Beyond being a company working remotely like BoondManager, Zapier is an application designed to help you log in your different tools together in order to automatically perform certain actions from one tool to another according to your needs.
Here are some integration examples you could imagine:
Automate the creation of a candidate, a company, a contact, or an opportunity when a form of your choice has been filled out, or after a questionnaire response
Create an action in BoondManager whenever an event is added to your calendar
Create an action in BoondManager whenever an email is received at an email address
Create a resource in BoondManager whenever a candidate in your ATS is marked as recruited
Automatically update the states of your invoices if you have a bank reconciliation tool (accounting tool or others, etc...)
Post a message in a Slack channel every time an opportunity, candidate, project, ... is created
Post a message in a Teams channel every time an opportunity is won
Add a candidate/contact to your newsletter every time a candidate/contact is created
Update a contact/candidate in BoondManager every time they unsubscribe from our newsletter
etc...
We will present some examples of these integrations to familiarize you with the possibilities offered.
Check your authorizations!
To use our integration with Zapier, you will need to log in via Basic authentication. For this, you must activate the authorization found in the configuration of your record > "Intranet" tab > field "Authorize API Rest calls via BasicAuth authentication".
Don't forget to activate it, because if you don't, you will get an error message preventing you from proceeding.
If you have access to several interfaces, this authorization will only be valid for the account on which you activated it.
The summary of interfaces on which this configuration is activated is found on the My Account > API Section page
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What is a ZAP? What is it used for?
Definition of a Zap
A Zap is the association of a trigger and one or more actions. Each trigger and action is made available by a tool or application (BoondManager, Gmail, TypeForm, Zendesk…) and allows you to interact with the relevant tool.
The trigger allows you to automatically launch the execution of the Zap when the corresponding rule is met (e.g.: sending a new form, receiving an email from a specific sender, ...).
The Zap then performs the actions one by one until the last one is completed.
What does it allow?
Each Zapier action allows, from input data (last name, first name, email address…), to directly perform an action in the BoondManager application.
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List of Available Triggers
So you can trigger processes when an event happens in BoondManager, we provide a good number of triggers.
Triggers based on creation events
These events will trigger your Zap every time a creation (of the object in question) is detected. Then, you can use the information from this newly created record to chain the actions of your choice. Here is the list of triggers regarding record creation.
New Candidate
New Resource
New Company
New Contact
New Opportunity
New Project
New Invoice
New Action / Action Updated
Triggers based on modification events
These events will trigger your Zap every time a modification (of the object in question) is detected. Then, you can use the modified information from this record to chain the actions of your choice. Here is the list of triggers regarding record modification.
Candidate Updated
Resource Updated
Company Updated
Contact Updated
Opportunity Updated
Project Updated
Invoice Updated
New Action / Action Updated
Need more information about the modified record?
In this case, feel free to use a "Search" action right after the trigger is fired, so you can use the ID of the record concerned by the update and search for the relevant record to retrieve information you didn't have.
Be careful with your Zapier credits consumption
Be careful not to create Zaps based on very frequent Triggers, as you risk consuming your credits quickly. For example, be careful with the "New Action / Action updated" trigger, which will fire on every creation OR update of an action record. Don't hesitate to use a filter after this trigger if you want to trigger other steps according to certain conditions (action type, event type, ...).
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Examples of Use of Available Triggers
Post a message on Slack every time a new project is created
With this Zap example, you can keep your teams informed (on the Slack channel of your choice) every time a project is created. This principle can be used for any other "creation" event type.
Post a message on Slack every time an opportunity is won
With this Zap example, you can keep your teams informed (on the Slack channel of your choice) every time an opportunity is won. This principle can be used for any other "update" event type. The particularity of this zap is that it contains an intermediate "Filter" step that prevents the Zap from continuing if certain conditions are not met. In this case, we filter on the content of the modification; if it does not indicate that the state has been changed to "Won," then the zap stops there.
Post a message on Slack every time an opportunity is created
With such a Zap, you can keep your teams informed (on the Slack channel of your choice) every time an opportunity is created to invite them to search for profiles that can respond to it. This principle can be used for any other "creation" event type. Depending on your mastery and your Zapier subscription, we provide two examples of Zaps that can inspire you:
Simple Zap: we notify with the basic information of the opportunity
Advanced Zap: we retrieve the creator's and company's information before posting the message
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Available Actions
To automate the creation/modification of records according to your processes, we provide a good number of actions.
Search-type actions
These actions are mainly used to retrieve information from a record to chain other actions afterward (check if a record exists, update it, ...).
