Zapier

Zapier

Zapier is a web-based service that automates repetitive processes between two different applications.
 
When you integrate with Zapier, you can use Zaps to connect AssetExplorer with external web applications and configure actions between them. A Zap is an automated workflow that connects apps and services together.
 
AssetExplorer Cloud provides ready-to-use Zaps, or you can create a Zap from scratch by setting up triggers, adding actions, and testing it.

 

Roles Required:
  1. SDAdmin in ServiceDesk Plus
  2. Admin in Zapier
  3. Administrator or equivalent privileges in the external application

 

Enable Integration 

To enable the integration,
  1. Go to Setup > Apps & Add-ons > Integrations > Third Party Integrations.
  2. On the Zapier card, click Install from Zapier.
  3. Sign in to your Zapier account.
  4. Click Create Zap.
  5. In the Zap editor, provide a name for your Zap and start building the workflow.

 

Use AssetExplorer Zaps  

Built-in Zaps are bundled with triggers and actions, allowing users to set up integrations instantly.
 
To use a built-in Zap,
  1. In your Zapier account, go to Make a Zap section on the dashboard.
  2. Select the apps to be connected.
  3. Select the triggers and actions listed in the respective drop-downs.
  4. Click Try it to test and enable your zap.

 

 

AssetExplorer Cloud currently supports triggers and actions with various products in the following sectors:

 

Info
 Visit Zapier for the updated list of triggers and actions. 

 

Product

Trigger

Actions

Trigger Type

ITOM

Datadog

Asset created in AssetExplorer Cloud

Add metric post in Datadog

Polling

Communication and Collaboration

GoTo Webinars

New webinar scheduled in GoTo Webinars

Create announcement in AssetExplorer Cloud

 

Polling

Confluence

Pages or blog posts created in Confluence Cloud

Create announcement in AssetExplorer Cloud

Polling

Slack

Asset created in AssetExplorer Cloud

Send message in private Slack channel

Polling

 

Public message sent in Slack

Create announcement in AssetExplorer Cloud

Instant

HR

BambooHR

New employee started in BambooHR

Create announcement in AssetExplorer Cloud

Polling

Productivity

Trello

Comment added to Trello cards

Create announcement in AssetExplorer Cloud

Polling

Identity Management

Okta

Event created in Okta

Create announcement in AssetExplorer Cloud

Instant

DevOps

Amazon CloudWatch

Alarm created in Amazon CloudWatch

Create announcement in AssetExplorer Cloud

Polling

Jenkins

New job status created in Jenkins

Create announcement in AssetExplorer Cloud

Instant

ITSM

ServiceNow

Asset created in AssetExplorer Cloud

Create records in ServiceNow

Polling

 

 

Create Zaps 


Set Up Triggers 

A trigger is an event that starts a Zap. It defines how and when your Zaps must run. There are two types of triggers in Zapier: Polling triggers and Instant triggers
Info
 A Zap can only have one trigger of each type. 

 


Set Up Polling Trigger: 

Zaps operate on polling basis. The application's server will be checked for trigger data at regular intervals, depending on the subscription plan. All updates received within the interval will be processed the next time the server is polled for updates.
 
In the Zap editor, set up the trigger by configuring the following attributes:
 
Step 1: Choose app & event
  1. Select ManageEngine ServiceDesk Plus Cloud as the app where the trigger event occurs.
  2. Pick a specific trigger as the event to start the Zap. You can configure polling triggers in Zapier when a new asset is created in AssetExplorer Cloud.
  3. After selecting the event, click Continue.

  

Step 2: Choose account  

  1. Choose a ServiceDesk Plus Cloud account that the Zap must use to identify the trigger.
  2. Click Connect a new account option to sign in to ServiceDesk Plus Cloud and authorize Zapier to access the application's data.
  3. Click Continue.

.

Step 3: Set up trigger
  1. Specify the conditions when the trigger must be executed. The conditions can be defined in terms of field values of assets. If no condition is specified, the trigger will be set for all new assets in the default AssetExplorer instance of the chosen account.
 
Step 4: Test Trigger
  1. Test the Zap functions by obtaining up to three unique samples from AssetExplorer Cloud that match the predefined conditions in the trigger.
  
  1. Select and save one sample from the list. The sample you select will later be used to test the actions in the Zap. You can switch between samples at any time.

 

 

 

Set Up Instant Trigger 

Instant triggers are webhook-based and enable Zapier to send automated messages or information to other apps. When an instant trigger is executed, the preconfigured actions in the Zap will be performed. Using webhooks increases the scope of the automation via Zapier.
 
