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OnePlan Zapier integrationAutomate OnePlan with Zapier.

OnePlan Zapier integration: 2 triggers, 4 actions and 3 searches. Enough to react when a plan or one of its steps changes, then create plans, update them, move them to another step and set approval states without opening OnePlan.

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Overview

What the OnePlan Zapier integration does for a project office

The OnePlan Zapier integration lets your plans in OnePlan talk to the rest of your tools, with Zapier doing the legwork in between. Zapier runs small automations called Zaps. OnePlan can start one when a plan or a step changes, and it can be the place where a Zap creates or edits a plan.

A plan that follows its own steps. When a step changes on a plan, Step Changed starts the Zap and Update Plan writes the consequence into that plan, so nobody has to remember to do it.

Plans born in another tool. A deal marked as won in your CRM, or a request approved in a form, becomes a new plan through Create Plan. The project shows up in the portfolio the day it is decided.

Approvals recorded where they belong. A sign-off collected elsewhere lands on the right step through Step Approve, and Step Update moves the plan to the step you name.

What Zapier does not do here matters just as much. Neither OnePlan trigger is instant: Zapier checks OnePlan on a timer, so a change waits for the next check. No action deletes a plan or a step, and no search creates the plan it fails to find. A Zap also ignores everything that happened in OnePlan before you switched it on.

Weighing other tools for the same job? See Make vs Zapier and n8n vs Zapier.

Vocabulary

Zapier vocabulary in one minute

Eight words come back on every line of this page. Here they are in plain English, once, before the details.

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. Once the Zap is on, Zapier waits for that event, here a change on a OnePlan plan or step.
Action
What the Zap does once started: the step that writes, sends or moves something for you, such as creating a plan in OnePlan.
Task
The unit Zapier bills. One task is one action your Zap completes successfully, and your plan gives you a number of them.
Polling trigger
A trigger Zapier checks on a timer: it asks the app for new items at a fixed interval and keeps only what it has not seen yet.
Instant trigger
A trigger the app reports itself, the moment the event happens, so nothing waits for the next check. OnePlan has none.
Filter
A step that lets the Zap go on only when what arrived meets the condition you set, and stops it there otherwise.
Search step
A step that looks up something already in an app, such as a plan or a resource id, so the next steps can use what it found.
Cost

What a OnePlan Zap really costs

OnePlan is not reserved for paid plans: it works on Zapier's free plan. What you spend is tasks, and nothing else is billed.

  • Trigger checkNo task
  • Successful action1 task each
  • Failed actionNot counted
  • Free plan100 tasks a month, two-step Zaps
  • OnePlan on the free planAvailable

The trigger costs nothing, however often Zapier checks OnePlan. Each action that goes through counts once; one that fails is not counted. In a Zap with three actions, every success counts on its own, so it eats three times what a one-action Zap does. The free plan gives 100 tasks a month and stops at two steps, one trigger and one action. Add a filter, a search step or a second action and the Zap becomes multi-step, which needs a paid plan.

Connect

Connect OnePlan to Zapier in 3 steps

  1. 01

    Open the Apps page

    In your Zapier account, open Apps and click + Add connection. A connection is your OnePlan account linked to Zapier once, then reused by every step that touches OnePlan.

  2. 02

    Pick OnePlan in the dialog

    Type OnePlan in the search box of the dialog, select it from the results, then click Add connection. A new tab opens on the OnePlan side for the sign-in.

  3. 03

    Sign in and grant access

    Sign in to OnePlan in that tab and grant Zapier access to the account. If your Zaps will read or change plans you do not own, your account needs read or write access on them first.

First Zap

Build your first OnePlan Zap

GoalWhen a step changes on a OnePlan plan, update that plan, but only for the changes that pass a filter.

  1. 01

    Pick the trigger

    Start a new Zap, choose OnePlan as the app that starts it and Step Changed as the event, then select the OnePlan connection you made earlier.

  2. 02

    Test it on real data

    Run the trigger test. Zapier brings back the three most recent items of your connected account, so the rest of the Zap is set up on a real step change.

  3. 03

    Add the filter

    Add a Filter step from the plus icon and fill its three boxes: the field to look at, the rule, the value to compare with. A text rule only works on text.

  4. 04

    Add Update Plan

    Add OnePlan again, this time with Update Plan as the action. Fill the required Plan Id so Zapier knows which plan to change, then map what should be written.

