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Zapier integration (ReportFlow Integration)

The ReportFlow Integration is available in public beta in the Zapier App Directory. It lets a Zap select a Re:port Flow template and automatically generate a PDF from spreadsheet, form, CRM or other connected-app data.

What you need first​

  1. A Re:port Flow workspace — create one at re-port-flow.com
  2. A template to generate from. If you do not have one, copy a template from the template gallery
  3. A Zapier account

The connection uses OAuth 2.0 Authorization Code with PKCE. You do not paste an application key or password into a Zap field. Sign in to Re:port Flow from the connection screen, select the workspace the Zap may use and approve access.

Connect with a workspace administrator to use the New PDF Generated trigger

Turning the New PDF Generated trigger on and off registers and deletes a webhook endpoint in Re:port Flow. That requires the workspace administrator (ADMIN) role, so the Re:port Flow account you connect with must be an administrator (see the webhook guide).

Connecting with a non-administrator account makes turning the Zap on fail with …requires the connected account to be an administrator of the ReportFlow workspace. Reconnect from Zapier's My apps with an administrator account, or ask an administrator to build the Zap. Reconnecting with the same account does not fix it.

The PDF actions (Generate PDF (Sync) / (Async) and Download PDF) do not require the administrator role. Only the trigger does.

Available trigger and actions​

TypeName in ZapierPurpose
TriggerNew PDF GeneratedStarts a Zap when PDF generation finishes. Use passthrough to match an async result with its source record
ActionGenerate PDF (Sync)Generates a lightweight PDF synchronously and hands the PDF file to the next step
ActionGenerate PDF (Async)Starts a potentially long generation job and immediately returns a requestId. Use New PDF Generated for follow-up work
ActionDownload PDFDownloads a generated PDF using requestId and, when needed, fileId, and returns a file for later steps

Choosing sync or async generation​

  • Use Generate PDF (Sync) for a lightweight PDF when the same Zap must receive the PDF immediately
  • Use Generate PDF (Async) for heavier templates or when another Zap should save or send the result after completion

A successful async action means the job was accepted, not that the PDF is finished. Build completion handling as a separate Zap triggered by New PDF Generated. Sync generation also emits a completion event, so add Filter by Zapier when you need to narrow events by requestId or passthrough.

passthrough accepts a JSON object for correlation values such as an order ID. It is also used in PDF metadata and ReportFlow document search, so never put passwords, tokens, personal data or other sensitive information in it.

Use the Google Sheets template​

The public Create ReportFlow reports from new Google Sheets rows template provides these two steps:

  1. Google Sheets — New Spreadsheet Row: starts when a row is appended to a spreadsheet
  2. ReportFlow — Generate PDF (Async): starts PDF generation using values from that row

Setup​

  1. Select Try it on the template page
  2. Connect the Google Sheets account and choose a spreadsheet and worksheet
  3. Connect ReportFlow, then approve the workspace the Zap may use
  4. Select a Design and Version
  5. Map the file name and each template parameter to a Google Sheets column
  6. Test both steps and confirm generation starts with the expected values before publishing the Zap

Zap templates do not include connected accounts or your field values. Each user connects their own accounts and maps Google Sheets columns to template parameters. If a column name changes or the template adds or changes parameters, update the mappings in the Zap.

To email or store the completed PDF, create another Zap and pass the PDF File returned by New PDF Generated to Gmail, Google Drive or another destination. Put a unique row ID in passthrough in the first Zap so the completion event can be matched to the source row. Use Download PDF when another workflow gives you only a requestId / fileId.

Troubleshooting​

ReportFlow will not connect​

Open the ReportFlow connection under Zapier My apps and reconnect it. Select the intended workspace during authorization. A connection may need reauthorization after its requested scopes change.

The template or parameter fields are missing​

Make sure the connected workspace contains a template, then refresh fields in the Zap editor. Changing the template version also refreshes its parameter inputs.

There is no PDF immediately after the async action​

The async action does not wait for completion. Receive both the completion and PDF File through New PDF Generated. Use Download PDF when you need to retrieve the file later from a requestId / fileId.

For maintainers: update the public integration​

The integration source is maintained in the reportflow-zapier repository. Do not repeatedly edit the promoted version. Test a new version in this order:

  1. Run zapier-platform versions and review the promoted version's State and Zap Users
  2. Bump package.json using semantic versioning (compatible fix = PATCH, compatible feature = MINOR, breaking change = MAJOR)
  3. Run npm test and zapier-platform validate
  4. Run zapier-platform push to upload a private version, invite a tester to that version and verify it in the Zap editor
  5. A human administrator reviews the impact and runs zapier-platform promote <version> to change the public default
  6. After promotion, re-check the App Directory entry, OAuth connection, all four trigger/action entries and Zap creation from the public template

See Zapier's official Versions and Promote a version guides. Hiding a Trigger / Action, changing its key, or removing or changing an input/output field key is a breaking change. Templates are not automatically moved to the promoted version when such a change exists.

Add or update a Zap template​

  1. Create a Draft in the Zap templates dashboard
  2. Select a public ReportFlow version, then configure the trigger, actions and field mappings
  3. Write a unique English title and description, select Save Draft, and test it by choosing Create Zap
  4. Select Submit for Review
  5. After approval, verify both the App Directory entry and public URL, then update this page's links and description

You cannot directly edit a public Zap template in the dashboard. To change it, send its Template ID from the public URL to Zapier Developer Support and ask for it to be returned to Draft, then edit and re-submit it. See Zapier's official Zap templates guide.

Next steps​