Function Point TrainingLibrary - The Mothership of How-TosLibrary Companies and ContactsUse Zapier with Google Sheets - A Great Way to Get New Companies & Contacts into Your fp. System

Use Zapier with Google Sheets - A Great Way to Get New Companies & Contacts into Your fp. System

Using the free version of Zapier, one can set up Zaps that will push information from a Google Sheet, into the Companies and Contacts module of your fp. system. This can be a great way to ensure new CRM data is added as you acquire it.

Although adding new Companies and Contacts directly into fp. is straightforward, we understand that it's always good to have alternatives, and that many of our clients are needing a way to connect a shared spreadsheet to their system.

Please review this article to learn more.

Create your Google Sheet

Create your Google Sheet

From your Google account within Drive, choose New and select Google Sheets.

Give the sheet a name, and begin creating your column headers.

My sheet includes what I consider the most pertinent for any new Contact and Company. I've done some basic formatting to help my staff too - putting Contact info in purple, and Company info in green.

Zapier has a variety of recommendations on how to setup your Google Sheet so that it will work successfully when part of a Zap. These are listed below and can be found in more detail here: How to Setup Your Google Sheet to Work with Zapier

Important to note when creating your own Google Sheets:

  • The first row of the sheet must have titles for each column header
  • You cannot have any blank rows in the sheet - as in blank rows between content rows
  • Only add new rows to the end of the sheet, not between current rows of content

Login to Zapier

To begin, login to your Zapier account.

Please review this article if you need to learn about setting up your free account with Zapier: Use Zapier to Share Companies & Contacts Data into your fp. System & Out to Other Programs

If you have not done so already, you'll now want to connect Zapier to your Google Contacts account. From your Dashboard, choose Connected Accounts.

Connect to Google Sheets

And from the Connected Accounts menu, choose Google Sheets.

A permission window will appear. Click Allow to complete the connection to your Google Sheets account.

You can now see Google Sheets in your list of connected accounts. Click into the name field to rename as you see fit.

Make a Zap

Now that the account is connected, you'll want to create a Zap.  Zaps are like a link between fp. and any other app available via Zapier.

For this article, let's make a Zap that will push any new Contacts and their related Company I add into my Google Sheet, into my fp. system.

Name the Zap

The Zapier system is  user friendly, and will walk you through a clear process to build your Zap step-by-step. Start by giving this Zap a name - whatever wording will make the most sense for you.

Set Up the Trigger Side

We now set up the Trigger - what has to happen for the Zap to go into action. In this case, we want that trigger to come from Google Sheets, so that's what we'll select as our Trigger App.

We now need to specify a bit more about this Trigger - I want the Zap to spring into action when I add a new row to my sheet, so that's the option I'm picking. Click Save + Continue.

I now need to pick my Google Sheet by name, as well as the name of the worksheet (the tab name at the bottom of the sheet).

Click Continue.

Zapier kindly gives you an opportunity to perform this mid-way test. Click Fetch & Continue, to ensure all is working well in this Zap thus far.

Click Continue when ready.

Set Up the Action Side

We can now set up the Action - what we want to happen after a new contact is added to my Google Contacts. In this case, we want that action to occur in Function Point, so that's what we'll select as our Action App.

We now have 2 options for the Action - that the Zap tries to make a new Company in my fp. system, or a new Contact. I think it is most likely that my team will be meeting new Contacts, and want to have those populate my fp. system, so I am picking Create Contact.

Click Continue.

My fp. account is already set up in Zapier, so I can select it here.

Click Save + Continue.

You will now need to do a little bit of mapping - the fp. system has several required fields when adding companies and contacts, and contacts cannot exist without an affiliated company.

On this page, you will need to make a selection for every field marked as required - and please note that the Zap will not work if you pick "Choose a Custom Value". The example options you see when clicking the pull down menus, will come from the row I added to my spreadsheet above.

Scroll down to complete the required mapping, and click Continue when ready.

Test the Action Side

Test the Action Side

Zapier again gives you an opportunity to perform a test. Click Create & Continue when ready.

And click Finish once your test has operated successfully.  

Turn On the Zap

If you would like this Zap to sure to set it to ON.

The Zap now shows in my list of Zaps, and can be renamed or edited as needed.

Now What Happens?

You could now choose to share the Google Sheet with other members of your team, and instruct them to use it as the place to input new Contacts they meet - remembering per Zapier to not leave blank rows as you go! As new rows are added, and Zapier checks the sheet every 15 minutes, these new Contacts will make their way into your fp. system.

And should you not want to wait for the 15 minute interval, you can also prompt the Zap to run manually.

As needed in fp., you can add more content or edit any content for these new Contacts and Companies.

We hope you'll find Zapier to be a useful tool in getting Company and Contact related data both into and out of your fp. system. And we welcome your questions or concerns:


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