Read about creative workflows, awesome app tips and interesting use cases.
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How to Add Location Information (State) to a Facebook Lead Ads Phone Number by Area Code
I recently came across a question from a user who was looking to find the State for a New Facebook Lead by using the area code for the phone number the lead entered.Zapier has great tools already in the product for doing this type of data manipulation and addition. Mostly we would find these tools in our Formatter options.If we were to exclusively use Zapier tools here we could set up a Zap that does the following: Trigger New Facebook Lead Ad Formatter > Numbers > Format Phone Number (put the numbers in the same format) Formatter > Text > Split Text (isolate the area code) Formatter > Utilities > Lookup Table (find the state by matching on the 3 digit Area Code) We can also use a Google Sheet in place of Steps 3 and 4 - and my workflow below will step through how to do that - as well as why I prefer the Sheet for this workflow.Step 1 - Trigger Facebook Lead Ads New LeadThis step is straightforward - the Zap triggers when we get a New Lead from Facebook - and pr
Automate behaviors: Force people to make a copy of your Google files
Hi there! Deb here, from the Zapier blog. We write a lot of Google Sheets tutorials on the blog. Think: pivot tables, conditional formatting, and using Sheets as your to-do list. In each of those cases, we offer our readers a template that they can follow along with. So our readers click the link, make a copy of the template (as we instruct in the article), and use it for themselves.Sometimes.More often than not, though, people click the template link, try to use it, and realize they can’t edit it. So they request edit access. This ends with me getting dozens of edit access requests every day, which of course I can’t grant because then the template itself would change.I even made a Zap to automatically write people back telling them to click “File > Make a copy...”And then, Tyler, hero to Zapier support and my professional workflows, came along with this tip:Automatically copy your shared Google filesYOU CAN FORCE PEOPLE TO COPY YOUR GOOGLE SHEET. This is truly the best tech tip I’v
How to Mail Merge email drafts in Gmail
IntroductionHi there, this is Erin Oz from the Zapier Support Team with a tip for updating columns in monday.com.Background InfoHave you ever wanted to do a mail merge for a small batch of emails, but you’d like the option to customize the message before sending? For example, let’s say you need to send 100 thank you emails to donors. You don’t want to send the same stock message to every donor, but you also don’t want to spend hours creating email drafts manually. Let’s use a Zap!ExampleLet’s say you have donation records that show your donor’s name, donation amount, and the program they’ve donated to. Create a Google Sheet spreadsheet with two worksheet tabs. Name one tab “Trigger Sheet” - this is the sheet you will select in the Zap. Name the second tab “Contacts List” - this worksheet will be the “holding tank” for your data. Your Zap will fire when a new spreadsheet row is added, so we’ll want the existing data to be close at hand to copy/paste once the Zap is set up. (view la
This just in: Google Sheets is actual magic
Hello! Deb here, from the Zapier blog with some big news: Google Sheets is magic.Zapier Senior Customer Champion Tyler, who you know from his prompt, thorough, and witty replies to your support inquiries, just published an article on the blog about making Google Sheets your browser homepage.Why you should use Google Sheets as your browser homepageThe gist is that Google Sheets can do literally everything your brain could possibly imagine other than give your dog the best belly rub. And honestly, it might even be able to do that.Read the article to see all the bananas things Tyler does with a spreadsheet, but here’s a sneak peek.This is a working clock in Google Sheets. I just...can’t.Imagine combining the power of Google Sheets with the power of automation. Jk you don’t have to imagine—that’s what Zapier’s for. Even if your Google Sheets aren’t quite as luxurious as Tyler’s, you can still create a little magic with automation. Here are a few ideas to get you started:6 ways to automate
Never forget an important event ever again
