Dispatch from google sheets with department integration

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    Sara Kaplow, Community Manager

    Hey Keith,

    General consensus is that if the App doesn't exist in the main Department (which looks like Account Admin for you), you won't be able to Dispatch to it through Zapier. If you share the App to that Department, however, it should work. The downside here is that if the assigned user is in BOTH Departments, they'll have to choose which Department to submit the App under from the Submission screen:


    When you do a bulk Dispatch upload from within GoCanvas, you should have a column where you can enter the Department, which will set to the assigned Department. That doesn't appear to be an option with the Zapier method. 

     

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    Keith McQuait

    Thanks Sara.

    This is a major set back for me.

    We are looking to use apps to trigger dispatches of other apps. Some of this will need to have cross department collaboration. 

    This looks like something that could be fixed on Zapier's end. When creating the Zap, there is just no place to select assigned department for the dispatch.

    Is anyone going to work on this with Zapier?  

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    Sara Kaplow, Community Manager

    I'm going to talk to a couple more people about this and see if anyone has a creative solution, as this does introduce the potential for some user error. As long as the App exists in the main department though, you should be able to Dispatch across Departments, but users will have to know which Department to submit that second App in (I guess you could put a field in there for Department, and use Dispatch to fill in that field, but again... potential for user error because they'd have to manually select it). 

    I can also put in a feature request internally and see if anyone else has surfaced this issue. 

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    Keith McQuait

    If users have to pick the department at the end, they will screw that up. Guaranteed!

    :( Guess I have to do some experimenting with the app sharing stuff.

    So, if I understand correctly, if I share an app to our main account "account admin", people in the other department (where the app was shared from) will be able to receive the dispatches (from Zapier) even if they aren't assigned to Account Admin?

    When they submit the app, will they choose "Account Admin" or the department they are assigned to for the submittal?

     

     

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    Sara Kaplow, Community Manager

    They'll be able to get the Dispatch if they're assigned to it anywhere - if they're ONLY assigned to it in the original department (so not Account Admin), they shouldn't be able to make a choice - they'll just get the Dispatch and be able to fill it out and move on. If they're assigned to it in multiple departments, they'll have to make the selection. The App itself just has to live in Account Admin. So if your users aren't assigned to the App in multiple Departments, you should be okay. 

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    Keith McQuait

    Good info.. Thank you!

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    Keith McQuait

    By the way, this is working. Two apps assigned in account admin with no users assigned. Shared with the Inspection Department. Inspection Department users able to open one app, fill it out and submit, Zapier creates a Google Sheets entry and sends a dispatch to another app using the information in the Google Sheet.

    Thanks a bunch!

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    Sara Kaplow, Community Manager

    Glad to hear it! Departments make things complicated, but once things are up and running, they can make things so much easier!

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    Keith McQuait

    Having some more difficulty with this.

    Have an app that that I cannot create a dispatch to from Zapier. Receiving error "User <email> not found for this form in Department 'Account Admin'.

    I have several apps in my main department which is 'Account Admin' and shared to another department (Inspection). Users are not assigned to the app in 'Account Admin', only in the shared department. I have several apps that I have been able to send dispatches to this way with no problem. However, I have one app that will not allow me to do it and I don't understand what the issue is.

    You can see what is happening by click the link.

    https://www.useloom.com/share/5e21f58c12534a41b080b104ae788e92

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    Keith McQuait

    I sent a ticket in. Need this resolved asap.

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    Sara Kaplow, Community Manager

    Hey Keith, 
    I know you're working with Frosina on this, but a question for you - are you still using a Google Sheet to generate the Dispatch? Did you create the Sheet before you'd shared the App with an other Department? One thing might be that if you used the Bulk Dispatch download CSV to start your Sheet BEFORE you turned on the sharing, it probably doesn't have the Department column (that only appears once the App has been shared), so it's looking for you in the original Department. That's one thing to look at, let me know if that's not the case and I'll keep digging. 

    Thanks!

     

    Just kidding - that field isn't used in Zaps, so that's irrelevant. 

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  • I think the (unfortunate) answer is that because Zapier doesn't allow you to map the Department (even though you can create that column in the sheet), it's looking for the App in the original department. Since the user isn't in that Department, it can't find them. This is a bit obnoxious because this is obviously something that can be done on the web and through the API. 

