Resources · Make integration

Optimy Make integrationAutomate Optimy with Make.

Can Make keep your Optimy projects current without copy and paste? The Optimy Make integration gives you 24 modules: 16 actions and 8 searches, with no trigger. This page is for teams who run projects in Optimy: connect the account, then build a first scenario step by step.

Try the Optimy integration on MakeSee the 24 modules

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What you can automate

What can the Optimy Make integration do for you?

The Optimy Make integration lets Make read and change your Optimy projects for you: their tasks, statuses, files, answers and internal extra fields. You build a scenario (the automation itself, a chain of modules) and each module (one brick of that chain) does one job in Optimy, without a line of code.

Status that follows the decision. A decision is logged in another tool, Make runs Get project to find the right project, then Update project status moves it along. Nobody has to open Optimy just to click a status.

Documents that end up where they belong. List project files (document manager) goes through every file of a project, and Get project file (document manager) hands each one to your storage app. The reverse works too, with Upload a project file (document manager) for a report produced elsewhere.

Follow-up work without retyping. When a message or a form reply calls for action, Create a project task drops the to-do into the project, and Update project task closes it once the other tool says it is done.

What Make will not do here: Optimy has no trigger module, so a scenario starts from another app or from a schedule. The Make doc also warns that its Optimy documentation is limited, which means you will learn each module by testing it. If you want a guided start, the Make training covers the editor from zero, and Make troubleshooting helps when a run fails. Weighing tools? Read n8n vs Make before you commit.

Connect

How do you connect Optimy to Make?

  1. 01

    Add an Optimy module

    In your scenario, click the +, type Optimy and pick any module, for instance Get project. Then click Create a connection. A connection is your Optimy account linked to Make once, and every Optimy module reuses it.

  2. 02

    Name it and authorize Make

    Give the connection a name if you like, handy when you manage several accounts. Then either approve access on the Optimy page that opens or paste the key Optimy gives you, depending on what the window asks for.

  3. 03

    Save and check

    Click Save. Back in the module, Make can now list the Optimy objects it can read, which is the quickest sign the connection works. If the lists stay empty, reopen the connection and authorize again.

First scenario

Your first scenario with Optimy

GoalWhen a decision is recorded in another app, Make finds the matching Optimy project and updates its status.

  1. 01

    Create the scenario

    Open the Scenarios page, create a new scenario and click the + in the middle of the editor to add the first module.

  2. 02

    Start from the other app

    Optimy has no trigger, so the first module belongs to the app where the decision lives. Pick its trigger and connect that account. Each item it sends is a bundle: one element passed from one module to the next.

  3. 03

    Find the project

    Click the + on the right, search Optimy and add Get project. Create the Optimy connection, then map the project reference that comes from the first module.

  4. 04

    Move the status

    Add Update project status after it. Map the project from Get project and choose the new status. Running List project statuses once beforehand shows you which statuses exist.

  5. 05

    Test with Run once

    Click Run once and trigger a real decision in the other app. Open each module's bubble to read the bundles it received and check the project in Optimy.

  6. 06

    Schedule and switch on

    Click the clock on the first module: a new scenario checks every 15 minutes by default. Set the schedule you need, then switch the scenario on.

Modules

What each Optimy module does

Optimy gives you 24 modules. For each one: what it does for you, when to reach for it, and what to watch out for.

Optimy1

Create a project part version

ActionIn the docs only

This module records a new part version on an Optimy project straight from your scenario, so nobody adds it by hand after the fact.

When to use it
another app hands Make a revised piece of a project and Optimy should keep it as a version of that project.
Watch out
the doc lists no fields for it, so try it on a test project with Run once and read what comes back.
Optimy2

Create a project task

ActionIn the docs only

Turns an event somewhere else into a task inside an Optimy project, visible to the people working on it.

When to use it
a message, a form reply or a row in another tool means someone has follow-up work on one specific project.
Watch out
every run creates a new task. If your first module can pass the same item twice, you get two tasks, so make sure it only sends new items.
Optimy3

Create budget allocation

ActionIn the docs only

Writes a budget allocation into Optimy, so an amount agreed in another tool is recorded without anyone retyping it.

