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Zapier makes it easy for various web apps you're using to pass data to each other automatically. You can use Zapier to automate certain DEAR Inventory activities through so-called Zaps, as the sets of triggers and actions that are defined within Zapier are called. In the context of Zapier, triggers mark the start of a Zap, and actions are the events that occur after triggers are started. For example, you can have DEAR Inventory's New Customer/Updated Customer trigger perform an action that adds a New Customer to a MailChimp mailing list.


Zaps can only have one trigger, but may have one or more actions. For example, a Zap may be triggered in DEAR, the resulting data sent to a third-party application, then some other info can be sent back to DEAR. Zaps can also be triggered from a third-party application, which then leads to an action that updates DEAR Inventory. 


Actions can be any of three types: app actions and search actions. App actions are actions performed by an app while app searches are used to look up information that can then be used in another action. In this article, we refer to app actions and app searches as just actions and searches, respectively.


For more information on Zapier, you may want to check out their comprehensive help documentation at https://zapier.com/help/. The following link may be particularly helpful when creating Zaps: https://zapier.com/help/creating-zap/.


Prerequisites

  • Purchase DEAR API and Notifications Module (required)
  • A registered Zapier account. On the Zapier Apps page, you can find DEAR Inventory here.


Table of Contents



DEAR API Integration

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To start using Zapier with DEAR, you need to generate an API channel in DEAR.

  1. In DEAR, go to Integrations → API.
  2. On the API Integration page, click the icon on the top right, enter a name for the API (for easy identification, you might want to use Zapier as the API name), and click Create button to generate an API channel.
  3. DEAR then creates the API account ID and key under the Setup tab of the API Integration page. You will need both pieces of information to connect DEAR to Zapier.
  4. Click Save.
     


Creating Zaps

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There are two ways to set up Zaps in Zapier:

  • Set up a DEAR trigger, then set up an action for a third-party app
  • Set up a trigger in a third-party app, then set up an action in DEAR


DEAR to Third-Party App

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As an example, we will set up a Zap that is triggered when customers are created in DEAR, then subscribes the new customer to a mailing list in MailChimp.


Set up the trigger:

  1. In Zapier, click the Make a Zap! button.
  2. Enter a name for the Zap.
  3. Select or search for DEAR from the list of apps.
  4. Select the DEAR trigger type from the dropdown list. For example, New Customer / Updated Customer, which will be triggered when customers are created or updated.
  5. Click Continue.
  6. On the next page, click Sign in to DEAR Inventory.
  7. In the sign in window, enter the Account ID and API Key that you generated in DEAR API Integration, then click Continue.
  8. Customise the Customer value - we select New customers.
  9. On the next page, click either Test Trigger to test your Zap is pulling in the right data or Skip this step to skip the test.

        

Set up an action:

  1. Select or search for MailChimp from the list of apps.
  2. Select a MailChimp action from the list. For example, Add / Update Subscriber, which adds a subscriber to a MailChimp mailing list.
  3. Click Continue.
  4. On the next page, click Sign in to MailChimp. 
  5. Enter your MailChimp account name and password, then log on to your MailChimp account, then click Continue
  6. Back in Zapier, set up the template for the action by selecting the MailChimp mailing list to which you want the add the new customer. You will also need to select the new customer's email address from DEAR, which should already have been retrieved because of the trigger you set up earlier.
  7. Click Continue.
  8. On the next page, you may either test the zap or skip the test altogether.
  9. Click Finish.
  10. Turn on the Zap.

Third-Party App to Dear

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As another example, we will set up a Zap that is triggered when a new row is added to a spreadsheet in Google Sheets, then inserts the row as a new customer in DEAR.


