We work with applicants across Colorado, Utah, and Nebraska as part of our nonprofit efforts to help individuals receive relief from disasters that have impacted their homes. We used Zapier in combination with Zoho Campaigns to help notify applicants that one of our programs is coming to an end and we still have funds we would like to help them access.
Many of these people have been nonresponsive in the past so we use Zoho Campaigns to create a mailing campaign which sends out automatic reminder emails that they have outstanding applications with us. Within the emails we added a button to optionally withdraw their application with us. This would be minimal effort for the individual and would help our team focus their efforts on people who actually want our help.
As part of the action of clicking the button in the email we were able to send a webhook to Zapier. This way whenever someone clicks the button to withdraw, our Zap is triggered.

• We passed the persons email and name through the webhook and used this information to search Zoho CRM for their existing applications with us.

• We then needed to determine if they had multiple applications, if we had manually duplicated their application into multiple on the backend (they would view it as a single application), or if it was a single application.

• Using Looping by Zapier we were able to determine if there were multiple applications or not.

• If there were duplicates or a single application, we simply updated their status to Withdrawn and sent them a confirmation email while also unsubscribing them from our Zoho Campaign list.

• If there are multiple we send them down a different branch which uses python to dynamically generate a body of email text that grabs details pertaining to each record they have.

• Using this we send an email with a link under each record to the applicant.

• They can then determine which of the active applications they would like to be withdrawn and push the link.

• This opens up a prefilled email which they can email to us and this triggers a new Zap which will follow the process of updating their status to withdrawn and unsubscribing them based on which program they had applied for.

This was an intense process that would have required countless hours to do manually. We are so grateful for Zapier!