  5. 05

    Test, then publish

    Test the action and read what came back before going further. When the result looks right, click Publish to switch the Zap on. With its filter, this Zap needs a paid plan.

Triggers

OnePlan triggers on Zapier

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

1

Plan Updated

Polling trigger

In Zapier“Triggers when a plan has been updated.”

This trigger starts your Zap when a plan in OnePlan has been updated, and hands that plan to the following steps so they work from its latest version rather than an old copy.

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 portfolio manager wants a shared status sheet or a team channel to hear about plan changes without anyone opening OnePlan to check.
Watch out
if a later step of the same Zap writes into that plan, through Update Plan for example, the Zap can wake itself up again and burn through tasks.
2

Step Changed

Polling trigger

In Zapier“Triggers when a step has been changed in a Plan.”

Step Changed watches the steps inside your OnePlan plans and starts the Zap when one of them has been changed. Pick it when the stage a plan has reached matters more than its other details.

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 PMO lead wants finance told when a plan moves into its review step, so the review is not left waiting on someone's inbox.
Watch out
a Zap that runs Step Update or Step Approve on the plan it watches changes a step again, which can set this trigger off in a loop.
Actions

OnePlan actions on Zapier

OnePlan gives you 4 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Plan

Action

In Zapier“Creates a new plan in OnePlan.”

Create Plan opens a brand-new plan in OnePlan from what an earlier step brings in, so a project enters the portfolio without anyone typing it twice.

When to use it
a deal marked as won in your CRM should become a plan the delivery team can pick up the same day.
Watch out
each plan created is one task, so a busy source feeding this action eats into the 100 free tasks a month.
2

Step Approve

Action

In Zapier“Select the approval state of a step on a plan.”

This action sets the approval state of a step on a plan. You give it the Plan Id and choose the State the step should move to, and both fields are required.

When to use it
a sign-off collected through an e-signature tool should be recorded on the matching OnePlan step.
Watch out
run on a plan that Step Changed watches in the same Zap, it changes a step and can start that Zap again.
3

Step Update

Action

In Zapier“Updates the current step on a Plan.”

Step Update moves a plan to another step. You give it the Plan Id and the Step Name you want to update to, and OnePlan changes the current step of that plan.

When to use it
a kickoff marked as done in your meeting tool should push the plan forward to its next stage.
Watch out
both fields are required, so a Zap that cannot fill the Plan Id stops at this step instead of guessing.
4

Update Plan

Action

In Zapier“Update an existing plan in OnePlan.”

Update Plan edits a plan that already exists in OnePlan. The only required field is the Plan Id, which tells Zapier which plan to change before it writes anything.

When to use it
a budget approved in your finance tool should show up on the plan it belongs to, not in a separate spreadsheet.
Watch out
a Zap started by Plan Updated that runs this action on the same plan can loop on itself.
Searches

OnePlan searches on Zapier

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

A search step finds something that already exists in OnePlan and hands it to the steps below. In the editor, the three OnePlan searches sit at the bottom of the Action event list, under SEARCH. OnePlan offers no find-or-create variant: when a search comes back empty, nothing gets created for you.

1

Get Plan

Search

In Zapier“Looks for an existing plan in OnePlan.”

Get Plan looks for an existing plan from its Plan Id, which is required, and passes the plan it finds to the steps that come after it.

When to use it
a Zap started in another app carries a Plan Id and needs the plan itself before writing a message or a row about it.
Watch out
it searches by Id, not by name, so that Id has to reach the Zap from an earlier step.
2

Get Plan Type Guid by Name

Search

In Zapier“Retrieve an id for a plan type given the plan type name.”

This search turns a plan type name into the id OnePlan uses for that type. You type the Plan Type Name, which is required, and the id comes back for later steps.

When to use it
another tool only knows your plan types by name, while a later OnePlan step works with the id.
Watch out
whether the name must be exact or can be close is up to OnePlan, so read the test result before trusting it.
3

Get Resource Id

Search

In Zapier“Retrieves an Id for a resource by a given name or email.”

Get Resource Id finds the id of a OnePlan resource from a name or an email address, so a person known in another tool can be matched to OnePlan.

When to use it
a request arrives with the requester's email and the following steps need that person as a OnePlan resource.
Watch out
if two resources match, the default keeps the first one; change that setting when such a guess would be risky.