Here is the list of "search" actions offered to date:
Find a Company
Find a Candidate
Find a Resource
Find a Contact
Find a Log
Creation-type actions
These actions allow you to automate the creation of objects in BoondManager. This especially allows you to automatically supply your BoondManager Database without having to manually enter certain information collected in other information systems.
Here is the list of "creation" actions offered to date:
Create a Candidate
Create a Resource
Create a Company
Create a Contact
Create an Opportunity
Create an Action - Candidate
Create an Action - Contact
Import a File
Update-type actions
These actions allow you to automate the update of data in BoondManager. This especially allows you to ensure that your information entered in BoondManager is properly synchronized with other information systems.
Here is the list of "update" actions offered to date:
Update a Candidate
Update a Resource
Update a Company
Update a Contact
Update an Opportunity
You have at your disposal the actions mentioned above as well as examples of Zaps we have already created. You are free to reuse these Zaps directly or create your own from BoondManager actions and other tools (TypeForm, Gmail…). The creation of Zaps and actions is explained below.
Beware of endless loops!!
Be careful not to create "endless" loops. For example, if you create a Zap that triggers when an event is updated and in this same Zap you update the same type of record, you risk having a loop that will not stop. At least, not until you run out of credits, and consequently, this can drain the Zapier plan you paid for.
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Examples of Use of Available Actions
This integration will be a great help if you are looking for a simple way to make a candidate application form available to your candidates. This interface allows you to work from a Typeform questionnaire (which we recommend for its simplicity and ergonomics) and import into BoondManager all the information collected by your candidate
To use it, we invite you to click this link which will allow you to use a template we designed for you.
Exactly the same as the point explained above but this time with GForm.
To use it, we invite you to click this link which will allow you to use a template we designed for you.
Exactly the same as the point explained above but this time with the creation of an opportunity (and potentially the associated company/contact CRM record if it does not already exist) for each GForm questionnaire submission.
To use it, we invite you to click this link which will allow you to use a template we designed for you.
And many other possible variations
You could, for example, use questionnaires and available actions to:
Create opportunities (and their company/contacts if not existing) for each questionnaire submission
Update records by choosing yourself the mandatory fields
Create formatted actions with the answers obtained from a questionnaire
Collect documents and automatically attach them to the correct records
If you have ideas and suggestions for applications, feel free to share them with us so we can study them and see if it is possible to make templates (to facilitate creation for you)
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Example of creating a zap from A to Z: Create a candidate when a questionnaire response is submitted
Do you have a questionnaire on your website to collect applications? This feature will allow you to automatically bring applications into BoondManager.
Creating a new Zap and reading the questionnaire
In this example, we will assume your questionnaire is a Google Forms form and applications are collected in an associated Google Spreadsheet. We invite you to consult Google's documentation to create this type of form and associated spreadsheet.
Step 1:
To create a new Zap, go to Zapier and click MAKE A ZAP at the top left.
Then search for the Google Forms application and select it.
Step 2:
Choose the event that will trigger the Zap and the creation of the candidate.
For this example, you can choose a trigger for each new application by selecting "New Response in Spreadsheet".
Validate your choice, then choose the Google Forms account you want to associate with this Zap. You will be asked to log in to your Google account to confirm the connection between Zapier and Google Forms.
Step 3:
Choose the application questionnaire to use, as well as the associated spreadsheet, then validate and finally click the Test & Review button.
Expected result
If everything went well, you should get a "We found a response!" message, confirming that Zapier was able to read the questionnaire responses.
Confirm by clicking Done, which will finalize the step of choosing the trigger element of your Zap.
Sending data to BoondManager
The next step will be to indicate which action to perform upon receipt of the application, and detail how the questionnaire information will be transferred to BoondManager.
First, select the BoondManager application or type BoondManager in the search bar.
Then choose the Create a candidate action from the options offered and click Continue.
Log in your BoondManager account using your usual credentials, and click Continue.
Zapier then displays the list of available BoondManager fields. For each BoondManager field, select the corresponding field from the application questionnaire.
Tip
To display all the fields of your questionnaire, click Show All Options.
IMPORTANT!
Some fields are marked "Required" on the right. These fields correspond to mandatory fields in BoondManager and must be filled in by your questionnaire.
5. Once your mapping is complete, click Continue.
Warning
The next action will create real data in your BoondManager account.
6. If your questionnaire has already received some responses and you want to perform an immediate test, click Test & Review.
Expected result
If everything went well, the message "Test was successful!" should appear and you should find the newly created candidate in BoondManager, confirming that your Zap works!
7. Finally, click Done editing to finish creating the Zap, then TURN ZAP ON to activate it.
From now on, each new application sent through your questionnaire will trigger the Zap and create a new candidate record in BoondManager.