Zapier Integration

What is Zapier?

Zapier is an online service that serves to integrate and connect online programs and software. Zapier allows for the transfer of data based on triggers to and from these programs and software via a method known as a “Zap.” These Zaps can also be used to perform additional actions such as sending an email or text message or updating a database. The scope of what you can do with the software is comprehensive. Using JobNimbus’ integration with Zapier, users can import and export data to thousands of potential endpoints.

Getting Started

Zapier offers a 12-day trial of their software, after which time, you can choose to upgrade your service or continue with a free, bottom-tier plan. For more details regarding pricing, please visit https://zapier.com/pricing/. To get started with your free trial, please visit https://zapier.com/sign-up/.

Once you have signed up for your Zapier trial account, you can connect to your JobNimbus account by selecting "Connected Accounts" from the main page of Zapier. Search for "JobNimbus". Select the entry with the JobNimbus logo. A new page will open. Follow the on-screen instructions to request and input your API key. Once complete, you may begin creating new Zaps.

Connecting New Accounts

After accepting the invite from JobNimbus to participate in our Zapier Beta integration, you’ll have the ability to connect services. This is accomplished by doing the following. 

  1. Select  “Connected Accounts” from the Zapier Dashboard.
  2. In the search box, input the desired account or service name. A drop-down will appear with the name of relevant or similar accounts and services. Select the desired account or service.
  3. After selecting the desired service, follow the on-screen instructions for signing into the service and authorizing the connection with Zapier. 

For more regarding “Connected Accounts” please visit the following Zapier Help page:

https://zapier.com/help/connected-accounts/

Now that you’ve connected these services, you can begin building your first Zap.

How do I retrieve my API key?

For further information regarding your JobNimbus API key, please read our article here.

Overview of a Zap

A “Zap” is a method of telling Zapier to move data or perform an action based on a particular trigger. The Zap can consist of two or three components, depending on preference and need. The elements of a Zap are as follows: (1) a trigger, (2) a formatter or filter (optional), and (3) an action.

The following is an example of how to set up a Zap. In this scenario, whenever a new Google Form response adds a new row in Google Sheets, JobNimbus creates a contact.

  1. Set up the trigger.
    • From the Zapier dashboard, select “Zaps”.
    • Select “Make a New Zap”.
    • Search for and select your desired service.
    • Select the options for your trigger.

    • Test your trigger.
  2. Formatters.
    You can apply one or many formatters and filters between your trigger and secondary action to help mold your data to each system's needs.You can set up a formatter to convert, splice, or alter your data into various formats. 
    • On the Add Action screen, from the built-in apps, select Formatter.
    • Select your formatter option.
    • Select the data field you are interested in and how you would like that data formatted. Depending on the formatter option chosen, the available fields and transformation methods may vary.
    • Test the formatter.

  3. Filter:
    Another option is to set up a filter for your data. This can be a condition a field must meet before the Zap can continue.
    • To set up a filter, select “Filter” from the built-in apps section of Actions.
    • Select “Save & Continue” button on the Options screen. 


    • Select the desired conditional statements by selecting a field, operator, and desired value, if applicable.
    • Test the filter.

  4. Setting Up Your Secondary Action
    Setting up the action is very similar to setting up the trigger. At this stage in the Zap, you will select how your data will map from either the trigger or formatter and how JobNimbus will input that data into the system. Note: A Zap must have at least one trigger and one action; however, it can have multiple actions.
    • Select your desired service.


    • Select your desired option or filter.
    • Confirm the connected account (if prompted).
    • Map the desired fields from the data input or formatters into the action fields.
      1. Next, to the desired field, select the “Insert a Field” option.


      2. From the drop-down, select or search for the desired field to map.
    • Repeat the above step as necessary until all desired fields are mapped.
    • Test the action.
  5. Once the last step of your Zap is complete, all that is left to do is to turn it on. Once complete, you can return to your Zapier Dashboard or create another Zap.

Using JobNimbus as a Trigger in a Zap

When selecting JobNimbus as the Zap trigger, the following scenarios, options, and data fields are available.

