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Filestage Zapier integrationAutomate Filestage with Zapier.

The Filestage Zapier integration gives you 17 triggers, 9 actions and 9 searches. 15 of those triggers are instant, Filestage is not a premium app, and it works on the free plan. Below: what each one does, what it costs and where it breaks.

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Overview

What the Filestage Zapier integration actually does for you

The Filestage Zapier integration links your review and approval workspace to Zapier, so an event in Filestage (a comment, a decision, a new version, a new project) can start work on its own. You pick the event, you pick what follows, and the back-and-forth you used to do by hand runs without you.

Projects that set themselves up. Every time someone opens a project, Create Reviewer Group adds the group your process needs, and Add Reviewers to Reviewer Group fills it. Account managers stop rebuilding the same structure for each campaign.

Decisions nobody misses. When a Review Decision Is Submitted fires the moment a reviewer clicks Approve or Request changes. That is your cue to post a note with Create Review Comment or to move the work along.

A clean archive. Archive/Unarchive Project closes a project when the job is done, so the active list stays short.

What Zapier cannot do here: there is no action that approves a file or submits a decision in your place, and none that deletes a file or a project. Deletions only show up as triggers. Those calls stay with a human, inside Filestage.

If you are weighing tools, the Filestage Make integration covers the same app on Make, and n8n vs Zapier lays out the criteria side by side.

Vocabulary

Zapier vocabulary in one minute

Eight words you will see on every screen of the editor. Read them once and the rest of the page goes faster.

Zap
The automation you build on Zapier: one trigger, then one or more actions that run each time that trigger event happens.
Trigger
The event in an app that starts the Zap. Once the Zap is switched on, Zapier sits and waits for it.
Action
What the Zap does after it starts: the step that writes, sends or moves something for you in an app.
Task
What Zapier bills: one action your Zap completes successfully. The number on your plan is a count of those.
Polling vs instant
A polling trigger is checked on a timer by Zapier. An instant one is reported by the app itself, the moment the event happens.
Filter
A step that lets the Zap carry on only when what arrived matches your condition, and stops it there otherwise.
Search step
A step that looks up something that already exists in an app, so the steps after it can use what it found.
Connection
Your Filestage account linked to Zapier once, then reused by every step of every Zap that touches Filestage.
Cost

What a Filestage Zap really costs

Zapier bills tasks, not triggers. A Filestage event that starts your Zap costs nothing; each action that goes through costs one task.

  • TriggerNever costs a task
  • Successful action1 task each
  • Free plan100 tasks a month, two-step Zaps only
  • Premium appNo, Filestage works on the free plan

A three-action Zap uses three times what a one-action Zap uses, and a failed action is not counted. The free plan gives you 100 tasks a month, but only two-step Zaps: one trigger, one action. Add a second action, a filter or a search and the Zap becomes multi-step, which needs a paid plan. The interval grid below only concerns the 2 polling triggers; the 15 instant ones fire straight away on every plan.

Connect

Connect Filestage to Zapier in three steps

  1. 01

    Open the Apps page

    In your Zapier account, go to Apps and click + Add connection. You need an existing Filestage account before you start; Zapier does not create one for you.

  2. 02

    Pick Filestage

    Type Filestage in the search box of the dialog, select it, then click Add connection. A new tab opens on the Filestage side, where the rest of it happens.

  3. 03

    Sign in and grant access

    Log in to Filestage in that tab and grant Zapier access to your account. From then on, every Zap that touches Filestage reuses this connection, so you only do this once.

First Zap

Your first Zap: every new project gets its reviewers

GoalWhen a project is created in Filestage, add a reviewer group to it and put the usual reviewers in it.

  1. 01

    Build: choose the trigger

    Start a new Zap, pick Filestage as the app and When a New Project Is Created as the event. Select your Filestage connection.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent projects of your account, so you map the next steps on a real one rather than a blank.

  3. 03

    Add the reviewer group

    Add Create Reviewer Group. Map the project from the trigger into Project ID and give the group a name, for example Client sign-off.

  4. 04

    Fill the group

    Add Add Reviewers to Reviewer Group and map the group created by the step above into Step ID. Two actions means a multi-step Zap: you need a paid plan.

