Tutorial / Using Zapier

Automatically create an onboarding plan from Salesforce

Automatically create an onboarding plan from Salesforce

Having Arrows connected to your CRM is a huge upgrade for your workflow. You can begin creating customers, plans, and anything else you might need based on things happening in your CRM data.

On this page we'll walk you through how to connect Salesforce to Arrows using Zapier, and create an Arrows plan whenever an opportunity moves to Closed Won in Salesforce.

The plan…

To create an Arrows plan and customer we need 3 things:

  • The name (and website) of a new customer
  • The name of a template to create the plan from
  • The email address of an Arrows team member to be assigned as coordinator

These requirements are reflected in the Quick Create Plan & Customer Zap that's part of the Arrows Zapier integration.

These required pieces of data might rap roughly to the following in Salesforce:

  • Arrows Customer → Salesforce Account
  • Arrows Team Member → Salesforce Account Owner

So our Zap will do have the following steps:

  • Salesforce: Trigger when an Opportunity changes to Closed Won
  • Salesforce: Find the Account associated with that opportunity
  • Salesforce: Find the Account Owner associated with that Account
  • Arrows: Create Customer and Plan that matches the Salesforce Account

Salesforce: Trigger when an Opportunity changes to Closed Won

The first step is connecting your Salesforce to Zapier. The Salesforce Zapier integration is a premium integration, so you'll need a paid Zapier subscription to access it.

Create a new Zap, search for Salesforce, and select the top option from the list.

/images/resources/tutorials/creating-plan-from-salesforce/choose-salesforce.png

Since we want to know when an opportunity moves to "Closed Won", we'll select "Updated Field on Record" as the event we'd like to trigger this Zap.

/images/resources/tutorials/creating-plan-from-salesforce/updated-field.png

Next we'll have to connect our Salesforce account to Zapier. Click the "Sign in to Salesforce" button.

/images/resources/tutorials/creating-plan-from-salesforce/salesforce-sign-in.png

This will create a popup where you begin the authorization process. Select "production" environment.

/images/resources/tutorials/creating-plan-from-salesforce/salesforce-environment.png

You'll then be asked to sign in to your Salesforce account.

/images/resources/tutorials/creating-plan-from-salesforce/salesforce-login.png

And grant the required permissions to Zapier.

/images/resources/tutorials/creating-plan-from-salesforce/salesforce-allow-access.png

You'll then be returned to Zapier where you can select the Salesforce account you just authorized.

/images/resources/tutorials/creating-plan-from-salesforce/choose-account.png

Now it's time to set up the event trigger. We want this Zap to fire every time an opportunity changes its stage to "Closed Won". In Zapier that looks like this:

/images/resources/tutorials/creating-plan-from-salesforce/updated-field-on-record.png

Zapier will now ask you to test this trigger. Critically, you need to have some event data in your Salesforce account that matches the behavior we're looking for. I.e. you need to have had an opportunity that has changed its state to "Closed Won" at some point in the past for the test to succeed.

/images/resources/tutorials/creating-plan-from-salesforce/test-sfdc-trigger.png

If everything goes smoothly, Zapier should find an event on your Salesforce account where an Opportunity moved to Closed Won!

Now let's find the Account associated with this opportunity…

Salesforce: Find the Account associated with that Opportunity

Add a Zapier Action after the first trigger step. Search for and select Salesforce again.

/images/resources/tutorials/creating-plan-from-salesforce/sfdc-action.png

This time we're going to use the Find Record action since we're searching for the account associated with this opportunity.

/images/resources/tutorials/creating-plan-from-salesforce/find-record.png

Since we authorized our Salesforce account in the first step, we can use that same account authorization for this step.

/images/resources/tutorials/creating-plan-from-salesforce/select-account.png

Now we'll search for the Account that matches the account ID included with the event from the first step:

/images/resources/tutorials/creating-plan-from-salesforce/search-by-account-id.png

When we test this step, we should see the associated account information coming back.

/images/resources/tutorials/creating-plan-from-salesforce/successful-search.png

Salesforce: Find the Account Owner associated with that Account

The last Salesforce Zap we'll build will search for the Account Owner associated with the Account we found in the previous step.

