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Setup and Configuration
Zaps and Feeds: WooCommerce and Zapier work together using:
Zaps – Managed in Zapier, zaps receive your data from WooCommerce and send it on to another service
Zapier Feeds – Managed in WooCommerce, feeds serve data to Zapier when required
Zaps and Zapier Feeds need to go together in pairs – create multiple pairs to integrate with multiple services.
Configuring a Zap
Here is a quick overview on configuring a Zap:
Start a Zap: Use your Zapier account to create a new Zap, and grab your Webhook URL
Publish a Zapier Feed: Use WooCommerce, Zapier Feeds to create a new feed, using your Webhook URL
Finalize your Zap: Finish configuring your trigger, action, (optional) filters and data. Test using the sample data, then activate your Zap.
On-screen instructions provide assistance. If needed, more detailed instructions for each of the three steps are below.
Step 1: Start a Zap
To get started, we recommend using one of the recommended Zaps. A recommended Zap is typically quicker than hand-crafting your own from scratch:
Click to view Zap templates
From your Zapier Dashboard, set up a new Zap:
Set Trigger: Click the Create a new Zap button. In the Trigger Service dropdown, choose WooCommerce, and choose a trigger using the additional dropdown – for example, New Order
Set Action: In the Action Service dropdown, choose a service to send your WooCommerce data to. In the Action dropdown, choose your desired action and click Continue.
Get your Webhook URL: Copy your Webhook URL so you can use it when setting up your Zapier Feed.
Leave your Zapier Dashboard open, you’ll come back to it shortly.
Step 2: Publish a Zapier Feed
From your WordPress dashboard:
Create Zapier Feed: Use WooCommerce, Zapier Feeds, Add New to create a new feed.
Set Trigger: Chose the same Trigger you used in Zapier – for example, New Order.
Set Webhook: Paste your Webhook URL into the Webhook URL field.
Name your Zapier Feed: Give your feed a Name/Title that describes this Zap/Zapier Feed pair. For example: Paid Order to Google Docs
Publish your Feed: Click the Publish button – important: a predefined block of sample data will now be sent to your Zap to help you cofigure it. This is NOT live customer data from your store.
Step 3: Finalize Your Zap
Back on your new Zap screen:
Continue: Click the big orange I’ve followed the instructions, Continue button.
Configure your Action: Configure what happens in service you are sending to. Follow the on screen instructions, and when you have finished click Continue.
Filters: Create an optional Filter if you want to fine tune when your Zap fires. See information on Filters below.
Configure Data: You have specified where your data goes and when, now you need to specify the WooCommerce order information that gets sent. Fill out the available data fields with a combination of your own text and data fields (click the field insert button at the top right of the box to add fields). When you have finished this step, click Continue.
Test: Try out your Zap using the sample/test data shown next to your fields. When you have finished this step, click Continue.
Name Your Zap: Give your Zap a name. You may find it easiest to use the same Title/Name given to the corresponding Feed.
Make it Live: Click the Make Zap Live button.
When your WooCommerce trigger fires, data will be sent to your Zap to be processed.
Triggers
This extension comes with the following Triggers:
New Order triggers when an order’s payment is completed, or when an order has its status changed to Processing. Note for deferred payment methods (e.g. Cheque), this trigger will not fire until the order status is manually changed to Processing after the payment has been confirmed.
New Customer triggers when a customer registers for an account, for example, to store details for future purchases. If your store allows Guest Checkout, this trigger may not fire very often.
New Order Status Change triggers every time an order changes status (including changing to or from a custom order status if using the Order Status Manager extension). Consider using with a Filter.
Subscription Created triggers when a subscription is created, either via the Checkout or via the REST API. Note: this trigger event fires for both successful and unsuccessful subscription signups. See here for more details. Only available when the WooCommerce Subscriptions extension is activated, and you are using WooCommerce Zapier Integration v1.6 or higher.
Subscription Renewed triggers when a subscription renewal payment completes successfully. Only available when the WooCommerce Subscriptions extension is activated, and you are using WooCommerce Zapier Integration v1.6 or higher.
Subscription Renewal Failed triggers when a subscription renewal payment fails. Only available when the WooCommerce Subscriptions extension is activated, and you are using WooCommerce Zapier Integration v1.6 or higher.
Subscription Status Changed triggers every time a subscription changes status. Consider using with a Filter. See here for more details. Only available when the WooCommerce Subscriptions extension is activated, and you are using WooCommerce Zapier Integration v1.6 or higher.
Integrating with more than one service
Create additional Zap / Zapier Feed pairs to integrate with more services.
Advanced Zaps
Order Status: WooCommerce orders have a Status field that lets you know how far along the order is, starting from pending and ending with completed. To use status values with Zapier, use lowercase only.
In this extension, the New Order trigger has been pre-configured to fire when an order’s payment is completed, or when an order has its status changed to Processing.
If you want more control, the New Order Status Change trigger will fire whenever an order changes status, and you can use this together with a filter to act only when an order changes to a specific status (for example, refunded). The following order statuses are used in WooCommerce:
pending – Order received (unpaid)
failed – Payment failed or was declined (unpaid)
processing – Payment received and stock has been reduced – the order is awaiting fulfilment
completed – Order fulfilled and complete – requires no further action
on-hold – Awaiting payment – stock is reduced, but you need to confirm payment
cancelled – Cancelled by an admin or the customer – no further action required
refunded – Refunded by an admin – no further action required
For more information view the WooCommerce Order Status documentation.
Subscription Status WooCommerce subscriptions have a Status field that lets you know how far along the subscription is.
The typical status cycle of a subscription is as follows:
Subscription Created with Pending Status.
Successful payment changes subscription to Active.
When a renewal payment is due, the subscription status changes to On Hold.
When the renewal payment successfully completes, the subscription status changes to Active.
To understand the usual lifecycle of your store’s subscriptions, go to Dashboard, WooCommerce, Subscriptions and click on an existing subscription and look at the Subscription Notes section.
Subscriptions are usually created with a Pending status, and are updated to Active once the payment is received.
This means that the Subscription Created trigger event will fire for all subscription signups, including ones with successful payments and failed payments.
If you would like to act only on successful subscription signups, then you can use the Subscription Status Changed trigger event (instead of the Subscription Created) trigger event, along with a filter of
status = active and status_previous = pending
Filters: Filters constrain Zap activity based on data within the order. For example, using a filter you could configure a Zap to:
act on orders with a status of refunded
act on orders for a specific product category
act on orders that exceed a specified order value
act on orders that are to be shipped to a specific country
In your WordPress dashboard, each Zapier Feed can either be active (published) or inactive (draft).
Real WooCommerce data will only be send to active (published) Zapier Feeds.
Viewing WooCommerce Order Notes
Whenever a WooCommerce order’s data is sent to Zapier, a private note (comment) is added to the WooCommerce order. This helps you understand whether or not that order’s data has been sent to Zapier.
Whenever a WooCommerce order’s data is sent to Zapier, a private note (comment) is added to the WooCommerce order. This helps you understand whether or not that order’s data has been sent to Zapier.
Whenever a WooCommerce order’s data is sent to Zapier, a private note (comment) is added to the WooCommerce order. This helps you understand whether or not that order’s data has been sent to Zapier.
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