Archived document. This file has been superseded or completed and is kept for historical reference.

Zapier Review Request System Setup

Overview

This document describes the Zapier-centric review request system that handles:

  1. Generating signed feedback links
  2. Drafting and scheduling review request emails
  3. Tracking when reviews are received
  4. Sending follow-up reminders

Architecture

LAWMATICS FORM
     ↓
ZAPIER: "Lawmatics → Generate Review Link → Lawmatics"
  - Generate signed URL (with Matter ID)
  - Write URL back to Lawmatics
  - Draft email in Gmail (10-min delay before send)
  - Log to Google Sheet
  - Schedule 5-day follow-up
     ↓
GMAIL: Sends email after 10 min (or manually if edited)
     ↓
CLIENT: Clicks link, submits feedback
     ↓
ZAPIER: "process-requests-for-reviews"
  - Receives feedback (positive or private)
  - Updates Lawmatics _review-received = true
  - Logs to Google Sheet
  - Sends SMS for negative feedback

Zap 1: “Lawmatics → Generate Review Link → Lawmatics”

Trigger

Step 2: Code by Zapier - Generate Signed URL

Input Data:

Secret:

Code:

const crypto = require('crypto');
const https = require('https');
const FEEDBACK_SECRET = process.env.FEEDBACK_SECRET;
const BASE_URL = 'https://sempers.com/feedback/feedback.html';
const name = `${inputData.firstName} ${inputData.lastName}`.trim();
const email = inputData.email;
const phone = inputData.phone;
const matterId = inputData.matterId || '';
const requestType = inputData.requestType || '';
const expiryDays = 7;
const expiration = Date.now() + (expiryDays * 24 * 60 * 60 * 1000);
const randomHex = crypto.randomBytes(8).toString('hex');
const payload = {
    n: name,
    e: email,
    p: phone,
    m: matterId,
    x: expiration,
    r: randomHex
};
const payloadStr = JSON.stringify(payload);
const payloadB64 = Buffer.from(payloadStr)
    .toString('base64')
    .replace(/\+/g, '-')
    .replace(/\//g, '_')
    .replace(/=/g, '');
const hmac = crypto.createHmac('sha256', FEEDBACK_SECRET);
hmac.update(payloadB64);
const signature = hmac.digest('base64')
    .replace(/\+/g, '-')
    .replace(/\//g, '_')
    .replace(/=/g, '')
    .substring(0, 16);
const token = `${payloadB64}.${signature}`;
const fullUrl = `${BASE_URL}?t=${token}`;
const shortenUrl = (url) => {
    return new Promise((resolve) => {
        const apiUrl = `https://is.gd/create.php?format=simple&url=${encodeURIComponent(url)}`;
        https.get(apiUrl, (res) => {
            let data = '';
            res.on('data', chunk => data += chunk);
            res.on('end', () => resolve(data.trim()));
        }).on('error', () => resolve(url));
    });
};
const shortUrl = await shortenUrl(fullUrl);
output = {
    feedbackUrl: shortUrl,
    fullUrl: fullUrl,
    clientName: name,
    clientEmail: email,
    clientPhone: phone,
    matterId: matterId,
    requestType: requestType,
    expiresAt: new Date(expiration).toLocaleDateString('en-US', {
        year: 'numeric', month: 'long', day: 'numeric'
    }),
    firstName: inputData.firstName
};

Step 3: Lawmatics - Update Matter

Step 4: Paths - Branch by Request Type

Path A: Quick feedback from recent contact

Path B: Other

Step 5A/5B: Gmail - Create Draft

To: {{clientEmail}} Subject: Quick feedback request Body:

Hi {{firstName}},

Thank you for contacting my firm. I'd really appreciate hearing about your experience:

{{feedbackUrl}}

It only takes about 30 seconds.

