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Oktopost Zapier integrationAutomate Oktopost with Zapier.

Oktopost Zapier integration: 10 triggers (9 of them instant), 6 actions and 6 searches to wire your B2B social campaigns, advocacy board and inbox to the rest of your tools, with what it really costs and where it breaks.

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Overview

What the Oktopost Zapier integration actually does for you

The Oktopost Zapier integration links your Oktopost account to Zapier, a tool that runs automations between apps without code. Each automation is called a Zap: something happens in one app, and Zapier carries out the next steps for you. On the Oktopost side, campaigns, posts, advocacy stories and inbox conversations can all start a Zap or be fed by one.

Campaigns that draft their own first message. New Campaign starts the Zap when someone opens a campaign, Create Message adds a message asset to it for one network, and Create Post drops that message on the calendar for the profiles you pick.

Social conversions that reach sales quickly. New Social Conversion fires when Oktopost captures one. Find Lead, which looks a lead up by email, or Get Lead, which takes its ID, then fetches the record so a later step can hand it over.

An advocacy board that never runs dry. Post Sent tells Zapier a post went out on social media; Add to Board puts a message on the advocacy board, and Create Advocacy Story opens a fresh story for your employees to share.

What Zapier does not do here matters just as much. There is no action to edit or delete a campaign, a post or a message: corrections stay a job inside Oktopost. Nothing that existed before the Zap was switched on gets picked up. And the only find-or-create shortcut covers campaigns, not leads or users.

Comparing tools before you commit? See Make vs Zapier and n8n vs Zapier.

Vocabulary

Zapier vocabulary in one minute

Eight words you will meet on this page and in the editor, in plain English.

Zap
The automation you build: one trigger, then one or more actions that run every time the trigger event happens.
Trigger
The Oktopost event that starts the Zap, like a sent post or a new campaign. Once the Zap is on, Zapier waits for it.
Action
What the Zap does after it starts: the step that creates, adds or schedules something in Oktopost on your behalf.
Task
The unit Zapier bills: one action your Zap completes successfully. The allowance on your plan is a count of these.
Polling vs instant
Polling: Zapier checks the app on a timer and keeps only new items. Instant: the app calls Zapier the moment the event happens.
Filter
A step that lets the Zap go on only when what arrived meets the condition you set, and stops it otherwise.
Search step
A step that looks up something already in Oktopost, a lead or a campaign, so the steps after it can use what it found.
Connection
Your Oktopost account linked to Zapier once, then reused by every step of every Zap that touches Oktopost.
Cost

What an Oktopost Zap really costs

The trigger never costs a task, and checking for new data is free however often Zapier looks. You only pay for actions that go through.

  • Trigger0 tasks
  • Each successful action1 task
  • Free plan100 tasks a month, two-step Zaps
  • Premium appNo, works on the free plan

Every action that works counts once, so a Zap running Create Message then Create Post burns two tasks per campaign. An action that fails is not counted. The free plan gives 100 tasks a month but only builds two-step Zaps: one trigger, one action. Add a second action, a filter or a search and you have a multi-step Zap, which needs a paid plan. Oktopost is not a premium app, so it runs on the free plan. The interval grid below only touches List Workflows: the nine other triggers are instant.

Connect

Connect Oktopost to Zapier in three steps

  1. 01

    Open Apps and start a connection

    In your Zapier account, open the Apps page and click + Add connection. Before that, make sure you have an Oktopost account, plus access to anything you do not own yourself and want the Zap to touch.

  2. 02

    Pick Oktopost in the dialog

    Type Oktopost in the search box of the dialog, select it, then click Add connection. Zapier then opens a new tab, where Oktopost asks you to sign in.

  3. 03

    Sign in and grant access

    Log in to Oktopost in that tab and allow Zapier to reach the account. The connection is saved, and every Oktopost step you add later reuses it without asking again.

First Zap

Build your first Oktopost Zap

GoalEvery new Oktopost campaign gets a first message, already scheduled on the calendar.

  1. 01

    Pick the trigger

    Start a new Zap, choose Oktopost as the app that starts it and New Campaign as the event, then select the Oktopost connection you just made.

  2. 02

    Test on a real campaign

    Run the trigger test. Zapier brings back the three most recent campaigns of the account, so you map the next steps on a real one instead of guessing.

  3. 03

    Add Create Message

    Add an Oktopost action, choose Create Message, set the Network and map the Campaign from the trigger. Test the step once and read what Oktopost returns.

  4. 04

    Add Create Post

    Add a second action, Create Post. Map Message Id from the step above, choose the Social Profiles, and set Publish In, counted in seconds (300 if you leave it).

