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PepaDocs Zapier integrationAutomate PepaDocs with Zapier.

The PepaDocs Zapier integration gives you 6 triggers, 5 actions and 0 searches. Every trigger is instant: a new report, a changed database line or a newsletter sign-up starts your Zap at once, and five actions create, edit, sort, share or delete reports.

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Overview

What the PepaDocs Zapier integration does

It links your PepaDocs account to Zapier, so the reports your technicians fill in on site, the lines of your PepaDocs databases and your newsletter sign-ups can start automations, and so other tools can create, edit, sort, share or delete reports in PepaDocs.

Three results teams build with it. A report sent to the client the moment it exists: Document: New Report starts the Zap, Create Report PDF Link makes a link, and your email tool sends it. Reports opened from the job list: a ticket in your helpdesk runs Create a Report, so the technician finds a blank report on the right model. A database kept in sync: the three DataBase triggers copy each new, edited or deleted line to a spreadsheet the office reads.

What Zapier does not do here matters too. There is no search step, so a Zap cannot look up a report by client or date: Edit a Report, Delete a Report and Create Report PDF Link all need the report's ID handed over by an earlier step. Categorize a Report only accepts a category that already exists in your model; it will not create one. And the newsletter triggers only listen: no action adds or removes a subscriber.

If you are comparing tools before you build, see n8n vs Zapier. For a guided start on the editor, there is the Zapier training.

Vocabulary

Zapier words in plain English

Seven terms, one line each. You will see them on every screen of the editor.

Zap
The automation you build: one trigger, then one or more actions that run every time the trigger event happens.
Trigger
The event in PepaDocs that starts the Zap, such as a new report. Once the Zap is on, Zapier waits for it.
Action
What the Zap does after it starts: the step that writes, sends or moves something for you, like making a PDF link.
Task
The unit Zapier bills: one action that completes successfully. Your plan's allowance is a count of those.
Instant trigger
A trigger the app reports itself, the moment the event happens, so nothing waits for a timed check by Zapier.
Filter
A step that lets the Zap continue only when what arrived meets the condition you set, and stops it otherwise.
Connection
Your PepaDocs account linked to Zapier once, then reused by every PepaDocs step of every Zap.
Cost

What a PepaDocs Zap really costs

The trigger never costs a task. Each action that succeeds costs one, and an action that fails is not counted against your plan.

  • Trigger fires0 tasks
  • Each successful action1 task
  • Free plan100 tasks a month, two-step Zaps
  • Premium appNo, works on Free

PepaDocs is not a premium app, so it runs on the free plan: 100 tasks a month, unlimited Zaps, two steps per Zap. Document: New Report plus Create Report PDF Link fits. Sending that link by email is a second action, so the Zap turns multi-step and needs a paid plan, as does any filter. Each action counts on its own: three actions, three tasks per report. The polling grid does not apply, all 6 triggers being instant.

Connect

Connect PepaDocs to Zapier in three steps

  1. 01

    Open the Apps page

    In your Zapier account, go to Apps and click + Add connection. You need a PepaDocs account, with access to the report models, tables and newsletters the Zap will use.

  2. 02

    Pick PepaDocs

    Type PepaDocs in the search box of the dialog, select it, then click Add connection. A new tab opens on the PepaDocs side to finish linking the accounts.

  3. 03

    Sign in and allow access

    Log in to PepaDocs in that tab and grant Zapier access to the account. The connection is saved once, and every PepaDocs step of every Zap you build reuses it.

First Zap

Your first Zap: email each new report as a PDF link

GoalWhen a technician creates a report in PepaDocs, make a PDF link for it and send that link to the client by email.

  1. 01

    Pick the trigger

    Build: choose PepaDocs and Document: New Report, select your connection, then pick the report model to watch. That choice is required.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent reports of that model, so you map the next steps on a real report, not a blank.

