Integrate airfocus with Zapier

Sync airfocus with 2,000+ apps through the Zapier platform to automate your work and find productivity super powers. Zapier is like “If This Then That” for businesses. You specify which triggers in one app cause which sequence of events in another.

Connect airfocus to Zapier

There are no limits for building creative integrations. Just sign up for a Zapier account and create a zap that connects airfocus with any other app.

Some commonly used zaps connect airfocus with:

Gitlab
Gmail
Basecamp
Monday
Wrike
Zoho Projects
Yammer
Salesforce
Zendesk
Intercom
Typeform
Google Sheets
Slack

Find Zapier in our Integrations by going to the "Add integrations" section in the Extensions section.

Receive personalized notifications from airfocus with Zapier

Our Zapier integration allows users to track updates to specific custom fields on airfocus items.

How is this useful? For example, when you have a date range field that defines a timeline at the beginning of your quarter, you might have some unexpected changes as the quarter progresses, which could cause a delay in delivery resulting in changes in your timeline. You can now use Zapier to notify these changes to you via email/Slack about the updates specifically made on the date range field.

Can I use Zapier to import items in bulk?

A regular question we get is: Can Zapier import/export my data from App A to App B?

Unfortunately, Zapier is not designed to mass import/export your data between two apps. It can only trigger from new data added to App A and send it over to App B only after creating and turning on a Zap.

While Zapier can't natively import/export existing data from one app to another, we do have methods one can employ to get around this limitation.

If you are able to get your data into a spreadsheet format like an excel or CSV file, you can use Google Sheets as an intermediary app in creating a Zap that mimics an import/export function of data from one app to another.

Learn how to import/export existing data from one app to another.

2-way sync airfocus with Jira via Zapier

Note: You can set up a native 2-way sync between airfocus and Jira with just a few clicks. This article is for experts only that have specific mapping needs.

Sync airfocus with 1,000+ apps through the Zapier platform to automate your work and find productivity super powers.

To set up a 2-way Synchronisation between airfocus and Jira you need to do the following steps:

Create a Google spreadsheet.
- Go to https://docs.google.com/spreadsheets, start a new spreadsheet and name it airfocus-jira-mapping. (You don't have to use the exact same names like in this example, but it will help).
- Copy the headers airfocusId and jiraKey into the first row of your Google sheet.
Create Zapier zaps.
- You need a total of 4 Zaps for a fully working 2-way synchronization. See the sections below for more details.

Zap 1: new airfocus item → create Jira issue

Go to https://zapier.com/app/dashboard and hit “Make a Zap!” to create your first Zap.

Step 1 - Trigger

Select the Jira app and choose "New issue" as your trigger. Then connect your Jira account, select your Jira project and test the connection.

Step 2 - Search

Create another Zapier step and select the Google Sheets app (choose “Lookup Spreadsheet Row”). Connect your Google account and when asked, choose the recently created spreadsheet airfocus-jira-mapping and its worksheet ("Sheet 1" by default). Remember, the one with the headers airfocusId and jiraKey?

Choose jiraKey as Lookup column and the parameter key from the Lookup value dropdown menu.

Now click the checkbox “Create Google Sheets Spreadsheet Row if it doesn’t exist yet?" (it has to be activated).

Click continue and test this step.

Step 3 - Filter

Add another step and select "Filter". This step is required to make sure Zapier only synchronizes a new item, if it is not yet mapped to a Jira issue.

Choose the option "Only continue if...". Then click "Find and create row" and "Zap data was found".

After this is done, select "(Boolean) is false".

Step 4 - Create item

Click "Add step" on the left Zapier column, create a "Action/Search" Zap and choose the airfocus app. (Version 1.1.0 or higher. If it is not available, let us know via chat).

Click "Create item" and map all the Jira issue fields to the corresponding airfocus item fields like in the example below.

Workspace ID → Choose the airfocus workspace you want to synchronize (Example: "My Test 1 workspace)
Original Item ID = New issue + Key
Name = New issue + Fields Summary
The description of your item in airfocus = New issue + Fields description
Original Item URL = New issue + URL

Step 5 - Mapping

This 5th and last step is important to map the airfocus item key to the corresponding Jira key .

Create another action step in Zapier by clicking "Add step". Choose the Google Sheets app and then click "Update spreadsheet row".

Now select the spreadsheet airfocus-jira-mapping and the same worksheet as before. (Sheet 1 by default).

After that is done, please map the following values:

Row → "Use a custom value" Custom value for Row ID → Step 2 /2 (Google Sheets → Find or Create Row → ID)
airfocusID → Stem 4 → Item ID
JiraKey → Key

Congratulations! You created your first Zap! Name it New airfocus item → Create Jira Issue and activate it!

Zap 2: new Jira issue → create airfocus team

This Zap is very similar to the first one. It makes sure a Jira issue is sent to airfocus upon creation.

As you already know how to set up Zapier Zaps, the next Zaps will be explained in a more compact way.