  5. 05

    Publish

    Two actions make this a multi-step Zap, so a paid plan is required, and each campaign costs two tasks. Publish to switch it on: campaigns created from then on run through it.

Triggers

Oktopost triggers: what can start a Zap

10 events start a Zap when something happens in Oktopost, and 9 of them are instant: the app calls Zapier straight away, whatever your plan.

1

List Workflows

Polling trigger

In Zapier“Triggers when the user searches for workflows”

This one is the odd trigger of the set. Zapier's own description only says it fires when the user searches for workflows, with nothing about what comes back. It is also the single Oktopost trigger Zapier has to go and check instead of being told.

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 when a workflow lookup in Oktopost really is the event you care about; for campaigns, posts or conversations, the instant triggers below start faster.
Watch out
with such a thin description, test it and read the three items it brings back before building anything on top.
2

Native Post Sent

Instant trigger

In Zapier“Triggers when a native post is added from social media”

This one starts the Zap when Oktopost reports a native post added from social media. Zapier says no more than that, so the test run is where you learn which posts it really covers.

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 you want those native posts logged in one shared place, next to what Post Sent already catches.
Watch out
the label says Sent while Zapier describes a post being added; test it once to see which posts your account actually reports.
3

New Advocacy Story

Instant trigger

In Zapier“Triggers when a new story is created on the advocacy board.”

Each time a story appears on the advocacy board, this trigger starts the Zap. A story is the piece of content your employees are invited to share, so it is the natural moment to tell them.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
to ping your advocates in the chat tool they actually read when fresh content lands on the board.
Watch out
if the same Zap also runs Create Advocacy Story, every story it creates fires the trigger again, and the loop eats your tasks.
4

New Assignment

Instant trigger

In Zapier“Triggers when a conversation is assigned to a new user.”

When a conversation in the Oktopost inbox gets handed to a new user, the Zap starts. That handoff is often the point where a reply risks slipping, because the new owner has not seen it yet.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
to warn the person who just inherited a conversation, outside Oktopost, that someone is waiting for an answer.
Watch out
conversations assigned before the Zap was published are never replayed; only handoffs from then on count.
5

New Note on Conversation

Instant trigger

In Zapier“Triggers when a new note is added to a conversation.”

Internal notes added to a conversation are what this trigger listens for. Notes are where your team writes context about a customer, so they are worth copying somewhere the rest of the company can see.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
to keep a customer timeline in another tool in step with what the social team writes in Oktopost.
Watch out
a busy inbox means many notes, and each action the Zap runs per note counts as a task, so add a filter when only some notes matter.
6

New Advocacy Message

Instant trigger

In Zapier“Triggers when a new message is added to the social advocacy board.”

A message added to the social advocacy board starts the Zap. It sits next to stories as the other kind of content your advocates find on the board.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
to keep a running list of everything pushed to advocates, for example in a shared spreadsheet the marketing lead reviews.
Watch out
pairing it with Add to Board on the same board makes the Zap feed itself, so point the action at a different board or drop it.
7

New Campaign

Instant trigger

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

Opening a campaign in Oktopost starts this Zap. Because campaigns are the container for messages and posts, this trigger is the cleanest starting point for any set-up chain.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
to give each new campaign its first message, or to announce the launch to the team in another app.
Watch out
never let this Zap end with Create Campaign or the find-or-create version of Find Campaign: each new campaign would start the Zap again.
8

New Social Conversion

Instant trigger

In Zapier“Triggers when a social conversion is captured.”

Each time Oktopost captures a social conversion, this trigger fires. It is the bridge between what happens on your social posts and your sales pipeline.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
to push a fresh social conversion to sales without waiting for a manual export.
Watch out
getting the full lead record means adding Find Lead or Get Lead after the trigger, which turns the Zap into a multi-step one on a paid plan.
9

New Conversation

Instant trigger

In Zapier“Triggers when a new conversation is available in your inbox.”

Whenever a new conversation becomes available in your Oktopost inbox, the Zap starts. For a team that answers customers on social, it is the trigger that matters most.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
to alert the support rota in its usual channel instead of relying on someone keeping the inbox open.
Watch out
on a busy account every conversation means one run, and each action of that run is a task, so keep an eye on the monthly count.
10

Post Sent

Instant trigger

In Zapier“Triggers when a post is sent to social media.”

