How to integrate your apps in 1 click?

Integrately makes it really easy to integrate your apps.

  1. Select the apps to integrate
  2. Integrately shows you various popular automations
  3. Select your automation.
  4. Integrately creates the automation for you. Even mapping.
  5. Just test it and make it live!

Isn't that awesome?

 

Let's do this step by step.

  1. Click on explore & automate
  2. Select the apps you want to integrate
  3. Integrately will automatically bring to you a list of ready automations for the two selected apps. No need to waste time in creating automation. Just browse through the list and look for the ones that you need.
  4. Click on the automation you are looking for. And ta-da! Your integration is ready to be used.

Just 1 click! That's all it took to integrate the two apps.

 

If you have found the integration you were looking for, skip the next section & jump to the next step of setting up connection between Integrately and the chosen apps. However, if you couldn't find what you were looking for, see the next section to learn how to make your own integration in a few easy steps

What if I don't see my automation in 1 click integrations?

Not necessary you will find all the automations readily available. Sometimes you may have a particular requirement, other than the popular ones.

custom integration

 

For example, you want to create an automation where-in if a contact has subscribed to an email sequence in ConvertKit, a deal is automatically created in CompanyHub.

 

To create this automation, you need to follow 2 easy steps:

  1. First, we need to select the relevant “when” condition. To do so, browse through the drop down list in “when this happens” and select the required condition.

    select trigger
  2. Next you need to select the “then” condition. This can be done by browsing through the drop down menu in “Do this” and selecting the relevant outcome

    select action
  3. Now that you have selected the when and then of your integration, you are good to go. Just click on the “Go” button and your integration is ready.

Add Accounts

Connect your apps in Integrately so we can sync them. Click on 'Add Connection' to connect your apps in Integrately

add connection

If you have already connected your apps with Integrately, just select from the list.

add connection

Follow the instructions or process to connect your accounts. In most cases, you will find a step-by-step video or set of instructions to connect your account with Integrately.

Field Mapping

In the simplest form, Integrately takes data from your source app and gives to your destination app.

 

But the field in both apps will probably be different. For each field in the destination app, you can select the corresponding field of source app.

 

We call this as Field Mapping.

 

In most cases, we try to smartly create mapping on our own.

 

But if you want, you can map additional fields. Or, edit the default mapping as per your requirements.

 

Follow these steps to map fields or make any changes to the existing mapping -

  1. Click on the field you want to map in the destination app
  2. There are 3 ways to map a field:
    • You can select the field from the source app that you want to sync with this particular field, or
    • You can also select from the fields in the ‘Fixed’ section, which will display a pre-defined list to pick from, depending on the field to be mapped, or
    • You can also manually set the value of the field and click ‘Enter’

You can also set fixed value for a field

Or modify the data before passing to to destination app

Test & go live

Once the mapping is complete, you will need to ‘test’ your automation. To check whether it is giving the desired result or not.

 

How to check your automation?

 

Click on the ‘Test and Go live’ button. Now Integrately will pull the sample form you see while activating the automation, and send it to the destination app to produce the desired record. If it is successful in doing so, Integrately will notify you about the successful implementation of the automation.

 

You can now check the destination app for the newly created record

 

However, sometimes it may happen that your automation will be activated successfully, but you may not see any records getting created in the destination app. In that case, Integrately will notify the occurrence of an error. You then need to revisit your field mapping and make the required changes.

 

For additional satisfaction:

 

Despite seeing the test record being created, sometimes you may feel the need to test the automation yourself. In that case, you can create a record in the source app for the desired ‘when’ condition yourself.

Then you need to wait for a few minutes for it to reflect in the destination app. Once you can see a new record is created in the destination app, you can be rest assured that your automation is fully functional now.

Managing your automations

Integrately lets you sort and organize your automations.

 

After setting up the automation, Integrately lets you choose the folder you want the automation to be stored in. You simply need to select from the drop down menu.

Integrately even lets you -

  • Add new folders,
  • Change the default folder, or
  • Rename a folder to suit your requirements

If you want to sort and organize your automations in different folders, you simply need to follow 3 steps.

  1. Select the automation
  2. Click the ‘Move to’ button.
  3. Select the desired folder from the drop down list.

It's that easy!

However, if you wish to delete a particular folder, you first need to move all its automations to another folder before deleting it. You cannot delete a folder if it has any automation stored in it.

What is the Webhook/API App used for?