There are countless ways to be reminded of important holidays, observances, birthdays, etc. You could use a calendar, assuming you’ve got all of those events added already (but that’s kind of a pain). You could ask your digital assistant of choice to remind you. You could use a good ol’ fashioned paper calendar.Here’s a pretty simple way to receive notifications X number of days before that event takes place.HOT TIP: At the bottom of this post I’ve shared a link to the Airtable base (that you can copy) and a link to some Shared Zaps. That way you can get a head start!The Trigger (what kicks off the Zap)Here we’re going to use Airtable (you could hack your way through it with Google Sheets) because of how flexible it is. The Views feature is what allows us to have a list of events and then to trigger our Zap 2 days before the important date.I’ve got the entire year in my table, and it looks like this: By creating a View in Airtable that has this filter… ...it then allows me to use this
How to use Zapier with RSS feeds
Hey, folks! Janine here from the blog team. We’ve been looking at RSS automation lately, and there are some cool things we’ve put together. If you use RSS feeds (or if you want to but don’t know where to start), I recommend any of these articles. How to use RSS feeds to boost your productivityThis piece is great for someone who’s just starting with RSS feeds. It explains what they are and how they’re used, and shares some examples of how to add Zapier to make RSS feeds even more useful.4 popular ways to use RSS by ZapierThis article focuses on the RSS by Zapier app, and the main ways people use it to automate their work: posting to social media, creating email or team chat alerts for sites that are important to you, adding items to a spreadsheet, and to simplify calendar sharing.Turn any website into an email newsletterIf you’d rather get notifications in your inbox, check out this piece that shares all the ways you can use Zapier to create your own email newsletter. You can pull items
Automate your OOO: Stop sending out of office reminders
Hi! Deb here, from the Zapier blog. Our staff writer Justin recently discovered Google Calendar’s out of office feature. This was the first time in history I knew about an app feature before him. After a mini-celebration, we realized it’s a pretty underutilized feature. Here, Justin talks about how it works and why it’ll save you a lot of grief whenever you’re planning a vacation or just a day off.Why everyone needs to use Google Calendar's out of office featureThe coolest part (wethinks) is that it connects with Zapier, which means you can use the OOO feature in Google Calendar to create out of office actions in any other app. Automatically update your Slack status, send a text message or email to remind people, or even create a task in a project management app letting people know what they need to cover for you while you’re out.All you need to do is use the Advanced Mode when setting up your Zap, and use the search term eventType:outOfOffice to only trigger for out of office events.W
Get Slack notifications when an important email arrives in Gmail
Hi everyone! Clint here again with another Workflow Wednesday.I don’t know about you, but this is what my personal Gmail inbox looks like:I apologize to the inbox zero people for the sudden rise in blood pressureI’m not the most organized person in the world, it turns out. So, it helps to have some extra tools to catch things that I might not catch, even with my highly-tuned system of “reading the subjects of emails, sometimes.”That’s why I set up a Zap that sends me a message in Slack every time I get an email from Jira! I work on a few projects and, from time-to-time, I’ve missed an email letting me know there’s an update. Now, it’s much harder for me to miss since I have a bot gently nudging me about it as soon as it happens.It’s a pretty simple Zap, but not one that would have occurred to me personally! One of my colleagues suggested it, and it’s been tremendously useful. Here’s the setup:Trigger: New Email Matching Search in GmailThis is a simple trigger: when a new email comes in
Different Types of Zapier Triggers
The trigger is a critical piece of our Zaps - as the trigger tells us when we have a new record to run the Zap for.At the moment there are 3 main types of triggers that start Zaps.Instant TriggersWith Instant triggers - something happens in the Trigger App and they immediately send a notification to Zapier.This notification is what we use to trigger the Zap. (These are webhooks sent by the App to Zapier).With an Instant trigger - your Zap will trigger immediately - regardless of your Zapier Plan. In Zapier we’ll see a Tag identifying the trigger as Instant.Polling TriggersWith Polling triggers - instead of being notified by the App - we go out and look for changes (We ask the App for changes in your account via their API with a GET request).We do this every X minutes based on your plan level. Free and Starter Plans are 15 minutes - all other Plans vary between 5 minutes to 1 minute.With Polling Triggers we also check for records that already exist (or have already triggered the Zap) u
