Tracking Lead Custom Field changes via Zapier

Tracking Lead Custom Field changes via Zapier


Please read before continuing

The following guide will show you how to track and log changes to Lead Custom Fields via Zapier. If you're looking to track all changes, or a high volume of changes, we'd recommend using our Event Log API instead. If you're curious about a specific recent change, it's important to note that all changes to leads are tracked for 30 days by default.

Close automatically tracks all communications, activities and status changes directly on the lead, giving your team a historical record of what has occurred with any particular lead.

In some cases, teams also want to track or log changes to custom fields on leads. Here are a few examples:

  • Changes to a sales rep lead assignment field
  • Changes to a contract start or end date

In these instances, setting up a Zap to log the change is really easy.

##What you'll need

  • A Zapier account that supports multi-step zaps
  • A Google Sheet (optional)

Setting up the Zap trigger

To get started, you'll want to select the New Event trigger from Zapier.

e624681-4b39dd7-Screenshot2021-08-09at120605.pngUse the New Event trigger for this Zap

For your required fields, we'll be looking for Lead objects that have been updated. In this example, we are going to be looking for updates to the Lead Owner custom field.

c1c4733-94412d0-Screenshot2021-08-09at120719.pngMake sure you're looking for leads that have been updated.
Be sure to specify a Changed Fields

If you do not specify any fields in the Changed Fields section, the zap will run on all custom field changes. This is not recommend via Zapier as the volume of updates is likely to exceed Zapier task limits.

Note: You may have to set up a test lead to trigger this Zap as you're creating these. If you're doing so, make sure the test lead contains any additional data points you'd like to log along with the changes. For example, you could track data in a separate field as well as the data in your changed field.

Choose how to log the custom field change

Once you have a sample that includes the data you'd like to log, you'll want to decide how to log it. Here are two options:

  • Log the change to a Google Sheet - useful if the purpose of the logging is mainly to store changes for a longer period in case audits or reviews are needed at a later date.
    6d05aa5-8c22218-Screenshot2021-08-09at122102.pngCreate a row in a spreadsheet to log your change.

Make sure you have a sheet set up with correct headers to match with the data you're looking to track.

934d6df-ScreenShot2019-10-22at120403PM.pngMake sure you have a Google Sheet in place to log these changes
2a31018-Screenshot2022-03-22at105517.pngMap your data to the Sheet column headers
  • Log the change as a note on the lead in Close - useful if the change would provide valuable context and information to someone viewing the lead at a later date.
0446fb0-Screenshot2021-08-09at122022.pngLog the change as a note on the lead.

You'll want to use the Lead ID from the trigger to make sure we're creating a note on the lead where the change occurred. Here you'll also specify how you'd like the note to appear on the lead.

ad69a8e-Screenshot2021-08-09at121547.png

Once you're done, you'll have a note logged on the lead recording the date and time of the change, who made the change, as well as old and new values.

4db6b1f-Screenshot2021-08-09at121644.pngLogging the note on the lead to track the change.