If you wish to integrate an application with Integrately, which is not currently supported by us, you may use the Webhook/API app. You can use it to -

  • Send data to any application
  • Receive data from any application

 

Where can I find Webhook/API app in Integrately?

 

You can find the Webhook/API app in the list of applications, while selecting the apps you wish to integrate.

How to use the Webhook/API App

You will first need to ensure that the application you wish to integrate with Integrately has the API documentation publicly available to users.

 

1. Webhook/API app as the trigger app

 

When you are trying to receive data in Integrately from an unsupported application, you need to use the Webhook/API app as the trigger app.

To connect Integrately with your application, you need to follow the instructions given -

Please watch the below video for your reference:

 

2. Webhook/API app as the action app

 

When you wish to send data from Integrately to an unsupported application, you need to use the Webhook/API app.

 

You need to read the API documentation carefully so as to understand which action is to be used for the desired result.

The Webhook/API app supports the following actions:

  1. POST data

     

    This creates or updates the data or record.

  2. GET data

     

    This searches or reads the data or records.

  3. PUT data

     

    This updates the data or records.

  4. DELETE data

     

    This soft deletes/deletes the data or records.

  5. PATCH data

     

    This partially updates the data or records.

    Please refer to the the below video to understand how to use the Webhook/API app to use the POST, GET, PUT or DELETE actions:

  6. Advanced Request

     

    When you have complex data or arrays in body, you can use Advanced Request.

Sample data for body in Advanced Request

Please refer to the the below video to understand how to use the Webhook/API app for the Advanced request action:

Modify data

Sometimes you want a different format for the data in your destination app. Meaning, you want to change the format of your output app as opposed to the source app.

 

Integrately gives you this freedom. It lets you change the format of your input data be it text, numbers or date. You can even add formulas to a field. All this in just a few clicks while mapping the fields. No need to use any other app.

 

Where to find Modify data?

 

When you click on a field for mapping values, you will be able to see a ‘Modify Data’ button at the top of the pop-up window in purple colour.

Integrately provides several Modifiers to support your requirements:

  1. Date/Time
  2. Number
  3. String (Text)
  4. Utility

Let's understand the different modifiers:

 

Handling Date formats

  1. Shift Date

     

    Suppose you want to set the follow up date for a lead as 5 days from the date of creation of the lead. So in that case, you need to use this modifier.

  2. Change Date Time from one format to another

     

    Suppose your source app shows date in dd/mm/yyyy format and you want the destination app to show date in dd-mmm-yy format. So you apply the above modifier to the relevant date field(s).

  3. Change date time to specified format

     

    Many times, the app accepts the date only in a particular format. For example, your destination app Google Calendar, which accepts the date in only this format - yyyy-MM-ddTHH:mm:ss So, here you need to use the above modifier.

    If you want to write the ‘Name’ of the month, rather than the number, you can use the date format:

     

    dd MMM yyyy --> 27 Mar 2018

     

    And when you wish to include the ‘Day’ in the date, you can use the following date format:

     

    ddd dd MMM yyyy --> Tue 27 Mar 2018

  4. Current Time (When Automation is executed)

     

    Suppose your automation says - when a subscriber is added to your marketing automation, create a deal in your CRM.

     

    Now, you want the record in CRM to show the time of creation of the record to be the time of execution of the automation in your time zone.

     

    In other words, if you want the output to be something like this -

     

    In that case, you need to use the below modifier -

  5. Current Time & Timezone (When Automation is executed)

     

    Suppose your automation says - when a subscriber is added to your marketing automation, create a deal in your CRM.

     

    Now, you want the record in CRM to show the time of creation of the record to be the time of execution of the automation in your time zone. Additionally, you want the timezone to be displayed.

     

    In other words, if you want the output to be something like this -

    In that case, you need to use the below modifier -

  6. Change date from one timezone to another

     

    The timezone of any 2 apps exchanging data may or may not be in different timezones. Hence, to avoid confusion, every app treats the received timezone to be UTC.

     

    So, what happens is that the destination app treats the incoming time to be in UTC and then converts this time into the timezone selected by you. As a result, if your destination app timezone is UTC +5.3 hrs, the resultant time shown in the destination app will be UTC+11 hrs.

     

    So for example, your trigger app, say CompanyHub, is in UTC+5.30 timezone. And you want to pass the date to your trigger app, say ClickUp. So, in order to handle this, you need to use the following modifier -

  7. Convert Date Time to Unix format

     

    Suppose your destination app accepts date and time in UNIX format only (which will be mentioned alongside the DATE field in the app. Then you need to use this modifier.

