ProvenExpert

How do I set up my Zapier integration?

This guide helps you set up and use the ProvenExpert plugin in Zapier.

Updated on September 23, 202610 min. read

This article was translated automatically.Show original (Deutsch)

Requirements:

  • A ProvenExpert account (with a Premium subscription)
  • A registered Zapier account

Step 1: Log in to Zapier and create a Zap

  1. Log in to your Zapier account.
  2. Go to the "Zaps" menu.
  3. Click the "Create" button and select "New Zap."

This opens the Zapier editor, where you can start configuring your Zap.

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Step 2: Connect the ProvenExpert plugin**

To connect a ProvenExpert account to Zapier, you need to set up the "New Review" trigger. With this trigger, you can select your ProvenExpert account and use it for further Zap configurations.

  1. In the Zap editor, go to the "Trigger" section.
  2. Use the search bar to find and select "ProvenExpert."
  3. In the "Event" dropdown menu, select the "New Review" trigger.
  4. Select your ProvenExpert account.

Step 3: Configure the survey code for the trigger

After you have connected your ProvenExpert account to Zapier, you need to configure the trigger and test the setup to make sure everything works correctly.

  1. Click Continue to go to the configuration tab.
  2. Select the survey code that corresponds to the survey in your ProvenExpert account. This survey will fire the "New Review" event.
  3. Switch to the "Test" section and click "Test trigger."
  4. The system checks the trigger configuration and confirms if everything is set up correctly.

Your ProvenExpert account is now connected, and you can use the "Trigger: New Review" to set up further actions in your Zap.

Step 4: Additional actions with the trigger

1. Edit and manage triggers

  • To edit an existing trigger, go to the Setup tab.
  • Next to the "Account" section, click "Change."
  • Connect a new account or replace the old one.

The new account is connected successfully and the trigger is reconfigured.

2. Search for and select accounts

  • Create a new Zap and select ProvenExpert.
  • Select the "New Review" trigger.
  • Use the search function to find and select a previously connected account.

The account is selected and ready to use.

3. Reconnect expired account connections

  • If an account connection expires, you will see the notification "This account connection has expired."
  • Click the "Options" button (three dots).
  • Select "Reconnect" and enter valid credentials.

The account is reconnected successfully.

4. Additional account actions

  • Rename connection: Go to the "Account" tab, select an account, and click "Rename connection."
  • Expected result: The updated name appears in the account list.
  • Invalid authentication: If you use invalid credentials during authentication, you will not be authenticated and an error message will appear.

Step 5: Create actions

Once the trigger is set, you can create actions that involve ProvenExpert or other systems. ProvenExpert offers three action options:

  1. Send survey invitation by email
  2. Create custom survey URL
  3. Collect survey metrics

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Send survey invitation by email**

This action automatically sends survey invitations by email to customers (ProvenExpert mailing). You need to select the survey and the email address of the recipient to whom the invitation will be sent. You can select multiple emails and specify recipient names.

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1. Test the send action for multiple users**

  • In Zapier, click "Add step."
  • Search for and select ProvenExpert.
  • Select the "Send survey invitation by email" event from the "Action event" dropdown menu and click "Continue."
  • Enter a valid, unused email address in the "Contact" field and a name (optional), then click "Continue."
  • A new email and name field appears; add another valid email address and a name (optional), and select a "Survey code" from the dropdown menu.
  • Click "Continue" and then "Test step." The "Data out" section should show a success status with details about the number of emails sent.
  • Finally, click the "Publish" button. The Zap should be published successfully, and the users should receive the survey links.

The email addresses should receive the survey links, and the "Data out" section should show a successful operation with the correct counts.

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2. Authenticate a new user and publish without testing**

  • Follow the first steps from test case 1.
  • Click the "Change" button and select "Connect new user."
  • Enter valid ProvenExpert account details and click "Yes, continue..."
  • Add two email addresses and select a "Survey code."
  • Click "Continue" and then "Skip test."
  • Click the "Publish" button to complete the process.

The new user should be authenticated, and the Zap should be published successfully without running the test step.

**

3. Test sending emails repeatedly**

  • Search for and select ProvenExpert. Select the "Send survey invitation by email" event and click "Continue."
  • Click "Change" and select a previously used user from the list.
  • Add two previously used email addresses, select a survey code, and click "Continue," then "Test step."
  • The "Data out" section should show that the emails already exist and were not sent again.

The "Data out" section should show that the emails were not sent again, and the Zap should be published successfully.

4. Authenticate a user with invalid credentials

  • Search for and select ProvenExpert. Select the "Send survey invitation by email" event.
  • Click "Change" and select "Connect new user."
  • Enter invalid credentials and check for errors.

An error message should appear indicating that authentication failed.

**

5. Test a deactivated survey code**

  • Deactivate any survey in your ProvenExpert account.
  • In Zapier, search for ProvenExpert, select it, and select the "Send survey invitation by email" event.
  • Add two email addresses and open the "Survey code" dropdown menu.
  • The deactivated survey should not appear in the list.

The deactivated survey should not appear in the dropdown menu.