  3. 03

    Add Create Report PDF Link

    Add PepaDocs again with Create Report PDF Link and map the Report Id from the trigger. The step returns a unique link with its own access code.

  4. 04

    Add the email step

    Pick your email tool and its send action, then place the PDF link from the previous step in the message meant for the client.

  5. 05

    Test and publish

    Test each step and read what came back, then click Publish. With two actions this is a multi-step Zap, so it runs on a paid plan.

Triggers

PepaDocs triggers: 6 instant events

6 events start a Zap when something happens in PepaDocs, and 6 of them are instant: the app calls Zapier straight away, whatever your plan.

1

Document: New Report

Instant trigger

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

A report created in PepaDocs on the model you chose starts the Zap, with that report ready for the next step.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a maintenance firm wants each finished site report turned into a link and sent to the customer.
Watch out
the model is a required choice, so one Zap watches one model; reports on other models pass it by.
2

DataBase: When a Line Is Deleted

Instant trigger

In Zapier“Triggers when a line of data is deleted in a choosed FlexData of your entity.”

Removing a line from one of your PepaDocs databases (FlexData tables) sets this Zap off, so a deletion never goes unseen elsewhere.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
strike a decommissioned machine off the equipment sheet the office keeps.
Watch out
you must pick the table, and each table needs its own Zap.
3

DataBase: When a Line Is Edited

Instant trigger

In Zapier“Triggers when a line of data is edited in a choosed FlexData of your entity.”

This one waits for changes to a line that already exists in the table you pick, rather than new lines.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a site address gets corrected in PepaDocs and the dispatcher's sheet should follow.
Watch out
only edits made after the Zap is published come through; earlier corrections stay in PepaDocs.
4

DataBase: When a New Line Is Created

Instant trigger

In Zapier“Triggers when a new line of data is created in a choosed FlexData of your entity.”

A fresh line added to a chosen PepaDocs table starts the Zap, the natural way to spread new reference data.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
each new client site added in PepaDocs gets a row in the planning spreadsheet.
Watch out
importing a whole list of lines at once sends a huge batch, which Zapier's flood protection can hold back.
5

Newsletter: When Someone Delete a Registration

Instant trigger

In Zapier“Triggers when someone remove himself from the registration.”

Someone taking themselves off a PepaDocs newsletter is the signal here; the Zap gets that unsubscribe.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
mirror the opt-out in your CRM so sales stop writing to that person.
Watch out
the newsletter system is a required choice; with several systems, each one needs its own Zap.
6

Newsletter: New Registration Confirmed From Someone

Instant trigger

In Zapier“Triggers when someone validate and confirm a new registration of his/her email into the system.”

Only confirmed sign-ups count: the Zap starts once the person has validated their registration, not at the first form entry.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
add each confirmed subscriber to the contact list your marketing tool sends from.
Watch out
sign-ups confirmed before the Zap is published are never picked up.
Actions

PepaDocs actions: create, edit, sort, share, delete

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

1

Categorize a Report

Action

In Zapier“Categorize a given report according to one of the categories you have”

Files a report under one of your categories, so the team finds it where it should be.

When to use it
sort reports by contract type once the office confirms which contract applies.
Watch out
the category you type must already exist in your PepaDocs model; a new name is not created on the fly.
2

Create a Report

Action

In Zapier“Creates a report based on one of your pepadocs models.”

Opens a new report in PepaDocs on the model you select, ready for a technician to complete.

When to use it
a new job in your helpdesk should come with its intervention report already waiting.
Watch out
a Zap that starts on Document: New Report and runs this action loops on itself.
4

Delete a Report

Action

In Zapier“Delete the selected report”

Removes the selected report from PepaDocs, using the report ID handed over by an earlier step.

When to use it
clean out the draft report when a job is cancelled in your planning tool.
Watch out
test it on a throwaway report first, since the step really deletes what it is given.
5

Edit a Report

Action

In Zapier“Edit some fields of a report”

Changes some fields of a report that already exists, picked by its model and its ID.

