Automatically getting new leads into Workiz using Zapier

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In this article, you will learn how to automatically import new leads into Workiz using Zapier. 

Workiz supports several direct integrations with some of the more prominent lead providers in the field service industry that allows you to automatically get your leads into the software. Leads are automatically routed to your Message Center, allowing you to manually add them as a job or lead. 

That said, you may get your leads from different sources. Workiz makes it easy to get these leads into the platform using Zapier. 

What you'll need

  1. Workiz API credentials
  2. Zapier account
  3. Email Parser by Zapier

Generating your Workiz API credentials

  1. From the navigation bar, select the Marketplace
  2. Under Add-ons, select Developer API
    2023-05-02_15-34-48API.png
  3. Turn the toggle switch on/off to enable/disable the add-on
    2023-05-02_15-51-04API.png
  4. After enabling, select Go to Developer API settings
  5. Select Generate API credentials

After generating your Workiz API credentials, keep this page open in a separate tab. You will need these credentials when connecting your Workiz account to your Zapier account later on in this process.

image 895-api.png

Creating your email parser template

In order to create your email parser template, you will first need to create an account with Zapier. To sign up for an account with Zapier, please go to this link.

  1. On your web browser, go to https://parser.zapier.com
  2. Select Log in
  3. Select Log in with your Zapier account
  4. Select Authorize
  5. Select Create Mailbox
    Group 13909-zapier.png
  6. Open your email inbox and forward one of your lead emails to the email address generated by Zapier
    Group 13906-zapier.png 

    If you're forwarding an email, be sure to only include the information related to your lead. Remove all email signatures, replies, and threads as these may prevent Zapier from effectively parsing future emails.

    If your email body contains an email address, consider removing the hyperlink as this may prevent Zapier from properly parsing the email address field itself.

  7. After sending the email, allow for the email parser page to update 
    Group 13924.png
  8. Once the page has updated with your plain-text email body, begin labeling your template:
    1. (Recommended) Change the email address to something unique that you may easily recognize in the future 
      Group 13909-zap.png 
    2. Highlight the first name of the lead and label it accordingly (e.g., firstname)
      Group 13925.png
    3. Highlight the last name of the lead and label it accordingly (e.g., lastname)
    4. Highlight the remaining individual fields and label them accordingly (e.g., phone, email, street address, etc.)image 896.png

      For the best results, be sure to:

      • Divide the individual fields into separate lines where possible. If you can't use separate lines, consider separating the fields by using a "|" character. 
      • Label your template based on the default fields found when creating a new job or lead. For example, addresses should be labeled so that the street address, city, state, and zip code are all separate.
  9. Select Save address and template

This template will only apply to emails that are formatted this way exactly. If you also receive emails that are formatted differently (e.g., more complex intake forms), you will need to create a separate mailbox built around those emails.

Creating your Zap

After creating your email parser template, you will need to create a Zap that connects it to Workiz. In short, this section will show you how to create an automation (Zap) that automatically creates a new job/lead in Workiz from the details that were sent to your email parser account. 

  1. On your web browser, log in to your Zapier account
  2. Select Create > Zaps
    Group 13911-1.png

Connecting your parser account

  1. Select Trigger
    Group 13912.png
  2. Search for and select Email Parser by Zapier
  3. Under Event, select New EmailGroup 13913-zap.png
  4. Select Continue
  5. Select Sign in to connect your email parser account
  6. Select Continue
  7. Under Mailbox, select the mailbox you created in the previous section
    Group 13915-zap.png
  8. Select Continue
  9. Select Test trigger
  10. Ensure the email looks correct and select Continue with selected record

Connecting your Workiz account

  1. Search for and select Workiz
  2. Under Event, select Create Job or Create Lead
    Group 13916.png
  3. Select Continue
  4. Select Sign in
  5. Copy and paste your API Secret and API Token credentials (from the first section in this guide) into the corresponding fields
    Group 4589zap.png

    The API credentials in Zapier are not presented in the same order as they are in Workiz. Be sure to paste each credential into its corresponding field. Use the color-coded screenshot above as guidance.

  6. Select Continue
  7. Under First Name, select the first name label you created in your parser template
    Group 13919-zap2.png

    This should start with "Parse Output" followed by the label you created in your template.

  8. Under Last Name, select the last name label you created in your template
  9. Map the remaining fields (e.g., email, phone, address, etc.)

    If you labeled fields in your email that don't have dedicated fields on this form, you can add them to the description field. This ensures that the information is brought over as well.
    image 904-zap.png

  10. Select Continue
  11. Select Test Zap
  12. Go to your Workiz account and verify that a new job or lead was automatically created 
  13. If the job or lead was created correctly, go back to your Zapier account and select Publish

After publishing, any new emails you receive to your parser account will automatically create a new job or lead in Workiz. 

Auto-forwarding emails to your parser email address

After creating your Zap, you may want to consider automatically forwarding your lead emails from your original account to your parser account. To learn more about auto forwarding emails, please see the following articles:

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