Zapier connects docEvault to other apps without any code. A Zap can start when something happens in docEvault, for example copying every approved document into your practice management software. It can also do something in docEvault, like sending a client a request when a new matter opens elsewhere. For everything docEvault connects to, see Integrations.
Zapier is part of the Professional and Enterprise plans. On Easy Start the Zapier section under Integrations shows an upgrade option instead.
Connecting
- An admin goes to Integrations › Zapier › Connect, clicks Create API Key, and copies the key. It starts with
dv_and is shown only once. - Click Add docEvault to Zapier and accept the invite. You only do this once per Zapier account. docEvault isn't listed in Zapier's public app directory yet, so the invite is how you find it.
- In Zapier, create a Zap and choose docEvault as the app.
- When Zapier asks you to connect an account, paste the API key. The connection is named after your firm.
Only admins can create or revoke keys. Everyone on the team can see which keys exist and when each was last used.
What can start a Zap
| Trigger | When it happens |
|---|---|
| Document Uploaded | A client uploads a file to a checklist item |
| Document Approved | Someone at your firm approves an uploaded file |
| Document Rejected | Someone at your firm rejects an uploaded file. The reason comes with it |
| All Documents Submitted | A client has uploaded something for every item on a request |
| Request Completed | A request is marked Completed (or Closed, for an open collection) |
| New Request | A request is created |
| New Contact | A contact is added |
| Reminder Sent | An email or text reminder about outstanding documents reaches a client |
| Document Signed | Everyone has signed an e-signature request. The signed PDF comes with it |
| Signature Request Ended | An e-signature request is declined or expires before everyone signs. Who declined and why come with it |
| Form Submitted | A client submits a fillable form. The filled PDF comes with it |
| File Added to Open Collection | A client uploads a file to an open collection (a request without a checklist) |
| New Client Message | A client sends your firm a message from their portal |
| Item Marked Not Applicable | A client marks a checklist item as not applicable, with their reason |
| Request First Viewed | A client opens a request for the first time. Your own previews don't count |
| Deadline Alert | A request is due within 3 days with items still outstanding, and again if it becomes overdue. Moving the due date later resets it |
| Text Message Problem | A text to a client can't be delivered, or the client opts out of texts |
These are instant: docEvault tells Zapier the moment the event happens. Triggers about a file (Document Uploaded, Approved, Rejected and Signed, Form Submitted and File Added to Open Collection) include the file itself, so a later step can save it anywhere, for example Google Drive, Box, your practice management software or an email attachment. When you map the file in Zapier, use the field called File.
Canceling an e-signature request yourself doesn't trigger Signature Request Ended; only a decline or an expiry does.
What a Zap can do in docEvault
- Send Request. Sends a client a request from one of your templates, exactly like New Request here: same checklist, same email, same reminders. You choose the template, the contact's email (a contact is created if the email is new and you give a name), the due date and, optionally, a title. The request's activity reads "Request created by Zapier" followed by the name of the person who made the key.
- Create Contact. Adds a contact. Only set Contact Agreed to Texts to Yes when your source records that the person agreed to receive texts. Otherwise docEvault emails them a link to opt in, and texts stay off until they do.
- Find Contact. Looks up a contact by email. Zapier's Find or Create option adds the contact if none is found.
- Find Request. Looks up a request by the client's email, part of its title, or both, most recently active first. Completed and archived requests are left out unless you turn on Include Completed and Archived Requests.
- Send Reminder. Sends the same reminder as an automatic one to everyone on the request, listing what is still outstanding. Choose email, text or both; texts only go to contacts who agreed to receive them. It won't send for a completed or archived request, a request scheduled for later that hasn't gone out yet, or a checklist with nothing outstanding. A request gets at most one reminder every 12 hours, counting automatic reminders, so a Zap can't message a client over and over. The request's activity reads "Reminder sent by Zapier" followed by the name of the person who made the key.
Anything a Zap does in docEvault is done as the admin who made the key.
End-to-end encrypted files
If your firm uses end-to-end encryption, docEvault can't read the files, so it can't send them to Zapier. File triggers still fire and carry everything else (the file name, the item, the request and the contact), but no file.
Seeing what's connected
- Active Zaps lists every Zap currently listening to docEvault. A Zap appears when you turn it on in Zapier and disappears when you turn it off.
- Delivery Log shows the last 100 events docEvault sent, and whether each was delivered. Events stay in the log for 90 days, including ones sent to a Zap you have since turned off.
To disconnect Zapier completely, revoke the key. Every Zap using it stops at once.
Webhooks for other systems
Under Active Zaps › Webhook URLs, an admin can send any of the events above to your own HTTPS address instead of Zapier. docEvault posts each event as JSON and signs it with the webhook's secret in the X-DocEvault-Signature header (an HMAC-SHA256 of the request body). Send Test posts a sample event so you can check your receiver.
Plan changes and billing
If your firm moves to Easy Start, or its subscription lapses, docEvault stops sending events and Zaps can't act in docEvault. Your keys and Zaps are kept, and they work again once you're back on Professional or Enterprise.