How to use Insightly's Zapier integration

Connecting Insightly to Zapier automates repetitive processes, such as creating and tracking new Contacts, assigning tasks to your team, creating calendar events, and more.

This feature can be used with any CRM or Custom Objects. When using Insightly Marketing, the only available object is Prospects.

  • Plans

  • How it works

  • Triggers, Actions, and Searches

  • Use cases

  • How to create a Zap

Plans

Insightly’s Zapier integration is available on all plans. 

How it works

With Zapier you can build Zaps, which automate various repetitive tasks associated with your business. You can connect two or more apps to automate these tasks without coding or relying on developers to build the integration. If needed, the Zapier integration can be used with Insightly’s API v3.

A Zap is a blueprint for a task you want to do repeatedly. For example, a Zap might function like this: "When I get a new Contact in Insightly, update an existing Lead." The first part (getting a new Contact) is the trigger and the second part (update an existing Lead) is the action.

Another example: “When I get a new entry from a Wufoo form, create a new Lead in Insightly.”

Setting up Zaps will save your team valuable time that would have been spent manually creating or completing tasks. With Zapier, you can create workflows that can find or create records in Insightly based on triggers you configure. If you use webhooks with this feature, the limit is 50 for your entire account.

Triggers, Actions, and Searches

There are three important parts to creating a Zapier workflow: triggers, actions, and searches.

Triggers: A trigger is the event in an app that prompts the Zap. Once you set up a Zap, Zapier will monitor the app for that event.

Actions: An action is the event that occurs after being prompted by a trigger, for example creating a new Organization in Insightly. There's a limit of 100 actions that can be added to one Zap.

Searches: A search step finds existing data in an app that future Zapier actions can reference and use.

The following triggers, searches, and actions are available for this integration:

Triggers

  • New Record - A new record was created in your Insightly account.

  • Updated Record - Triggers when a record is updated.

  • Updated Field - A field was updated on a record in your Insightly account.

  • Deleted Record - A record was deleted on a record in your Insightly account.

     

Actions 

  • Create Record - Create a new record in your Insightly account.

  • Update Record - Update a record in your Insightly account.

  • Find Record - Find a record in your Insightly account.

Searches

  • Find Object - Searches for an Object by any searchable fields.

Use Cases

  • Save important sales leads that land on your website. If you use the Gravity Forms plug-in for your WordPress site, Zapier will convert those form submissions into Insightly contacts.

  • Build lists for your email marketing campaigns. After a new Contact is added to Insightly, Zapier inserts them directly into your MailChimp email list.

  • Assign tasks to your team that already include the details. Make or move a Trello card to a specific list and let Zapier assign that task to an Insightly user.

How to create a Zap

  1. Navigate to your Zapier dashboard. Click the plus icon in the upper left to create a Zap. When hovered over, the button will read Make a Zap.

  2. Type Insightly into the search bar and select the Insightly app. If you want another app to trigger an event, search for that app instead.

  3. Use the dropdown to select a trigger event. Click Continue.

  4. Select the Insightly account or other app account you want to connect. If you haven’t signed in to the account on Zapier before, a pop up will appear requiring you to enter your API key. Click Continue.

  5. Click Test trigger.

  6. Click Do this. Use the search bar to select an app that the action event will occur in.

  7. Use the dropdown to select an action event. Click Continue.

  8. Select the Insightly account or other app account you want to connect. Click Continue.

  9. Customize the data that you want to send over to your action app. These fields will vary based on the app and the action.
    When customizing the task, you can select items that are pulled from your account or create new items from scratch.
    Additionally, you can use data from previous steps or triggers when utilizing the custom tab. For example, you could select an owner from list of owners or select an owner from created record.

  10. Click Continue.

  11. If you’re on a free premium trial or paid Zapier plan, your Zaps are not limited to a single trigger and action. You can optionally add additional actions steps or search steps.

  12. Click Test & Review or Test & Continue.

  13. Click Turn on Zap.

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