Zapier: Create Jetpack & Ignition Workflow
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Disclaimer: This works on the free version of Zapier but if you want to include multiple steps, you’ll need a paid Zapier subscription.
If you are using Jetpack workflow for practice management you can now create Jobs in Jetpack when proposals are signed.
The first step in creating your Zapier integration is to make sure that the granularity of the Services in Ignition matches the granularity of the templates you have created in Jetpack. You need to be able to set up your Actions in Zapier so that the proper templates are created in Jetpack based on the Services on the proposal. The last thing you want is for the integration to create a bunch of jobs that you don’t need or to have to create Jobs manually.
Depending on how you have the setup of your service, there are a couple of recommendations with respect to best practices on the granularity between Ignition Services and Jetpack Job Templates:
If you have set up your services to be modular you will want to use a 1 to 1 connection with your Zap. ie. Bookkeeping creates Jobs for Bookkeeping, Annual Tax creates Jobs for Annual Tax
If you use package pricing for your services you can create a 1 to many connections with your Zap. ie. Gold Package creates Jobs for Bookkeeping & Reporting & Annual Tax
Create Job when Service Accepted by Client
For our Zaps we are going to use the Service Accepted trigger for Ignition:
We want to use the Service Accepted trigger as we can then filter based on our Job Templates on an item by item basis. Then we are going to create a filter based on our Service name. This will stop Jobs from being created unless they meet our specific criteria:
Find or Create Client in Jetpack Workflow
Next, we want to use the Formatter tool in Zapier. This step is necessary since the way a person's name is stored in Ignition is different than the way a person's name is stored in Jetpack:
Next, we want to find our contact in Jetpack:
Note: that we have checked the box to create a contact in Jetpack if a contact is not found and that in this example it is an individual so the Company Name is left blank.
Create work templates in Jetpack Workflow
The next step is to create our Job off our work templates in Jetpack Workflow:
Once the Jobs are created you can then put any services that require a recurring schedule on that schedule in Jetpack.
💡 Pro Tip: Use your Proposal Acceptance link the description of the job as we have done here. This will create transparency with your staff on exactly what the scope of work is.