  5. 05

    Test, then Publish

    Test each action once and check the result inside Filestage. Then click Publish: the Zap is on and reacts to the next project.

Triggers

Filestage triggers: 17 events that can start a Zap

17 events start a Zap when something happens in Filestage, and 15 of them are instant: the app calls Zapier straight away, whatever your plan.

1

When a New Comment Is Created

Instant trigger

In Zapier“Triggers when a collaborator or a reviewer creates a comment.”

Starts your Zap each time a collaborator or a reviewer leaves a comment on a file. You get the comment to route wherever your team actually reads things.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
a creative director who wants every client remark on a banner set acknowledged by the team the same morning.
Watch out
replies to a comment come through a separate trigger, so this one alone misses the thread.
2

When a Comment Reply Is Created

Instant trigger

In Zapier“Triggers when a collaborator or a reviewer creates a comment reply.”

Covers the other half of the conversation: a reply under an existing comment. Pair it with the trigger above if you want the whole discussion, not just the first word.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
a copywriter waiting on a client to answer a question about tone in a landing page draft.
Watch out
a busy review thread can start this Zap many times in a row, and each run that completes an action costs a task.
3

When a Review Due Date Has Arrived

Instant trigger

In Zapier“Triggers when the review due date has arrived.”

Goes off on the day a review is due. This is the deadline itself, not a change to it, which makes it the natural hook for reminders and follow-ups.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
a producer who wants a comment posted on the review when the deadline hits, so late reviewers see it right in Filestage.
Watch out
it only fires for reviews that have a due date set in the first place.
4

When a File Due Date Is Changed

Instant trigger

In Zapier“Triggers when a file due date is set or updated.”

Reacts when a file gets a due date or when someone moves it. A shifted deadline is often the first sign a schedule is slipping, and this trigger surfaces it.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
a project lead who needs to know when a client pushes back the sign-off date of a video cut.
Watch out
setting a due date for the first time counts too, not only a change, so expect runs on new files.
5

When a File Is Deleted

Instant trigger

In Zapier“Triggers when a file and all its versions are removed.”

Fires when a file disappears from Filestage along with every one of its versions. Zapier offers no delete action for files, so this is the only way a Zap hears about it.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
an operations manager who keeps a log of what left the review space and who should be told.
Watch out
removing a single version is a different event; that one has its own trigger below.
6

When a Review Is Started in a New Reviewer Group

Instant trigger

In Zapier“Triggers when a review is started in a new reviewer group.”

Picks up the moment a file moves into the next reviewer group and its review starts there. Think of it as the handoff from one round of feedback to the next.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
a brand team where legal only looks at a brochure once marketing has finished, and legal wants a heads-up.
Watch out
an invitation into a group is a different event, covered by When a Reviewer Is Invited to a Reviewer Group.
7

When a File Review Status Is Changed (Depreciated)

Polling trigger

In Zapier“Triggers when a file review status is changed.”

An older version of the status trigger, still listed, with "Depreciated" in its name. It watches one project for a file whose review status moves.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one
When to use it
only to keep an existing Zap running while you rebuild it on the instant When a File Review Status Is Changed, which reacts straight away on any plan.
Watch out
it requires a Project ID, so a Zap built on it only ever sees one project.
8

When a File Version Is Deleted

Instant trigger

In Zapier“Triggers when a file version is removed.”

Notices when one version of a file is removed while the file itself stays. Useful when version history matters to you or to a client.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
an agency that has to explain to a client why the V3 they commented on is gone.
Watch out
deleting the whole file goes through When a File Is Deleted instead, so pick the one that matches your case.
9

When a New Folder Is Created

Instant trigger

In Zapier“Triggers when a new folder is created.”

Runs as soon as someone adds a folder. Folders usually mark a new client or a new line of work, so this is a good place to start setup automations.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
a studio that opens one folder per client and wants a kickoff project created inside it right away.
Watch out
if the same Zap also creates folders with Create Folder, it will trigger itself in a loop.
10

When a Reviewer Is Invited to a Reviewer Group

Instant trigger

In Zapier“Triggers when a reviewer is invited to a reviewer group.”

