Send Email with Generated Contract Variation via Zapier!

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We've chosen to use Zapier as a tool to connect intelliHR with the other systems in your business.

The below article is designed to walk you through setting up a zap to generate a variation of contract and send it via email.

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Step 1: Job Update Scheduled in intelliHR

1. Click "Choose an account"

2. Select your intelliHR platform from the drop-down list and click "Continue". If your intelliHR platform does not appear in the list, please see our article on Connecting your intelliHR Platform with Zapier for a step-by-step guide.

3. Zapier will then ask to "Test your trigger" - this will allow Zapier to find a recent job update on the intelliHR platform to ensure that the first step is working correctly. Testing this trigger will not send an email notification.

4. Click "Continue" once Zapier has found a recent Job Update.

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Step 2: Find Person in intelliHR

This step allows zapier to find and gather the details of the relevant employee who has had a recent job updated. For this step you will need to select your intelliHR platform from the drop-down.

1. Click "Choose an account"

2. Select your intelliHR platform from the drop-down list and click "Continue"

3. This step will be already set-up to use the employee's Person ID (a unique identifier for Zapier to find the correct person). You will not need to do any set-up for this step.

4. Click "Test & Continue"

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Step 3: Find Supervisor in intelliHR

This step allows zapier to find and gather the details of the employee's supervisor. For this step you will need to select your intelliHR platform from the drop-down.

1. Click "Choose an account"

2. Select your intelliHR platform from the drop-down list and click "Continue"

3. This step will be already set-up to use the supervisor's Person ID (a unique identifier for Zapier to find the correct person). You will not need to do any set-up for this step.

4. Click "Test & Continue"

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Step 4: Create Document from Template in Google Docs

This step connect your Google Drive to Zapier. Here you will be able to create a new document based on an existing one in your drive.

1. Click "Continue"

2. Click "Choose Account" - similar to Step 1, you will have the option to select an account from the drop-down list. If your Google account does not appear in the drop-down list, click "Connect New Account". Here Zapier will prompt you to login into your chosen Google account to authorise access.

To set-up and customise the document:

3. Click on the drop-down for "Template Document" and this will show you the available documents that can be selected as a template for new contracts.

Tip: Remember to tag all fields with {{ }} as you set up your templates. It is also a good idea to have a separate folder for generated contracts to keep your drive tidy. These contracts will be complete but not signed (that happens in the next step).

4. You can amend the generic name for the contract document by clicking inside the textbox under "New Document Name".

5. Each field that you have created using tags {{ }} in your template document, will now appear in this step. Zapier will be able to pre-populate these fields in your document each time the zap is run.

You will be able to pull through details from previous steps by clicking inside the textbox for each. For example, we can populate the employee's first name by searching for the key word "name" in the drop-down menu and clicking on the desired input.

6. Once you have finished the set-up and customisation of the document, click "Test & Review". This will then create a test document which you can review in your Google Drive and amend as needed.

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Step 5: Find a Document in Google Docs

This step finds the newly created document in your Google Drive to ensure that the correct document is sent via email.

Tip: The document name in Step 3 must also match the document name in Step 4.

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Step 6: Send Outbound Email

When a new job has been created on the intelliHR platform, Zapier will send an automated email with information about the update. The outbound email will be sent by "Email by Zapier", so you will not have to connect an email address.

To set-up and customise the outbound email:

1. You will need to enter in an email address for who should receive this email (i.e. a general HR email account). You can enter up to five email recipients. Please note that the email address listed in the "To" section, will receive a notification for any job updates made for all employees.

2. You will see that the "Subject" and "Body" of the email have already been pre-filled to pull through the relevant information about an employee's recent job update (from Step 1 of the zap).

Amending the "Subject" and the "Body" of the email is optional. If you would like to amend the contents of the subject or body, click inside the textbox and begin typing.

3. You will be able to enter in a "From Name" - the default will be "intelliHR". To amend this, click on the textbox and begin typing.

You will also be to Cc and Bcc up to 5 email addresses as well.

4. Click "Continue" once you have completed the required fields (i.e. email addresses of the recipients). Zapier will then provide a preview of the information to be sent in the email using the data found in previous steps.

Please note that testing this step will send an email notification to the "To" email specified with the test data included (last employee who has job change’s information), so feel free set this as your email for testing purposes or, let payroll know that it is a test only email and to disregard for now.

If you would like to skip testing, you can click "Skip Test" in the top right-hand corner. We do recommend that testing is not skipped for this step so the email can be reviewed and amended if necessary.

5. Click "Test & Continue" - Zapier will send a test email.

6. When you are ready, you can turn on the Zap on the top right corner of the screen, this will make your Zap live.

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Want to get even more out of your new zap? Check out our article on adding flitters, formatter steps and paths to your zaps (please note these are premium-based features).