Q: Why isn't my Rocketlane to Zapier automation, which sends project updates via email to then update Zendesk tickets, working consistently?

A: There are a few reasons why your "ZAP: Zendesk Email -> Ticket Update" automation might not be functioning as expected:

• Recipient Membership Requirement: A common cause for this automation failing is if the designated email recipient is not a member of every project for which updates are supposed to be sent. The automation appears to require the recipient to be tied as a member to the project to successfully send the email, which is a current design constraint.
• Missing 'Account Admin' Permissions: To properly set up and configure integrations like Zapier in Rocketlane, the user performing the setup needs 'Account Admin' access. If your permissions are lower (e.g., 'Super User'), you might encounter issues during setup or with the automation's execution.
• General Zapier Integration Issues: When troubleshooting, ensure the Rocketlane API token is correctly copied and authenticated in Zapier. The trigger should be set to "Project Updated" in Rocketlane, and the action in Zendesk configured as needed. Regularly test and monitor the Zap for errors.

What to do if the issue persists:

If you've checked these points and the automation is still failing, it's best to contact Rocketlane support. They can investigate from their backend, review your Zapier workflow, and help identify the specific point of failure. They might also be able to discuss alternative solutions or workarounds if the current integration design doesn't fully meet your needs (e.g., direct Zendesk integration functionality for comprehensive ticket updates).

Q: Why is my Zapier automation's "Code by Zapier" step returning a blank or incorrect Project ID when trying to find a Rocketlane project?

A: If your "Code by Zapier" step, which uses a Python snippet to fetch a Rocketlane Project ID, is returning a blank or incorrect value, the most common reason is an issue with the search_key (the input email) being used.

Here's a breakdown of the solution and crucial checks:

1. Correct search_key Input:

   • The Python code relies on a search_key (typically an invitee's email from a previous Zapier step, like Calendly).
   • This search_key must be an actual, live email address that is associated with a Rocketlane project's "Deployment Contact Email" field (or the specific field targeted by the API, which is project*field.1360699.contains in the provided code).
   • Using test emails (e.g., john.doe@example.com) during Zapier's testing phase will not yield a real Project ID because they don't correspond to actual project contacts in Rocketlane.

2. Python Code for Project ID Retrieval: The following Python snippet is designed to make an API call to Rocketlane to fetch the projectId by matching the search_key (email) with the "Deployment Contact Email" field:

   Python

   import requests
   
   # Get the search key from input data (e.g., invitee's email from Calendly)
   search_key = input_data.get('search_key', '')
   
   # Define the API endpoint for fetching project details by a custom field (Deployment Contact Email)
   api_url = f'https://qoria.api.rocketlane.com/api/v1/projects/lightV1?&project*field.1360699.contains={search_key}'
   api_key = 'YOUR_ROCKETLANE_API_KEY' # Replace with your actual Rocketlane API key for your instance
   
   # Set up the headers for the API request
   headers = {
       'api-key': api_key
   }
   
   # Make the API call
   response = requests.get(api_url, headers=headers)
   
   # Raise an exception if the request was not successful
   response.raise_for_status()
   
   # Parse the JSON response
   data = response.json()
   
   # Extract the project ID from the first project in the response (if data exists)
   project_id = data['data'][0]['projectId'] if data['data'] else None
   
   # Prepare the output with the fetched project ID
   output = {'project_id': project_id}
   

   • Important: Ensure your api_key in the code is correct for your Rocketlane instance. The api_url contains project*field.1360699.contains, which targets a specific custom field (likely "Deployment Contact Email") in Rocketlane for the lookup.

3. Mapping the Project ID: Once the Python code successfully executes and returns a project_id in its output (e.g., output = {'project_id': 'your_project_id_here'}), you must then correctly map this project_id in the subsequent Rocketlane action step within Zapier. This is done by selecting "custom value" for the Project ID field and choosing the project_id output from your "Code by Zapier" step.

If you've verified these points and the issue persists, it's recommended to contact Rocketlane support with details of your Zapier workflow and the specific search_key you're using for testing, as they may need to investigate backend logs or review your instance-specific configurations.