Resources · Zapier integration

Process Street Zapier integrationAutomate Process Street with Zapier.

The Process Street Zapier integration gives you 9 triggers, 6 actions and 2 searches. Every trigger is instant, so a Zap reacts the moment a run starts, a task is checked or a data set record changes. Here is what each operation does, what it costs and where it breaks.

See the 17 operations

Verified Trustpilot reviews · AI, automation & growth agency

Overview

What the Process Street Zapier integration actually does

It links Process Street, where your team runs its checklists and procedures, to the rest of your tools through Zapier, the automation service. A Zap can start when something happens in a workflow run or a data set, and it can start runs, update tasks and keep data set records in step, all without anyone copying values by hand.

Three results teams get from it. Procedures that start themselves: Run Workflow launches a run, an employee onboarding or a client kickoff, from an event in another part of your stack. Hand-offs nobody has to chase: Task Ready fires the moment a step becomes workable, so the next person hears about it right away. A record of what was done: Workflow Run Completed feeds a data set or another tool, which is the proof an audit or a manager asks for.

The searches close the loop: Find Workflow Run and Find Data Set Records fetch what already exists, so a later step updates the right run or the right record instead of creating a duplicate.

What Zapier does not do with Process Street: no operation edits the workflow templates themselves, and there is no action to delete a run or post a comment. Comments and attachments can start a Zap, but a Zap cannot write them back.

If you want to compare platforms first, the Process Street Make integration page covers the same app on Make.

Vocabulary

Zapier vocabulary in one minute

Eight words cover everything below. Each keeps exactly this meaning on the rest of the page.

Zap
The automation you build on Zapier: one trigger, then one or more actions that run every time the trigger event happens.
Trigger
The event in an app that starts the Zap. Once the Zap is on, Zapier waits for it. Process Street offers nine.
Action
What the Zap does once started: the step that writes, sends or moves something for you, such as starting a run.
Task
The unit Zapier bills: one action your Zap completes successfully. Not to be confused with a task inside a Process Street run.
Polling vs instant
A polling trigger is checked on a timer set by your plan. An instant trigger is pushed by the app as it happens. All nine here are instant.
Filter
A step that lets the Zap carry on only when what arrived meets the condition you set, and stops it otherwise.
Search step
A step that looks up something that already exists in an app, so the steps after it can use what it found.
Multi-step Zap
Any Zap beyond one trigger and one action. A filter, a search or a second action makes it one, and it then needs a paid plan.
Cost

What Process Street Zaps cost in tasks

None of the nine triggers ever costs a task. Each action that succeeds afterwards counts as one, so a Zap that starts one run per event uses one task per event.

  • Free plan100 tasks a month
  • Steps on the free plan2 (one trigger, one action)
  • Premium appNo
  • Triggers9, all instant, no task

An action that fails is not counted. The free plan gives 100 tasks a month, unlimited Zaps and no premium apps; Process Street is not one, so it works on the free plan. Because every trigger here is instant, the free plan's 15-minute polling interval never slows them down. The limit to plan for: free Zaps have two steps. A search before an update, or a filter on the run name, makes the Zap multi-step and needs a paid plan, where polling triggers on other apps also check every 2 minutes on Professional and every minute on Team and Enterprise.

Connect

Connect Process Street to Zapier in three steps

  1. 01

    Open the Apps page

    In your Zapier account, open Apps and click + Add connection. Search for Process Street in the dialog and select it. Every Zap that listens to or writes into Process Street then reuses this connection.

  2. 02

    Sign in to Process Street

    Click Add connection. Process Street opens in a new tab; sign in with an account that can see the workflows and data sets you plan to automate. Anything you do not own needs read or write access granted to you.

  3. 03

    Grant access

    Approve the access Zapier asks for. Back in Zapier, the connection shows in your Apps list, and your workflows and data sets appear in the dropdowns of each step.

