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MyDesk Zapier integrationAutomate MyDesk with Zapier.

The MyDesk Zapier integration offers 9 triggers, 10 actions and 7 searches. Enough to move companies, contacts, opportunities, tasks and appointments in and out of the sales CRM without retyping. Here is how each one behaves, what it costs and where it trips.

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Overview

What the MyDesk Zapier integration does for a sales team

MyDesk is a sales CRM built to be picked up quickly. Connected to Zapier, it can start an automation when something changes in the CRM, write records into it from other tools, and look up an existing company, contact or opportunity so a later step lands on the right one.

Three outcomes cover what people build. A follow-up that creates itself. New Opportunity fires, Create Task opens the next step for the right person, and nobody has to remember to log it. A CRM fed from the outside. A form or a sheet in another tool sends a company through Find Company, then Create Contact attaches the person to it. Late work that gets noticed. Task Overdue and Opportunity Overdue can push a message to the tool your team already reads.

Now what the app page does not spell out. All nine triggers are polling triggers: nothing in MyDesk reaches Zapier instantly, so on the free plan a change can wait up to 15 minutes before the Zap sees it. There is no action that deletes anything, and appointments and addresses can be created but not updated. Several create actions also want a Company whose value, by the field's own description, likely comes from an earlier MyDesk step; when that step is a search, the Zap is multi-step.

If you are still deciding whether Zapier fits your setup, see our Zapier review.

Vocabulary

Zapier vocabulary in one minute

A handful of Zapier words carry this page. Here they are once, in plain English.

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 in an app that starts the Zap, such as a new opportunity in MyDesk. Once the Zap is on, Zapier waits for it.
Action
What the Zap does once started: the step that writes, sends or moves something for you, like creating a task.
Task
The unit Zapier bills. Each action that completes successfully counts as one task against your plan.
Polling trigger
A trigger Zapier checks on a timer, keeping only what it has not seen yet. An instant trigger is reported by the app itself instead.
Filter
A step that lets the Zap continue only when what arrived meets the condition you set, and stops it otherwise.
Search step
A step that looks up something already in an app, such as a MyDesk company, so the next steps can use what it found.
Multi-step Zap
Any Zap beyond one trigger and one action. A second action, a filter or a search makes one, and it needs a paid plan.
Cost

What a MyDesk Zap really costs

MyDesk is not a premium app, so it runs on the free plan. Zapier bills in tasks, and only completed actions spend them.

  • MyDesk trigger0 tasks
  • Each successful action1 task
  • Free plan100 tasks a month, two-step Zaps
  • Premium appNo

Watching MyDesk for new items is free, however often Zapier checks. Each successful MyDesk action counts as one task, and a failed one counts as nothing. The free plan gives 100 tasks a month and unlimited Zaps, each capped at two steps. Any search, filter or second action makes the Zap multi-step, which needs a paid plan. Since all nine MyDesk triggers are polling triggers, the interval grid below applies to every one of them.

Connect

Connect MyDesk to Zapier in three steps

  1. 01

    Start from the Apps page

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

  2. 02

    Pick MyDesk

    Search for MyDesk in the dialog, select it, then click Add connection. A new tab opens on the MyDesk side, which is where the actual sign-in happens.

  3. 03

    Sign in and grant access

    Log in to MyDesk in that tab and grant Zapier access to the account. The connection is then reused by every MyDesk step in every Zap, so you do this once.

First Zap

Your first Zap: a task for every new opportunity

GoalEach new opportunity in MyDesk that passes your filter opens a follow-up task in MyDesk, assigned to a person you choose.

  1. 01

    Set the trigger

    Create a Zap, pick MyDesk as the app and New Opportunity as the event, then choose your MyDesk connection. This is a polling trigger, checked at your plan's interval.

  2. 02

    Test it on a real opportunity

    Run the trigger test. Zapier brings back the three most recent opportunities of the account, so you map fields on a real one rather than an empty template.

  3. 03

    Add the filter

    Add a Filter step from the plus icon and set the field, the rule and the value. A filter makes the Zap multi-step, so this step needs a paid plan.

  4. 04

    Add Create Task

    Pick MyDesk and Create Task. Fill Subject, Assigned To, Created By and Performed, which are all required, using values from the opportunity where they fit.

  5. 05

    Test, then publish

    Test the action once and read what came back in MyDesk before going further. Then publish the Zap to switch it on; only opportunities created afterwards are picked up.

