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How to Set Up The Zapier x inSided Integrations (+ FAQ)

  • 7 February 2020
  • 24 replies
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Our Zapier integration enables you to connect inSided with thousands of other apps like Slack and Jira to build workflows, automate repetitive tasks, and save time.

 

How to set up the inSided x Zapier integration

 

If you’re just getting started with Zapier

If you’ve come here directly from the step to authenticate your inSided account in Zapier...

When you create an inSided Zap, you'll be asked to enter your inSided API key.

The authentication modal in Zapier when creating an inSided Zap.

To locate your API Key in your inSided account, please follow these steps:

  1. Log into your inSided Control environment
  2. Go to Integrations > Apps via the menu.
  3. Click "Zapier" on the Apps page.
  4. Click "Generate API Key"
  5. Copy the generated API key to your clipboard 
    The Zapier app with your API key can be found on inSided’s app page in Control

     

Paste your key back into your Zapier account and then “Continue.”

If all steps were successful, your inSided account will now be successfully connected.

 

What can you achieve with the inSided x Zapier integration?

Zapier is a great way to boost internal adoption of the community by bringing community activity into the tools and workflows of colleagues at other departments, like Product, Support, Marketing, and Customer Success.

Whilst it’s common as a community manager to spend your day working in the inSided platform, your colleagues are spread across other tools. Integrating those tools with inSided via Zapier reduces the barrier to entry for colleagues to get value out of the community.

Here are three common use cases that our Zapier app is able to power:

  • Self-service: improve internal collaboration when answering questions / responding to users in the community by enabling your colleagues to read and respond to community posts without leaving Slack.

  • Product feedback: automate the community ideation workflow for your product team by surfacing the right ideas at the right time, whether that’s into Jira, Slack, Productboard, or any other tool!

  • Engagement: help customer success managers keep tabs on their customers by sending Slack messages when one of their customers registers on the community or posts a new question or idea. Enable customer marketing to create automated community email audiences by adding users to mailing lists in tools like Mailchimp when a user registers or posts a topic in a particular category.

What triggers/actions/searches are available in Zapier?

Triggers

  • New Topic (when a new conversation, question, idea, or article is created)

  • New Reply (when a new reply is added to a question, conversation, idea, or article)

  • New Topic Like (when a new like is added to a question, conversation, idea, or article)

  • Updated Idea Status (when the status of an idea is changed by a moderator)

  • Updated Moderator Tags (when the moderator tags of a topic are changed by a moderator)

  • New User (when a new user registers on the community)

  • New Attendee (when a new attendee signs up for an event in the community)

Actions

  • Create Reply (add a reply to a topic [question, conversation, idea, or article])

  • Create Moderator Tag (add a new moderator tag to a topic [question, conversation, idea, or article])

Searches

  • Find User (look up a user in the community to get more details about them) 

  • Find Topic (by moderator tag) (lookup a topic in the community by whether it contains a certain moderator tag)

 

FAQ

What data is available when looking up a user with the ‘Find User’ search/action?

You can access the following data in the trigger payload:

  • Username, email, and user ID
  • Roles (primary + custom)
  • Userid
  • Rank
  • Join date
  • Custom profile fields
  • Basic statistics about the user (total replies (posts), topics, answers). The likes count comes from a legacy data source and is deprecated.

Please note that some data points may be transformed and simplified when running a live Zap. This means that you may see additional data points when testing a Zap. For example, when testing a New Topic trigger, you may see the following data points - ID/Username/Avatar/Rank/mainRole:

Example Test Zap showing ID/Username/Avatar/Rank/mainRole data points

But when you deploy the Zap, you may notice that the Rank and mainRole data points are no longer displaying: 

Example Live Zap showing ID/Username/Avatar data points

This is because the live Zap runs the event payload through a connector that transforms and simplifies the data points. The data is still accurate and the full information can be found on inSided and within your other integrated systems.


Why do you only support finding a topic by moderator tag?

  • We currently only support finding a topic by moderator tag at the moment because it helps power some of the key use cases shown above (two-way links between Slack and inSided, JIRA and inSided, etc.). If you have a use case that requires finding a topic via a different attribute, please let us know in the replies!

Do I have to choose a content type/category when setting up the triggers for new topics/replies/likes?

