Read about creative workflows, awesome app tips and interesting use cases.
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Hi there, it’s Deb from the Zapier blog. It’s Thanksgiving week, and it’s gonna be a tough one for almost everyone. I’m feeling especially grateful this year that I’ll be able to spend time with my husband, kids, and dog; that we’re all healthy; and that we can have a meal all together.Lots of folks aren’t as lucky—and not just at Thanksgiving. At the beginning of the pandemic, Rhiannon Menn was looking for a way to support the families in her community while still following stay-at-home orders and keeping her family safe. She decided to deliver meals to local moms who were struggling. From there, thousands of other volunteers joined in to help—and now her nonprofit, Lasagna Love, is delivering meals to families all over the country. In order to scale, Rhiannon used Zapier to automate a lot of the tedious work. Learn more about Rhiannon, Lasagna Love, and Zapier here:How a one-woman nonprofit scaled to deliver thousands of meals to people in needWe have lots of other customers using au
Hi there, this is Erin Oz from the Zapier Support Team with a workflow idea to share. Have you ever wanted to trigger on a specific calendar event in Google Calendar, but only in cases where a specific person is attending the event? For example, let’s say you’re an executive assistant, and you want to trigger on all Google Calendar events that the executive has marked “attending”. Or, let’s say you are working from a shared calendar and only want the Zap to trigger on events you are attending!You can use a Code Step to search the list of event attendees for your target email address, and add a filter that only allows the Zap to continue if that person has marked “attending”.ExampleI've created a code step solution that will find a specific attendee by email address and return their response. Start by mapping the Attendees Email and Attendees Response Status fields from Google Calendar as values into keys "attendeesEmails" and "attendeesResponses" as shown below:Then copy and paste thi
Before I jump into this one, I do want to clarify that this won’t limit the number of times your Zap is triggered. It will, however, allow you to control how many times your Zap can perform the actions in your chosen time period.The most common use case is probably the daily limit, so that’s what I’ll focus on here. But the same principles apply if you’d like to limit the weekly or monthly actions, for example.Why might someone want to limit how many times their Zap performs actions every day?- the trigger is an RSS feed and they don’t want to perform an action *every* time a new post is added- the trigger is new tweets and the account in question is super active, so they’d like to limit how many times they perform actionsI’m sure there are other use cases! The ChallengeYou really enjoy Zapier’s blog posts (of course you do!) and want to share the content on Twitter. But sometimes there can be 3 posts every day and you only want to share one item daily.The SolutionThis can be done in a
The lookup table is one of my favourite tools in the Zapier toolbox. With this function, we can easily take information that comes to us from one app and transform it into corresponding information that we can send to another app.For example, let’s say you have an e-commerce store and you want to add each purchase to your accounting software. The problem you’re running into is that the SKUs you’ve set up in your store don’t match the product IDs in your accounting app. How do you make sure your purchases get recorded correctly?This is where a lookup table comes in handy. By creating a table that matches each SKU with its corresponding product ID, we can send each purchase on to your accounting files without having to worry about missing information.Think of the lookup table like the directory at your doctor’s office. You know your doctor’s name, but you don’t know which office they’re in. You head to the information desk and give your doctor’s name to the person there. They act like a
Hi! I’m Deb, one of the managing editors of the Zapier blog. I recently had the pleasure of chatting with some folks at Bonjoro, a video email app that helps you connect with leads and customers. I knew about Bonjoro—I’ve gotten video emails from businesses using it, and they’re awesome—but what I didn’t know was that the MVP for the app itself was built using Zapier.Check out CEO Matthew Barnett (aka “Papa Bear”) talking about how Bonjoro came to be, and how one simple Zap helped create their booming business.How one simple Zapier workflow created a multimillion-dollar businessIt continues to amaze me how many projects and apps are powered by automation. Are there any other apps you know that started with a Zap? Let me know in the comments, and maybe we can feature them on the blog!