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 relied on it. Switched on, the Zap carries on empty-handed.
  2. Create X if it doesn't exist yet?
    Ticking it turns a search into a find-or-create. OnePlan exposes no such variant, so its searches never create the plan or resource they miss.
  3. If multiple search results are found?
    Three ways out when several items 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 OnePlan Zap breaks

Zapier attaches no help article to OnePlan and lists no limit of its own for it. What breaks is what breaks on any Zap, and two of these cases bite harder here, because both triggers watch plans that the actions can change.

Read the four cases below before you switch the Zap on. If one catches you anyway, there is the Zapier troubleshooting page.

  • Nothing from before the Zap

    A Zap only reacts to what happens after you switch it on. Plans and steps changed in OnePlan before that are never picked up, and moving that backlog is a separate job.

  • A Zap that sets itself off

    Plan Updated with Update Plan, or Step Changed with Step Update or Step Approve, on the same plan: the Zap writes where it watches, starts again and burns tasks.

  • A sudden flood of changes

    After a bulk import or a migration in OnePlan, a trigger that suddenly returns a huge batch can be held back by Zapier's flood protection.

  • Why a change does not run twice

    On a polling trigger Zapier keeps track of what it has already seen, so a plan or step it has handled does not start the Zap a second time.
Need help

Need help automating OnePlan with Zapier?

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FAQ

OnePlan and Zapier: common questions

01Is the OnePlan Zapier integration free?
Yes, as long as the Zap stays at two steps. OnePlan is not reserved for paid plans, so it runs on Zapier's free plan, which gives 100 tasks a month and an unlimited number of Zaps. The catch is the shape of the Zap: the free plan allows one trigger and one action, nothing more. Add a filter, a search such as Get Plan, or a second action, and the Zap becomes multi-step, which needs a paid plan. The free plan also checks OnePlan every 15 minutes, slower than the paid ones.
02How many tasks does a OnePlan Zap use?
One per action that succeeds. The trigger costs nothing, and neither does Zapier checking OnePlan for changes, however often it looks. Each OnePlan action that goes through, whether Create Plan, Update Plan, Step Update or Step Approve, counts as one task, and an action that fails is not counted. In a Zap with three actions, each success counts on its own, so it uses three times what a one-action Zap does. A few apps and actions take more than one task, so read your task count after the first runs.
03Does OnePlan work in real time with Zapier?
No. Both OnePlan triggers, Plan Updated and Step Changed, are polling triggers: Zapier asks OnePlan for new changes at a fixed interval. That interval is 15 minutes on the free plan, 2 minutes on Professional, and 1 minute on Team and Enterprise. The type is set on the OnePlan side and cannot be changed from the editor. On a paid plan you can change how often the check runs, and you can also run a check by hand from the editor when a change cannot wait.
04What does connecting OnePlan to Zapier require?
A OnePlan account you can sign in with, and a Zapier account. You add the connection from the Apps page with + Add connection, pick OnePlan, sign in to it in the tab that opens and grant Zapier access. If your Zaps will read or change plans you do not own yourself, your account needs read or write access on them. The connection is then reused by every step that touches OnePlan, so it is done once, not once per Zap.
05Why does a OnePlan Zap keep running on its own?
Because it writes into the place its own trigger watches. A Zap started by Plan Updated that runs Update Plan on the same plan updates it again, and Zapier sees a new change at the next check. The same goes for Step Changed paired with Step Update or Step Approve. Each round is a successful action, so each one costs a task, and the 100 free tasks go quickly. Add a filter that stops the Zap on changes it made itself, or point the action at a different plan.
06What if the OnePlan action you need is not on Zapier?
Then this integration cannot do it, and no setting will add it. OnePlan on Zapier offers 2 triggers, 4 actions and 3 searches. No action deletes a plan or a step, and no search creates what it fails to find. Sometimes a combination covers the gap: Get Plan Type Guid by Name or Get Resource Id can look up an id that a later step needs, and Update Plan can change a plan that already exists. Past that, the work stays manual in OnePlan.
07Zapier, Make or n8n for OnePlan?
It depends on criteria, not on a ranking. First, the shape of your automations: if one trigger and one action cover the need, the Zapier free plan handles OnePlan with 100 tasks a month. Second, volume: every successful action is a task, so a busy portfolio adds up. Third, timing: both OnePlan triggers poll, every 15 minutes on the free plan and every minute on Team. Check that the operations you need are among the 9 listed on this page, then hold the other tools to the same three criteria.
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