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Zapier ​

Zapier is a powerful automation tool that connects HeadlessForms with thousands of other apps and services.

Introduction to Integration ​

Zapier enables you to create custom workflows known as "Zaps" without requiring any coding.

Each "Zap" consists of:

  • Trigger: An event that initiates a Zap, such as "New Submission".
  • Action: A task performed by a Zap once it is triggered, for instance "Send Email".

The Plan ​

Step-by-step: ​

1. Retrieve all necessary data from HeadlessForms ​

1.1. Get API Token ​

To begin, you'll need to create an API Token for Zapier to securely access your submission data:

  1. Navigate to Account Settings -> API Tokens.

    Get API Token 1

  2. Create a new API Token and assign it a name of your choice.

    Get API Token 2

  3. Copy and securely store the API Token. Note that all tokens are encrypted keys and cannot be retrieved once saved.

    Get API Token 3

    Example API Token: BGPU4UkVlw3zY5XRLROWLwTJCBUPSnlgka0fQuTpb8wljY40M58RqzlVdT9g

1.2. Get the Form Token ​

Next, retrieve the Form Token from the form you wish to connect to Zapier:

  1. Navigate to the form and make a test submission if there are no existing submissions.

    Get the Form Token 1

  2. Copy the form token. This token is publicly accessible and can be retrieved at any time.

    Get the Form Token 2

    Example form token: uv3b7Q8NC2

Summary: ​

  • API Token: BGPU4UkVlw3zY5XRLROWLwTJCBUPSnlgka0fQuTpb8wljY40M58RqzlVdT9g
  • Form Token: uv3b7Q8NC2

2. Log in to Zapier ​

If you haven't already signed up, visit zapier.com to create a new account.

3. Set up your first Zap ​

3.1. Authenticate HeadlessForms ​

Visit the Zapier HeadlessForms integration page and click on "Connect Headless Forms" to begin.

Authenticate HeadlessForms

3.2. Set up "Trigger" ​

3.2.1. Set up event ​

Select "New Submission" and click Continue.

Set up event 1

3.2.2. Set up Account ​

Click the "Sign in" button to connect your Zap to HeadlessForms.

Set up Account 1

Insert the API Token from step 1.1. Get API Token in the new window that appears.

(Ensure any pop-up blockers are disabled if you don't see the window.)

Set up Account 2

Submit the form. The result should resemble this:

Set up Account 3

Click "Continue".

3.2.3. Set up Form ​

Insert the Form Token from step 1.2. Get the Form Token.

Set up Form 1

Click "Continue".

3.2.4. Test trigger ​

Test trigger 1

If your form has no submissions yet, you'll see a message indicating a lack of data. Submit a test entry and click "Test again".

Test trigger 2

Once successful, click "Continue with selected record".

Test trigger 3

3.3. Set up "Action" ​

3.3.1. Set up Action ​

Let's send every form submission to an email. Choose the Gmail service.

Set up Action 1

3.3.2. Set up Event ​

Look for "send email" under Gmail and click "Continue".

Set up Event 2

3.3.3. Set up Account ​

Authorize Zapier to use Gmail for sending emails.

step #1 Set up Account 1

step #2 Set up Account 2

step #3 Set up Account 3

Click "Continue". Set up Account 4

3.3.4. Set up Email ​

Configure the email details, including recipient, subject, and body. Use data from the form submission in step 3.2.3. Set up Form.

Set up Email 1Set up Email 2

Click "Continue".

3.3.5. Test "Action" ​

Test Action 1 Verify the email is received to confirm the action is working correctly.

Test Action 2

Once successful, you can publish your first Zap!

4. Launch ​

Press the "Publish" button. It may take a few seconds for the Zap to be published.

Go live 1

Your Zaps list will show the newly published Zap.

Go live 2

You can set up as many Zaps as you need.

You can revisit any step of any Zap to make adjustments.

If your form submission structure changes, return to 3.2.3. Set up Form to update it for use in the action section at 3.3.4. Set up Email.

Note: Zapier processes actions periodically; in this case, emails are sent every 15 minutes rather than immediately. For more info, visit the official Zapier site.