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Magentrix Zapier integrationAutomate Magentrix with Zapier.

The Magentrix Zapier integration gives you 3 triggers, 5 actions and 1 search. It works on the free plan, every trigger checks on a timer, and most steps ask you to pick an entity first. Here is what it costs, how to connect it and what breaks.

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Overview

What the Magentrix Zapier integration actually does

The Magentrix Zapier integration connects your Magentrix portal to the rest of your tools. Zapier notices new or updated records in the entity you choose, and new documents. It can create, update or delete those records, upload or update files, and look up a record by one of its fields.

Three results worth building. A live list of new records: New Entity Records Added sends each fresh record of the entity you pick to your team chat or a spreadsheet, so nobody has to open the portal to see what came in. Records that stay in sync: Find Entity Record spots an existing record by a field value, then Update Entity Record writes the change that arrived from another tool. Files that land where they belong: Upload a New File pushes a document, an attachment or a Salesforce file into Magentrix from wherever it was produced.

Now what Zapier does not do here. No trigger is instant: every change waits for Zapier's next check. Nothing watches deletions either. Each step works on one entity at a time, picked from a list, so a Zap that touches two entities needs two steps.

If you would rather build the same flows on another platform, see our Magentrix Make integration page and our Make vs Zapier comparison.

Vocabulary

Zapier words in one minute

Seven words you will meet all over this page, explained once.

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 that starts the Zap, such as a new record in Magentrix. Once the Zap is on, Zapier waits for it.
Action
What the Zap does once it has started: the step that creates, updates, sends or moves something for you.
Task
The unit Zapier bills: one action your Zap completes successfully. Your plan's count is a count of those.
Polling vs instant
A polling trigger is checked on a timer for items Zapier has not seen. An instant one is reported by the app right when it happens.
Filter
A step that lets the Zap carry on only when the incoming data meets your condition, and stops it otherwise.
Search step
A step that looks up something already in an app, so the steps after it can use what it found.
Cost

What a Magentrix Zap really costs

Magentrix is not a premium app, so it runs on the free plan, within that plan's limits.

  • Free plan100 tasks a month, unlimited Zaps, checks every 15 minutes, two steps per Zap
  • This appNot premium: available on the free plan
  • BilledEach successful action; triggers and searches for new data cost nothing

The trigger costs nothing, and neither do Zapier's checks of your portal. A task is counted only when an action succeeds; a failed one is not billed. Three actions in a Zap mean three times the tasks of a single action. The free plan stops at two steps, though: as soon as you add a filter, the Find Entity Record search or a second action, the Zap becomes a multi-step Zap and needs a paid plan. Keep that in mind before stacking steps.

Connect

Connect Magentrix to Zapier

  1. 01

    Open your apps

    In your Zapier account, open the Apps page and click + Add connection. A connection is your Magentrix account linked once, then reused by every Magentrix step.

  2. 02

    Pick Magentrix

    Search for Magentrix in the dialog, select it, then click Add connection. A new tab opens on the Magentrix side, so have an existing account at hand.

  3. 03

    Sign in and allow access

    Sign in to Magentrix in that tab and grant Zapier access. If the Zap must read or change records you do not own, your account needs read or write rights on them first.

First Zap

Your first Magentrix Zap, step by step

GoalEach new record added to the entity you choose, if it passes your condition, posts a message in your team chat.

  1. 01

    Create the Zap

    Start a new Zap, pick Magentrix as the app that starts it and New Entity Records Added as the event, then select your connection.

  2. 02

    Choose the entity

    Fill in Entity Name, which is required: it tells Zapier which kind of record to watch. One Zap watches one entity. Pick it before testing, since the test reads that entity.

  3. 03

    Test the trigger

    Run the test. Zapier brings back the three most recent records of that entity, so you map fields on a real one. Check that the fields you expect are there.

  4. 04

    Filter, then message

    Add Filter from the + and set the field, the rule and the value. Then add your team chat tool and its send-message action, and test each step once.

