Read about creative workflows, awesome app tips and interesting use cases.
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Hi! Deb here, from the Zapier blog. A lot of our readers relied on Google Cloud Print for automating their printing. But now that it’s met its fate, you might be looking for other options. Our staff writer Justin did some digging and came up with a few options.Google Cloud Print is no more—here's what to doRight now, we have one main suggestion for a Zapier-connected alternative: ezeep Blue. With that app, you can do things like automatically print email attachments or automatically print all documents moved to a particular cloud storage folder.There are also some other workarounds, like this one suggested by a Zapier community member.If you have any other suggestions for GCP alternatives, let me know here, and we might update the article to include it. Thanks!
Hi there—it’s Deb, from the Zapier blog. We’ve published a bunch of content on the blog recently about PR—everything from how to prepare for interviews to how to navigate a successful PR campaign. Angel Lawery is a PR specialist who works to get her clients noticed, and she wrote about her suggestion to automate part of the PR process. Of course, PR is all about relationship-building, but in order to make those connections, you need to be available whenever people reach out. So Angel suggests setting up a press page, including a contact form and even a scheduling tool, and then saving all the email address you collect—automatically.An automated PR process can help avoid missed opportunitiesWhat other parts of your PR process do you automate? If you have a tip, we might be able to feature you on the blog!
Today’s workflow is a bit of a quirky one. We’re pretty huge users of Slack here at Zapier. It’s not uncommon for something to come up in a message, or buried in a thread, that I want to refer to later. I’ve built Zaps that create to-do items in my task management app du jour, and that has worked alright (maybe that should be a Workflow Wednesday post itself). But here’s something a little different.The BackstoryI came up with this one sort of by accident. I was looking through Slack preferences, seeing what I may not have come across before. That’s when I saw this:We don’t really use email that much at Zapier, and certainly not enough that I’d want to send those into Slack (though I may use this for the Slack instance that my wife and I use). I tested it out and this is how it appears in Slack:My Quirky IdeaI thought…what would it be like to add a reaction to a Slack message then send an email to that unique Slack address, including the message (and a link to it) in the email body, an
Hey, Community!When I was in high school, someone hacked my dad’s business website. The general site infrastructure was still there, but the entire thing was in a language we didn’t understand and couldn’t easily identify. He ran a manufacturing plant, and the website wasn’t part of his day-to-day tasks. I remember having the distinct impression that no one really knew exactly how long the site had been taken over before they caught the changes and started working on a fix.If that sounds like your worst nightmare—even more so these days, because of how the web has become many businesses’ front door—check out our tips for how to use automation to protect your site and improve your digital security.You can add automation to your security systems to help you back up content and important documents, securely store passwords, actively look for weaknesses, monitor for fraud, and add encryption to your workflows.And if you’d like a deep dive on how one company uses automation to support SOC2
Amongst the 3,000+ apps in the Zapier ecosystem are a couple of dozen built-in apps that let you do more with your workflows. Think of them as automation booster packs, enabling you — amongst other things — to schedule and filter your zaps, format data flowing through them, and pull in data from all sorts of sources that might not have their own Zapier integrations. Whether you’re new to Zapier, or an old hat, there are bound to be some interesting use cases you’ve not thought of. So, on that note, here are 6 useful workflows you can build with Zapier’s built-in apps:Get a daily digest of posts from your favourite blog (used: RSS & Digest)RSS might feel like ancient technology these days, but its sheer simplicity and usefulness has kept it relevant, even in 2021.Zapier has an RSS app, so you can trigger a Zap any time a new item is posted to a feed. Combine with the Zapier Digest app, which allows you to batch multiple pieces of data for later use, and you can build yourself a ver
Hello! Deb here, from the Zapier blog. If you’ve read any of our blog content, you know we’re kind of obsessed with to-do lists. That means we keep our eyes out for big changes in the category. This week, Todoist announced some changes to their free plan, and our staff writer Justin outlined what you need to know.Todoist's free version is now limited to five projects—here's what you need to knowJustin offers some workarounds if you want to stay on the free plan but are running into your project limit. He also outlines all the new benefits of the free version. The good news: integrations are still free, so you can continue connecting Todoist to your other apps with Zapier. Here are our suggestions for the best ways to automate Todoist.
Hi! It’s Janine from the Zapier blog team. We published a great piece this week from Paulina Karpis at brunchwork, outlining a quarter-by-quarter plan to take your idea to your full-time job within a year.She outlines the steps she went through and gives actionable advice for what to think through at each stage, from market research to MVP to marketing and beyond—and she shares the ways she used automation to help her accomplish this.Side hustle: From idea to full-time business in 1 year I love her advice. It’s practical and direct, and is rooted in her own experience. For many, turning a side hustle into a full-time company remains a pipe dream. But I'm here to tell you: With the right idea, with focus and determination, and with a solid plan, you can do it. All you need is a year.