Tells you each time a person is invited into a reviewer group. You see who joins the review as it happens.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
an account lead who wants to brief every outside reviewer personally before their first round.
Watch out
a Zap that adds reviewers with Add Reviewers to Reviewer Group sets this trigger off too.
11

When a New File Is Added to a Project

Polling trigger

In Zapier“Triggers when a new file is added to a project.”

Spots a fresh file in a project you name. It is the trigger for anything that should happen when work lands for review.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one
When to use it
a print shop that wants each uploaded proof in the current job project tracked from the minute it arrives.
Watch out
Project ID is required, so one Zap watches one project; a new project means a new Zap or a changed setting.
12

When a New File Version Is Uploaded

Instant trigger

In Zapier“Triggers when a new version of a file is uploaded.”

Catches the upload of a new version of an existing file. Reviewers who already gave feedback usually want to know the corrected one is in.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
a client who asked for changes on a packaging mockup and should see V2 the moment the designer drops it.
Watch out
a brand-new file is covered by When a New File Is Added to a Project, a polling trigger tied to one Project ID.
13

When a Project Is Archived

Instant trigger

In Zapier“Triggers when a project is archived.”

Signals that a project has been put away. In most teams that means the job is done, which is the right time to close things elsewhere.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
a finance contact who invoices a campaign once its Filestage project is archived.
Watch out
an archive made by your own Zap through Archive/Unarchive Project fires it as well.
14

When a New Project Is Created

Instant trigger

In Zapier“Triggers when a new project is created.”

Starts a Zap every time a project appears in Filestage. It is the hook of the first Zap on this page, and the one to use for any repeatable setup.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
a marketing ops team that wants each new campaign project to come with its reviewer groups ready.
Watch out
projects created by Create Project in another Zap also count, so check you are not chaining Zaps by accident.
15

When a Project Is Deleted

Instant trigger

In Zapier“Triggers when a project is removed.”

Lets you know a project is gone for good. Zapier has no action to delete a project, so this trigger is your only window on it.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
an agency owner who wants a record each time a project disappears, to answer a client who asks later.
Watch out
archiving is a different event, with its own trigger, When a Project Is Archived.
16

When a File Review Status Is Changed

Instant trigger

In Zapier“Triggers when a file review status is changed.”

Follows a file as its review status moves on. This is the current, instant version of the status trigger, and unlike the old one it asks for no Project ID.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
a content manager who schedules a blog post the moment its hero image is marked approved.
Watch out
it reacts to any status change, so add a filter if only one status matters, which makes the Zap multi-step.
17

When a Review Decision Is Submitted

Instant trigger

In Zapier“Triggers when a reviewer submits a review decision by clicking either 'Request changes' or 'Approve'.”

Goes off when a reviewer clicks either Approve or Request changes. Unlike the status trigger, it is tied to one person deciding.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
a social media lead who wants each client decision on a post logged as it happens, not just status moves.
Watch out
both buttons fire it, so a filter is the way to keep only approvals or only change requests.
Actions

Filestage actions: 9 things a Zap can do for you

Filestage gives you 9 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Add Reviewers to Reviewer Group

Action

In Zapier“Adds reviewers to a chosen reviewer group.”

Puts people into an existing reviewer group, with the option to notify them by email and to ask them for a decision.

When to use it
the same three client approvers on every project of an account.
Watch out
Step ID is the group, not the project, so map it from Create Reviewer Group or a search.
2

Archive/Unarchive Project

Action

In Zapier“Archives/Unarchives a project by its ID.”

Puts a project away or brings it back, depending on the isArchived field you set. One action, both directions.

When to use it
a project archived automatically when the job is marked done in your project tool.
Watch out
it also fires When a Project Is Archived, so keep both out of the same Zap.
3

Create Folder

Action

In Zapier“Creates a new folder in Filestage.”

Adds a folder with the name you give it. Only that name is required, so it is the simplest action of the set.

When to use it
one folder per new client, created when the contract is signed.
Watch out
paired with When a New Folder Is Created in the same Zap, it loops.
4

Create Project

Action

In Zapier“Creates a new project in Filestage.”

Opens a new project inside a folder you choose, with the name you set. It is the base everything else hangs on.

