Zapier Integration

How To

Zapier is an automation tool that empowers businesses to streamline their processes by creating end-to-end systems. LEAP can now be integrated to further enhance your workflow capabilities, offering even more tools to optimise your business processes. Our integration will enhance your productivity and efficiency, allowing you to focus on what matters most while Zapier handles your repetitive tasks.

Click to edit heading

Securing your Zapier account is essential due to its interaction with multiple applications that may hold sensitive data. Activating two-factor authentication (MFA) enhances security. Key reasons to enable MFA include:

Enhanced Protection: MFA adds a security layer beyond your password; access to the second factor is needed to log in.
Mitigating Risks: Zapier connects various apps, raising the risk of unauthorised access. MFA ensures only you can access your account, reducing the chances of a data breach.
Peace of Mind: Knowing your account is secured with MFA allows you to use Zapier confidently, protecting your integrations and data from threats.
Compliance and Best Practices: Many industries mandate strict security measures. Enabling MFA aligns with best practices and meets compliance requirements.

To set up two-factor authentication for your Zapier account, follow the instructions in this article: Set up two-factor authentication for your Zapier account - Zapier

This measure safeguards your account and its accessed data.

Visit Data privacy & security – Zapier to learn more about how Zapier manages your data and protects your account.

Supported Actions

Currently supported actions within the integration include:

Search Matter	Create Matter	Create Comment
Search Card	Create Card	Create Time Entry
Create Document	Create Fee	Create Cost Recovery (Expense)

Connect LEAP to Zapier

Before building your Zaps, we should setup your connection with LEAP.

Log in to Zapier and select App Connections from the Home page.
Select Add Connections and search for LEAP (Legal).
Select LEAP (Legal) from the list and select Add Connection. Note that you can also add several accounts to Zapier.
After inputting credentials, you will be presented with the permissions window for confirmation. From here, you can start to build Zaps and select this account (and others) when you use the LEAP integration.

Click to edit heading

New versions of the LEAP integration may necessitate re-authentication. This is due to the introduction of new features and functionalities that require the acceptance of updated permissions.

Create a Zap with LEAP Actions

Creating a Zap using LEAP with the following steps.

Select Create from the Home page, then choose Zaps.
Select your Trigger, the starting point for your Zap and what will determine when this workflow will be triggered.
Click to edit heading
LEAP doesn’t support Triggers just yet, so a Zap can’t currently kick off from an event inside LEAP. Support for Triggers is on our roadmap and once it lands, you’ll be able to run LEAP‑initiated workflows automatically. For now, any Zap you build will need to start with a Trigger from another integration. After choosing your external Trigger, you can add LEAP steps using the actions already available:
- Search Matter
- Create Matter
- Search Card
- Create Card
- Create Comment
- Create Time Entry
- Create Fee
- Create Cost Recovery
- Create Document
These actions still give you plenty of flexibility to bring LEAP data and processes into your automations.
Select the Action step or select “+” to add another Action. Search for LEAP (Legal) and select the integration. You will be presented with the following:

Click to edit heading

Once you have configured your Trigger, you can begin to include LEAP actions.
Select the Action event for your Zap and select the Account that we have set up earlier. Note that multiple LEAP accounts can be set up, so ensure the correct account is being selected from that list for your Zap. Staff name and email will be visible for each connection.

Click to edit heading

If your credentials have expired, you will be prompted to Reconnect this account, where you will need to log in again to LEAP. You will also have the opportunity to add another account here.
Depending on the selected Action event, Zapier will display an interface for you to fill out. In this case, we are using the Create Card action, which shows the relevant required fields. Also note that the form can also dynamically change according to your selection.
Begin filling out the forms, noting that you can reference previous data or fields for your mapping, known as Field Mapping in Zapier. You can do this by typing “/” or selecting “+”.
Click to edit heading
Note that actions requiring a Card or Matter selection can be dynamically set from a prior ‘Search’ action. ‘Search Cards’ or ‘Search Matters’ will return a Card Id or Matter Id, respectively. Thus, you can use these values as valid inputs.

Before assigning these values, follow these steps to enable field mappings. This is necessary because, by default, Zapier will display a list of cards or matters to select from rather than allowing you to specify a mapping.
1. Select the ellipsis button for the Client or Matter field.
2. Choose Custom to open the Insert Data UI.
  Select Card ID from the previous search action.
  Alternatively, type ‘/' to display available fields if the Insert Data UI does not appear.
Once set, the card or matter GUID will appear in the field.

Create Document Action

The Create Document action allows users to automate the import of documents into a LEAP matter via a Zapier Zap. Users are prompted to select/map the matter, the file itself, and an optional title.

Select Create from the Home page, then choose Zaps.
Select your trigger > Add Document to Matter action.
Select a valid Matter.
Upload a File (docx/PDF/xlsx).
Enter the file name in the Title field.
Click Continue.

Click to edit heading

Successful responses will allow users to map the id, name, and file extension to further Zapier actions.

Once you have completed all additional information, select Publish.

Using LEAP Search Actions

In this example, we will demonstrate how to search LEAP for existing Matters and Cards, and how to refer to LEAP data for Field Mappings. Our Google Sheet, which tracks properties for sale within a development, includes fields we can reference in our search.

Add the Search Cards step and set your search parameters.
You can also create the card if no results are returned.
1. Select checkbox Create LEAP ({Version Number}) Cards if it doesn’t exist yet?.
2. Zapier will now display fields related to Cards, allowing you to complete the field mappings when no available card is found in LEAP.
Press Continue, and proceed to the Test tab. It is recommended that you test each step, to ensure that you are getting the results that you are expecting. In this case, it will try to search LEAP with your inputs.
In our next steps, we can refer to the fields shown above. For Create Matter, we can provide the Card ID directly as a reference for the client. Note that a Card ID will also be returned after a Create Card action. To use the card ID as the input for Client:
1. Select the ellipsis button for the Client field.
2. Select Custom, which will automatically raise the Insert Data UI.
  1. Select Card ID under the previous search action.
  2. Alternatively, start typing in '/' to raise available fields.
Click to edit heading

These steps also apply when a LEAP action requests a Matter. Access the ellipsis button, set the type to Custom, and include the field mapping from the previous step.

