Summary: Zapier allows for building integrations between Ziflow and different third-party online applications. These automated tasks may work in two ways:

  1. When something happens in Ziflow, Zapier can trigger an action in some third-party application;

  2. If some event is triggered at an external application, Ziflow action is started.

Follow the instructions on how to:


How to connect Zapier with Ziflow

To connect Zapier with Ziflow, you can open the directory of your apps in Zapier, search for Ziflow and click the Connect button that will appear.

Copy the apikey from your Ziflow profile and enter it in the Zapier connection window.

How to connect Zapier with Ziflow

Once the connection is established, you may start working on your Zaps, which will automate Ziflow with any of Zapier supported online applications.


Build a Zap where an event happens on the Ziflow side and action occurs at some external application.

  1. Setting up Zapier trigger - Ziflow event

  2. Configuring Zapier event - external application action



Setting up the Ziflow event trigger

If you'd like to perform an action that happens in one of your used applications based on some Ziflow event, please start creating a new Zap with the Ziflow app selected as your Trigger.

Go to the Zaps tab on the left side panel of your Zapier account, click on the Create button in the upper right corner, and then select a New Zap.

In the app event field, you can just search for Ziflow and select it as your trigger app. Once it's set, you'll need to decide which Ziflow event will be a starting point for the whole automation. There are three different Ziflow events you may choose from:

  1. Proof Created - select if you want to trigger an action based on new proof being created.

  2. Reviewer Comment - choose if you want to trigger an action based on new comments being added in any created proofs.

  3. Reviewer Decision - pick if you would like to trigger an action based on the reviewer decision being submitted.

Selecting Ziflow event when configuring a Zap

When the event type is selected, you'll need to:

  1. Could you decide to which Ziflow account this Zap will be connected? Usually, it is the app that you initially connected Ziflow with Zapier.

    Selecting trigger account while configuring a Zap


  2. Set up a trigger that consists of naming a webhook.

    Setting up a trigger event details in Zapier


  3. Test a trigger, which will fetch some test data from your Ziflow account to ensure that the sync between Zapier and Ziflow is working. In the example below, Zapier fetched some proof metadata since I chose Proof Created as an event.

    Test trigger while setting up a Zapier automation

The whole trigger configuration process is done at this moment. However, you can watch the entire trigger configuration in the GIF below.

Finish configuring Ziflow event in Zapier

Configuring an action that Zap performs after an event is triggered


The second part of the Zap configuration is an action arrangement. An action is an event a Zap performs after it starts. The starting point will be selecting what application you want to use for your Zap (automation).

Note: tBeforehis step, we recommend connecting the application you want to use with your Zapier account. The following steps (and available options) will depend on the selected application.

  1. In the App event field, please type in the name of the chosen application and click on it. In our example, we selected Slack to send a Slack message to a channel whenever someone creates a new proof in the Ziflow account.

    Select an application while configuring a Zap action


  2. Once you've picked your action application, you'll need to set an event type. In our scenario, it will be Send Channel Message action (performed when the Zap runs).

    Select a Zap event when configuring a Zap action
  3. The next step will be choosing the application account. If you have multiple Slack accounts connected to Zapier, select the one you want to build the automation with.

    Choosing the application account when configuring a Zap
  4. The last part consists of filling out all necessary fields for the action selected two steps before. In this example, I want to notify people from the #test-slack-integration channel about new proofs created in Ziflow.

    Setting up action details when configuring a Zap action

  5. You may now test if the configured Zap did its job and if the triggered action may be seen on the application level.

    Test a Zap before publishing it


    The result of the test should already be sent to chosen application.

    Test if the Zap action can be seen at the application level

You may now publish the Zap and expect the action to kick in every time the event trigger occurs on the Ziflow side.


Create a Zap to start a Ziflow action based on external application events.

With Zapier, you can also build automations where the trigger is on external app side events, and the action takes place on the Ziflow side.

  1. Setting up Zapier trigger - external app event

  2. Configuring Zapier event - Ziflow action



Setting up the external app event trigger

If you'd like to perform an action in Ziflow based on an event triggered in one of your used applications, please start creating a new Zap with the needed application selected as your Trigger.

Note: Before this step, we recommend connecting the application you want to use with your Zapier account. The following steps (and available options) will depend on the selected application.

In our showcase scenario, we will build a Zap to create a new proof in Ziflow based on the Dropbox upload event.

