Automating Customer Orders To Delivery Using Zapier

Discover one potential of connecting Cognito Forms and Google Sheets or to your Project Management/Sales Pipeline.

Kenneth Zhu
Digital Marketing Executive

I would like to share with you today one of the exciting automation projects that we worked on for a client of ours.

A bit of background of the client: They accept orders from customers who wishes to order directly from their manufacturers. To do this, they use an online form that captures customer orders and sends these form information directly to manufacturer and delivery partners in real time. Due to the large volume of orders, it is extremely time consuming to manually review what was the product and quantity ordered for each customers and relay this to the manufacturer and delivery drivers.

An automation is required.

The objective of the automation tasked to one of CBO's certified Zapier Experts was to match product orders with predefined Google Sheet product columns in order to populate a value equal to the quantity of each product ordered. Each of the spreadsheet rows is a unique customer order.

In essence, it would look something like this.

Please note that due to privacy reasons, we have modified the actual Google Sheet column headers and data.

To make this automation happen, we have the following four application integration setup as a zap inside Zapier.

As the client orders are coming from a Cognito Form that is filled in by customers of the specific product orders and their associated prices, it is used as a trigger for the zap.

In order to match form product and product quantity to the correct product column header in the Google Sheets, we wrote a custom python script. 

Essentially what the script does is it converts all user form product submissions and their respective quantities into two separate python dictionaries. A python dictionary has a key and a value. The key is the product name and the value is the product quantity.

For the 3rd step inside the zap (Google Sheets), we assigned each unique product key to match a specific the column header in the Google Sheets. This effectively allows Zapier to access the python key (product key) for that corresponding column header to obtain the quantity value. This quantity value will serve as an output value which is then added into the respective cells matching the column header inside Google Sheets.

This process can not just be used for Google sheets but any other platforms in which you wish to pass data from Cognito Forms. For instance, it would work just as well on Monday Table/Project column headers as it does for Google sheets. 

Lastly, the data of each row is transferred neatly in the table format and sent to the manufacturer & delivery company via email.

Upon receiving the spreadsheet, the order can be scheduled to be delivered straight to the customer.

This saved hours of work for the client where they would otherwise need to manually see what product is purchased from the Cognito form and add them into the Google Sheets.

Please note that the client in this case is using Google Sheets as a CRM data warehouse. This automation also works with well known CRM or project management tools such as Pipedrive, Monday, Teamwork, etc instead of Google Sheets.

This is just a very small fraction of what is possible with Automation. The possibilities are limitless.

If you need help with an automation that you have in mind, give one of our certified Zapier Experts a ring at 1300 660 285.

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