The setup process is very similar to the previous step, so we'll only cover the parts that are different.

This Zap will also use the "Find Record" option, except this time we're searching for the User who is the Account Owner of the Account we found in the previous step.

/images/resources/tutorials/creating-plan-from-salesforce/search-for-owner.png

With this step we'll get back the user information of the owner of the account!

/images/resources/tutorials/creating-plan-from-salesforce/owner-result.png

Now it's time to start working with this data in Arrows…

Arrows: Add the Arrows integration to your Zapier account

To use the Arrows Zapier integration you'll have to add it to your Zapier account. You can accept an invite to the integration using this link: https://zapier.com/developer/public-invite/123347/1e96fa087e866d14304202fe2d96be40/

/images/resources/tutorials/creating-plan-from-salesforce/add-app.png

Arrows: Create Customer and Plan that match the Salesforce Account

Now that we have access to the Arrows integration, search and select it as the next action in your Zap.

/images/resources/tutorials/creating-plan-from-salesforce/add-arrows-action.png

The quickest way to create a new customer and plan at once is using the Quick Create Plan & Customer action event.

/images/resources/tutorials/creating-plan-from-salesforce/choose-quick-create.png

After choosing your event type you'll be asked to sign in to Arrows.

/images/resources/tutorials/creating-plan-from-salesforce/arrows-sign-in.png

Arrows authenticates Zapier using an API key. When you click "Sign in to Arrows" you'll be prompted with a form to enter that API key.

/images/resources/tutorials/creating-plan-from-salesforce/zapier-api-key.png

Like the form says, your API key can be found on your Arrows organization page at https://app.arrows.to/organization#api The Arrows API and Zapier are not available on the free trial or lowest tier plan.

/images/resources/tutorials/creating-plan-from-salesforce/arrows-api-key.png

Copy your API key and paste it into the Zapier pop up. You'll be returned to your in-progress Zap and be able to continue to the next step.

/images/resources/tutorials/creating-plan-from-salesforce/arrows-sign-in-success.png

After hitting continue we'll see the fields required for creating a plan and account. Fill them out with the data from the previous Salesforce actions.

/images/resources/tutorials/creating-plan-from-salesforce/quick-create-parameters.png

In this example we're using the Salesforce account name and website for naming the Arrows customer and giving it a website, and using the email from the Salesforce account owner. For the template name we're using the name of a template on our account, but this field can also be dynamically generated.

Continue and select "Test and Review".

/images/resources/tutorials/creating-plan-from-salesforce/test-quick-create-success.png

After testing you should see the data about your newly created plan returned! If you open Arrows you should also confirm that the Zap has succeeded.

/images/resources/tutorials/creating-plan-from-salesforce/created-plan-dashboard.png

You can see the plan has been created from the template we chose, attached to the new customer, and has assigned the correct coordinator.

Clicking into the plan confirms that everything's looking good.

/images/resources/tutorials/creating-plan-from-salesforce/created-plan.png

Turn on the Zap

Jump back to Zapier and you should see multiple places where you can turn on your Zap. Go ahead and flip that switch!

Now whenever a Salesforce opportunity moves to Closed Won the Zap will run and create an Arrows plan. Depending on what Zapier plan you're on, there will be a small delay between the event happening and the Zap running.

Though these instructions were written out for Salesforce, principally you can follow the same steps for any CRM:

  • Set up trigger on CRM event
  • Gather data you need from CRM
  • Create the Arrows plan and customer

This is the only the starting point for the potential of working with Zapier and your CRM to automate your workflows. Explore adding additional steps to this Zap like sending a custom email to the account with the Arrows plan URL returned by the final step, adding a participant to the plan, and anything else you can think of!

Don't hesitate to email benedict@arrows.to if you have any questions or suggestions on this guide or the Zapier integration!

Get our best tips about customer onboarding

We'll send you lessons about onboarding, customer success, and updates about Arrows.

You'll be able to unsubscribe at any time.

Need help? Email our CEO: dz@arrows.to

© 2021 Arrows. All rights reserved.

>