  8. Convert Unix Time to Normal Date Time

     

    Suppose your source app, say ClickUp, sends the date in a format like this - 1593978425 (UNIX). But your destination app needs the date to be in normal format. In that case, you need to use this modifier.

 

Handling Text formats

  1. Limit length of text

     

    If you want to limit the number of characters visible in the data being passed from the source app, you can use this modifier. You can specify the number of characters you wish to see and also if you would like to see ‘..’ at the end, or not. For example, you don’t wish to show the complete email address of your contacts in the google sheet you share with others.

  2. Remove extra whitespaces

     

    If you want to remove space(s) between words in your data, you can use this modifier to remove them. You have options to choose from if you wish to remove the spaces from all the places or just specified positions. For example, the file name should be the same as the contact, but without the spaces.

  3. Replace one text with another

     

    This modifier can be used if you want to replace an incoming word with a different one while passing that data to the next application. For example, if you want the ‘valid’ result of your email verification to be passed on as ‘success’, when sending to the next application.

  4. Change to lower case

    This modifier can be used when you want all the alphabets in the data to be in lower case.

  5. Change to upper case

    This modifier can be used when you want all the alphabets in the data to be in capital.

  6. Change from Technical to human readable

    Suppose your source app saves the Company Id as ‘emilia_peels_montogmery’. But you want to see the filename as ‘emilia peels montgomery’ in the destination app. So you apply the above modifier to the relevant field(s).

  7. Change to title case

    This modifier can be used when you want to capitalize the first alphabet of each word. For example, the ‘title’ of your social media post.

  8. Change to camel case

    This modifier can be used when you want the first alphabet of each word to be in lower case. For example, when creating a ‘username’.

  9. Extract text till a particular character

    Suppose you want to map a field but with only partial text from the incoming data. Say till a particular character, like '@'. In that case you need to apply this modifier. You just need to specify the particular character that Integrately should look for in the data.

  10. Extract text after a particular character

     

    Suppose you want to map a field but with only partial text from the incoming data. Say after a particular character, like ‘@’. In that case you need to apply this modifier. You just need to specify the particular character that Integrately should look for in the data. You may or may not include that character in the extraction.

  11. Extract text after a particular text

     

    Suppose you want to map data that comes along with the field name from the source. But you only need the value from the field. In that case, you can use this modifier and mention the field name along with any other character, if any present, as the ‘text’ part in this modifier.

    For example,

    In the below example you will mention the ‘Text’ = ‘Name:’

  12. Extract text after a particular character till a particular character

     

    Suppose you want to map a field but with only partial text from the incoming data. Say between 2 characters, like ‘@’ and ‘.’ In that case you need to apply this modifier. You just need to specify the starting and ending characters that Integrately should look for in the data.

  13. Extract text after a particular text till a particular text

     

    Suppose you want to map a field but the incoming data has multiple values like a string of values. In that case you need to apply this modifier. You just need to specify the particular words and/or combination of word and symbol that Integrately should look for in the data.

  14. Pick value from a list

     

    Suppose you want to map a field but the incoming data has multiple values like an array of values. In that case you need to apply this modifier. You just need to specify the ‘separator’ that distinguishes the values in the array and the ‘position of the value’ you want to extract.

  15. Set value if field is blank

     

    Suppose a field may sometimes be blank in the incoming data. But the destination field is a ‘required’ field and can’t be left blank. In that case, you can use this modifier.

     

    For example, some applications require a ‘last name’, but sometimes the incoming data may or may not have value in the field. In that case, the record cannot be created in the destination application. In that case, you can set a ‘default value’ for that field using this modifier, so as to avoid problems with processing the record.

     

    As a result, whenever the incoming field has no value in the ‘last name’, the record will still be processed and ‘1’ will appear in the field that says ‘ last name’ in the destination application.

     

    You can also set another field to be used as ‘Default value if the field is blank’ in case you want to trigger your automation based on availability of 2 fields. So in the absence of value in the 1st field, the value from the 2nd field will be used.

 

Handling Number formats

  1. Calculate fields

     

    Suppose you want to auto calculate the billing amount for the product(s) in the invoice. So, what you can do is just select the product quantity field while modifying data and state the formula.

  2. Round off the number

     

    Suppose you received the value in the format 21.2364, but you want to round off the number to the closest number. Then you need to use this modifier. This modifier gives you 3 options for rounding off. You can choose the 1 you want.