  1. Job
    • After confirming the JobNimbus account, Zapier will present you with several filter options, including deleted, created or modified, modified, and created. Select the desired filter.
    •  Once complete, fetch a test record from the system and continue by selecting “Fetch & Continue”.

    • The data fields available from this record type will include the following.
• actual_time • date_updated • last_invoice • source
• address_line1 • description • location • source_name
• address_line2 • estimated_time • name • state
• city • fieldassists •  number • state_text
• country • geo • owners • status
• country_name • id • primary • status_name
• created_by • image_id • related • subcontractors
• created_by_name • is_active • recid • tags
• customer • is_archived • record_type • task_count
• date_end • is_closed • record_type_name • type
• date_created • is_lead • rules • zip
• date_start • jnid • sales_rep  
• date_status_change • last_estimate • sales_rep_name  
  1. Contact
    • After confirming the JobNimbus account, Zapier will present you with several filters, including deleted, created or modified, modified, and created. Select the desired filter.
    1. Once complete, fetch a test record from the system and continue by selecting “Fetch & Continue.”
The data fields available from this record type will include the following:
• actual_time • date_updated • is_user • sales_rep_name
• address_line1 • description • jnid • source
• address_line2 • email • last_estimate • source_name
• city • estimated_time • last_invoice • state
• color • fax_number • last_name • state_text
• company • fieldassists • location • status
• country • first_name • mobile_phone • status_name
• country_name • geo • number • subcontractors
• created_by • home_phone • owners • tags
• created_by_name • id • recid • task_count
• customer • image_id • record_type • type
• date_created • is_active • record_type_name • website
• date_end • is_archived • related • work_phone
• date_start • is_closedA • rules • zip
• date_status_change • is_sub_contractor • sales_rep  


  1. Activity
    1. After confirming the JobNimbus account, Zapier will present you with several filters, including deleted, created or modified, modified, and created. Select the desired filter.
    2. Once complete, fetch a test record from the system and continue by selecting “Fetch & Continue”.
    3. The data fields available from this record type will include the following:
• created_by • id • jnid • record_type_name
• created_by_name • is_active • location • related
• customer • is_archived • note • source
• date_created • is_editable • owners • type
• date_updated • is_status_change • primary  

Using JobNimbus as an Action in a Zap

When selecting JobNimbus as the Zap action, the following scenarios, options, and data fields are available.

  1. Create Contact
    • After confirming the JobNimbus account, you will be prompted to map the fields of data from your trigger, formatters, and filters into your JobNimbus action. You can select the desired input field by selecting the “Inserting a Field” option. You can then search or select the desired field from the drop-down provided.
    • Below are the fields that the data can be mapped into and a general description of their function:
      1. Is Active:
        Marked with a true or false value as being active in the JobNimbus system, currently.
      2. First Name:
        An alphanumeric field used as primary means of identification in the system.
      3. Last Name:
        An alphanumeric field used as primary means of identification in the system.
      4. Company:
        An alphanumeric field used as primary means of identification in the system.
      5. Description:
        An alphanumeric field in the system used for general comments or notes to be included on the record. Supports the use of simple HTML tags include em and strong.
      6. Email:
        This field is formatted to the general format of an email such as name@domain.com. Intended use is only one email address within this field.
      7. Home Phone:
        Numeric field which allows for typical phone formatting (i,e. 123-456-7890)
      8. Mobile Phone:
        Numeric field which allows for typical phone formatting (i,e. 123-456-7890)
      9. Work Phone:
        Numeric field which allows for typical phone formatting (i,e. 123-456-7890)
      10. Fax Number:
        Numeric field which allows for typical phone formatting (i,e. 123-456-7890)
      11. Address Line 1:
        An alphanumeric field representing the first line of text in an address (i,e. 123 Main Street).
      12. Address Line 2:
        An alphanumeric field representing the second line of text in an address (i,e. Apt 1002).
      13. City:
        An alphabetical text field representing the city of an address (i,e. Salt Lake City).
      14. State Text:
        An alphabetical text field representing the two-letter state code of an address (i,e. UT).
      15. Country Name:
        An alphabetic text field representing the two-letter country code of an address (i,e. US)
      16. Zip:
        An alphanumeric field representing the Zip or Postal code of the address.
      17. Website:
        A text field allowing the formatting of a website (i,e. www.jobnimbus.com).
      18. Record Type Name:
        The name of a contact workflow in JobNimbus. Note that the incoming data or manually inputted text must match the contact workflow’s name exactly.
      19. Status Name:
        The name of a status in the aforementioned contact workflow in JobNimbus. Note that the incoming or manually inputted text must match the status’ name exactly.
      20. Source Name:
        The name of the lead source in JobNimbus. Please note that the text must match the lead source described in JobNimbus.
    • Once all desired fields have been mapped, select “Continue” and test the action.
  2. Find Contact by Email or ID
    This action allows you match a field of data from an input, formatter or previous action’s data field to an existing JobNimbus contact by email or id. This action is used as an intermediary as a system lookup between a prior trigger or action and the following action.
    • After confirming the JobNimbus account, you will be prompted to find the JobNimbus contact by mapping it to a previous trigger or formatter data field.
    • You can select the desired input field by selecting the “Inserting a Field” option. You can then search or select the desired field from the drop-down provided.
    • Once you have mapped the fields, select “Continue” and test the action.