Best regards,

Zachary Sempers, Esq.
Sempers Law Firm
888-762-0297

Step 6: Delay by Zapier

Step 7: Gmail - Send Draft

Step 8: Google Sheets - Create Row

Step 9: Delay by Zapier

Step 10: Lawmatics - Find Matter

Step 11: Filter by Zapier

Step 12: Gmail - Send Email (Follow-up)

To: {{clientEmail}} Subject: Following up Body:

Hi {{firstName}},

Just following up on my note from last week. If you have 30 seconds, I'd appreciate your feedback:

{{feedbackUrl}}

No worries if you can't.

Best,

Zachary Sempers, Esq.
Sempers Law Firm
888-762-0297

Step 13: Google Sheets - Update Row

Zap 2: “process-requests-for-reviews” (Update Existing)

Current Function

New Step to Add: Lawmatics - Update Matter

After receiving feedback (positive or private), add:

Action: Lawmatics - Update Matter Matter ID: {{matterId}} from webhook payload Fields:

Updated Trigger Payload Structure

The webhook now receives:

{
  "type": "positive_review" | "private_feedback",
  "token": "...",
  "rating": 1-5,
  "name": "...",
  "email": "...",
  "phone": "...",
  "matterId": "...",
  "reviewSite": "Google" | "Avvo",  // for positive only
  "message": "...",  // for private only
  "source_page": "/feedback/feedback.html",
  "submitted_at": "..."
}

Testing Plan

Test Matter Setup

  1. Create a test Matter in Lawmatics with:
    • First Name: Test
    • Last Name: User
    • Email: (your email)
    • Phone: 555-TEST-001

Test 1: Link Generation

  1. Fill out form-generate-a-request-for-a-review with test data
  2. Verify Zapier generates URL
  3. Verify URL written back to Lawmatics Matter
  4. Verify Gmail draft created
  5. Wait 10 min OR manually send draft
  6. Verify email received

Test 2: Positive Review Flow

  1. Click feedback link in email
  2. Select 5 stars
  3. Click Continue
  4. Verify redirect to Google/Avvo
  5. Check Zapier - verify “positive_review” received
  6. Check Lawmatics - verify _review-received = true

Test 3: Negative Feedback Flow

  1. Click feedback link
  2. Select 2 stars
  3. Submit private feedback
  4. Verify Zapier receives “private_feedback”
  5. Verify SMS sent (if configured)
  6. Verify Lawmatics _review-received = true

Test 4: Follow-up Flow

  1. Generate link, let email send
  2. Do NOT submit feedback
  3. Wait 5 days (or manually trigger)
  4. Verify follow-up email sent
  5. Verify Google Sheet updated

Copilot Instructions

For Zap 1 Updates

Paste this into Copilot in Zapier:

I need to update my Zap "Lawmatics → Generate Review Link → Lawmatics" with these changes:

1. In the Code step, add "matterId" to Input Data, mapped from the Lawmatics form

2. After the "Update Matter" step, add a "Paths" step:
   - Path A: requestType equals "A) Quick feedback from recent contact"
   - Path B: requestType equals "B) Other" (or catch-all)

3. In each path, add:
   a. Gmail "Create Draft" with:
      - To: clientEmail
      - Subject: "Quick feedback request"
      - Body: (I'll provide the template)

   b. "Delay by Zapier" for 10 minutes

   c. Gmail "Send Draft" (sends the draft from step a)

4. After paths merge, add:
   a. "Delay by Zapier" for 5 days

   b. Lawmatics "Find Matter" using matterId

   c. "Filter" - only continue if _review-received is NOT true

   d. Gmail "Send Email" (follow-up template)

   e. Google Sheets "Update Row" - mark followUpSent timestamp

Walk me through adding each step.

For Zap 2 Updates

Paste this into Copilot in Zapier:

I need to update my Zap "process-requests-for-reviews" to update Lawmatics when a review is received.

The webhook payload now includes a "matterId" field.

Add a new step after receiving the webhook:
1. Lawmatics "Update Matter"
   - Matter ID: Use {{matterId}} from the webhook
   - Set field "_review-received" to true

This should happen for both "positive_review" and "private_feedback" submission types.

Walk me through adding this step.

Fields Reference

Lawmatics Fields

Google Sheet Columns