# Zapier

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

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

#### 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.

#### Step 2: Configure the Open Letter Connect Action

1. **Action App:** Select **Open Letter Connect**.<br>

   <figure><img src="/files/7Wp09WGIm7qgwi02w1O8" alt="" width="492"><figcaption></figcaption></figure>

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.\
      ![](/files/OySeP4q5ua9XOUr9ssn8)
   4. Generate an API Key in Open Letter Connect and paste it on the login page in Zapier<br>

      <figure><img src="/files/YCeKqPA9Q98040qyppHW" alt=""><figcaption></figcaption></figure>

      <figure><img src="/files/lvlJqyu1omhjpvQ0MpCj" alt=""><figcaption></figcaption></figure>

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.

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

#### 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       |

#### 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:

<table><thead><tr><th width="166">Label</th><th>Merge Tag</th><th>Example</th></tr></thead><tbody><tr><td>First Name</td><td><code>{{C.FIRST_NAME}}</code></td><td>John</td></tr><tr><td>Last Name</td><td><code>{{C.LAST_NAME}}</code></td><td>Doe</td></tr><tr><td>Full Name</td><td><code>{{C.FIRST_NAME}} {{C.LAST_NAME}}</code></td><td>John Doe</td></tr><tr><td>Company Name</td><td><code>{{C.COMPANY_NAME}}</code></td><td>ABC Company, Inc.</td></tr><tr><td>Address 1</td><td><code>{{C.ADDRESS_1}}</code></td><td>123 Main Street</td></tr><tr><td>Address 2</td><td><code>{{C.ADDRESS_2}}</code></td><td>Suite 2</td></tr><tr><td>City</td><td><code>{{C.CITY}}</code></td><td>Lawrence</td></tr><tr><td>State</td><td><code>{{C.STATE}}</code></td><td>MA</td></tr><tr><td>Zip Code</td><td><code>{{C.ZIP_CODE}}</code></td><td>01843</td></tr><tr><td>Phone Number</td><td><code>{{C.PHONE_NUMBER}}</code></td><td>(555) 278-9389</td></tr><tr><td>Email</td><td><code>{{C.EMAIL}}</code></td><td>johndoe@gmail.com</td></tr></tbody></table>

**Sender Fields (defaultSenderFields)**

Used when customizing the “from” info on letters:

<table><thead><tr><th width="162">Label</th><th>Merge Tag</th><th>Example</th></tr></thead><tbody><tr><td>Sender First Name</td><td><code>{{SPF.FIRST_NAME}}</code></td><td>John</td></tr><tr><td>Sender Last Name</td><td><code>{{SPF.LAST_NAME}}</code></td><td>Doe</td></tr><tr><td>Sender Company Name</td><td><code>{{SPF.COMPANY_NAME}}</code></td><td>ABC Company, Inc.</td></tr><tr><td>Sender Phone Number</td><td><code>{{SPF.PHONE_NUMBER}}</code></td><td>(555) 278-9389</td></tr><tr><td>Sender Email</td><td><code>{{SPF.EMAIL}}</code></td><td>johndoe@gmail.com</td></tr><tr><td>Sender Website</td><td><code>{{SPF.WEBSITE}}</code></td><td><a href="http://www.example.com">www.example.com</a></td></tr></tbody></table>

**Property Fields (defaultPropertyFields)**

Used for real estate campaigns:

<table><thead><tr><th width="159">Label</th><th>Merge Tag</th><th>Example</th></tr></thead><tbody><tr><td>Property Address</td><td><code>{{C.PROPERTY_ADDRESS}}</code></td><td>912 Main Street</td></tr><tr><td>Property City</td><td><code>{{C.PROPERTY_CITY}}</code></td><td>New York</td></tr><tr><td>Property State</td><td><code>{{C.PROPERTY_STATE}}</code></td><td>NY</td></tr><tr><td>Property Zip Code</td><td><code>{{C.PROPERTY_ZIP_CODE}}</code></td><td>10008</td></tr><tr><td>Property Offer</td><td><code>{{C.PROPERTY_OFFER}}</code></td><td>$123,456.00</td></tr><tr><td>Property Written Offer</td><td><code>{{ROS.WRITTEN_OFFER}}</code></td><td>One hundred twenty-three thousand four hundred fifty-six and 00/100</td></tr></tbody></table>

**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.

#### 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**.

#### 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**.

## Some apps OLC can integrate with using Zapier.&#x20;

#### Real Estate CRMs & Lead Management Tools

* **Podio** – [www.podio.com](https://www.podio.com)
* **Pipedrive** – [www.pipedrive.com](https://www.pipedrive.com)
* **Follow Up Boss** – [www.followupboss.com](https://www.followupboss.com)
* **LionDesk** – [www.liondesk.com](https://www.liondesk.com)
* **Real Geeks** – [www.realgeeks.com](https://www.realgeeks.com)
* **HubSpot CRM** – [www.hubspot.com](http://www.hubspot.com)
* **Zoho CRM** – [www.zoho.com/crm](https://www.zoho.com/crm)
* **Salesforce** – [www.salesforce.com](http://www.salesforce.com)
* **Keap (formerly Infusionsoft)** – [www.keap.com](http://www.keap.com)
* **Close CRM** – [www.close.com](http://www.close.com)
* **Nutshell CRM** – [www.nutshell.com](http://www.nutshell.com)
* **Ontraport** – [www.ontraport.com](http://www.ontraport.com)
* **Nimble** – [www.nimble.com](http://www.nimble.com)
* **Bitrix24** – [www.bitrix24.com](http://www.bitrix24.com)
* **Capsule CRM** – [www.capsulecrm.com](http://www.capsulecrm.com)
* **Freshsales (by Freshworks)** – [www.freshworks.com/crm](https://www.freshworks.com/crm)
* **Salesmate** – [www.salesmate.io](http://www.salesmate.io)
* **REI BlackBook** – <https://www.reiblackbook.com/>

#### Marketing & Communication Platforms

* **Mailchimp** – [www.mailchimp.com](https://www.mailchimp.com)
* **Klaviyo** – [www.klaviyo.com](https://www.klaviyo.com)
* **ActiveCampaign** – [www.activecampaign.com](https://www.activecampaign.com)
* **Constant Contact** – [www.constantcontact.com](https://www.constantcontact.com)

#### Data Management & Productivity Tools

* **Google Sheets** – [www.google.com/sheets](https://www.google.com/sheets)
* **Airtable** – [www.airtable.com](https://www.airtable.com)
* **Trello** – [www.trello.com](https://www.trello.com)
* **Asana** – [www.asana.com](https://www.asana.com)

#### Additional Tools

* **Slack** – [www.slack.com](https://www.slack.com)
* **Facebook Lead Ads** – [www.facebook.com/business/ads/lead-ads](https://www.facebook.com/business/ads/lead-ads)
* **Typeform** – [www.typeform.com](https://www.typeform.com)


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