Zapier set-up

What do you want to do?

Note: You will only have access to MindManager's Zapier feature if you are using MindManager Enterprise.

What's a Zap?

Zaps are automations that follow If/then rules.  Each zap consists of one trigger ("if this happens") and one action ("then do this") that work via a connection between two applications, the trigger app (the application that Zaps are sent from) and the action app (the application that Zaps are sent to).

To use Zapier, you'll need to:

  • Connect two supported applications via Zapier (in this case MindManager and another Zapier-supported application).

  • Set up the rules for each Zap you create.

Read Hint

 

    See also:

 

Create a MindManager Account

To use Zapier, you'll first need to create a MindManager account. This account will be used to allow Zapier access to your maps.

Read Note

  1. Do one of the following:

    On the Tasks tab, in the Send Tasks To group, click the Zapier drop down then click Set Up Account.

    		Or

    On the Advanced tab, in the Zapier group, click the Zapier drop down then click Set Up Account.

 

Read Hint

  1. In the Set Up Account dialog, enter:

Or sign in using Google+.

  1. Click Sign In to create your Zapier account.

  2. Once your MindManager account is set up, you will see a confirmation message.

Create a Zapier account

Once  you've created your MindManager  account, you need create an account in Zapier.

  1. Do one of the following:

    In the MindManager Account Confirmation dialog box, click Launch to open the Zapier website in your designated browser.

    		 Or

    Navigate directly to the Zapier website in your preferred browser.

 

  1. Follow the instructions on the Zapier website to create an account; if you already have an account, log into it.

With both accounts created, you can now create Zaps.

Top of Page

Create a Zap

Setting up Zapier is done on the Zapier website in a guided, step-by-step process. Because there are hundreds of applications you can link to using Zapier, creating a Zap will vary depending upon the applications you wish to connect.  

Let's look at a test case: setting up a Zap between MindManager and Trello.

Note: Zapier is not currently localized. To provide accurate on-screen guidance, text and screen captures that reference Zapier on-screen prompts are in English.  

  1. In Zapier navigation bar, click Make a Zap. The Zapier interface asks you to choose a trigger and action:

    First:

    Choose a Trigger app: When creating a Zap that allows you to send topic information from MindManager to another app, the trigger app is always Mindjet MindManager.  

    Choose an Action app: choose the app you where you want to send MindManager map topic data, for example, Trello.

     

    Then:

    Choose a trigger: While some Zapier-enabled applications allow you to choose from a variety of trigger activities, when you select Mindjet MindManager, you will be offered one selection, Zap topics.

    Choose an action: You choose  the action you want to occur.  The potential action will vary, depending upon the application you are linking to.  For example, if the action app is:

    • Gmail, you can choose "send email" (create and send an email message that contains the map topics info) or "create draft" (create an email message with the map topic info, but do not send it).

    • Evernote, you have the option of "create note," "create tag," "create reminder," or "append to note."

    • Slack, you can select "send direct message" or "send channel message."

     

    Since we're linking to Trello in the example above, we'll choose "Create Board."  This means that the topic information Zapped to Trello will be used to create a new Trello Board.

 

  1. Connect accounts:

    Select a Mindjet MindManager account

    Select the Action application account

    • Connect Zapier to the account you have for the action application and allow access to it.

    In this case, we'll be linking to a Trello account.  

    Test this account

    • To ensure the accounts have been correctly accessed by Zapier, click the Test This Account button.


Read Hint

  1. Now, you need to set up your Trigger Filters.  Zapier lets you set conditions so that the Zap will only activate if those conditions are met.

First:

In the Filter section, click + Add Custom Filter. The Add a Filter section opens with three entry fields:

  • Field lets you select from a list of MindManager topic information, including Topic Text, Due Date, Tags, Priority, Resources, Notes, Hyperlink, Subtopics Text, Milestone, Progress, Start Date, and others. Choose the topic information that you want to use as the filter.

  • Condition allows you to set the parameters of the content entered in Value. For example, if value contains a date, you can set the condition to (Date/Time) Greater Than, (Date/Time) Less Than, or (Date/Time) Equals.

  • Value lets you type in the specific value the field must meet for the topic information to be Zappable. This could be a text string, a date, or a numeric.  

Select the criteria you wish to use. Once you create a filter, every topic you wish to send using this Zap must meet the criteria defined in the filter, or you will get a Zapier error message.

In the example above, a Zap will be sent from MindManager to Trello to create a new card only if the selected topic has a priority marker of 1 or 2. Topics with a lower priority can not be Zapped.

 

Read Hint

  1. Customize the Action by matching up the MindManager topic information to target fields in the Action app.

     

    For the Trello Board Zap above, the Organization name is skipped; Topic Text is used for the name of the new board, and the board's description includes the Resources included in the topic, the topic's Start and Due dates, any Notes or Links, and the current Progress of the topic.

    When you send a Zap, MindManager information is sent and used by the Action application. How the information is employed varies depending upon the application—and the instructions you give Zapier in this step. Each application will offer a specific selection of information fields, some required, and others optional.

    • Some fields must have information typed into them.

    • Others include a drop down menu of MindManager topic data.  Click the Insert Fields button to access the options and select the one(s) you want to associate with the field:

      • topic text

      • due date

      • tags

      • resources

      • priority

      • notes

      • hyperlink

      • subtopics text

      • all branch info (this includes all the topic and subtopic info, and all markers for the branch)

      • milestones

      • progress

      • start date

    For example, when creating a Zap that will build a Trello board from a MindManager map topic, you are offered three fields:

    • Organization (optional)

    • Name (of the board—required)

    • Description (of the board—required)

    Note: Once you match the MindManager map data to the Action applications fields, your map topic must include all the designated types of data, or you will get a Zapier error message. In the Trello example at right, if you do not have a "Due Date" set for the topic, you will receive an error message when you try to Zap that topic.


  1. After customizing the Action, test the Zap.

    Click the Test button.

     

    Note: You may need to return to your MindManager map and Zap a topic to successfully complete this test.

    • Zapier will offer 1-3 samples to test.

      • Click See trigger sample to review the trigger data that will be included in the Zap.

      • Click See action sample to review the actions that will be taken by the Zap.

    • Click Test Zap with this sample to run a test of the zap.  

      • If the test is successful, you will receive a notification:

      • If the Zap is not successful, you will receive an error message noting the specific problem and telling you what to do next.

 

  1. Name the Zap and turn it on.

    Many people set up more than one Zap.  

    • For example, you may create a Zap to convert MindManager topic data into a Trello card, and another to send reminder emails via Gmail.

    • You may even have more than one type of Zap for the same application: one to create a Trello card, one to create a Trello board, and one to create a Trello list

    To keep track of your different Zaps be sure to give each Zap a distinctive name.

    We made a Zap that used MindManager topic data to create a new board in Trello so a good name might be "Trello Board."  

    Click Turn Zap on to activate it.

 

Note: Data sent using Zapier is not synced to the map.  If you make changes on your map, it will not be updated in the Action app. You must re-send the Zap to update the information.

Top of Page

Zapier Dashboard

Once you have successfully set up your Zap, you will see your it listed on your Zapier dashboard, under the name you gave it. You can then start Zapping from MindManager topics.

If you have set up more than one Zap, use the dashboard to manage them