When to use it
a funding decision is approved outside Optimy and the allocation has to appear on the Optimy side.
Watch out
a wrong amount is easy to miss later. Test on a dummy project with Run once before you switch the scenario on.
Optimy4

Create project internal extra field

ActionIn the docs only

Adds an internal extra field to a project: a spot for information your team keeps on the project for its own use.

When to use it
your scenario works out a value, say a reference from your accounting tool, and it belongs on the project record.
Watch out
run List project internal extra fields first to check the field is not already there.
Optimy5

Generic event

ActionIn the docs only

Generic event is the least self-explanatory module of the set: its name suggests it sends an event to Optimy, and the doc says nothing more about it.

When to use it
only once you know which event your Optimy setup expects, ideally after asking whoever administers your Optimy account.
Watch out
with no description available, never point it at real projects before a Run once on test data.
Optimy6

Get form

ActionIn the docs only

Fetches one Optimy form and passes it to the next module, so later steps can use what the form contains.

When to use it
the rest of the scenario depends on which form a project came through.
Watch out
no module in this set lists forms, so the form you want has to come from an earlier module or be chosen by hand in the module.
Optimy7

Get project

ActionIn the docs only

Reads one project from Optimy and hands it on as a single bundle, ready to map into the following module.

When to use it
before changing a project, to confirm it is the right one and see where it stands.
Watch out
it returns one project only. To go through several, start with List projects, which sends one bundle per project.
Optimy8

Get project answer

ActionIn the docs only

Pulls a single answer attached to a project, so that one reply can feed an email, a spreadsheet or your CRM.

When to use it
you already know which answer matters and need nothing else from the project.
Watch out
to work with all the answers of a project, List project answers is the right module, not a chain of Get calls.
Optimy9

Get project file (document manager)

ActionIn the docs only

Retrieves one file from a project's document manager, so it can travel on to your storage app or into a message.

When to use it
a project reaches a milestone and its key document must be copied somewhere else.
Watch out
on the Free plan Make handles files up to 5 MB, so check the size of your documents before you switch the scenario on.
Optimy10

Get project file (form)

ActionIn the docs only

Grabs a file that reached the project through its form, as opposed to one stored in the document manager.

When to use it
the document you need was attached with the form, for example a supporting file sent with an application.
Watch out
there are two Get project file modules. Check in Optimy where the file sits before choosing, or the module finds nothing.
Optimy11

Get project internal extra field

ActionIn the docs only

Reads one internal extra field of a project, the value your team stores next to the project for internal use.

When to use it
a later module needs that value, for instance to send the project to the right person.
Watch out
if you are not sure which field holds the value, List project internal extra fields shows them all first.
Optimy12

List project answers

SearchIn the docs only

Returns every answer of a project, one bundle per answer, so the next modules handle them one at a time.

When to use it
you want all the replies of a project in a sheet or a report, not just one.
Watch out
each bundle that reaches a following module costs an operation, meaning one run of one module, which is what Make counts on your plan.
Optimy13

List project files (document manager)

SearchIn the docs only

Lists the files kept in a project's document manager, each file as its own bundle.

When to use it
a project closes and all its documents should be archived in your storage app.
Watch out
a search can return zero bundles. The modules after it simply do not run for that project, which is normal, not an error.
Optimy14

List project files (form)

SearchIn the docs only

Gathers the files that came in through a project's form, one bundle per file, ready for a review or a backup.

When to use it
a reviewer needs every attachment of an application in one shared folder.
Watch out
the Free plan stops at 5 MB per file and 512 MB of data transfer, and a batch of attachments can reach that.
Optimy15

List project internal extra fields

SearchIn the docs only

Shows all the internal extra fields of one project in a single pass, each as a separate bundle.

When to use it
before creating a field, or to copy everything your team noted on a project into another tool.
Watch out
it works project by project, so pair it with List projects when you need the fields of many projects.
Optimy16

List project part versions

SearchIn the docs only

Brings back the part versions already recorded on a project, which gives you its history in bundles.

When to use it
just before Create a project part version, to see what already exists and avoid a double entry.
Watch out
a brand new project may return no bundle at all, so the rest of the scenario must cope with an empty result.
Optimy17

List project statuses

SearchIn the docs only

Judging by its name, it returns the statuses Optimy uses for projects, which tells you exactly what values you can set.

When to use it
while building a scenario around Update project status, to pick a status that really exists.
Watch out
click Run once on it alone and keep the result open while you set up the update module.
Optimy18

List project tasks

SearchIn the docs only

Lists the tasks of a project, one bundle each, so you can report on open work or act on every task.