  3. Round off to decimal

     

    Suppose you received the value in the format 21.2364, but you want to round off the number to 2 decimal places. Then you need to use this modifier.

  4. Convert to Absolute value

     

    Suppose you received data in the format -11, but you want to send it to the destination app as on 11. Then you need to use this modifier.

  5. Currency conversions

     

    Suppose you have customers from across the globe. But you want a single currency to be used for billing purposes, let's say GBP.

  6. Formatting number according to currency

     

    Suppose you receive the amount in the format 10000 and you want to convert it Indian format 10,000.

     

    So you need to use the modifier -> Format number according to country
    For Culture you can use -> en-IN

  7. Formatting currency according to country

     

    Suppose you wish to add the currency symbol before the amount, say rupee symbol before the amount 10000

     

    So you need to use the modifier -> Format currency according to country
    For Culture you can use -> en-IN

     

    *Note:

    You can use Google to find the Culture code for any country. For helping you understand what a particular culture codes looks like, you can refer to the the document shared on the below link - https://docs.google.com/spreadsheets/d/1shet22s_og3OPnPOhse-H39SRy3g1r9Kc5BYiuz8TGM/edit?usp=sharing

     

    Below is a glimpse of some of the currencies shared in the sheet -

    You can use Google to find the Culture code for any country

     

    Country Code:

     

    You can use the below shared Google Sheet link to find the Country code for any country -

     

    https://docs.google.com/spreadsheets/d/1bAHkkv0ekP-zwKnz55PR6sQmRcX_2Sew8Fj_0o-zi5c/edit#gid=0

     

    Below is a glimpse of some of the country codes shared in the sheet -

     

    You can modify any no. of fields in a single go. No need to go to every field individually and do the entire process again and again. Just do all of them at once.

     

    *Unless you are using the same field for applying different modifiers

 

Adding Multiple Modifiers

Suppose you want to use 2 modifiers before using it for mapping in the destination app. So, for this, we have added a separate app called ‘Data Modifier’.

 

For example, first you want to format the number as per Indian number system and then add the Rupee symbol to it.

 

In that case, you will need to add this before the destination app like this -

 

And the process would be as follows -

 

Editing the Modifiers

Sometimes after validating the modifier, you may feel that you don’t want to modify the data. In that case,

  1. If you have used modifier just once, simply click on ‘Don’t Modify Data’

  2. If you have used multiple modifiers, just cancel the unwanted modifier(s) and click ‘Validate & save’

Customizing your automation (Adding conditions/multiple apps)

Integrately lets you customize your automation to suit your requirements. For starters, you can rename your automation.

 

Furthermore, you can customize your automation to include more than 2 apps, or execute automation based on filters and even add ‘if-else’ conditions to handle different scenarios in a single automation.

 

To set-up the additions, you need to follow the below steps:

  1. Click on the ‘Modify Conditions and Actions’ button. It will switch from ‘test’ view to ‘flow’ view.

  2. Sometimes you may want to make additions somewhere in-between the automation and sometimes at the end of the automation. So you need to click on the ‘Add Condition/App’ button accordingly.

    • If you want to add at the end of the automation, hover on the ‘Add Condition/App’ button at the bottom and click on the relevant option.

    • If you want to make additions somewhere in-between the automation, hover on the app after which you want to make the addition. Then hover on the ‘Add Condition/App’ button and click the relevant option.

    Now the biggest question is, what is this relevant action?

  3. To add app(s): click on ‘Do something’

    Click here to learn more on how to add multiple apps to the automation.

  4. To create filter(s): click on ‘Check condition after this’

    Click here to learn more about filters.

  5. To add branching ( IF .. THEN …. ELSE .. kind of scenarios):

    • To set the ‘if’ condition, follow the same steps as creating ‘filter’

    • To set the ‘else’ condition, choose from the options in ‘if this condition is satisfied’ or click on ‘Else do something’

    • You can also add more branches to your ‘if - else’ condition. To do so, just add more filter(s) or app(s)

      Click here to learn more about branching.

Connect 3+ apps in an Automation

Sometimes you want to add more than 2 apps in the automation.

 

For example, you want to create an automation where

  • When a subscriber is added to a list in MailChimp

    • Create a deal in CompanyHub, and

    • Create a proposal in Better Proposal

 

To begin with, you need to select MailChimp and any 1 of the remaining apps. You can then add the last app depending on its location in the automation.

