We all work with lots of different applications. We hope we don’t have to enter same data many times to different places. But integrating 2 systems may need more technical skills, time or money we have.
So what to do?
Luckily there are tools to help us, like Zapier. It has thousands of commonly used apps already integrated to it, and now we have also first PlanMill integrations available for you.
Let’s say you want to:
- get your calendar events to automatically create time reports to PlanMill
- be able to edit those time reports easily in PlanMill, by having an email link sent to your email leading to the time report
We are going to create an example of a 3 step zap, see the steps below
This will take about 5-10 minutes depending if you already have Zapier, PlanMill and other systems available. You will currently need access to your API 1.5 key to PlanMill to be able to use these instructions. Your PlanMill and other applications you are connecting with needs to be accessable from internet. Currently our Zapier implementation supports only our Cloud-customers directly.
1. Go to this link so you can access our currently Invite-only PlanMill zaps in Zapier https://zapier.com/developer/invite/20540/a46e3b95ff78f19fb02dc327c8e5a2a3/
2. Select “accept invitation”. If you have Zapier account already, just log in. If you don’t you can sign up for a 14 -day free trial or spend about 10 € / month for an individual paid account.
3. If you haven’t used Zapier before, your dashboard will look like this. Choose “Make a new Zap” to start connecting
4. Search for Google calendar (or your if you are using Microsoft’s Office365 or some other calendar, there’s a good chance it’s supported, too). Select the calendar application
5. From the list of available triggers, choose “New event search” if using Google. If you are using “Office 365” select “New event”.
6. Connect to your Google account and authorize Zapier
7. Test connection with your account by clicking “test”
8. In the next step, select the calendar where events should be picked up. Also set optional search term which should be either in calendar event title or description. Only new calendar events in the selected calendar matching with the search word will be used for the trigger action (in this example to create new time reports)
9. Next Zapier wants you to test the trigger: Leave Zapier -tab open in your browser and go to your calendar and create a calendar event with the search word in title or in description. After that come back to Zapier and test the connection. Success?
11. Move on to create an action: Select PlanMill as the application
12. Choose “Create Timereport”
13. Connect to your PlanMill account: In the authorization screen enter your user id (number), api key and PlanMill instance -name. You will find your user id and API key in your “my page” in PlanMill.
14. In the setup screen, click the icon in the right side of the “comment” field. A list of available calendar event fields opens. If using Google calendar:
- select “summary” or “description” i.e. calendar event title as time report comment
- select “Duration (minutes)” to time report amount
- select”Event begins” as the start
- If you want, you can input default project id and task id in to the project and task fields. Then all time reports created by this Zap will create the time reports to this project and task. You can leave them now empty, because we are going to help you to edit the time report easily in the next steps.
15. After clicking “continue” you should see successful results. You can now either activate your Zap to run every 5 minutes, or you can add a 3rd step
Now you can just add the word “zapped” to any calendar event you would like to add as a time report to PlanMill.
If you want, you can add a 3rd step to your Zap: create an email of every time report created by the calendar event.
16. Create a new step and select Google mail (or some other email application you have an account for)
17. Select “Send email” action
18. Connect your email account
19. Setup the data for the email:
- set your email address as recipient address
- set sender as “My zap” or something else (your own email account is going to be used for the sending)
- Write to the subject: “New time report created” and select the “Summary” field (calendar events subject) to it
- Body: Copy a link to your PlanMill timreport form (change your instance’s name to the link): https://online.planmill.com/yourinstance/index.jsp?category=TimeSheet.Timer.Single%20report%20no%20timer&Id= and directly after the link (no space) select the time report id -field
20. Test connection and if everything is ok, activate the Zap!
Now you can view and edit the time report in PlanMill by cliking the link in your email!