This article lists the steps to be followed to set up the Zaps for various actions available in Freshsales. Click here to learn how you can integrate Zapier with Freshsales.
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Create Contact (To associate contacts with accounts)
This action will allow you to create a new contact, to associate contact with accounts.
The fields of this action are as below:
Field | Description | Freshsales Field |
First Name | Enter First Name of the contact or select dynamically from previous trigger/action | First name |
Last Name | Enter Last Name of the contact or select dynamically from previous trigger/action | Last name |
Work Number | Enter Work number of the contact or select dynamically from previous trigger/action | Work |
Mobile Number | Enter Mobile number of the contact or select dynamically from previous trigger/action | Mobile |
Emails | Enter Email ID/s of the contact in the multiple text boxes or select dynamically from previous trigger/action (should not be associated with other existing contacts in the CRM) | Emails |
Account Name | Enter name of the account present in the CRM or select dynamically from previous trigger/action (The contact will get associated with the account Name specified) | Accounts |
Sample | Sample telephone number present in the CRM to be entered | sample |
External ID | External Id of the contact to be entered | External ID |
Sales owner | Choose the sales owner from the drop down, or select dynamically from trigger. The value chosen needs to be an existing contact in CRM | Sales owner |
Subscription status | Choose the value from dropdown given or select dynamically from trigger, however Subscription status should be existing in CRM | Subscription status |
Subscription types | Choose the value from dropdown given or select dynamically from trigger, however Subscription types should be existing in CRM | Subscription types |
WhatsApp subscription status | Choose the value from dropdown given or select dynamically from trigger, however WhatsApp Subscription status should be existing in CRM | WhatsApp subscription status |
SMS subscription status | Choose the value from dropdown given or select dynamically from trigger, however SMS Subscription status should be existing in CRM | SMS subscription status |
Lifecycle stage | Choose the value from dropdown given or select dynamically from trigger, however Lifecycle stage should be existing in CRM | Lifecycle stage |
Status | Choose the value from dropdown given or select dynamically from trigger, however Lifecycle stage and status are interlinked in CRM, so values to be set accordingly | Status |
Lost reason | Lost reason is a dependent field. To edit it, you’ll first need to update these field(s) with suitable values: Lifecycle stage and status | Lost reason |
Primary Decision Maker | Existing sales owner can be selected as Primary Decision Maker | Primary Decision Maker |
Record type | System information field, cannot be updated | |
Work email | Enter Work email or dynamically select from the previous trigger/action | Work email |
Tags | Any tag value can be added here or select dynamically from trigger | Tags |
Job title | Enter job title of the contact or select or select dynamically from trigger | Job title |
Time zone | Enter Time Zone of the contact or select dynamically from trigger | Time zone |
Address | Enter Address of the contact or select dynamically from trigger | Address |
City | Enter City of the contact or select dynamically from trigger | City |
State | Enter State of the contact or select dynamically from trigger | State |
Zipcode | Enter Zipcode of the contact or select dynamically from trigger | Zipcode |
Country | Enter Country of the contact or select dynamically from trigger | Country |
Enter Facebook link of the contact or select dynamically from trigger | ||
Enter Twitter link of the contact or select dynamically from trigger | ||
Enter Linkedin link of the contact or select dynamically from trigger | ||
Territory | Enter Territory of the contact or select dynamically from trigger, however it should be present in the CRM | Territory |
Source | Choose the value from dropdown given or select dynamically from trigger, however deal pipeline should be existing in CRM | Source |
Campaign | Choose the value from dropdown given or select dynamically from trigger, however source should be predefined in CRM | Campaign |
Medium | Any value can be added here or select dynamically from trigger | Medium |
Keyword | Any value can be added here or select dynamically from trigger | Keyword |
Lists | Enter ‘Lists’ of the contact or select dynamically from trigger, however it should be present in the CRM | Lists |
Last contacted time | System information field, cannot be updated | Last contacted time |
Last contacted mode | System information field, cannot be updated | Last contacted mode |
Last activity type | System information field, cannot be updated | Last activity type |
Last activity date | System information field, cannot be updated | Last activity date |
Active sales sequences | System information field, cannot be updated | Active sales sequences |
Completed sales sequences | System information field, cannot be updated | Completed sales sequences |
Last seen on web | System information field, cannot be updated | Last seen on web |
Score | System information field, cannot be updated | Score |
Customer fit | System information field, cannot be updated | Customer fit |
Recent note | System information field, cannot be updated | Recent note |
Created by | System information field, cannot be updated | Created by |
Created at | System information field, cannot be updated | Created at |
Updated by | System information field, cannot be updated | Updated by |
Updated at | System information field, cannot be updated | Updated at |
Web forms | System information field, cannot be updated | Web forms |
Last assigned at | System information field, cannot be updated | Last assigned at |
Update Contact
This action can be used to update an existing contact. Below are the fields of a Contact that can be updated using this action. The custom fields also can be updated using this action. The user can update a contact by using either Email or Contact ID.
