Using Zapier to Find Users
Prerequisites:
- Before starting you will need to have a Zapier account and have connected it to your OfficeMaps instance. To learn how to do this read this article on Getting Started with OfficeMaps and Zapier.
- You can only use this feature if you are an OfficeMaps administrator user.
- You can only use this feature if you have a cloud-hosted OfficeMaps instance.
Setting up your automation's trigger
To find a user in OfficeMaps using Zapier, you will need to have a trigger from another application. For instance, if a new user is added to a Google Sheets document, with the Zapier integration you can find an OfficeMaps user and all of their facility details with ease.
In the following example, we will use a Google Spreadsheet to trigger our workflow. To start, login to Zapier and click on MAKE A ZAP.
Choose App and Event
Using the search box, search for Google Sheets and select Google Sheets as your application trigger.
Next, you need to select the type of trigger event you would like to start your automation with. In our example, we want Zapier to automate finding an OfficeMaps user's details when a new spreadsheet row is created. Under Trigger Event select New Spreadsheet Row. Then click Continue.
Choose Account
Next, in the Choose account section, select the Google account you would like to trigger your Zap. Then click Continue.Set up Trigger
Under Spreadsheet, select the spreadsheet with the data you will be using to trigger your automation.
Under Worksheet, select the name of the appropriate tab in the spreadsheet file.
Then click Continue.
Testing Your Trigger
Click on Test Trigger to check that the data can be pulled-in correctly.
If Zapier can see your data it will pull in 1-3 rows of sample data. check that the information looks correct, and click Continue.
Finding the User in OfficeMaps
With the Trigger step complete we can now perform an action; Finding a User in OfficeMaps. The orange bar in the interface should say "2. Action".
Select the Application
Search the list of applications for OfficeMaps using the search bar provided.
Click on OfficeMaps.
Choose App and Event
Under Action Event, select Find User, then click Continue to proceed.
Choose Account
Under OfficeMaps account select your account name. In our example, we have several to choose from (as we are developers) but you will likely only have one account.
If no account appears you will be prompted to connect your account. Please review the Getting Started with OfficeMaps and Zapier article if you need to connect your account.
Click Continue to proceed.
Set up Action
In this step we will be configuring how we look up the user, using our information from the spreadsheet. You can look up a user by a variety of fields (PersonID, Username, Email address or First Name and Last Name).
In our example, we are looking up the user by their email address.
From the Email Address drop-down, select the Google Sheet field that contains the email address.
Click Continue to proceed.
Testing the Action
The last step is to test that the action has worked. Click on Test & Review. Your automation will now search your OfficeMaps instance for the email address to the user.
If a user is found, Zapier will show you the details of that user in their response window. The window will also say "Test was Successful!" at the top of the screen.
At this point, you can either turn your Zap on by using the toggle in the top right-hand corner or click Retest and Continue to add another step to your automation.
Working with other application triggers:
Google Sheets is just one of 2000+ applications that can be used to create workflows that integrate with OfficeMaps. But don’t stress, as all of Zapier’s integrated applications work in a similar manner:
1. Select the application that will trigger the workflow (aka the Zap).
2. Select the action within that application which will act as the trigger.
3. Test the connection and review the test data.
4. Create an Action step in Zapier and select OfficeMaps.
5. Map your test data across from the trigger step.
6. Test the action in OfficeMaps.
7. Turn on the Zap.
8. Celebrate the free time your automation has created by drinking a cup of coffee. ☕
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