How to use Zapier

Zapier connects ClearPoint to other applications. You set up the connection and you do not write software code.

Use Zapier when an event in one system must cause an action in a different system. For example, a new form entry makes an action item. Or the end of an initiative sends a message to a team.

ClearPoint has three methods:

Method	Where you work	Who can use it
The ClearPoint Strategy app on Zapier	In Zapier	All ClearPoint plans
Automations	In the ClearPoint application	Accounts with the Automations tab
Webhooks	In both	All ClearPoint plans

Use the REST API for data loads at regular times, for changes to data, and for integrations with their own rules.

Before you start

You must have these three items:

A Zapier account.
A ClearPoint account. The ClearPoint Strategy app on Zapier operates with all ClearPoint plans.
Enough permission in ClearPoint for the scorecards that the automation reads or writes.

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A Zap with more than one step needs a paid Zapier plan
The free Zapier plan does not let you make a Zap with more than one action. This is a limit from Zapier, not from ClearPoint. To make an automation with more than one step, use a paid Zapier plan, or use Automations in the ClearPoint application.

How to connect ClearPoint to Zapier

In Zapier, make a new Zap.
Find and select ClearPoint Strategy.
Select ClearPoint as the trigger application or as the action application.
Connect your ClearPoint account and give approval to the connection.
Give the values for the trigger or for the action.
Do a test of the step.
Set the Zap to on.

The connection operates as the ClearPoint user who gives the approval. The permissions of that user apply to each step.

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Select the account with care
If other persons depend on the automation, do not connect a personal account. If that person has a different role, the automation stops.

Triggers and actions

A trigger starts a Zap when an event happens in ClearPoint.

Trigger	It starts the Zap when
Element Added	A new element is made
Element Edited	The configuration of an element changes
Element Updated	The reporting data of an element changes
Status Added	A status is recorded
Notification Fired	ClearPoint sends a notification
Reporting Period Added	A new reporting period is made
Reporting Frequency Added	A new reporting frequency is made
User Added	A new user is added

An action reads data from ClearPoint or writes data to ClearPoint.

Action	Function
Add Element	Make an element
Edit Element	Change the configuration of an element
Update Element	Write data for a reporting period
Update Measure Data	Write measure values for a period
Find Element	Find an element with a search
Find by External ID	Find an element by the ID from your other system
Get Element by ID	Get one element
List Elements	Get a group of elements
Get Element Status	Read the current status of an element
Get Measure Data	Read the data of a measure series
Get Custom Field Data	Read the values of custom fields
Add User	Make a user
Edit User	Change the configuration of a user

The difference between Edit Element and Update Element is the same as in the API. Edit Element changes the configuration, for example the name or the owner. Update Element writes data for a reporting period. For more data about this difference, refer to Start here.

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Find by External ID
When you make an element from a different system, keep the ID from that system on the ClearPoint element. Find by External ID then finds the element in the later operations. Your Zap does not use the name of the element, because a name can change.

Example: form entries into ClearPoint

This is a usual automation. It records data from a form in ClearPoint.

Trigger — New Response in your form tool, or New Spreadsheet Row in Google Sheets.
Action — Find Element. This action finds the applicable measure or initiative.
Action — Update Measure Data to record a value, or Add Element to make a new record.

Do a test with one form entry before you set the Zap to on. Then make sure that the result is in the correct reporting period.

Automations in the ClearPoint application

Some ClearPoint accounts can make automations in the application. This method does not need a separate Zapier account, and you do not use the Zapier editor. An automation with more than one step is possible with this method.

To open this method, select Settings, then Integrations, then the Automations tab.

In the Automations tab you can do these tasks:

Connect an application.
Make an automation, and select the source and the target for each step.
Do a test of each step.
See the run history of an automation.
Change or remove your automations.

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Not all accounts have the Automations tab
ClearPoint makes this tab available for your account. If you do not see the tab, speak to your ClearPoint account manager.

A different method: webhooks

ClearPoint can send a webhook to Zapier when a scorecard changes. Use this method to start a Zap from a ClearPoint event. This method does not use the ClearPoint app on Zapier.

In Zapier, make a new Zap.
For the trigger, select Webhooks by Zapier, then select Catch Hook.
Copy the webhook address that Zapier gives you.
In ClearPoint, open Settings, then Integrations, then the Webhooks tab.
Select Add Webhook.
Give a name, and put the webhook address from Zapier in the URL field.
Set Trigger on to Scorecard Changes. Then select the scorecard and the type of change.
Select Save.
Make a change in that scorecard. Then select Test trigger in Zapier.

Zapier then gets the data from ClearPoint. Add your action after this step.

When to use the API in place of Zapier

Zapier is best for automation after an event, with a small quantity of data. Use the API for these tasks:

Data loads with many records at the same time.
Changes or calculations to the data before it goes into ClearPoint.
Data entry for reporting periods in the past.
Integrations that need your own error control, retries, and records.

For a task between the two methods, the Webhooks by Zapier app can send requests to the ClearPoint API in a Zap.

Support

The ClearPoint Help Center has more data about the connection. Refer to Using ClearPoint and Zapier.

For help with an automation, send a message to [email protected].