I was perusing the Trello Community and found someone looking for the following: I provided an answer there, which you can check out. In this post I’m going to provide a more detailed walkthrough, with screenshots :)What challenge are we solving?The idea is to search a subset of Trello boards for a card before looking on another board. In this user’s case, there are 5 boards to search before finally looking on a Sales board (if nothing was found on those other boards).There are various ways to approach this, including having a monstrous Zap with multiple nested paths (which is not ideal). Here’s how I tackled it.What are we building here?I’m using 2 Zaps that will run at the same time, triggered by the exact same thing.Zap 1When triggered this Zap will use Looping by Zapier to do the following:Use a comma-separated list of Trello board IDs to search for cards in each Check a filter to maker sure that a card was found, before moving on to... Add the card ID to a key in our Storage app
Hello! This is Deb at Zapier. One of my favorite pastimes is having big plans to start a new habit and then never, ever starting it. Note-taking is one of those habits.I’ve always wanted to be a note-taker. I have an atrocious memory, and taking notes would likely help with that, at least a little. Plus, I’m generally super organized, so it feels like a good fit. And yet—I have a few sticky notes lying around, and otherwise, I’m note-free.Once in a while, I read something that makes me want to change that. Chris Thomas, content marketer at Talkative, wrote a blog post for us about how he finally stuck to a note-taking (and note-reviewing) habit, and it brought me back to that “I should totally takes notes!” mindset. Maybe this time’s the charm?5 tools that improved my note-taking and changed how I learnPart of the deal is that you automate the process. Make sure all the notes you take end up in one place, and then set up automations that remind you to review your notes. Our staff write
Hey, folks! Janine from the blog team here. Last month, we published an article by a Zapier user who found a way to use automation to run a successful marketing campaign with a small budget. Rather than thinking about tasks Pawel Sheffler used Zapier to create processes. One Zap took a lead generation form and sent an immediate follow-up email and then reached out automatically a few days later to get feedback about the downloaded resource. He also created a system to nurture leads who came in through webinars, sending reminders, post-webinar follow-up, as well as longer term outreach.Read about how they did it: How Zapier helped us save thousands of dollars on our marketing budget.
Hi there! This is Deb, from the Zapier blog. As the possibility of real vacations gets closer, it’s good to start thinking about how you’ll prepare for any upcoming time off. Because the point of vacations is to not be stressed about what’s happening at work. Our staff writer Justin put together a list of 5 things to do before going out of office, and it’s mostly about making sure your apps (and Zaps!) are in order.5 things to do before going out of officeOne thing I’d never thought of was making sure all Zaps you don’t need are off before you leave. You don’t want to come back to a bunch of automated Slack messages or to-dos that are no longer relevant, so make sure you turn those puppies off before you head out. Just don’t forget to turn them back on too.What did we miss? Are there any Zaps you rely on for out-of-office time? Let me know in the comments!
Hi there! Tim here from the Zapier Support Team with a workflow idea. Background A common thing to do in Zapier is to search for a row in a spreadsheet based on some value. For example, we could search for a customer by their name or email address. But what if what if our search data is only a fragment of what is stored in our spreadsheet, but we still want to find the row. For example, what if we want to search a set of names but we sometimes we have a full name to search with and sometimes we don’t? What if the capitalization doesn’t perfectly match? We can successfully find the row by doing a “Fuzzy Search”. A Fuzzy Search in this case is where we look for instances where the search term and cell don’t exactly match, but the cell contains the search term. This isn’t supported in the Google Sheets App (we are tracking requests for this feature for Sheets, so let us know via our Support Contact Form if you want that). Google Sheets will only return exact matches for now. I was
Hey there! Janine from the Zapier blog team here with an article to share, and a question for you. Spreadsheets are popular with Zapier users, and for good reason. They’re great for tracking information, organizing different data types, collecting resources, and analyzing progress. (You can be even more creative and use them as to-do lists, a browser homepage, and even for games.)We recently published an article about how to automate spreadsheets with Zapier, so that information automatically flows into or out of your worksheets. But our ideas aren’t always the best ideas, so I wondered how you use spreadsheets with Zapier? What’s the best spreadsheet Zap you’ve got, or is there something you’ve always wanted to make work but haven’t been able to figure out?
