When it comes to project management, productivity tools can be a lifesaver for your sanity and your bottom line. Platforms like Zapier allow you to automate a wide range of tasks by connecting one application to another and indicating what operation must be accomplished. These automations are called "zaps," and are composed of a trigger and a corresponding action. In this article, we'll look at a few zaps that agencies or consultants can use to save time when managing client projects.
To get started, you'll need accounts with both Zapier and Wrike. Both services allow you to create free accounts, so you have nothing to lose. Once you're set up, you can try the following zaps:
1. Create New Clients
For those that bill prior to beginning work with a client, you will want to create a zap where whenever a new client is created in FreshBooks (or any invoicing software supported by Zapier), a new client folder is automatically created in your Wrike account.
Once you've connected both FreshBooks and Wrike accounts, you will be able to filter customers based on specific criteria if needed, and then match fields from FreshBooks to your new folder in Wrike. You can use multiple fields from FreshBooks to add in the optional description field for your Wrike folder.
After you've configured a zap, you get the option to test it and make sure it works. If everything is fine, click Continue, name the zap (make it unique), and activate it.
2. Review New Files
Do your clients send you files using Dropbox, Google Drive, or other online filesharing apps? If so, create a zap that adds a new task to your client's folder as a reminder for you to review the new file.
First, you select your client's directory in Dropbox (or folder if you are using Google Drive). Then, you match fields from the Dropbox or Google Drive file to the new task in Wrike. I like to include the "direct media link" to the file in the description, making it quicker to access.
After you've configured your zap, test it. As usual, click Continue, name the zap, and activate it. This zap will ultimately help you manage files you receive from multiple clients using multiple file sharing applications.
3. Manage Client Communications
If you're not using a CRM, you can mimic the feature of tracking conversations related to your projects inside Wrike with a zap. Start by creating a Communications folder under your client's main folder.
Next, add a zap that creates a new task in the Communications folder whenever you receive a new email from your client. Here's how to set it up if you use Gmail:
Once you connect your Gmail account, set a filter to specify emails from your client. You can do that by using your client's email address (from:[email protected]) or by using the label that your client's emails are organized under (label:your client).
Next, turn your emails into Wrike tasks. You will need to match fields from your email to format the new task in Wrike. I like to match the title of the task to the subject line of the email, and the description of the task to the body of the email message. You can also add additional options for task type, importance, and assignees for those who should reply to the email.
After you've configured the zap, test it. You will need an email from your client in your inbox — doesn't have to be new, but it does have to be in your inbox (unless you specified another location in the Mailbox or Tag Name field during setup).
If everything works, click Continue, name the zap, and activate.
You can even expand the process further by creating new tasks in your client's Communication folder whenever your client sends a Twitter update. The setup is similar, except you start with a new tweet instead of a new email.
If you use Mention, you can also have any mentions of your client across social networks, forums, etc. added to your client's Communication folder.
For those helping with reputation management, or who simply want to stay on top of the latest news about your client, the Mention zap will turn any new mention into a task that can be assigned to the appropriate member of your team for further action or review.
4. Simplify Task Management
What if your client likes using another project management system, but you would prefer to keep everything in Wrike? That's not a problem. Let's say that your client uses Trello. You can create a zap that creates a new Wrike task in your client's project folder whenever you're assigned a new card in Trello.
You can set this up using any board you have access to in your Trello account. Just connect your Trello account, specify the board, list, and a custom filter to separate your assignments from other member's assignments. To get only your assignments you will need to filter by ID Member — you'll also need this number when you test your zap - but for now, just use your name.
From here, you will match the Trello card fields with those for your new task in your client's project folder. Then click Continue and test your zap. Click on the "See trigger sample link" to find a card that has been assigned to you and scroll through to find your ID Member number. Go back up to that filter in Zapier and replace your name with your ID Member number.
If everything works, click Continue, name the zap, and activate.
You can set up similar zaps for clients using several other project management applications as well so no matter what programs your clients use, you can still keep track of all your tasks in Wrike.
But Don't Stop There...
I hope the zaps above have given you some ideas on how to use Zapier's automation to optimize your work within Wrike. Be sure to explore the list of apps you can connect with Zapier to discover additional ways to streamline the tools and platforms you already use.