Your automation will be saved automatically. Now you need to ‘add connection’ for all your latest app additions to the automation and do the field mapping, before you ‘Test and Go live’.

 

Using data of different apps:

 

When you are using more than 2 apps in the automation, you can map fields for an app from any of the preceding apps in the automation.

 

For example, you want to create an automation where

 

  • When a subscriber is added to a list in MailChimp

  • Then create a deal in CompanyHub, and

  • Then create a proposal in Better Proposal

 

In that case,

  • for CompanyHub, you can map fields from MailChimp;

  • for Better Proposal, you can map fields from either MailChimp or CompanyHub or both.

Filter records

In some cases, you want to continue with the automation only if certain conditions are met. Like execute only if the deal stage is Won. So you can add a condition step. This condition can be placed anywhere in the automation.

 

Let’s use an example to understand this better. Suppose you want to create an automation where:

 

When a deal is updated in CompanyHub:

  • If deal stage is updated to won
    • Create a customer in QuickBooks Online

 

So once you have set the filter in CompanyHub, unless the updated deal stage contains the words ‘won’, the customer will not be created in QuickBooks Online.

 

Let’s look at the different kinds of filters and their implications -

  1. Exactly Matches

     

    This means that the next step will only be executed if the ‘Value’ of the field will be exactly as mentioned in the filter.

     

    For eg, if you have the following filter applied on a field from the trigger -

    exactly matches

    Then, if your incoming field value for the currency field says GBP, it won’t meet the filter condition. And hence, the filter won’t be triggered.

  2. Does not exactly match

     

    This means that the next step will only be executed if the ‘Value’ of the field is not the same as the value mentioned in the filter.

     

    For eg, if you have the following filter applied on a field from the trigger -

    does not exactly match

    Then, if your incoming field value for the currency field says USD, it won’t meet the filter condition. And hence, the filter won’t be triggered.

    However, if it says GBP, the trigger will be fired and the automation will be executed.

  3. Exists

     

    This means that the next step will only be executed if the ‘specified field’ contains a ‘value’

     

    For eg, if you have a ‘search contact using email’ step and then you applied the following filter on the ID field from the ‘search step’ -

    exists

    Then, the next action will only be executed if the ‘ID’ in the search step is found .i.e the particular email address exists in that app in which the search was performed.

  4. Does not exists

     

    This means that the next step will only be executed if the ‘specified field’ does not contain any ‘value’

     

    For eg, if you have a ‘search contact using email’ step and then you applied the following filter on the ID field from the ‘search step’ -

    does not exist

    Then, the next action will only be executed if the ‘ID’ in the search step is NOT found .i.e the particular email address does not exist in that app in which the search was performed.

  5. Contains

     

    This means that the next step will only be executed if the ‘specified field’ contains a ‘particular value’

     

    For eg, if you have the following filter applied on a field from the trigger -

    contains

    Then, the automation will be executed only if the ‘address’ field contains the words ‘new york’, irrespective of uppercase or lower case.

  6. Does not contain

     

    This means that the next step will only be executed if the ‘specified field’ does not contain a ‘particular value’

     

    For eg, if you have the following filter applied on a field from the trigger -

    does not contain

    Then, the automation will only be executed if the ‘comments’ field does not contain the words ‘not satisfied’, irrespective of uppercase or lower case.

  7. Starts with

     

    This means that the next step will only be executed if the ‘value’ of the specified field starts with a ‘particular value’.

     

    For eg, if you have the following filter applied on a field from the form (trigger) -

    starts with

    Then, the automation will be executed only if the ‘answer’ of the particular question starts with ‘yes’, irrespective of uppercase or lower case.

  8. Does not start with

     

    This means that the next step will only be executed if the ‘value’ of the specified field does NOT start with a ‘particular value’.

     

    For eg, if you have the following filter applied on a field from the form (trigger) -

    does not start with

    Then, the automation will be executed only if the ‘answer’ of the particular question does NOT start with ‘no’, irrespective of uppercase or lower case.

  9. Greater than

     

    This means that the next step will only be executed if the ‘numeric value’ of the specified field is greater than the ‘specified value’.

     

    For eg, if you have the following filter applied on a field for Quantity -

    greater than

    Then, the automation will be executed only if the ‘quantity’ > 4.

  10. Less than

     

    This means that the next step will only be executed if the ‘numeric value’ of the specified field is less than the ‘specified value’.

