My first app with QR codes and Zapier

During this tutorial, you will learn how to configure and build an App to manage on-demand services in a factory with Qods and Zapier.

For the purpose of this tutorial, we will use Zapier to achieve our goal, but this could be done with other available integrations such as monday.com or Microsoft Power Automate.

What we want to achieve

In a factory called "Factory A", there are 3 industrial dumpsters: metal, wood and cardboard. When one of the dumpster is full, someone must send an email to the supplier, who has 48 hours to collect it.
We want to automate this task, and improve the follow-up of the service.

The targeted process is defined as follows:

  • When a dumpster is full, the worker scan a QR code located near the dock
  • A screen asks him to select the dumpster to collect (wood, metal or cardboard)
  • Optionally, the worker enters his personnal code, in order to identify himself

Screen after scan

  • The App automatically sends an email to the supplier and add a line to a Google Sheet, in order to follow up the request.

This process is applicable to any kind of on-demand field service automation.

Before you start: requirements

Before using this App, you need to:

Configure your Ubiqod Account

Create a Site

First, create a new Site from the "Sites" menu and name it (we call it "Factory A" in this tutorial). Enter its address, then click "Geocode it" to get GPS coordinates (you can check the position on Google Maps).

Click on "Create".

Create a site

Your site has been created. We now need to configure customer and supplier email addresses for the automatic email request.

In the Site list, click on the "Edit contacts" icon of your site:

  • Fill in the "Customer email": it will be used for emailing confirmation of the requests
  • Fill in the "Site Manager email": it will be used to send the service request

Create contacts

Be sure to use valid emails to avoid any error later in the tutorial.

Create a Dispatch group

Enter a group name (we use "Demo Group" in this tutorial) and then press "New"

Create a group

Create a Code list to define dumpsters

This Code list will be used by the Qod to render a list of choices for the different dumpsters.

In the "Settings" menu choose Code lists and create a new list called "Service requests":

Create a code list

You are then redirected to the list content. Click on "New" to add a code. Create one code per dumpster:

Create codes

The result should be similar to this:

See result

Create a Code list to define user IDs (optional)

This Code list will be used to validate the request with a personal PIN code affected to each authorized worker.

The result should be similar to this:

Create a requesters code list

Create your QR code tracker (Qod)

Everything is now ready to setup easily your Qods!

In the "Trackers" menu, choose "Qods" and press "New":

  • Name your Qod (we use "Waste dock" for this tutorial).
  • Select the site and the Dispatch group previously created

Create a qod step one

Choose the Action "Select an option list", and the dumpster Code list we have just created before

Create a qod step two

Check GPS and PIN code Conditions, and select the requesters Code list as PIN code list

Create a qod step three

Click on "Create".

Congrats, your Qod is ready!

Now, you can create the associated Zap.

Create your Zap

About Zapier

Zapier is a low code platform designed to help users that are not coders to connect different apps between them. With Zapier, you can create a Zap that sends a SMS when a new line is added in a Google Sheet, without writing a single line of code.

A Zap contains at minimum:

  • A trigger
  • An action

But you can add multiple actions and/or conditions in a Zap.

The Skiply/Ubiqod Zapier App lets you trigger an action each time data is received from one or more Qods.

Installing the Skiply/Ubiqod Application into your Zapier Account

To install the Skiply/ubiqod App, connect to your Zapier account, and click here: https://zapier.com/apps/ubiqod/integrations

Create a Zap

In Zapier, click on the “Make a Zap” button on the top left of your screen.

Then, in the “When this happens…” card, look for Skiply/Ubiqod App:

Add a Zap

Configure the Zapier trigger

Choose the trigger event “New Data”, and then press “Continue”.

At next step, if you did not connect your Ubiqod account before, choose “Sign in to Ubiqod by Skiply”.

In the “Skiply Ubiqod Account” field, choose “Add a new account”.

A new window opens, and asks for “Ubiqod API Key”:

Enter API key

The API key can be found in the “Account” Menu of your Ubiqod account:

See API key

Just copy/paste it into the corresponding field in Zapier and press “Yes, Continue”.

