Content Workflow currently has a Zapier integration in beta available to all plans. Users must have the "Can Manage Webhooks" permission for the project they want to create a Zap for.
How it works
You will need a Zapier account and a Content Workflow account.
The integration allows users to set up an automated connection between Content Workflow and any of Zapier's 4,000+ connected services such as Trello, Asana, JIRA, Slack, Microsoft Teams and more.
Each automated connection, or Zap, is comprised of a Trigger (that starts the Zap) and an Action (the outcome of the Zap), they are also tied to an individual project that the user must have access to.
The Content Workflow Zapier Integration offers a wide range of triggers and actions that can be seen here on the integration page along with more detailed information about when they are fired, and what they do.
Setting up a Zap
Below we'll outline the steps for setting up a simple Zap that:
Triggers whenever a new Content Workflow item is created in a project
Results in a Slack notification being sent to a channel
Make sure you have the correct permissions
In order to set up a Zap, your user will need to have the Manage Webhooks permission .
The Manage Webhooks permission is available under People & Groups > Roles > Edit Role then going to the Project tab.
Users who previously had the "Access all items" and "Create projects" permission, will automatically have this permission enabled.
Setting up the Zap
To proceed you will need a Zapier account, once created head to your Zaps, and "Create Zap" you should see the following screen:
For our trigger, we will be using the Content Workflow integration, you can search for Content Workflow in the App Event input field, and you should see an entry labelled BETA and LATEST.
Always try to use the latest version of the Content Workflow integration where possible.
Once selected you will be asked to choose a Trigger Event, we will be using the Item Was Created trigger:
As you can see this trigger is labelled as Instant. All triggers in the Content Workflow integration are "Instant" except for the "New Project" trigger.
The New Project trigger uses Zapier's polling technique to find new projects, meaning it can take up to 15 minutes for any Zaps that use this event to fire. Instant triggers should happen much quicker.
Clicking "Continue" will select this trigger, and take you to authentication.
Authenticating from Zapier to Content Workflow
If this is your first time connecting a Content Workflow in Zapier, you'll need to choose "Connect a new account".
If you are already logged into your Content Workflow account when you click this, you will not need to re-enter your email and password; however, if you are not logged in, you should see a pop-up window with the Content Workflow login screen
Once you have authenticated with your email and password, you will see the following screen, asking if you want to authorise Zapier to access your account
Once you have clicked Authorize, the window will close, and your email address will appear in the "Content Workflow account" select box.
Click continue to use this account.
Setting up the trigger
Each trigger is bound to a project, so you will need to select the Content Workflow account, and then the project, that you wish the events to be associated with.
Choosing an Account first, will then only show the projects associated with that account in the next dropdown.
Once you have selected an account and project, click continue, and then "Test trigger".
The integration will now attempt to find a sample of the type of data you can expect to appear in your Zap after it is turned on, and the event has fired.
Sometimes your account and project, may not have access to an appropriate data sample yet, in this case, a fake sample will be returned, that shares the same data properties as the type you can expect.
Click continue to set up the Action.
Setting up the action
The second half of each Zap is comprised of an action, an outcome that will happen when the trigger is fired.
In our example, we will set up Slack to send a message to a channel, whenever the event is fired. We would like the message to include:
Link to the item
The item's current status
Once you have authenticated with Slack and clicked Continue, you will be able to set up the action details.
In our case we are interested in setting up the Message Text that will appear in the channel:
Each trigger will have a different set of data that you can choose from, which depends on the context of the trigger itself, e.g. Item Was Created and Item Status Was Updated both share the same data set, as they both relate to an item. Whereas, Comment Was Added, and Comment Was Deleted, share a data set relating to comments, but also include the item that comment was made on.
You can see a full output of each schema with an explanation here.
We will set up the Message Text with the three data attributes we outlined above, by searching for them in the data drop-down:
Once you have set up your message and tested the action, you will be able to turn on the Zap.
From this point onward your Zap should fire each time an Item Was Created.