In today’s post I’m going to show you a basic example of how to use the Shortcuts app in iOS to trigger a Zap. The specific example I’m using is quickly setting a Slack status using a fill-in-the-blank template.NOTE: Yes, it’s easy to open the Slack app and set a status. Even easier on mobile. But 1) not everybody wants to have Slack on their phone and 2) it’s way easier to tap an icon, type a number then press Done.These days, parents who are working from home (and also trying to manage their children) may need to tell their co-workers that they’re going to be away from the keyboard for a bit. With a 2-step Zap and 3-step Shortcut we’re going to set a status that inserts the number of minutes into “AFK for _____ minutes” and uses a particular icon and expiration time (that same number of minutes).Step 1: Build the ZapTrigger — Webhooks by Zapier (Catch Hook)Because we haven’t built the Shortcut yet, you’re going to click on Test trigger then when no sample is found, click on Skip test
Hi! Deb here, from the Zapier blog. We’ve been talking to small business owners across the globe, and we’re learning so much about how you all streamline your work. Recently, business owner Judith Meyer wrote a post on our blog about how standard operating procedures helped her scale her business.How standard operating procedures can help you grow your businessThe gist: standardizing and documenting processes isn’t just a bureaucratic task to check off your list. Instead, it’ll open your eyes to processes that could be better—or could be automated. What other unexpected tasks have given you insight into an automation opportunity? Let me know in the comments!
Hey, folks! Janine here from the blog team. I wanted to share an article that feels timely, at least in my own life. We’re balancing work-from-home and school-from-home, and are entering a very busy celebration and holiday season for our family.It all feels like a lot. But there are some techniques I’m using to help keep me focused on what needs doing. Our writer Krystina Martinez put together a collection of useful Zaps aimed at fighting burnout. Included in the collection are Zaps that can:Set your status so your team knows when you’re available Tie your Philips Hue bulbs in with your calendar Schedule breaks and remind yourself to actually step away Remind you to take vacation time Filter information so you’re able to stay focusedAutomate healthy work habits and fight burnout One tip that’s not included in that piece is my favorite Zap to combat burnout: A bot that tells me to sign off Slack.Are there any Zaps you use for things like this?
Hi! Deb here, from the Zapier blog. One of the things we try to do on the blog is demystify the concept of automation. Automation is a tool that can help almost any small business or knowledge worker, but for some reason, it still feels like this weird, intangible thing for a lot of folks.One of the reasons it’s hard to explain—and demonstrate the value of—is that people have all sorts of ideas about what automation means. We’re talking everything from futuristic robots to long strings of code that only big businesses can afford to make. Our staff writer Justin put together a list of four common automation myths, along with some thoughts on how to debunk them. Take a look.Job-stealing robots and other automation mythsDid we miss any automation myths? And how do you explain automation to your friends, family, and coworkers? Let me know in the comments!
Hi! I’m Janine, one of the managing editors of the Zapier blog. If you’re anything like me, one of the worst things about taking time off work is figuring out just how to come back without becoming overwhelmed.We put together a list of five ways you can use automation to keep things under control so you come back to an orderly list, rather than an unprioritized mess. There are tips for saving and filtering emails, getting automatic summaries of project progress, collecting company announcements, and automatically updating your team on your priorities once you’re back (to hopefully minimize interruptions during those first crucial hours or days back).5 ways to catch up on work after a vacation The article also includes my personal favorite out-of-office trick: A repository your team can fill out to make sure you tackle the highest-priority things first and that nothing important gets lost in the sea of Slack notifications. Do you have any tricks you use to manage your re-entry to work?
Hi! Deb here from the Zapier blog with a concept I’m really into right now.The best apps are really good at what they do—you don’t rely on them to solve all your problems, and you can just connect all your specialized apps with Zapier.But sometimes apps have uses you might not think of—and they’re worth trying out. For example, I use Google Sheets as my to-do list. Our staff writer Justin just wrote about another example: using Typeform for memos and tutorials. Take a look.Why you should use Typeform for memos and tutorialsWhat apps do you use for off-use tasks? Let me know in the comments!
