Collecting complex data? Here's how to automate it with Zapier
By Krystina Martinez · October 23, 2020
Whenever you need to handle complex information, such as payment information or signatures, a data collection tool will get the job done better than traditional form builders.
Even so, sometimes you need to move the info you're collecting to other places, such as your billing app or appointment scheduler.
Instead of downloading and importing CSV files, or worse—copying and pasting information—Zapier can automate your information between web apps. Our automatic workflows, which we call Zaps, send information from one app to another, so you can reduce repetitive data entry, and focus on more meaningful work.
We've rounded up a few Zap templates—what we call our pre-made workflows—to help you optimize your data collection and get more done.
You'll need a Zapier account to use the workflows in this piece. If you don't have an account yet, it's free to get started.
Save data to a spreadsheet or database
With all the data you're collecting, you'll need a place to store and analyze that information to make key decisions. You'll likely need to use a database or spreadsheet app to make sense of everything. Use one of these Zaps to automatically save new data in an app like Google Sheets, so you can skip the CSV files and go straight to the analysis.
Add rows to Google Sheets when new Fulcrum records change status
Keep track of everything that happens with the data from your forms by having Zapier log each change with this Fulcrum-Google Sheets integration. It will trigger whenever a Fulcrum record changes status, automatically sending the information to Google Sheets where a new row will be added for you.
Do you want to organize FastField form submissions in a spreadsheet? With this integration, you can just tell Zapier what fields in what form should populate your data and you're done. Now every time a user in your account submits a form, the selected fields will be sent to a new row in your Google Sheets spreadsheet automatically.
It's often useful to archive your form submissions into Google Sheets as a backup, or for other purposes. This integration saves each new Magpi data record, like each completed form, as a new row in a Google Sheet.
It's often useful to archive your form submissions into Microsoft Excel as a backup, or for other purposes. This integration saves each new Magpi data record, like each completed form, as a new row in an Excel worksheet.
Can't afford to waste time copying all those form entries yourself? Set up this Device Magic-Google Sheets integration and Zapier will capture every single one. Triggered from then on by any new submissions on Device Magic, the automation will add all the responses to a new row on Google Sheets every time.
It's useful to copy your Magpi new data as a backup, or for other purposes, but doing so manually takes time. This integration can do that for you automatically: After being activated, it will save each new Magpi data record (i.e. each completed form) as a new row in a MySQL database, keeping them all safe and accessible.
Tired of copying form data into your records by hand? Zapier can help with that. This Zoho Forms-Airtable integration, once active, will automatically log every new Zoho Form response into your Airtable of choice, ensuring you have a perfect record of every different answer.
A backup can prevent tragedy, but sometimes we're too busy to take care of it manually. The good news is that Zapier can set things up for you: After being activated, this integration will save each new Magpi data record (i.e. each completed form) as a new row in a SQL Server database, keeping them all safe and accessible.
Want a simple way to gather data on the field from your clients, and then immediately have that info saved to Evernote? This integration will let you do just that with your Device Magic forms.
If you're also using a customer relationship management (CRM) app to track data about your customers and suppliers, connecting data with their records will help you make better decisions. Keeping CRMs updated is already a herculean task—try an automatic workflow to add or update a contact when you enter new information in an app like Device Magic or a customer fills out a form.
Create Salesforce contacts from new Magpi submissions
Forms are the best way to collect leads, but that still leaves a lot of manual work to do on your part. This integration automatically creates a new Salesforce contact record using data collected in the field, whether by using a Magpi app or by SMS. You can select exactly which parts of the collected data get copied into the new Salesforce contact.
Get rid of unexpected surprises and guesswork in your business process by having every form submission listed as a deal in Pipedrive and follow it up efficiently along the pipeline. Close more deals with this Zoho Forms- Pipedrive integration.
If you need to keep up with JotForm submissions for new customers or information updates, there's no need to do so manually. Simply activate this JotForm HubSpot integration and Zapier will make sure to catch any new JotForm submission and either create a contact on HubSpot or update an existing match, keeping everything in shape for you so you can devote your time to other efforts.
Having trouble sending all that JotForm submission information where it needs to go? Try setting up this JotForm-HubSpot integration and we'll help guide it. Once it's active, every new submission received on JotForm will result in a new or updated contact on HubSpot, guaranteeing that customer data will never be a source of bottlenecks or inaccuracies again.
Once you've completed a project or job for a customer, it's important to stay in touch so you can continue to earn their business. Email marketing lists are an easy way to ensure customers continue to remember your company and keep you in mind for the next job.