Zapier Support Documentation

Supported Triggers

  • Contact Created – Triggers when a new contact is created within JobNimbus.
  • Contact Modified – Triggers when an existing contact is modified/edited within JobNimbus.
  • Contact Created or Modified – Triggers when a new or existing contact is modified or created within JobNimbus.
  • Contact Deleted – Triggers when an existing contact is deleted within JobNimbus.
  • Activity Created – Triggers when a new activity is recorded in JobNimbus.
  • Job Created – Triggers when a new job is created within JobNimbus.
  • Job Modified – Triggers when an existing job is modified/edited within JobNimbus.
  • Job Created or Modified – Triggers when a new or existing job is modified or created within JobNimbus.
  • Job Deleted – Triggers when an existing job is deleted within JobNimbus.

Supported Actions

  • Create Contact – Creates a new contact in JobNimbus.

Supported Searches

  • Find Contact by Email - Allows you to search for a contact's record by their email address and use the information in the contact's record in the next or later step in your Zap.
  • Find Contact by ID - Allows you to search for a contact's record by their JobNimbus ID and use the information in the contact's record in the next or later step in your Zap.

How to Get Started with JobNimbus on Zapier

When creating a JobNimbus Zap, you will first need to select an appropriate trigger or action.

Select "Continue". You will be prompted to connect a JobNimbus account. Select "Connect an Account".

A new window will appear requesting your JobNimbus API Key. If you do not have it, select the blue "Here" hyperlink.


If you selected the blue "Here" hyperlink, a new window will appear. If not currently logged into JobNimbus, you will be requested to login using a JobNimbus Admin account. Once logged in, you will be provided your API key. 

Copy and paste the API key back into the API Key field in the other window. Select "Yes, Continue".

Ensure the newly connected account is selected, and select "Save + Continue".
Note: Your API Key must be set with an "full-access" or "Admin" access profile level.

If applicable, select your desired filter (JobNimbus as the Trigger), or setup your template (JobNimbus as the Action). 

Filter for a trigger.

Template for an action.

Once you've completed your filter or template, select "Continue". You will be prompted to test the trigger/action. Finalizing this step completes the trigger or action.

Searching for and Updating an Existing Contact Record

Two search-related actions supported by JobNimbus with Zapier are the Find Contact by Email and Find Contact by ID. Both searches utilize specific fields within JobNimbus to pull information regarding a specific JobNimbus contact or user. These searches were created with the intended use of being able to share information with another system, or for the update of an existing contact record or to create an attachment related to a specific contact record.

  • Find Contact by Email:
    Utilizes the email address associated with a specific contact and pulls all relevant information regarding that contact: first name, last name, source name, date updated, number, etc. More supported fields below.
  • Find Contact by ID:
    Utilizes a unique JobNimbus Identifier (jnid) address to searh for a specific contact and pulls all relevant information regarding that contact: first name, last name, source name, date updated, number, etc. More supported fields.

