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Advanced Supplier Management

How to Choose and Automatically Add New Suppliers to Megaventory: A case study of integrating with Process Street using Zapier

Kostis Mamassis avatar
Written by Kostis Mamassis
Updated over a week ago

Megaventory has a specific scope when it comes to the company information it can manage and sometimes it is necessary to combine that information with external tasks and processes in the business. A popular tool to implement this interconnection of information is Zapier which allows data to flow from one application to another. 

One of the apps you can connect with Megaventory thanks to Zapier is Process Street, a business process management tool that helps businesses create and collaborate over recurring checklists like client onboarding, sales qualification, and supplier evaluation.

While you are free to use any combination of triggers to create your own "zaps" (or automated tasks), let's see an example where a Process Street checklist feeds data to Megaventory for the purpose of choosing a new supplier for your business.

Summary of the integration

The template we are going to be using as an example to explain Megaventory's Zapier integration with Process Street is this existing supplier management process checklist.

This checklist marks a prospective supplier against a series of criteria and if the supplier is eventually chosen, then checking off the last box of the checklist creates a new supplier in Megaventory and sends all of the form data to that same profile, automatically.

As you can see in the above screenshot, during task 2 the user is required to record the details of the supplier they are evaluating, and it has a set of form fields which correspond to Megaventory's new supplier form:

Throughout the evaluation, the user will be checking the supplier for capacity, business stability, consistency, prices, and more. If the supplier passes the evaluation the company has chosen to go ahead with them, then ticking the last box of the checklist will send the supplier's details to Megaventory.

To automate this though, a Zapier configuring is needed first.

Setting the "Trigger"

Connect your Process Street checklist to Zapier

In your Zapier account, create a new zap with Process Street as the trigger and select "New Task Checked".

If this is your first time using Process Street with Zapier, head over here to generate a new API key.

Since we are using the vendor evaluation checklist for this example, configure Zapier to reflect that by choosing the template from the drop-down menu.

Choose the last task — Add supplier data to inventory management software — as the task which will trigger the zap. This means that for each new checklist you run and check that last task off, your supplier data will be added to Megaventory.

To give Zapier a way to test if everything is working well so far, go back into Process Street, run a dummy checklist, fill in some supplier data, and check the last task off. This way, Zapier can see the test data coming in and validate it. Otherwise, just skip the test, and let's move on to the Megaventory setup.

Setting the "Action"

Configure Megaventory to pull in supplier data from the checklist

The 2nd half of the zap is the action — "Insert new supplier in Megaventory". This will grab your Process Street form field data and automatically create a new supplier with that information.

Again, if this is your first time using Megaventory's API you will need to generate an API key that lets Megaventory talk to Zapier.

To do this,

  1. Click on your avatar icon in the top right corner

  2. Click "Company & Billing (Admin)"

  3. Click your username

  4. Enter your password to continue

  5. Click the key in order to Generate your API Key

  6. Copy the API key and paste it into the Zapier prompt

In the next step, use Zapier's "insert field" drop-down menu to match the Process Street form fields with their Megaventory counterparts. For example, the supplier name field goes with "Name":

Repeat for every Megaventory form field you want to fill with Process Street data, and then proceed to the test step.

If you didn't run an example Process Street checklist, you can skip the test and see if it works next real-time the process is executed, but it's recommended to ensure everything is working right now.

If everything is set up correctly, the final result in Megaventory should look approximately like this:

o learn more about how you can automate tasks, you can check out other help articles on integrations here.

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