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MyCase Zapier integrationAutomate MyCase with Zapier.

The MyCase Zapier integration gives you 5 triggers, 20 actions and 10 searches. Zapier can react when cases, contacts, leads or events change in your legal case management account, create records there, and look up what already exists. Cost, setup and traps below.

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Overview

What the MyCase Zapier integration actually does

MyCase is legal case management software: cases, people, companies, leads, events, tasks, time and expenses live in one account. The Zapier integration connects that account to the rest of your tools in both directions. Five triggers tell Zapier when something is added or changed, twenty actions write into MyCase, and ten searches find records that already exist.

Three typical results, each tied to real operations:

Leads that arrive by themselves. A form, an ad tool or a mailbox feeds Create Lead, so a new enquiry is in MyCase before anyone retypes it. Work that follows the file. Case Added or Updated starts a Zap that adds a Create Task or a Create Note, or posts the change to the team chat. Contacts kept in one place. Find Person Contact, in its find-or-create form, checks whether someone exists before a Zap adds them, so the same person is not entered twice.

What Zapier does not do here: no action deletes anything, so cleaning up stays a manual job in MyCase. Only cases, companies and people can be updated; events, tasks, leads and the other records can be created but not edited from a Zap. And the five triggers all react to additions and updates alike, with no trigger at all for a deletion.

If you are new to the editor, see our Zapier training.

Vocabulary

Zapier vocabulary in one minute

Eight words you will meet in the editor. Each is explained once here, then used as is on the rest of the page.

Zap
The automation you build on Zapier: one trigger, then one or more actions that run each time the trigger event happens.
Trigger
The event that starts the Zap. Once the Zap is on, Zapier waits for it, for example a case added or changed in MyCase.
Action
What the Zap does after it starts: the step that writes, sends or moves something for you, such as a new MyCase task.
Task
The unit Zapier bills: one action your Zap completes successfully. The allowance on your plan is a count of those.
Polling vs instant
A polling trigger is checked on a timer. An instant one is reported by the app the moment it happens. All five MyCase triggers are instant.
Filter
A step that lets the Zap carry on only when what arrived meets the condition you set, and stops it otherwise.
Search step
A step that looks up a record that already exists in an app, so the steps after it can use what it found.
Multi-step Zap
Any Zap beyond one trigger and one action. A search, a filter or a second action makes it one, and it needs a paid plan.
Cost

What a MyCase Zap really costs

Listening to MyCase is free. You pay, in tasks, for each thing the Zap writes.

  • The trigger0 tasks
  • Each action that succeeds1 task
  • Free plan100 tasks a month, two-step Zaps
  • A search in the ZapMulti-step, paid plan

Triggers never use a task. Each action that succeeds counts as one task, so a Zap that creates a lead and then a task costs two; an action that fails is not counted. MyCase is not a premium app: a trigger plus one action runs on the free plan, with 100 tasks a month and unlimited two-step Zaps. Add a search, a filter or a second action and it becomes a multi-step Zap, which needs a paid plan. That matters here: each of the ten MyCase searches counts as one of those extra steps. The interval grid below applies to polling triggers only; it does not apply to MyCase, whose five triggers are all instant.

Connect

Connect MyCase to Zapier in three steps

  1. 01

    Open the Apps page

    Go to the Apps page of your Zapier account and click + Add connection. You need a MyCase account, plus read or write access on anything you do not own yourself and want the Zap to touch.

  2. 02

    Pick MyCase

    In the dialog, type the app's name, select MyCase in the results, then click Add connection. A new browser tab opens so you can reach your MyCase account.

  3. 03

    Sign in and grant access

    Sign in to MyCase in that tab and grant Zapier access to the account. The connection is saved, and every trigger, action and search of this app can reuse it.

First Zap

Your first Zap: a follow-up task for each new lead

GoalEach lead added in MyCase that passes your filter gets a follow-up task in MyCase, so no enquiry sits unanswered.

  1. 01

    Create the Zap

    Start a new Zap. Pick MyCase as the app that starts it, Lead Added or Updated as the event, then choose your MyCase connection from the list.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent items of the connected account, so the filter and the task are set up on a real lead.

