Fieldnotes-AI v2.2 (5.0.0) Zapier Integration
Zapier is an integration platform that allows you to connect Fieldnotes with different apps supported by Zapier. The following connections are available to Fieldnotes from Zapier.
Triggers
Triggers represent events that happens in Fieldnotes which initiate activities on external applications. These are typically activities that start a Zap. The following are the activities that can be triggered from Fieldnotes
Fieldnotes supports two types of triggers, the traditional ones that uses Zapier polling to get data from Fieldnotes and the new Instant ones. The polling ones will have the time duration field that is required when setting up the trigger.
Time Duration – When setting up the trigger, the time duration needs to be specified. This represents the length of time Fieldnotes will fetch records that were created. By default, it is 15 minutes which is same as the frequency with which Zapier polls the trigger. Update it to match the polling value, which might be different for premium accounts.
Setting time duration to be larger than polling value will allow redundancy by sending records multiple times but will also sent duplicates of older records. If mentioning a larger time duration, make sure you have logic on your side to manage de-duplication.
Instant– These triggers are created based on web-hooks and provides real time updates. There is no duration specified required and it pushes data from Fieldnotes to Zapier each time the associated activity happens. You can use this with the generic Zapier premium webhook zap or one of the supported Fieldnotes zap options.
New Contact
New contact Trigger is used to send new contacts to Fieldnotes. It triggers if a new contact is created in Fieldnotes. For the alternate option of triggering for both creation and updating of contacts please use NewOrUpdateContact trigger.
This trigger needs the Time Duration field to be specified.
ContactGUID – The unique ContactGUID that identifies this contact in Fieldnotes. To update or edit this contact, this ContactGUID should be referenced.
All other fields associated with the contacts including First Name, Last Name, Lead Labels, Phone and Email details etc are sent as part of the trigger data. Note that other associated records like meeting notes, transaction details, task details of the contact are NOT included.
Steps to create trigger
- Create a new zap
- Select New Contact from choose app and event and click continue
- Click connect and paste API key and continue (or select an existing connection)
- In setup trigger Time Duration (minutes) and click continue, default is 15 mins.
- Create new contact in Fieldnotes app ,and then Click on test trigger to see it working
- Then select any other app to export that data.
New or Update Contact
New or Update contact Trigger is executed each time a new contact is created on an existing contact is updated. Use this trigger to monitor all contact updates happening in Fieldnotes. For the alternate option of triggering for only when a contact is added please use New Contact trigger.
This trigger needs the Time Duration field to be specified.
ContactGUID – The unique ContactGUID that identifies this contact in Fieldnotes. To update or edit this contact, this ContactGUID should be referenced. You can use this ContactGUID to find the contact that which was updated.
All other fields associated with the contacts including First Name, Last Name, Lead Labels, Phone and Email details etc are sent as part of the trigger data. Note that other associated records like meeting notes, transaction details, task details of the contact are NOT included.
Steps to create trigger
- Create a new zap
- Select New or Updated Contact from choose app and event and click continue
- Click connect and paste API key and continue (or select an existing connection)
- In setup trigger Time Duration (minutes) and click continue, defaults to 15 mins.
- Create new contact or update existing contact in Fieldnotes app ,and Click on test trigger to see it working
- Then select any other app to export that data.
New or Update Task
New or Update Task Trigger is executed each time a new task is created on an existing task is updated. Use this trigger to monitor all task updates happening in Fieldnotes. A task includes activities that are created for a contact including email, SMS, an appointment or a todo item. This trigger does not provide contact details, it only provides the contact name and is used mainly for tracking.
This trigger needs the Time Duration field to be specified.
ContactName – Refers the first name and last name of the contact associated with the task. Currently this trigger does not support sending the ContactGUID of the associated contact.
All other fields associated with the task including Description, Duration etc are sent as part of the trigger data.
Steps to create trigger
- Create a new zap
- Select New or Updated Task from choose app and event and click continue
- Click connect and paste API key and continue (or select an existing connection)
- In setup trigger Time Duration (minutes) and click continue
- Click on test trigger to see it working
- Then select any other app to export that data.
New or Updated Meeting Note (Instant)
This trigger gets executed each time a meeting note associated with any contact is created or updated in Fieldnotes. This trigger is set up as Instant and provides real time updates. In addition to the data fields, the following specific fields are provided by the trigger.
NoteType – Indicate the type of note
HasAttachments – Indicates whether the meeting notes has additional attachments. Attachments are NOT available to be downloaded by Zapier.
IsUpdated – If true, this is an existed meeting note that was updated. If false, this is a new note.
ContactFullName – The full name of the associated contact in the form of First Name <space> Last Name
ContactSource – The integration Source from which contact was originally created.
ContactGUID – The unique ID of the Contact that note is associated with. You can use the Contact Lookup Search Action Zap to find details of the contact.
ExternalSystemContactID – This field allows integration systems to setup any unique ID that they need to uniquely track a contact in Fieldnotes, it needs to be set by the system creating or editing the contact.
Email – The primary email of the associated contact
Phone – The primary phone number of the associated contact
Steps to create trigger
- Create a new zap
- Select New or Updated Meeting Note from choose app and event and click continue
- Click connect and paste API key and continue (or select an existing connection)
- Now click on Test trigger to see it working
- Select any other app to export that data.
New or Updated Transaction (Instant)
This trigger gets executed each time a transaction associated with any contact is created or updated in Fieldnotes. This trigger is set up as Instant and provides real time updates. Use this trigger to monitor transactions in Fieldnotes. In addition to the data fields, the following specific fields are provided by the trigger.
TransactionId – The unique ID of this transaction in Fieldnotes.
