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Usage

Once you have installed the WooCommerce Zapier plugin on your WooCommerce store, configuring your Zaps/integrations (Triggers and Actions) is done via the Zapier.com website.

Make a Zap

Tip

If you haven’t created a Zap before, please refer to Zapier’s key concepts article before proceeding.

To create a WooCommerce Zap, we recommend using one of the Zap templates, as it is typically quicker than hand-crafting your Zap from scratch.

Tip

The actual fields and data can vary depending on the WordPress and WooCommerce versions installed, and by installed plugins and settings. If you are using an Actions template, please refresh the fields to make sure everything is updated to match your individual store.

If you would like to start from scratch, go to your Zapier dashboard page on zapier.com and press the Make Zap button on the left sidebar to set up a new Zap. Alternatively, you can start typing directly on that page.

Zapier Dashboard

Authenticate

When you create your first WooCommerce Zap, you will be asked to choose your WooCommerce account.

The authentication process involves the Zapier.com service connecting to your WooCommerce store using your WordPress administrator username and password.

Please ensure you complete the authentication dialogue window correctly:

  • In the Website URL field, enter the URL to your WooCommerce store’s homepage. Be sure the URL starts with https:// and do not include the trailing slash.
    For example: https://example.com or https://example.com/wordpress.
  • In the Username field, enter your administrator username or email address that you use when logging into the WordPress dashboard.
  • In the Password field, create an Application Password for your WordPress administrator account, and enter it here.

    Use a WordPress Application Password

    Using an application password (rather than your regular password) improves compatibility with security-related plugins and services. See details in the Security Plugins chapter.

    To set up an Application Password, go to WordPress DashboardSide MenuUsersProfile screen and press the “Add New Application Password” button. Please see here for details.

    Can’t see the Application Passwords settings in WordPress? Please see here for suggestions.

    Alternatively, if you are unable to create an Application Password, you can use your regular WordPress password.

Example Authentication dialog

Click the Yes, Continue button to complete the process.

Congratulations, you have successfully authenticated!

What’s next?

  • If you would like to send WooCommerce data to your Zap, please continue to the Trigger chapter.
  • Alternatively, if you would like to create new (or update existing) WooCommerce data from your Zap, please go to the Action chapter.

Note

If you encounter issues while authenticating, please refer to our Troubleshooting Authentication Errors documentation.

Trigger (Outgoing Connection)

This feature allows you to send WooCommerce data to a Zapier Zap.

Step 1: Trigger step

  1. In the Choose App & Event step, search for the WooCommerce app and click it.
  2. Select the Resource (data type) in the Choose Trigger Event dropdown – for example, Order if you would like to send WooCommerce orders to Zapier.

  3. In the Choose Account step, click on Sign in to WooCommerce button to authenticate your Zapier account with your WooCommerce store.
    If you already authenticated, you can choose the previously used authentication from the WooCommerce account dropdown menu instead.

    Note

    Use WordPress Application Passwords3 feature to authenticate.

    If you encounter issues while authenticating, please refer to our Troubleshooting Authentication Errors documentation.

  4. The Customise…1 step

  5. In the Find Data step, click the Test & Continue button to retrieve sample data from your WooCommerce store.

    Find Data

    When retrieving sample data from your store, it isn’t contextual to the Trigger Rule you have chosen for the Zap. Find Data simply retrieves your most recent store data (regardless of status) when getting sample data.

    However, once you turn on your Zap, the trigger rule will apply and should only send relevant data to Zapier.

Step 2: Action step

  1. In the Choose App & Event step, choose a service to send your WooCommerce data to.
  2. Finish configuring the Action step. Please see Zapier’s instructions on setting up your Zap action for more details.

Step 3: Finishing Zap

Tip

To ensure reliable and timely delivery of your WooCommerce data to Zapier, we recommend setting up a server cron job.

Action (Incoming Connection)

Actions allow you to create new (or update existing) WooCommerce data from a Zapier Zap.