The fields of this action are as below:
Please note apart from these default fields custom fields can also be updated.
Field | Description | Freshsales Field |
Updated By(required) | This field can take either Email or Contact ID | Emails |
Enter Email/ Contact ID(required) | As per selection of ‘Update By’ field, User needs to enter Email or Contact ID or dynamically insert the data from previous trigger/action | Emails |
First name | Enter First Name of the contact or select dynamically from previous trigger/action | First name |
Last name | Enter Last Name of the contact or select dynamically from previous trigger/action | Last name |
Account Name | Enter Account Name of the contact or select dynamically from previous trigger/action | Accounts |
Emails | From Email, Can not be repeated if Email already exists | Emails |
Mobile | Number can be fed to a contact if it not an existing number | Mobile |
Work | It can take any Value And value from any Apps | Work |
sample | Enter sample data of the contact or select dynamically from previous trigger/action | sample |
External ID | Enter External ID of the contact or select dynamically from previous trigger/action | External ID |
Sales owner | Choose the sales owner from the drop down, or select dynamically from the trigger. The value chosen needs to be an existing contact in CRM | Sales owner |
Subscription status | Choose the subscription status from the dropdown, or select dynamically from the trigger. | Subscription status |
Subscription types | Enter subscription types of the contact or select dynamically from previous trigger/action | Subscription types |
Unsubscribe reason | Choose the unsubscribe reason from the dropdown, or select dynamically from the trigger. | Unsubscribe reason |
Other unsubscribe reasons | Enter other unsubscribe reasons of the contact or select dynamically from previous trigger/action and it will update in the ‘Other unsubscribe reasons’ field in Freshsales. | Other unsubscribe reasons |
WhatsApp subscription status | Choose the whatsapp subscription status from the dropdown or select dynamically from previous trigger/action to update it in Freshsales ‘WhatsApp subscription status’ field. | WhatsApp subscription status |
SMS subscription status | Choose the sms subscription status from the dropdown or select dynamically from previous trigger/action | SMS subscription status |
Lifecycle stage | Choose the lifecycle stage from the dropdown or select dynamically from previous trigger/action | Lifecycle stage |
Status | Choose the status from the dropdown or select dynamically from previous trigger/action | Status |
Lost reason | Choose the lost reason from the dropdown or select dynamically from previous trigger/action | Lost reason |
Original campaign | Enter original campaign data of contact or select dynamically from previous trigger/action | Original campaign |
Original medium | Enter original medium data of contact or select dynamically from previous trigger/action | Original medium |
Original source | Enter original source data of contact or select dynamically from previous trigger/action | Original source |
Created through campaign | Enter created through campaign data of contact or select dynamically from previous trigger/action | Created through campaign |
Created from medium | Enter created from medium data of contact or select dynamically from previous trigger/action | Created from medium |
Created from source | Enter created from source data of contact or select dynamically from previous trigger/action | Created from source |
Most recent campaign | Enter most recent campaign data of contact or select dynamically from previous trigger/action | Most recent campaign |
Most recent medium | Enter most recent medium data of contact or select dynamically from previous trigger/action | Most recent medium |
Most recent source | Enter most recent source data of contact or select dynamically from previous trigger/action | Most recent source |
Last seen on chat | Enter last seen on chat data of contact or select dynamically from previous trigger/action | Last seen on chat |
Total chat sessions | Enter total chat sessions of contact or select dynamically from previous trigger/action | Total chat sessions |
Locale | Enter locale of contact or select dynamically from previous trigger/action | Locale |
First seen on chat | Enter first seen on chat of contact or select dynamically from previous trigger/action | First seen on chat |
Work email | Enter work email of contact or select dynamically from previous trigger/action | Work email |
Tags | Enter tags of contact or select dynamically from previous trigger/action | Tags |
