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Step-by-Step: Automate Mailers Using Zapier + Podio

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Example Workflow: Podio ➝ Open Letter Connect (Send Postcard)

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Step 1: Set Up Your Trigger in Zapier

  1. Log in to Zapier and click Create Zap.

  2. Trigger App: Search for Podio.

  3. Trigger Event:

    • Choose New Item (e.g., when a new lead or property record is added).

  4. Connect your Podio account.

  5. Test trigger: Pull recent data to verify connection.

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Step 2: Configure the Open Letter Connect Action

  1. Action App: Select Open Letter Connect.

  2. Log in to your OLC account.

    1. Navigate to Settings > API Keys.

    2. Click New API Key:

      • Name: Zapier (Or other name preferred)

      • Source: Zapier (pre-filled)

    3. Click Save and copy your API key.

    4. Generate an API Key in Open Letter Connect and paste it on the login page in Zapier

  3. Action Event: Choose the type of mailer you want to send:

OLC Action Event

Description

Send Postcard

Create and mail a postcard

Send Personal Letter

Create and mail a personal letter

Send Professional Letter

Create and mail a professional letter

Send Real Penned Letter

Create and mail a handwritten-style letter

Send Self-Mailer

Create and mail a Bi-Fold or Tri-Fold mailer

Example: Select Send Postcard for this flow.

  1. Account: Choose your connected OLC account (no additional setup required within OLC due to partner status).

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Step 3: Map Your Fields (Critical Step)

Match data from Podio to the OLC merge fields in your chosen template:

OLC Merge Field

Podio Field Example

first_name

Lead First Name

last_name

Lead Last Name

mailing_address_1

Property Address Line 1

mailing_city

Property City

mailing_state

Property State

mailing_zip_code

Property Zip Code

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Supported Merge Fields

Below are the core fields you can map during Zapier setup:

Recipient Fields (defaultDynamicFields)

Use these to personalize mail to your contact:

Label
Merge Tag
Example

First Name

{{C.FIRST_NAME}}

John

Last Name

{{C.LAST_NAME}}

Doe

Full Name

{{C.FIRST_NAME}} {{C.LAST_NAME}}

John Doe

Company Name

{{C.COMPANY_NAME}}

ABC Company, Inc.

Address 1

{{C.ADDRESS_1}}

123 Main Street

Address 2

{{C.ADDRESS_2}}

Suite 2

City

{{C.CITY}}

Lawrence

State

{{C.STATE}}

MA

Zip Code

{{C.ZIP_CODE}}

01843

Phone Number

{{C.PHONE_NUMBER}}

(555) 278-9389

Email

{{C.EMAIL}}

[email protected]

Sender Fields (defaultSenderFields)

Used when customizing the “from” info on letters:

Label
Merge Tag
Example

Sender First Name

{{SPF.FIRST_NAME}}

John

Sender Last Name

{{SPF.LAST_NAME}}

Doe

Sender Company Name

{{SPF.COMPANY_NAME}}

ABC Company, Inc.

Sender Phone Number

{{SPF.PHONE_NUMBER}}

(555) 278-9389

Sender Email

{{SPF.EMAIL}}

[email protected]

Sender Website

{{SPF.WEBSITE}}

www.example.comarrow-up-right

Property Fields (defaultPropertyFields)

Used for real estate campaigns:

Label
Merge Tag
Example

Property Address

{{C.PROPERTY_ADDRESS}}

912 Main Street

Property City

{{C.PROPERTY_CITY}}

New York

Property State

{{C.PROPERTY_STATE}}

NY

Property Zip Code

{{C.PROPERTY_ZIP_CODE}}

10008

Property Offer

{{C.PROPERTY_OFFER}}

$123,456.00

Property Written Offer

{{ROS.WRITTEN_OFFER}}

One hundred twenty-three thousand four hundred fifty-six and 00/100

Miscellaneous Fields (defaultMiscFields)

Label
Merge Tag
Example

Mailing Date

{{MISC.MAILED_DATE}}

12/13/2025

Tip: Ensure that your OLC template fields match exactly with what you map here. If a field is left blank, it prints as empty.

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Step 4: Test the Zap

  1. Send a test mailer using sample data from Podio.

  2. Verify in OLC:

    • Check your OLC dashboard to confirm the test mailer appears.

    • Download the proof PDF to ensure the mailer populates correctly.

Important: Run a live test to validate merge fields and address formatting.

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Best Practices for Zapier + OLC

  • Use Filters: Add Zapier filters to control which contacts trigger mailers. Example: Only send postcards for leads with status = “Hot” or deal value > $100,000.

  • Throttling & Rate Limits:

    • OLC supports 40 requests per minute per user/IP.

    • Use Zapier delays or batching for high-volume sends to avoid throttling.

  • Test Regularly: Check Zap logs and the OLC dashboard to ensure mailers are sending as expected.

  • Combine Channels: Build multichannel flows by pairing direct mail with email or SMS follow-ups.

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Some apps OLC can integrate with using Zapier.

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Real Estate CRMs & Lead Management Tools

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Marketing & Communication Platforms

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Data Management & Productivity Tools

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Additional Tools

PreviousLive AppsNextQR Code Webhook Setup in Zapier for OLC

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