Zapier Triggers Guide - What They Are and How to Use Them
Zapier Triggers help you start automations when something happens inside Kayse.
A Trigger is like a doorbell. 🔔 When a certain event happens (like a new case being added), the Trigger “rings,” and Zapier starts your workflow automatically.
This means you do not need to copy data by hand or remember to update another system. Kayse can notify your other tools right away, so your team stays organized and moves faster. ✅
Below are the main Triggers you can use, plus a few common Zaps we recommend starting with.
Case Triggers
Case Created
This Trigger runs any time a new case is created in Kayse. This can happen from:
- someone creating a case in the Kayse console
- importing a list
- a connected workflow
Kayse sends Zapier case details like:
- Case Number
- Case Type
- Status
- Client info
- Key dates
Why this matters: You can track new work right away without manual steps.
Example: When a case is created, Zapier can add it to a Google Sheet or post a Slack message to your team.
Case Updated
This Trigger runs when something changes on a case already in Kayse. For example:
- status changes
- dates change
- notes or details change
Why this matters: It keeps your systems synced so everyone sees the same info.
Example: If a case status changes in Kayse, Zapier can update the matching record in another tool.
Case Deleted
This Trigger runs when a case is removed from Kayse.
Why this matters: It helps clean up your other systems so you do not keep old or wrong records.
Example: If a case is deleted, Zapier can remove the matching row in a spreadsheet.
Client Triggers
Client Created
This Trigger runs when a new client is added to Kayse.
It includes client info like:
- name
- phone number
- address
Why this matters: New clients can be synced everywhere automatically.
Example: When a client is created in Kayse, Zapier can add them to your CRM or contact list.
Client Updated
This Trigger runs when client details are updated in Kayse. For example:
- new phone number
- updated email
- corrected address
Why this matters: It keeps contact data clean across all tools.
Example: When a phone number changes in Kayse, Zapier updates the same client record in another system.
Client Deleted
This Trigger runs if a client is removed from Kayse.
Why this matters: It lets your other tools stay clean, too.
Example: If a client is deleted, Zapier can remove them from a spreadsheet or contact workflow.
List Trigger
Case Added to List
This Trigger runs when a case is added to a specific Case List in Kayse.
Why this matters: Lists are often used for campaigns. This Trigger helps you start workflows tied to campaign lists.
Example: When a case is added to a campaign list, Zapier can start a follow-up workflow in another system.
Call Triggers
Call Created
This Trigger runs when a new call is created in Kayse. This includes:
- inbound calls
- scheduled outbound AI calls
Zapier receives details like:
- call status
- call duration
- client name and number
- recording link
- transcript
- outcome
Why this matters: Call tracking becomes automatic.
Example: When a call starts, Zapier can log it in a spreadsheet or notify your team in Slack.
Call Updated
This Trigger runs when call details change. This usually happens when:
- a call finishes
- an outcome is added
- the transcript is ready
Why this matters: You can automate what happens after calls without chasing updates.
Example: When a call ends, Zapier can send the transcript to storage or alert the case owner.
Task & Document Trigger
Task Document Uploaded
This Trigger runs when a client uploads a document to a task in Kayse.
Zapier gets:
- case info
- client info
- a temporary download link
⚠️ The download link only works for 15 minutes, so your Zap should save the file right away.
Why this matters: Documents get stored automatically, without extra staff work.
Example: When a document is uploaded, Zapier can save it into Dropbox, OneDrive, or Google Drive.
Tip: Filenames in Zapier
When a document is uploaded, Zapier also sends the file name. Sometimes that name needs cleanup.
✅ Use Formatter by Zapier
- Add a Formatter → Text → Replace step
- Input: original filename (example:
Invoice_12345.pdf) - Replace
_with-or another format your team likes
You can also add:
- Case ID
- Client name
- Case name
This makes files easier to search later. 🔍
Common Zaps We Recommend First
If you are just getting started, these are the most useful workflows firms usually set up first:
New Case → Add to Spreadsheet or CRM
- Trigger: Case Created
- Action: Create or update a record in your tracking system.
- Why: gives your team instant visibility as new work comes in.
Case Updates → Keep Systems in Sync
- Trigger: Case Updated
- Action: Update the matching case in your CRM or reporting tool.
- Why: avoids double entry and keeps everyone aligned.
Case Added to List → Start a Campaign Workflow
- Trigger: Case Added to List
- Action: Add that case to your campaign list in another tool or alert staff.
- Why: makes campaign launches faster and more organized.
Call Finished → Save Transcript and Notify Staff
- Trigger: Call Updated
- Action: Send transcript to storage or email the owner.
- Why: helps your team review results quickly and take next steps.
Client Uploads a Document → Auto-Save It
- Trigger: Task Document Uploaded
- Action: Save file to your document system.
- Why: stops documents from getting lost and removes manual work.
These Zaps handle the biggest “busy work” tasks and usually create value right away. ✅
Summary
Zapier Triggers let Kayse start workflows automatically when key events happen.
- Case Triggers: watch for case creation, updates, or deletions
- Client Triggers: follow new clients, changes, or removals
- List Trigger: run workflows when cases are added to lists
- Call Triggers: track AI call creation and updates
- Task Document Trigger: save client-uploaded files automatically
👉 Next: check out the 🛠 Zapier Actions Guide to see what you can do once a trigger fires.