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Connect FileMaker with Zapier

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8.3 Connecting FileMaker with Zapier

Zapier is an automation platform that makes it possible to connect different apps and services and automate processes without the need for programming knowledge. Since FileMaker by Claris does not have direct Zapier integration, alternative methods must be used to connect FileMaker to Zapier, such as using FileMaker APIs or webhooks. This guide shows step-by-step how to use Zapier together with FileMaker to create an automated workflow. As an example, we will automate the sending of emails to customers after creating a new record in FileMaker.

1. requirements

Before you start, make sure that you meet the following requirements:

  • Zapier accountYou need an active Zapier account.
  • FileMaker licenseFileMaker Pro or FileMaker Server with activated API or Web Publishing Engine.
  • Webhooks from ZapierThis Zapier service is used to receive and respond to data from FileMaker.
  • FileMaker databaseA simple FileMaker database with customer information and e-mail fields.

2. setting up the FileMaker database

Create a layout and corresponding fields in your FileMaker database that will be used for automation:

  • Customer nameText field for the name of the customer.
  • E-mail addressText field for the customer's e-mail address.
  • MessageText field for the message to be sent.
  • Data record statusText field indicating the status of the data record (e.g. "E-mail sent").

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2. setting up the FileMaker database

Create a layout and corresponding fields in your FileMaker database that will be used for automation:

  • Customer nameText field for the name of the customer.
  • E-mail addressText field for the customer's e-mail address.
  • MessageText field for the message to be sent.
  • Data record statusText field indicating the status of the data record (e.g. "E-mail sent").

3. configure FileMaker webhooks

To connect FileMaker to Zapier, you can use webhooks. This is an HTTP request that is sent from FileMaker to Zapier when a certain event occurs (e.g. when a new record is created).

Steps for setting up a webhook in FileMaker:

Create FileMaker Script:

Create a FileMaker script that will be executed as soon as a new record is created or updated. This script will send the webhook to Zapier.

Example script:

Set variable [$url; value: "https://hooks.zapier.com/hooks/catch/123456/abcdef/"]
Set variable [$data; Value: 
JSONSetElement ( "{}" ;
    ["name"; customer name; JSONString] ;
    ["email"; e-mail address; JSONString] ;
    ["message"; message; JSONString]
)]

Insert from URL [Dialog: Off; Target: $response; $url; HTTP POST; $data]

In this script, a JSON object is created with the values from the fields "Customer name", "Email address" and "Message" and sent to the Zapier webhook URL.

Set up webhook in Zapier:
  • Log in to your Zapier account and create a new "Zap".
  • Select "Webhook by Zapier" as the trigger app.
  • Select the "Catch Hook" option to create a webhook event receiver.

Zapier generates a unique URL (e.g. https://hooks.zapier.com/hooks/catch/123456/abcdef/) that you use in your FileMaker script.

Test Webhook:

Execute your FileMaker script by creating a new record or updating an existing one.

Zapier should receive the webhook event and show you a preview of the data that was sent from FileMaker.

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4. configure e-mail dispatch with Zapier

After Zapier has received the webhook from FileMaker, the next step is set up in your Zap: Sending an email to the customer.

Select e-mail service in Zapier:
  • Add a new action after the "Webhook by Zapier" trigger.
  • Select "Gmail" (or another email service such as "Outlook" or "Mailjet") as the app.
  • Select the "Send Email" action.
E-mail configuration:

Zapier will ask you to enter the recipient address. Use the "email" field here, which was transferred from the FileMaker webhook.

Add the customer's name and the message from the webhook data as email content.

Final test phase:

Test the entire workflow by creating a new record in FileMaker. FileMaker sends the webhook to Zapier, and Zapier triggers the email to be sent to the customer.

5. status update in FileMaker

To ensure that FileMaker knows that the email has been sent successfully, you can set up another step in Zapier that provides the FileMaker database with a status update.

  • Update FileMaker database:
    • Add another action at the end of your zap that sends an HTTP POST command to the FileMaker API.
    • To do this, use the FileMaker Data API command to update the status of the corresponding data record, e.g. to "Email sent".

You can set this up with a second webhook action in Zapier that addresses FileMaker directly.

