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I have Process Street workflows that both myself and an assistant work on. When some of the tasks are completed, I have it set so a File Note will be created in my CRM (Actionstep).

 

For example, when we have mailed the Declaration of Independence to a client, the task is completed in Process Street and a Zap will create a File Note in Actionstep that says “Declaration of Independence mailed to client 2/21/2025.”
 

Currently, my Zap shows that the File Note as always being created by me, even if my assistant mailed the Declaration and completed the task in Process Street.

How can I adjust the Zap so that the File Note will have been created by whatever Process Street user completed the task in Process Street?

 

Thank you!

Hi ​@RickyBobby 

Often that is determined by the connected app account being used in the Zap step.

For us to have more info, post screenshots showing how your Zap steps are outlined and configured in EDIT mode with the field mappings visible.

Thank you, Troy.

I have attached two screenshots. In Process Street, the user will complete a task, which is to save a File Note in Actionstep to Matter 10868 that says “Response to 3-Year Review Ltr received ddate completed].”

“Entered By” is redacted - it is just my name “Bobby, Ricky”

This works perfectly except I would like the File Note in Actionstep to show that the File Note was saved to Actionstep by the Actionstep user that completed the task in Process Street, and not necessarily always me (both myself and my assistant have separate Process Street and Actionstep logins).

The Linked Participant ID shown in the Zap of “9” refers to my contact record in Actionstep, so I am sure that is why the File Notes all read as completed by me. My assistant’s contact record is “3999.” I just don’t see how we can have the Zap “know” that if the task is completed by assistant 3999 to make the Linked Participant ID “3999 “instead of “9.”

Thanks for taking a look!

​@RickyBobby 

It’s likely the Linked Participant ID value is set from the app account connected to the Zap step in the SETUP section.

 

One option would be to connect different app accounts to Zapier here: https://zapier.com/app/connections

Then in the Zap you could use Paths to determine which app account to use in the Zap step.

Info about Paths: https://zapier.com/apps/paths/integrations#help

 

 

Thank you for your response, I will take a look at these links.

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