Connect DataScope with Zapier

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This guide explains how to connect DataScope with Zapier to automate your field operation: trigger Zaps when a form is completed, when a document is generated, when a task is assigned or when a ticket is registered, and act back on DataScope from the other apps you already use.

Before you start

You need:

A Zapier account with permission to create Zaps in the workspace you are working in.
Your DataScope API Key. You get it from app.mydatascope.com/integrations, in the Integrations section of your account, under the API Key tab.
At least one published form in DataScope. Most triggers and actions ask you to pick a form, and the dropdown reads the forms in your account.

Step 1: create the Zap

Go to the DataScope app in Zapier and sign in.
Select Create Zap, or start from one of the ready-made templates listed on that page. The Integrations section of DataScope lists the same templates, grouped by use case.
In the trigger step, search for DataScope Forms and select it.
Choose the event you want to react to, from the list under What you can automate.

Step 2: create the connection

The first time you use DataScope in a Zap, Zapier asks you for a connection and shows a single field, Token Key. Paste your DataScope API Key there.

Paste it exactly as DataScope shows it, with no leading or trailing spaces. If the connection is accepted but the trigger then returns no data at all, the key is the first thing to re-check.

The connection belongs to your Zapier account and you can reuse it in every Zap you build. Each person who builds Zaps needs their own connection, with the API Key of their own account.

Step 3: choose the form

Most triggers show a Form dropdown that reads the forms in your account. Where the field is optional, pick a form anyway.

Step 4: test and turn the Zap on

Zapier's Test trigger pulls the most recent matching events from your account, so it needs at least one to show sample data. If your account has none yet, submit a form answer, generate a document, or assign a task, depending on the trigger you picked, and test again.

Once the sample data looks right, add the steps that follow and publish the Zap. The subscription on DataScope's side is created when you turn the Zap on, not while you are editing it.

What you can automate

The DataScope app provides the following triggers. The names are the ones you see in Zapier's trigger list:

Trigger	Fires when	Form field
Forms: New Form Entry	A form answer is submitted	Required
Forms: New PDF	A PDF is generated by email backup or auto-notify	Optional, pick one
Forms: Status Changed	A form answer changes status	Optional, pick one
Tasks: New Assigned Task	A task is assigned	Required
Signatures: New Completed Signature	Every signer has signed the document	Optional, pick one
Signatures: New Rejected Signature	A signer rejects the signature request	Optional, pick one
Signatures: Updated Signature	The signatures on a document change while some are still pending	Optional, pick one
Tickets: New Ticket (FKA Issue)	A ticket is created	Not applicable, account level
Tickets: Changed Status (FKA Issue)	A ticket changes status	Not applicable, account level

Each trigger delivers the event data as individual fields, ready to map into the following steps of the Zap without having to parse the JSON yourself. For form answers, every question arrives as its own field, with its name, its type and its value.

The app also provides the following actions, so a Zap can act back on DataScope instead of only reacting to it:

Action	What it does
Tasks: Assign Task V2	Assigns a task on a form to a user, optionally scheduling it and linking it to a location or a place
Tasks: Assign Task V1 [Legacy]	The earlier version of the same action, kept so existing Zaps keep working
Forms: Send Data / New Answer [Beta]	Generates a new form answer and its PDF from an existing form used as a template
Change Form Status	Changes the status of a form answer, found by form name and form code
Modify Form Answer	Creates or updates a single answer inside an existing form response
Tickets: Create Ticket (FKA Issue)	Creates a ticket, optionally taking its defaults from a Ticket Type

Assign Task: V1 or V2

Use V2 for anything new. It does everything V1 does, plus:

It accepts plus signs in the user's email address, so user+site@example.com resolves to the right user.
It can target the new Places module, not only the legacy Locations one.
It can find an existing location or place by its internal ID, which is what you want when several places share a name.

V1 stays available so Zaps built on it keep running. There is no automatic migration: if you want a V1 Zap on V2, replace the action step and map the fields again.

Locations or Places

Tasks: Assign Task V2 and Tickets: Create Ticket both have a Location Type field with two options, and the two actions do not behave the same way. On Assign Task V2:

Location Type	Behavior when nothing matches
Locations (old module, legacy)	The location is created in DataScope from the Location Name and the other location fields you sent. With no Location Name there is nothing to create it from, so the task is assigned with no location
Places (new module)	Nothing is created. The task is not assigned and the Zap fails with `nestable location not found`

Tickets: Create Ticket never creates a location, with either option. If the location you send does not match an existing record, the ticket is created with no location attached and the Zap reports success. It matches on Location ID and then Location Name only.

Locations is the default, so existing Zaps keep working with no changes. If you choose Places, create the place in DataScope before the Zap runs.

On Assign Task V2 the location is matched in this order: Location / Place ID, then Location Code, then Location Name, then Location Address. The first one that matches wins.

The remaining location fields, Location Phone, Location Email, Company Name, Company Legal ID, Latitude and Longitude, apply only to the legacy Locations module, where they are saved on the location that is matched or created. They are ignored with Places, because places are never modified from this action.

Send Data / New Answer is in Beta

Forms: Send Data / New Answer creates a form answer from an existing form, which makes it useful for bringing data captured elsewhere into DataScope. Three things to plan around:

The PDF is only generated if you fill the Emails field. That field is what sends the document, and generating it is part of sending it. Leave it empty and you get the form answer with no PDF.
It does not trigger the rest of the automation chain. Google Sheets sync, automatic signature and the form-answer webhooks do not run for an answer created this way, so a Zap that reacts to Forms: New Form Entry will not see it. Forms: New PDF is the exception: when you fill the Emails field, that Zap does fire.
Not every question type is fully supported, so some fields may not land as you expect. Test with the form you actually plan to use.