  3. 03

    Add the filter

    From the plus icon, add a Filter step: the field, the rule, the value. Since the trigger also fires on edits, this is where you keep only the runs you want. It needs a paid plan.

  4. 04

    Add Create Task

    Add MyCase again as the action, choose Create Task, then place what the lead test returned into the task fields. Check at the test which values come through.

  5. 05

    Test and publish

    Test the action once and open the new task in MyCase to read what arrived. When it looks right, click Publish to switch the Zap on.

Triggers

MyCase triggers

5 events start a Zap when something happens in MyCase, and 5 of them are instant: the app calls Zapier straight away, whatever your plan.

1

Case Added or Updated

Instant trigger

In Zapier“Triggers when a case has been added/updated.”

Starts your Zap whenever a case is created in MyCase or an existing one is edited, so the rest of your tools can follow the life of each file.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
when a change on a case should open a task, post a message or update a list kept elsewhere.
Watch out
an edit fires it as well as a creation, so a Zap meant for new cases only can run again each time someone saves a change.
2

Company Added or Updated

Instant trigger

In Zapier“Triggers when a company has been added/updated.”

Fires each time a company record is added to MyCase or changed, which lets another tool hold the same organisations without retyping.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
when your accounting or mailing tool must know about each organisation you work with.
Watch out
creations and edits both start the Zap; check at the test whether you can tell them apart before writing elsewhere.
3

Event Added or Updated

Instant trigger

In Zapier“Triggers when an event has been added/updated.”

Goes off when an event is added in MyCase or an existing one is changed, so dates do not live in one place only.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
when the team should hear about a new or changed event in the chat they already read.
Watch out
a change to an existing event starts the Zap as well as a new one; check at the test what comes back before writing elsewhere.
4

Lead Added or Updated

Instant trigger

In Zapier“Triggers when a lead has been added/updated.”

Reacts to a new lead in MyCase, or to a change on one you already have, so a fresh enquiry gets attention without waiting for someone to check the list.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
when each enquiry should create a follow-up task or post an alert in the team chat.
Watch out
any edit to the lead starts the Zap again, which can create one follow-up per change; a filter helps keep only the runs you want.
5

Person Added or Updated

Instant trigger

In Zapier“Triggers when a person has been added/updated.”

Picks up every person added to MyCase and every edit to an existing contact, so your mailing list or address book stays aligned with the case file.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
when a contact created in MyCase should also exist in your newsletter or address tool.
Watch out
any edit to the person starts the Zap again, not only the first creation; check at the test what comes back for an edit.
Actions

MyCase actions

MyCase gives you 20 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Call

Action

In Zapier“Creates a new Call.”

Logs a call in MyCase, so phone activity recorded elsewhere is not lost.

When to use it
when your phone system or call tracker knows about calls that MyCase does not.
Watch out
Find Caller can look up who called first, which keeps the log tied to the right person.
2

Create Case

Action

In Zapier“Creates a new Case.”

Opens a new case in MyCase from data that arrived in another tool, so the file does not wait to be keyed in.

When to use it
when a case first takes shape in another tool and must also exist in MyCase.
Watch out
run Find Case first if the same case could already exist, or you may open it twice.
3

Update Case

Action

In Zapier“Updates an Exisiting Case.”

Changes an existing case in MyCase with new information from the steps before.

When to use it
when a status or detail changes in another tool and the case should reflect it.
Watch out
the case to update is required; Find Case can provide it in the step before.
4

Create Case Stage

Action

In Zapier“Creates a new Case Stage.”

Adds a new case stage to MyCase, without opening the app to set it up.

When to use it
when your list of case stages is kept in another tool and must match in MyCase.
Watch out
Find Case Stage has a find-or-create variant, safer than creating blindly.
5

Create Company

Action

In Zapier“Creates a new Company.”

Records a new company in MyCase, so the organisation exists before you attach people or cases to it.

