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Example Zap: Add new Filevine contacts to Mailchimp

David Goodman
Updated

This automation automatically adds new contacts created in Filevine into Mailchimp. This is useful for maintaining a list of your Filevine contacts in Mailchimp for sending out email campaigns, and this example can also apply to synchronizing Filevine data with any email service provider (ESP) or customer relationship management (CRM) platform.

This Zap workflow is built using the following:

  • Filevine "Contact: Created" Trigger
  • Filter step 
  • Paths step to split into separate paths for clients vs staff 
  • Mailchimp "Add/Update" Subscriber step
     

Here's a screenshot of the entire Zap flow:


 

 

1. Trigger Step — Filevine "Contact: Created"

First, login to your Zapier account, and create a new Zap. Choose Filevine as the app for the first step (trigger step) in your Zap. For more information on how to connect Zapier to Filevine, please see the following article: Connect Zapier to Filevine (Using PATs)

Once you've chosen Filevine as the app for the trigger step and setup your Filevine account info, press Continue or click on the Configure tab. We want to configure this Zap to run every time a contact is created in Filevine. Configure the trigger step as follows:

  • Event: Contact: Created
  • Load additional data?: Yes

Test the trigger and pull in a sample event. Note that you may need to go into your Filevine account and add a new contact to pull in sample data to work with when building out the Zap.

Here's a screenshot of the "Contact: Created" trigger step:

 


2. Filter Step — Only Continue if Contact Has An Email Address

We only want this automation to run when contacts are created with an email address. To accomplish this, add a Filter step for Step 2. in your zap, and configure it as follow:

Only continue if:
  • Data Contact Emails Address (from step 1.)
  • Exists
Be sure to press Continue to test the filter.

Here's a screenshot of the Config tab for the filter step after testing:

 

 

3. Paths Step — Separate Paths for Clients vs. Staff

Next, we want to branch into separate paths depending on whether a contact is a client or staff -- in your scenario, this could be a branch based on whether contacts are individuals or companies (eg. using the IsSingleName field). This step splits the workflow into two paths so you can handle clients and staff differently in Mailchimp. 

Create a new Paths step for Step 3 in your Zap, and configure each of the path conditional steps (Step 4 and Step 6) as follows:

Step 4. (Clients):

Path Conditions: "Custom rules"

Only continue if:
  • Data Contact Person Types
  • (Text) Exactly matches
  • Client
     

Step 6. (Staff):

Path Conditions: "Custom rules"

Only continue if:
  • Data Contact Person Types
  • (Text) Exactly matches
  • Filevine
     

Note that if your Filevine environment uses multiple "Person Types" for contacts, then you may want to switch to the "(Text) Contains" condition instead.

Here's a screenshot of the paths steps showing how the conditions are configured:


 

Test each of these path steps by pressing Continue to confirm they are working properly and the workflow will be routed correctly depending on your conditions.

 

 

4. Final Steps — Add/Update Subscriber in Mailchimp

The final steps are to add the subscriber to Mailchimp at the end of both of the paths. At the bottom of each path, create a new action for Step 5. (and  Step 7.) in your Zap, and choose the Mailchimp app, and select "Add/Update Subscriber" for the Action event. Configure the action as follows:

  • Audience: Select the name of the audience where the contact should be added.
  • Subscriber Email:  Click the + icon on the right side of the box, type "Email" in the search box, and choose the: Data Contact Primary Email as from Step 1.
  • Groups: Choose the names of any groups you want the subscriber to be added to (optional).
  • First Name: Similar to the Subscriber Email, choose the dynamic value from Step 1 for the contact's first name.
  • Last Name: Similar to the First Name, choose the dynamic value from Step 1 for the contact's last name.
  • Other: Any other fields you would like to map data into from the Filevine contact (optional).

Test the step to confirm that the contact is added to Mailchimp correctly. But note that this will actually create a subscriber in Mailchimp when you test it.

Here's a screenshot of the Add/Update Subscriber in Mailchimp step:


 

You can now Publish your Zap, and test out the whole flow by creating a new contact in Filevine, and confirming that they are automatically added to Mailchimp. Be sure to test out each path to ensure every part of your Zap is working correctly.
 

 

References:

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