Job title | Enter job title of contact or select dynamically from previous trigger/action | Job title |
Time zone | Choose the time zone from the dropdown or select dynamically from previous trigger/action | Time zone |
Other phone numbers | Enter other phone numbers of the contact or select dynamically from trigger | Other phone numbers |
Address | Enter Address of the contact or select dynamically from trigger | Address |
City | Enter City of the contact or select dynamically from trigger | City |
State | Enter State of the account or select dynamically from trigger | State |
Zipcode | Enter Zipcode of the account or select dynamically from trigger | Zipcode |
Country | Enter Country of the account or select dynamically from trigger | Country |
Enter Facebook link of the contact or select dynamically from trigger | ||
Enter Twitter link of the contact or select dynamically from trigger | ||
Enter Linkedin link of the contact or select dynamically from trigger | ||
Territory | Enter Territory of the contact or select dynamically from trigger, however it should be present in the CRM | Territory |
Source | Choose the source from the drop down, or select dynamically from the trigger | Source |
Campaign | Choose the campaign from the drop down, or select dynamically from the trigger | Campaign |
Medium | Enter medium of the contact or select dynamically from trigger, however it should be present in the CRM | Medium |
Keyword | Enter keyword of the contact or select dynamically from trigger, however it should be present in the CRM | Keyword |
Lists | Enter Lists of the contact or select dynamically from trigger, however it should be present in the CRM | Lists |
Last contacted time | System information field, cannot be updated | Last contacted time |
Last contacted mode | System information field, cannot be updated | Last contacted mode |
Last activity type | System information field, cannot be updated | Last activity type |
Last activity date | System information field, cannot be updated | Last activity date |
Active sales sequences | Enter active sales sequences of the contact or select dynamically from trigger, however it should be present in the CRM | Active sales sequences |
Completed sales sequences | Enter completed sales sequences of the contact or select dynamically from trigger, however it should be present in the CRM | Completed sales sequences |
Last seen on web | Enter lost seen on web of the contact or select dynamically from trigger, however it should be present in the CRM | Last seen on web |
Score | Enter score of the contact or select dynamically from trigger, however it should be present in the CRM | Score |
Customer fit | Enter customer fit of the contact or select dynamically from trigger, however it should be present in the CRM | Customer fit |
Recent note | System information field, cannot be updated | Recent note |
Created by | System information field, cannot be updated | Created by |
Created at | System information field, cannot be updated | Created at |
Updated by | System information field, cannot be updated | Updated by |
Updated at | System information field, cannot be updated | Updated at |
Web forms | System information field, cannot be updated | Web forms |
Last assigned at | System information field, cannot be updated | Last assigned at |
Add Note to Contact:
This action can be used to add note to existing contacts. User can add note to contact by Email or Contact ID.
The fields of this action are as below:
Field | Description | Freshsales Field |
Update By(required) | This field can take either Email or Contact ID | Emails |
Enter Email/ Contact ID(required) | As per selection of dropdown in ‘Update By’ field, User needs to enter Email or Contact ID or dynamically insert the data from previous trigger/action | Emails |
Note(required) | Add the note to be added to Contact or Dynamically select the note from previous trigger /action | Notes |
Find Contact by Email
This action can be used to find existing contacts. The User can search the contact by Email.
The fields of this action are as below:
Field | Description | Freshsales Field |
Email(required) | Enter Email ID of the contact or select dynamically from previous trigger/action | Emails |
Should this step be considered a "success" when nothing is found? | Could be Yes or No, selected by User |
Choose false if you want subsequent steps to always be skipped when nothing is found. This is the most common case. The true option is used for greater control with filters and paths. If true, we will consider a "not found" result from this search step as a "success" and will always run subsequent Filter or Paths steps, allowing them to branch on whether or not the search returned a result.