     

    For eg, if you have the following filter applied on a field for Quantity -

    less than

    Then, the automation will be executed only if the ‘quantity’ < 10.

  11. Ends with

     

    This means that the next step will only be executed if the ‘value’ of the specified field ends with a ‘particular value’.

     

    For eg, if you have applied a filter on the ‘time’ field of a scheduling app, such that only if the time is in ‘am’, will it be assigned to ‘X’ person -

    ends with

    Then, only when the ‘field value’ of the time will show ‘am’, will this automation be executed.

  12. Does not end with

     

    This means that the next step will only be executed if the ‘value’ of the specified field does NOT end with a ‘particular value’.

     

    For eg, if you have applied a filter on the ‘time’ field of a scheduling app, such that only if the time is NOT in ‘am’, will it be assigned to ‘X’ person

    does not end with

    Then, only when the ‘field value’ of the time will NOT show ‘am’, will this automation be executed.

Branching

Branching can be described as creating ‘If.. Else’ strings for an automation. Like defining various scenarios for the same automation.

 

Let’s say you want to create an automation where:

 

When a deal is updated in CompanyHub:

  • If deal stage is updated to proposal

    • Create a task in Todoist
  • Else

    • If deal stage is updated to won

      • Create a proposal in Nusii

    • Else

      • Create a subscriber in MailerLite

Create automations within a single app

You can create integrations not only with other apps, but also within the same app. It would be like automating a process within the app.

 

To put it in simple words, when step 1 takes place, it would lead to step 2, forming an automated process thereby.

 

Steps to create the automation

  1. Choose the same app twice instead of two different apps
  2. Select the ‘when’ and ‘then’ conditions
  3. Map fields, if required
  4. Add account
  5. Modify conditions and actions, if required
  6. Test and Go live
Facing an issue with connecting your account?

If you are facing problem with connecting your accounts with Integrately, there could be several reasons for it:

  • Your subscription plan does not support disclosure of API credentials
  • Incorrect API credentials
  • Changes in password of the app(s)
  • Incorrectly sourcing auto-saved login credentials in API field(s)

You need to resolve any such issue(s) to facilitate connection of your accounts with Integrately.

Facing issues when testing your automation?

If there is some in your automation, you will receive an error notification at the top while testing your automation. In that case, you won’t be able to proceed unless you have fixed the problem.

 

Now there could be a few reasons for such errors. These include:

  • Compulsory (*) field left unmapped
  • Mapped field is empty at the source
  • The test record does not exist any more
Is your Automation failing?

You have done everything right up till now, but still not able to see the results of the automation? Well, let's look at some of the most popular reasons due to which the automation may be failing:

  • Incorrect mapping of fields
  • Data being sent to app is not in proper format
  • Required field is empty
  • Authentication failed - Need to authenticate again
  • App is down

So how to recognize the error in the automation? For that, you need to check the ‘History’ of your automation. It will show an error message along with the field that caused the error.

For added convenience, Integrately will send you an email for the same stating the issue.

What is a scheduler?

A scheduler is a component that triggers tasks at specific times or after specific durations. In other words, it executes something on a schedule.

 

For example, you might design a scheduler to send reminder emails every Tuesday and Thursday at 8:00 AM.

 

Apart from scheduling one-time or repeated tasks, you can configure multiple triggers for each task. For example, if you have a task to send email, you can configure the trigger to fire when someone subscribes or cancels.

 

You also have full control over your tasks. You set up everything from :

  • Which days of the week your task runs,
  • How often it runs, 
  • At what time of day or night, and more.
How to use a Scheduler?

You can set up your scheduler in Integrately as below: 

 

Step 1 : Set trigger

 

Set up ‘scheduler’ as your trigger as shown below

Step 2 : Set up your frequency of events

 

Frequency determines the time period after which your desired action will be taken. You can schedule your activities on an hourly, daily, weekly, monthly and yearly basis.

 

Whenever the time triggers, your desired action will be automatically executed.

For example, you can set an action to be performed everyday at a particular time (for example:daily logs) with the daily scheduling as below. You can skip the weekends if required.

You can also set up your weekly tasks (for example : work status reports) for a particular day of the week, and at a particular time as shown below

Similarly, you can opt for monthly scheduling on a particular date (for example : invoices) as below:

Also, when your automation gets executed, you can check for the history for its completion. As the below example shows, The automated task gets executed on daily basis at the set time (5:30 PM) 

Search multiple rows for the same value 

 

There are scenarios, when you need to filter your data as per certain criteria and then use the filtered set of elements to perform further actions.

