Zapier: Job Status Changes To Send Out Emails

Send an automated email when a job reaches a status you choose, such as In Production. This Zap uses a trigger to start the workflow, a filter to check the job status, and an action to send the email.

Choose one of two ways to send the email:

• Send through YoPrint: Sends an official sales-order message using an email template configured in YoPrint. YoPrint delivers the message to the order's message participants who have email turned on. This action is made for sales orders, and the filter keeps quote jobs out.
• Send through Gmail: Sends an email directly from your connected Gmail account. You write custom email text in Zapier and send it to the order's message participants who have email turned on.

Set up the trigger and filter first. Then follow the section for the sender you prefer.

Before you start, have these items ready:

• A Zapier account on a plan that supports filters and multiple steps. The YoPrint route requires three steps (trigger, filter, action), and the Gmail route requires four steps (trigger, filter, formatter, action). Free Zapier accounts only support two steps.
• Your YoPrint Team ID and API key. In YoPrint, find both under Profile. Follow Connecting Zapier with YoPrint and Creating a Zap if you need help finding them.
• A connected Gmail account, if you choose the Gmail route.

Create the job-status trigger in Zapier

Start in your Zapier account. Keep your API key private and use the Team ID from the same YoPrint team.

1. Create a new Zap from the sidebar, using Create Zap or Create > Zap workflows.

   

2. Give your Zap a name you will recognize, such as Job status email. The screenshot shows Job Status Changes To Send Out Emails, but you can use any clear name. Ignore the AI automation prompt in the center of the canvas.

   

3. Open the Trigger step. Click the trigger block on the canvas to open its setup panel.

   

4. Search for YoPrint and select its latest version. Choose the current YoPrint app. If Zapier lists version numbers such as 1.3.0 or 1.4.0, select the latest version.

   

5. Select Job Status Changed as the trigger event.

   

6. In Setup, click Continue to move to account connection.

   

7. Under Account, select your connected YoPrint team. To connect it for the first time, choose Connect a new account or Sign in. If you select an existing connection, skip the connection window below. In the right panel under Account, open the dropdown to pick an existing team, or click Connect a new account to open the connection popup.

8. In the connection window, enter your Team ID and API key, then click Yes, Continue. In YoPrint, find both keys under Profile. If Zapier's Profile step asks you to contact support to evaluate API access during your trial, do that before connecting your YoPrint team. The connection window header may display YoPrint (1.0.1).

   

9. With your YoPrint account selected, click Continue to move from Setup toward Test.

   

10. Click Test trigger. In the right panel, continue past any Configure settings to the Test section. Click Test trigger to pull sample records from YoPrint.

11. Review a test record with the job and status you want to use, then click Continue with selected record. Scroll through the record fields to find Status Label (such as In Production) and the job identifier (Scoped Id). If your test records show a different status, click Find new records in Zapier to pull recent eligible jobs, and choose a record with the status you want.

    

Filter for the job status you want

The trigger starts whenever a job status changes on your connected YoPrint team. The filter checks the status so only matching changes send this email.

1. Add an action after the trigger and select Filter by Zapier. Choose the built-in Filter tool.

   

2. In Configure & test, click Continue to open the filter rules.

   

3. Set the field to Status Label, the condition to (Text) Exactly matches, and the value to the status you want, such as In Production. This status check is case-insensitive, but the text must match your YoPrint status name. In YoPrint, check your status names under Settings > Statuses on the Job tab.

   

4. Click Continue to test the filter against your selected record.

Review the test outcome:

• If your selected record has the status you entered, Zapier confirms Your Zap would have continued.
• If your selected record has a different status, Zapier displays Your Zap would not have continued.

Both outcomes show how the filter evaluates that test record. To test the passing route, return to the trigger and select a record with the matching status.

You can add more conditions with AND when all must match, or OR when any one may match.

Send through YoPrint

Use this route to send a sales-order message from YoPrint using an email template. This action is made for sales orders, and the filter keeps quote jobs out. If you want to write a custom message from Gmail, follow the Gmail section instead.

1. In the filter, add an AND condition: Sales Order Is Quote is (Boolean) Is false. Keep the Status Label condition set to Exactly matches, then click Continue.

   

2. Add an action after the filter and select YoPrint.

   

3. Select Send Sales Order Message as the action event, then click Continue.

   

4. Select the same YoPrint account as your trigger, then click Continue.

   

5. Map Sales Order ID to Order Id from the trigger. In Message to Send, choose Send Email from Template, then select your Email Message Template Id and click Continue. In YoPrint, create email templates under Settings > Message Templates. YoPrint sends the template message to the order's message participants who have email turned on.

   

6. Click Test step and review the response. The pictured result shows Success true. Click Test step (labeled Retest step in the screenshot if previously tested). Review the response for Success true. Do not click Publish yet.

   

7. Check that the intended recipient received the right message, then click Publish in Zapier to turn on the Zap. Verify that the test message arrived in the recipient inbox. Once verified, click Publish (visible at the bottom of the previous picture) to turn on the Zap.

The Zap runs for new matching status changes after you turn it on. Your YoPrint route is complete; skip the Gmail section below.

Send through Gmail

Use this route instead of the YoPrint message action. YoPrint outputs the order's message participants who have email turned on as a list called Participant Emails. Zapier formats this list as line items. Because Gmail requires a single comma-separated text string for recipients, add Formatter by Zapier to convert the list before sending the email. Zapier's line-item conversion guide explains line-item transforms.

1. Add an action after the filter and select Formatter by Zapier.

   

2. Select Utilities as the action event, then click Continue.

   

3. Set Transform to Line-item to Text and Input to Participant Emails from the YoPrint trigger. Leave Separator blank to use commas, then click Continue.

   

4. Click Test step to run the conversion.

   

5. Check that the transformation completed and that Output Text contains the recipient email addresses. In the output list, verify that the field labeled text contains the converted email addresses. Zapier names this field Output Text when mapping data into Gmail.

   

6. Add another action and select Gmail.

   

7. Select Send Email as the action event, then click Continue.

   

8. Connect and select the Gmail account you want to send from, then click Continue.

   

9. In To, select Output Text from the Formatter step.

   

10. In From, choose the sender email address.

    

11. Enter your sender name in From Name and an email subject in Subject.

    

12. Write your message in Body. Insert fields from the trigger, such as the job number, where you want the email to include job details.

    

    Click into the field and search for trigger data to personalize the email:

    • To insert the job number, search for and select Scoped Id. Because Scoped Id already includes JOB- (for example, JOB-1374), do not type JOB before it.
    • To insert the new status, select Status Label.
    • You can also insert other trigger fields such as Customer Name.

13. Click Continue to review the email before testing.

    

14. Check the recipient addresses and message, then click Test step.

    

15. Review the test result. The pictured response includes SENT.

    

16. Check that the email arrived with the intended recipients and content, then click Publish in Zapier to turn on the Zap. Verify that the email reached the inbox and the content is correct. Then click Publish in Zapier to activate the Zap.

The Zap will send through Gmail when a new job-status change passes your filter.