In this example we will look at how to use the Proposal State Changed trigger to create an automated workflow between Practice Ignition, Slack, email, 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: 

(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) Email by Zapier (or Gmail/O365) 

You probably need some more information and want to set up a call with this new lead. So in the next step, an email is sent from Zapier's built in email feature, with links to fill out a Typeform survey and book a call via Calendly, making it easy to collect more information about the lead and schedule a sales call: 

If you are use Gmail or Microsoft Office 365 for email you can use one of these apps instead of Email by Zapier.

(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 - Email by Zapier (or Gmail/O365) > Send Outbound Email

Next, search for the Email By Zapier app, Choose the only option (Send Outbound Email), and then start editing the template.

Complete the three required fields: 

  1. To
  2. Subject
  3. Body

You can create a plain text email as you see below, or create an HTML email outside of Zapier and copy and past the HTML email text into the body field.

If you'd like to create an HTML formatted email we recommend using https://wordhtml.com/

To > insert the placeholder for Contact Email from Step 1.

Subject > write a subject line, you can use placeholders from Step 1 if you'd like to.

Body > Personalize the email by adding in fields from Step 1, such as the Client Name. Add in the links for the Typeform survey and Calendly call scheduling link.

Step 5  - 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 6  - 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 7  - 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 6: 

Select 'Use a Custom Value (advanced)'
Select Step 6
Select ID 

Title > use the Title from Step 6
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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