When to use it
when a new organisation shows up in your CRM or billing tool.
Watch out
Find Company Contact has a find-or-create variant that does the same job without duplicates.
6

Update Company

Action

In Zapier“Updates an Exisiting Company.”

Edits a company already in MyCase, so its details match the source you trust.

When to use it
when an address or contact detail changes in your CRM.
Watch out
the company to update is required; Find Company Contact can provide it in the step before.
7

Create Custom Field

Action

In Zapier“Creates a new Custom Field.”

Creates a new custom field in MyCase from a step that came before.

When to use it
when a setup decided in another tool must be repeated in MyCase without doing it by hand.
Watch out
each run adds a new field; test once and check the result in MyCase before you publish.
8

Create Document

Action

In Zapier“Creates a new Document.”

Adds a document to MyCase from a file produced or received in another tool.

When to use it
when signed papers or generated files should end up in the case file automatically.
Watch out
test with a real file and open it in MyCase to confirm what arrived.
9

Create Event

Action

In Zapier“Creates a new Event.”

Adds an event to MyCase from a booking or a date set in another tool.

When to use it
when appointments are booked through a scheduling tool and must also show in MyCase.
Watch out
there is no action to edit an event, so a changed booking needs a manual fix in MyCase.
10

Create Expense

Action

In Zapier“Creates a new Expense.”

Adds an expense to MyCase from a receipt or a spend recorded elsewhere.

When to use it
when costs land in an expense or card tool and need to reach the case.
Watch out
like time entries, expenses are created, never edited, by a Zap; a correction is a manual job.
11

Create Lead

Action

In Zapier“Creates a new lead.”

Drops a new lead into MyCase from a form, an ad or an email, without anyone copying it by hand.

When to use it
for every enquiry captured outside MyCase that should not depend on someone copying it.
Watch out
each submission creates its own lead, so a visitor who sends the form twice appears twice.
12

Create Location

Action

In Zapier“Creates a new Location.”

Sets up a new location in MyCase from details held in another tool.

When to use it
when a new office or venue is set up in another tool first.
Watch out
Find Location, ticked as find-or-create, only adds the place when no match exists.
13

Create Note

Action

In Zapier“Creates a new note.”

Writes a note in MyCase, handy for keeping a trace of something that happened in another app.

When to use it
when a reply, a call summary or a form answer should sit next to the record it concerns.
Watch out
check at the test where the note lands before you publish.
14

Update Person

Action

In Zapier“Updates an Exisiting Person.”

Brings an existing MyCase contact up to date with what another app now holds.

When to use it
when a person changes their email or phone in a tool that is your reference.
Watch out
the person to update is required; Find Person Contact can provide it in the step before.
15

Create Person

Action

In Zapier“Creates a new Person.”

Adds a person to your MyCase contacts with the details mapped from the step before.

When to use it
when a contact first appears in another app and belongs in the case file too.
Watch out
to avoid twins, prefer Find Person Contact with its find-or-create box ticked, which only creates when nobody matches.
16

Create Practice Area

Action

In Zapier“Creates a new Practice Area.”

Fills in a new practice area in MyCase from a name that arrived in another tool.

When to use it
when the list of areas is kept elsewhere and must stay identical.
Watch out
Find Practice Area can create it only when missing, which avoids near-duplicates.
17

Create Referral Source

Action

In Zapier“Creates a new Referral Source.”

Saves a new referral source in MyCase from a value captured in another tool.

When to use it
when your list of referral sources is kept elsewhere and must match in MyCase.
Watch out
Find Referral Source has a find-or-create variant that skips existing ones.
18

Create Task

Action

In Zapier“Creates a new Task.”

Adds a to-do in MyCase, the step that turns an outside signal into work someone will see in the app.

When to use it
after a new lead or a changed case, to make sure the next move is written down.
Watch out
placed after an Added or Updated trigger, it can create a task on every edit unless a filter narrows the runs.
19

Create Time Entry

Action

In Zapier“Creates a new Time Entry.”

Records time spent in MyCase, from a timer or a log kept in another app.