Only SDAdmins can configure instant triggers.   
Learn more about configuring triggers and webhooks in AssetExplorer Cloud. 

 

 

Set Up Actions 

An action is an event that a Zap performs. There are two kinds of actions: App Action and App Search.
Info
 A Zap can have up to 100 actions. 

 

 

App Action 

App actions refer to create or update actions performed in an app via Zaps.
In the Zap editor, you can set up the app action after configuring the trigger. Setting up a Zap action involves configuring the following attributes:

 

Step 1: Choose app & event
  1. Select ManageEngine ServiceDesk Plus Cloud as the app where the action occurs. You can also use the search option.
  2. Pick a specific action as the event to be executed. The following app actions are supported on Zapier:
  3. Create Announcement - Send an announcement to all or specific users in an instance. While configuring this action in a Zap, you must provide the announcement's title and description (mandatory fields). All other fields are optional.
  4. Invoke API Call - Make API calls to AssetExplorer Cloud to perform actions via V3 APIs.
  5. After selecting the event, click Continue.

 

 

Step 2: Choose account
  1. Choose a ServicDesk Plus Cloud account that the Zap must use to perform the action. Use Connect a new account option to sign in to ServiceDesk Plus Cloud and authorize Zapier to access the application's data.
  2. Click Continue.

 


 
Step 3: Set up action  
  1. Specify the event that must occur through the Zap in the selected asset desk instance. Apart from the instances fetched from the selected account, you can also execute actions in other asset desk instances.
  2. Select the Service Desk Instance field, and go to the Custom tab to configure any asset desk instance in the Zap.
 
The fields populated to capture the event details depend on the app event selected in step 1.

 

App Event

Fields to be configured

Create Announcement

Specify the details of the announcement, such as title, description, or announcement type. The details specified here will be reflected in AssetExplorer Cloud when an announcement is created.

Invoke API Call


  1. Select the HTTP method (POST, GET, PUT) to make the call.
  2. Enter the sub-domain URL pathway where the API call must be placed. For example, use only /api/v3/requests instead of the whole URL. Specify the body content as mentioned in the API Documentation.

 

The values listed when clicking a field are fetched from the trigger and from previous actions. Click Continue.

 

 

Step 4: Test action  
  1. Test the Zap to perform the configured action using the sample trigger. You can also view the exact values of the trigger used to perform the action. Ensure the action does not result in any unintended consequences. If needed, you can always choose a different sample for testing.
  2. Click Test and Continue.

 

 

Step 5: Publish the Action  
  1. Review the sample action and click Publish Zap.

 

 

App search is used to look up information that can be later used in app actions. Currently, you can only perform Find Request app search from Zapier to search for requests by their IDs.
 
Step 1: Choose app & event
  1. Select ManageEngine ServiceDesk Plus Cloud as the app where the action occurs. You can also use the search option.
Apart from the instances fetched from the selected account, you can also execute actions in other service desk instances. Select the Service Desk Instance field, and go to the Custom tab to configure any service desk instance in the Zap.
  1. Select Find Request as the event to be executed.

 

 

Step 2: Choose account  
  1. Choose a ServiceDesk Plus Cloud account that the Zap must use to perform the action. Use Connect a new account option to sign in to the ServiceDesk Plus Cloud and authorize Zapier to access the application's data.
  2. Click Continue.

 

 

 

Step 3: Set up action  
  1. Selected the asset desk instance to execute the Zap.
  2. Specify the ID of the request to be fetched.
  3. Specify if the action must be considered successful even if no request was fetched.
  4. Click Continue.

 

 

Step 4: Test action  
  1. Confirm the request search, and test the zap to fetch a sample request with the given data.
  2. Click Test and Continue.

 

 

 

Step 5: Publish the Action
  1. Review the sample request pulled from AssetExplorer Cloud and click Publish Zap.
 
An app search cannot be the last action in any Zap. You must build at least one app action after the app search to close the Zap

.    

 

Add Helper Steps   

Helper steps function the same way in any Zap. Please refer to Zapier's resources to learn how to add filters, paths, delays, and formatters to the Zap.

 

Enable a Zap 

After building a Zap, you can enable it right from the editor while publishing it. You can also toggle to enable the Zap from the Home page.

 

Delete a Zap 

You can delete a Zap to prevent it from using AssetExplorer Cloud data for a trigger/action.
 
In your Zapier account, go to Zaps > Home and locate the Zap. Click the icon beside the zap and select Delete.