How to connect Zapier Webhooks to Insightly | The Web Warriors

How to connect Zapier Webhooks to Insightly

Are you wanting to do something a bit more technical with Zapier and Insightly?

Zapier Web Hooks could be the answer.

Why use Zapier Webhooks?

Zapier Webhooks allow you to connect to the core of any cloud application, i.e. it’s API. This is perfect if you’re trying to do something out of the box with the Zapier and Insightly integration but are finding that you just don’t have the functionality you need.

A perfect example of this is automatically creating a Contact, Organization and Opportunity within Insightly. Out of the box, you can’t connect them together unless you log into Insightly and manually link them.

The Insightly API, however allows you to automatically link them together.

What are Zapier Webhooks?

The Webhooks allow you to dig into the nitty gritty of any cloud application. In essence, they allow you to do things as if you’re logged into the application using your web browser.

How to connect the Zapier Webhooks to the Insightly API

We have to warn you, this topic is pretty deep so if you don’t have programming experience, you might want to get your web developer to do this part.

  1. Get your Insightly API key. To do this, login to Insightly, click your profile icon in the top right hand corner, and click the User Settings link. This screen has the API key in it.
    NOTE: Make sure you’ve logged into Insightly with a user who has enough permissions. A user with restricted permissions will have restricted functionality in the next steps. A full admin user is the best.
  2. Jump into your Zapier Zap. Ideally you’ve already got one setup with a trigger.
  3. Click the ‘Add a Step’ link within your Zap.
  4. Click the Action/Search icon.
  5. Start typing in ‘Webhooks’ in the search bar.
  6. Click the ‘Webhooks by Zapier’ option when it shows.
  7. Select one of the following options:
    • Put – use this option if you’re adding new data to Insightly, e.g. adding a new Link or a new Contact.
    • Post – use this option if you’re updating existing data, e.g. updating a Contact’s email address.
    • Get – use this option if you’re pulling data out of Insightly, e.g. getting a list of Custom Fields for an Organization.
  8. Enter the link to the Insightly API into the URL field. This will be something like https://api.insightly.com/v3.0/Opportunities/. A reference list is available in the Insightly API documentation.
  9. Update the URL field to include values from previous steps. As an example, if you had created a new Opportunity in a previous step and needed to link a contact to that Opportunity, then:
    1. Add https://api.insightly.com/v3.0/Opportunities/ to the URL field.
    2. Click the + button in the right hand side of the field. 
    3. Select the step that the Opportunity was created in.
    4. Click the down arrow to expand that step. It will show you all the fields you can use.
    5. Click on the Opportunity ID field.
      This means that the URL will always include the Opportunity ID of the Opportunity that was created in the previous step.
    6. This will now have something like this in the URL field: https://api.insightly.com/v3.0/Opportunities/214567
    7. Add /Links to the end of the URL. It will now look something like this https://api.insightly.com/v3.0/Opportunities/214567/Links
      If you ready the Insightly API documentation, this is how it adds links to an existing Opportunity.
  10. Change the Payload Type to Json. This is the best format to talk to the Insightly API with.
  11. Add the Data parameters. This is the data that you’re wanting to send to Insightly, e.g. the email address that you’re updating.
  12. Scroll down to the Basic Auth section. This is the section that controls the permissions to login to Insightly.
    • Use the API key here, with the | symbol at the end. Insightly requires a Base64-encoded username, leaving the password blank (no need to encode the API key, Zapier does this for you). The value will be something like:
      61a8abcd-0123-45ab-47c8-9123456d07ba|
  13. Click the [Continue] button.
  14.  Click the [Send test to Webhooks by Zapier] button. If all is well, Zapier will display a green section at the top of the page and Insightly will display a result.

What to do if the Webhooks for Zapier and Insightly integration aren’t working?

Yes, the above steps are pretty tricky, even for a seasoned technical person. But luckily, there’s a few steps you can follow:

  1. Confirm your API key is correct and you have no password in step 12. Also, confirm you have the pipe symbol ‘|’ at the end of your API key.
  2. Click the error if one’s displayed in Zapier. This will help you understand whether it’s a 400… 404 error.
  3. Use a program like Postman. This program allows you to run Json API calls that you can debug. It’s simple to download and setup and can save hours of stuffing around in Zapier trying to get all the data right.

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