Victoria Bormotova
Updated on

Master automated email notifications with JetEngine and Zapier

If your website is all about bookings, orders, and forms submissions you know how difficult it can be to manage all email notifications and data that you get every day. Commonly when you receive the order submitted by your client you have to send him a confirmation email and then transfer the order information to your worksheet. And what if there are dozens of clients?  The answer is marketing automation software.

All you need is order processing optimization, a couple of 3rd party services, and this tutorial. 

Today, with the help of JetEngine and Zapier, we’ll learn how to create the automated email notification, arrange the emails of the users into audiences using MailChimp service and transfer all form submission data into Google sheets for your convenience.

Let’s get started!

Starting point – Order form creating

The first thing to be done is creating an Order Form. We’ll use an Order Form containing fields to collect basic personal information. It will be needed further when working with notification via email and creating the audiences in MailChimp service for further marketing campaigns by the segments.

To create the form, follow this step-by-step instruction.

After the form is ready, we’ll need to include the Zapier hook to it. Below we outlined the main steps on how to do that.

Working with a Webhook

Firstly you need to create a hook that will output the data and work with it. For this purpose go to Zapier where you can create as many connections as you need.

After you registered or logged into your account, find the Make a Zap button and click on it.

Zapier MailChimp integration with Crocoblock

You will see the opening event replying to the rhetorical request “When this happens…” Here you need to choose the built-in app which is called Webhooks by Zapier.

Webhooks by Zapier for the Zapier Google Sheets integration

In the following window choose the trigger event – Catch a Hook and click the Continue button.

The next stage in the Webhook customization is to copy this custom Webhook URL.

Catch Hook trigger event in the App Webhook by Zapier

It’s time to go back to the WordPress Dashboard and paste the hook you’ve just copied in the appropriate field in your Order Form. Go to the JetEngine > Forms option and proceed to the Notification Settings. Here, apply the Webhook URL address to the Call a Webhook field. Update the settings and after that, go to the front-end of your website and find the order form which is created.

Call a Webhook option in the WordPress Dashboard in the Order form settings of JetEngine

Now you need to go to the frontend and complete the order form as if you were a customer. After that, you’ll need to continue adjusting the Webhook settings.

Filling the Order form from the front-end as the users do it

Go back to the Webhook settings to the Customize Hook block. Now you need to click the Continue button and the newly appeared the Test and Continue button.

Customize Hook block in the Catch Hook block

After you created an event for the condition ‘When this happens’  it’s high time to set the events which will be considered a result for the first one and will comply with the rule ‘Do this’. The described actions will be the final result of Webhook by Zapier app.

Creating an Email with Zapier

To continue building the integration, click the Plus icon and choose the built-in app Email by Zapier

Creating an Email with Zapier

In the opened window choose the Action Event which will be the default one – Send Outbound Email. After settings are done, click the Continue button.

Send Outbound Email action event

The next one you need to perform is to customize the outbound email.

In the To field, you should click the Insert a Field button and select the email macros from the macros list.

Outbound Email customization for email sending with Zapier

In the Subject field which is a required one, you should enter the value that needs to be displayed as the email subject. 

Fill in the Body field the same way. What is more, you can add additional macros fields from the Insert a Field button which is located on the right side of the field.

Then click the Continue button.

Email body customization created with Zapier email option

Next, in the Send Data window check whether all the required fields are shown as intended. Alternatively, you can skip the test. Or you can click the Test & Continue button and proceed to the next essential steps. 

Sending test outbound email to Email by Zapier service

The test email must be sent to the email address which is mentioned.

The email body which will be delivered to the users

Click the Done editing button and then the Back to setup link.

To continue with the next steps, just click the Plus icon. 

MailChimp connecting

We’ve reached the stage when we’re going to add the user’s email to the certain auditory in MailChimp service based on the criteria in the form. So, in the search field find the MailChimp option.

Mailchimp service in the dropdown menu

See the Choose Action Event field select the Add/Update Subscriber and click the Continue button.

The next you need to do is sign into your MailChimp account. You will be transferred to the corresponding window where you will need to enter the username and password.

Signing into Mailchimp account for Zapier integration settings

After logging into the account you will be redirected back to the Zapier settings where the necessary data will be displayed in the MailChimp account required field. Click Continue.

Mailchimp account for the authorization

In the Choose Account block set the needed parameters. 

For instance, the Audience field will be filled with the one you have created in the MailChimp account

Choose account to add the subscriber in Mailchimp

In the Subscriber field put in the email with the help of the Catch Hook option. If you need to select another email you can choose it from the list of macros.

Note: this step helps to adjust the email which the user enters to the certain auditory of the MailChimp service. The auditory forms on the base of the product he/she chooses while submitting the form. Such kind of arrangement has the aim to specify the existing email base to several segments. It will help in the future to perform email marketing for a certain segment, not for all at the same time.

After that, click the Continue button and the Test & Continue button. 

Let’s move to the last step of our tutorial by clicking the Plus icon.

Google Sheets settings

Now we are going to set up the Google Sheet so that our data would be pulled in the document automatically.

After you click the Plus icon, choose the Google Sheets App.

Choose Account for the Zapier Google sheets integration

Now you need to manage some configurations right in your Google account in order Zapier could build a connection with it.  Enter your Google account and add a new Google Sheet, where you need to add a few columns and name them according to your needs.

Google sheet settings in the Google account

Return to Zapier settings and select the action event with the name Create Spreadsheet Row. Click the Continue button.

In the next block of settings, you will be offered to sign in to Google Sheets. Proceed with this step and in the opened window choose the needed account and allow Zapier to see, edit, create and delete all of your Google Drive files.

After all these actions are done, click the Continue button to continue the process.

Spreadsheet row customization in the Zapier service

In the Customize Spreadsheet Row block, you need to choose the My Google Drive option from the dropdown menu. Select the name of your document in the Spreadsheet field.

And, in the Worksheet field choose the Sheet you created in previous steps.  

Data from the Google sheet inserting into Zapier settings

After that, you will need to connect the names of the columns in the Google Sheet with the names of the fields which the customer should fill in. It can be achieved with the help of the Insert a Field button. To perform it, select the Catch Hook option and choose the appropriate macros with the data type you need to be displayed in a certain column. 

Click the Continue button and the data type with the defined macros will be shown in these rows. Once everything is done click the Test & Continue button.

Send test spreadsheet row to Google Sheets

The clients will submit the completed order form and their data will be displayed in the Google Sheet the following way:

Google sheet wit hthe necessqry data which is inserted into the fields in Zapier

So, this is it!

By following the consistent steps we described here, you have the opportunity to build a multi-step Zapier integration with your Order Form. Even with a free Zapier account, it is a time saver. Hope you enjoyed the tutorial, let us know what you think in the comments.