How to add new users automatically in the administration portal with the help of Zapier

!!!CLOSED BETA!!! Zapier for Cortado is currently only available as a closed beta version. If you are interested in a test, please contact us by email ([email protected]). With Zapier, you can create automatic workflows to simplify work processes in your company. We present a Zapier workflow for the automatic creation of users in this How-To.

Note! General information on how Cortado and Zapier work can be found in our help article How to use Cortado when creating Zapier workflows.

Aim

In this How-To, we will show you how creating a new contact in an HR or CRM system with the help of Zapier triggers a process in which a new user is automatically created in the Cortado administration portal.

Implementation

To the video tutorial

Login and start

• Login to Zapier with your access data.
• Click on Create (upper arrow in illus.) and then on Zaps (lower arrow in illus.) to create a new automated workflow.

Select, configure and test the trigger

Now select your trigger. This is an app with which a specific workflow (i.e. a Zap) is to be set in motion. According to our scenario, your HR or CRM system must be selected here. For this example, we will use the Freshdesk app as the trigger.

• Click on Trigger (arrow in illus.).
• Then select your HR or CRM system (e. g. Freshdesk).

Configure the trigger app now:

• First select a trigger event, i.e. an event that starts the desired workflow. In our example, this would be the creation of a new Freshdesk contact (upper arrow in illus.).
• Then sign in to your trigger app (lower arrow in illus.).

The connection to your trigger app is then tested. 

• To do this, click on Test trigger (lower arrow in illus.) in the Test tab (upper arrow in illus.).

In our example, a contact data record is then retrieved from the trigger app.

• You can now open and edit this data record.
• If necessary, change the existing data (email address, name, etc.) in the data record for the test (left arrow in illus.).

Note! The data you enter here will be used to test your Zap. Therefore, make absolutely sure that the e-mail address you use here does not yet exist in the Cortado administration portal. Otherwise the import of the data into the administration portal will fail.

• Then select your data record and click Continue with selected record (right arrow in illus.).

Select, configure and test action

The next step is to select an action app, i.e. an app that is to be used when the trigger event is triggered (i.e. the new user is created in Freshdesk).

• Now select Cortado as the action app (arrow in illus.).

• As the new Freshdesk user is to be created automatically in Cortado, select Create User as the action event (upper arrow in illus.).
• Then log in to Cortado (lower arrow in illus.).

• To log in to Cortado, you will need your Cortado API key (upper arrow in illus.). 
• If you manage several organizations with Cortado, you will also need the ID of the organization for which you want to set up this Zap (lower arrow in illus.).

You can find your API key in the administrator administration of the administration portal. 

• To do this, select the administrator (left arrow in illus.) and then click on Edit (middle arrow in illus.).
• Copy the API key (right arrow in illus.) to the clipboard and paste it under API Key in Zapier.

You can find more information on this in our help article How to access the Cortado MDM API.

You can find the ID of your organization in the settings in the General tab (arrow in illus.).

• Copy the ID if necessary and paste it into the appropriate place in Zapier.

After logging in to Cortado, use the Configure tab to specify which data should be transferred from the Trigger app (Freshdesk) to Cortado.

• To do this, click on the plus button next to each field (right arrow in illus.). This opens the list of available data from the trigger app (left arrow in illus.). 
• On the left-hand side you will see the available data for the trigger app, on the right-hand side you will see all the available fields for creating new Cortado users.
• Assign these to the corresponding fields.
• Then click Continue.

The test of your new Zap will now start. The data (e-mail address, name, etc.) that you have entered here for the trigger test will be imported into the Cortado administration portal.

If the test was successful, you can publish your Zap by clicking on Publish (arrow in illus.). In future, all new users created in your HR or CRM system will be automatically imported into the Cortado administration portal.

All help articles on the subject of Zapier integration can be found here.