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Planisware Orchestra Zapier integrationAutomate Planisware Orchestra with Zapier.

The Planisware Orchestra Zapier integration gives you 3 triggers and 4 actions to react to new projects, tasks and work items, and to create, close or publish them from your other tools. All three triggers are instant, and the app works on the free plan.

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Overview

What the Planisware Orchestra Zapier integration does

The Planisware Orchestra Zapier integration links your Orchestra portfolio to Zapier, a tool that runs automations between apps without code. When a project, a task or a work item appears in Orchestra, Zapier can pass it to another tool; when something happens elsewhere, Zapier can create, close or publish in Orchestra.

Projects that start with their first task. New Project fires when a project is created, and Create Task adds the kickoff step inside it, with a manager, a status and a target date already set.

Work items that reach the people doing them. New WorkItem hands every fresh work item to a chat channel or a ticketing tool, so the team sees it without opening Orchestra.

Projects opened from outside. A signed deal or an approved request in another app can trigger Create Project, then Publish a Project once it is ready to share.

Know the limits before you plan around them. There are no searches, so a Zap can't look up an existing project or task by name: an ID has to come from an earlier step. There is no update and no delete action, and no trigger fires when a project or task changes or closes. Only creation is watched. And nothing created before the Zap goes live is picked up.

Comparing tools first? Make vs Zapier and n8n vs Zapier are good starting points.

Vocabulary

Zapier vocabulary in plain words

Seven terms you'll see below, explained once and then used as-is.

Zap
An automation built on Zapier: one trigger, followed by one or more actions that run every time the trigger event occurs.
Trigger
The app event that starts a Zap. Once the Zap is switched on, Zapier waits for that event and nothing else.
Action
The step the Zap performs after it starts, the one that creates, closes, sends or publishes something for you.
Task
Zapier's billing unit: a single action that completed successfully. The number on your plan counts these.
Polling vs instant
Zapier checks a polling trigger on a timer. An instant trigger is pushed by the app itself, so there is no wait for a check.
Filter
A step that lets the Zap carry on only when the incoming data meets your condition, and halts it otherwise.
Connection
Your Orchestra account linked to Zapier once, then reused by every Orchestra step in every Zap.
Cost

What an Orchestra Zap costs

Triggers are free. A task is counted only when an action succeeds, and an action that fails is not billed.

  • Orchestra on the free planYes, not a paid-only app
  • Free tasks per month100
  • Free plan Zap length2 steps (trigger + action)
  • Orchestra triggers on a timer0 of 3

Create Project followed by Publish a Project is two tasks per run. The free plan covers 100 tasks a month and unlimited Zaps, but stops each Zap at two steps: one trigger, one action. A second action or a filter turns it into a multi-step Zap, which requires a paid plan. The polling grid below is shown for reference only: Orchestra's 3 triggers are instant, so they never wait for it.

Count the actions in a Zap before you publish it: that number, not Orchestra activity, sets the bill.

Connect

Connect Planisware Orchestra to Zapier in 3 steps

  1. 01

    Find the app

    From your Zapier account, open the Apps page and click + Add connection. In the dialog that appears, search for Planisware Orchestra by name and select it.

  2. 02

    Sign in to Orchestra

    Click Add connection, then sign in to Orchestra in the tab that opens. Use the account the Zaps should act as; you need an Orchestra account of your own for this.

  3. 03

    Grant access

    Allow Zapier into the account. Any project or task you don't own but want a Zap to touch needs read or write rights for that account inside Orchestra.

First Zap

Build your first Orchestra Zap

GoalEach new Orchestra project gets a kickoff task with an owner and a start date.

  1. 01

    Set the trigger

    In a new Zap, choose Planisware Orchestra and the New Project event, then your Orchestra connection. A lightning bolt marks it as an instant trigger.

  2. 02

    Test with a real project

    Run the trigger test. Zapier pulls the three most recent items from your account, so you map the next step on a real project rather than an empty template.

  3. 03

    Add Create Task

    Add an Orchestra step with Create Task. Map the Project ID from the trigger, name the task, pick a Manager and a Status, and set a Target Start Date and a Target Duration.

  4. 04

    Add the team message

    Add a Slack step that posts the new project and its kickoff task in the team channel. This second action makes it a multi-step Zap, on a paid plan.

  5. 05

    Test, then publish

    Run each step once and check Orchestra and Slack. When both look right, click Publish. Projects created earlier won't be picked up.

Triggers

Planisware Orchestra triggers in Zapier

3 events start a Zap when something happens in Planisware Orchestra, and 3 of them are instant: the app calls Zapier straight away, whatever your plan.

1

New Project

Instant trigger

In Zapier“Triggers when a new project is created on Orchestra.”

Fires each time a project is created in Orchestra and hands what it carries to the next steps. It's the doorway for anything that should happen when a project is born: staffing, a kickoff, a notice to finance.

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 PMO wants every new project announced in the leadership channel along with its code.
Watch out
a Zap that answers with Create Project in the same Orchestra account fires this trigger again and can loop.
2

New Task

Instant trigger

In Zapier“Triggers when a new task is created on Orchestra.”

Reacts when a task is added to an Orchestra project. Useful to mirror tasks in a personal to-do tool or to warn the person in charge, without asking anyone to keep checking the plan.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
engineers who live in their ticketing tool should see Orchestra tasks appear there on their own.
Watch out
tasks your own Zap creates with Create Task land here too, so pairing both on one account multiplies runs.
3

New WorkItem

Instant trigger

In Zapier“Triggers when a new work item is created on Orchestra.”