Post Sent fires once a post has actually gone out to social media, not when it is scheduled. That makes it the reliable signal that something is live and can be shared further.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
to keep a publishing log for reporting, or to tell sales that the post they asked for is now visible.
Watch out
posts sent before the Zap was published are not picked up, so start the log on the day you switch it on.
Actions

Oktopost actions: what the Zap can do

Oktopost gives you 6 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Add to Board

Action

In Zapier“Adds a message to the board”

Places an existing message on an advocacy board. It wants two IDs, the Board Id and the Message Id, so it usually follows a step that produced the message.

When to use it
to push a message straight to your advocates once marketing has written it.
Watch out
it adds a message that already exists; it does not write one, so pair it with Create Message or Get Message.
2

Add Media

Action

In Zapier“Adds a new image to the media library.”

Drops an image into the Oktopost media library from a Resource URL, so designers do not have to upload it by hand.

When to use it
when approved visuals already live in a storage tool and the social team keeps asking where to find them.
Watch out
the link has to be publicly reachable; a private file link gives Oktopost nothing to fetch.
3

Create Campaign

Action

In Zapier“Creates a new Oktopost campaign.”

Opens a brand new campaign in Oktopost. The one field it insists on is the Campaign Name, which you can type or map from the trigger.

When to use it
when a launch planned in your project tool should get its campaign shell in Oktopost without anyone retyping the name.
Watch out
when the campaign may already exist, Find Campaign with its find-or-create box is the safer route.
4

Create Message

Action

In Zapier“Creates a new message asset in a campaign.”

Writes a message asset inside a campaign, ready to be scheduled later. Two fields are required: the Network the message is meant for, and the Campaign it belongs to.

When to use it
right after New Campaign or Find Campaign, so the message lands in the right container.
Watch out
each extra Create Message step you add for another network is one more task per run.
5

Create Post

Action

In Zapier“Creates a post in the calendar.”

Puts a message on the Oktopost calendar for the Social Profiles you choose. It needs the Message Id, usually mapped from the step before, and Publish In, a delay counted in seconds.

When to use it
as the last step of a chain that created the message just above it.
Watch out
Publish In defaults to 300 seconds, so the post goes out five minutes after the step unless you change it.
6

Create Advocacy Story

Action

In Zapier“Creates a new story on the advocacy board.”

Opens a new story on the advocacy board. You can mark it as Featured, and switch on Generate messages so Oktopost drafts the shareable messages itself.

When to use it
when a blog post or announcement published elsewhere should become something employees can share.
Watch out
generated messages appear within a few minutes of the story, so check the board a little later rather than right after the run.
Searches

Oktopost searches: finding what already exists

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

Searches sit at the bottom of the Action event list, under the SEARCH heading. They hand what they find to the next steps, and any search makes the Zap a multi-step one. Three settings decide what happens when the result is not the expected single item.

1

Find Campaign

SearchFind or create

In Zapier“Finds an existing campaign by name.”

Looks up an existing campaign by its Campaign Name. The editor also lists Find or Create Campaign: it is this same search with the create box ticked, not a separate step.

When to use it
before Create Message, when the campaign may or may not exist yet.
Watch out
Oktopost decides how strict the name match is, so test with the exact spelling your team uses.
2

Find Lead

Search

In Zapier“Find a lead record by email.”

Fetches a lead record from its email address, so a later step gets the details Oktopost holds about that person.

When to use it
when a form or CRM step has the email and you want the Oktopost side of the story.
Watch out
no email in the earlier steps means nothing to search with; map the field before you test.
3

Find User

Search

In Zapier“Find an account user by name.”

Finds a user of your Oktopost account from a Name. Handy when an earlier app gives you a person but not their Oktopost record.

When to use it
to turn a teammate's name from your HR or project tool into the Oktopost user you need further down.
Watch out
two colleagues sharing a name trigger the multiple-results setting, so pick that option on purpose.
4

Get Lead

Search

In Zapier“Get lead data by Id.”

Pulls a lead by its Oktopost ID instead of its email. The ID is 15 characters long and starts with 00D.

When to use it
when an earlier step already carries the Oktopost lead ID, rather than an email.
Watch out
an email or a CRM ID in that box finds nothing, because only the Oktopost format works here.
5

Get Message

Search

In Zapier“Get message data by Id.”

Retrieves one message from its Message Id, a 15-character identifier that begins with 005.

When to use it
before Add to Board, when the message exists and you only hold its ID.
Watch out
mapping a campaign or post ID by mistake returns nothing; check the prefix in the test data.
6

Get User

Search

In Zapier“Get user data by Id.”

Reads a user's data from their Oktopost ID, again 15 characters long, this time starting with 00A.