Human error is a thing: Start automating data collection
Hi! Deb, from the Zapier blog, here with a very unexciting confession: at least once a day, I copy/paste the wrong thing. It’s generally harmless (a link to the wrong doc) and sometimes embarrassing (a text from my mom), but it’s never disastrous.But if you’re working with data, a wrong copy/paste can be disastrous. One wrong number (even if it’s close) can snowball into all the wrong numbers and, before you know it, all your books are off.Alex Kulbei, the co-founder of Probe, a product that helps companies automate monthly business reviews, recently wrote a piece for our blog about data collection: How to get started with data collection and analytics at your business. And one of his tips? Automate. It removes the possibility human error while also eliminating lots of repetitive work. Here are some tips.Collecting complex data? Here's how to automate it with ZapierHave you made any disastrous copy/paste errors? Or just embarrassing ones? Let me know in the comments, if only to help me
How to Trigger for Specific Field Level Changes in Pipedrive
Have you ever wanted to trigger a Zap for a specific field level change in Pipedrive?For example - maybe you want to know when a Contact’s primary email address changes.In Zapier today - we have an Updated Person trigger - but it will trigger on any change to the Person Record (not just for specific fields).Using Pipedrive’s built-in workflow automation - we can focus-in on specific field level changes to Pipedrive records - and trigger Zaps when they change.Step 1: Set Up Pipedrive WorkflowThe first thing we want to do is set-up a Workflow in Pipedrive. This will enable us to isolate field level changes.You can see Pipedrive’s Workflow Documentation here.Our Pipedrive Workflow would work like this. Trigger Person Updated Filter to only Look for Changes to the Primary Email Address - and only when it Exists (if it is changed to Blank we don’t want the Zap to trigger). Create Activity in Pipedrive. Here’s the full Pipedrive workflow.I want to point out a few things in that screensh
Using Zapier to automate a customized apparel store
Hey, folks! Janine here from the Zapier blog team. We recently published this very cool story about how Zapier customer Jeffrey Sun uses autoamtion to run a customized apparel store. I love hearing about the unique Zaps people set up, and Jeffrey’s is amazing. Using automation, he’s able to generate unique chess-themed apparel, featuring individually generated images of whatever chess position someone requests. Check it out!What Zaps are critical to how your business operates? Do you have a favorite workflow that keeps things going? If so, we’d love to hear about it.
Creating a lookup table with Google Sheets
Hello there, Sam from Zapier Support here with a handy workflow idea for you!IntroIn support we sometimes come across apps that require values to be supplied in a certain format that the trigger app doesn’t provide. And when they don’t receive values in the correct format it can cause unwanted errors.In the following example we’ve got client details added via Google Form that need to be added into Wave. The problem is that the country part of their address is specified in full and Wave doesn’t read countries like that; it’s expecting to see a country code instead:You could use a Formatter (Text > Lookup Table) step to convert the country name into the relevant country code. But you can’t make that same lookup table instantly available for other Zaps to use. It’s possible to copy the Zap and tweak the other steps but what if 3 weeks later you spot a typo in the lookup table?Yep, that’s right. You’d have to go into each of the Zap copies and fix the typo in each one. And life is way t
How to make the most of your customer reviews
Hi there! This is Deb from the Zapier blog. We’ve been having small business owners share their stories and tips, and one that stood out to me recently was this piece by Matthew Meier.Customer reviews: The most important small business marketing strategyMatthew runs a small tour company out of Las Vegas, and they use customer reviews as the center of their marketing strategy. I’d never really thought of it as a marketing tool before, but MaxTour leans into customer reviews in a massively strategic way. If you try out any of their tips for increasing the quantity (and quality!) of your reviews, you’ll want to be able to wrangle them all. So here are some tips we put together for automating the process.4 ways to automatically gather and track customer reviewsDo you have any creative ways to get customers to leave reviews? Let me know in the comments!
