Map Dev Ticket Statuses to ProdPad Ideas with Zapier

Connecting ProdPad to a product development tool with Zapier allows you to create and link a new ticket by pushing an Idea from ProdPad. You can then map the ticket statuses to the Idea statuses in ProdPad. When the ProdPad Idea status is updated, the change will be reflected on the linked ticket in your product management tool. Here's how to get started:

Note: This guide uses premium Zapier tools and Postman (or a similar application of your choice). 

Step 1: Create the Zap to Push ProdPad Ideas and create a new ticket in your product development tool

In this step, you'll set up a Zap that pushes an Idea from ProdPad and creates a new linked ticket in your product management tool. In this example, I’ll be using ClickUp as the product management tool. The process may vary slightly depending on the API endpoints of your product management tool, but the fundamentals should remain the same. In this Zap, a new ticket will be created in your product management tool when the ProdPad Idea is pushed. We’ll also include a step that allows the Zap to take the external URL and external ID of the newly created ticket and add that data to the pushed Idea in ProdPad. This step will be used to set up the custom status mapping later in the help article. 

Create the Trigger:

• To begin with, create a new Zap in Zapier.
• Select ProdPad as the app for the Trigger and connect your ProdPad account. To quickly find your ProdPad API key, navigate to your ProdPad account and simply click Settings > Profile Settings and click the API key tab. 
• Once your account is connected, choose “Pushed Idea” as the event.
• Name the integration in accordance with your product development tool  (e.g., 'Push to ClickUp in my example').
• Test the Trigger to ensure it works correctly.
• Click Continue to move onto the next step

Next, we’ll create the Action:

• Click the + button in Zapier to add an action.
• Select and connect your product development tool.
• Once you’ve connected your account, set the event to Create Task.
• Fill in the required fields from your product development tool.
• Map the Task Name to the Title from ProdPad. To do this, click into the field and select Title from the ProdPad dropdown menu. It should look like the below screenshot: 

• In the Task Description field, select Description and App URL from ProdPad's dropdown list. The Description will populate the ticket description in the new ticket created in your product management tool, and the App URL will create a handy link to the ProdPad Idea from the ticket it’s linked to. Just make sure to put a line return between them both for nice formatting in the ticket! This should look like the below screenshot:

• Click Continue. 
• Test the action to ensure it works correctly.

In the final step for this Zap, we’ll create the Webhook. This will allow us to use a PUT API request to find the pushed ProdPad Idea and add the external URL details of the product management ticket to the Idea. This will be important when creating the custom status mapping later in this guide. 

Create the Webhook: 

• Add another action and choose Webhooks by Zapier.
• Select Custom Request for the Event.
• In the Method dropdown field, select PUT.
• In the URL field, enter the URL: https://api.prodpad.com/v1/ideas/. Next, click into the field on the right-hand side of the URL you entered and select the ProdPad Uuid option. The result should look like this:

• For the Data field, head on over to our ProdPad API documentation and navigate to Ideas on the left-hand side (numbered in the below screenshot as 1). From here, click PUT /ideas/{id} and copy the following example value (numbered below as 2).

• Paste the example value into the Data field in Zapier

Replace the "string" text in the Example Value with the following appropriate values:

•  "name" - change the “string” text to the label you’d like to give the external link in ProdPad (this will appear in the external link name on the Idea in ProdPad, so in my example I simply named it ClickUp Task - ). In the same line, after the -, click into the field. Select the product development tool Task Name. It should look like the below example:

•  "url" - delete the “string” value and click into the field. Make sure to click in between the  double quotes “” and select the Task Url for your product management tool. It should look like the below example:

•  "external_id" - delete the “string” value and click into the field. Again, make sure to click in between the  double quotes “” and select the ID for your product management tool. It should look like the below example:

• When finished, the Method, URL and Data fields should look like the below example:

• Scroll down and in the Headers section, type in Authorization in the first field. In the below field, type in Bearer followed by your ProdPad API key. To find your ProdPad API key, navigate to your ProdPad account and simply click Settings > Profile Settings and click the API key tab.
• Click the + button to add a new header, and in the first field type in Contect-Type followed by application/json in the second field. When you’re finished, click the Continue button.

• Make sure to test this action to ensure it works correctly. When finished, press Publish to Publish the Zap.

Next, we’ll create the table where we can map the statuses from your product development tool to ProdPad.

Step 2: Create the Status Mapping table

For this step, we will be using Tables by Zapier. To synchronize statuses between ProdPad and your product development tool (in this example, ClickUp), you'll need to set up a status mapping table. This table ensures that when an Idea's status changes in ProdPad, the corresponding status in your product development tool updates automatically. Here’s how to create and configure the status mapping table using the Tables by Zapier feature.