When to use it
after New Assignment, to get more on the teammate who just received the conversation.
Watch out
Find User is the one to use when all you have is a name.

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. Switched on, the Zap carries on without the result.
  2. Create X if it doesn't exist yet?
    Only Find Campaign offers it here. Ticked, the search becomes a find-or-create and asks for the fields needed to create the missing campaign.
  3. If multiple search results are found?
    Three ways out: keep the first match, which is the default, stop the Zap, or pass every match on at once.
When it breaks

When an Oktopost Zap breaks

Zapier attaches no help article to Oktopost, and the source lists no rate limit of its own. What breaks is the same as on any app, and these four cases cover it.

Most surprises come from what a Zap does not see, or sees too often. If a run looks wrong, the Zapier troubleshooting page is a good next stop.

  • The past is not replayed

    A Zap only reacts to what happens after you switch it on. Campaigns, posts and conversations that already existed stay untouched; moving that backlog is a separate job.

  • A Zap that triggers itself

    New Campaign plus Create Campaign, or New Advocacy Message plus Add to Board: when the Zap writes where its trigger watches, it fires again and again and burns tasks fast.

  • Bulk imports held back

    When a trigger suddenly returns a huge batch, after an import or a migration, Zapier's flood protection can hold the runs back instead of firing them all.

  • Duplicates on List Workflows

    Zapier remembers what List Workflows already returned, so the same item does not start the Zap twice. If something looks doubled, check whether it really is the same item.
Need help

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FAQ

Oktopost Zapier integration: frequently asked questions

01Is the Oktopost Zapier integration free?
Yes, as long as the Zap stays small. Oktopost is not a premium app, so it works on the free Zapier plan. That plan gives you 100 tasks a month and builds two-step Zaps only: one trigger and one action. The moment you add a second action, a filter or a search step, the Zap becomes multi-step and needs a paid plan. A Zap that creates a message and then schedules it as a post is already in that case, so plan for it before you build.
02How many tasks does an Oktopost Zap use?
One task per action that succeeds, and nothing else. The trigger is free, and so is every check Zapier makes for new data. A Zap with one action costs one task per run; a Zap that runs Create Message and Create Post costs two per campaign. An action that fails is not counted against your plan. On a busy inbox with New Conversation as the trigger, each conversation is one run, which is why the free 100 tasks can go faster than expected.
03Is the Oktopost Zapier integration real time?
For nine triggers out of ten, yes. New Campaign, Post Sent, New Conversation and the six others are instant: Oktopost tells Zapier when the event happens, and the plan you are on changes nothing. The exception is List Workflows, which works by polling. On that one, Zapier checks every 15 minutes on the Free plan, every 2 minutes on Professional, and every minute on Team and Enterprise. A Zap built on an instant trigger shows a lightning bolt in the editor.
04What does it take to connect Oktopost to Zapier?
An Oktopost account, and access to whatever the Zap will read or write that you do not own yourself. In Zapier, open the Apps page, click + Add connection, search for Oktopost and click Add connection again. A tab opens: sign in to Oktopost there and grant Zapier access to the account. That connection is then reused by every Oktopost step. If Create Post or Create Message has nothing to offer, first check that this account can see the social profiles and campaigns involved.
05Why does an Oktopost Zap keep running on its own?
Because it is probably writing where its own trigger is watching. A Zap that starts on New Campaign and ends with Create Campaign, or the find-or-create version of Find Campaign, creates a campaign that fires the trigger again. The same happens with New Advocacy Message and Add to Board on the same board, or New Advocacy Story and Create Advocacy Story. Each loop turn costs tasks. Switch the Zap off, then break the loop with a filter or a different target.
06What if the Oktopost operation you need is not in Zapier?
Start by checking the full list: Zapier shows 22 Oktopost operations, split into 10 triggers, 6 actions and 6 searches. Nothing edits or deletes a campaign, a post or a message, so those changes stay manual in Oktopost. Sometimes a search fills the gap: Get Message plus Add to Board covers a message you did not create in the Zap. If nothing in the list matches, that step stays a job for someone inside Oktopost, and the Zap can at least warn them.
07Zapier, Make or n8n for Oktopost?
Decide on criteria rather than reputation. This page only documents the Zapier side: 22 operations, nine instant triggers, and a free plan that covers two-step Zaps. If your scenario fits one trigger and one action from those lists, Zapier does it without a paid plan. If it needs several actions, a filter or a search, count the tasks per run and the paid plan it implies. Then check whether the other tool exposes the exact Oktopost operations your scenario depends on.
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