Set up a Trigger:

  1. In Zapier, click the Make a Zap! button.
  2. Enter a name for the Zap.
  3. Select or search for Google Sheets from the list of third-party apps.
  4. Select a trigger type from the list. For this example, we will select New or Updated Spreadsheet Row, which is triggered when a new row is added or modified in a spreadsheet.
  5. Click Continue.
  6. On the next page, sign in to your google account then click Allow to connect Zapier with your Google account. If you're already logged on to your Google account, just select the account, then click Allow on the next page.
  7. Back in Zapier, set up the template for the trigger by selecting the spreadsheet and worksheet from where data will be taken and push to DEAR. Optionally, you can select a trigger column, which means that only changes in this particular column will trigger the zap and push information to DEAR.
  8. Click Continue.
  9. On the next page, Zapier will connect to Google Sheets and select sample spreadsheets from your account to test. Select a sample spreadsheet from the list, then click Continue.


Set up an Action

  1. Select DEAR.
  2. Select the type of action, then click Continue. For this example, we will select Create Customer, which will create a new customer in DEAR.
  3. Click Continue. 
  4. Next, choose your DEAR account and Continue
  5. Enter the Account ID and API Key that you generated in DEAR API Integration, then click Yes, Continue.
  6. Map the spreadsheet information to the DEAR customer fields.
  7. Click Continue.
  8. On the next page, you may either test the zap or skip the test altogether.
  9. Click Finish.
  10. Turn on the Zap.


List of Triggers, Actions, and Searches in DEAR

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For your reference, a list of DEAR triggers, actions, and searches that you can use in your Zaps are shown in the table below. 


NO.
TYPE
NAME
DESCRIPTION
1
Trigger
New Customer/Updated Customer
Triggers when customers are created or updated
2
Trigger
New Supplier/Updated Supplier
Triggers when suppliers are created or updated
3
Trigger
Sale Status Change
Triggers when a Sales status is changed
4
Trigger
Stock Level Update
Triggers when a change is made to product availability
5
Trigger
Sales Fulfilment Update
Triggers when a sale's fulfilment status is updated
6
Trigger
New Payment

Triggers when a payment is added to a sale

7
Trigger
Sale Additional Info Added
Triggers when additional information is added to a sale
8
Trigger
Sale Invoice Authorised
Triggers when a sales invoice is authorised
9
Trigger
Sale Shipment Tracking Number Changed
Triggers when a sale's shipment tracking number changed
10
Trigger
Sale Attachment Added
Triggers when an attachment is added to a sale
11
Trigger
Sale Credit Note Authorised
Triggers when suppliers are created or updated
12
Trigger
Sale Voided/Undone
Triggers when a sale is voided or undone
13
Action
Create Customer
Creates a customer
14
Action
Create Product
Creates a product
15
Action
Create Sale
Creates a sale
16
Action
Create Stock Adjustment
Creates a stock adjustment
17
Action
Create Supplier
Creates a supplier
18
Action
Add Sale Attachment
Adds attachment to Sale
19
Action
Add Sale Pack
Adds pack to Sale
20
Action
Add Sale Payment
Adds payment to Sale
21
Action
Add Sale Shipment
Adds shipment to Sale
22
Action
Update Customer
Updates a Customer
23
Action
Update Sale
Updates a Sale
24
Action
Update Supplier
Updates a Supplier
25
Search
Find a Customer
Search for Customer by name
26
Search
Find an Assembly
Search for Assembly by Status, Sale ID, or other fields
27
Search
Find a Sale Payment
Search for sale payments by Sale ID, Order No., Invoice No., or Credit Note No.
28
Search
Find a Product
Search for product name or SKU
29
Search
Find a Sale
Search for sale by ID
30
Search
Find a Sale Extended
Search for sale by Order No., Status, Customer, Invoice No., Customer Reference No., or Credit Note No.
31
Search
Find Product Availability
Search for product availability
32
Search
Find a Sale Fulfilment
Search for sales fulfilment by ID
33
Search
Find a Sale Credit Note
Search for a sales credit note by ID
34
Search
Find a Sale Invoice
Search for a sales invoice by ID

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