First Zap

Your first Zap: log every finished onboarding in a data set

GoalAdd a record to a data set each time an onboarding workflow run is completed.

  1. 01

    Pick the trigger

    Create a Zap and choose Process Street with Workflow Run Completed, then your connection. Because it is instant, there is no interval to think about.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent completed runs of the account, so you build the next steps on a real run with real names and dates.

  3. 03

    Add a filter

    Add a Filter step from the plus icon: pick the field to look at from the test run, the rule, and the value that marks an onboarding run. This makes the Zap multi-step.

  4. 04

    Add Create Data Set Record

    Add Process Street and Create Data Set Record. Pick the data set to add to, then map values from the test run into its fields.

  5. 05

    Test and publish

    Test the action, check the new record in the data set, then click Publish. Runs completed before this moment are not added; each new one costs one task.

Triggers

Process Street triggers on Zapier

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

1

Workflow Run Completed

Instant trigger

In Zapier“Triggers when a workflow run is completed.”

Starts your Zap when a workflow run is completed. It is the natural end point of a procedure, which makes it the place to hand results to another tool or to file proof that the job was finished.

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 a finished onboarding, audit or client setup should be logged, announced or followed by the next procedure.
Watch out
runs completed before the Zap is published are never sent, so file older ones separately.
2

Data Set Record Created

Instant trigger

In Zapier“Triggers when a new record is added to a data set.”

Fires when a new record is added to the data set you choose. A data set is a table of records kept in Process Street, a client list or a supplier register, so a new line there is often the start of real work.

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 a new client or supplier added to a data set should kick off a run or reach another tool straight away.
Watch out
the data set is required, and the trigger only watches that one, not every data set in the account.
3

Data Set Record Deleted

Instant trigger

In Zapier“Triggers when an existing record is deleted from a data set.”

Reacts when an existing record is removed from a chosen data set. It is the signal for cleaning up elsewhere, so that a deleted supplier or a closed account does not survive in the tools that copied it.

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 a record dropped from a data set should be archived, flagged or removed in a CRM or a spreadsheet that mirrors it.
Watch out
it only covers the data set you select, so mirror each data set with its own Zap.
4

Data Set Record Updated

Instant trigger

In Zapier“Triggers when an existing record is updated in a data set.”

Fires each time an existing record changes in the data set you pick. Where the creation trigger tells you something is new, this one tells you something moved: a new contact person, a changed status, a corrected address.

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 the copies of a record in other tools must follow its edits without anyone retyping them.
Watch out
pairing it with Update Data Set Record on the same data set sets the Zap off again on its own change.
5

New Comment Attachment

Instant trigger

In Zapier“Triggers when someone attaches a file to a comment in a workflow run.”

Picks up any file that someone attaches to a comment inside a workflow run. Files dropped in comments tend to be the ones people need later, a signed form, a photo from site, a scanned receipt, and they are easy to lose there.

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 attachments posted during a run should be filed in shared storage or sent to the person who checks them.
Watch out
it is about files posted in comments; the comment text itself is the job of New Comment.
6

New Workflow Run

Instant trigger

In Zapier“Triggers when a workflow is run.”

Fires as soon as a workflow is run, whoever or whatever started it. It marks the beginning of a procedure, which is the moment to warn the people involved or to open matching records 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
when the start of a client onboarding should open a project, a folder or a ticket in another tool.
Watch out
a Zap that uses Run Workflow on the same account also produces new runs, so check it does not restart itself.
7

New Comment

Instant trigger

In Zapier“Triggers when someone posts a comment on a workflow run.”

Wakes your Zap whenever someone posts a comment on a workflow run. Comments are where questions and blockers surface, and they often sit unread when the right person is not inside Process Street at that moment.

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 comments on runs should reach a chat channel or a manager's inbox, so blockers get an answer quickly.
Watch out
every comment fires, chatter included; a filter on the comment keeps the noise down, on a paid plan.
8

New Task Checked

Instant trigger

In Zapier“Triggers when a task is checked off in a workflow.”

