Gravity Forms Zapier Add-On allows you to integrate Gravity Forms with over 200+ (and counting) online services. Zapier enables you to automate tasks between other online services such as Salesforce, Basecamp, GMail and over 200 more.
Capture data via a Gravity Form that automatically creates a lead in Salesforce, a new row in a Google Spreadsheet and a new calendar event in Google Calendar. All from the same single form submission.
The Gravity Forms Zapier Add-On does not replace our existing add-ons such as MailChimp, Campaign Monitor, etc. but does provide you with a way to integrate with services that we may not already support via official Add-Ons. Just as we consider Gravity Forms a swiss army knife for WordPress, Zapier is a swiss army knife for Gravity Forms.
In order to use the Gravity Forms Zapier Add-On you must have a Zapier account. Zapier is a paid service and pricing is based on volume and usage. You can find more about Zapier pricing here.
Unlike most Gravity Forms Add-Ons, the majority of the setup involved in integrating with Zapier will occur on the Zapier side via their customer dashboard. This does mean if you are having an issue with a Zap you have created in Zapier not behaving the way you expected you may need to contact Zapier support for assistance for issues that occur within their Zapier Dashboard, Zap setup and behavior.
- Gravity Forms v1.7.5+
- WordPress v3.5+
Sign up for a Zapier Account
If you have not done so already you must first sign up for a Zapier account. This can be done quick and easy and includes a 14 day free trial which gives you access to every regular and premium app and has to task or zap limits. After the free trial you can continue to use the free plan or select one of the available premium plans.
Installing the Zapier Add-On
The Zapier Add-On can be installed from the Add-On manager within Gravity Forms in your WordPress Dashboard.
To install manually follow the directions below:
- Download the add-on plugin.
- Upload the plugin folder and files via FTP to your wp-content/plugins folder OR upload the plugin zip file via the “Add New” plugin menu in WordPress.
- Activate the “Gravity Forms Zapier Add-On” plugin you just uploaded.
Setup the Zapier Add-On
After you have installed and activated the Zapier Add-On there is not much you need to do until you are ready to integrate a form with Zapier. There are no global settings or API keys that must be configured.
The Zapier Settings page that appears within the global Settings in Gravity Forms is only for uninstalling the Zapier Add-On and its associated data in your WordPress database. Zapier integration takes place primarily on the Zapier site itself and then from within the Form Settings of a form you would like to integrate with Zapier.
Create Your Form
The first step in integrating with Zapier is going to be creating the form you would like to use to integrate with Zapier. This can include existing forms. It’s best for the form you want to integrate with Zapier to already exist so that when you integrate that form with Zapier the list of fields associated with that form are up to date when you are configuring your Zapier settings on the Zapier site.
Create Your Zap and Feed
A “Zap” in Zapier is what they refer to as their action. In Gravity Forms our Add-Ons refer to this as a Feed. In Zapier they call this a Zap. This is the action that you want to occur or be triggered when a form is submitted. In order to create your first Zap you must login to Zapier and then go to your Dashboard. You can then click on the “Create a New Zap” button to begin.
Creating a Zap is a 3 step process that must happen in tandem with configuring the Zapier integration in Gravity Forms. So the first part of the integration will take place within Zapier, the second part of the integration within Gravity Forms and the final part of the integration within Zapier once again. While it may seem confusing at first, it is easy to implement. The best way to make the process as easy as possible is to take advantage of the tabbed functionality available in most modern browsers.
Before you begin I would suggest doing the following:
- Create a new Tab in your web browser
- In that tab Login to your Zapier account
- Create a new Tab in your web browser
- In that tab login to your WordPress Dashboard
Once you have both Zapier and your WordPress Dashboard open in separate tabs select the tab where you have loaded Zapied and do the following:
- Login to Zapier account if you have not already done so.
- Go to your Zapier Dashboard.
- Click on the “Create a New Zap” button.
- From the “Trigger Service” drop down scroll down and select “Gravity Forms” from the list of available services.