  • No - these are optional steps that you can use to filter the topics that trigger your Zaps.
  • If you want to trigger Zaps from all content types or content from all categories, simply leave these fields blank when setting up the trigger.

I can’t see certain categories in the filter - why is that?

We only display public categories in the filter drop-downs on content-based triggers. This is because of a limitation where we’re only able to retrieve a list of publicly visible categories. However, content in private categories does still trigger these Zaps - it’s just that the categories don’t appear in the list for filtering.

Can I use Zapier on my staging environment?

  • No - unfortunately Zapier will only work on a production community and not on any staging environments. Attempts to authorise Zapier on staging will yield an authentication error with the API token.

There are limitless possibilities in Zapier. If you need inspiration or some help getting started, check out the Zap templates on our Zapier page.


24 replies

Userlevel 3
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Does Zapier work with Asana as well? 

Userlevel 6
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Does Zapier work with Asana as well? 

It does! https://zapier.com/apps/asana/integrations

Curious to know what would you like to achieve with an Asana integration :)

Userlevel 3
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Ah, that's great. Our team has been using Asana for a while now. We use it as our contentcalendar, for our tasks and also to keep track of our backlog and projects. Our organisation however, is about to make a major switch between CMS, and we're all probably gonna use Asana as our CMS as well. Since we are a consumerorganisation the community-team aren't the only active collegues on our community, our researchers and writers are as well for example. Therefore, a lot of our members post topics or messages about our existing content. It costs us a lot of time to remind all of our writers and researchers to respond to these messages. It would be great if we could create a Zap reminds them when there is a new lead within their range, for example. It's still just an idea that came to mind, but I hope this makes any sense.

Userlevel 6
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Sounds like a good candidate for automation and increasing community accessibility Monique:)! Not super familiar with Asana but the Asana ‘Create Task’ action (triggered by new topic in a certain category on inSided) and the Asana ‘New Story’ trigger (resulting in a new reply on a topic on inSided) seem like the most relevant ones for you. 

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Hey @daniel.boon —

Can you share more details about Step 3 in the first Zap, please?

  1. (Optional) Action: Append  Moderator Tag to topic with Slack thread ID in inSided.

Is this a third step using the inSided app? If so, I don’t see an action to append a tag or input the Slack thread ID, but I see the option to create a tag — if that is correct, can you define where to find the Moderator ID & Moderator tag name? Does that create the Slack thread ID?

Thank you! 

Userlevel 6
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Hi @cherise,

That was a mistake in the documentation - fixed it now. ‘Append’ was indeed referring to ‘Create’ Moderator Tags.

For the moderator id, you can look up any user with admin privileges in Control (e.g. yourself) - from there you can find your moderator id in the URL.

Here’s a screenshot showing how I’ve configured that step (topic ID/content type come from the first step; the moderator tag name variable comes from the step where you send a new channel message in Slack; the ‘slack:...ts’ part around it is so it’s easy to find the Slack thread id later on).


Please let me know if you have any other questions!

Userlevel 1

If I click here to sign-in to our community:

 

I get this page shown: 

 

>>>>>>>> How do I create an API key?<<<<<<<<<<<<<

 

I have of course been here and tried both the secret and client ID - neither works if inserted above as API key. 

 

Userlevel 6
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In case anyone else has the same question as @perinbox, I answered here: How do I get an API key for Zapier.

Short answer: Go to Integrations > Apps > Zapier to get your API key for Zapier 🙂.

Userlevel 2
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Hey @daniel.boon  - Can I use this feature from the Knowledge Center product too? If there’s any comments under an article published in a specific sub-category, they then get posted out to Slack. 

Userlevel 6
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Hey @daniel.boon  - Can I use this feature from the Knowledge Center product too? If there’s any comments under an article published in a specific sub-category, they then get posted out to Slack. 

Hey @Ben Anthonisz - absolutely you can do this! It’s easy to select specific subcategories when setting up the new reply trigger. If you want to trigger for multiple categories, that might require a bit more Zapier-logic to set up 🙂 (I’d recommend their built-in filter/lookup table apps).

Userlevel 3
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Question about the Slack / Zapier integration above: 

How do you prevent the “Push replies from Slack thread to the community” step from posting to the community and then looping back to the Slack thread (assuming you also did the “Send a Slack notification in an existing thread when new reply added on the community.” step).

 

Are these not meant to be set-up in the same instance?