  5. 05

    Publish

    Click Publish to switch the Zap on. With the filter it has three steps, so it needs a paid plan even though Magentrix runs on the free one.

Triggers

Magentrix triggers

3 events start a Zap when something happens in Magentrix. Zapier checks for them at the interval your plan allows.

1

Entity Records Updated

Polling trigger

In Zapier“Triggers when a record in the entity of your choice has been updated.”

Starts the Zap whenever a record in the entity you picked is modified, and passes the record as it stands now to the following steps.

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 spreadsheet or another tool should reflect changes made in the portal without anyone copying them.
Watch out
if the same Zap runs Update Entity Record on that entity, each update sets the trigger off again, and the loop eats your tasks.
2

New Document Added

Polling trigger

In Zapier“Triggers when a new document is created in Magentrix.”

Fires when someone adds a document in Magentrix, so the file can travel on to storage, a message or a review step elsewhere.

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
files shared through the portal should also be backed up in your usual file storage.
Watch out
Document Type is required, so a Zap follows one type of document; a second type needs a second Zap.
3

New Entity Records Added

Polling trigger

In Zapier“Triggers when a new record is added to the entity of your choice.”

Reacts to every record created in the entity you choose, and hands its fields to the steps after it.

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
new entries made through the portal should reach your team without a manual check.
Watch out
records created before you publish the Zap are never sent, and a bulk import can be held back by Zapier's flood protection.
Actions

Magentrix actions

Magentrix gives you 5 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Upload a New File

Action

In Zapier“Uploads a new file (document, attachment, or Salesforce file).”

Puts a file into Magentrix from an earlier step: a document, an attachment or a Salesforce file.

When to use it
a contract or a report produced in another tool should be available in the portal.
Watch out
each run adds a new file; to replace one already in the portal, use Update an Existing File instead.
2

Create Entity Record

Action

In Zapier“Creates a new record of your chosen Entity Type.”

Adds a record to the entity type you select in Select Entity Type, which is required, using values from earlier steps.

When to use it
a form answer or a sign-up elsewhere should become a record in Magentrix.
Watch out
the fields offered depend on the entity you pick, so choose it before mapping.
3

Delete Entity Record

Action

In Zapier“Deletes a record of your chosen Entity Type.”

Removes a record for good from the entity type you select; Record tells it which one, and both fields are required.

When to use it
an entry cancelled elsewhere should disappear from the portal too.
Watch out
test it on a throwaway record first, since the deletion is real.
4

Update an Existing File

Action

In Zapier“Updates an existing file (document, attachment, or Salesforce file).”

Replaces or refreshes a file already stored in Magentrix, whether a document, an attachment or a Salesforce file.

When to use it
a newer version of a shared document should take the place of the old one in the portal.
Watch out
the step has to know which existing file to change, so plan where that reference comes from.
5

Update Entity Record

Action

In Zapier“Updates a record of your chosen Entity Type.”

Changes an existing record: you pick the entity type, then the Record to edit, both required.

When to use it
a status or a detail changed in another tool should be written back to Magentrix.
Watch out
placed after Find Entity Record, it can edit the record the search just found.
Searches

Magentrix search

1 search step looks for data that already exists in Magentrix, so a later step can use it.

A search step finds a record that already exists, so the next step can work on it. It sits at the bottom of the Action event list, under SEARCH. Three settings decide what happens when the result is not a clean single match.

1

Find Entity Record

SearchFind or create

In Zapier“Searches for an entity record.”

Looks for a record in the entity type you select, by matching one Field Name against a Field Value; all three are required.

When to use it
you know an email or a reference and need the matching record before updating it.
Watch out
the editor also lists Create the entity record; it is this same search with the create box ticked, not a separate operation.

