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About Cartegraph for Zapier

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Cartegraph for Zapier allows you to connect Cartegraph with other applications with an application called Zapier. Zapier provides a user interface between the applications to simplify the connection of the applications. There is a minimum of two steps that are needed to be set up in Zapier. This is called a zap. The first step is the trigger and the second step is the action. You define the application for the trigger and the application for the action. When an event occurs in the trigger application, the action application can utilize the trigger event and perform an action.

When the trigger application is Cartegraph, an automation within Automation Manager is created to help you manage the data content that is sent to Zapier. This is done by using a filter. The automation that is created can be turned on or off from within Cartegraph or Zapier.

When the trigger application is not Cartegraph, an automation is not created within Automation Manager. The data content sent to Zapier would be handled in the other application or within Zapier. Since there is no automation within Cartegraph, the zap is turned on or off from within Zapier.

Choose/Create Account: When you select Cartegraph as an application to include in a zap, whether it is the trigger or action application, you will need to select an account. The account consists of the URL to your Cartegraph OMS site and sign-in credentials. If you currently don't have an account, select Connect a new account. Add the OMS URL, User name, and password to create the new connection. The user name and password need to be a Cartegraph OMS/API account (not Esri). The user's role must have Automation Manager admin rights to authenticate.

Use Cartegraph as the Trigger Application

When Cartegraph for Zapier is used as the trigger application, there are two steps that need to be set up. The first step is what type of records will be triggering the event. The second step is the automation in Cartegraph.

Step 1: Choose Record Type

In the first step to set up the trigger, you will need to select the Record Category, Record Type, and the Event type. Optionally, you can also select a Child Record Type.

Record Category: Record Category is required. The available record categories are Requests, Work, Assets, and Resources.

Record Type: Record Type is required. Once the Record Category is selected, the record type will be filtered to the available options for the Record Category.

  • Requests
    • Requests
  • Work
    • Tasks
    • Work Orders
  • Assets
    • All Asset Types
  • Resources
    • Equipment
    • Labor
    • Labor Crews
    • Materials
    • Material Locations
    • Material Orders
    • Vendors

Child Record Type: Child Record Type is optional. Once you have selected the Record Type, you can select a child record type. This allows you to listen to changes made to a child record.

Step 2: Set Up Automation in Cartegraph

In the second step of the trigger, you will select the Event Type you want to listen for and set up the automation in Cartegraph.

Event Types: The event types you can listen for are After Create, After Update, After Create or Update, and After Delete.

  • After Create: Use this event type when the trigger should happen after a record is created in Cartegraph.
  • After Update: Use this event type when the trigger should happen after a record is updated in Cartegraph.
  • After Create or Update: Use this event type when the trigger should happen after a record is created or a record is updated in Cartegraph.
  • After Delete: Use this event type when the trigger should happen after a record is deleted from Cartegraph.

Automation Name: Enter the name for the automation for Cartegraph. When the zap is turned on, the automation will be added to Cartegraph with the name specified. Once the automation is added to Cartegraph, you can make adjustments to the automation such as adding a filter to make the trigger records returned to be more specific to the zap. The zap is linked to Cartegraph by the name, so it must be identical.

When you make modifications to a zap, it is turned off and needs to be turned back on once the edit is complete. If the name of the automation is not identical when the zap is turned on again, a new automation will be created in Cartegraph. You will need to manually remove the older automation.

Use Cartegraph as the Action Application

Choose App and Event

When setting up the Action Application, you need to select that application and the event. To use Cartegraph as the action application, you will select Cartegraph as the application and enter account information. Next, you will need to select the action event. The available action events are Create Record, Update Record, or Find Record.

  • Create Record: Use this action event when you want to create a new record in Cartegraph.
  • Update Record: Use this action event when you want to update an existing record in Cartegraph.
  • Find Record: Use this action event when you want to find a record in Cartegraph. Once the record is found, you will use the found record with an additional action event.

Choose/Create Account

When you select Cartegraph as an application to include in a zap, whether it is the trigger or action application, you will need to select an account. The account consists of the URL to your Cartegraph OMS site and sign-in credentials. If you currently don't have an account, select Connect a new account. Add the OMS URL, user name, and password to create the new connection. The user name and password need to be a Cartegraph account, not Esri. The user's role must have Automation Manager admin rights to authenticate.