When to use it
a deal marked won in your sales tool should give the account team a ready project.
Watch out
Folder ID is required, so the folder must exist before this step runs.
5

Create Review Comment

Action

In Zapier“Creates a general comment for a chosen review.”

Posts a general comment on a review, with an optional Team Only field.

When to use it
a reminder written on the review when its due date arrives, where reviewers will see it.
Watch out
it targets a Review ID, not a file, so fetch the review first if your trigger does not give it.
6

Create Reviewer Group

Action

In Zapier“Creates a new reviewer group.”

Builds a new reviewer group in a project. You can also decide whether its members may upload files.

When to use it
every campaign gets an internal round and a client round without anyone clicking.
Watch out
Project ID and Name are both required.
7

Download File Version

Action

In Zapier“Downloads the contents of the chosen file version.”

Pulls the content of one specific version of a file into the Zap, so the next steps can store or send it.

When to use it
the approved version of a deliverable copied to your archive once it is signed off.
Watch out
it asks for a Version ID, so the step before must supply it.
8

Upload a File

Action

In Zapier“Uploads a file to a defined project by its URL.”

Sends a file into a reviewer group from a link, with the file name you choose. The link must be reachable by anyone.

When to use it
a render that lands in shared storage goes straight to review.
Watch out
a private link, or one behind a login, will not upload.
9

Upload a File (With a File Object)

Action

In Zapier“Uploads a file to a defined project.”

Uploads a file that an earlier step of the Zap already carries, rather than a public link. Handy when the source app hands over the file itself.

When to use it
an attachment from a form or an email that should end up in a project.
Watch out
the File field must receive an actual file from a previous step, not a text value.
Searches

Filestage searches: 9 ways to fetch what already exists

9 search steps look for data that already exists in Filestage, so a later step can use it.

A search step looks something up in Filestage and hands it to the next step. In the editor, they sit at the bottom of the event list under SEARCH. Any search makes the Zap multi-step, so it needs a paid plan. Three settings decide what happens when the result is not what you expected.

1

Get Comments by Review

Search

In Zapier“Returns all comments of a chosen review.”

Fetches every comment left on one review, so you can work with the whole discussion at once.

When to use it
a recap of client feedback compiled when a review decision comes in.
Watch out
it needs a Review ID; a file ID will not do.
2

Get File by ID

Search

In Zapier“Returns a file by its ID.”

Brings back a single file when you already hold its ID from an earlier step.

When to use it
a trigger gave you the file, and the next action needs more of its details.
Watch out
without a File ID mapped in, there is nothing to look up.
3

Get File Reviews

Search

In Zapier“Returns all reviews of a file by its ID.”

Lists all the reviews a file went through, round after round.

When to use it
checking how many rounds a key visual needed before you report on it.
Watch out
several reviews will match; set what happens with multiple results.
4

Get Folders

Search

In Zapier“Returns all folders of the team.”

Returns every folder of your team. No ID to supply, which makes it the easy starting point.

When to use it
finding the right client folder before Create Project runs.
Watch out
by default only the first folder goes on, unless you change the multiple-results setting.
5

Get Folder by ID

Search

In Zapier“Returns a folder by its ID.”

Looks up one folder from its ID, when you need its details rather than the whole list.

When to use it
confirming the folder a new project will land in.
Watch out
Folder ID is required, so an earlier step has to provide it.
6

Get Projects

Search

In Zapier“Returns all projects of the team.”

Pulls the full list of projects your team has, without any ID to enter.

When to use it
a Zap that needs to pick an existing project to work on, rather than a new one.
Watch out
a long list hands on its first entry by default; decide whether that is the one you want.
7

Get Project by ID

Search

In Zapier“Returns a project by its ID.”

Retrieves one project when its ID comes from a trigger or a previous step.

When to use it
reading a project's details before archiving it.
Watch out
if nothing is found, the Zap stops there unless you allow empty results.
8

Get Review by ID

Search

In Zapier“Returns a review by its ID.”

Fetches one review from its ID. It is the usual bridge before Create Review Comment.

When to use it
a deadline trigger fires, and you want the review in hand before posting on it.
Watch out
Review ID is required; map it, do not type it.
9

Get Reviewer Groups by Project

Search

In Zapier“Returns reviewer groups by project.”

Returns the reviewer groups of a project, which gives you the Step ID other actions ask for.