Step 1: Trigger steps

  1. In the Choose App & Event step, choose a service to get the source data from.
  2. Finish configuring the Trigger.

Step 2: Action steps

  1. In the Choose App & Event step, select the WooCommerce app.
  2. Choose the Action in the Choose Action Event dropdown – for example, Create Order.

  3. In the Choose Account step, click on Sign in to WooCommerce button to authenticate your Zapier account with your WooCommerce store.
    If you already authenticated, you can choose the previously used authentication from the WooCommerce account dropdown menu instead.

    Note

    Use WordPress Application Passwords3 feature to authenticate.

    If you encounter issues while authenticating, please refer to our Troubleshooting Authentication Errors documentation.

  4. The Customise…1 step

    • Fill in all of the WooCommerce input fields that you want to send data to. You can choose data fields from the Trigger part of your Zap, or you can type in hard-coded values.
  5. In the Send Data step, click the Test & Continue button to finish the Action configuration.

Step 3: Finishing Zap

Tip

To ensure reliable and timely delivery of your WooCommerce data to Zapier, we recommend setting up a server cron job.

Update a Resource

This feature allows you to update existing data in WooCommerce from a Zapier Zap. For example, you could create a Zap that updates the inventory (stock) level of a WooCommerce product via a Zap automation.

If you know the ID of a WooCommerce Resource (for example coming from a previous step), you can update that resource with the new Update Action.

Configure your Zap as seen in the Create an Action chapter above, and in the Choose Action Event dropdown select the corresponding Update Action.

Tip: Resource ID is Required for Update Steps

An Update action always needs a valid ID to be specified, so that your Zap knows which record to update.

To help identify the correct Resource ID, you can add a Find step before your update step. The result of your Find step will contain the Resource ID, and then you can use that in the Update step.

Create a Resource

This feature allows you to create new data in WooCommerce from a Zapier Zap. For example, you could create a Zap that creates a new Customer in WooCommerce whenever they subscribe to your mailing list.

Configure your Zap as seen in the Create an Action chapter above, and in the Choose Action Event dropdown select the corresponding Create Action.

The Zapier Integration (and WooCommerce itself) is quite relaxed when creating a new Resource. You can create orders, products, and subscriptions6 without any input, but that’s probably not what you want.

  • For Create Coupon, you must provide at least the Coupon code.
  • For Create Customer, you must provide at least the Customer email address.

The required fields are clearly labelled in the Zapier interface.

Tip

For more details on each data field, please consult the relevant Field Definitions documentation.

This feature allows you to search for existing WooCommerce data from a Zapier Zap. For example, you could search for a product based on its SKU before updating it in WooCommerce.

Configure your Zap as seen in the Create an Action chapter above, and in the Choose Action Event dropdown select the corresponding Find Action.

After finding a Resource you can immediately create one if its not found. This is a great way to implement synchronisation functionality between two apps using Zapier.

Create after Find

Alternatively, after searching you can add an additional step2 to your Zap to use the found Resource/data.

Tip

See the Product Types chapter for a full list of supported WooCommerce product types and functionalities.

Meta Data (Custom Fields)

WooCommerce is designed to be flexible and extensible. Part of this extensibility is a meta data capability, which extensions/plugins can use to store their additional information/data.

For example, whenever an order is created in WooCommerce, information is often stored in the order’s meta data. Payment gateways (such as Stripe) will often store their fee and/or net revenue information in Order Meta Data.

Moreover, if you are using Custom Fields in your store, then they will typically be stored in meta data also.

In the context of WooCommerce Zapier and your Zaps, the meta data that is available for use in your Zaps is as follows:

Using in Triggers and Searches

WooCommerce meta data is automatically expanded into individual fields to make them more accessible and usable in subsequent steps in your Zaps. Furthermore, for Create… Actions a list of fields is provided for adding multiple meta data records during creation.

