Who owns your QuoteCloud automations
Every Zap and scenario acts as someone. Decide whose accounts they use, who owns what they create, and who looks after them, before the first one goes live.
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- Building QuoteCloud since 2013
QuoteCloud's Zapier steps act as the QuoteCloud user whose account is connected: an approval records that user's decision, and ownership can only pass to teammates that user may assign. Agree whose QuoteCloud and Zapier accounts hold the connection, give created documents to the right rep, keep a register of Zaps and check them when people leave.
Last reviewed by the QuoteCloud team
Which accounts do the Zaps run as?
Two accounts matter: the Zapier (or Make) account that holds the Zap, and the QuoteCloud login it's connected with.
The QuoteCloud login
QuoteCloud's steps act as the connected user. Approve or Reject Document Workflow records that user's decision as the pending approver, and Transfer Document Ownership can only assign teammates that user is allowed to assign. Pick a login whose role fits every Zap that uses it.
The Zapier or Make account
Whoever owns the Zapier account or Make organisation can edit, pause and see the history of every Zap or scenario in it. Keep business automations in a company account, not a personal one that leaves with its owner.
Who owns the documents a Zap creates?
A document a Zap creates has an owner in QuoteCloud, like any other. If the connected login isn't the rep who works the deal, add Transfer Document Ownership after Create Document and map the rep from the trigger, such as the deal owner.
List Documents can filter by Owner Email or by Document Source, so you can check what your Zaps have created and who holds it.
- Transfer Document Ownership: to an active teammate the connected user may assign
- Add Document Recipient: Notify Document Owner When Opened, per recipient
- Approval workflow decisions recorded as the connected user (Business)
Activity
- Draft created by a Zap from the sheetMon 26 Oct, 10:14 am · New Spreadsheet Row
- Checked and sent by Theo VanceMon 26 Oct, 11:02 am
- Viewed by Clare WhitcombeTue 27 Oct, 8:41 am
- Signed by Clare WhitcombeThu 29 Oct, 2:20 pm
Keep a register of your automations
Our advice, not a QuoteCloud feature: one list your team keeps up to date.
What to record
For each Zap or scenario: its name, trigger, steps, the QuoteCloud login and app accounts it uses, its owner, whether it creates documents (and so carries the fee), and when it was last checked.
Who may change it
Name one owner per Zap and limit who can edit the shared folder. Changes to a Zap that creates or sends documents deserve a second pair of eyes.
When to review it
When someone leaves or changes role, when a template's data items or price tables change, and when Zapier reports errors in the Zap history.
Guardrails worth keeping
A person before the client
Leave Auto Send Document off for anything priced by hand, so a rep checks the draft and sends it.
Short-lived links stay short
Upload PDFs in the same Zap and don't paste PDF or preview links into long-lived places. Page preview links last an hour.
Contacts deleted carefully
Contact Removed passes the contact as it was just before deletion, so a Zap can flag the matching record elsewhere instead of losing track of it.
Plan your automations with our team
Start a free 14-day trial, or book a demo to talk through accounts, approvals and ownership for your Zaps.
Governance, answered
Whose QuoteCloud account should the Zaps use?
One whose role fits every Zap that uses it. QuoteCloud's Zapier steps act as the connected user: approvals are recorded as that user, and ownership can only pass to teammates that user may assign. Many teams choose an admin or operations login rather than a single rep's.
What happens to our Zaps when someone leaves?
Check every Zap that uses their QuoteCloud login or lives in their Zapier account, and move it to a company account before their access ends. A register of your automations, with the accounts each uses, makes this a short job.
Can I see which documents our Zaps created?
Yes. List Documents, a QuoteCloud search in Zapier, filters by Owner Email or by Document Source, and each document's activity shows what happened to it. Keeping the CRM or sheet record's ID in a custom field also links each document to its source.
More on automating QuoteCloud
- QuoteCloud automation recipes for every appEvery QuoteCloud integration in one gallery: CRM, accounting, payments, field service, sheets, files and chat.
- Create QuoteCloud documents from other appsA new row, deal or form in another app drafts a QuoteCloud document from your template, filled in.
- Send QuoteCloud document events to other appsViewed, signed, paid, expired: each QuoteCloud event can update a CRM, file a PDF or tell the team.
- Connect QuoteCloud to Zapier, step by stepCheck the plan, connect QuoteCloud in Zapier, build the first Zap, test it and turn it on.
- Use QuoteCloud with Make, bring your ownConnect Make with its built-in OAuth connection, then call QuoteCloud's API or Zapier endpoints from a scenario.
- Data items, price rows and images at creationWhat Create Document can fill: title, data items, price-table rows, recipients, images. What stays with people.
- Test and troubleshoot QuoteCloud ZapsTest with sample records, then fix the usual problems: no match found, expired links, empty rows.
- QuoteCloud Zapier triggers, actions and searchesAll 56 QuoteCloud Zapier events, searchable, with the fields each one takes and what it passes on.
- What automating QuoteCloud costsEssentials and up, plus a fee for each document a Zap or the API creates. Work it out for your volume.
- FAQAnswers to the questions teams ask before automating QuoteCloud with Zapier, Make or the API.
Automations with an owner.
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