How to Setup Zapier to Send Pearl Diver Data to Another CRM or Email Tool

This is perfect for users who want Daily updates without having to manually import the data every day.

On Feb 28th 2024 Zapier has added options for professional plans to prevent Zaps from turning off when they encounter an error https://zapier.com/blog/zap-error-handling/

We recommended enabling the Zap to continue running even when an error occurs, if it's already been working.

You can expect this Zapier to use at least 3 Tasks per contact imported into another platform for each contact transfer—covering data import, transformation, and export. Be mindful of Looping by Zapier's size limitations, capped at 500 records or 6mb.

To explore extended functionalities and utilize the necessary setup using multiple actions in your setup you will need to be on one of Zapier's paid plans. While Zapier has a free version, this plan only allows a single trigger and action.

Google Sheets can be used with the free version.

Prerequisites

Before you start configuring a Zap, make sure you have the following:

1. Zapier Account: Sign up for a Zapier account if you don't already have one. You can create an account at Zapier's website.

2 . Ensure at least one Pearl Diver Audience is created: Ensure you have created the audience filter for the data your would like to send through the Zapier integration

Step-by-Step Guide

Follow these steps to configure a Zap using Zapier integration:

Step 1: Edit your Audience 'Actions' to include the Zapier Option

In your Audience filter section, you will have the option to add a 'Action' - To enable the audience to connect to Zapier, choose the Zapier option and save/create your audience

Step 2. Go to the Dashboard, and select the Zapier option under Actions

You may need to enable Zapier, then click Go to Zapier

Step 3. Log in to your Zapier account

You will be redirected to the Zapier website at https://zapier.com/.

Step 4: Click 'Accept Invite & Build a Zap' to Create a New Zap

Once logged in, click on the "+ Create" button and choose 'New Zap' located in the top-right corner of your Zapier dashboard.

Step 5: Choose a Trigger App

In the "Choose a Trigger App" search bar, type ' Scheduled by Zapier ' and select this from the search results to initiate the workflow.

Note that the Pearl Diver app is not a Trigger so will be greyed out in this section.

Configure the Trigger

Follow the on-screen instructions to configure the specific trigger event for the selected app. This may involve connecting your account, setting up trigger settings, and testing the trigger.

In the Event section, set the frequency of either "Every day" or "Every hour" based on your preference
Click Continue
For "Every day"

In the Time of Day section, set the time for 12:00AM EST or equivalent - 11:00PM CST, 9:00PM PST (this is when Pearl Diver data completes for the day each day) or earlier base on preference

For "Every hour"

In the Time Offset section, set the option to 00 to start at the top of the hour
In the 'Trigger on weekends?', set the option to 'yes' or based on preference

Click Continue

You can access the Zapier help documentation on how to configure your triggers and actions for the connection to be enabled.

Step 6: Test the Trigger

After configuring the trigger, test it to ensure it's working correctly. Zapier will fetch sample data from the trigger app to help you set up the next steps.

Click Test Trigger
Scroll to the bottom and select 'continue with selected'

Step 7: If trigger frequency is 'Every hour' set a Datetime formatter

If the trigger frequency is 'Every hour', complete the following, otherwise, skip to step 8

Add a step below the 'Schedule by Zapier' trigger. In the "Choose an Action App" search bar, type 'Formatter by Zapier' and select it from the search results.

Configure the Action

Follow the on-screen instructions to configure the specific action.

In the Action event section, set the type to 'Date / Time'
Click Continue
In the Transform section, set 'Add/Subtract Time'
In the Input section, set the value ''
In the expression, set the value '-1 h'
In the To Format, set the value 'YYYY-MM-DDTHH:mm:ssZ (2006-01-22 23:04:05 -0000)' which results in the datetime format YYYY-MM-DDTHH:mm:ssZ
In the From Format, leave unset.
Click Continue

Test the Action

After configuring the action, test it to ensure it's working correctly. Zapier will fetch sample data from the action app to help you set up the next steps.