 

Scenario : You have a Google worksheet containing details of employees like name, team to which the employee belongs and their email-ids. You being a technical head need to mail the name and contact info of your technical team every week.

 

This can be easily done in Integrately using the below steps :

  1. Select the action as ‘Search multiple rows using column and value in Google sheets’ 
  2. Set up your connection by specifying details like:

    • Spreadsheet,
    • Worksheet,
    • Column, and
    • Search condition (in this you need to set condition as : condition : search in column ‘team, condition = ‘contains’ and search text = “technical”)
  3. This will fetch all the rows for which the corresponding ‘team’ column has value ‘technical’

Once you get the set of rows, you can further apply the Loop to perform the same action on each element. For example, you can send an email for each row retrieved with details (name,email) of employees belonging to the technical team ( shown in image below)

What is a Loop?

The Loop allows you to iterate through a collection of items. It provides a way to access each item in the collection, one at a time. 

 

They are commonly used with collections of data such as arrays and lists. They can also be used with other types of objects, such as files or directories.

 

You can automate your actions for multiple items using a Loop.

How to use a Loop?

You can easily set up a Loop with Integrately. Just follow the below steps : 

  1. Set your trigger 
  2. Get your list of elements on which you want to perform the same action
  3. Set your Loop for the list of elements

    • Set the action to be performed on each element of your list

For example, let us consider a scenario where you are a Project Manager who wants to automate the process of sending reminder emails everyday at a particular time to your technical team. 

 

You have a google worksheet to maintain your employee details. There is a column titled ‘Team’ which stores the team-name of the employee (like for eg: development, testing, production, support, technical etc). You need to shoot emails daily to those who belong to the ‘technical’ team.

 

A Loop can help you in automating this process as below : 

 

Step 1: Set your Trigger

 

You will need a scheduler (link to scheduler) as your trigger. Set up your frequency and time in the scheduler.

 

Click on the ‘Test’ button and then proceed further.

 

The below image shows the completion of step 1

Step 2: Get your list of elements on which you want to perform the same action

 

Here, you need to fetch all those email-IDs from your google sheet belonging to the technical team and then iterate them to perform the further action of sending out emails.

 

To get the rows from the sheet, set up your connection and add details like : 

  • Name of the Spreadsheet
  • Name of the Worksheet 
  • Name of the column (in this case - Team)
  • Condition - you need to filter the members who belong to technical team so you must set the following values accordingly :

    • Condition : contains
    • Search text : technical

Click on the ‘Test’ button and then proceed.

 

Step 3: Set up your Loop

 

To do so, click on ‘Modify Conditions & Actions’ and switch to automatic builder. On the screen that appears, click on your result from step no 2, and add the Loop as shown below:

Set up your Loop for the items (in this case rows of the sheet) . Map the results returned to the list in your Loop. Don’t forget to click on ‘Test’ and then proceed further.

Once mapped, it shows the number of items in the list (in this case, the number of rows that belong to technical team)

 

Now that your Loop is set up, you need to add the relevant action to be performed (in this case, sending email to all the email-ids returned to the Loop). 

 

Also while setting up your automation, you would see the last item of the list only. But once you set up the automation, it will perform the action for all the items in your list.

As shown in the above image, you can proceed further and select the ‘Gmail’ app. Then set ‘send an email’ as your desired action and select your appropriate connection. Finally, set up your fields for sending the email, click on retest and done! 

 

Congratulations, you have successfully set up your Loop.

 

Important : The action to be performed by the Loop, must be set up as a sub-step under the Loop. If you set it as a separate step outside the iteration, then the action won’t be performed on all the items of the list. 

 

For a quick recap, the following image depicts the overall workflow for setting up a Loop.

Few scenarios where a Loop can help you :

  • For a sales invoice containing the list of items, use a Loop to add these items to your CRM . The Loop will get the next items from the list and send it to your CRM system.
  • In case you want to filter emails with attachments from your mail account and add them to the dropbox, you can do so with a Loop.
  • Retrieve all your reviews from your GoogleMyBusiness , sort reviews with negative impact words and mail to concerned person
  • If you are an e-commerce company who receives order, then you can apply a Loop to separate the items and update your inventory details accordingly.
What is AutoRetry?

When you set up your automations, there are times when the actions fail or get misconfigured . Auto retry proves to be a helping hand in this situation.