Reacts to every task checked off in a workflow run. It gives you a step-by-step pulse of a procedure rather than just its start and end, which helps when one specific step matters more than the others.

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 ticking one key step, such as a contract sent or equipment ordered, should set off work in another tool.
Watch out
it fires for every task checked, so a busy workflow can start many Zaps; a filter keeps only the step that matters.
9

Task Ready

Instant trigger

In Zapier“Triggers when a task is ready to be worked on.”

Signals that a task has become ready to be worked on. That makes it the hand-off signal: the moment one person's part ends and the next person's begins.

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 the next person in a procedure works mostly outside Process Street and needs a nudge where they actually look.
Watch out
it signals readiness, not completion; for finished steps use New Task Checked instead.
Actions

Process Street actions on Zapier

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

1

Run Workflow

Action

In Zapier“Runs a workflow.”

Starts a new run of the workflow you pick, so a procedure begins without anyone opening Process Street.

When to use it
when a signed deal, a new hire or a form answer should launch the matching checklist on its own.
Watch out
the workflow is required, and a Zap triggered by New Workflow Run on the same account can loop.
2

Create Data Set Record

Action

In Zapier“Adds a new record to a data set.”

Adds a new record to a data set, filled with values brought in by the earlier steps.

When to use it
to keep a client or supplier register current from a CRM, a form or a completed run.
Watch out
nothing checks for an existing record first; use Find Data Set Records before it to avoid duplicates.
3

Delete Data Set Record

Action

In Zapier“Deletes an existing record in a data set.”

Removes a record from a data set, identified by its ID, in the data set you select.

When to use it
when a client or supplier closed in another system should disappear from the register your workflows read.
Watch out
the record ID is required; run Find Data Set Records first so the right line goes.
4

Update Workflow Run

Action

In Zapier“Update an existing workflow run.”

Changes an existing workflow run, including whether it is shared, meaning visible without logging in.

When to use it
when a run should be opened to a client or a contractor once a deal or a contract reaches a given stage.
Watch out
it needs both the workflow and the run ID; Find Workflow Run is the usual way to get that ID.
5

Update Data Set Record

Action

In Zapier“Updates an existing record in a data set.”

Overwrites fields of an existing record in a data set with fresh values from the earlier steps.

When to use it
when a change in your CRM or billing tool must reach the matching line of a Process Street data set.
Watch out
it asks for the record's ID, which a search step usually provides.
6

Update Task

Action

In Zapier“Update a task in a workflow run.”

Edits one task inside a specific workflow run, so progress made in another tool shows up in the procedure.

When to use it
when a step is really done elsewhere, a payment received or a document signed, and the checklist should reflect it.
Watch out
the task list only fills once a workflow is selected, and the run must be given too.
Searches

Process Street searches on Zapier

2 search steps look for data that already exists in Process Street, so a later step can use it.

A search step looks up what already exists so the next step can use it. In the editor, Process Street's two searches sit at the bottom of the Action event list, under SEARCH. Three settings decide what happens when the search does not find exactly one match.

1

Find Data Set Records

SearchFind or create

In Zapier“Search for data set records by form fields.”

Looks through the data set you pick for records whose fields match the values you give, and passes the match to later steps.

When to use it
before an update or a delete, to get the record ID from a value you do have, such as an email.
Watch out
ticked as find-or-create, it becomes Create Data Set Record if it doesn't exist yet; it is the same search, not an extra operation.
2

Find Workflow Run

SearchFind or create

In Zapier“Search for a workflow run by ID, name, form fields, and other attributes.”

Finds an existing workflow run from its ID, its name, its form fields or other attributes, and hands it to the next step.

When to use it
to locate the run tied to a client before updating it or one of its tasks.
Watch out
ticked as find-or-create, it shows up as Run Workflow if it doesn't exist yet and starts a run when none matches; it is still this one search.

