Using Zapier to send automated email notifications

With our Zapier integration, you can send your team or clients reminder emails automatically. You can even notify your whole sales team when a client accepts your proposal. Zapier offers both free and paid plans.

Note: If you haven't used the Zapier integration before, please see our general guide for more on how it works.

Before you start

In this example, we'll build a workflow (also known as a Zap) in Zapier. Before starting the Zap, make sure you have at least one recently-accepted test page in your Qwilr account. 

Note: Zapier allows Zaps to be shared, so here's a link to the one we've created in this article. You can open it in your Zapier account as a starting point.

Trigger: Page accepted in Qwilr

Step 1. In Zapier, start a new Zap and choose Qwilr as the trigger app. Then choose Project Accepted as the trigger.

Step 2. Click Continue, and then follow the prompts to connect your Qwilr and Zapier accounts.

Step 3. Click Test Trigger. Zapier will search for the most recently-accepted page in your Qwilr account, and pull in sample data from that page.

Step 4. Zapier displays the sample data like the example below.

The bold text shows the names of data fields that Qwilr allows Zapier to access. The grey text next to each data field is the sample data from your test page. 

Having them side by side makes it easy to identify which data fields you'll need in the Action step of the Zap.

Step 5. Click Continue to move on to the action step.

Action: Send an email

Step 1. Choose an email app. Zapier integrates with Gmail and others, or you can choose Zapier's own app, Email by Zapier.

Step 2. Make sure to set Send Outbound Email as the action. Then click Continue

If you're using your own email app in this Zap, you'll be prompted to connect your emailer to Zapier. If you're using Email by Zapier, you'll skip that step.

Step 3. Now it's time to customize the email. You'll specify who it's sent to, what the subject is, and what's in the body text. 

You can type in this information, or you can insert "tokens" that will pull specific data from the Qwilr Page. (Most of the time, you'll likely use a mixture of these two.)

When you click on any field labeled Enter text or insert data, it will open a list of the available tokens you can use from Qwilr. The text in gray next to each token's name will help you know you're selecting the right one. 

In this example, we're taking the email address the buyer uses while while accepting the Qwilr Page, and using it as the recipient for the email.

To show the whole list of available tokens, click Show All Options.

Step 4. Add the body of the automated email. In this example, we've inserted two tokens to personalize the message for any client who's just accepted the Qwilr Page.

From there, fill in as much of the email form as you need. Zapier includes a number of non-required fields, which you can skip if you don't need them in your email.

Step 5. Click Continue. Zapier will display a preview of your email, so you can verify that the data fields look correct with the text you typed in.

If you need to make any changes, you can head back to the Set Up Action step and do that.

Step 6. Click Test & Continue. Zapier will send a test email using your test data.

If the test is successful, Zapier displays the Publish Zap button. Click that to turn your Zap on. From this point, as your clients accept Qwilr Pages, they'll instantly receive this email.

If there's an issue and Zapier can't send a test email, it will present a troubleshooting guide. If you have questions, please reach out to us and we'll be glad to help.

Adding a delay step

Let's say you want to have this automated email send a few days after your client accepts that Qwilr Page. In that case you can add a delay to your Zap.

Step 1. To insert a delay step, open your Zap. Head to the top right corner and click the Edit Zap button.

Step 2. Next, click on the + symbol between the Trigger and Action steps of your Zap.

Step 3. This opens a new step between the Trigger and Action. Choose Delay from the menu.

Step 4. Now it's time to choose an event, which tells Zapier how to build the delay. Here, we're choosing Delay For. Then click Continue.

Step 4. In this example, we're sending the client our email 3 days after they've accepted the Qwilr Page. Type in the number in the first field, and choose the unit of time for the second field.

Step 5. Click Continue. Then click Test & Continue. Zapier will test that the delay settings are valid, and then display a check mark to show that this step is working.

Step 6. Turn the Zap back on by clicking the Publish button.

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