Creating a workflow (Zap) in Zapier

This article shows how to create a new workflow—called Zap—in Zapier that incorporates DRACOON. As an example, we're creating a Zap that will send an email as soon as a new file is uploaded to a specific data room in DRACOON.

How to create a new workflow (Zap) with DRACOON in Zapier:

1. Sign in to Zapier with your Zapier account. If you don't have a Zapier account yet, create a free account.
2. Click the black plus button at the top left ("Make a new Zap").

Step 1: Specify a trigger

1. First, under When this happens, we must choose an app and then a trigger within that app that will cause the entire workflow to start running. In our example, we want to be notified of new files (the trigger) in DRACOON (the app). Therefore, type DRACOON in the search field and select the DRACOON app:
2. Zapier now lists all triggers that DRACOON for Zapier includes. Select the trigger New File, because in our example we want to react to new files in DRACOON, and then click CONTINUE:

Step 2: Specify a DRACOON account

1. Next, we must select a specific DRACOON user account to connect to Zapier (Of course, for security reasons, DRACOON for Zapier can only access data rooms the selected DRACOON user is permitted to use). Click the blue Sign in to DRACOON button :
2. Enter the Internet address of your DRACOON environment, and then click Yes, Continue.
3. Enter the login data of the DRACOON user account that the Zap should use in the future. The login data will be stored safely in Zapier so that it can be automatically reused each time the Zap runs.
4. If the login was successful, Zapier displays the selected DRACOON user account. Click Continue:

Step 3: Specify trigger details

1. If required, provide more details for the trigger. In our example—the New File trigger—we have to choose which room or folder in DRACOON should be monitored for newly uploaded files. Click Choose value to select the desired room or folder: Then, click CONTINUE.
2. Finally, to test whether the trigger has been successfully configured, click TEST & CONTINUE. If you want to omit the test, click SKIP TEST:

Step 4: Specify actions that respond to the trigger

1. Now, under Do this, we must specify an action that should be performed once the trigger fires. First, we must choose the desired app and then the action within the app.
   In our example, we choose the app Email by Zapier, which is provided by Zapier, because we want to send an email. So in the Choose App field, enter Email by Zapier.
2. Next, specify the desired action within the selected app. As the Email by Zapier app in our example offers a single action only (Send Outbound Email), it is already preselected Click CONTINUE.
3. Depending on the action, you might have to provide additional information. In our example, we must specify a recipient, subject, and body for the email that Zapier should send.
   Afterward, click CONTINUE.
4. Finally, to test whether the action has been successfully configured, click TEST & CONTINUE. If you want to omit the test, click SKIP TEST.

 Done! If required: Add additional actions and turn on the Zap

1. Congratulations—the Zap has been successfully created! In our example, Zapier sends an email as soon as someone uploads a new file to the selected data room.

   If required, you can define additional actions that should be performed subsequently—for example, in other apps. To do so, click the blue plus button below an action (not available for free Zapier accounts):

   You can immediately activate the Zap by turning the switch at the bottom of the page to ON. Or, leave the Zap disabled (OFF) for now, and activate it later once required in the list of all your Zaps.

Next step: Triggers and actions available in DRACOON for Zapier