Steps to Set Up the Status Mapping Table:

1. Create a New Table in Zapier:
   1. Go to Zapier and create a new table.
   2. Give the table a suitable name.
2. Add the Following Columns:
   1. ProdPad_Status_ID: This column stores the unique ID for each status in ProdPad.
   2. ProdPad_Status_Name: This column contains the names of the statuses in ProdPad.
   3. ClickUp_Status_ID: This column stores the unique ID for each corresponding status in ClickUp.
   4. ClickUp_Status_Name: This column contains the names of the statuses in ClickUp.

Your table should look like this:

Populate the Table with Data:

Next, we’ll need to populate the table with the relevant date. To find the ProdPad_Status_ID data, open up Postman or an application similar and send the following GET request: https://api.prodpad.com/v1/statuses

From the returned data, take the UUID for each ProdPad status you want to include in your mapping and insert it into the ProdPad_Status_ID column. In the ProdPad_Status_Name column, enter the Status name. 

Next, navigate to your product development tools API documentation and find the status ID’s for the statuses you’d like to map to ProdPad. Repeat the same process for populating the ProdPad_Status_ID column and populate your product development status ID column (in my example, this is the ClickUp_Status_ID column). Next, name the product development tools statuses accordingly in the Status_Name column (in my example this is ClickUp_Status_Name). Your table should look something like this:

Once you’ve finished populating the table with data, save the table. We can now move onto the final step of creating the Zap that listens for status changes and updates statuses using the status mapping table we just created. 

Step 3: Create the Zap to listen for Status changes and update Statuses

This step explains how to create a Zap that listens for status changes in ProdPad Ideas using a Webhook. Once a status change is detected, the Zap will update the status of the associated product development tool using the table we created in the previous step.

Create the Trigger:

• Create a new Zap.
• Select Webhooks by Zapier as the trigger.
• Choose “Catch Hook” as the event.
• Leave the Pick off a Child Key blank.

Zapier will then give us our Webhook URL, which we will use in Postman (or a similar application of your choice). The URL should look like this:

• Make sure to test the Trigger before continuing to the next step! 

Add the Status Mapping table into Zapier

• Click the + to add an Action to your Zap.
• Select Zapier Tables as the app and Find Record as the event. 
• In Action, set the Table ID field to the table you created. 
• In the Filter Count field, set this to 1. 
• In the Lookup Field 1, set this to ProdPad_Status_ID.
• In the Operator field, set this to “is exactly”. 
• In the Lookup Value field, click into the field and select Data Idea Status Id from the dropdown menu. This should look similar to this:

• Set the “Should this step be considered a “success” when nothing is found” field to No.
• Leave the “Create Zapier Tables Record if it doesn’t exist yet?” option blank. 
• Click Continue and test the action to ensure it works correctly. 

Create the API call in Postman:

• Navigate to our ProdPad API documentation and locate Webhooks on the left-hand side of the page.  
• Click POST.
• Open up Postman or a similar application. 
• Change the call to POST and enter the following URL: https://api.prodpad.com/v1/webhooks. The call should look like this:

• Click on the Authorization tab.
• Change the Type to Bearer Token and paste in your ProdPad API key into the token field. To find your ProdPad API key, navigate to your ProdPad account and simply click Settings > Profile Settings and click the API key tab. 
• Click on the Body tab.
• Navigate back to the ProdPad API Swagger documentation and copy the Webhook Request body schema template. 

• Paste the template into the Body text field in Postman (or the application of choice you’re using) and edit the response body to look like this:

{

"url":"https://hooks.zapier.com/hooks/catch/[yourzapierurl]/",

"event":"IdeaStatusWasChanged",

"direction":"publisher",

"service":"7"

}

Lets quickly break down the data in the above response:

• URL - this is the URL our Zapier Webhook created. Simply copy the URL from Zapier and paste it into the “URL” line in the response body.

• Event - The event name is "IdeaStatusWasChanged".
• The Direction is "publisher" and the service is "7".

Once you’ve populated the response body with the required data in Postman (or your preferred application), click Send. Check to see if the URLs are the same in the Body and the status in Postman is 201. If the URLS are correct and the status is 201, it means the call has been successful.

Step 4: Update Task in ClickUp

For this final step, we will be creating an action to update the linked ticket in your product development application (in my example, this is ClickUp). This will update the Status of the linked ticket when the Status in ProdPad is updated.

• Click the + button in Zapier to add an action.
• Select and connect your product development tool.
• Set the event to Update Task and click Continue.
• In Action, choose your Workspace.

Set the Task field to External Links External ID. This should look similar to the below screenshot:

• Set the List field to List. 
• Set the Markdown Content field to False. 
• In the Tas Status field, click into the field and select ClickUp_Status_ID: (this will be the name of the product development application status_id column you created in the table previously). This should look like the below example:

• Leave the remaining fields blank (unless you want to tweak the Zap to your own preference) and click Continue. 
• Test the Zap to ensure it works correctly. Once the test is completed successfully, publish the Zap! 

You have now set up two new Zaps, one to push an Idea from ProdPad to your product development tool which includes the external URL data, and another to listen for status changes and automatically update the status of the linked ticket in your product management tool to match the status of the linked Idea in ProdPad.