Email Notifications via Zapier

In this article, you will learn how to set up email notifications for your customers via the Zapier integration. You can learn more about Onfleet's Zapier integration and triggers in our Zapier 101 Article.

Email notifications can be useful when your recipients would prefer to receive your communications in a method other than SMS, or recipients would prefer to share the communication with a family member or friend. 

 

In this article, we will be using the "Task Started" trigger as our example of how to set up the notification. 

 

The steps for this integration are as follows: 

 

 

Getting Started

To set up your Email Notifications via Zapier, you will need to log into your Zapier account. Once logged into your account, you can select "Make a Zap". You will then search "Onfleet" for the App Event section:

 

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Selecting Trigger

Now you will select the event you would like to trigger the email for your recipient. The most commonly used triggers for recipient notifications would be "Task Started", "Task ETA", "Task Delayed", and "Task Completed". You can find a full list of Onfleet's triggers in our Onfleet-Zapier 2.0 blog article. 

 

The trigger you select will be what causes the email to be sent, for example, if you select "Task Started" your recipient will receive the email once the driver has started their particular task within the Onfleet driver app.

 

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Once you select which Trigger Event you would like, click the "Continue" button.  You will now link the event to your Onfleet account, we recommend your organization's administrator account should be used since it will have access to all tasks within your organization. 

 

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Now you will test your trigger. This action will find the most recent task within your Onfleet dashboard to pull information for testing your trigger. 

 

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Selecting Action

Once you are satisfied with your trigger set up, you will move onto the Action portion of your Zap. Here you will select your preferred email software to send the email to the recipient, in our example we will be using Gmail. 

 

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After you have selected your email software, you will now select the "Action Event", such as "Send Email" or "Create Draft".  You will then be asked to select which email account the emails will be sent from, in this case, you can select any of your organization's emails. 

 

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Set-Up Action

Now you will set-up your action, this step will require you to select the tags within the Onfleet task to place into your email body and pull the email address from. These tags and the information included within are from the test task you initially pulled when setting up your Trigger. 

 

The required field for this action are: 

  • Recipient email (To)
  • Sender email (From)
  • Subject
  • Body

 

If you plan on using the email notification on an ongoing basis you will need to place the recipient's email within a section of the Onfleet task. We recommend placing the email address in the "Recipient Notes" or "Task Notes" section of the task but this can be customized to fit your organization's needs. The "Sender" email will be the organization email you selected when initially setting up your action. 

 

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Then, you can customize your subject and body using the tags from the test task. Here is an example of the Subject line and body of a "Task Started" notification: 

 

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Once you are satisfied with your email body and actions, you can select the "Test & Review" or "Test & Continue" options.

 

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Testing your Zap

When you test your Zap, you will either see a success message or an error message. If your test is successful you can proceed to turning on the Zap and expecting emails. 

 

You may receive an error message due to the tag you have set for the "To"(recipient), due to the tag not having an email address within it. You can usually skip the test, turn on the Zap, and create a test task to confirm the integration is working as expected. 

 

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If your Zap is successful, you can expect your recipients to receive an email every time your selected event is triggered within Onfleet! 

 

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