Formstack Zapier integrationAutomate Formstack with Zapier.
The Formstack Zapier integration gives you 2 triggers and 2 actions, with 0 searches. One trigger is instant, so a form submission reaches Zapier as it arrives, even on the free plan. The other waits for Zapier to check. Here is what each one does.
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What the Formstack Zapier integration does for you
Formstack is a form builder: you design the form, people fill it in, and every answer is stored as a submission. The Formstack Zapier integration lets those submissions, and the forms you create, start automations on Zapier. It also lets Zapier write a submission into a form on your behalf. You set it up once, and nobody copies answers by hand again.
Three results people usually build first. Leads that land in the right place: New Form Submission starts the Zap and Create Form Submission files the answer into a second form, the one your sales team works from. A register of every form you publish: New Form fires when someone on the team creates a form, which is the moment to log it. Anything else the API allows: API Request (Beta) is the escape hatch when no ready-made action fits.
The most useful thing to know before you build: of the two triggers, New Form Submission is the only instant one. It reacts straight away even on the free plan, while New Form waits for Zapier's next check. If speed matters, build on submissions.
What Zapier does not do here: there is no search step for Formstack, so a Zap cannot look up an existing submission before acting, and there is no action to edit or delete one. Nothing that was submitted before the Zap went live is picked up either.
The same app also has a Formstack n8n integration page and a Formstack Make integration page, if you are still choosing your tool.
Zapier words, in plain English
Seven words come back on every Zapier page. Read them once here and the rest of the page reads faster.
- Zap
- The automation you build on Zapier: one trigger, then one or more actions that run every time that trigger event happens.
- Trigger
- The event in an app that starts the Zap. Once the Zap is switched on, Zapier waits for that event to happen.
- Action
- What the Zap does once it has started: the step that writes, sends or creates something for you, here a submission.
- Task
- The unit Zapier bills you for: one action your Zap completes successfully. The number on your plan counts those, nothing else.
- Polling vs instant
- A polling trigger is checked by Zapier on a timer. An instant trigger is reported by the app itself the moment it happens.
- Filter
- A step that lets the Zap continue only when what arrived meets a condition you set, and stops it quietly the rest of the time.
- Connection
- Your Formstack account linked to Zapier once, then reused by every step of every Zap that touches Formstack.
What it really costs you
Formstack is not a premium app, so it works from the free plan. The bill is counted in tasks, and the trigger never counts.
- Tasks on the free plan100 per month
- Steps on the free plan2: one trigger, one action
- Premium appNo, works on the free plan
- Instant triggers1 of 2: New Form Submission
A trigger costs nothing, and neither does Zapier checking for new forms, however often it looks. Each action that succeeds counts as one task, and one that fails is not counted. A Zap that copies each submission into a second form therefore costs one task per submission. The free plan gives 100 tasks a month and only two-step Zaps: one trigger, one action. Add a filter and the Zap becomes multi-step, which needs a paid plan. The grid below sets how often New Form is checked; New Form Submission ignores it.
Connect your Formstack account in three steps
- 01
Open the Apps page
In your Zapier account, go to Apps and click + Add connection. A dialog opens with a search box: type Formstack and pick it. You need an existing Formstack account before you start.
- 02
Sign in to Formstack
Click Add connection. A new tab opens on Formstack: sign in with the account that owns the forms you want to automate. Forms that belong to a colleague need to be shared with you, or the Zap will not list them.
- 03
Grant access and reuse it
Allow Zapier to use the account. The connection is saved, and every Zap you build with Formstack reuses it, so the next Zap starts without signing in again.
Your first Zap: quote requests copied to the sales form
GoalEvery quote request sent through your public form is filed into the sales team's internal form, but only when the person asked to be called back.
- 01
Create the Zap
Start building a new Zap. Pick Formstack as the app that starts the Zap,
New Form Submissionas the event, your saved connection, and the public quote form. - 02
Test the trigger
Run the test. Zapier brings back the three most recent submissions of that form, so you map the next steps on a real answer instead of an empty sample.
- 03
Add the filter
Click the plus icon and choose Filter. Pick the callback question, a text rule and the value Yes. This step makes the Zap multi-step, so a paid plan is needed.
- 04
Add Create Form Submission
Pick Formstack again with
Create Form Submission, choose the internal sales form, then map each answer from the trigger test into the matching field. - 05
Test, then publish
Test the action once and open the sales form in Formstack to check the new entry. Then click Publish: from now on every new quote request is handled.
Formstack triggers
2 events start a Zap when something happens in Formstack, and one of them is instant: the app calls Zapier straight away, whatever your plan.
New Form
Polling triggerIn Zapier“Triggers when a new Form is created.”
This trigger starts the Zap when someone creates a new form in your Formstack account. It watches the forms themselves, not the answers people send through them.
New Form Submission
Instant triggerIn Zapier“Triggers when a Form recieives a Submission.”
Every time someone fills in a chosen form, this trigger hands the answer to your Zap. It is the trigger to start from when the answers are what you care about, because each submission carries the answers someone just gave.
Formstack actions
Formstack gives you 2 actions. For each one: what it does for you, when to reach for it, and what to watch out for.
Create Form Submission
ActionIn Zapier“Creates a new Submission on a Form.”
Adds a new submission to the Formstack form you pick, from data an earlier step brought in. Answers collected anywhere else end up stored next to your other submissions.
API Request (Beta)
ActionIn Zapier“This is an advanced action which makes a raw HTTP request that includes this integration's authentication.”
An advanced step that sends a raw request to Formstack using the connection you already set up, for the jobs no ready-made action covers. You choose the method and the address yourself.
When it breaks
Zapier keeps a help article called Common Problems With Formstack. The cases below are the ones every Zap built on this app can run into.
Most surprises come from how Zaps behave rather than from Formstack itself. A Zap never looks backwards, it can feed itself, and a sudden flood of entries can be held back. When a run fails, our Zapier troubleshooting page is the place to start.
Past submissions are never picked up
A Zap only reacts to what happens after you publish it. Answers sent before that stay in Formstack, and moving that backlog is a separate job.The form that feeds its own Zap
A Zap on New Form Submission that writes into the very form it watches sets itself off again and again, and drains the monthly task count fast.A bulk import held back
If a large batch of submissions lands at once, after an import or a migration, Zapier's flood protection can hold the runs back instead of firing them all.A filter that never lets anything through
Filter rules are typed: a text rule only works on text and a number rule only on numbers. Pick the wrong type and the Zap stops at the filter every time.
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