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Zapier – Action – Find & Create User

When creating a new user, you may need to determine if the username is already in use before adding the new user. Based on that information, you can take different additional actions.

This native zap only works as an action from your app to LightSpeed VT and will only be available as a selection from the actions menu.

Zapier has a function that will allow you to search a record before proceeding with an action.

Here are a few ways to fully take advantage of this powerful function.

Search Only

Part 1

You can use this option if you only want to know if a username is already in use and do not need to create a user in LightSpeed Vt or want more control when creating a user.

Understanding how Zapier works with this fundamental action is essential to build more advanced processes.

After creating a trigger in Zapier (Example: Adding a new contact to your CRM of choice or to a Google Spreadsheet), you will need to create an action.

Look for LightSpeed VT and choose as your app

For Action Event, scroll down to the Search section and choose Find User and click Continue after selecting.

On the resulting screen, choose your connected LightSpeed VT account and click Continue. (If you do not have an account already, follow the instructions here).

Part 2

You can now set up your search action.

Choose the matching username field from the trigger you set up earlier, by clicking the Username field.

If a username doesn’t exist in our database, the search result will indicate that nothing is found, thus the username is available to create.

Should this step be considered a “success” when nothing is found? This setting allows you to control additional actions/filters/paths based on the finding.

Zapier refers to “success” as the outcome of the zap process itself and not the business intent of the flow.

Unsuccessful would result in a failure of the zap.

The default is set to False, but you will need to consider the rest of your flow before selecting False or True.

You would only need to specify if you intend to use additional actions instead of the built-in Create LightSpeed VT User if it doesn’t exist yet?. (For example, you may want to send an email using Gmail to a manager if a user was not found.)

If you choose to create a user without more advanced filters or paths, simply check the Create LightSpeed VT User if it doesn’t exist yet? checkbox and False or True options will be removed and have no effect on the user creation.

Please refer to the guide below for Search and Create

False: If a username is available for registration (Nothing found), you’d probably consider it a positive thing and want to create the user. Alternatively, your search workflow could be different and see nothing found as a negative and wish to stop any further actions based on that result. Choose False in this case and your zap will stop.

True: Choose this option to allow the zap to continue with additional actions/filters/paths that you will add later if nothing is found (Username is available to create).

Click Continue to test your action.

Part 3

Zapier will provide you with 2 different messages which will also be depending on the chosen False/True settings from the earlier step.

False
If a username is not found, the False option will consider the operation unsuccessful and return this error message:

This will stop further actions from happening.

If a username is found (cannot be created), it will return this message:

There will be additional data that can be used in further actions.

  • available: false (Username is not available for creation)
  • userId: 123445 (UserId of last registered account with the specified email address)
  • email: [email protected] (Email address of last registered account with the specified email address)
  • locationId: 12345 (Location ID of last registered account with the specified email address)
  • vendorId: xyz123 (Vendor reference ID of last registered account with the specified email address)
  • _zap_search_was_found_status: true (The submitted username was found in our DB, therefore cannot be registered)

True
If a username is not found, the True option will assert the operation as successful and return this message:

There will be 1 additional piece of data that can be used in further actions.

  • _zap_search_was_found_status: false (The submitted username was not found in our DB, therefore can be created)

If a username is found (cannot be created), it will return this message:

There will be additional data that can be used in further actions.

  • available: false (Username is not available for creation)
  • userId: 123445 (UserId of last registered account with the specified email address)
  • email: [email protected] (Email address of last registered account with the specified email address)
  • locationId: 12345 (Location ID of last registered account with the specified email address)
  • vendorId: xyz123 (Vendor reference ID of last registered account with the specified email address)
  • _zap_search_was_found_status: true (The submitted username was found in our DB, therefore cannot be registered)

Because True was selected, even though the proposed username is not available to register, the zap will be allowed to continue and will not be marked as an error.

Part 4 (Optional)

If you choose to use more advanced actions based on the returned result, you can add additional actions.

A filter is an example of further action you can add and take advantage of the data returned from the Find User action.

Search and Create

Follow parts 1-2 above.

In part 2, check the Create LightSpeed VT User if it doesn’t exist yet? checkbox. The False/True selection options will not be available anymore.

Then follow the same steps outlined in our Create user article.

Disregard Zapier message at bottom of creation fields

Click continue to test and finally turn on your zap.

When zaps run, they will show as successful in task history regardless if a user was actually created or not.

Updated on October 20, 2021

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