There is a checkbox to create a contact in Freshsales Suite if it doesn’t exist. If the user enables the checkbox then when no contact is found it will create a new contact.
Find Contact by Unique fields
This action can be used to find existing contacts. User can search the contact by
Name or Contact ID or Email or Phone No.
The fields of this action are as below:
Field | Description | Freshsales Field |
Search By(required) | This field can take either name or contact ID or Email or Phone No | First name/ Last name/Emails/ telephone |
Enter Name/Contact ID/Email/Phone No(required) | As per selection of ‘Search by’ field, User needs to enter Name or contact ID or Email or Phone No. Or dynamically insert the data from previous trigger/action | First name/Last name/Emails/telephone |
Should this step be considered a "success" when nothing is found? | Choose false if you want subsequent steps to always be skipped when nothing is found. This is the most common case. The true option is used for greater control with filters and paths. If true, we will consider a "not found" result from this search step as a "success" and will always run subsequent Filter or Paths steps, allowing them to branch on whether or not the search returned a result. |
Create Account
This action will allow you to create a new account. Users can create an account by giving their account name.
The fields of this action are as below:
Field | Description | Freshsales Field |
Name(required) | Enter Name of the account or select dynamically from previous trigger/action | Name |
Website | Enter website of the account or select dynamically from previous trigger/action | Website |
Phone | Enter Phone number of the account or select dynamically from previous trigger/action | Phone |
Sales owner | Choose the sales owner from the drop down, or select dynamically from the trigger. The value chosen needs to be an existing contact in CRM | Sales owner |
Parent account | Enter parent account of the account or select dynamically from previous trigger/action | Parent account |
Number of employees | Choose the number of employees from the drop down, or select dynamically from the trigger. | Number of employees |
Annual revenue | Enter annual revenue of the account or select dynamically from previous trigger/action | Annual revenue |
Tags | Any tag value can be added here or select dynamically from trigger | Tags |
Industry type | Choose the industry type from the drop down, or select dynamically from the trigger | Industry type |
Business type | Choose the business type from the drop down, or select dynamically from the trigger | Business type |
Territory | Enter Territory of the account or select dynamically from trigger, however it should be present in the CRM | Territory |
Record type | Choose the Record type from the drop down, or select dynamically from the trigger. The value chosen needs to be an existing account type in CRM | |
Address | Enter Address of the account or select dynamically from trigger | Address |
City | Enter City of the account or select dynamically from trigger | City |
State | Enter State of the account or select dynamically from trigger | State |
Zipcode | Enter Zipcode of the account or select dynamically from trigger | Zipcode |
Country | Enter Country of the account or select dynamically from trigger | Country |
Enter Facebook link of the account or select dynamically from trigger | ||
Enter Twitter link of the account or select dynamically from trigger | ||
Enter Linkedin link of the account or select dynamically from trigger | ||
Last contacted time | System information field, cannot be updated | Last contacted time |
Last contacted mode | System information field, cannot be updated | Last contacted mode |
Last activity type | System information field, cannot be updated | Last activity type |
Last activity date | System information field, cannot be updated | Last activity date |
Active sales sequences | System information field, cannot be updated | Active sales sequences |
Completed sales sequences | System information field, cannot be updated | Completed sales sequences |
Recent note | System information field, cannot be updated | Recent note |
Created by | System information field, cannot be updated | Created by |
Created at | System information field, cannot be updated | Created at |
Updated by | System information field, cannot be updated | Updated by |
Updated at | System information field, cannot be updated | Updated at |
Last assigned at | System information field, cannot be updated | Last assigned at |
Create Deal (To associate deals with accounts and contacts)
This action will allow you to create a new deal, to associate the deal with accounts and contacts, and these are not mandatory fields.
