Askara Zapier integrationAutomate Askara with Zapier.
Askara Zapier integration: 1 trigger, 1 action, 1 search. Start a Zap the moment Askara saves a document, add patients from another tool, look one up by email. Here is what each step does, what it costs on the free plan, and what breaks.
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What the Askara Zapier integration does for you
The Askara Zapier integration links Askara, the AI assistant that writes documents for dental practices, to the other apps your team already uses through Zapier, a tool that runs automations for you. A new document can start a Zap, and a Zap can create or find a patient in Askara without anyone retyping a name.
A heads-up when a document is ready. New Document starts a Zap as soon as Askara saves one, so the front desk gets a message in Slack or a line in a shared sheet. Patient records that arrive filled in. Create Patient adds a patient from a form or a booking tool, with the first and last name taken from that tool. Fewer duplicate charts. Find Patient looks a patient up by email before anything else runs, and its find-or-create variant adds the person only when the search comes back empty.
What Zapier does not do here: there is no step to edit a patient, delete one or change a document. One trigger, one action, one search, nothing more. Zapier also never goes back in time, so documents written before the Zap is switched on stay where they are. If you build on Make instead, the Askara Make integration page covers the same app with Make's own rules, and the Make vs Zapier comparison lays out how the two tools differ.
Zapier vocabulary in one minute
Before the Askara steps, eight Zapier words. Each one shows up again further down, applied to documents and patients.
- Zap
- One automation built on Zapier: here, a new Askara document as the starting event, then one or more steps that follow every time.
- Trigger
- The event that starts the Zap. With Askara, that event is a new document. Once the Zap is on, Zapier waits for it.
- Action
- What the Zap does after it starts: the step that writes, sends or moves something, like adding a patient in Askara.
- Task
- What Zapier bills you: one action that goes through. Adding a patient in Askara is one task; the quota on your plan counts these.
- Polling vs instant
- Polling: Zapier checks the app on a timer. Instant: the app reports the event itself. New Document is the instant kind.
- Filter
- A checkpoint step: the Zap carries on only if the document or patient data meets your condition, and stops there otherwise.
- Search step
- A step that looks up something that already exists, like a patient, so the later steps can reuse what it found.
- Connection
- Your Askara account, linked to Zapier one time and then reused by every step of every Zap that talks to Askara.
What it costs in tasks
Askara is not a premium app, so it works on the free plan. The trigger never costs a task, and neither does Zapier looking for new data.
- Free plan100 tasks a month, unlimited Zaps
- Free plan ZapsTwo steps: one trigger, one action
- Premium appNo, Askara runs on the free plan
- Trigger costNone, only successful actions count
Each Create Patient that goes through counts as one task, and an action that fails is not billed. The free plan gives 100 tasks a month, but only two-step Zaps: one trigger, one action. Add a filter, a search or a second action and the Zap becomes multi-step, which needs a paid plan. New Document is instant, so the interval grid below does not apply to it; the grid only matters for polling triggers, and Askara has none.
Connect Askara to Zapier in three steps
- 01
Open the Apps page
Sign in to Zapier and open the Apps page. It lists every connection of your account, and it is where the Askara one will live once you have created it.
- 02
Add Askara
Click + Add connection, type Askara in the search box of the dialog and pick it from the results. Then click Add connection to open the Askara sign-in.
- 03
Sign in and grant access
Log in to your Askara account in the tab that opens, then allow Zapier to use it. You need an Askara account, plus access to any data you do not own and want the Zap to touch.
Your first Zap: every Askara document, emailed and logged
GoalEach new Askara document is emailed to the practice manager and logged in a shared sheet.
- 01
Create the Zap and pick the trigger
Start a new Zap, choose Askara and the New Document event, then pick the Askara connection you set up above. Two actions follow, so this Zap needs a paid plan.
- 02
Test the trigger
Run the test: Zapier brings back the three most recent documents of your account. Pick a real one, since every next step is mapped on what it contains.
- 03
Add the email
Click the plus icon, choose Gmail and Send Email, and map the details of the document into the subject and body. Put the practice manager's address in the recipient field.
- 04
Add the log line
Add a second action with Google Sheets and Create Spreadsheet Row. Map the same document details into the columns of a shared sheet, so the team keeps a running list.
- 05
Test and publish
Test both actions once, check the inbox and the sheet, then click Publish to switch the Zap on. Each run now costs two tasks, one per action.
Askara trigger
1 event starts a Zap when something happens in Askara, and one of them is instant: the app calls Zapier straight away, whatever your plan.
New Document
Instant triggerIn Zapier“Triggers when a new document is created.”
Starts your Zap each time Askara finishes a new document, so whatever comes next (a Slack ping, a row in a sheet, an email to the practice manager) happens without anyone checking the app.
Askara action
Askara gives you 1 action. For each one: what it does for you, when to reach for it, and what to watch out for.
Create Patient
ActionIn Zapier“Creates a patient entity.”
Adds a new patient record in Askara from data that lives elsewhere, typically a booking tool or an intake form. It asks for two required fields: the first name and the last name.
Askara search
1 search step looks for data that already exists in Askara, so a later step can use it.
A search step sits in the Zap like an action, but it only reads. In the editor, it is listed under the SEARCH heading at the bottom of the Action event list. Three settings decide what happens when the result is not the one you expected.
Find Patient
SearchFind or createIn Zapier“Finds a patient in the system.”
Looks up an existing Askara patient by email and hands the record to the steps that follow. The patient email is the only field it asks for, and it is required.
The three settings every search exposes
- Successful if no search results are found?Left on its default, an empty search stops the Zap and skips the steps that depend on it. Switch it on and the Zap keeps going with nothing in hand.
- Create Patient if it doesn't exist yet?Ticking it turns the search into Find or Create Patient: the setting above disappears and Zapier asks for the fields needed to add the missing patient.
- If multiple search results are found?Three ways out when several patients match: keep the first one (the default), stop the Zap, or pass all of them on to the next steps.
When an Askara Zap breaks
Zapier lists no help article for Askara, so the failures below are the ones any Zap can hit, applied to this app.
None of them is exotic. Most show up in the first week, when the Zap meets real data instead of the test record. If you get stuck, the Zapier troubleshooting page walks through the usual fixes.
Old documents never arrive
A Zap only reacts to what happens after it is switched on. Documents Askara produced last month are not picked up, and moving them is a separate job.A Zap that keeps setting itself off
If a Zap writes into the very place its own trigger watches, it fires again and again and eats through the task count of your plan fast.A sudden flood is held back
If a large batch of Askara documents lands at once, after an import or a migration, Zapier's flood protection can hold the trigger back.Create Patient stops on a blank name
First Name and Last Name are required. A form answer left empty makes the step fail: no task is billed, but the patient never reaches Askara.
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