 

Thanks!

Mike

Userlevel 6
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Question about the Slack / Zapier integration above: 

How do you prevent the “Push replies from Slack thread to the community” step from posting to the community and then looping back to the Slack thread (assuming you also did the “Send a Slack notification in an existing thread when new reply added on the community.” step).

 

Are these not meant to be set-up in the same instance?

 

Hey @mstone - when we set up the integration this is not something that we prevent - although it creates a duplicate message in the Slack thread, it also acts as a kind of confirmation that the message you pushed to the community was indeed posted. There is probably a way to prevent it, but I haven’t looked into it.

Userlevel 1

I’ve noticed that <p> </p> tags come in when the topic description is included in the Slack integration. It’s not a big deal, but this is how it looks:

 

Userlevel 6
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I’ve noticed that <p> </p> tags come in when the topic description is included in the Slack integration. It’s not a big deal, but this is how it looks:

Hey @jillrossco - thanks for your feedback. This is something we’d like to solve natively in the integration (offering a plain text field by default). However, you can workaround this by using the formatter by Zapier app which has a ‘strip HTML tags’ function 🙂.

Userlevel 5
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Hi - I registerd for Zapier but don’t see it in my list of Apps in the mod console. Any ideas?

Userlevel 5
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@Kgastaldo you should be seeing Zapier in your list of Apps in control now!

Userlevel 1

Hey @daniel.boon  - in an earlier answer you said this:

If you want to trigger for multiple categories, that might require a bit more Zapier-logic to set up 🙂 (I’d recommend their built-in filter/lookup table apps).

I’ll admit I’m a Zapier noob, but all I see in the “Setup trigger” is a radio select for the single category to trigger.  I’d like to set up a few categories to go to the same Slack channel, and not burn Zaps per category.  Could you give me a pointer?

I’d also like to do the same for new Questions and Conversations, but I guess this is likely to have the same answer.

Userlevel 6
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Is it possible to use the integration to trigger posting a topic to a specific subforum when certain conditions are met? (I’m thinking outages)

Cheerios,

Userlevel 6
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Hey @daniel.boon  - in an earlier answer you said this:

If you want to trigger for multiple categories, that might require a bit more Zapier-logic to set up 🙂 (I’d recommend their built-in filter/lookup table apps).

I’ll admit I’m a Zapier noob, but all I see in the “Setup trigger” is a radio select for the single category to trigger.  I’d like to set up a few categories to go to the same Slack channel, and not burn Zaps per category.  Could you give me a pointer?

I’d also like to do the same for new Questions and Conversations, but I guess this is likely to have the same answer.

Hi @triskaideka - that’s not possible with the category selector for the trigger, but you could use Zapier’s filter app in a step after the trigger to filter only the categories you want and keep everything in a single zap.

Userlevel 6
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Is it possible to use the integration to trigger posting a topic to a specific subforum when certain conditions are met? (I’m thinking outages)

Cheerios,

Hey @Ditte - it’s not currently possible to create a topic on inSided via Zapier, but the idea sounds like a really good one to automate! What tool would you be using to trigger the Zap?

Userlevel 6
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Is it possible to use the integration to trigger posting a topic to a specific subforum when certain conditions are met? (I’m thinking outages)

Cheerios,

Hey @Ditte - it’s not currently possible to create a topic on inSided via Zapier, but the idea sounds like a really good one to automate! What tool would you be using to trigger the Zap?

Most likely Slack, but maybe an email could also work… :thinking:

How can we update the Zapier Connector to include the ability to be able to add security roles to a user? I have a list of email domains that should automatically get assigned a role based upon their domain. It seems like we are SOO close… :) 

@daniel.boon any insight how often the connection times out? I created my ZAPs 2 weeks ago and the API connection to inSided already expired. 

Hey there @daniel.boon , I’m hoping to create a Zap that tells one of our Slack channels whenever we post a new article in our Insided community Knowledge Base. The use case is to tell Sales and Customer Success when there is a new article available, since the article is usually answering a question they get frequently from customers or prospects. Currently as a workaround I simply post the link to the article to Slack every time we post a new one, but this takes me some extra time. As of now the Zapier integration with Insided doesn’t offer me the option to send a notification to Slack whenever a new article is posted. Is this functionality coming soon? Thanks! 

 

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