In this example we will look at how to use the Proposal State Change trigger to create automation with Practice Ignition, Thanks.io, and Delighted via Zapier. 

We are using 3 apps: Practice Ignition, Thanks.io, and Delighted. We are also using using Email by Zapier to send out the referral request, and Filter By Zapier to ensure that this only triggers when you want it to. That way you won't automatically trigger all of the actions for every proposal you complete. Without the filter, you could potentially end up bombarding your clients with thank you cards and follow-up requests, including every time you adjust a proposal.

This example is actually 2 separate Zaps. One to request a review and send out a thank you card,

and the other to request a referral if the review from your client is highly positive.

Here are the steps we will automate with our 2 Zaps working together:

(1) Practice Ignition

A team member is ready to complete an active proposal, and they want to send a thank you card to the client. This client must have their postal address filled out in the client record. 

They add the special tag (your choice) to the proposal. Then they mark it as complete. In this example we are using the tag "thanks."

(2) Delighted

An email is sent to the client with the survey directly embedded in the email, based on what you have formatted in your Delighted account.

(3) Thanks.io

A thank you card is sent to the client based on the message and image template you have created in your thanks.io account.

(4) Email - in 2nd Zap

There are 3 categories in NPS (net promoter score), Detractor, Passive and Promoter. If the score they give you is above 8, this puts them in the "Promoter" category of the NPS score. In that case, a request for a referral is sent to the client. You can learn more about NPS here.


*HOW TO BUILD THE ZAPS*

Make a Zap! ⚡️

Choose a Trigger App - Practice Ignition > Proposal State Changed

In Zapier, make a new Zap, search for Practice Ignition, and select Proposal State Changed as your Trigger. Connect your account, and test (hint: make sure you've just tagged a sample proposal in your account with "thanks," and moved that proposal from Active to Completed, in order to test properly).

➕Add a Step - Filter By Zapier > Only Continue If...

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

To CRITERIA: (Text) Exactly Matches TEXT: Completed

Proposal Tags CRITERIA: (Text) Contains TEXT: thanks

This means that the Zap will only run if you have added the "thanks" tag to it before you complete the proposal, as opposed to happening every time a proposal state changes.

➕Add a Step - Delighted > Add Person / Schedule Survey

Next, search for Delighted and select Add Person / Schedule Survey

Connect your Delighted account to Zapier and then make sure to fill out the required field:

Email > this is the email the Delighted survey will go to. Select their email using the Insert a Field button, open the Proposal State Changed from Practice Ignition, and then choose Contact Email.

We also suggest using the optional field:

Name > this will pass the name of the person on through Delighted, so you can use it in your referral request in the next Zap. Select their name using the Insert a Field button, open the Proposal State Changed from Practice Ignition, and then choose Contact Name.

➕Add a Step - Thanks.io > Send Postcard

Next, search for thanks.io, and select Send Postcard as your Action:

Make sure you have a template created for your thank you card's message and image saved in your thanks.io account. Then, after you connect to your thanks.io account, fill out the following fields choosing from Practice Ignition using the Insert a Field button:

Recipient Full Name > choose Contact Name
Street Address > choose Client Company Postal Address Lines
City > choose Client Company Postal Address City
Postal Code > choose Client Company Postal Address Post Code
State/Province > choose Client Company Postal Address Region

Then, fill out these last couple fields using the dropdown menus:

Message Template > choose from your thanks.io templates list
Image Template > choose from your thanks.io templates list

Make Another Zap!

Choose a Trigger App - Delighted > New Survey Response

In Zapier, make a new Zap, search for Delighted, and select New Survey Response as your Trigger. Connect your account, and test (hint: make sure you've already submitted a test survey in your account, in order to test properly).

➕Add a Step - Filter By Zapier > Only Continue If...

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

DELIGHTED FIELD: Score CRITERIA: (Text) Contains TEXT: 9

add an ➕OR

DELIGHTED FIELD: Score CRITERIA: (Text) Contains TEXT: 10

This means that the Zap will only continue if the NPS score is 9 or 10 (a Promoter).

➕Add a Step - Email by Zapier > Send Outbound Email

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

There are three required fields.

To > This is who the email will be sent to. In this field you'll select "Person Email" from the Delighted dropdown.
Subject > This is the subject line of the email. In this example, we use the contact's name in the title to grab their attention. You can select "Person Name" from the Delighted dropdown.
Body (HTML or Plain) > This will be the message in the body of the email. If you like, you can copy the following message (feel free to change any text and ensure you add the suggested placeholder as indicated)

<p>Hello <REPLACE WITH CLIENT NAME>,</p>

<p>I am so glad to hear you are happy with the results of working with us so far. I knew we could help, and I am pleased you are seeing results so quickly.</p>
<p>Since things are going so well, I found myself wondering if you have any colleagues at similar companies who would benefit from our accounting services. I would love to help them achieve similar growth.</p>
<p>If you cannot think of anyone else that would benefit, we would love it if you could take a moment to write us a review, we would really appreciate it! You can do so by following the link below.</p>
<p><a href="REPLACE WITH A LINK TO ADD A REVIEW">Share a Review</a></p>

<p>Regards,</p>
<p><REPLACE WITH YOUR NAME><br />
<REPLACE WITH YOUR COMPANY NAME></p>

which will look like this in Zapier:

You'll note that the {{Placeholders}} will take care of automating the information you'd like to share, such as the client name and email. 

Finally we also suggest the following optional fields:

From name > otherwise, the email will come from [email protected]
Reply to > otherwise, reply emails will just go back to the person who is logged in to Zapier.

Turn on your Zaps ⚡

Once you've created the steps above for each Zap, you can turn on both of them, and complete a sample proposal in Practice Ignition following the conditional steps 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 system for collecting feedback and showing appreciation to your clients!

Happy Zapping 🚀

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