When to use it
uploading a file into the client round of an existing project.
Watch out
with several groups, keeping the first match may pick the wrong round.

The three settings every search exposes

  1. Successful if no search results are found?
    Left on its default, a search that finds nothing stops the Zap and skips the steps that depended on it. Switch it on and the Zap carries on empty-handed.
  2. Create X if it doesn't exist yet?
    This box turns a search into find-or-create. Filestage offers no find-or-create variant, so you will not use it with these searches.
  3. If multiple search results are found?
    Three ways out: keep the first match (the default), stop the Zap, or pass every match on at once.
When it breaks

When your Filestage Zap breaks

Zapier links no help article to Filestage and lists no rate limit for it. What breaks is the general mechanics, and they bite hard on a review tool where everything is linked.

Four cases to know before you switch anything on. If one of them hits you anyway, the Zapier troubleshooting page is the next stop.

  • No catch-up on old reviews

    A Zap only reacts to what happens after you publish it. Comments, files and decisions from before stay where they are; moving them is a separate job.

  • The Zap that triggers itself

    Create Folder inside a Zap started by a new folder, or Archive/Unarchive Project after an archive trigger: the Zap sets itself off again and again and burns tasks.

  • Bulk uploads held back

    Drop a large batch of files or projects at once and Zapier's flood protection can hold the trigger back instead of running everything.

  • Polling never runs twice

    On the 2 polling triggers, Zapier remembers what it already saw, so the same item never starts the Zap twice.
Need help

Need help automating Filestage with Zapier?

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FAQ

Filestage Zapier integration: your questions

01Is the Filestage Zapier integration free?
Yes, as far as Zapier is concerned. Filestage is not a premium app, so it runs on the free Zapier plan. That plan gives you 100 tasks a month and Zaps of two steps: one trigger, one action. Anything beyond that, a second action, a filter or a search, makes the Zap multi-step and needs a paid plan. You still need your own Filestage account to connect, and Zapier does not provide one.
02How many tasks does a Filestage Zap use?
One task per action that completes. The Filestage trigger never costs anything, however often it fires, and checking for new items is free too. An action that fails is not counted. So a Zap that creates a reviewer group and then adds reviewers to it uses two tasks every time a project is created, while a one-action Zap uses one. Busy triggers like new comments can add up quickly. Count your actions before you publish.
03Do Filestage triggers work in real time?
For 15 of the 17 triggers, yes. Filestage tells Zapier the moment the event happens, so the Zap starts right away on every plan. The two exceptions are When a New File Is Added to a Project and the deprecated When a File Review Status Is Changed (Depreciated). Zapier checks those at an interval set by your plan: every 15 minutes on Free, 2 on Professional, 1 on Team and Enterprise.
04What does it take to connect Filestage to Zapier?
A Filestage account you can sign in to, and access to the projects your Zap will touch. You add the connection from the Apps page of Zapier with + Add connection, choose Filestage, sign in in the tab that opens and grant access. Many operations then ask for a Project ID, Step ID or Review ID, so read or write access on those projects matters as much as the login. Check those rights first.
05Why does a Filestage Zap keep running on its own?
Because it writes where its own trigger is watching. A Zap started by When a New Folder Is Created that also runs Create Folder sets itself off each time, and each loop costs tasks. The same goes for archiving a project inside a Zap that listens for archived projects, or adding reviewers in one that watches for invitations. Keep the trigger and the action on different objects, or use a filter.
06What if the Filestage operation you need is not there?
Then Zapier cannot do it for you directly. The integration has no action to approve a file, submit a decision, or delete a file or project. Sometimes a search covers the gap: one of the nine searches can fetch a project, folder, review or its comments for a later step. If not, the work stays manual in Filestage, or goes to another tool that handles Filestage differently. Check the list before you plan around it.
07Zapier, Make or n8n for Filestage?
It depends on your criteria, not on a winner. Zapier gives you 35 visible Filestage operations, 15 instant triggers and a free plan that works with this app, which is enough to start. This page says nothing about how Make or n8n handle Filestage. Compare what each one bills and whether the specific Filestage operations you need exist there. That check matters more than any ranking, because a missing operation is something no plan can buy back.
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