IMPORTANTApproval by Zapier will be discontinued on February 28, 2023. If you’re using Approval by Zapier, you can still create approval steps in your Zaps using Zapier Tables and Zapier Interfaces. Request access to both apps through our Early Access Program. We recently had a Community member with the following question: If you’re in a similar situation, one way to approach this is to create a “person in the loop” step by using Approval by Zapier. What this does is give you (or someone else) an opportunity to review incoming info and decide whether you’d like the Zap to continue or to stop.Demo TimeI’m going to simplify this for demonstration purposes. I realize that in my example, I could just as soon use a filter since I’m only checking to see if a person chose “Yes” as an option. But imagine something more complex in terms of evaluating whether to approve.Trigger: Google Form SubmissionI receive a form submission and want to check whether the person has indicated that they’re inte
Hey, folks! Janine from the Zapier blog team here. One of our contributors wrote a piece recently that highlights the value of setting up automated workflows that can do work in the background.Daniel Dainty shared some of the specific ways he uses automation to handle manual tasks like promoting new posts on social media and streamlining work from a virtual receptionist, that helps him stay focused on his most important tasks.Learn about his journey, and how these Zaps help him run his business.Do you have any favorite Zaps that keep your business on track? Share them here, and let us know if you’d like to have your business featured on the blog.
Hey folks, it’s Tim here from Premier Support with another Workflow for you!If you’ve ever been trying to set up a Zap but you weren’t able to get the correct Sample Data pulled into the Trigger, I’ve recorded a 5 minute video to show how to work around this problem. You can watch it here: To summarize the process in the video:Create two Zaps:Zap 1:The Trigger you want to use Webhooks by Zapier: POST ActionZap 2:Webhooks by Zapier Catch Hook TriggerThen:Copy the URL from Zap 2’s Trigger Open the POST Action in Zap 1 Paste the URL from Zap 2’s Trigger into the URL field Set the Payload Type field to Json Turn Zap 1 on Trigger Zap 1 Test Zap 2’s Trigger and you will see your Live Zap Equivalent Sample data pulled in. Build the rest of your Zap in Zap 2.When running Zap 2, Zap 1 must also be turned on.The video ends there, but I wanted to mention one more advanced tip.Once you’re sure you won’t need to edit Zap 2 for a while, you can replace the Catch Hook Trigger in Zap 2 with the Trigge
Hi! This is Deb, from the Zapier blog team. We love our jobs a weird amount, but it’s easy to forget to reflect on that—to think about all the awesome stuff that our team accomplished/learned/felt good about in a given week. So my colleague Krystina created a “WinBot”—a Slack bot, powered by Zapier, that automatically encourages us to share our wins at the end of every week. Here’s what it looks like:You can choose your bot icon (ours is my perfect dog WINston), set it to rotate the GIF every week (you can even exclude NSFW options), and have the message say whatever you want (uh, also SFW please). Here’s the Zap Krystina used to set it up.Get weekly reminders in SlackAat Zapier, we’ve been remote for a decade, so we know that building culture on a remote team can be exhausting. But if you let the robots help you—and encourage you to celebrate your wins—it makes it feel much more natural. Yep, the bots make it natural. Who knew.Do you use automation to help build culture on your team?
Bots - they repeat themselves repetitively over and overAt Zapier, we use Slack all the time, and there are a ton of “bots” running via Zaps. By their nature, bots can be a bit repetitive, and repetition can lead to people ignoring important messages. But what if the bot had a lot of different variations to keep people on their toes? And what if you could add that variety very simply using a single step? And this doesn’t have to just be Slack - maybe you send regular emails or texts to folks, and you’d like to give those a little bit of variety too!Well, if you know me, you know that I see a problem and I think “Google Sheets can fix this!” It turns out that every problem truly is a nail when Google Sheets is your hammer. Let’s make a table!First, we need to build a sheet with all of our snippets. Feel free to add as many snippets as you want - and in fact, you can add multiple columns if you want to have more than one snippet per message, like so:(view larger)And that’s our table! Sim
Hi! Deb here, from the Zapier blog. We recently had the managing partner at luxury real estate business Manhattan Miami, Ricardo Mello, write an article about why CRMs are core to any real estate business.How a CRM can revolutionize your real estate businessIt seems like a simple concept—use a tool to make your job easier—but it’s one that’s hard to come around to. No matter your role, it can be exhausting and terrifying to add a new app to your stack. But it’s all about keeping your eye on the prize and coming back to the benefits that will come from it in the long-term (and short-term too, honestly).Ricardo’s CRM automates all the repetitive tasks involved in contact management and even helps him build relationships with his clients. And he uses Zapier to connect it with all the other apps he uses, like automatically creating new contacts whenever someone fills out a lead gen form.As someone who’s been using a combination of sticky notes and Google Sheets as their to-do list for thei
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
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
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
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
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
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
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