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Overview: What is Zapier? 

An introduction to Zapier's key concepts for ConstructionOnline™ Users

Construction teams rely on more than one tool to run a business—a CRM for sales, accounting software for the books, spreadsheets for reporting, and communication apps to keep everyone aligned. Moving information between those tools by hand is slow and error-prone.

Zapier is a web-based automation platform that connects the apps and software tools your business already uses—no coding required. With Zapier, you can set up automated workflows that pass information between applications, trigger actions based on events, and eliminate the manual steps that slow your team down. ConstructionOnline’s integration with Zapier lets you connect your project management data to thousands of other tools, from CRM platforms and accounting software to communication apps and spreadsheets.

HOW ZAPIER WORKS

Zapier automates work by linking two or more apps together through a workflow called a Zap. Every Zap starts with a Trigger and carries out one or more Actions in response. Both Triggers and Actions can involve ConstructionOnline, meaning ConstructionOnline can either start a workflow or be the destination of one. 

Key Terms: 

  • Zap: A complete automated workflow. Every Zap consists of at least one Trigger and one Action. When the Trigger event occurs, Zapier automatically runs the Action with no manual input required. 

  • Trigger: An event that starts a Zap. ConstructionOnline offers a set of Triggers based on activity within the platform, such as a Lead being created or a To Do being completed. These can be paired with Actions from any connected app. 
  • Action: A task Zapier performs in response to a Trigger. ConstructionOnline offers a set of Actions that can create or update data within the platform, such as creating a Contact or a To Do. These can be triggered by events in any connected app. 
  • Filter: An optional step that tells Zapier to only continue a Zap when certain conditions are met. For example, you could add a Filter so a Zap only runs when a To Do is assigned to a specific Project. (Filters do not count toward your Zapier Task usage.)
  • Formatter: An optional tool for adjusting or transforming data as it moves between apps—such as reformatting a date, splitting a full name into first and last, or changing text to all caps. (Like Filters, Formatter steps do not count toward your Task usage.)
  • Path: An advanced workflow feature that adds conditional, if/then logic to a Zap. Paths allow a single Zap to branch into different Actions depending on the data it receives. Paths are exclusively available as part of Zapier's paid plans. 
  • Task: A Task is counted each time a Zap successfully completes an Action. Zapier's pricing is based on the number of Tasks your Zaps run per month. Filters and Formatters do not count as Tasks—only Actions do.  
  • Polling Interval: The frequency at which Zapier checks ConstructionOnline for new Trigger events. Depending on your Zapier plan, this can range from every 1 to 15 minutes. Triggers labeled Instant fire immediately when the event occurs, regardless of your plan.  

What You Can Automate with ConstructionOnline + Zapier 

The ConstructionOnline + Zapier integration supports Triggers and Actions across a wide range of features, including: 

Leads & Opportunities Route Leads from web forms, CRMs, or other sources directly into ConstructionOnline
Projects Trigger workflows in other apps when a Project is created or updated
Contacts Keep contact records in sync across multiple platforms & databases
To Dos Create tasks from actions in your project management and communication tools

Time Tracking

 Log time entries and sync data with payroll or reporting tools
Daily Logs Trigger notifications or record updates when field logs are created
Messages, Comments, Files, and Calendar Events Connect communication and documentation workflows across your tech stack

For a full, current list of available Triggers and Actions, see ConstructionOnline on Zapier.

Zaps Run Automatically 

Once a Zap is set up and turned on, it runs in the background without any manual input. You don't need to be logged in to ConstructionOnline or Zapier for your automations to work. Zapier monitors for Trigger events continuously and executes the corresponding Actions as they occur. 

🗒️ Note: If your Zapier account reaches its monthly Task limit, Zap runs will be held—not lost. Zapier will notify you by email as you approach your limit, and held runs can be replayed from your Zap history once Tasks are available again.

For more information, visit Zapier's Task limits documentation. 

Zapier is a Separate Service

Zapier is an independent platform. It is not built by or affiliated with UDA Technologies. To use the ConstructionOnline + Zapier integration, you will need your own Zapier account. 

Zapier offers a free plan as well as paid plans based on the number of Tasks your Zaps run each month. Some features—including multi-step Zaps and Paths—require a paid Zapier plan. 

ADDITIONAL INFORMATION 

  • Subscription Level: Zapier integration is available for ConstructionOnline accounts with active subscriptions at Team, Business, or Enterprise levels.

  • CO™ Mobile: Triggers fire based on the underlying API event, meaning Zaps will run regardless of whether the action was taken in ConstructionOnline via browser access or via the ConstructionOnline Mobile App. No additional setup is required for mobile compatibility.

HAVE MORE QUESTIONS?

Frequently asked questions (FAQs) regarding the Zapier integration can be found in the article FAQ: ConstructionOnline + Zapier Integration.