Click Test step
Scroll to the bottom and select 'continue with selected'

Step 8: Choose an Action App

In the "Choose an Action App" search bar, type 'Pearl Diver' and select it from the search results.

Step 9: Gather the Audience Key

If you are logged into Pearl Diver, you can find the Key for your desired Audience in the URL, you can skip this and step 10 if you already know the Audience Key.
i.e. https://pearldiver.blackpearl.com/audience/1234/view?page=1&search=&sort=lastActivityDate&direction=desc

Follow the on-screen instructions to configure the specific action you want to take in the action app. This may involve mapping fields from the trigger app to the action app.

In the Event section, select 'List your Audiences'
Click Continue
Click 'Choose' beside Choose an Account, and select your existing Pearl Diver Account, or connect a new one
Give it a few seconds to load correctly, then click Continue
Note down the Audience ID's that you require.

Make a note of the Audience Key value (a number) that you want to collect data from using Zapier.
For example below, 24 is the audience key for my audience created to capture B2B leads who have visited my website once.

DO NOT click publish at the bottom - this will save your connection but you have not linked your audience data yet. The above allows you to identify the key's for each of your audiences to be able to connect them in the following steps.

Step 10: Set Up the Action

To setup the action you will need to edit the Pearl Diver action and update the Action event to either Get an Audience or Get an Audience With Session Data.

Note: Including session data will provide you with a row for each webpage visited which, will greatly increase the number of tasks used.

Step 11: Configure the Get Audience event

Set the audience key, which was previously noted.
If you selected 'Every day' in the trigger from Step 5

Specify the date range, which is in days. This determines how many days' worth of leads you want to retrieve. The date range should align with the trigger frequency, e.g type 1 to pull the data for the last day, type 7 for the last week, etc.
Leave the "since" parameter empty

If you selected 'Every hour' in the trigger from Step 5

Select the output from the 'Formatter by Zapier' Date / Time
Leave the range parameter empty, pictured below.

Click Test Step - test this step to verify it's functioning correctly and retrieving the desired data. You will need data on your dashboard for this.

Step 12: Format the data so that it can be used by other platforms

Now that the data is in Zapier it needs to be formatted as it is currently a batch of data (which is fine for Google Sheets), and all the values for each field are comma separated.

For Google Sheets you can simply add the Google Sheets action as below, it takes the headers from the Google Sheet you select, and you can then map the fields from Pearl Diver.

Formatting the data for other platforms.

To do this you will need to add the "Looping by Zapier" action.

Here you will define the Pearl Diver data fields you want to import into another system, and this will split them into individual records.

i.e. email, then use the data from Pearl Diver labelled email.

This will result in fields from the "Looping by Zapier" which you can use in your action to export the data. This should look something like the below.

Note that the final steps will use the data fields created by the Loop (3) and not from the Pearl Diver action (2).

Step 13: Set Up where you want to send your data

Before you select Publish, click the plus icon under your Audience configuration on the main flow and choose where you would like to send the Pearl Diver data. This could be your CRM, marketing system or as simple as a google sheet.

As the end destinations can be quite unique, you will need to refer to their help guides and support team for completing the mapping and setting up their integration with Zapier.

Our team may also be able to provide some assistance, you can email us at support@blackpearl.com

Below is an example of how the final flow might look.

Step 14: Publish, Monitor and Manage Zaps

Once you're satisfied with the trigger and action configurations, click the "Publish" button. Your Zap will run automatically whenever the trigger event occurs.

After you have completed the steps for linking your Zap to where you need data sent, and activating your Zap, you can monitor its performance and make changes as needed. You can also create more Zaps to automate other tasks.

Depending on your Zapier plan, you may have access to automation rules that allow you to control when and how your Zaps run. You can set up filters, delays, and other conditions.

Configuring a Zap using Zapier integration is a straightforward process that can save you time and effort by automating repetitive tasks. Whether you're integrating CRM software, email marketing tools, or any other apps and services, Zapier makes it easy to create powerful automated workflows. Follow these steps, and you'll be on your way to optimizing your business processes with Pearl Diver and Zapier.