When to use it
when hours are tracked in another tool and must also appear in MyCase.
Watch out
each run writes a new entry, so a Zap that fires twice will log the same time twice.
20

API Request (Beta)

Action

In Zapier“This is an advanced action which makes a raw HTTP request that includes this integration's authentication.”

The advanced option: a raw HTTP request sent with your MyCase connection, for something none of the other actions covers.

When to use it
only if you know the request you need and the ready-made actions fall short.
Watch out
Stop on error, HTTP Method and URL are required, and the URL must point to a domain tied to this app.
Searches

MyCase searches

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

A search does not start a Zap: it sits after the trigger and fetches a MyCase record that already exists, so the next step can use it. In the editor, searches sit at the bottom of the action-event list, under SEARCH. Every MyCase search asks for two required fields, Search Type and Search Value. Seven of them also come as a find-or-create entry. One search makes the Zap multi-step, so it needs a paid plan.

1

Find Caller

Search

In Zapier“Finds a caller.”

Identifies a caller by ID, first name, last name, email or phone number, then passes the match to the next step.

When to use it
before Create Call, so the call is logged against the right person.
Watch out
pick the Search Type that matches the value you feed in, or nothing will match.
2

Find Case

SearchFind or create

In Zapier“Finds a case.”

Locates a case by its ID or its name. It also exists as Find or Create Case, the same search with the creation box ticked.

When to use it
before Update Case, which needs the case to change.
Watch out
a name can match several cases; set the multiple-results option on purpose.
3

Find Case Stage

SearchFind or create

In Zapier“Finds a Case Stage.”

Retrieves a case stage by ID or by name. Its find-or-create entry, Find or Create CaseStage, adds the stage when it is missing.

When to use it
when a later step needs a stage that may or may not exist yet.
Watch out
the name must be typed the way MyCase holds it; check at the test.
4

Find Company Contact

SearchFind or create

In Zapier“Finds a company.”

Finds a company by ID, name, email or phone number. Ticking the creation box gives Find or Create Company.

When to use it
before Update Company, or before adding people that belong to that company.
Watch out
a name can match more than one company; set the multiple-results option on purpose.
5

Find Location

SearchFind or create

In Zapier“Finds a Location.”

Looks up a location by ID or name, and comes as Find or Create Location when the creation box is ticked.

When to use it
when a later step needs a location that already exists in MyCase.
Watch out
two places with close names can both come back; decide which one the Zap keeps.
6

Find People Group

Search

In Zapier“Finds a People Group.”

Fetches a people group from its ID, the only search type it accepts.

When to use it
when a previous step already carries the group ID and the next one needs its details.
Watch out
there is no name search and no find-or-create entry here, so without the ID it cannot work.
7

Find Person Contact

SearchFind or create

In Zapier“Finds a person.”

Checks for a person by ID, first name, last name, email or phone number. Its creation variant is Find or Create Person.

When to use it
ahead of Update Person, or in its find-or-create form instead of Create Person.
Watch out
match the Search Type to the value you have, an email with the email type, a phone with the phone type.
8

Find Practice Area

SearchFind or create

In Zapier“Finds a Practice Area.”

Returns a practice area from its ID or name; as Find or Create Practice Area it adds the area when missing.

When to use it
when a later step needs a practice area named in another tool.
Watch out
spelling differences between tools create near-twins if creation is ticked.
9

Find Referral Source

SearchFind or create

In Zapier“Finds a referral source.”

Matches a referral source by ID or name, and turns into Find or Create ReferralSource with the creation box ticked.

When to use it
when a later step needs a referral source named in another tool.
Watch out
keep the source names in your form identical to those in MyCase.
10

Find Staff

Search

In Zapier“Finds a staff.”

Finds a staff member by ID, first name, last name, email or phone number.

When to use it
when the next step needs to point to a colleague named in another tool.
Watch out
there is no find-or-create entry, so an unknown colleague stops the Zap unless you allow empty results.