**6. Test editing a survey

**

  • Run through the entire invitation-sending process as described above.
  • Edit the survey in your ProvenExpert account.
  • Open a survey link from an email to make sure the edited survey is displayed correctly.

The edited survey should be displayed correctly when accessed through the invitation link.

**7. Test opening a deleted survey

**

  • Run through the entire invitation-sending process as described above.
  • Delete the survey you used when creating the Zap.
  • Open a survey link from an email to check the result.

A message should appear indicating that the survey is no longer accessible.

**8. Test deactivating and reactivating a survey

**

  • Run through the entire invitation-sending process.
  • Deactivate the survey in your ProvenExpert account and open a survey link from an email.
  • Reactivate the survey in your ProvenExpert account and reload the survey page.
  • The survey should be accessible again after reactivation.

The deactivated survey should be shown as no longer accessible, but after reactivation it should be accessible again.

9. Test using one Zap for multiple surveys

  • Open an existing published Zap, change the "Survey code," and go to the "Test" tab.
  • Click "Test step" and then "Publish."
  • A new invitation link should be sent to contacts based on the updated survey code.

A new invitation link should be sent to contacts with the updated survey code.

10. Test the survey code dropdown menu and data storage

  • Select "Survey mailing" and connect a valid ProvenExpert account.
  • Add valid contacts, open the "Survey code" dropdown menu, and use the search function to identify surveys.
  • Select and clear survey codes to test the dropdown functionality.
  • Change the "Contacts" and "Survey code" data and continue with "Test."
  • Updated contacts should receive the correct survey.

The search and selection function should work correctly, and updated contacts should receive the corresponding survey.

Create a custom survey URL

This action generates a unique, one-time link for a survey invitation that you can use in workflows or emails.

  • In Zapier, click "Add step."
  • Search for and select ProvenExpert.
  • Select "Create custom survey URL" from the "Event" dropdown menu.
  • Select a survey from the "Survey code" dropdown menu and enter a valid email address and a name (optional).
  • Click "Continue" and then "Test step."

A unique survey invitation link is generated and displayed in the "Data out" block.

**2. Edit the survey code or email in an existing Zap

**

  • Go to the "Action" or "Configuration" tab.
  • Update the survey code or the email address.
  • Click "Continue" and then "Test step."

A new, unique invitation link is generated based on the updated information.

**

3. Manage multiple or invalid emails**

  • Multiple emails: Enter two email addresses in the email field, separated by a space, and run the test step. A message should appear: "An error is displayed" (multiple emails are not supported).
  • Invalid email: Enter an email address without the "@" symbol and run the test step. An error message appears.

4. Refresh the survey list

  • Open the "Survey code" dropdown menu.
  • Click "Refresh results" after you have created a new survey in ProvenExpert.

The newly created survey appears in the list.

5. Clear or manage a deleted survey code

  • Clear selection: Open the "Survey code" dropdown menu and click "Clear selection." The survey code should be cleared.
  • Deleted survey: If the selected survey was deleted in ProvenExpert, run the test step. A message should appear: an "Unknown survey code" error is displayed.

Collect survey metrics

This action retrieves survey statistics (e.g., ratings from reviews) so you can use them in further steps of your workflow.

1. Start the metrics check

  • Open ProvenExpert in your workflow editor.
  • In the "Action event" dropdown menu, select "Collect survey metrics."
  • Click Continue.
  • In the "Survey" dropdown menu, search for the survey you want and select it.
  • Click "Test step."

The "Data out" block shows the survey's metrics, such as response rate, average rating, and number of reviews.

2. Edit the metrics for a different survey

Once you have collected metrics for a survey, you can update the workflow to check metrics for a different survey.

  • Go to the "Configure" tab of the workflow.
  • Select a different survey from the dropdown menu.
  • Click the "Continue" and "Test step" buttons.

The "Data out" block is updated and shows the exact data for the newly selected survey.

3. Update the metrics after new reviews

If users submit new reviews after you originally collected the metrics, you can test the step again to include the new data.

  • Make a note of the current metrics (e.g., response rate, average rating, number of reviews) before new reviews are submitted.
  • Have a user submit a new review for the selected survey.
  • In the workflow's "Test" tab, click "Retest step."

The metrics are updated based on the new review, reflecting changes in response rate, average rating, and number of reviews.

4. Special case: Updating after publishing reviews in the ProvenExpert admin area

Sometimes reviews in the ProvenExpert system can be unpublished and published later. This scenario explains how to update your data after reviews have been published.

  • Note the number of unpublished reviews in the initial metrics (e.g., 3 unpublished reviews).
  • Publish one of the unpublished reviews in the ProvenExpert admin area.
  • Return to the workflow and click "Retest step."

The number of unpublished reviews decreases by 1, reflecting the published review.

5. Special case: Handling deactivated or deleted surveys

If a survey is deactivated or deleted in the ProvenExpert system, it does not appear in the dropdown list when you collect metrics.

  • Open ProvenExpert and select "Collect survey metrics" in the "Action event" dropdown menu.
  • Click Continue.
  • Look in the dropdown menu for deactivated or deleted surveys.

Deactivated and deleted surveys do not appear in the dropdown list, so only active surveys can be selected for collecting metrics.

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