Triggers

MyDesk triggers on Zapier

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

1

New Appointment

Polling trigger

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

Starts the Zap each time someone books a new appointment in MyDesk, so the meeting can be mirrored or announced 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
you want each new meeting copied into a shared calendar or posted where the rest of the team sees it.
Watch out
appointments that existed before you published the Zap are not picked up; only new ones count.
2

New Company

Polling trigger

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

Kicks off a Zap when a company record is added to MyDesk, which makes it the natural start for onboarding or enrichment flows.

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 new account should appear in another tool, such as a spreadsheet of active accounts, without anyone copying it over.
Watch out
Company Type is required, and the trigger only reacts to the type you select, so check during the test that the type you picked is the one you expect.
3

New Contact

Polling trigger

In Zapier“Triggers when a new Contact is added to a Company.”

Fires when a contact is added to a company in MyDesk, so the person can follow you into the rest of your tools.

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
you want every new contact pushed into an email list or a sheet, alongside the company it belongs to.
Watch out
the trigger is about contacts attached to a company; check during the test that the records you expect show up.
4

New Opportunity

Polling trigger

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

Runs your Zap whenever a fresh opportunity is created in MyDesk, the most direct way to react to new pipeline.

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 new deal should open a task, alert a channel, or land in a reporting sheet without manual steps.
Watch out
the trigger test brings back the three most recent opportunities of the account, so map your fields on a real deal.
5

New Task

Polling trigger

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

Picks up each new task created in MyDesk and hands it to the next steps of your Zap.

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
people track their work in another to-do tool and want MyDesk tasks to show up there too.
Watch out
as a general precaution, a Zap that writes into the very place its own trigger watches can set itself off again and again.
6

Opportunity Completed

Polling trigger

In Zapier“Triggers when an Opportunity is completed.”

Signals that an opportunity in MyDesk has been completed, the moment to hand the deal over to whatever comes next.

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 closed deal should start onboarding work, a handover task or an entry in a reporting sheet.
Watch out
Status is required and filters on the new status of the opportunity, so pick the status you actually care about before testing.
7

Opportunity Overdue

Polling trigger

In Zapier“Triggers when an Opportunity is overdue.”

Flags each opportunity that MyDesk reports as overdue, so a stalled deal does not sit unnoticed.

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
the owner of the deal, or a manager, should get a nudge in the tool they read every day.
Watch out
read the three items the test brings back on a real record before mapping anything.
8

Task Completed

Polling trigger

In Zapier“Triggers when a Task is completed.”

Fires once a MyDesk task is marked as completed, which lets the Zap close the loop in other tools.

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 finished task should tick a box in a project tool or update a line in a tracking sheet.
Watch out
tasks completed before the Zap was switched on stay out; the Zap only sees what happens after publishing.
9

Task Overdue

Polling trigger

In Zapier“Triggers when a Task is overdue.”

Spots MyDesk tasks that have gone overdue and sends each one through your Zap.

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
late tasks should raise a reminder in a chat tool instead of waiting for someone to open the CRM.
Watch out
Zapier keeps track of what it has already seen, so the same task does not start the Zap twice.
Actions

MyDesk actions on Zapier

MyDesk gives you 10 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Address

Action

In Zapier“Creates an Address.”

Adds a postal address to an existing MyDesk company, and can make it the main visiting or shipping address.

When to use it
a new customer fills in their address in a form and you want it stored on the company record.
Watch out
Company and Country are required and both come from earlier MyDesk steps or the dropdown; Find Company and Find Country fill them.
2

Create Appointment

Action

In Zapier“Creates an Appointment.”

Books an appointment in MyDesk against a company, with its subject, dates and the person it is assigned to.

When to use it
a booking made in a scheduling tool should also appear in the CRM history of the account.
Watch out
eight fields are required, from Start Date and End Date to Follow Up and Is Closed; map each one during the test.
3

Create Company

Action

In Zapier“Creates a Company.”

Opens a new company record in MyDesk with its type, name, unique key and main representative.

When to use it
a signed form or a new row in a sheet should become an account in the CRM straight away.
Watch out
Key must be unique for each company, so pair this action with Find Company if the same account can arrive twice.
4

Create Contact

Action

In Zapier“Creates a Contact.”

Attaches a new person to a MyDesk company, with a surname and whether they are active and the primary contact.

