​@JoshJoz1102 

From your description I assume you have a Zapier table which looks like this

I added two columns to the end of what you may have.

The first one you can update to “Yes” when the form is viewed via zap that triggers from the viewing action

The second coloumn you can update when they have completed the form (if they have completed it)

Now you can set up a simple zap like this (which use zero tasks)

1. The zap is triggered when the form viewed column changes to “Yes” for a particular record.
2. Use “Delay for” and set to 48 hours
3. Check the table “Form completed” column to see if the form has been completed = “Yes”
4.  Aftr this you can use a filter, if it is no then you can do another action like sending the email again etc. You could set up another column on your table which counts howmany times you have reminded them etc

Best of all, all of this, and the filter is zero task use and no switching between multiple apps etc

Hope this is helpful :)

Tell us how it goes

Hey! So this is my current table: 

Zap 1: Creates a contact based on an initial form submission (contact us form) which automatically asigns the ‘Project Form Viewed’ to ‘NO’ 

Zap 2: Upon the initial form submission, a second email is sent out with a link to a second form’

Zap 3: Upon the second form completion (Sent via a link in an email) the ‘Project form sub’ will be updated to ‘Y’

The issue: This form is via hubspot, embeded on a wordpress website page. However, I’m struggling with the trigger for the form viewed. The follow-up reminder email automation seems straightforward after you explained it, which I’m very appreciative of. Thank you! Just that initial trigger for determining whether the form has been viewed or not. Will give a more comprehensive detail for the system based on the reply! Again, I appreciate your help greatly!

​@JoshJoz1102 

I’m glad the follow-up remonder email automatin is sorted for you now.

I don’t use Hubspot, but I do use Active Campaign as a CRM. So I can give you some general guidance on the approach.

In Active campaign the emails sent out will have tracking on them so Active Campaign knows if the email has been viewed, or if a particular link has been clicked.

I assume Hubspot will have something similar. If so, you can set up the Hubspot automation to trigger for the contact when they open the email, or when they click the link to view the form (I.e opening the email, or clicking the link are a proxy for actually”viewing the form”. Or maybe Hubspot has more direct trigger for the form submission. With this trigger in the automation inside Hubspot you can then do something which will notify Zapier from that Hubspot automation;

1. A direct call or webhook if it is available
2. In Hubspot add a task to your contact “ form XXXX viewed”, then set your zap to trigger when a task is added and filter for this task……
3. In hubspot have it send a notification email and then set your zap to trigger when the emailed is received, and you can filter this information.

Sorry I can’t help you with Hubspot specifics, but may be this will be enough to give you an idea.

Hope this is helpful :)

Tell us how it goes

Get prepped…. 

SO! 

Zap 1: Stores contact details in Zapier table based on form 1 submission and automatically allocates ‘contact form 1’ submission field to ‘Y’ AND auto allocates the field ‘form 2’ submission to ‘NO’ *SEE BELOW*

Zap 2: Sends transactional follow up email from brevo once form 1 has been submitted (This follow up email has the link to the second form which needs to be filled - the project form

Zap 3: If link is clicked in follow up email (Proxy for form viewed) updates ‘Project form viewed’ to ‘Y’

FOLLOWED BY ‘Delay for 48 hours’ FOLLOWED BY ‘FIND RECORD’ < if project form still has NOT been submitted, reminder email is sent.

With a SECOND reminder email sent 48 hours after that if it STILL has NOT been submitted **SEE BELOW**

ZAP 4: Each time project form is submitted, ‘PROJECT FORM SUB’ Field becomes a ‘YES’ which automatically rids them from the zap above (zap 3) so obviously, if the FORM 2 ever is submitted, the ‘PROJECT FORM SUBMISSION’ updates in the table so they are not at any point, involved with the automation above.

I know it may be a lot, but reckon I’m on the right path? PS: AWFUL at any verbal explanation required so appreciate any patience in understanding!

Josh

Very Nice work ​@JoshJoz1102 !

Almost there, This looks like a lot of winning.

You did miss my step 4 from above.

After each of your record checks you just need to add a Zapier Filter (unless I misunderstood something)

Use your FORM 2 Submission Date column as the input, and because the data in that column from a submision will be a date you can use the “Does not exist” filter criteria.

This will have the effect of looking at the record you retrieved after the delay. It will continue if the cell in the table is blank and send the email etc. If there is something in the cell i.e a date then it will filter. Thos will show up in your Zap run history as a filter Icon in a black circle, but this is ok because it is what you expect.

Testing is always important. 48 hours is a long time. You can test your zap is working correctly by setting the timer to 5 minutes, or 10 minutes and see what happens when you submit the form, or forget to.