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 this turns the search into a find-or-create: it drops the setting above and asks for the fields needed to create the missing item.
  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 Process Street Zap breaks

Zapier ties no help article to Process Street, so these are the failures every Zap can meet. With nine triggers and actions that write into the same runs and data sets, the loop is the one to watch.

A Process Street Zap that misbehaves may be doing exactly what it was told, on a trigger that watches the place its own action writes to. The four cases below are worth knowing. For anything else, see the Zapier troubleshooting page.

  • A Zap that triggers itself

    Update Data Set Record on the data set watched by Data Set Record Updated, or Run Workflow under New Workflow Run, sets the Zap off again and again and burns tasks fast.

  • Runs before publishing are ignored

    A Zap only reacts to what happens after it is switched on. Runs completed or records added earlier are never picked up; moving that backlog is a separate job.

  • A flood after a bulk import

    Importing a large batch into a data set can produce a sudden wave of events. Zapier's flood protection can hold that wave back instead of running every step.

  • A search that stops the Zap

    With default settings, Find Data Set Records or Find Workflow Run finding nothing halts the Zap, and the update after it never runs. Decide what should happen first.
Need help

Need help automating Process Street with Zapier?

A person reads every message.

FAQ

Process Street Zapier integration: common questions

01Is the Process Street Zapier integration free?
Yes, on Zapier's side. Process Street is not a premium app, so it runs on the free plan, which gives 100 tasks a month and unlimited Zaps. The limit is the shape of the Zap: two steps on the free plan, one trigger and one action. Workflow Run Completed followed by Create Data Set Record fits. Adding a filter, a search or a second action makes it a multi-step Zap on a paid plan. Process Street's own subscription is outside Zapier and not covered here.
02How many Zapier tasks does Process Street use?
The triggers never cost anything, however many runs, comments or checked tasks they see. Each action that succeeds is one task, and a failed one is not counted. A search step is part of the Zap, but it makes the Zap multi-step, which needs a paid plan. So a Zap that starts one run per signed deal uses one task per deal, and a Zap that finds a record then updates it runs two steps after the trigger. Watch busy triggers like New Task Checked.
03Are Process Street triggers real time?
Yes, all nine of them. Each is an instant trigger: Process Street tells Zapier the moment the event happens, 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, apply to triggers Zapier has to check on a timer, not to these. In the editor, a Zap built on an instant trigger shows a lightning bolt, which confirms it at a glance.
04What does it take to connect Process Street to Zapier?
A Process Street account that can see the workflows and data sets you want to automate, and a Zapier account. Open Apps, click + Add connection, search for Process Street, then sign in in the tab that opens and grant access. The connection is saved once and reused. Most steps then ask you to pick a workflow or a data set, so anything the connected account cannot see will not appear in those lists until it is shared with it.
05How do you stop a Process Street Zap from looping?
By never letting an action write where its own trigger is listening. Update Data Set Record on the data set watched by Data Set Record Updated changes a record, which fires the trigger, which updates the record again. The same happens with Run Workflow under New Workflow Run. Write the output into a different data set or workflow, so the Zap never writes where it listens. A looping Zap spends a task on every turn, so check the first runs after publishing.
06What if the Process Street operation you want is not there?
Then Zapier does not offer it, and no hidden menu will bring it back. The integration has nine instant triggers, six actions on runs, tasks and data set records, and two searches. There is nothing to edit workflow templates, delete a run or post a comment. If the process relies on one of those, check whether another platform covers it for this app before building around the gap. The comparison pages make that check quick.
07Zapier, Make or n8n for Process Street?
It depends on the criterion that matters most. On Zapier, Process Street gives nine instant triggers and a solid set of actions and searches, free while each Zap stays at two steps. Find-then-update flows need a paid plan. If you plan many multi-step flows, compare how each platform counts and bills those steps before choosing. The comparison pages on this site set those criteria side by side, without a winner.
Same platform

Other docs you might need on this stack.

Browse all integrations