Hey hey! Welcome to another Wednesday, and another workflow. This one consists of multiple ways to accomplish the same thing. Let’s say you want to run an action at random times, whether that’s throughout the whole day or even within a range of hours.Why would you want to do this? I can think of a few reasons:You want to create social media posts and make it look more natural and random You’re reposting from one platform to another and you don’t want the other accounts to repost right away You want to send someone messages (maybe love notes) throughout the day but not always at the same time. You want to receive a random cat GIF everyday, again at unexpected times You want the actions to take place during certain hours (maybe 9 to 5) even though the trigger could be earlierNOTE: these techniques can be used regardless of whether you’re using a Schedule by Zapier trigger or triggering your Zap from another app.Method 1: Use a Spreadsheet-Style Formula to Generate a Random NumberOur Form
Hey, everyone! Janine here, one of the editors of the Zapier blog. In addition to pieces about productivity, apps, running a small business, and using automation, we also highlight ways Zapier helps users succeed. One of my recent favorites features The BlackTies, a group of magicians from Sydney, who found adding automation into their business allowed all of them to focus on their passion.Using Zapier helped them scale, handling five times as many leads with less time by their team.Zapier helps The BlackTies focus on making magic, not managing leads."Our old system was called Julian," said co-founder Scott Zhou. "He was a member of our team, and he literally spent the whole day, five days a week, on our numerous apps, typing away, ensuring we had kept track of every inquiry and performance."He transferred information from email to Trello cards, and updated each card to make sure whoever staffed the event had all the information needed."Julian is a magician at heart," Scott said. "He w
Hi! I’m Deb, one of the Zapier blog editors. The other day, I called into a meeting for the first time in almost three years. By called in, I don’t mean that I logged into Zoom on my phone and looked at everyone’s tiny faces. I actually dialed a number and used my phone as an actual phone to participate in the Zoom call.It was amazing. Give your video brain a break: Join Zoom by phoneNow that Zapier has a trigger for New Recording in Zoom, you can always have someone record the meeting, and it will automatically upload the recording to Google Drive or another app. That way if someone shared their screen or something, you can easily go back and take a look later. There’s really no downside.Have you tried calling into a Zoom meeting? How did it go? Any mishaps I didn’t think about? Let me know in the comments!
A common workflow that we get asked about is something along the lines of:When someone buys Product X from my online store, I need to add them to the Bought Product X list in my email marketing app.At first glance, you’d think that Paths would be a solution, or maybe having multiple Zaps that each have a filter. While you can do it that way, and if the number of variations is small it may not be a bad idea, there’s another way to do it.Instead, you could try using a function of our Formatter app called a lookup table.In a nutshell, it allows you to look at the values coming into a particular field and set up various options for “when this comes in, output this”. Example: When “Product X” comes in the “Item Purchased” field of your online store, output “Bought Product X”. Then in your action step, you map the output of that lookup table instead of choosing one of the options from the dropdown.You can imagine setting up multiple input/output pairs for the various products whose purchaser
Hey, folks! Janine here from the blog team, to share another automation inspiration tip for you. CRMs help people get work done. They organize and manage leads and contacts, help you track deals as they advance through the pipeline, and make it easy for team members to see information in one place. But keeping them updated can be a daunting task, and if you’re manually entering data, there’s always the chance for human error. Automation can help!Writer Chris Hawkins put together a piece about ways to use Zapier with your CRM to improve your team’s productivity and efficiency. Read the piece for ideas, and to see a hand-selected list of valuable Zaps you can use to:Improve sales workflows by automating parts of your contracting process, tracking leads, and creating contacts Strengthen marketing efforts by connecting your CRM with marketing automation, webforms, and social media Reduce information silos by streamlining notifications in team chat or connecting your CRM with task and proje
Hey Community, Krystina here from the Zapier blog! The cool part of our job is that we get to play around and test Zaps we think will help users solve problems. So when we got our hands on the new Zapier app from Microsoft Teams, you bet the first thing I did was make an auto-responder!If you’re tired of answering the same questions in chat, or hate coming back from time off to a ton of notifications, this tutorial is for you!How to create an auto-responder (and other bots) in Microsoft Teams
Hey, Community members!Janine here from the blog team with another idea for you, this time for how to use Zapier to help wrangle your short URLs.People use URL shorteners for the obvious reason—getting a short, clean link that’s easy to share—but there’s more you can do, especially when you connect your URL shortener with other apps using Zapier. We put together a blog post about Zaps you can use to help with things like:Automatically creating shortened URLs for new content you publish or products you add to your store Send all shortened URLs you create to a Google Sheet or other database for easy tracking Notify your team of new short URLs so everyone uses the same links Monitor link activity, like referrers or clicks Automatically share shortened URLs to social mediaCheck out the article for Zap templates you can use to get started with these workflows!Get more ROI out of your URL shorteners with these 4 workflowsAre there any things we missed in this article? Let me know in the comm
Hi! Deb here from the Zapier blog. If you’re hanging out in the Zapier community, it’s likely because you’re automating things. Or at least automating a thing. But automating something is very different from forming an automation habit. To have an automation habit, you need to be thinking about automation as a potential solution to problems you come across or tasks that are draining you.Then, of course, you need to hone those workflows after you’ve built them. It’s kind of like getting into the habit of exercising: you don’t just start jogging 30 minutes a day and then do that exact same practice forever. You adjust your practices to make it better fit your routine as it develops.Here’s the article our staff writer Justin wrote about developing an automation habit. Automation is a habit—here's how to build itIs automation a habit for you? What kinds of automation-related tasks are second nature for you? Let me know in the comments!