How to send an automatic reply to a New Labeled Email in Gmail
Background InfoHave you ever found yourself sending the same reply to a wide variety of emails? With this workflow, manually adding a label in Gmail will send an automatic reply containing text you’ve programmed to the sender.ExampleLet’s say I’m frequently getting emails from new clients who want to know more about my product or service. These emails will of course come in a wide variety of formats with different subject lines. I can create a label in Gmail called “Leads” that will kick off this workflow. If I get an email inquiry that I would like to send my standardized response to, I can manually add this label to start the Zap. (view larger)We’ll add a Filter as Step 2 that only allows the Zap to continue if the From Email field does not contain our own email address. This will prevent the Zap from accidentally triggering on replies in the same thread! (view larger)For the Action step, we’ll use Reply to Email in Gmail: (view larger)In the Reply to Email template, we’ll map the Th
Why you shouldn't be embarrassed about using Google Forms
Hi! Deb here, from the Zapier blog. I use Google Forms exclusively when I create forms. At first, I felt a little embarrassed. I chose it because it’s so easy to use—but there are so many other form apps to choose from, and in comparison, Google Forms seems a little...amateur. But when you stop judging the book by its (very purple) cover, you can see that Google Forms is super powerful.Our staff writer Justin just wrote a piece on all the different things Google Forms can do, and how you can customize it for whatever you need.6 Google Forms settings you should know aboutThe bonus is that, when you automate it, you’re automating from a spreadsheet (where your form answers are stored), which gives you so much more control. Send form answers to Trello, Slack, or Mailchimp, or even create Google Calendar events based on responses. I have almost a dozen active Google Forms, and they’re all automated to send the information where I need it.What form app do you use? And with so many options,
How To Parse Keys and Values From Line-Item Arrays Into Zapier Mappable Values
I was afraid of email parsing. Then I tried it.
Hi! It’s Deb from the Zapier blog, here to talk about how I overcame my severe parserphobia (fear of using email parsing tools). I was a little skeptical about robots reading my emails, but the real fear was just that I would spend hours trying to set it up only for it not to work. That’s hours I could have spent watching back episodes of Survivor (or working or whatever).Anyway, I finally decided to try it. And without going into detail about how many times I swore at the computer, I set up an automation to pull invoicing details from my email into the spreadsheet where I monitor my budget—and I did it in 15 minutes. 15 minutes! Over the past week-ish since I made the Zap, I’ve absolutely already saved at least that much time not having to open multiple documents and copy and paste and all that jazz.So here I am telling you: try an email parser. It won’t bite.Our staff writer Justin did loads of research and put together a list of the best email parsers. Yes, Email Parser by Zapier ma
Sending unique coupon codes to your customers
Let’s say you want to send someone a coupon code when they sign up for your mailing list. You’ve generated a list of coupon codes, downloaded a CSV...but now what? How do you find out if a coupon code has been sent out before? And how do we send a brand new one every time?Well, with a couple of Google Sheets steps, we can both get the first unused code, and mark it as used so it never comes up again!The first thing to do is to get those coupon codes into a Google Sheet, and make sure it’s set up properly. We only need two columns: Coupon, and Used. Coupon will track the coupon code, and then Used will track whether or not it has been used before. Make sure to put “no” into the Used column, so it looks like this:Now that your Sheet is set up, let’s take a look at an outline for the Zap that will use these:Step 1 Trigger: Anything you like. Maybe someone signs up for a list, or they write into a contact form - it’s up to you!Step 2 Action: Lookup Spreadsheet Row in Google Sheets. Search
An example of how to use the Line Itemizer feature of our Formatter app
We have an existing help doc for the Line Itemizer, and it does a great job of breaking down how to use it. I wanted to present a practical use case (inspired by a question from one of our Community members, actually).ExampleUsing the example above, let’s say you had a lead generation form and when someone submits their information you’d like to create an order in something like WooCommerce, or QuickBooks Online.For each submission, it’s always going to be the same items and quantity. These are free items, so you don’t have to worry about having a cost affixed to them. But you’d like to keep track of those, maybe to provide an invoice to the person (“here are your freebies, thanks for giving me your information”) or for your own accounting.The ObstacleThe tricky part is that WooCommerce and QuickBooks Online support line items, but you don’t have data in that format when the Zap triggers from your form.You could use a Code step, assuming you’re familiar with how that works, but there’s
How to Update the Google Sheets Recalculation Setting
Do you use formulas in your Google Sheets like =today()?Google Sheets formulas like NOW, TODAY, RAND, and RANDBETWEEN - will often only update when the Spreadsheet is opened or updated.This can cause issues with Zaps if we expect those dates to be updated automatically to trigger Zaps.In the Sheet itself - we can adjust how often Google updates the values for those formulas.Go to File > Spreadsheet Settings. In the screen that pops up - click on the Calculation tab and change the setting for Recalculation to be either “On change and every minute” or “On change and every hour” - then click Save. With the every minute setting - Google will update the calculations for formulas like today() every minute. Every hour would do the same thing on an hourly basis.This will enable Zaps that use those formula columns to trigger (or find records) without the spreadsheet needing to be opened to update the value.
Create Weekly or Monthly Recurring Trello Cards with Google Sheets
Hey - Jared back again with another workflow idea for you!I use Trello to manage most of my tasks.There are a lot of tasks I want to run on a recurring basis (every week or month).For example - maybe I want a Trello card to run a full backup of my computer on a monthly basis.I could build a Zap for each Task using Schedule by Zapier - but that would create a lot of Zaps to manage - since each Task would need it’s own Zap.Plus I want to be able to add and delete tasks from this list easily.Google Sheets will enable me create tasks as a row on a Spreadsheet - but how do I get them to run automatically each Week or Month?Make Your Sheet.Step 1 is to make our Google Sheet.I’ve shared a template here you can use to get started. :)Just choose File > Make a Copy - and it will create a copy you can alter for your own Zap.You’ll notice the regular fields you’d expect here when creating a Trello Card like Title, Description, Due Date, Time.I’ll talk about the Trigger Date and Due Date in a bi
What do you want to see on the Zapier blog?
Hey, Zapier Community! I’m Janine, one of the managing editors of the Zapier blog.As we close out the year, I wanted to ask you a question: What could we write that would help you better use Zapier? My team puts together articles about why, when, and how to use Zapier. We write about ways to automate a specific app, how to set up a specific Zap, interesting ways automation can help you run your business, share success stories from customers, and highlight unique or useful Zaps for you and your work.And while we track pageviews and other traditional audience metrics, there’s really no substitute for hearing directly from the people who use Zapier and read our content.If you have a few minutes, I’d love to hear from you: What would you like to see us write about next year?
How to Create a Delay Longer than 30 Days with Google Calendar
IntroductionHi there, this is Erin Oz from the Zapier Support Team with another workflow idea to share. Background InfoHave you ever wanted to create a Delay in your Zap that lasted longer than 30 days? Or, have you ever wanted to make changes to your Zap but you can’t, because you’ll break Tasks that are currently in a delayed status?Here’s how you can use Google Calendar to create better, more flexible Delays. Workflow ExampleA Zapier user would like to send a followup email to their clients booked through Acuity. They’d like to email to go out 45 days after the appointment took place, in order to prompt their client to book again. The user has created a calendar on their Google account called “45 Day Followup Email Calendar” that will only handle the events created for this workflow. This helps keep the Zap from triggering on other events by mistake and cluttering other calendars. This set up will require two Zaps: Zap 1Trigger - Acuity, Appointment StartFormatter - Set the Event St
Running a business? Resolve to cultivate habits that help you grow.
Hello! Janine from the blog team here.We’ve written several articles about resolutions on the Zapier blog, like the most common resolutions for 2020 (how did everyone do on these?) and why resolutions are bad, particularly in January.A year ago, we published this piece on productivity resolutions to help you save time at work, and this year, we’ve let the state of things guide our advice. We just published this piece from writer Krystina Martinez on resolutions that help you cultivate habits that help you grow your business—but by taking something off your plate rather than adding more to it. She recommends things like auditing processes, following up with networking contacts, tackling your inbox, staying on top of scheduling, and making it easier to follow up with customers.Check it out, and if you’d like, share what you’re planning to do for you and your business next year.
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