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 there and the steps that depend on it are skipped. Switched on, the Zap carries on empty-handed.
  2. Create X if it doesn't exist yet?
    Ticking this box turns the search into a find-or-create: it no longer offers the setting above and asks for the fields needed to create the missing record.
  3. If multiple search results are found?
    Three ways out when several records match: keep the first one, which is the default, stop the Zap, or hand all of them on at once.
When it breaks

When a MyCase Zap breaks

Zapier attaches no help article to this app. The cases below come from the app's own operations and from the general limits that apply to any Zap.

Six situations to keep in mind once the Zap is live. For the general method, see our Zapier troubleshooting guide.

  • Edits fire the Zap again

    All five triggers react to additions and updates. A Zap built for new records can run again each time someone edits one; a filter keeps only the runs you want.

  • An update with no record

    Update Case, Update Company and Update Person require the record to change. If no earlier step provides it, the action has nothing to work on.

  • A search that never matches

    Each search needs a Search Type and a Search Value that agree. An email typed into a name search, for instance, finds nothing.

  • API Request (Beta) outside its domain

    API Request (Beta) only reaches domains tied to this app. Its Stop on error choice decides whether a failed request halts the Zap.

  • Old records are not replayed

    The Zap only reacts to what happens after it is switched on. Cases or contacts that existed before stay where they are.

  • A Zap that sets itself off

    As a general precaution: a Zap that writes into the place its own trigger watches can start itself again and again, and burn through tasks.
Need help

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FAQ

MyCase and Zapier: frequent questions

01Is the MyCase Zapier integration free?
It can be, within limits. MyCase is not a premium app, so a Zap made of one trigger and one action works on Zapier's free plan, which gives 100 tasks a month and unlimited two-step Zaps. The catch is the searches: as soon as a Zap uses one of the ten MyCase searches, or a filter, or a second action, it becomes a multi-step Zap and needs a paid plan. A form feeding Create Lead is free; checking first whether the person exists is not.
02How many tasks does a MyCase Zap use?
Triggers use none. A case, lead or event added or changed in MyCase starts the Zap for free. Each action that succeeds afterwards counts as one task: a Zap that creates a lead is one task per run, one that creates a lead and then a task is two. An action that fails is not counted. Because the triggers also fire on edits, a busy case can start the Zap several times, and each run that reaches an action costs again.
03Do MyCase triggers work in real time?
Yes. All five triggers, from Case Added or Updated to Person Added or Updated, are instant: MyCase tells Zapier when the change happens and the Zap starts right away, whatever your plan. The fifteen-minute check of the free plan only concerns polling triggers, and MyCase has none. In the editor, a Zap built on an instant trigger shows a lightning bolt. That type is set by the app itself and cannot be changed from the editor.
04What does connecting MyCase to Zapier require?
An account on MyCase, plus read or write access on anything you do not own yourself and want the Zap to touch. The connection then takes three moves: open the Apps page of your Zapier account and add a connection, pick MyCase in the dialog, then sign in in the tab that opens and grant Zapier access. Saved once, it serves every trigger, action and search of the app. Update Case, Update Company and Update Person also require the record they change.
05Why does the MyCase Zap run again when a case is edited?
Because every MyCase trigger listens to additions and updates together: Case Added or Updated does not tell new cases apart from saved changes. A Zap that creates a task for each new case can therefore create another one when someone edits the case. Run the trigger test and look at what comes back to see whether a value lets you separate the two, then add a filter on it. A filter makes the Zap multi-step, so that part needs a paid plan.
06What if the MyCase operation you need is missing?
Then look at what the integration offers before building around it. MyCase on Zapier has no delete action and can update only cases, companies and people. The app page on Zapier shows the current list of operations, so check there first. For something the ready-made actions do not cover, API Request (Beta) sends a raw request with your MyCase connection, limited to the app's own domains, which suits someone comfortable writing such requests.
07Zapier, Make or n8n for MyCase?
Weigh it by criteria rather than by ranking. Coverage first: on Zapier, MyCase brings five instant triggers, twenty actions and ten searches; for Make or n8n, check their own catalogs for MyCase before comparing. Then the shape of your Zaps: anything that checks for duplicates uses a search and leaves Zapier's free plan. Then volume, since every successful action is a task. Last, who keeps the flows running and which editor that person reads easily.
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