 

It's a feature that automatically triggers a failed action again after a specified interval. This continues until your action gets executed successfully or you resolve the case.

 

Integrately provides the Autoretry feature for a time period of 10 hours where it tries to execute the failed actions.

 

Why is AutoRetry useful ?

 

Auto retry helps you handle situations like :

  1. API issues : Many APIs (application programming interface) fail due to network errors and no fault of the developer building them. Thus, you can make Integrately handle such kinds of scenarios by setting up retry automation.
  2. Service outages : Since the integrations are between cloud services, there might be times when one of the services goes down for some reason. Thus you must have your automations made to make Integrately retry these actions if they fail.
  3. User Input Errors: There will be times when your users will make mistakes while doing certain tasks like filling out forms or uploading files. Having an automation that makes the Integrately retry these failed tasks will help you find invalid input.
  4. Automation setup issues: Even after you have set up the integrations, there might be some issues with them that cause failures. Having retry automation can help solve these kinds of problems.
What is AutoRetry?

When you set up your automations, there are times when the actions fail or get misconfigured . Auto retry proves to be a helping hand in this situation.

 

It's a feature that automatically triggers a failed action again after a specified interval. This continues until your action gets executed successfully or you resolve the case.

 

Integrately provides the Autoretry feature for a time period of 10 hours where it tries to execute the failed actions.

 

Why is AutoRetry useful ?

 

Auto retry helps you handle situations like :

  1. API issues : Many APIs (application programming interface) fail due to network errors and no fault of the developer building them. Thus, you can make Integrately handle such kinds of scenarios by setting up retry automation.
  2. Service outages : Since the integrations are between cloud services, there might be times when one of the services goes down for some reason. Thus you must have your automations made to make Integrately retry these actions if they fail.
  3. User Input Errors: There will be times when your users will make mistakes while doing certain tasks like filling out forms or uploading files. Having an automation that makes the Integrately retry these failed tasks will help you find invalid input.
  4. Automation setup issues: Even after you have set up the integrations, there might be some issues with them that cause failures. Having retry automation can help solve these kinds of problems.
How does AutoRetry work?

Integrately’s AutoRetry feature works as below:

  • If a step in an automation fails with (rate limiting errors, downtime errors or other transient issues), Integrately will retry the step up to 5 times. While AutoRetry is active:

    • No error emails will be sent.
    • You cannot manually replay the task from history.
    • You can see when the step was last autoretried from history. It is indicated by Last Attempt on field
  • Automation runs that are being autoretried (or scheduled to be autoretried) show up as "Scheduled for AutoRetry" in History.
  • Integrately backs off after each successive failed retry attempt on this schedule: 5 minutes, 30 minutes, 1 hour, 3 hours, 6 hours. This means that if the automation task errors at 2:00 PM, AutoRetry will try again at 2:05, 2:35, 3:35, 6:35, and 12:35. The back-off schedule implies the final retry happens approximately 10 hours, 35 minutes after the first error.
  • If you edit your automation after the original error occurs, any future AutoRetry attempts will consider those changes. This gives you the chance to update your automation to help with preventable errors. All types of errors(other than outage, API issues) that occurred in the last 24 hours are autoretried when you enable your automation again after making changes.
  • When AutoRetry attempts to retry a step, it checks the state of the Automation (this is how it considers automation changes). If the automation is off, or if AutoRetry itself has been switched off, the retry attempt will not run and all remaining retry attempts will be canceled.
  • If you turn your Automation off between retries, it won't affect the retry schedule as long as the Automation is turned back on before the next retry attempt.
  • If Integrately cannot successfully retry the automation task after the last attempt (approximately 10 hours later):

    • You'll be sent an email notifying you of the error.
    • This is the only notification about the error Integrately will send if you enable AutoRetry.
Where to find AutoRetry?

You can activate the Auto-retry feature with the following steps:

  1. Click on ‘My Automations’ ,

  2. In the upper right hand corner, click on ‘History’

  3. Inside ‘History’ you will be able to see the ‘AutoRetry’switch. 

  4. Click to toggle AutoRetry switch to turn it on.

Please note that only the owner of the account can enable/disable the ‘AutoRetry’ switch. In case a user enables it, it is enabled for the Company where the user is the owner. Also, it is advisable to keep your ‘AutoRetry’ feature always ON so that you can run your integrations without having to worry about failed actions.

 

Note : You need a Professional or higher plan to avail the feature of ‘AutoRetry’