If it is important to you can sent an email to your self when you send a reminder out to someone, so you know it has happened, either a seperate step or CC yourself on the email, or just the second email. I.e the next step on the end of your zap is to notify you this person isn’t responding to emails.

Or you can add another column to your table which will record the number of reminders sent. In this case put update that column in the table record after each email is sent

I hope you are having fun with all of this, Zapier is exciting!

Tell how it goes, and how your final result works out after testing

Thanks again! So, I thought I had it cracked. However, an issue…

So the aim of the zap below is to essentially, check if users have clicked a link in a specific brevo email template, to update said contact’s field within the table to ‘Yes - viewed the project form’ However, this does NOT seem to work… for some reason?

I have tried using the template ID, campaign name etc but doesnt seem to recognise it? 

Everything else seems to work to a tee! So far..

​@JoshJoz1102 

Good work!

I don’t have Brevo so I can’t offer you specific fields to look for but I’ll point you in the general direction.

You can also post the full zap test record from a dummy record, and cover any personal information such as the full web address etc

General Direction

1. Grab the data most closely related to the link. A link ID or the link address (a screenshot of the record is useful here), this will allow you to distinguish between specific links in the same email/template. (maybe this is future use).
2. Ensure the filter is set up correctly for what you are looking for. It appears you have look for ID 29, the record has found ID 123 therefore the filter has stopped.
3. To identify a good field to use for your filter - Do a few dummy runs with your zap, i.e link clicks on different emails (not the same email).  Check the data out record of the trigger from each zap run. Look for the data that isn’t changing to see how your link is identified - possible the link ID is always the same, or ID= xxxxxx within the link address etc

Post screenshots if you are still having trouble - obscure personal information

Almost there,

Tell us how it goes

Thanks for the reply, is becoming a little persistent issue. Its not identifying the filter of ‘Link Clicked’ in Brevo, for some weird reason. 

Have done various tests as suggested. I have a small inkling that it may be because it has to be a BREVO CAMPAIGN rather than a brevo transactional email. But its only the step above which proves to be an issue, unless you have another suggestion of a similar proxy to determine whether people have viewed the form. For reference, the form is on a web-page where a hubspot form is embedded

Thanks again! Appreciate the patience because mine is certainly waning!

​@JoshJoz1102 

I did a quick Sign up with Brevo just to connect to a zap.

I think your inkling is correct that the link clicked event only triggers for campaing emails.

You can drop back to the next best proxy which is email opened. there is this trigger available “Transactional Email Opened in Brevo”.

I gave it a quick test and sending a transactional email from Brevo activates this trigger when the email is opened. It will provide the recipient email and the message subject among other random number and identifiers. You can put an identifier for your form in the message subject of the email to be able to recognise them, especially with different forms and emails flying about. It can just be project completion form or somthing you can recogninse, not wierd numbers or anything. You can they use this subject to match in your filter step.

This should hopefully get you over the line :)

Tell us how it goes

Thanks again :)

Still does not want to work for me. The Trigger: Transactional Email Opened is followed by a Zapier filter to ID the email opened. 

I receive the transactional email in question, perfectly, after testing. However, upon checking the ‘Test Record’ Data out, the subject does not match. I have tried to include the Email Subject, ID, and even assigned a unique tag to the transactional email and it does not seem to recognise any to pass onto the next zap:

Update record in table to ‘Project Form viewed’ ‘Yes’

The trigger, on a separate ‘Zap’ which sends the transactional email in question, works perfect! It creates a contact in the table, and assigns all the relevant fields with exactly what I want, but its the ‘Form Email Viewed’ which for some reason just does not want to work. Even in brevo, it shows that my test account has opened and viewed the email but in the photo below, this isnt the same data which is shown

Hope this makes sense!

​@JoshJoz1102 

I think you are there already (especially as your other zap is working). This is just a misunderstanding of the how the test records work in Zapier/Brevo. Usually when you select “Find new Records” it will give the latest real records related to that trigger. It seems the Bravo test records are always just a default template rather than actual records - unless there is additional setup required here.

So, just run your zap! Make it live and run it.

Go to the zap run history afterwards and check the “Data out” tab of the run details. The record their actually displays the real data form your sent email. Adjust your filter based on the data you see here.

And as always,

Tell us how it goes

IT IS DONE! Thank you so much, appreciate all your input, has finally decided to work for me! Hope you’re blessed with a great weekend 

Congratulations! what a great way to end your week.

YAY ​@JoshJoz1102—congratulations on getting it all up and running! And a big thank you to ​@shane.massey for being so helpful here—love seeing the Community come together like this. 🧡

Wishing you both a great start to the week!