The three settings every search exposes

  1. Successful if no search results are found?
    Left on its default, an empty search stops the Zap and skips the steps that needed it. Switched on, the Zap goes on with nothing found.
  2. Create X if it doesn't exist yet?
    In the editor this shows up as Create the entity record. Ticking it turns the search into a find-or-create: the setting above disappears and the step asks for what it needs to create the missing record.
  3. If multiple search results are found?
    Keep the first match (the default), stop the Zap, or hand every match on at once.
When it breaks

When a Magentrix Zap breaks

Zapier links no help article to Magentrix, and no app-specific limit is documented. What breaks is what breaks on any polling app.

  • Older records never arrive

    A Zap only reacts to what happens after you switch it on. Records and documents created before that stay out; moving the backlog is a separate job.

  • The update loop

    A Zap triggered by Entity Records Updated that runs Update Entity Record on the same entity sets itself off again and again, and burns through tasks fast.

  • A bulk import gets held back

    After a mass import or a migration, a trigger can suddenly return a huge batch. Zapier's flood protection may hold that batch back.

  • Nothing fires twice

    Zapier remembers what it already saw on a polling trigger, so the same record never starts the Zap a second time, even if you expected it to.
Need help

Need help automating Magentrix with Zapier?

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FAQ

Magentrix Zapier integration: FAQ

01Is the Magentrix Zapier integration free?
Yes, within the free plan's limits. Magentrix is not a premium app, so it works without a paid plan. The free plan gives 100 tasks a month and unlimited Zaps, checks every 15 minutes, and builds Zaps of two steps: one trigger and one action. A Zap that adds the Find Entity Record search, a filter or a second action becomes multi-step and needs a paid plan. A search adds a step even if it costs no task, so plan your Zap around that two-step ceiling.
02How many tasks does a Magentrix Zap use?
One task for each action that completes successfully, and nothing for the trigger. Zapier can check your portal as often as your plan allows without spending a task. A Zap that sends a message for every new record uses one task per record. Add an Update Entity Record step and each record costs two. A failed action is not counted, so a broken mapping does not drain your plan. Count the actions in your Zap before estimating your monthly volume.
03Does Magentrix send changes to Zapier in real time?
No. The three Magentrix triggers are polling triggers: Zapier checks at a fixed interval and only keeps what it has not seen yet. On the free plan that is every 15 minutes, every 2 minutes on Professional, and every minute on Team and Enterprise. The app decides whether a trigger is instant, so this cannot be changed from the editor. Paid plans can also run a check by hand. Plan your follow-ups with that delay in mind.
04What does connecting Magentrix to Zapier take?
A Magentrix account and a Zapier account; a paid plan is not required. Open the Apps page, click + Add connection, pick Magentrix, sign in in the tab that opens and grant access. If the Zap must touch records your account does not own, it needs read or write rights on them. Most steps then ask you to pick an entity from a list before anything else. The same connection then serves every Magentrix step you add later.
05Why can a Magentrix Zap keep running on its own?
Usually because it writes where its own trigger looks. A Zap that starts on Entity Records Updated and runs Update Entity Record on the same entity changes a record, which counts as a new update, which starts the Zap again. Each loop costs a task. Point the action at a different entity, or add a filter so the Zap stops when the incoming record does not need a change. Test the loop risk on a quiet entity first.
06What if the Magentrix operation you need is missing?
Then Zapier cannot do it with this app today. The integration offers three triggers, five actions and one search, all built around entity records and files. There is no trigger on deleted records and no instant trigger. You can still combine the existing steps, for example a search followed by an update, or handle the missing part in Magentrix itself or on another automation platform. Check the action list in the editor before you plan a flow around a missing step.
07Zapier, Make or n8n for Magentrix?
Judge them on your own criteria rather than on a ranking. On Zapier, Magentrix runs on the free plan, with polling triggers and billing per successful action. Make and n8n bill and build differently, and a Make page for Magentrix exists on this site. Compare the operations each one offers for Magentrix, how many runs you expect each month, and who on your side will maintain the flows. None of those criteria has a universal winner.
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