One of the most overwhelming parts of using Zapier is figuring out where to start. Which apps should you use? How do you know what triggers and actions are available for those apps? There’s so much choice!A great place for inspiration is our automation inspiration example Zaps. Here you’ll find a wide range of Zaps to suit your every need — whether you need help with managing projects, your social media, your emails, your calendar, and anything else you might think of.But if you’re coming to Zapier with your workflows already mapped in your mind, you don’t need inspiration, you need to know what’s possible. The good news is that you’ll find everything you need over in our App Directory (or our Zapbook as it’s affectionately known around these parts).The DirectoryLet’s start with the directory home page. Here you’ll see the list of all 2000+ apps Zapier integrates with, broken into categories:You can dig in to each of those categories to find the apps that do what you need. You can also
Hey, everyone! Janine from the Zapier blog team here to share one of our recent articles, that is all about setting up a Zap that adds Stripe sales as new rows in Google Sheets.If you want to track Stripe sales in a spreadsheet for analysis or just to have a backup archive, this Zap will let you keep that Sheet up-to-date, with no manual work. Our article walks you through all the steps, including:Things you should do in advance Setting up the Stripe trigger Setting up the Google Sheets actionRead the tutorial: How to add Stripe sales to Google Sheets
Hey Community, Krystina here from the Zapier blog! I know our community members build pretty complex workflows to solve work problems. But does your workflow trump SheEO’s 82-step Zap?That’s not a typo. SheEO is building a $1 billion fund to support women-run businesses, so they need to automate whenever possible to reduce errors. Check out how they do it, and use their visualization of their monster Zap to inspire you to push the limits of what’s possible in Zapier! How SheEO uses automation to support women-run businesses
Hi Zapier community! I’m Deb, one of the managing editors of the Zapier blog. We recently chatted with someone who attributes her career in tech to Neopets, Tumblr, and Zapier. A motley crew of apps, for sure. Here’s the fascinating (and vaguely unbelievable) story.How tinkering with Neopets and Zapier led to a career in techIf you work in tech (or even with tech, which most everyone here does), how did you get to where you are? What weird path led you to your role? And how has Zapier influenced your journey?Let us know in the comments or respond to our staff writer Justin on Twitter.
A lot of users ask whether it’s possible to append data into a field instead of overwriting existing data, so I thought I would break that down a bit. Luckily, when it is possible, it’s not actually that difficult to do.First, let’s look at some examples of when you might want to do this:you’ve got a CRM and would like to record each time a customer purchases something from your online store you have a Description or Notes field in your app and want to add to it instead of replacing the existing textBefore jumping into the details of how to accomplish this, I do want to offer a couple of caveats. The way we do it is by first looking up whichever item you want to update, so if the app integration doesn’t have a search action that supports that, I’m afraid you won’t be able to use this workflow. And you’ll also need an Update action (as opposed to just a Create action).ExampleIf you wanted to update a Description field for someone in your CRM, you would need something like Find Contact a
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