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3 min read

Collecting complex data? Here's how to automate it with Zapier

By Krystina Martinez · October 23, 2020
Hero image with an icon of a spreadsheet, database, or list

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

Add rows to Google Sheets when new Fulcrum records change status
  • Fulcrum logo
  • Google Sheets logo
Fulcrum + Google Sheets

Save new FastField mobile form submissions to Google Sheets spreadsheet rows

Save new FastField mobile form submissions to Google Sheets spreadsheet rows
  • FastField Mobile Forms logo
  • Google Sheets logo
FastField Mobile Forms + Google Sheets

Add new Magpi data to Google Sheets

Add new Magpi data to Google Sheets
  • Magpi logo
  • Google Sheets logo
Magpi + Google Sheets

Add new Magpi data to Microsoft Excel

Add new Magpi data to Microsoft Excel
  • Magpi logo
  • Microsoft Excel logo
Magpi + Microsoft Excel

Add new rows to Google Sheets from new Device Magic form submissions

Add new rows to Google Sheets from new Device Magic form submissions
  • Device Magic logo
  • Google Sheets logo
Device Magic + Google Sheets

If you need something more robust than a spreadsheet, Airtable or MySQL could suit your needs.

Create MySQL rows from new Magpi data submissions

Create MySQL rows from new Magpi data submissions
  • Magpi logo
  • MySQL logo
Magpi + MySQL

Add new Zoho Forms submissions to Airtable as records

Add new Zoho Forms submissions to Airtable as records
  • Zoho Forms logo
  • Airtable logo
Zoho Forms + Airtable

Create SQL server rows from new Magpi data submissions

Create SQL server rows from new Magpi data submissions
  • Magpi logo
  • SQL Server logo
Magpi + SQL Server

Discover more ways to automate Airtable and MySQL with Zapier.

You can also log form data as notes or documents, if individual submissions require a more in-depth review.

Save Device Magic Forms to Evernote

Save Device Magic Forms to Evernote
  • Device Magic logo
  • Evernote logo
Device Magic + Evernote

Add context to CRM records

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

Create Salesforce contacts from new Magpi submissions
  • Magpi logo
  • Salesforce logo
Magpi + Salesforce

Add new Zoho Forms submissions to Pipedrive as deals

Add new Zoho Forms submissions to Pipedrive as deals
  • Zoho Forms logo
  • Pipedrive logo
Zoho Forms + Pipedrive

Update or create HubSpot contacts with new JotForm submissions

Update or create HubSpot contacts with new JotForm submissions
  • Jotform logo
  • HubSpot logo
Jotform + HubSpot

Update HubSpot contacts with new JotForm submissions

Update HubSpot contacts with new JotForm submissions
  • Jotform logo
  • HubSpot logo
Jotform + HubSpot

Stay in touch

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.

These Zaps will automatically add a customer to your email marketing list or marketing automation app whenever you collect the customer's email in your mobile form.

Add Contacts to Mailchimp After They Fill Out Device Magic Form

Add Contacts to Mailchimp After They Fill Out Device Magic Form
  • Device Magic logo
  • Mailchimp logo
Device Magic + Mailchimp

Create Mailchimp subscribers from Magpi data

Create Mailchimp subscribers from Magpi data
  • Magpi logo
  • Mailchimp logo
Magpi + Mailchimp

Add an email to an AWeber list when an email is collected in a Fulcrum form

Add an email to an AWeber list when an email is collected in a Fulcrum form
  • Fulcrum logo
  • AWeber logo
Fulcrum + AWeber

Add new Zoho Forms submissions to HubSpot as new or updated contacts

Add new Zoho Forms submissions to HubSpot as new or updated contacts
  • Zoho Forms logo
  • HubSpot logo
Zoho Forms + HubSpot

Add new FastField form submissions as AWeber subscribers

Add new FastField form submissions as AWeber subscribers
  • FastField Mobile Forms logo
  • AWeber logo
FastField Mobile Forms + AWeber

Add new Jotform submissions to a Mailchimp list

Add new Jotform submissions to a Mailchimp list
  • Jotform logo
  • Mailchimp logo
Jotform + Mailchimp

Send new FastField form submissions SMS messages using Twilio

Send new FastField form submissions SMS messages using Twilio
  • FastField Mobile Forms logo
  • Twilio logo
FastField Mobile Forms + Twilio

Add ActiveCampaign contacts from new Jotform submissions

Add ActiveCampaign contacts from new Jotform submissions
  • Jotform logo
  • ActiveCampaign logo
Jotform + ActiveCampaign

Log your work

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

Create a timesheet entry in a Harvest project when a new Fulcrum record is created
  • Fulcrum logo
  • Harvest logo
Fulcrum + Harvest

Create a Harvest project when new JobNimbus jobs are created

Create a Harvest project when new JobNimbus jobs are created
  • JobNimbus logo
  • Harvest logo
JobNimbus + Harvest

Send notifications

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

Send new FastField form submissions SMS messages using Twilio
  • FastField Mobile Forms logo
  • Twilio logo
FastField Mobile Forms + Twilio

Send me an SMS when my Device Magic Form is Filled Out

Send me an SMS when my Device Magic Form is Filled Out
  • Device Magic logo
  • SMS by Zapier logo
Device Magic + SMS by Zapier

Send an email via Gmail for Magpi form submissions

Send an email via Gmail for Magpi form submissions
  • Magpi logo
  • Gmail logo
Magpi + Gmail

Send SMS via Twilio from new Fulcrum records

Send SMS via Twilio from new Fulcrum records
  • Fulcrum logo
  • Twilio logo
Fulcrum + Twilio

Send Slack messages for new Zoho Forms submissions

Send Slack messages for new Zoho Forms submissions
  • Zoho Forms logo
  • Slack logo
Zoho Forms + Slack

Send messages about new FastField form submissions in Slack channel messages

Send messages about new FastField form submissions in Slack channel messages
  • FastField Mobile Forms logo
  • Slack logo
FastField Mobile Forms + Slack

Send Slack messages for Device Magic submissions

Send Slack messages for Device Magic submissions
  • Device Magic logo
  • Slack logo
Device Magic + Slack

Get Slack notifications for new Jotform form submissions

Get Slack notifications for new Jotform form submissions
  • Jotform logo
  • Slack logo
Jotform + Slack

Connect data with where you do business

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.

Related reading: How to automate SQL Server

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A Zap with the trigger 'When I get a new lead from Facebook,' and the action 'Notify my team in Slack'