Want a simple way to add contacts to your Mailchimp email lists on the go? With this integration, you can gather contact info from your Device Magic forms from any device and have those contacts automatically added to your Mailchimp newsletter.
Using forms is the best way to collect leads and grow your email marketing lists. This integration automatically creates new Mailchimp subscribers using data collected in the field, whether by using a Magpi app or by SMS.
Use your mobile Fulcrum form to add subscribers to your Aweber email list by using this integration to copy the email address from your forms and add it to Aweber.
Keep your HubSpot contacts list up-to-date with the Zoho Forms - HubSpot integration. Once activated, Zapier automatically adds or updates HubSpot contacts as soon as someone fills out your form.
Stay in contact with people after they've completed their form submission with this automation. Automatically add submissions to an AWeber list and send people automated email campaigns. This Zapier integration will create a new AWeber subscriber whenever a form submission is received in FastField.
Rather than waiting for a one-time import of submissions into Mailchimp, use Zapier to start automatically adding new submissions to your list. Once you set up this Jotform-Mailchimp integration, new submissions from that point forward are individually added as subscribers.
Want to be notified immediately once a form is submitted? This integration allows you to send a text message when a user submits a form in FastField. That way, you can stay up to date about new form submissions or send confirmation messages to teammates or customers.
Eliminate the manual process of adding contacts individually or importing them into your ActiveCampaign account. This Jotform ActiveCampaign allows you to take contact information from new Jotform submissions and automatically add them as contacts in ActiveCampaign.
If you need to submit records of services rendered or time spent on tasks in order to get paid for your work, it's important to keep an accurate log. But if you're out in the field, it can be difficult to juggle time-tracking or invoicing on top of capturing geolocation info. Or if you're surveying the condition of a customer's roof—the last thing you're thinking about is filling in your timesheet.
You can use a Zap to automatically create a timesheet when you create a new entry in Fulcrum or JobNimbus. You can focus on the important things—like not falling off of a roof—and your timesheet will be waiting for you at the end of the job.
Create a timesheet entry in a Harvest project when a new Fulcrum record is created
Use your Fulcrum form to keep track of what your team is doing by using this integration to let Zapier make a new timesheet entry in your Harvest project from your Fulcrum form entries.
Now that you have a job confirmed, don't forget to track your time so you can bill correctly. This integration will automatically create a project in Harvest whenever a new job is created in JobNimbus.
If work needs to be delegated among a few people, one of the simplest ways to accomplish that is to set up notifications whenever a form is filled out or a job is completed.
Use an automatic workflow to send a text, email, or message in a chat app whenever specific actions occur, so your team can thank a customer for their business or follow up on an inquiry.
With a filter step—available on our paid plans—you can also limit notifications to specific conditions.
Send new FastField form submissions SMS messages using Twilio
Want to be notified immediately once a form is submitted? This integration allows you to send a text message when a user submits a form in FastField. That way, you can stay up to date about new form submissions or send confirmation messages to teammates or customers.
Following up with anyone who fills out your form is a great way to keep them engaged. Wouldn't it be great if that could happen without you needing to do that yourself? This integration monitors your Magpi forms, and can send you, or someone else, an email through Gmail every time a new data record is submitted.
When you're creating records in Fulcrum, you may want to keep certain people up to date and notified. Setting up a quick automation with the help of Zapier can do all of the heavy lifting and leave you to do the work you actually need to accomplish.
Make sure you never let your Zoho Forms submissions fall through the cracks. Use this Zoho Forms-Slack integration to get a direct message in Slack automatically whenever your form is filled out.
Want instant notifications when your users submit a form, and even push data from that form submission to your Slack channel? This FastField to Slack integration is just what you need.
Looking for the best way to keep your Slack channel in the loop with the information coming in from Device Magic? This automation should solve that problem for you, since it will trigger with every new Device Magic submission added after it's active and send out a message to any Slack channel you choose with the data.
Getting notified of new Jotform form submissions in Slack helps you keep track of responses in near real time. Once you set up this Jotform-Slack integration, you'll get a Slack message for every Jotform submission from that point forward. You can choose to have your Jotform submissions sent to you via @slackbot, or you can designate a specific channel for them.
These workflows can help you integrate your data collection with other processes, so you don't have to worry about manual data entry or duplicating efforts. It'll keep you and your team on task, minimize errors, and make sure you've got all the important information you need right where you need it.