When the Find Contact by... searches are used in conjunction with the Update Contact or Create Attachment Zapier actions, you will use the previous step's results (the contact information produced) to map to the fields "Related Id" field for the Create Attachment action step or "Id" field for the Update Contact action step.

Examples:
Related Id on the Create Attachment Action

For the "Id" and "Related Id" fields, you can map to one of three options from the previous step's search:

  • Owners ID: The unique JobNimbus ID (jnid)  the assignee of the contact record (i,e. JobNimbus User/team member).
  • jnid: This is the unique JobNimbus ID (jnid) of the previous step's contact record (not to be confused with the contact number).
  • external id: This is an external field passed to JobNimbus from an outside system or integration and will rarely to never be used, unless one JobNimbus account is mapped to another outside JobNimbus account.

Adding Conditions to Your Zap

After the initial creation of an automation within Zapier (a zap), you are able to apply additional conditions to your Zap via the Automations tab within your JobNimbus settings. Some examples of sub-conditions may include:

  • When creating, deleting or modifying a contact, filter by the contact’s Type, Status, Sales Rep, Location, or value of a custom field.
  • When creating, deleting or modifying a job, filter by the job’s Type, Status, Sales Rep, Location, or value of a custom field.
  • Filtering an activity by type, note or location when your Zap is based on the creation of an activity.

To add a condition to an existing Zap, you will need to:

  1. Login to the JobNimbus web app as an Admin.
  2. Proceed to the Automations section of your JobNimbus Settings.
  3. Locate the existing automation related to your Zap (typically denoted in the name with “Zapier trigger”).
  4. Select the automation rule’s action menu (…).
  5. Select Edit.
  6. Within the new window, select + Add Condition.
  7. Select your desired condition and select + Save.
  8. Additional conditions may be added (optional). Once complete, select + Update.

Now, your Zap will only trigger once the primary action takes place (i,e. contact created) and the conditions for the automation have been met (i,e. “Status equals lead”). To learn more about Automations, please click here.


Supported Fields

Action: Create a Contact

• Address Line 1 • Date Created • Home Phone • Tags
• Address Line 2 • Date End • Last Name • Website
• City • Description • Sales Rep Name • Work Phone
• Company • Email • Source Name • Zip
• Contact Type • Fax Number • State Text  
• Created by Name • First Name • Status Name  

Sending a Text Message to a Number Through Status

Overview:

Get a text message notification when a job or contact moves to a certain status. Include pertinent information like the contact phone number or a custom field in your text along with a pre-set custom text. The phone number you enter to receive the text could be anyone, a team member, an admin or a sub-contractor. 

To get started, make sure you have a Zapier account setup, first read about our Zapier integration here. There is a special link in the article that will allow you to use JobNimbus.

Scope of Support:

We are thrilled you are choosing to use one of our integrations! We are limited with what we can walk you through within our scope of support as Zapier along with our other integrations are the experts on their software and any questions about it.

 Getting Started:

 1) Log in to your Zapier account and select Zaps, search for JobNimbus in the Home area.

2) Select your trigger. For this tutorial either a contact or a job.

3) This step connects Zapier to a particular JobNimbus account. There will be a popup for an API key, and you will need to copy it.

 4) Carefully choose the condition of what must be met for the "Zap" to execute.

 5) After each change to a rule, Zapier will allow you the option to test it, as it is linked to your JobNimbus account.

6) Become familiar with the orange and white icons. The phone icon for SMS and the filter icon for choosing the fields (name, city, number, record type name) in your records (contact/job). Select the filter to choose the workflow type and the status. 

7) Remember record name type is the name of the workflow. Manually type them in exactly in Zapier.

JobNimbus:

Zapier: Be very mindful of what exactly is in the first box. Look at the list that the filter pulls up carefully. In this example "Status Name" is the exact field we want. If we were to use, "Status" the zap would not work.

8) Select the action you want Zapier to do, select SMS.

9) If you put your phone number here, it will be easy to type in the code that is sent to you. However, if you are putting in someone else's number, you will need to notify them to inform you of their code.