Set Up Action

Step 1: Choose Record Type

In the first step to set up the trigger, you will need to select the Record Category, Record Type, and Event type. Optionally, you can also select a Child Record Type.

Record Category: Record Category is required. The available record categories are Requests, Work, Assets, Resources, and Libraries.

Record Type: Record Type is required. Once the Record Category is selected, the record type will be filtered to the available options for the Record Category.

  • Assets
    • All Asset Types
  • Libraries
    • All Libraries not marked read-only.
    • User role needs Library Manager admin rights to select Libraries.
  • Resources
    • Equipment
    • Labor
    • Labor Crews
    • Materials
    • Material Locations
    • Material Orders
    • Vendors
  • Requests
    • Requests
  • Work
    • Tasks
    • Work Orders

Child Record Type: Child Record Type is optional. Once you have selected the Record Type, you can select a child record type. This allows you to listen to changes made to a child record.

Create Record Action

Step 2 Create Record

Additional Fields to Insert: Choose the fields to add to the new record being created. The available fields will depend on the record type selected. Once the fields are selected, set the data to use for the required fields and all additional fields added. It is common to select the values from the trigger event or a previous action event.

Once all required fields and additional values are set, click Continue.

Update Record Action

Step 2 Filter for Record

Choose the filter to select the record to update. You can choose between OID or ID, or you can use an advanced filter to get the record to update. When using the advanced filter, the filter must be created in a way that only one record is returned for the results. The advanced filter must be written in proper syntax. See About Filter Syntax View for more information on the syntax view.

Step 3 Update Record

Fields to Update: Choose the fields to update for the record being updated. The available fields will depend on the record type selected. Once the fields are selected, set the data to use for the required fields and all additional fields added. It is common to select the values from the trigger event or a previous action event.

Once all required fields and additional values are set, click Continue.

Find Record Action

Step 2 Filter for Record

Choose the filter to select the record to update. You can choose between OID or ID, or you can use an advanced filter to get the record to update. When using the advanced filter, the filter must be created in a way that only one record is returned for the results. The advanced filter must be written in proper syntax. See About Filter Syntax View for more information on the syntax view.

Step 3 Select Output

Fields to Output
  • Choose the fields you want to return data when the record is found. If you leave this section blank (do not select any fields), all fields will return.
  • When you select a field that is a lookup, to another record, you can optionally choose the fields through a lookup to also include.
  • Should this step be considered a success when nothing is found? Choose between False and True. The default value is false. When false is chosen, subsequent steps will be skipped when nothing is found. When true is chosen, you have greater control with filters and paths on subsequent steps. When nothing is found, it is considered a success, and subsequent steps are continued.
Test Action

Once the action is set up, you need to test it. Select Test and Continue.

When the action is tested, a new record is created or an existing record is updated based on how the action is set up. A test site should be used when creating and testing the zaps. Once the zap has been tested successfully, the OMS URL can be changed to your production site.

If a test environment is not used, the record removes the test record that is created or updated.

In some cases, the test may fail because of some of the options selected. If the action is successful when the zap runs, you can click Skip Test to continue.

When you finish setting the trigger and action events, you can turn on the zap.

With some applications, the trigger event may take some time before the action can be performed. For example, if the trigger application is Excel, it may take up to 15 minutes to receive the update.

When selecting fields, you can select from the list of fields or click the Custom tab. The Custom tab contains additional fields that are returned from different steps in the zap.

Creating and editing of attachments only support linked attachments such as a URL starting with http, https, or ftp.

Date and Time

Zapier allows you to use a common language for dates and times. When you need to set a date for a field, you can enter values like:

  • Today
  • Tomorrow
  • Friday

To set a time, you can also enter common times and Zapier will interpret the time for you:

  • 3 PM
  • 11 AM

To set a date and time, here are some additional examples:

  • Today at 2:30 PM
  • Tomorrow at 8 AM
  • Next Friday at 4 PM

To set the date and time to be the exact time the record is created or updated, use {{zap_meta_human_now}}.

For more information, see Zapier help: