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Zapier Searches

This document describes the search operations available in the WhiteLabelCRO Zapier integration.

How Searches Work

Zapier searches query the WhiteLabelCRO Integration API to find existing records. They enable the "Find or Create" pattern for deduplication and record linking.

Available Searches (2)

Find Client

Locate an existing client in WhiteLabelCRO.

Search Criteria (at least one required): - email - Client email address - phone - Client phone number - client_id - WhiteLabelCRO client ID - external_id - External system ID

Response Fields: - client_id - Unique client identifier - first_name, last_name, full_name - Client name - email, phone - Contact information - status, status_id, status_name - Current status - employee_id, employee_name - Assigned employee - affiliate_id, affiliate_name - Referring affiliate - created_utc - Enrollment date

Find Lead

Locate an existing lead in WhiteLabelCRO.

Search Criteria (at least one required): - email - Lead email address - phone - Lead phone number - client_id - WhiteLabelCRO client ID - external_id - External system ID

Response Fields: - client_id - Unique lead identifier - first_name, last_name, full_name - Lead name - email, phone - Contact information - status, status_id, status_name - Current status (Lead% pattern) - employee_id, employee_name - Assigned employee - affiliate_id, affiliate_name - Referring affiliate - created_utc - Capture date

Note: Find Lead only returns records with status matching 'Lead%' pattern. Converted clients are excluded.

Search Configuration

Search Criteria

Provide at least one search criterion. Multiple criteria are combined with AND logic (all must match).

For best results: - Use email for most reliable matching - Use external_id when linking to external systems - Use client_id when you already have the WhiteLabelCRO ID

Search Behavior

  • Exact match only (no partial matching)
  • Case-insensitive for email
  • Returns the first matching record
  • Returns empty result if no match found

Find or Create Pattern

Zapier's "Find or Create" pattern prevents duplicate records:

  1. Configure a search (e.g., Find Client by email)
  2. Enable "Create if not found"
  3. Map the Create Lead/Client action fields
  4. Zapier will search first, create only if no match

This pattern is essential for: - Lead capture from multiple sources - Syncing records from external CRMs - Preventing duplicate data entry

Empty Results

When no record is found: - Search returns an empty array [] - Zapier shows "No items found" - If "Create if not found" is enabled, the create action runs - If not, subsequent steps receive no data (handle with filters)

Handling Multiple Matches

The API returns only the first matching record. If multiple records might match: - Use more specific criteria (email + phone) - Use external_id for guaranteed uniqueness - Review your data for duplicates if unexpected matches occur

Rate Limits

Searches count toward the "read" rate limit bucket: - 60 requests per minute - Shared across all read operations

Troubleshooting

Search Not Finding Records

  1. Verify the search value matches exactly (check for typos, spaces)
  2. Confirm the record exists in WhiteLabelCRO
  3. For Find Lead, ensure the status matches 'Lead%' pattern
  4. If issues persist, generate a new key from Settings > Setup > Third Party Settings

Wrong Record Found

  1. Use more specific search criteria
  2. Verify external_id mapping is correct
  3. Check for duplicate records in WhiteLabelCRO

Platform Compatibility

These same searches are available via: - n8n - Using HTTP Request nodes - Make - Using HTTP modules - Custom code - Direct API calls

All platforms use the same endpoints and return the same fields.