10) The "from" number is the number that the text message appears from.

11) The message is the actual verbiage of the text. Which you can further customize by utilizing the two icons to the right in the below screenshot. The dropdown lists all the information fields of the record like name phone number status etc... This way the text will have the data you need. For example, if the job's status changed you can add in the job name, the parent contact name. All the pertinent information you need. 

12) Once you have setup your text message how you want, you can test it out by going to a contact in the exact workflow and modifying the status that will trigger Zapier to send the text to the mobile device.

13) A sample of what the text will look like on the mobile device for each job that was tested out. The message may need an extra space in Zapier to appear better, but it illustrates what will show on the phone.

To learn more about sending texts through Zapier, read their article here.

Tips:

If your test did not work. Try re-creating the zap. Also, create it and test if it works by completing the whole zap and going through your JobNimbus account changing the status. Sometimes it will say the zap will not work but does indeed work.

If you want to create multiple zaps with multiple numbers you will need to verify more numbers.Click "Connect an Account" for this.

Sending Texts to your JobNimbus Customers Through TextMagic via Zapier

Overview:
TextMagic is a paid-service offering you the ability to send text messages to your customers via Zapier automatically. To test this Zap, you will need to connect your Zapier and JobNimbus accounts if you have not already done so.

If you are unfamiliar with Zapier and its services or how to connect them to JobNimbus, please see the below:

Additionally, if you are unfamiliar with TextMagic's service offerings, please see their website:

Connecting YourTextMagic Account to Zapier:

  1. Using a Zapier already connected to your JobNimbus account, proceed to the dashboard of Zapier.
  2. Select Connected Accounts
  3. Within the search, input TextMagic.
  4. Select the entry.
  5. Input your TextMagic username or Email address.
  6. Select the hyperlink for APIv2 Keys and a new window will appear within TextMagic's API section.
  7. Within the API v2 Keys tab, select Add new API key.
  8. Input the App Name as Zapier and select Generate New Key.
  9. Copy the API key to the right of the app named "Zapier."
  10. Return to the previous Zapier window, where you entered your username for TextMagic.
  11. Paste your API Key into the API Key field.
  12. Select Yes, Continue.
  13. Your TextMagic Account is now connected to Zapier.

    Sample Zap: Sending a welcome text message to a contact:

  1. Having your JobNimbus and TextMagic accounts connected to Zapier, open Zapier.
  2. Select Make a Zap!
  3. From the "Choose App" screen, select JobNimbus.
  4. From the "Choose Trigger" screen, select Contact Created, Modified or Deleted. Select Save + Continue.
  5. Select the desired JobNimbus account and select Save + Continue.
  6. From the Edit Options screen select the filter as "Created" or "Created or Modified" and select Continue.
  7. Test the step by selecting Fetch and Continue. Once the test has been completed, select Continue.
  8. From the "Choose App" screen, select TextMagic.
  9. From the "Choose Action" screen, select Send Message, and select Save + Continue.
  10. Select the desired TextMagic account, and select Save + Continue.
  11. From the "Edit Template" screen use a combination of plain text and generated fields from JobNimbus to set up your text message template by filling out the "Text" field.
  12. Within the Phones field, input the number one (1) followed by no spaces and the JobNimbus field for "Mobile Phone". For example: 1(Step1:MobilePhone).
  13. Optionally, fill out any remaining fields and then, select Continue.
  14. Test the feature by selecting Send Test to TextMagic.
  15. Select Finish.
  16. Name the Zap and turn it on if you're ready for it to be live.

Support

JobNimbus is limited with what we can walk you through within our range of support as Zapier, along with our other integration partners, are the experts on their software.

To contact Zapier, you can email them at https://zapier.com/help/. You can also review the articles they have available in their Knowledge Base at https://zapier.com/help/problems-zaps/.

We are here to provide support for questions you may have about how our software works. Our team can direct you to our support materials that guide you through how to set up integrations with JobNimbus. We can also help lead you to any external support departments you might need, by providing contact information for support departments serving those integrations. That way, you’ll have the best people answering questions that fall outside of our support scope and within theirs.