- Once you have selected Gravity Forms as your Trigger Service you will then be presented with a “Trigger” drop down. Select “New Form Submission” which is currently the only trigger available. Although we may add additional triggers in the future.
- Select the service you would like to integrate with by selecting from the “Action Service” drop down.
- Select the “Action” you would like to occur from the drop down that will appear below the “Action Service” once you select the service you would like to integrate with. The actions that are available will vary by the service you have selected to integrate with.
- Once you have selected Gravity Forms as your Trigger, New Form Submission as your “Trigger”, the Action Service and Action you can then click on the orange “Continue” button to continue to the next step.
- Zapier will now display the Webhook URL that is a vital piece of the Gravity Forms integration. This Webhook URL is what Gravity Forms will use to trigger this Zap you are creating in Zapier. Copy-n-paste this Webhook URL. You will be presented with an orange “I’ve followed the instructions, Continue” button. DO NOT CLICK ON THIS BUTTON.
Once you see the “Select a Gravity Forms Account” section with the Webhook URL and orange continue button, now switch to the tab where you have your WordPress Dashboard and do the following:
- Login to your WordPress Dashboard if you have not already done so.
- Click on Forms under the Forms navigtion to view your list of Gravity Forms.
- Mouseover over the Form you would like to integrate with Zapier and then mouseover the Settings link that appears, it will then present you a list with specific drop downs. Click on the Zapier link.
- You can also access the Zapier settings by editing the form you would like to integrate with Zapier, moustover the Form Settings link in the Gravity Forms toolbar and the select Zapier from the drop down menu that appears.
- Once on the Zapier Form Settings page click the “Add New” button to add a new Zapier Feed.
- You will be presented with the interface to create a new Zapier Feed. Here you will enter the Zap Name, Webhook URL and configure any available options.
- The Zap Name can be whatever you would like it to be. It is used for you to identify what this does. So if this zap integrates your form with Highrise and creates a contact, then you could name the zap “Highrise Contact Creation Zap”. The Zap Name is for your benefit so you can distinguish between multiple integrations if your form will be integrating with multiple Zaps.
- The Webhook URL is the critical piece of the integration. This is what was provided to you by Zapier in the last step above. If you did not copy-n-paste it while in Zapier, switch to the browser tab where Zapier is open and copy-n-paste this Webhook URL. Then past this URL in the Webhook URL setting in the Zapier Feed in Gravity Forms.
- You can then configure if this Zapier Feed is Active or Inactive or configure Conditional Logic that can be used to determine if and when this Zapier Feed is triggered.
- After configuring the Zapier Field you can then click on the Save Zapier Feed button and the Feed will be created.
Once you have created the Zapier Feed in Gravity Forms you can now return to the browser tab where you have Zapier loaded and do the following:
- If you followed the instructions above you should still be at the point where you see the Webhook URL and an orange button that says “I’ve followed the instructions, Continue”. You can now click on this button.
- From this point on you must follow the instructions provides to you by Zapier. The steps involved are going to depend entirely on which service you are integrating with. Integrating with Highrise, which involves different settings than integrating with Google Spreadhseet, which involves different settings than integrating with HipChat and so on. So from this point on you will need to refer to Zapier documentation and support as far as setting up the Zap within Zapier. If you need assistance from Zapier support when setting up a Zap you can contact their support here.
The reason for the 3 step process is Zapier does not receive information about your form necessary for then using that data in the integration until AFTER the Zapier Feed has been created in the Gravity Forms Zapier Add-On. Which is why it’s a process that involves starting on Zapier, going to Gravity Forms, and then returning to Zapier to complete the process.
We will be working with Zapier to streamline this process going forward, but this type of integration is much more difficult to do with a self-hosted solution such as Gravity Forms than it would be if Gravity Forms was a completely hosted SaaS solution such as Wufoo and Formstack. But we will continue to improve the process as we move forward in our partnership with Zapier.