Step 1 - Trigger

Create a new Zap with the following configuration:

Trigger app: airfocus (1.1.0 or higher)
Trigger: New item
Workspace ID: Your relevant airfocus workspace you already picked in Zap 1
Test this step

Step 2 - Action

Action app: Google Sheets
Action: Lookup Spreadsheet Row
Spreadsheet: airfocus-jira-mapping
Worksheet: Sheet 1 (by default)
Lookup column: airfocusId
Lookup value: Step 1 → Item Id
Don't forget to click the checkbox "Create Google Sheets Spreadsheet Row if it doesn't exist yet?"
Section: "Set up Google Sheets Spreadsheet row" → airfocusId: Step 1 → Item ID

Step 3 - Filter

Filter: "Only continue if..."
First dropdown menu: 2 Find or create row → "Zap data was found"
First dropdown menu: (Boolean) Is false

Step 4 - Action

Action app: Jira
Action: Create Issue
Project: Jira Project you want to synchronize (same as in previous steps)
Issue Type: Choose a Story or Task. You can change that later.
Reporter: Select a default reporter, if relevant
Summary: Step 1 → Name
Description: Step 1 → Description
Labels: Step 1 → Label names

Step 5 - Action

This step is required to complete the mapping of airfocus ID and Jira key from Step 2.

Action App: Google Sheets
Action: "Update Spreadsheet Row"
Spreadsheet: airfocus-jira-mapping
Worksheet: Sheet 1 (by default)
Row: "Use a Custom Value (advanced)"
Custom value for row ID: Step 2 → Row
airfocusId: Step 1 → Item ID
JiraKey: Step 4 → Key

When you Zap is fetched and tested, name it New Jira issue → Create airfocus item and activate it.

Zap 3: update Jira issue → update airfocus item

Step 1 - Trigger

Trigger App: Jira
Trigger: Update Issue
Project: Jira project you want to synchronize (the same you picked above)

Step 2 - Action

App: Google Sheets
Action: "Lookup Spreadsheet Row"
Spreadsheet: airfocus-jira-mapping
Worksheet: Sheet 1 (by default)
Lookup column: jiraKey
Lookup value: Step 1 → Key
This time DO NOT click the "Create Google Sheets Spreadsheet Row if it doesn't exist yet?" checkbox.

Step 3 - Action

App: airfocus (1.1.0 or higher)
Action: Update item
Workspace ID: Same workspace as in previous steps
Get by: airfocus Item ID
Item ID: Use a Custom Value (advanced)
Custom value for Item ID: Step 2 → airfocusID
Name: Step 1 → Fields Summary
The description of your item in airfocus: Step 1 → Fields description

Name your Zap Update Jira issue → Update airfocus item and activate it.

Zap 4: update airfocus item → update Jira issue

Step 1 - Trigger

Trigger App: airfocus (1.1.0 or higher)
Trigger: Update item
Workspace: airfocus workspace you want to synchronize (the same you picked above)

Step 2 - Action

App: Google Sheets
Action: "Lookup Spreadsheet Row"
Spreadsheet: airfocus-jira-mapping
Worksheet: Sheet 1 (by default)
Lookup column: airfocusId
Lookup value: Step 1 → Item ID

This time DO NOT click the "Create Google Sheets Spreadsheet Row if it doesn't exist yet?" checkbox

Step 3 - Action

App: Jira
Action: Update Issue
Project: Same workspace as in previous steps
Issue Key: ATTENTION: This one is a bit tricky: Please choose any Jira issue. After fetching is done (it starts automatically and should take 2-10 seconds) change the value to "Use a Custom Value (advanced)".

Custom Value for Issue Key: Step 2 → JiraKey

Summary: Step 1 → Name
Description: Step 1 → Description
Labels: Step 1 → label names

Name your Update airfocus item → update Jira issue and activate it.

Congratulations! You completely set up a 2-way synchronization between airfocus and Jira 💪

Create items from emails with Zapier

Product teams receive tons of feedback and product-relevant data via email. By automating the process with Zapier, you can effortlessly turn these emails into feedback items in airfocus, allowing you to process them efficiently and derive actionable insights.

This guide will walk you through the process of setting up and leveraging the Zapier integration, to create Items from emails, allowing you to automate tasks and synchronize your work effortlessly.

Getting started with the Zapier integration

The process outlined below for integrating with Gmail is also applicable to other platforms such as Microsoft Outlook, Microsoft Teams, etc. Simply choose the respective application when configuring your Zap.

Ensure you have a Zapier account. If not, sign up at zapier.com. Once signed up, make sure to connect your airfocus account. Go to "My Apps" from the top menu, search for airfocus, and then click "Connect a new account". Log in to your airfocus account when prompted.

Setting up the email integration

Navigate to Extensions > Manage integrations:
Within the integrations list, find and click on the Zapier integration. Click "Connect" to initiate the integration process.
Click on "More templates". This will redirect you to the Zapier platform.
Once on Zapier, click on "My Zaps".
Create a new Zap using the AI by typing in your desired workflow in the AI chat. In this case, you might type "Create a new item in airfocus each time an email is received in Gmail.” This statement instructs Zapier to automate the creation of new items in your airfocus workspace whenever a new email hits your Gmail inbox.
Configure accounts and triggers. Choose the Gmail account from which you want to trigger the action and the airfocus account where the results will be posted. Follow the on-screen instructions to specify the exact conditions and actions for your Zap.
Complete Setup and after configuring your account and setting up the trigger and action, proceed to test your Zap to ensure it's working as expected.
Once you're satisfied with the setup, activate the Zap to put your automation into action.
You're ready to go! Each time you receive an email in your preferred email account, you'll see a new item created on the workspace you chose.