FAQ and Tips

Note on Testing Step

Conduct thorough testing and confirm the successful creation of items within LEAP. Your Zaps will initiate and perform several actions; therefore, meticulous attention to field mapping is essential to ensure accuracy in what is being created.

How can I link the ‘Search' actions to 'Create’ actions?

Note that actions requiring a Card or Matter selection can be dynamically set from a prior Search action. Search Cards or Search Matters will return a Card Id or Matter Id, respectively. Thus, you can use these values as valid inputs.

Before assigning these values, follow these steps to enable field mappings. This is necessary because, by default, both fields display a list of cards or matters to select from rather than allowing you to specify a mapping.

1. Select the ellipsis button for the Client or Matter field.
2. Choose Custom to open the Insert Data UI.
  1. Select Card ID from the previous search action.
  2. Alternatively, type ‘/' to display available fields if the Insert Data UI does not appear.
Construct Comments/Memo and other text inputs with Field Mappings

Zapier allows you to construct your inputs with Field Mappings. Use this to provide richer context for your actions by simply typing '/' as you construct your text input.

Notifications

Upon successful completion of a Zapier create action, LEAP dispatches a notification. Each notification provides details regarding the action executed.

Note: These notifications are staff-based and will only be visible to the specified account on that action. Manage your notifications from under Staff Details → Notifications.

Using System Variables and Defining Your Own

Using System Variables for date fields will ensure compatibility of date values with LEAP. These are particularly useful for references to the current date.

You can also define your own Global variables, which can be referenced across your Zaps.

Zapier Troubleshooting

If your Zapier automation (Zap) fails when connecting with LEAP, this guide will help you identify and resolve common issues. For more details, you can also refer to Zapier’s official troubleshooting guide.

What Happens When a Zap Fails?

Notification: If a Zap fails, you will receive an email from Zapier. This email explains that your Zap has encountered an error and has been paused until the issue is fixed.

How to Find and Review Zap Errors

Log in to Zapier and go to your dashboard.
Click on Zap History in the left menu.
Review the list of failed Zaps, indicated by the icon.
Click on the Zap that failed to open its details.
In the detailed view, go to the Run Details tab.
- Here, you’ll see the error message at the step where the failure occurred.
- The message may say “The app returned…” followed by a specific error from LEAP or Zapier.

Understanding Error Details

When viewing the error, you’ll see several helpful sections:

Error Message & Stack Trace
- 4xx errors: Usually mean there’s a configuration issue (e.g., missing or invalid field).
- 5xx errors: Usually mean LEAP’s API is temporarily unavailable or unable to process the request.
Data In: Shows the data sent to LEAP. Check for missing fields, incorrect formatting, or invalid values.
Troubleshoot Button: Uses Zapier’s AI to suggest fixes for common errors.
Logs: Technical logs related to the Zap run (if available).
Zap Flow Diagram: Shows the entire Zap, with the failed step highlighted in red. You can inspect previous steps to see if incorrect data is being passed forward.

Replay Runs
- Allows you (or the user) to retry the failed step or the entire Zap.
- Helpful for stepping through each action with greater detail.

Common Errors & Fixes

Invalid Static List Values
- Problem: Entering a custom value in a field that only accepts values from a fixed list.
- Solution:
  1. Always select values directly from Zapier’s provided list.
  2. For Matter or Card fields, add a Search step before the action if you want your Zap to be more dynamic.
  3. If using a search step, ensure you are mapping a valid GUID from the search step into the required field.
Incorrect Date or Number Formatting
- Problem: Entering a date or number in the wrong format.
- Solution:
  1. Use Zapier’s Formatter step before the action.
  2. Dates should be in ISO format (YYYY-MM-DD).
  3. Numbers must be plain digits (no special characters).
  4. Check field requirements using the help text next to each field in Zapier.
Missing API Permissions
- Problem: The Zap cannot connect to LEAP (error 403 – forbidden).
- Solution:
  1. Reconnect your LEAP account:
    1. Either inside the Zap itself, or
    2. Via the App Connections section in the Zapier dashboard.
Failed Search Steps
- Problem: A search step for Matter or Card returned no results (could be due to misconfigured search settings, invalid search values, or an empty trigger input).
- Solution:
  1. Ensure the search step uses valid input values.
  2. Choose Exact Match or Partial Match as needed (e.g., searching for a matter by file number should use Exact Match).
  3. By default, if nothing is found, the Zap stops. If you want the Zap to continue, configure Fallback paths using Zapier Paths for empty results.

Still Need Help?

If you’re unable to resolve the issue:

Confirm you received the Zapier error email.
Review your Zap History and identify if the error is due to configuration (4xx) or a system/API issue (5xx).
Try the solutions listed above for common errors.
If the problem persists and appears to be related to LEAP’s API, please contact our support team. When you do, please provide:
- A screenshot of the error message in the “Run Details” tab.
- Details of your Zap run.
- The “Data In” payload for the failed step.
- A screenshot of your entire Zap flow diagram.
- Your configuration for the failed action and any prior actions.
- The “Setup” tab for the failed action.

This information will help us resolve your issue as quickly as possible.

Last Modified Date

21/10/2026 11:52 PM

Title

Zapier Integration

URL Name

Zapier-Integration-UK

Resolution