Starts a Zap when a work item is created in Orchestra. It suits teams who plan at work-item level and want each new one visible outside Orchestra.

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 delivery lead wants each new work item logged in a shared sheet used for capacity reviews.
Watch out
no Orchestra action creates work items, so this trigger only hears what people add by hand or other tools push.
Actions

Planisware Orchestra actions in Zapier

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

1

Close a Task

Action

In Zapier“Close an existing task”

Closes an existing Orchestra task, given its Task ID. Handy when the real work is tracked in another tool and Orchestra should only follow.

When to use it
a ticket resolved in your support desk should close the matching Orchestra task.
Watch out
the Task ID is required, and with no search available it must be carried over from New Task or stored elsewhere.
2

Create Project

Action

In Zapier“Creates a new project”

Opens a project in Orchestra from data another app sends. It asks for a Project Code, a Project Name, a Project Manager, a start date and a duration.

When to use it
a deal marked won in your CRM should open the delivery project.
Watch out
every one of those five fields is mandatory; a blank stops the step.
3

Publish a Project

Action

In Zapier“Publish an existing project.”

Publishes a project that already exists in Orchestra, pointed to by its Project ID. It often follows Create Project in the same Zap.

When to use it
once a project is built from an approved request, it should go live without someone clicking through Orchestra.
Watch out
chaining it after Create Project makes a multi-step Zap.
4

Create Task

Action

In Zapier“Creates a new task in your project”

Adds a task inside an existing project, identified by its Project ID, with a manager, a status, a target start date and a target duration.

When to use it
a request approved in a form tool becomes a scheduled task in the right project.
Watch out
without a search, the Project ID has to come from a trigger or an earlier step.
When it breaks

When an Orchestra Zap breaks

Zapier links no help article of its own to Planisware Orchestra, so the cases below are Zapier's general limits, applied to this app.

Four situations to check before you publish. If a run still fails, the Zapier troubleshooting guide walks through the next steps.

  • No backfill

    A Zap reacts only to what is created after it is switched on. Projects, tasks and work items already in Orchestra stay out; moving them is a separate job.

  • Create Task feeding New Task

    A Zap that starts on New Task and runs Create Task in the same account sets itself off again with every task it makes, and the task count drains fast.

  • Bulk creation held back

    Creating or importing a large batch of projects or tasks at once fires the trigger for all of them, and Zapier's flood protection can hold that wave back.

  • Missing ID

    Close a Task, Create Task and Publish a Project need an ID. With no search on this app, a Zap whose trigger doesn't carry that ID has nothing to send.
Need help

Need help automating Planisware Orchestra with Zapier?

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FAQ

Planisware Orchestra Zapier integration: FAQ

01Is the Planisware Orchestra Zapier integration free?
Yes. Planisware Orchestra is not reserved for paid plans, so it runs on the free Zapier plan. That plan includes 100 tasks a month and unlimited Zaps, each limited to two steps: one trigger and one action. A Zap such as New Project followed by Create Task fits. Adding a second action, like Publish a Project after Create Project, or a filter makes it multi-step, and that requires a paid plan.
02How many tasks does an Orchestra Zap use?
One task for each action that succeeds, nothing for the trigger. A Zap that creates a project then publishes it costs two tasks per run. A Zap that only closes a task costs one. Waiting for new projects or work items is free however often they happen, and an action that fails is not billed. The bill follows the number of actions you chain, not the activity in Orchestra. Count your actions first.
03Are Orchestra triggers real time?
Yes. New Project, New Task and New WorkItem are all instant: Orchestra itself tells Zapier when the item is created, and the Zap starts straight away on any plan. The polling grid, 15 minutes on Free down to 1 minute on Team and Enterprise, does not apply to them. The lightning bolt on the trigger in the editor confirms it. That makes the free plan perfectly usable for simple Orchestra flows.
04What does it take to connect Planisware Orchestra to Zapier?
An Orchestra account of your own, plus read or write rights on any project or task you don't own and want a Zap to touch. You connect once from the Apps page of your Zapier account, and every Orchestra step reuses that connection. Before building, check that the account can assign a project manager and a task manager, since Create Project and Create Task both require one. Test with the account you'll keep.
05Why can't a Zap close an Orchestra task by its name?
Because the app has no search. Close a Task needs the Task ID, and Zapier can't look a task up by name in Orchestra. The ID has to come from an earlier step, typically the New Task trigger, or from a tool where it was stored when the task was created. Plan the Zap around that: keep the ID wherever the work is tracked, so the closing Zap can reuse it later.
06What if the Orchestra operation you need isn't available?
Check the list first: 3 triggers for new projects, tasks and work items, and 4 actions to create projects and tasks, publish a project and close a task. There is no update, no delete, no search and no trigger on changes. If the missing piece is one of those, Zapier can't do it for this app today. Another automation tool or a custom build is then the realistic route, worth weighing before you commit.
07Zapier, Make or n8n for Planisware Orchestra?
Decide on criteria, not on a winner. On Zapier, Orchestra offers 3 instant triggers and 4 actions, enough to react to new items and to create, close or publish. If your need stays within that list and in two-step Zaps, the free plan covers it. If you need updates, deletions or lookups the list doesn't offer, check whether another tool exposes them for Orchestra before you build. Start with the smallest flow.
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