When to use it
the customer's purchase order number arrives later and belongs on the report.
Watch out
both the Report Model and the Report Id are required, and no search can find that ID for you.
When it breaks

When a PepaDocs Zap breaks

Zapier attaches no help article to PepaDocs, and no rate limit of its own is documented. What breaks is what breaks on any Zap, plus a few traps that come from the operations themselves.

  • The report Zap that loops

    Document: New Report followed by Create a Report on the same model is a loop: each new report starts the Zap again and the task count drains fast.

  • Old reports are not replayed

    A Zap reacts only to what happens after it is published. Reports written last week stay where they are; moving that backlog is a separate job.

  • A table import gets held back

    Loading many lines into a FlexData table at once sends a huge batch to the trigger, and Zapier's flood protection can hold it back.

  • The category does not exist

    Categorize a Report only accepts a category already defined in your PepaDocs model. A misspelt or new name will not do: add the category to the model first.
Need help

Need help automating PepaDocs with Zapier?

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FAQ

PepaDocs and Zapier: common questions

01Is the PepaDocs Zapier integration free?
Yes, on Zapier's side. PepaDocs is not a premium app, so it works on the free plan, which gives 100 tasks a month and unlimited Zaps. The catch is the shape of the Zap: the free plan builds two-step Zaps only, one trigger and one action. Document: New Report followed by Create Report PDF Link fits. Add a step to email that link, or a filter, and the Zap becomes multi-step, which needs a paid plan. Your PepaDocs subscription is a separate matter.
02How many tasks does a PepaDocs Zap use?
One task for each action that succeeds, and none for the trigger. A Zap that makes a PDF link for each new report uses one task per report. If it also emails the link, that is two tasks per report. An action that fails is not counted against your plan. With six triggers and five actions on PepaDocs, the number of reports and database lines you expect each month is the figure to watch.
03Is PepaDocs on Zapier real time?
Yes, for all 6 triggers. Each one is instant: PepaDocs reports the event to Zapier itself, so the Zap starts right away whatever your plan. The polling intervals of the plans, 15 minutes on Free down to 1 minute on Team and Enterprise, only concern polling triggers, and PepaDocs has none. In the editor, a Zap built on an instant trigger shows a lightning bolt. That speed covers the start of the Zap; each following step still has to succeed.
04What do you need to connect PepaDocs to Zapier?
A PepaDocs account, and read or write access on any reports, tables or newsletters you do not own but want the Zap to touch. The connection takes three moves: open the Apps page of your Zapier account and click + Add connection, search for PepaDocs and click Add connection, then sign in to PepaDocs in the tab that opens and grant Zapier access. Set up your report models, tables and categories in PepaDocs first, since many steps ask you to pick one.
05Is a PepaDocs PDF link safe to share?
Only with the people who should read the report. Create Report PDF Link makes a unique address with an access code inside it, and anyone who holds that address can open the report, no PepaDocs account needed. That is what makes it handy for customers. It is also why the link should go to one recipient by email, not into a shared channel or a public page. Treat it like the report itself.
06What if the PepaDocs operation you need isn't there?
Then Zapier cannot do it for PepaDocs today. The list covers reports, database lines and newsletter sign-ups: six triggers and five actions on reports, with no search step. A Zap cannot look up a report by customer, add a subscriber, or write a database line. Check the operation list on Zapier's app page before you plan around a missing step, and keep that part of the job manual in PepaDocs while the Zap handles the rest.
07Zapier, Make or n8n for PepaDocs?
Decide by criteria, not by name. On Zapier, PepaDocs gives you 6 instant triggers, 5 report actions and no search, and it runs on the free plan, which stops at two-step Zaps. Ask each tool the same three questions: does it offer the PepaDocs events you rely on, can it do the report actions you need, and what does a workflow with two actions or a filter cost there. The answer depends on your process, not on a ranking.
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