The fields of this action are as below:
Field | Description | Freshsales Field |
Name(required) | Enter name of the deal or select dynamically from previous trigger/action | Name |
Deal Value(required) | Enter Deal Value of the deal or select dynamically from previous trigger/action | Deal value |
Account Name | Enter Account Name of the deal or select dynamically from previous trigger/action | Account name |
Related Contact ID | Enter Related Contact ID of the deal or select dynamically from previous trigger/action | Related contacts |
Deal pipeline | Choose the Deal pipeline from the drop down, or select dynamically from the trigger | Deal pipeline |
Deal stage | Choose the Deal stage from the drop down, or select dynamically from the trigger | Deal stage |
Lost reason | Choose the Lost reason from the drop down, or select dynamically from the trigger | Lost reason |
Closed date | Enter closed date of the deal or select dynamically from previous trigger/action | Closed date |
Sales owner | Choose the sales owner from the drop down, or select dynamically from the trigger. The value chosen needs to be an existing contact in CRM | Sales owner |
Currency | Choose the Currency from the drop down, or select dynamically from the trigger. | Currency |
Tags | Any tag value can be added here or select dynamically from trigger | Tags |
Deal value in Base Currency | Enter Deal value in Base Currency data of the deal or select dynamically from previous trigger/action | Deal value in Base Currency |
Payment status | Choose the Payment status from the drop down, or select dynamically from the trigger | Payment status |
Probability(%) | Enter Probability of the deal or select dynamically from previous trigger/action | Probability(%) |
Territory | Enter Territory of the deal or select dynamically from trigger, however it should be present in the CRM | Territory |
Forecast category | Choose the Forecast category from the drop down,either as committed or best-case or select dynamically from the trigger | Forecast category |
Expected close date | Enter Expected close date of the deal or select dynamically from previous trigger/action | Expected close date |
Record type | Choose the Record type from the dropdown, select dynamically from the trigger. | |
Type | Choose the type from the drop down, or select dynamically from the trigger | Type |
Source | Choose the source from the drop down, or select dynamically from the trigger | Source |
Campaign | Choose the campaign from the drop down, or select dynamically from the trigger | Campaign |
Last activity type | System information field, cannot be updated | Last activity type |
Last activity date | System information field, cannot be updated | Last activity date |
Age(in days) | System information field, cannot be updated | Age(in days) |
Active sales sequences | System information field, cannot be updated | Active sales sequences |
Completed sales sequences | System information field, cannot be updated | Completed sales sequences |
Created by | System information field, cannot be updated | Created by |
Created at | System information field, cannot be updated | Created at |
Updated by | System information field, cannot be updated | Updated by |
Updated at | System information field, cannot be updated | Updated at |
Web form | Choose the web form data from the drop down, or select dynamically from the trigger | Web form |
Upcoming activities | Enter Upcoming activities of the deal or select dynamically from previous trigger/action | Upcoming activities |
Deal stage updated at | System information field, cannot be updated | Deal stage updated at |
Last assigned at | System information field, cannot be updated | Last assigned at |
Expected deal value | Enter Expected deal value data of the deal or select dynamically from previous trigger/action | Expected deal value |
Update Deal
This action can be used to update an existing deal. Below are the fields of a Deal which can be updated using this action
The fields of this action are as below:
Field | Description | Freshsales Field |
Deal ID(required) | Enter manually or insert dynamically the Deal ID which needs to be updated | |
Name | Takes name of the Deal (Manual entry or Dynamic insert) | Name |
Deal Value | Takes Numbers or decimal values (Manual entry or Dynamic insert) | Deal value |
Account Name | Existing account Name in CRM needs to entered for successful association of Account with the Deal | Account name |
Related Contact ID | System information field, cannot be updated | Related contacts |
Deal pipeline | Choose the value from dropdown given or select dynamically from trigger, however deal pipeline should be existing in CRM | Deal pipeline |
Deal stage | Choose the value from dropdown given or select dynamically from trigger, however deal pipeline should be existing in CRM | Deal stage |
Lost reason | To be chosen from drop in case of lost deal | Lost reason |
Closed date | Choose the date in the Zapier allowed format (Check for the allowed formats while setting up the Zaps) | Closed date |
Sales owner | Choose the sales owner from the drop down, or select dynamically from trigger. The value chosen needs to be an existing contact in CRM | Sales owner |
Currency | Choose the available currency from the dropdown | Currency |
Call | Cannot be updated | call |
Test | Cannot be updated | test |
Sample | Cannot be updated | sample |
Tags | Any tag value can be added here | Tags |