For example, if an Order has a stripe_fee meta data field, you can access it using the Meta Data Stripe Fee field in Zaps.

Important

Several caveats apply when using Meta Data in your Zaps:

  • Meta Data fields in WooCommerce are unstructured and typically vary from one resource to another.
    For example, if multiple payment gateways are used, one order may contain a specific meta data field (key), however, another order may not. This means a meta data field(s) can be missing or can be different in each task. Consider adding a Path or Filter step to your Zap, to conditionally perform separate actions depending on which Meta Data fields exist.
  • WooCommerce meta data fields can have multiple values for a single key. In this case, the last meta data value for that key is the one that is used in Zaps. i.e the first value is overwritten by the second value.
  • The existing Meta Data, Meta Data Key and Meta Data Value fields are still present for backwards compatibility reasons, however, we do not recommend using these.

When creating or configuring your Zap, the sample data chosen in the Find Data step in your trigger needs to contain the meta data fields that you would like to use in your Zap.

This makes it much easier to complete your Zap setup because the fields will be available in your Action step(s) in your Zap.

Using in Actions (Creates)

In Create Actions, you will see a Meta Data List input section, and the Meta Data input fields are labelled as “Legacy”:

Meta Data Input Fields

The Meta Data List input field lets you add (set) multiple meta data records at once.

  1. In the left-hand field, enter the name (key) of the meta data record you would like to add.
  2. In the right-hand field, enter the desired value for the meta data field (you can also use template variables from previous steps when setting the value).
  3. If you would like to add/set multiple meta data records, click the plus icon () and fill in that key and value also.

The Meta Data (Legacy) fields aren’t typically used, as we recommend using the newer Meta Data List input fields instead.

Advanced Zaps

In a Zap you can have additional steps between the Trigger and Action steps:

  • Use a Find step to access additional data.
  • Use the Filter or Paths built-in apps to implement advanced logic or support multiple outputs.
  • Use the Formatter built-in app to transform fields values.
  • Use the Code built-in app to transform data structures, or calculate new fields.

Note

Multi-steps Zaps require a paid Zapier account2. You can add multiple steps in a Zap to combine individual functionalities.

Find Steps

For accessing additional data in your Zap, you can add a Find step between your Trigger and Action steps in your Zap configuration.

You can see a list of available search (find) actions in the Actions and Searches documentation.

Finding Products from Orders

Tip

See the Product Types chapter for a full list of supported WooCommerce product types and functionalities.

If you are using one of the Order Triggers, and want to use the line item product category (or tag) in a subsequent action step as well, you can create a Zap that utilises a Find Product step.

There are two separate ways to implement this, depending on which Trigger you are using:

Line Item in an Order → Find Product

If you are using the Line Item in an Order trigger, you can configure your Zap like this:

Line Item in an Order --> Find Product Zap Configuration

Ensure you are using a Line Item in an Order step as Step 1, then add a Find Product action as step 2.

Choose to search by Product ID, and insert the Line Product ID field from step 1 into it. This ensures the Find Product step should searches using the correct (unique) product ID from the order’s line item.

In step 3 of your Zap (the action) you can utilise the categoriesname (or tagsname) array which you can then use in the next step of your Zap.

Order → Looping by Zapier → Find Product

If you are using the Order trigger, an alternative approach is to use a Looping by Zapier step in your Zap like this:

Order --> Looping by Zapier --> Find Product Zap Configuration

Please see the Looping by Zapier chapter below for more details.

Filter by Zapier

Filter by Zapier allows you to add special conditions to Zaps. For example, using a filter you could configure a Zap to:

  • act only on orders with a status of refunded
  • act only on orders for a specific product category
  • act only on orders that exceed a specified order value
  • act only on orders that are to be shipped to a specific country

Please see Zapier’s help articles for more information on how to use filters in your Zaps.

Paths by Zapier

Paths by Zapier allows you to add branching logic to Zaps. The main advantage of using Paths is that you can create up to three different outputs (paths) within a single Zap.

