Actions
Actions let you create and update records in adaptlive from other apps. Map data from previous Zap steps to the action inputs.
API Key Scope
Actions require an API key with WRITE scope. Keys with READ-only scope will fail on action steps.
Popular Actions
Create work record
Create a new job, appointment, case, matter, delivery, or another supported work kind. The Zapier kind picker maps to the platform's CanonicalWorkKind enum on submit. Org-configured extension fields are accepted via the Extension JSON input.
Inputs
| Field | Required | Description |
|---|---|---|
| kind | Yes | Friendly kind name — Job, Appointment, Case, Ticket, Delivery, Matter, Permit, Repair Order, Service Request, etc. Maps to CanonicalWorkKind. |
| title | Yes | Human-readable title. |
| customerId | No | Link to an existing customer. Provide this OR personId. |
| personId | No | Link to an existing person. The platform resolves the customer. |
| description | No | Extended description / notes. |
| priority | No | low | normal | high | urgent (default: normal). |
| scheduledStart | No | ISO-8601 start. |
| scheduledEnd | No | ISO-8601 end. |
| extensionJson | No | Org-defined custom fields as a JSON string. |
Outputs
idnumberkindtitlestatusCreate or update person
Idempotent upsert. Match an existing person by primary phone or email, otherwise create one. Pass the same phone twice and you get the same person — no duplicates.
Inputs
| Field | Required | Description |
|---|---|---|
| firstName | No | Given name. |
| lastName | No | Family name. |
| primaryPhone | No | E.164 (`+15551234567`). Dedup key. |
| primaryEmail | No | Lowercased on save. Dedup key. |
| notes | No | Free-form note attached to the person. |
Outputs
iddisplayNameprimaryPhoneprimaryEmailcustomerIdcreatedUpdate work record status
Targeted status bump — the headline use case is moving a record through NEW → SCHEDULED → IN_PROGRESS → COMPLETED. Wider field edits use the full PATCH via REST.
Inputs
| Field | Required | Description |
|---|---|---|
| workRecordId | Yes | ID of the record. |
| status | Yes | New status value. |
| statusNote | No | Optional one-line audit note. |
Outputs
idstatusstageupdatedAtSend SMS
Send an outbound SMS from one of your owned adaptlive numbers. Pair with the `SMS received` trigger for two-way conversational Zaps.
Inputs
| Field | Required | Description |
|---|---|---|
| fromNumberId | No | Which owned number to send from. Defaults to your primary. Zapier renders a dropdown populated from /v1/phone-numbers. |
| to | No | Recipient E.164. Provide this OR personId. |
| personId | No | Look the number up from the person's primary phone. |
| body | Yes | Message content (max 1600 chars). |
| threadToConversation | No | When true (default), append to the open thread with this recipient instead of starting a new one. |
Outputs
idfromtobodypersonIdsentAtAll Actions
| Action | Description |
|---|---|
| Create work record | Create a new job, appointment, case, matter, delivery, or another supported work kind. |
| Create or update person | Idempotent upsert. |
| Update work record status | Targeted status bump — the headline use case is moving a record through NEW → SCHEDULED → IN_PROGRESS → COMPLETED. |
| Add note | Free-form note attached to a Person, Customer, Company, or Work record. |
| Send SMS | Send an outbound SMS from one of your owned adaptlive numbers. |
| Find person by phone | Search action — look up an existing person by phone number. |
| Find work record | Search action — find by adaptlive number/title-ish input or by an external system reference. |
Error Handling
When an action fails, Zapier shows an error in your Zap history. Common causes:
- Missing required field: Ensure all required inputs are mapped.
- Invalid ID:Referenced customer/person/work record doesn't exist.
- Invalid phone format: Phone numbers should be E.164 format (+1...).
- Insufficient permissions: API key lacks WRITE scope.
Zapier's "Autoreplay" will automatically retry failed actions after you fix the issue.
Tips
- Use Find person by phone before Create or update person to avoid duplicates.
- The
extensionfield accepts JSON for custom data. - Chain actions: Create Person → Create Work Record using the outputted personId.
- Test with sample data before enabling the Zap to catch mapping errors.