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How can I sync my AgencyZoom statuses to Pro Portal?

Updated

Prerequisites

  • You are logged in to your Zapier account.
  • You are logged in to your AgencyZoom account.
  • You are logged in to your Pro Portal account.

Terminology

  • Status change: The term status change is used throughout this guide to refer to a lead moving between stages in AgencyZoom.
  • Lead Stage: A column in AgencyZoom indicating the stage or the current status of a lead. (i.e. "New", "Contacted", "Quoted", etc.)

Steps

  1. Open the prebuilt Agency Zoom integration template through Zapier using this link: https://zapier.com/apps/agencyzoom-ca67272/integrations/ramseytrusted-pro-portal-ca20531/255732700/update-status-for-ramsey-pro-portal-opportunities-with-new-lead-stage-changes-in-agencyzoom

  2. Click "Try This Template". The link will redirect you to a prebuilt "zap" in Zapier.

  3. Click on the first step of the workflow and then click "Sign in." This will prompt you to enter your AgencyZoom API Key and API Secret.

  4. To get your AgencyZoom API Key, you will need manager or admin permissions, then navigate to the Zapier Integration Page within AgencyZoom and select "Show API Key".
  5. Copy and paste the API Key and API Secret into the appropriate fields in Zapier prompt.
  6. Once you have connected your AgencyZoom account, select "Continue", then "Test" to test your trigger.
  7. At this point, Zapier will search for recent status change events for you to test with. Select a recent status change event for a Ramsey lead.
  8. If you don't see a status change event for one of your Ramsey leads, make a status update to a Ramsey lead within AgencyZoom and then select "Find new Records" within the Zapier UI.
  9. After selecting a status change event for a Ramsey lead, select "Continue".
  10. Next, we will add a Filter to ensure that status updates are only sent for RamseyTrusted referrals.
    • NOTE: We already ignore any leads that don’t match our records. This provides an additional step to make sure that only the leads you mark as coming from RamseyTrusted will trigger a status update.
  11. Select "Filter by Zapier"
  12. Configure your filter to only continue if the 'Lead Source Name' contains whatever your lead source name is for RamseyTrusted leads:
    • This does not have to be an exact match. In this example, my lead source is "Ramsey Solutions" so (Text) Contains Ramsey should work just fine.
  1. Select Continue to test your filter. You should see a message indicating that your zap would have continued with the selected test data:
  2. Select "Continue" to add your action.
  3. Enter "RamseyTrusted Pro Portal" into the search box and select the "RamseyTrusted Pro Portal" app.
  4. Choose "Update Opportunity Status" as your event.
  5. Click into "Sign in".
  6. Similar to setting up your AgencyZoom account, this will prompt you to enter your RamseyTrusted Pro Portal API Key and API Secret.
  7. To get your RamseyTrusted Pro Portal API Key and API Secret, navigate to the Pro Portal Settings, scroll down to Zapier, and select "Generate API Credentials".
  8. Copy and paste the API Key and API Secret into the appropriate fields in the Zapier prompt, then continue to the next step.
  9. Configure the fields by clicking the plus button for each input box.
  10. Click "Select the event" to pair the relevant data field.

  11. Once the fields are configured, it should look like this:

    • Primary CRM Status = Status
    • Secondary CRM Status = Workflow Stage Name
    • Opportunity Email = Email
    • Policy Amount = Total Policy Premium (this is the premium for policy sold)
  12. Policy Amount is completely optional, but it helps us match you with the highest quality fans for your business.
  13. Continue to test your action. If it is successful, give your Zap a name and publish it! Once your Zap is published, verify that it is working by updating a lead status in AgencyZoom and checking the status in RamseyTrusted Pro Portal.

Please connect with your coach if you have any questions or need any assistance in your integration.

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