Next, you have to select a Dispatch group. Each device belonging to this Dispatch group will be used to trigger an action in your Zap:

  • Select the “Demo group” previously configured
  • Click on “Continue”
  • Click on “Test trigger”

Your final screen should look like this:

Zapier Final Screen

Congratulations, your trigger is configured! Each time a worker scans the Qod, the Zapier trigger will be activated.

Configure Zapier actions

It's now time to automate the tasks. We want to:

  • Send an email to the supplier with relevant data
  • Send a confirmation email to the customer
  • Add a line to a Google Sheet to keep track of the request and make a follow up

Available fields

The following fields are available to feed Zapier actions:

  • Identifier: identifier of the Qod or IoT-device (s/n)
  • Qod or IoT-device label: label of the Qod or IoT-device
  • Action value: code label or raw value if no such code defined in the related code list (button index for IoT-devices if no such code defined)
  • Site Label: Site name the Qod or IoT-device is linked to
  • Timestamp: datetime of Qod scanning or IoT-device message transmission
  • Number of presses: only for IoT-devices, number of times the button was pressed
  • Site Id: Site Id the Qod or IoT-device is linked to
  • On-device condition: 1 if condition is valid, 0 if not – For IoT-device: condition is valid when magnetic badge has been swiped / For Ubiqod Keys: condition is valid when dynamic QR code has been scanned from the device and validated by the Ubiqod server
  • Customer contact email: email of customer contact defined on Site
  • Customer contact phone: phone number of customer contact defined on Site
  • Site manager email: email of site manager defined on Site
  • Site manager phone: phone number of site manager defined on Site
  • GPS condition: 1 if condition is valid, 0 if not – condition is valid when the user GPS position is under the validation distance from the site position, 0 if not or if the user refused to give his position
  • Code condition: 1 if condition is valid, 0 if not – condition is valid when the entered code is defined in the related code list
  • GPS value: if available, GPS coordinates of the user’s position
  • Validation code value: if available, validation code label or raw value if no such code defined in the related code list
  • Custom field 1: only for Qod with a form, value of field #1
  • Custom field 2: only for Qod with a form, value of field #2
  • Custom field 3: only for Qod with a form, value of field #3
  • Custom field 4: only for Qod with a form, value of field #4

Add a filter action

After the trigger, setup a filter to launch the process only if the 2 following conditions are fulfilled:

  • The PIN code of the requester is in the corresponding Code list
  • The GPS location of the requester is in the area of the Site

In practice, GPS location is not really useful in that case, but we take advantage of this tutorial to introduce the feature!

Add the Zapier action "Filter by Zapier", and setup the 2 conditions:

Zapier filter

Add an email action

  • Click on the blue "plus" icon at the bootom of the Zapier card to add an action.
  • In the "Search app box", type "email" and select "Email by Zapier".
  • Choose the Action Event: "Send Outbound Email", and press "Continue".
  • Use available fields to create the service request email to send to the supplier. For instance, you can do something like this:

Zapier action setup

With this configuration, the result will be:

Zapier eamil result

If you are using a dynamic field for the "To" field, do not test the action, as the default email provided in test data is a fake one, use the link "Skip test".

If you want, you can now add a request confirmation email to the customer by using the field "Customer contact email".

If you are in a hurry, you can skip the next step and go directly to the section "Check the result".

Add a Google Sheet action

To add a row in a Google Sheet:

  • Add the corresponding Zapier action to your Zap
  • Select your Google Sheet
  • Map required fields with your spreadsheet columns

The principle is the same for every type of action. Sky is the limit!

Turn on your Zap

Congratulations, You have built a full functional App with Ubiqod and Zapier!

Don’t forget to turn on your Zap before proceeding to your tests. You can debug your App with the "task history" menu in Zapier.

Now, each time a worker scans your Qod and submits his request, emails will be sent and a row added to your spreadsheet.

Check the result

Back in your Ubiqod backend, click on the blue "QR code" icon on the left of the Qod name, and scan the QR code with your smartphone:

Scan the qod

You can create as many Qods as you want, using the same configuration.