Please see Zapier’s help article for more details.

Looping by Zapier

Adding a Looping by Zapier action to your Zap lets you perform your desired action more than once per Zap. This is particularly useful with WooCommerce Order triggers, which have multiple line items.

Typically, you would use the Create Loop From Line Items option, with a configuration like this:

Looping by Zapier Setup

Which would allow you then use the 2. Product ID field in a subsequent step (such as a Find Product step):

Looping by Zapier Find Product Setup

Please see Zapier’s help article for more details on how to use Looping by Zapier.

Warning

Looping by Zapier is currently a Beta Zapier app and is subject to change.

Formatter by Zapier

With Formatter by Zapier you format data in Zaps. For example, you can split or combine field contents, convert between different number or date formats, or even transform the whole data structure.

Please see Zapier’s help article for more details.

Code by Zapier

By adding the Code by Zapier step to your Zap, you can add fields based on the trigger data. For example, you can restructure, simplify or calculate new values. The output can be usable in the subsequent steps.

Please see Zapier’s help article for more details on how to use Javascript code in your Zaps.

Below are some examples of what you can achieve using a Code by Zapier step.

Heads Up

The following code snippets are provided as examples only.

We are unable to provide support for writing custom code, so you may need to enlist the support of a Certified Zapier Expert or Web Developer.

Add “Line Items Count” Field to an Order

// Define "lineItemIDs" in the Input Data section.
// Get the number of line items.
return { line_items_count: inputData.lineItemIDs.split(',').length };
  1. Add a Code by Zapier step to your Zap and choose Run Javascript for the Event Action.
  2. Define lineItemIDs by choosing the 1. Line Items ID in the Input Data section.
  3. Copy the above code snippet and paste it into the Code section.

The step should look like this:

Line Items Count Code settings

The result would show in the subsequent steps like this:

Line Items Count result

Add Meta Data Fields to a Trigger

Heads Up

Looking for the meta data code example? Individual meta data fields are now accessible without needing to add a Code by Zapier step. Please see here for more details.

Performing Different Actions For Different Products Ordered

Each Zap that uses the Order trigger will apply to all orders (and thus all products) by default, however, it is possible to perform different actions based on the product ordered.

To set this up, we recommend using the Line Item in an Order trigger (instead of the Order trigger) because Line Item in an Order trigger fires individually for every single line item ordered, rather than firing only once per order. This allows you to automate based on the individual products ordered.

Step 1 of your Zap should be the WooCommerce app, with Line Item in an Order as the trigger. You’ll likely use the Order paid or Order created trigger rule.

Step 2 of your Zap should be either a Paths by Zapier or Filter by Zapier step. Step 2 is where the conditional logic is added to only act on a specific product.

For example, using a Paths by Zapier step, you can set up several paths for different products in your store, which would look something like this:

Paths Example

For each path configuration, you would set up criteria such as the following, which is based on the name of the product ordered:

Paths Criteria Based on Product Name

Then inside each path, you would perform your desired action.

For more detail on how to use Paths in your Zaps, please see this Zapier help article.

Warning

Zapier has a limit on the number of paths (and steps) in a Zap, so if you need more paths or steps, then you will need multiple Zaps.

Existing Connection

To manage, modify, or delete existing connections, please refer to the Zapier Help’s Manage your Zaps page.


  1. Name is dynamically generated based on the Resource that you selected in the Choose App & Event step. 

  2. Certain Zapier functionality, for example, Filter, Paths and Multi-step Zaps are only available with a paid Zapier plan. For pricing information, please refer to the Zapier’s Plans & Pricing page

  3. WordPress 5.6 or later is required to use the Application Passwords feature. 

  4. Only available if the Coupon functionality is enabled in your WooCommerce store. (Enabled by default). 

  5. Only available as a trigger. 

  6. Only available if the WooCommerce Subscriptions plugin is installed. 


Last update: 2021-06-22
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