Articles on: External Integrations

Automate user archiving with Zapier

With a Zapier integration, you can not only automate the addition of users to Pluvo but also automatically archive them after a specified period.

In this article, we'll specifically focus on how to automatically archive users. First, we'll demonstrate how to do this when you want to give users access for a maximum of 4 weeks. Then, we'll show how it works when you want to grant users access for a longer period.

If you'd also like to know how to automate creating Pluvo users, read one of our other articles on Zapier

Archiving Users within 4 Weeks

If you want to archive your user within 4 weeks, you can work with a Delay in Zapier. It's straightforward. In the explanation below, we assume you've set up Zapier to automatically create an account after the purchase of your e-learning. So, the last step in your zap was 'add user to e-learning'. From there, we'll add two more steps:

Step 1: Click the plus sign below the zap you created.
Step 2: Select 'Delay'.
Step 3: Fill in how long the user can remain active in Pluvo. The maximum length of a Delay is 4 weeks.

Step 4: Click the plus sign below the zap you just created.
Step 5: Again, select Pluvo under 'choose app'.
Step 6: Under Choose action event, select 'Update user in Pluvo'.

Step 7: Fill in the User Reference, referencing the 'user reference' from the 'Add user to e-learning' step.
Step 8: Set the Active checkbox to False.
Step 9: Turn the Zap back on, and you're done!

The user will be set to inactive precisely after 'x period' and won't have access to the academy.

Archiving Users after More Than 4 Weeks

If you want to grant users access to your academy for more than 4 weeks before archiving them, your zap needs to be slightly more comprehensive. This is because the maximum length of a Delay in Zapier is 4 weeks. To archive users after a longer period, we'll use Google Calendar.

In the steps below, we assume that the last step in your zap is 'add user to e-learning'. Now, we'll add the following steps:

Step 1: Create a calendar in Google Calendar. If you already have a Google account, you can go to your calendar and create a new one in the settings. This way, you'll keep the calendar items resulting from this zap separate from your personal calendar.

If you don't have a Google account yet, create one first.

Step 2: Add the 'Formatter by Zapier' action in Zapier. In this step, indicate how much time after the trigger event your user should be archived.

Select 'Date/Time' for the Event field.
Choose 'Add/Subtract Time' for Transform.
For Input, select the date from the trigger app, often the date of purchasing the e-learning.
In the Expression field, type over how much time the user should be archived. For instance, '+1 year' or '+1 month'.

Step 3: Add Google Calendar in the next action. We'll ensure that the date on which the user needs to be archived is set in your calendar.

Choose the calendar you specifically created for this reason so that these calendar items won't appear in your personal agenda (unless that's not an issue for you).

Select 'Create Detailed Event' for Event.
Fill in the Summary field with the Pluvo user reference.
It's helpful to fill in the description field with at least the name of the e-learning (Elearning ref) and the trigger event's date (for example, the purchase date).
For Start Date & Time and End Date & Time, select the output from the Zapier Formatter. Both values should be identical.

Step 4: This zap is now complete. Check that your zap is complete and contains no errors. Below is an example of how your zap might look. We've added steps 6 and 7 to your zap. The exact appearance of the steps before that depends on the apps you're connecting and what you want from your zap.

Step 5: Create a new zap with Google Calendar as the trigger. Select 'Event Start in Google Calendar' as the trigger event.

Choose the calendar you created for Zapier.
Set the Time Before field to 15.

Step 6: Add the 'Update User in Pluvo' action. We'll ensure the user gets archived after the set period.

Select the Summary value for User reference. This corresponds to the user's email address.
Set the Active field to False. This indicates that you want to archive the user.

Step 7: This zap is also complete!

Double-check all steps and test if your zap works. Your users will now be automatically archived after the set duration!

Updated on: 10/01/2024

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