How to Send a Dynamic Email Using Zapier

Connect Zapier to your Brillium account and create a dynamic email for respondents.

Brillium and Zapier have joined forces to make the transferring of data even easier through the application of an integration system created specifically for Brillium users. Learn how to first connect Zapier to your Brillium account, and then how to create a dynamic email that could be sent to respondents who have completed an assessment created on the Brillium platform.
While Brillium comes standard with a very useful Application Program Interface (API), up until recently, making the most of it required the know-how of a savvy developer with coding capability. Nowadays, however, services like Zapier, IFTTT, and others have emerged as mostly point-and-click solutions that allow end users to move data from one web application to another on their own… fairly quickly and with no coding required.

Now, Brillium and Zapier have joined forces to make the transferring of data even easier through the application of an integration system created specifically for Brillium users. For nearly every web application, you’ll want to integrate with there is a Zapier “connector” that can help you move data easily while eliminating steps and automating processes you probably have to employ with other integration systems. Want to create an assessment invitation as a result of a website contact form, add a person to an email campaign list, or send a survey to new customers from your CRM? No problem. The options are nearly limitless, as you can discover for yourself by visiting the Zapier website (www.zapier.com ).

To demonstrate how easy Zapier is to use and model how to use the Brillium Zapier connector with virtually every other Zapier application, below is a sample case. In it you will learn how to first connect Zapier to your Brillium account, and then how to create a dynamic email that could be sent to respondents who have completed an assessment created on the Brillium platform. Let’s get started...

STEP 1 - Create a Brillium API Key

In order for Zapier to “talk” to your Brillium account, a one-time connection needs to be established between the two by creating an API Key. This step is critical, as it not only opens the connection, it also allows Zapier to authenticate itself as a trusted source of data exchange with Brillium.  

NOTE

To accomplish the following steps, you must log in to Brillium through the Master Workspace. If you do not see API as an option under Settings (gear icon), you are not in the Master Workspace.

  1.  Log into your Brillium workspace
  2. From Settings (gear icon), select API
  3. Select Yes to Enable
  4. Create and re-enter a password
  5. Select preference for Send Assessment Passwords
  6. Select Save

NOTE

  • The API Password should be separate and distinct from the password used to sign into Brillium. The Brillium workspace password and the Brillium API password are maintained separately. When one password is changed, the other password is unaffected
  • The Brillium API Key is used in later steps, but it only needs to be created once.

    STEP 2 - Add Brillium Connector to Zapier

    1. Log into Zapier (or create an account: https://zapier.com/sign-up/ )
    2. Select this link to add the Brillium Zapier connector to your Zapier
    3. Select Accept Invite & Build a Zap

    STEP 3 - Create a Zap

    Zap is a blueprint for a task that will be done and over again.
    1.  Select Create Zap
    2. For Choose App & Event, select Brillium (1.0.1)
    3. Select the appropriate Choose Trigger Event
    4. Select Continue
    5. Select Sign in to Brillium (1.0.1)
    6. A new window will open, complete the Subdomain field and API Key field (found in Brillium; see Step 1)A screenshot of a social media post

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    7. Select Yes, Continue
    8. If the account connection is successful, the window will close
    9. In the original window, select Continue

      NOTE

      • A trigger is an event that tells Zapier to take an action. The trigger can either be when there is a New Assessment Result (most common & used as an example throughout this article) OR when there is a New Assessment.
      • If your Subdomain or API key is entered incorrectly, you will receive an error message: “We hit an error adding your new account.” If so, click the “X” in the upper right corner of the dialogue box to close it; then go back, make sure you have entered all information correctly.

      STEP 4 - Set up a Zapier Trigger

      Once Brillium is successfully connected, Zapier will display contain all assessments with results.
      1. Select an Assessment Name from the dropdown
      2. Select Continue   

      NOTE

      Before you complete this step, you must have at least one assessment with at least one result because Zapier will retrieve a sample result in order to test the integration. Additionally, if you want particular Custom Fields represented in this result, make sure that you have established those fields as needed on the Brillium assessment login screen.

        STEP 5 - Test Brillium

        Once an assessment is selected, Zapier will retrieve a sampling of the Brillium assessment data to test the connection and help configure the integration.
        1.  Select Test Trigger; if there is a result, it will display
        2. Select Continue  

        STEP 6 - Choose a Zapier Action

        Now that there is a trigger, Zapier’s “Do this…” will help you significantly save time, minimize effort, and automate processes.

        1. Select the App from which the email will be sent from
        2. Select the Action Event Send Email
        3. Select Continue
        4. Select the email account associated with the email app
        5. Select Continue 

        STEP 7 - Create a Dynamic Email

        Using Zapier requires a minimum of two web applications: The first is the source, which in this case is Brillium. The second is the destination application, which in this case is Email by Zapier. In the preceding steps, we have integrated these two applications so that now Zapier has access to all the Brillium data you need to effectively communicate with respondents. In this example, we will use that data to first identify all respondents and then email them their results, so they may review them on their own.

        NOTE

        It is very common to encounter duplicate fields on this screen, either with similar or identical names; make sure to always select the field containing populated information as that is Zapier’s way of verifying fields where data actually exists.

        1. In the To field, select Email from the dropdown
        2. Subject line is required; i.e. “Your Assessment Results”
        3. In the Body (HTML or Plain) field, we will compose a brief message that contains dynamic fields.
        4. To create the dynamic fields, an Insert Data dropdown will display beneath the Body text-box.  Select the appropriate dynamic fields for the Body message.  
        5. When all necessary fields have been completed, select Continue

        TIP

        Example of dynamic fields for the Body message:

        Congratulations [First Name]!

        You've completed the [Assessment ID] assessment!

        You spent a total [Time] (hours:minutes:seconds), achieving a total score of: [FinalScore].

        Thanks for your participation!
        The Brillium Integration Team

        STEP 8 - Test Outbound Email and Finish 

        Congratulations, you've created your first Zap with Brillium and Zapier!

        1. Select Test & Review (to test and preview the email) OR Test & Continue (to test the email and go on to the next step)
        2. When the test is successful, select Done Editing
        3. Select Turn Zap On
        4. Select Go To My Zaps to return to the Zapier dashboard  

        NOTE

        In this example, we’ve created a single action, but Zapier actually lets you create a series of actions in a single Zap, so that, adding on, you could send a respondent’s score to Salesforce, Hubspot, or Thinkific. In fact, the ways in which Zapier can help you streamline your Brillium processes is limited only by your imagination. When you’re ready to try something new, just follow the steps above, modifying them for your particular needs. In short order, you will be Zapping like a pro. Feel free to let us know about your experience, and, of course, like always, if you need further guidance or assistance, contact support@brillium.com .