When to use it
someone new writes in through a form and should be recorded under the company they belong to.
Watch out
Company is required and comes from an earlier MyDesk step, so Find Company sits just before this action.
5

Create Opportunity

Action

In Zapier“Creates an Opportunity.”

Puts a new opportunity into the MyDesk pipeline for a given company, with a subject, a status and an owner.

When to use it
a quote request from another tool should turn into a deal that sales can work on.
Watch out
Representative and Created By are both required, on top of Company, Subject and Status; test with real people selected.
6

Create Task

Action

In Zapier“Creates a Task.”

Drops a task into MyDesk for a named person, with a subject and whether it is already performed.

When to use it
an event elsewhere, or a new MyDesk record, should leave a to-do for someone on the team.
Watch out
Assigned To, Created By and Performed are required alongside Subject; map each one and check the task created by the test.
7

Update Company

Action

In Zapier“Updates an existing Company.”

Changes the details of a company that already exists in MyDesk, instead of creating a duplicate.

When to use it
account data kept in another tool changes and the CRM record should follow.
Watch out
the Zap needs an earlier step that points to the right company, such as Find Company, and Company Type is required here too.
8

Update Contact

Action

In Zapier“Updates an existing Contact.”

Edits an existing MyDesk contact so the record stays in line with changes made elsewhere.

When to use it
a person updates their details in another tool and you want the CRM to carry the same values.
Watch out
put Find Contact before this action so the Zap edits the right person; check the result on the test record.
9

Update Opportunity

Action

In Zapier“Updates an existing Opportunity.”

Modifies an opportunity already in the MyDesk pipeline, for instance its details after a change in another tool.

When to use it
a signed document or a payment recorded elsewhere should move the deal forward in the CRM.
Watch out
identify the opportunity first with Find Opportunity; a Zap without that step has nothing to point at.
10

Update Task

Action

In Zapier“Update an existing Task.”

Rewrites a task that already exists in MyDesk, so its state follows what happened outside the CRM.

When to use it
work tracked in a project tool gets done and the matching MyDesk task should reflect it.
Watch out
Find Task has to identify the task first, otherwise the Zap has no record to point at.
Searches

MyDesk searches on Zapier

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

A search step finds a record that already exists in MyDesk and hands it to the steps after it. MyDesk searches sit at the bottom of the Action event list, under SEARCH, and any of them makes the Zap multi-step. Three settings decide what happens next.

1

Find Company

SearchFind or create

In Zapier“Finds a Company.”

Looks up a company already stored in MyDesk and passes its record, including its id, to the steps that follow.

When to use it
a contact, address or opportunity must be attached to a company before it can be created.
Watch out
the editor also shows Find or Create a Company; it is this same search with the create box ticked, not a separate operation.
2

Find Company Group

Search

In Zapier“Finds a Company Group.”

Retrieves a company group from MyDesk so a later step can work with it.

When to use it
your accounts are organised in groups and a step further down needs to know which group applies.
Watch out
whether the search wants an exact value or something close is decided by MyDesk; check what it returns during the test.
3

Find Contact

SearchFind or create

In Zapier“Finds an existing Contact.”

Finds a person already recorded in MyDesk, which is the step that makes Update Contact land on the right record.

When to use it
details arrive from another tool and you want to edit the existing contact rather than add a new one.
Watch out
Find or Create a Contact is this same search with the create box ticked; it then asks for the fields of a new contact.
4

Find Country

Search

In Zapier“Finds an existing Country.”

Matches a Code to a MyDesk country record, so its id can fill the Country field of later MyDesk steps.

When to use it
Create Address needs a Country, and you would rather look the country up than pick it from the dropdown.
Watch out
Code is the one required field; the format MyDesk accepts is something to check on the test.
5

Find Opportunity

SearchFind or create

In Zapier“Find an Opportunity.”

Locates an existing opportunity in the MyDesk pipeline so later steps can update it or reuse its values.

When to use it
a change outside the CRM, such as a payment, should touch a specific deal.
Watch out
Find or Create an Opportunity is the same search with the create box ticked, and it counts as nothing extra in the list.
6

Find Representative

Search

In Zapier“Finds a Representative.”

Returns a representative recorded in MyDesk, the value Create Company and Create Opportunity ask for in Representative.