ContactFullName – The full name of the associated contact in the form of First Name <space> Last Name
ContactSource – The integration Source from which contact was originally created.
ContactGUID – The unique ID of the Contact that note is associated with. You can use the Contact Lookup Search Action Zap to find details of the contact.
ExternalSystemContactID – This field allows integration systems to setup any unique ID that they need to uniquely track a contact in Fieldnotes, it needs to be set by the system creating or editing the contact.
Email – The primary email of the associated contact
Phone – The primary phone number of the associated contact
Steps to create trigger
- Create a new zap
- Select New or Updated Transaction from choose app and event and click continue
- Click connect and paste API key and continue (or select an existing connection)
- Now click on Test trigger to see it working
- Select any other app to export that data.
New Conversation (Instant)
This trigger gets executed each time a conversation associated with any contact is created or updated in Fieldnotes. A conversation means and email or SMS that was either sent to or received from a contact. This trigger is set up as Instant and provides real time updates. In addition to the data fields, the following specific fields are provided by the trigger.
ConversationId – The unique ID of this conversation in Fieldnotes.
SenderName – The name of the sender of the message.
ReceiverName – The name of the receiver of the message.
ContactSource – The integration Source from which contact was originally created.
ContactGUID – The unique ID of the Contact that note is associated with. You can use the Contact Lookup Search Action Zap to find details of the contact.
ExternalSystemContactID – This field allows integration systems to setup any unique ID that they need to uniquely track a contact in Fieldnotes, it needs to be set by the system creating or editing the contact.
Steps to create trigger
- Create a new zap
- Select New Conversation from choose app and event and click continue
- Click connect and paste API key and continue (or select an existing connection)
- Now click on Test trigger to see it working
- Select any other app to export that data.
New AI Status (Instant)
This trigger is an monitoring alert that gets executed when the AI (Annette) status of a lead managed by AI changes. It is only available for users who has lead management. This trigger is set up as Instant and provides real time updates. In addition to the data fields, the following specific fields are provided by the trigger.
Status – The AI status associated with the contact.
ContactFullName – The full name of the associated contact in the form of First Name <space> Last Name.
ContactSource – The integration Source from which contact was originally created.
ContactGUID – The unique ID of the Contact that note is associated with. You can use the Contact Lookup Search Action Zap to find details of the contact.
ExternalSystemContactID – This field allows integration systems to setup any unique ID that they need to uniquely track a contact in Fieldnotes, it needs to be set by the system creating or editing the contact.
Email – The primary email of the associated contact
Phone – The primary phone number of the associated contact
Steps to create trigger
- Create a new zap
- Select New AI Status from choose app and event and click continue
- Click connect and paste API key and continue (or select an existing connection)
- Now click on Test trigger to see it working
- Select any other app to export that data.
Actions
Actions are events that Fieldnotes performs in response to a Zap from Zapier. These allow you to update data in Fieldnotes based on an external trigger. The following are the list of actions available on Fieldnotes
Add Contact
This action creates a new contact in Fieldnotes. Note that this always creates a new contact regardless of whether on exists in Fieldnotes. For the alternate option of creating or updating a contact based on contact details please use UpdateOrAddContact action.
Steps to create trigger
- Create a new zap
- Select any external system from which you want to import data to Fieldnotes
- Select Add Contact from Choose App and Event and click Continue
- Click connect and paste API key and continue (or select an existing connection)
- In setup action, map the external system fields to Fieldnotes fields
- Click on test and continue to see it working
Update or Add Contact
This action creates a new contact or updates the existing contact in Fieldnotes. Note that to always create a new contact please use AddContact action.
You can use ContactGUID field to specify the contact which needs to be updated. Fieldnotes also does a smart look up of the existing contact list and update a contact instead of creating a new one if a contact is found with the same primary phone number or primary email address and either the first name and last name is the same. Do note that if you rely on Fieldnotes for de-duplication, there can be scenarios where duplicates are created.
Steps to create trigger
- Create a new zap
- Select any external system from which you want to import data to Fieldnotes
- Select Update or Add Contact from Choose App and Event and click Continue
- Click connect and paste API key and continue (or select an existing connection)
- In setup action, map the external system fields to Fieldnotes fields
- Click on test and continue to see it working
Add Note
This action creates a new meeting note in Fieldnotes. A meeting note is always created for a particular contact and the contact needs to be present in Fieldnotes for this action to be successful.
You can use ContactGUID field to specify the contact for which the note is to be added. This action will lookup for contact based on Firstname, Lastname, Email, Phone or contact guid in Fieldnotes. If any contact found then it will add the note. If no contact is not found then it will return you the appropriate error.
Steps to create trigger
- Create a new zap
- Select any external system from which you want to import data to Fieldnotes
- Select Add Note from Choose App and Event and click Continue
- Click connect and paste API key and continue (or select an existing connection)
- In setup action, map the external system fields to Fieldnotes fields
- Click on test and continue to see it working
Contact Lookup
This search action allow you to lookup for a contact based on Firstname, LastName, Email, Phone or ContactGUID. If multiple contacts found then it will return only one last updated contact and one field specifying number of re-code found for given lookup data.
This action can be used in conjunction with any of the trigger like New or Updated Meeting Note or New or Updated Transaction to get additional values of the contact that associated with the property returned. Specifying the ContactGUID can be used to uniquely find a contact. The lookup using other fields can be used to search Fieldnotes for contacts based on the supported fields.
Steps to create trigger
- Create a new zap
- Select any external system from which you want to import data to Fieldnotes
- Select Contact Lookup from Choose App and Event and click Continue
- Click connect and paste API key and continue (or select an existing connection)
- In setup action, map the external system fields to Fieldnotes fields
- Click on test and continue to see it working
