The Zapier connection is activated in Spotilla's integration settings. Activation allows the connection to be authorized to access Spotilla. The automation itself and the data it handles are configured separately.

Before you start

You need a Spotilla administrator account to change the integration settings. Activate the connection in a browser. These instructions apply to the browser interface.

Agree with the person responsible for the automation on what it should do, which Spotilla items it should apply to, and which user account will be used to authorize the connection. Spotilla's activation form does not ask for Zapier credentials or let you select the data to transfer.

Do not assume that the connection user's normal Spotilla permissions restrict all Zapier actions. For example, creating tasks and messages and updating Spots use the connection's authorization without the normal user-specific permission check. Check the automation's action and target before you start using it.

Activate the connection in Spotilla

  1. Select Settings from the navigation menu on the left in the browser interface.
  2. Open the Integrations main tab, then the Integrations subtab within it.
  3. Find Zapier in the table's Software column. Check the row's Integration status.
  4. Click the Zapier name. In the Zapier window that opens, select Activate integration and click the Save button at the bottom of the window.
  5. Confirm that the Zapier row's Integration status is In use.

In use means that Spotilla's Zapier authorization configuration exists. Not in use means that it does not exist. If the status is already In use, you can proceed to configure the connection and automation.

Authorize the connection and verify that the automation works

Activation in Spotilla alone does not mean that the automation is ready or that data is already being transferred. Continue with the Zapier connection setup agreed on by your organization. The connection must be authorized separately using a Spotilla user account; authorization uses the account currently signed in or asks you to sign in. Before approving, confirm that you are using the intended account and organization.

Configure the automation's action, target and data to be processed in Zapier using the options it provides. Spotilla's Zapier window does not include these options.

Test the agreed automation with a controlled event. Then check the correct item in Spotilla for the expected result, such as a created task or updated data. The In use status alone, or successful connection authorization, does not confirm that an individual event succeeded.

Disable the connection

First find out which automations use the connection so that necessary data transfers are not interrupted unexpectedly.

  1. Click the Zapier name in the same integration table.
  2. Clear the Activate integration checkbox and click Save.
  3. Confirm in the table that the Zapier row's status is Not in use.

Disabling the integration removes Spotilla's Zapier authorization configuration and may disconnect connections that use it. It does not delete automations in Zapier or undo the Spotilla data they have already saved. If you enable the integration again later, also check the connection's authorization and test the automation again.

If setup fails

If saving displays an error, check the status in the integration table again, for example by refreshing the page. Do not assume that the connection is in use just because the Activate integration checkbox is selected.

If the status is In use but the automation's result is missing, check the connection's authorization, the automation's action and its target separately. Send the error message, the time of the event, the intended target and the expected result to the person responsible for the connection.

See also general prerequisites for setting up an integration and checking its status.