Deal value in Base Currency | System generated information, cannot be changed | Deal value in Base Currency |
Payment status | Choose the value from dropdown given or select dynamically from trigger, however value can either be offline or online only | Payment status |
Probability(%) | Set any value from 0 to 100 | Probability(%) |
Territory | Choose the value from dropdown given or select dynamically from trigger, however territory should be existing in CRM | Territory |
Forecast category | Choose the value from dropdown given or select dynamically from trigger, however category should be predefined in CRM | Forecast category |
Expected close date | Update the date in Zapier allowed date format | Expected close date |
Type | Choose the value from dropdown given or select dynamically from trigger, however type should be predefined in CRM | Type |
Source | Choose the value from dropdown given or select dynamically from trigger, however source should be predefined in CRM | Source |
Campaign | Choose the value from dropdown given or select dynamically from trigger, however source should be predefined in CRM | Campaign |
Last activity type | System generated information, cannot be changed | Last activity type |
Last activity date | System generated information, cannot be changed | Last activity date |
Age(in days) | System generated information, cannot be changed | Age(in days) |
Recent note | System generated information, cannot be changed | Recent note |
Active sales sequences | System generated information, cannot be changed | Active sales sequences |
Completed sales sequences | System generated information, cannot be changed | Completed sales sequences |
Created by | System generated information, cannot be changed | Created by |
Created at | System generated information, cannot be changed | Created at |
Updated by | System generated information, cannot be changed | Updated by |
Updated at | System generated information, cannot be changed | Updated at |
Web form | System generated information, cannot be changed | Web form |
Upcoming activities | System generated information, cannot be changed | Upcoming activities |
Deal stage updated at | System generated information, cannot be changed | Deal stage updated at |
Last assigned at | System generated information, cannot be changed | Last assigned at |
Expected deal value | System generated information, cannot be changed | Expected deal value |
Add Note to Deal
This action can be used to add a note to a deal. Users can add a note to a deal by entering the Deal ID and Note to be added to the deal.
The fields of this action are as below:
Field | Description | Freshsales Field |
Enter the deal Id(required) | Enter the deal id for which note to be added, or dynamically choose the deal id from previous trigger/action | |
Note(required) | Add the note to be added to Deal or Dynamically select the note from previous trigger/action | Notes |
Add Meeting to Deal
This action will help to add a meeting for a given deal.
If you are using this action to add a meeting by selecting meeting entities dynamically from the trigger, then you need to use ‘Formatter by Zapier’ action to convert the date and time into Zapier support date and time format. So follow below steps in this case:
Setup the desired trigger
Setup action ‘Formatter by Zapier’ action and input the date and time and convert to Zapier allowed format (available in dropdown)
Setup action ‘Add Meeting to Deal’ to add meeting for a given deal
The fields of this action are as below:
Field | Description | Freshsales Field |
Title(required) | Enter title of the meeting or select dynamically from previous trigger | Title |
Description | Enter description of the meeting or select dynamically from previous trigger | Description |
From Date(required) | Enter start date and time of the meeting in Zapier allowed format or select dynamically from previous ‘Formatter by Zapier’ action | From |
End Date(required) | Enter end date and time of the meeting in Zapier allowed format or select dynamically from previous ‘Formatter by Zapier’ action | To |
Deal Id(required) | Enter the Deal id for which the meeting has to be added or select dynamically from previous trigger | |
Location | Enter location of the meeting or select dynamically from previous trigger | Location |
Time Zone | Select timezone from the dropdown or select dynamically from previous trigger, however it needs to a predefined timezone in CRM | Time zone |
Attendees Email | Add attendee/s email address here who need to be included in the meeting or select dynamically from previous trigger | Attendees |
Find Deal (To search an existing Deal)
This action can be used to Find a Deal using Name or Deal ID
The fields of this action are as below:
Field | Description | Freshsales Field |
Find By(required) | This field can take either Name or Deal ID | Name |
Enter Name/ Deal ID(required) | Enter Name or Deal ID of the deal or select dynamically from the trigger | Name |
Should this step be considered a "success" when nothing is found? | Could be Yes or No, selected by User |
Choose false if you want subsequent steps to always be skipped when nothing is found. This is the most common case. The true option is used for greater control with filters and paths. If true, we will consider a "not found" result from this search step as a "success" and will always run subsequent Filter or Paths steps, allowing them to branch on whether or not the search returned a result.