When to use it
before Create a project task, to check a similar task does not exist yet, or to find the one Update project task should change.
Watch out
a project full of tasks means many bundles, and each module after it spends an operation per bundle.
Optimy19

List projects

SearchIn the docs only

Returns your Optimy projects one bundle per project; the usual first Optimy module when a scenario has to sweep through many of them.

When to use it
on a scheduled scenario that checks each project and acts only on the ones that need it.
Watch out
every scheduled run returns the projects again. If the next module creates something, it creates it again, so prefer an update after it.
Optimy20

Update project status

ActionIn the docs only

Moves a project to another status in Optimy, so the stage shown to your team matches what was decided elsewhere.

When to use it
a decision, a signature or a payment recorded in another tool should change where the project stands.
Watch out
run List project statuses first so the status you pass is one Optimy knows.
Optimy21

Update project task

ActionIn the docs only

Changes a task that already exists on a project, so its state in Optimy follows the work done in another tool.

When to use it
someone ticks off the matching item in your project management app and Optimy should reflect it.
Watch out
the module needs the task to exist. List project tasks is how you find it before this step.
Optimy22

Update the project leader

ActionIn the docs only

Hands a project over to a new leader in Optimy without anyone opening the project to reassign it.

When to use it
assignments change in your planning or HR tool and the project owner in Optimy has to follow.
Watch out
the doc does not say what happens if the person is unknown to Optimy, so test that case with Run once.
Optimy23

Upload a project file (document manager)

ActionIn the docs only

Sends a file into a project's document manager, where your team finds it with the other project documents.

When to use it
a signed agreement or a report is produced in another app and belongs with the project.
Watch out
map the file itself from the previous module, not just its name, and remember the 5 MB file limit on the Free plan.
Optimy24

Upload a project file (form)

ActionIn the docs only

Attaches a file on the form side of a project rather than in the document manager.

When to use it
the file completes what was submitted through the form, such as a missing supporting document collected by email.
Watch out
this module and its document manager twin put the file in different places; pick the one where your team will look for it.
Need help

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FAQ

Questions about Optimy and Make

01Is the Optimy Make integration free?
Yes, Optimy is a standard app, so you can use it on the Make Free plan. That plan comes with limits: 2 active scenarios, at least 15 minutes between two scheduled runs, 5 minutes of execution per run, files up to 5 MB and 512 MB of data transfer. Paid plans (Core, Pro, Teams and Enterprise) lower the interval to 1 minute, remove the cap on active scenarios and allow 40 minutes of execution. Usage is counted in operations, one per module run on one bundle. What you pay Optimy is a separate matter this page does not cover.
02What do you need to connect Optimy to Make?
An Optimy account and a Make account. The Make doc names no prerequisite for Optimy and gives no specific steps, so you follow the standard flow: add any Optimy module, click Create a connection, optionally name it, then either authorize Make on the Optimy page or paste the key Optimy provides, and click Save. The connection is created once and every Optimy module in your scenarios reuses it. Because the doc is limited, test the first module with Run once to confirm the account answers.
03Can Optimy start a Make scenario on its own?
No. Optimy has no trigger module in Make, neither scheduled nor instant, so nothing in Optimy can launch a scenario by itself. You start the scenario another way: with a trigger from a different app, such as a new form entry or a new row, or with a schedule on a first Optimy search like List projects. A new scenario runs every 15 minutes by default, and the Free plan does not go below 15 minutes between runs.
04What if an Optimy module is missing in Make?
It depends on the gap. Optimy has no Make an API Call module in Make, so you cannot fill a missing action with a custom request from this app. First check the 24 existing modules: many needs are covered by combining a List module with an Update or Create module. If the action truly does not exist, the other app in your scenario may do part of the work, or the team at Hack'celeration can look at your case. Make also warns its Optimy documentation is limited.
05Make or n8n for Optimy?
It depends on the tool your team already uses. On the Make side, Optimy comes with 24 modules, 16 actions and 8 searches, all usable from the Free plan, with no trigger and no API call module. Many apps also have an n8n node, so check whether Optimy has one before deciding. No ranking between the two holds for every case: compare them on the modules you actually need, and on where the rest of your scenarios already live.
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