Zapier is an online automation tool that connects your favorite apps, such as Gmail, Slack, MailChimp to over 1,000 other platforms. Sendsafely's Zapier App can be used to connect the SendSafely Dropzone to any platform in the Zapier library by building a Zap.
What is a Zap?
A Zap is a blueprint for a task you want to automate with Zapier. In words, a Zap looks like this: "When I get a new thing in A, do this other thing in B." The first part is the Trigger and the second part is the Action. You can mix and match triggers and actions to automate just about anything.
In today’s step-by-step example, our Zap can be described by saying "When a new file gets uploaded to my SendSafely Dropzone, send me an email with a link to download the files." The file submitted to the Dropzone is the Zapier Trigger and sending an email notification is the Zapier Action. This example is intentionally simple in order to demonstrate how to use the SendSafely Zapier app. A real world example can include much more complex Actions, such as posting file submission notice directly to a support ticket in another system. To set up your first Zap, follow the steps outlined below:
Enable your SendSafely Dropzone
Enable your Dropzone by logging into the SendSafely portal and browsing to the Dropzone section of the Edit Profile screen. Once enabled, you will see your Dropzone ID and Dropzone Key displayed. You will need these two values to configure the Zap.
Create Your Zapier Account and Start Your SendSafely Zap
If you don't already have a Zapier account, you can sign up for a free account here. Once logged in, choose the “Make a Zap!” option and search for the SendSafely App. We will use the SendSafely App for our Trigger. If the SendSafely App does not appear in your search results, you can use this link to join our public beta testing group.
Create a Trigger
The SendSafely Zapier App exposes a single Trigger method called New Dropzone Submission, which gets invoked every time there is a new submission to your Dropzone. Select this Trigger and click "Save + Continue".
Connect Your SendSafely Account
Next, you will need to connect the Zapier App to your Dropzone using the “Connect an Account” option. To connect your SendSafely account to Zapier, you will be prompted to provide your Dropzone Id and Validation Key (both obtained from the SendSafely Edit Profile screen shown above) and the SendSafely Hostname you normally authenticate to (the SendSafely hostname is typically https://yourcompanyname.sendsafely.com. For individual PRO users, the hostname is https://www.sendsafely.com.)
Once connected, you should see the email address associated with your SendSafely account shown in the description field of the connected account. You can verify the credentials by pressing “Test” which should show “Success” if the credentials are valid. Once the test is successful, click “Save + Continue”.
Test your Trigger
Next, we need to test the new trigger. Click “Fetch & Continue” to run the test. If you have previously submitted an item to your Dropzone, the most recent submission will be returned during the test. If you have never submitted an item to your Dropzone, then a system-generated sample will be returned instead.
After the test completes, click the “view your drop zone submission” link to view the data returned by the test. The data returned includes the following 5 values:
- SubmitterEmail: The email address provided by the person that uploaded the files
- NotificationEmails: The list of Dropzone Recipients configured for the Dropzone. Dropzone recipients can be managed from the Dropzone section of the SendSafely Edit Profile screen.
- SendSafelyItemId: A unique identifier associated with the file submission
- SecureLink: A link that can be used by any of the Dropzone Recipients to access the uploaded files
- SubmitterInputValue: The text input value provided by the person that uploaded the files.
Add an Action
Now that you’ve fetched a Dropzone submission (our Trigger) we are ready to add an Action, which can be invoked by another Zapier app. In this simple example we will use the Email by Zapier app to send an email notification to all Dropzone Recipients each time a new file is uploaded.
To add the Action, press the “+” icon under the SendSafely Trigger, then search for the app “Email by Zapier”. Once selected, choose “Send Outbound email” as the Action and complete the form. Note the following related to the example shown below:
- The “To” field was populated using the Recipient Email Addresses value (notificationEmails) from step above, which comes from the SendSafely App
- The “Subject” includes the Submitter Email Address value (submitterEmail) from step above
The “Body” includes the SendSafely Link value (secureLink) from step above
Turn on your Zap!
The final step is to turn on your newly created Zap. Toggle the OFF switch when prompted as shown in the screen below. Once enabled, you’ll see a green ON switch and a message indicating that the Zap is running.
Now that the Zap is running, you should run a quick test to confirm everything is working as expected. To test, go to your Dropzone and submit a new file. If everything works, you should receive an email notification that includes a link to the uploaded files. Congratulations on setting up your first SendSafely Zap!