About Zapier Community
New to our Community? Get to know more about our space and how to make the most of your time here.

Code of Conduct Community FAQ's Zapier Common Questions What to Expect

Get Started With Zapier
New to Zapier? We have got you covered with our Zapier 101 Resources.

Zapier Essentials

Get Support
Have a question? Let's get you an answer!

How Do I...? Troubleshooting Code & Webhooks Developer Zone

Other Help Resources
Wait, there's more! Check out these Community sourced spaces for additional resources.

Zapier Help Center Hire an Expert

Zapier Products
Learn more about Zapier's new products.

Zapier Tables Zapier Interfaces

Zapier Reading
All of our best learning resources can be found here.

Featured Articles Show & Tell AI Hub Zapier Tools Hub

Learning Groups
Excited to meet other builders? Check out our interest areas full of doers, dreamers, and in-betweeners.

User Groups

Other Learning Resources
Some of our favorite additional ways to upskill your Zapier knowledge.

Zapier Learn Zapier Blog Zapier Webinars

Product Updates
Check out what is new and upcoming with Zapier with our regular product updates.

Product Updates

Early Access Program
Want to join Early Access? Learn more here.

  • Home
  • Get Help
  • How Do I
  • How do I map and extract data from WooCommerce to Xero based on specific conditions?
Question

How do I map and extract data from WooCommerce to Xero based on specific conditions?

  • 27 July 2023
  • 7 replies
  • 101 views
powelly0

Hi All,

I’m fairly new to Zapier and think this is probably going to be quite simple, but I’m not sure what to search for to find a help article. I am sending data from WooCommerce (new completed order) to Xero (New Sales Invoice). One of the fields I am passing is some meta data from our events booking plugin, Amelia. Our customers are booking weekly classes in historical fencing. Each of the classes is generally known, but there is some unknown variation.

For example;

Input Output
Class Name Weapon
Longsword Longsword
Longsword - Beginners Course Longsword
Longsword (reserved) Longsword
Park Sparring Other
Rapier Rapier
Sabre Sabre
Sabre -( Grappling  session) Sabre
Sabre (Including New Starters) Sabre

 

What I am after is a mapping step such that if any of the possible values for “Weapon” are contained in the string for “Class Name” then to Output that weapon, otherwise to Output “Other”. Can someone point me in the right direction for how to do this?

Dan

This post has been closed for comments. Please create a new post if you need help or have a question about this topic.

7 replies

Troy Tessalone
Userlevel 7
Badge +14

Hi @powelly0 

Good question.

Try using this Zap action: Formatter > Utilities > Lookup Table

It handles line items.

https://help.zapier.com/hc/en-us/articles/8496305146765

⚡ Troy Tessalone - AutomationAce.com | Premier Certified Zapier Expert | #1 Zapier Community Contributor
powelly0

Thanks @Troy Tessalone, however I think a lookup table would require all of the possible values to be known, whereas there will be new values created which will follow the same rules, but all possible values cannot be known in advance.

Troy Tessalone
Userlevel 7
Badge +14

@powelly0 

You would likely need to create some sort of logic to apply or lookup table to reference.

I was going to propose just taking the first word of the INPUT, but there’s an exception...Park Sparring > Other

Plus, you’ve mentioned there are more options on the list and that those options can shrink/grow/change.

 

⚡ Troy Tessalone - AutomationAce.com | Premier Certified Zapier Expert | #1 Zapier Community Contributor
powelly0

Yes, the logic is if INPUT string contains any of the values in a list (Sabre, Rapier, Longsword; non-case sensitive) then return that list item, else return “Other”. But I don’t know what tools to use to set up this logic in zapier.

Troy Tessalone
Userlevel 7
Badge +14

@powelly0 

Why not simply update the Lookup Table once the new values are added/removed/changed?

however I think a lookup table would require all of the possible values to be known, whereas there will be new values created which will follow the same rules, but all possible values cannot be known in advance.

⚡ Troy Tessalone - AutomationAce.com | Premier Certified Zapier Expert | #1 Zapier Community Contributor
powelly0

It’s an option, but would require a good deal of maintenance because of the volumes. The above table is just a small sample of possible values.

Since we do have a logical rule, there must be a way of implementing it? The logic is;

IF INPUT contains (x or y or z) then return z/y/z, respectively. 

Maybe something can be done with wildcards in a find and replace? 

Troy Tessalone
Userlevel 7
Badge +14

@powelly0

Here’s what you probably want to do...manage this in WooCommerce with Categories, Tags, or Attributes.

https://woocommerce.com/document/managing-product-taxonomies/

 

That will likely eliminate the need to do lookups since the desired values would already be set in WC.

 

OTHERWISE

Some factors you are dealing with:

  1. 1 WooCommerce Order could have multiple line items
  2. You are trying to do partial matching (INPUT/OUTPUT)
    1. So logic becomes more complex
  3. You need to output a new RESULTS data array (list of matched OUTPUTS) to be used in Xero
    1. Note: Xero may expect an internal Item ID instead of the friendly Item name
  4. There could be multiple matches for 1 INPUT Class Name from the WooCommerce Order
    1. For example (hypothetical)
      1. If WooCommerce Order has a line item with Class Name of “Longsword & Sabre”
      2. That matches to 2 results based on your conditions:
        1. Longsword
        2. Sabre
      3. So now you have 2 results for 1 WooComerce Order line item
  5. You need logic to determine how to handle multiple matches for 1 WC Order line item in the new RESULTS data array
    1. First match
    2. Last match

 

This logic has to be defined, managed, and applied somewhere:

IF INPUT contains (x or y or z) then return z/y/z, respectively. 

 

If the list is going to change (add/remove/edit) over time, then you need to come up with a solution that will work with the changes.

⚡ Troy Tessalone - AutomationAce.com | Premier Certified Zapier Expert | #1 Zapier Community Contributor
Terms & Conditions