Is it possible for me to pull specific data from a completed form in Service Titan and send it in an email?

Hi @Laura Ciriello,

Could you try testing the trigger again using a real form submission? This will help us see whether the part-specific data is actually being passed through. If the part details still aren’t showing up, the form in ServiceTitan will likely need to be updated to include those specific fields.

Regarding the email notification to the assignee, you’ll either need to:

1. Add an assignee field directly to the form, or

2. Use a mapping sheet (e.g., Google Sheets) where:

• Column A = Part Name

• Column B = Assigned Employee

• Column C = Employee Email

This mapping can help dynamically determine the recipient based on the part ordered.

Then, a Gmail or Outlook step in your automation will handle sending the email using data from the previous steps.

Hope this helps!

Hi. there, ​@Laura Ciriello 👋

Just wanted to check how you got on with robintrainward’s suggestions—did they help you get things sorted?

Keen to make sure you’re all set here, so please keep us posted on how it’s going! 🙂

Sorry about that, I’ve been busy with some other work around the office while my team works on getting a completed version of the form prepared for me as we haven’t gone live with Service Titan yet, but I will let you know how the solution works once I have a completed form to test it on. Thanks!

Hi ​@Laura Ciriello,

No worries at all, I totally understand how things can get busy. Thanks for the update and I appreciate you keeping us in the loop. Just let us know once you have the completed form ready and you're able to test it out. Happy to assist further if anything comes up! 🤗

Thanks! I just tried it with a submitted version of the form present and still no data is being pulled. Could this be because we haven’t gone live yet? I don’t feel like this should be an issue because all of the data I need is in Service Titan but none of it is being pulled to Zapier.

Hi ​@Laura Ciriello,

Before we dig deeper into this, it looks like the sample data that is being loaded is the trigger step is an older one. Could you please try clicking on the “Find new records” button? You can learn more on how to set up your trigger here: https://help.zapier.com/hc/en-us/articles/8496288188429-Set-up-your-Zap-trigger

Hopefully, this helps!

Yes, it's possible to pull specific form data like a part model number—but it depends on how ServiceTitan structures the form submission data. Right now, it looks like only limited fields are available in your Zap.

To fix this:

1. Make sure the form in ServiceTitan includes the part number as a field.

2. Submit a real test entry with all fields filled out.

3. In Zapier, go back to the "Test Trigger" step and click “Load More” or “Retest & Review” to refresh the data.

4. Check if the new test data includes the missing fields—if it does, you’ll be able to map them in your Gmail step.

If the data still doesn’t show, ServiceTitan might not expose all fields via their Zapier integration, in which case using a webhook or ServiceTitan API could be a workaround. Let me know if you need help with that too!

Hi ​@Laura Ciriello,

Thank you for updating us on your progress. I'm glad to hear that creating a new Zap and rebuilding it resolved your issue. Starting fresh can help clear any unseen problems or glitches affecting the Zap's functionality.

If you encounter any more challenges or have questions in the future, don't hesitate to let us know. We're always here to assist you.