When to use it
a create action needs a representative and the name arrives from another tool rather than a fixed choice.
Watch out
if several representatives match, the multiple-results setting decides which one moves on; check that setting before publishing.
7

Find Task

SearchFind or create

In Zapier“Finds an existing Task.”

Fetches a task already present in MyDesk, optionally narrowed by whether it is performed.

When to use it
Update Task should edit the right task once something is done in another tool.
Watch out
Find or Create a Task is this same search with the create box ticked, so it is not a separate entry in the editor's count.

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 skips the steps that depended on it. 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. The setting above disappears, and Zapier 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 MyDesk Zap breaks

Zapier attaches no help article to MyDesk and documents no limit specific to the app. The cases below come from the general rules every Zap follows.

Six situations matter for a CRM like this one. If one of them shows up, our Zapier troubleshooting guide is the next stop.

  • Old records are not picked up

    A Zap only reacts to what happens after you switch it on. Companies, deals or tasks that already existed are not sent; moving that backlog is a separate job.

  • A Zap that sets itself off

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

  • A bulk import gets held back

    After a big import or a migration into MyDesk, a trigger can return a huge batch at once, and Zapier's flood protection can hold it back.

  • Same record, one run

    On a polling trigger, Zapier keeps track of what it has already seen, so the same record does not start the Zap twice.

  • A search that finds nothing

    Left on its default, a search with no result stops the Zap there, and every step that relied on it is skipped.

  • A filter that never passes

    Filter rules are typed: a text rule only works on text, a number rule only on numbers. Picking the wrong type is why a filter never lets anything through.
Need help

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FAQ

MyDesk Zapier integration: frequent questions

01Is the MyDesk Zapier integration free?
Partly. MyDesk is not a premium app, so a two-step Zap, one MyDesk trigger and one action, runs on the free plan, which gives 100 tasks a month and unlimited Zaps. The catch is the searches: as soon as a Zap uses Find Company or any other search, it becomes multi-step and needs a paid plan. The same goes for a filter or a second action. Since several MyDesk create actions want a Company from an earlier step, many useful Zaps end up on a paid plan.
02How many tasks does a MyDesk Zap use?
One task per action that completes successfully. The trigger costs nothing, and Zapier checking MyDesk for new items costs nothing either, however often it looks. Each MyDesk create or update that goes through counts as one task. A Zap with Create Contact and Create Task spends two tasks per run. An action that does not go through is not counted. On the free plan, 100 tasks a month therefore means 100 successful MyDesk actions, whichever ones they are.
03Does MyDesk trigger Zaps in real time?
No. All nine MyDesk triggers are polling triggers: Zapier asks MyDesk for new items at a fixed interval. That interval is 15 minutes on the Free plan, 2 minutes on Professional and 1 minute on Team and Enterprise. On the paid plans you can also change how often the check happens and run one by hand from the editor. The type of a trigger is set by the app and cannot be switched to instant from Zapier.
04What do you need to connect MyDesk to Zapier?
A MyDesk account, plus read or write access on anything you do not own yourself and want the Zap to touch. The link takes three moves: open the Apps page of your Zapier account and click + Add connection, search for MyDesk and click Add connection, then sign in to MyDesk in the tab that opens and grant Zapier access. That single connection serves every MyDesk step in every Zap you build.
05Why does Create Contact ask for a Company from a previous step?
Because the Company field describes its value as likely coming from the Company Id of an earlier MyDesk step. Create Address, Create Appointment and Create Opportunity work the same way. The fix is a Find Company step just before the action, or Find or Create a Company if the account may not exist yet. Keep in mind that this search makes the Zap multi-step, so it needs a paid plan.
06What if the MyDesk operation you need is not there?
Then it is not available on Zapier for now. MyDesk offers 9 triggers, 10 actions and 7 searches, with no action that deletes a record and no update for appointments or addresses. The MyDesk page on Zapier shows the current list of operations, which is the reference to check before designing a Zap around a step that might not exist. If a step is missing, the Zap has to be designed around the operations listed there.
07Zapier, Make or n8n for MyDesk?
Decide on criteria rather than a ranking. Coverage: on Zapier, MyDesk brings 26 operations, so check whether the other platform offers MyDesk at all and with which steps. Speed: every MyDesk trigger on Zapier is a polling one, so the interval of your plan sets the pace. Cost: Zapier counts one task per successful action, and searches push you to a paid plan. Weigh those three against the volume of records you expect to move.
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