  1. You can start creating a Zap by choosing Dropbox as the Trigger app.

    Start creating a Zap by choosing Dropbox as the Trigger app


  2. Select the event type, which will be responsible for letting know when a Zap should trigger an action.

    Select event type which will be responsible for letting know when a n action should be triggered by a Zap.


  3. The next step will be choosing the application account. If you have multiple Dropbox accounts connected to Zapier, you can select the one you want to build the automation with.

    Choosing the Dropbox application account


  4. Set up a trigger. You need to confirm which folder should be used in the Dropbox trigger configuration.

    Set up a Dropbox trigger details


  5. Test a trigger and see if it finds some specific items from your drive.

    Test a Dropbox trigger in your Zap

Once you're done with configuring your Trigger settings, you can start working on the second part of Zap configuration, which is an Action event.


Configuring a Ziflow action that Zap performs after an event is triggered

The action configuration will consist of five steps:

Start by typing in and selecting Ziflow at the Action configuration window in Zapier.

Selecting Ziflow as an Action app

Choosing what action event should be performed by the Zap (there are two options):

- Create Proof
- Create a folder

The next step will be choosing the action account. If you have multiple Ziflow accounts connected to Zapier, select the one you want to build the automation with.

The penultimate step is a configuration of the action details. Since, in our scenario, we want to create a new proof each time someone uploads a new file on a Google Drive side, we need to set details (workflow and settings) of the proof.

Each of the settings works the same way as you would be creating a new proof from the Ziflow portal level. If you'd like to know more about a specific setting, please visit the Uploading Assets for Review article.

Create proof in Ziflow action configuration
  1. Proof name - using the insert data option, you can fetch some data mapped from the application used in your Zap. In our example, we selected a Google Drive Title field which will become a proof name when Zap is triggered.

  2. File source URL - one of the required fields necessary for the proof creation. With this URL, you'll provide a file that will become a future proof image.

  3. File type - select what type of proof you want to create. For example, if you want new proofs to be live websites instead of snapshots, please choose the correct file type.

  4. Owner - pick a user who will become a proof owner.

  5. Folder ID - go to Ziflow and copy a folder ID where proof should be placed after creation. The ID can be copied from the browsers address bar (eg. https://ziflow.io/#/folders/ee0e0c83-a398-4196-abf8-bd5f1d95e568)

  6. Workflow template - decide if you want to apply your existing workflows to the proof. Read more about workflow templates.

  7. Minor version - in many cases, creative assets must be reviewed internally before being shared with external team members or clients. Most online proofing applications will label versions using the standard pattern V1, V2, and V3. Depending on your workflow, this may not be ideal - by the time a proof is shared externally, you could be sharing what is now known as V3. It could confuse external reviewers and raise questions about what happened to V1 and V2. Enable this setting to make the proof a minor version (e.g., V0.1, V0.2, V0.3, etc.).

  8. Lock the proof when all decisions are made - once a decision is made, proofs or stages can be locked to prevent reviewers from taking further actions (like adding comments or decisions). The only people able to unlock it are proof owners and managers. They also can manually lock the proof at any point. More detailed info can be found in the Manually lock & unlock proofs article.

  9. Allow download of the original file - if this feature is on, reviewers can download the proof's original file. A download icon is visible inside the Proof Viewer and on the Proof Details page.

    Just so you know, multiple files inside a proof will be downloaded as a zip file.

  10. Suppress proof created/failed email - proof creators may not want to receive an email informing them that a new proof is created/failed since they are making the proof. For that reason, Ziflow allows them to opt out of that email notification.

  11. Allow subscription - with a proof subscription enabled on a proof level, reviewers can add themselves to the proof. Then, depending on the options selected during proof creation, those reviewers can comment & make decisions.

  12. Electronic signatures - with this setting enabled, you'll only be allowed to share the proof with user reviewers. In addition, invited reviewers will be asked to sign their decisions on this proof electronically. I'd like you to please read more about electronic signatures in the following article.

  13. Proof security - the Proof Security Settings allow customers to securely share proofs, not only with users but with guest reviewers as well. This functionality ensures that only designated reviewers can access proofs. After selecting reviewers, determine whether or not they need to authenticate to access the proof.

Once the action configuration is saved, you can test the Zap and see if the test result (proof creation) will pass through and if the proof is created on the Ziflow end.

Test Zap and check your Ziflow account

Check your Ziflow account and see if the proof appeared in a selected location.

Check Ziflow proof created by Zapier automation

With configured and published Zap, you may expect the automation to kick in every time the event action is triggered.


Additional information:

  • If you want to know more about how to work with Zapier, we encourage you to discover Zapiei Help Center.

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