    In the places you have it working, are the users assigned to the App in both Departments? 

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    Keith McQuait

    The zap has 14 steps, google sheets is involved but it is not creating the dispatch in this case. I am using a GoCanvas submission as the trigger to dispatch another GoCanvas App. There is a Zapier Utility filter, zap only continues if text in a certain data field in the submission data (dispatch follow-up "Yes/No") contains "Yes".

    After department integration, all of my apps were moved to the departments. That's when I started having the problems that led my original post at the top.

    Based upon the discussion in all the subsequent posts (above), I spent (months) moving all my apps from the departments back to the main account and shared them to the departments. It's taking a long time because copying and moving my apps around made a complete train wreck of my reference data (because it creates copies and renames the reference data files). 

    As I previously stated, I was successfully able to dispatch to the departments using Zapier without having anyone assigned to the apps in the main 'Account Admin'. 

    I went (today) and double checked the apps that were working and now they aren't working either.

    I don't know, I'm so confused with this.

    I just wish I could do away with department integration all together. I don;t want to have to assign all the users to account admin in order for them to get the dispatches. Makes the whole point of having departments practically useless.

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    Keith McQuait

    Is anyone else out there successfully doing this?

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    Keith McQuait

    For my previous post, nothing but crickets... I guess I'm the only one doing this (with department integration). 

    I worked with Frosina (GoCanvas AU.. Thanks Frosina!) and with her help came up with this fix/workaround:

    Maybe this is what you all were trying to tell me all along and I just didn't get it..

    Note: This works on Android. I did not try it with iOS or Windows yet. I don't foresee any reason it would be different. 

    Our main account was ‘Account Admin’ and it had to be renamed to ‘ZZ Account Admin’. The name doesn't matter as long as 'ZZ' is in front.

    Alphabetically, the main account name has to be last (behind all the other departments).

    All apps are built in the main account ‘ZZ Account Admin’ and shared to the departments.

    All users must be assigned to ‘ZZ Account Admin’ and also to their respective departments.

    You can then dispatch from Zapier and the recipients (in the departments) receive their dispatches correctly. Note: I didn’t try it, but this probably has the same affect for mass uploading dispatches using CSV files too. You could probably leave the department blank (because the main account is always the default target).

    When a user completes and submits an app on their mobile device, (on the last 'submission' screen) their correct department is always default because of the alphabetical order. ‘ZZ Account Admin’ is always on the bottom regardless of their department name.

    As long as the user isn’t assigned to more than one department, their department is always the default for submissions.

    Unfortunately, if someone is assigned to the same app in more than one department (besides ZZ Account Admin), the app that is alphabetically first on the list will default to the top and the user will have to make a logical choice about where to send the submission.

    Personally, I do not have many situations where I need more than one department to have the same app. So, I am going to try to refrain from assigning the same app to more than one department to limit the chances of a mistake with this. If absolutely necessary, I will make a clone app with a slightly different name.

    Side effect: Users will be assigned to two departments. ‘ZZ Account Admin’ will be available to them when they login online to use the Web UI (to view or edit submissions). However, since their departments are alphabetically before ZZ Account Admin, their appropriate department is also default there too.

    I hope this saves others the aggravation I went through. 

    I am going to make another Community post called the "Do's and Don'ts of Department Integration" and reference this post.

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  • Adding the ZZ is super clever (well done, Frosina!). I realize this has been a frustrating process (and I definitely admit to giving bad advice above - very sorry for that). Thanks for sticking with us, Keith, and using your experiences to help others. 

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    Dave .

    I have just run in to these problems this afternoon - pretty frustrating 

    We are only using Zapier to try and Dispatch work to fill the shortcoming in GoCanvas around the Despatcher of work needing to have full designer access for the department.

    Now I need to do a work around to fix the work around.

    Is there any timeline for when either of these issues will be fixed?

    1.   Allowing Zapier to despatch via department without the need for an overly complicated work around

    2. Allowing users with Reporter privileges to dispatch work / create a dispatcher level

    Appreciate that not all fixes can be made but it would nice to know if any are genuinely on the roadmap and  if they are - how far they are away.

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    Dave .

    Bump.

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    Dave .

    Any update or interest from Go Canvas on this one?  5 months ago for post, 3 months ago for reminder.   

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