6. expansion options

Many other automations can be realized with Zapier and FileMaker, for example:

  • SMS notificationsUse services like Twilio to send automatic SMS notifications to customers when certain events occur in FileMaker.
  • CRM synchronizationConnect FileMaker with CRM systems such as Salesforce or HubSpot to synchronize customer data between the systems.
  • Google Sheets integrationAutomatically export FileMaker data to Google Sheets to create reports or analysis.

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Frequently asked questions about FileMaker and Zapier

  • How can I connect FileMaker with Zapier?
    • The direct connection between FileMaker and Zapier requires the use of the FileMaker Data API or webhook functions in Zapier. The FileMaker Data API allows you to send and receive data to and from FileMaker via HTTP requests, while Zapier automates workflows by using triggers and actions.
  • What is Zapier and how can it support FileMaker?
    • Zapier is a platform that allows you to connect applications and create automated workflows called Zaps. By integrating FileMaker with Zapier, you can automate tasks such as synchronizing data between FileMaker and other apps like Google Sheets, Trello, Slack and many more.
  • What do I need to connect FileMaker to Zapier?
    • You need a running instance of FileMaker Server with FileMaker Data API enabled. You will also need to provide API credentials (username, password, database URL and token) to connect FileMaker to Zapier. You must set up an account on the Zapier site to create Zaps.
  • Can I export data from FileMaker to Zapier?
    • Yes, you can export data from FileMaker via the FileMaker Data API. You create a Zap that is triggered, for example, when changes are made or a new record is created in FileMaker and forwards the data to another app such as Google Sheets or MailChimp.
  • Can I import data from Zapier into FileMaker?
    • Yes, you can import data from Zapier into FileMaker via webhooks or the FileMaker Data API. For example, a Zap can trigger an action that automatically creates new records in FileMaker or updates existing ones when something happens in another application such as Trello or Salesforce.
  • What data can I synchronize between FileMaker and Zapier?
    • You can synchronize almost any type of data that FileMaker supports, such as contacts, orders, products, appointments or invoices. Zapier can act as middleware to transfer this data between FileMaker and hundreds of other applications.
  • How do I set up the FileMaker Data API for Zapier integration?
    • First, you need to make sure that the FileMaker Data API is enabled on your FileMaker Server. Then you create API credentials and use them in Zapier's webhook calls or HTTP post requests. You then set up scripts in FileMaker that receive and process API requests.
  • What are webhooks and how do they help with FileMaker-Zapier integration?
    • Webhooks are HTTP requests that one application (Zapier) sends to another (FileMaker) when a specific event occurs. In the FileMaker-Zapier integration, webhooks can be used to immediately synchronize data or trigger actions in FileMaker, such as creating a new record when an update occurs in a connected app.
  • Can I use FileMaker paper workflows for multiple applications at the same time?
    • Yes, a Zap can include multiple applications. For example, you could pull data from FileMaker, save it to Google Sheets and then send a notification in Slack. Zapier offers a flexible way to orchestrate workflows across different platforms.
  • How do I automate data synchronization between FileMaker and other apps via Zapier?
    • You can create Zaps that automatically synchronize data with other apps when changes are made in FileMaker. For example, you could set up a Zap that automatically imports new leads from FileMaker into MailChimp or creates new orders from Salesforce in FileMaker.
  • What security precautions do I need to take when connecting FileMaker to Zapier?
    • It is important to secure the FileMaker Data API with SSL encryption to protect data transmission. You should also set up access restrictions to the API to ensure that only authorized applications and users can access sensitive data. Be sure to make secure and regular backups of your FileMaker database.
  • Is the connection between FileMaker and Zapier complicated?
    • Connecting FileMaker to Zapier requires a basic understanding of APIs, webhooks and HTTP requests, but is doable. Zapier provides a user-friendly platform that simplifies the automation process. In addition, the FileMaker Data API provides flexible ways to efficiently exchange data between systems. With the right setup, you can set up automated workflows that make your work much easier.

Summary

By combining Zapier and FileMaker, German users can easily and effectively automate their business processes. With the help of webhooks, data from FileMaker can be integrated into Zapier and then automatically forwarded to other services such as email providers, CRM systems or SMS services. Although FileMaker does not offer native Zapier integration, Webhooks and the FileMaker Data API still enable flexible and powerful integration with other tools. This solution is particularly suitable for companies that want to automate processes such as e-mail dispatch, notifications or data synchronization in order to save time and resources.

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