure to fill out both required fields: 

Channel > which channel would you like the notification message to be created in? 

Message Text > write the message template you would like to appear when this Zap runs. It's a good idea to use placeholders (merge fields) by clicking on the fields button on the top right hand corner of the text edit field: 

We recommend adding in the Client Name, Proposal Value, and Proposal URL from Step 1: 

Step 4 - Formatter by Zapier > Text

Next, we will use the Formatter by Zapier to split the Contact Name text from Practice Ignition into First Name and Last name. 

Search for the Formatter by Zapier action, and select Text: 

Then edit the template so that Transform = Split Text
and Values > Input = Step 1 Client Name: 

Finally, leave the Separator as the default (which will separate on the space between words), and set Segment Index to "All (as Separate Fields)". 

Step 5 - Mailchimp > Add/Update Subscriber

Next, search for the Mailchimp app, choose the "Add/Update Subscriber", connect your account, and then start editing the template.

Complete the two required fields: 

  1. Audience
  2. Subscriber Email

You can also select whether you'd like to use Double Opt-In, which if selected will deliver a confirmation email before to be sent out before any other emails are sent from Mailchimp.

Once you have decided on the settings shown above, scroll down to continue editing the Mailchimp template.

Next, ensure that you are passing the First Name and Last Name from Step 4 into Mailchimp: 

The new subscriber will be added to the "New Leads" audience in the example above, allowing us to then include them in manual or automatic campaigns in Mailchimp.

Step 6  - Pipedrive > Find Organization

Next, search for Pipedrive and choose Find Organization

First, insert the placeholder 'Client Name' from Step 1 into the first field you see 'Organization Name'.

This allows Zapier to search Pipedrive to see if the Client who submitted the proposal via the web connector already exists as an Organization in Pipedrive. 

It will look for an exact match by default, leave this set to 'yes'. 

Next, select the check box beside Create Pipedrive Organization if it doesn't exist yet? And then use the placeholder for the Client Name from Step 1 as the 'Name' of the organization: 

Step 7  - Pipedrive > Find Deal

Next, search for Pipedrive and choose Find Deal

Field to Search By > this will be set to 'Title' by default - leave this set as is. 

Deal Title > create a default deal title, for example {{ Client Name }} - {{ Proposal Name }}

Next, select the check box beside 'Create Pipedrive Deal if it doesn't exist yet?'

And then enter the same title text as you did above in Deal Title: 

Lastly, under Set up Pipedrive Deal make sure to select the status and stage you'd like to assign: 

Step 8  - Pipedrive > Update Deal

Last step! This last steps allows us to find an update the deal we just created. Why would we want to update a deal we've just created? 

If you already happen to have a deal for this new lead in your sales pipeline then step 6 will locate the deal and this final step will update the deal value to match the total value from the web connector submission*. 

*note: the deal name must match or a new deal will be created 


Search for Pipedrive and choose Update Deal

Deal > you need to use a custom value and select the deal that was just created in Step 7: 

Select 'Use a Custom Value (advanced)'
Select Step 7
Select ID 

Title > use the Title from Step 7
Status > set the status to Open
Stage > set the stage (we selected 'New Lead' in this example)

Value > select the placeholder from Step 1 - Proposal Value
Currency > set the currency you would like to use for this deal

Turn on your Zap ⚡

Once you've created the 7 steps above you can turn on your Zap and send in a submission from your website via the Practice Ignition web connector to ensure it's working properly. 

If you get stuck or need a hand you can reach Practice Ignition support at [email protected]

That's it! You now have an automatic process for handling a new web connector submission for Practice Ignition! 

Happy Zapping 🚀

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