Important considerations

One active Zap per form and per trigger, with one exception. Forms: New PDF, Forms: Status Changed, Tasks: New Assigned Task and the three signature triggers support a single active subscription per form. Turning on a second Zap with the same trigger on the same form is rejected with an error naming the trigger type and asking you to remove the previous one. Different triggers on the same form are fine, and so is the same trigger on different forms. Forms: New Form Entry is not covered by that check: a second Zap on the same form is accepted, and both then receive every submission. Add steps to one Zap instead.
If you need several things to happen on one event, add steps to one Zap rather than creating a second Zap on the same trigger and form.
Ticket triggers work at the account level. Tickets: New Ticket and Tickets: Changed Status cover every ticket in the account and support one active Zap per account each. They have no Form field.
Available fields vary by configuration. Some data, such as signer identity fields or extended task fields, appears only when those features are enabled on your account.
A trigger's sample data is not the full field list. Zapier builds the field list from recent events, so a question that nobody has answered yet, or an optional field that was empty, may not appear until it does. Send one representative answer before mapping the steps that follow.
The Forms: New Form Entry trigger is visible on DataScope's side. It registers itself in the Webhooks list of app.mydatascope.com/integrations. The other triggers do not appear in that list.

If something doesn't work

The connection is accepted but nothing works: the connection test does not reliably reject a wrong key, so a bad API Key surfaces later as a trigger that returns no data at all. Re-copy the key from the Integrations section, with no leading or trailing spaces, and replace the connection.
Turning the Zap on fails saying the hook already exists: another Zap in your account, possibly built by someone else, already uses that trigger on that form. Turn the older Zap off, then turn this one on. If the error persists, contact support and we will clear the leftover subscription.
Test trigger returns no data: the trigger reads recent events, so an account with none yet has nothing to show. Produce one and test again.
The Zap never fires: confirm that a form is selected in the trigger, that the Zap is on, and check the Zap history in Zapier. An event that arrived while the Zap was off is not replayed.
A Zap you turned off keeps receiving data: if the trigger is Forms: New Form Entry, open the Webhooks list at app.mydatascope.com/integrations and delete the entry there.
Expected fields don't appear: some fields depend on your account's configuration. Reach out to support and we will look into it with you.

For any question, contact support and we will help you with the setup.

Changelog

Versions of the DataScope app in Zapier, newest first. A Zap keeps running on the version it was created with, so an older Zap can behave differently from a new one built on the same trigger, and there is nothing to install or update on your side either way. Some versions are released to selected accounts before they become the default for new Zaps, so the version behind your Zap is not always the current one.

Two numbers, 2.0.0 and 2.1.0, were never released. Because of that, the release notes recorded on 2.0.1 and 2.1.1 describe only the difference from a draft that no longer exists. The bullets below describe the difference from the previous released version instead.

DataScope records the version the app reports when you turn a Zap on and the subscription is created, and uses that number to pick how events are delivered: below 2.0.0 the earlier path, 2.0.0 or above the current one. Since no 2.0.0 was ever released, in practice every Zap on the 1.14 line takes the earlier path and every Zap on the 2.x line takes the current one. The recorded number changes only when the subscription is created again, so turning a Zap off and back on re-records it. Forms: New Form Entry predates versioned subscriptions and always takes the earlier path.

2.1.3 (released to selected accounts)

Adds the Location Type field to Tasks: Assign Task V2 and to Tickets: Create Ticket, with the Places (new module) option next to the legacy Locations one.
Adds Find Location / Place by ID to Tasks: Assign Task V2, so a task can point at an existing location or place by its internal ID.

2.1.2 (default for new Zaps)

Adds the action Tasks: Assign Task V2, and relabels the previous one Tasks: Assign Task V1 [Legacy]. V2 accepts user email addresses that contain plus signs.

2.1.1

Renames the two ticket triggers. Findings: New Finding becomes Tickets: New Ticket (FKA Issue), and Findings: Changed Status becomes Tickets: Changed Status (FKA Issue).
Adds the action Tickets: Create Ticket (FKA Issue).
Fixes a bug with the creation date and the relative expiration date.

2.0.2

Location Name is no longer required on the Assign Task action.
Changes some output field types.

2.0.1

The first released version of the 2.x line, and the first with the three signature triggers and the two ticket triggers, then named Findings: New Finding and Findings: Changed Status.
Consolidates what the 1.14 drafts had added separately: the status trigger, the Send Data action, and the mandatory and late-response fields on Assign Task.
Prefixes every trigger and action name with its area, Forms:, Tasks: or Signatures:.
Improves a default value.

1.14.3

Adds Make this task mandatory and Allow the task to be answered after the due date has been reached to the Assign Task action.
Does not carry the Status Changed trigger or the Send Data action that 1.14.2 has, so a Zap on this version has three triggers and three actions.

1.14.2

Adds the action Send Data.
Renames the Change Status trigger to Status Changed, and its Form field becomes optional.

1.14.1

Adds the Change Status trigger.

1.14.0

The baseline of the 1.14 line: New Form Entry, New Assigned Task and New PDF as triggers, Assign Task, Change Form Status and Modify Form Answer as actions. Assign Task requires a Location Name here.
The three signature triggers, the two ticket triggers, Assign Task V2 and Create Ticket only exist on the 2.x line. To use any of them, rebuild the Zap so it picks up the current version.