Read about creative workflows, awesome app tips and interesting use cases.
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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
Hey there! Janine, here, one of the managing editors of the Zapier blog, with a recent piece we published about some of the ways you can use Zapier to help you keep track of the leads coming in to your business. You can set up a Zap to send names, contact info, and other details into your CRM or a spreadsheet, without you having to copy and paste.In 3 ways to automatically keep track of your leads we offer examples and advice for how to:Track leads that come in through email Track leads you get from forms Track leads you get from advertising campaignsIs there a way you use Zapier to help with lead tracking? Reply and let us know!
Hey Community!Krystina here from the Zapier Blog. Many of us have at least one Google Sheet where there’s hundreds of rows of detailed information, but you may only need notifications for changes to specific columns. (Yes, the blog team has one and I try to avoid it when I can.) Or, you need to send emails using specific information from that gargantuan spreadsheet. I know we have a ton of Google Sheets power users in the house, so you may appreciate this latest tutorial from the blog on how to send an email from updates to specific Google Sheets rows. There’s also a workaround to get your Zap to trigger when you change a cell between two values often. Give it a try! How to send an email when updates are made to Google Sheets rows
Hi! Deb here from the Zapier blog with some thoughts on two apps that, until recently, very much confused me: Google Drive and Google Photos. Why are there two apps that do the same thing? Answer: there aren’t. They’re very different. I know this because I asked our staff writer Justin to write about them. Google Drive vs. Google Photos: What’s the difference?What I found super helpful about his explanation was that Google Drive is best for professional use and Google Photos is best for personal use. There’s more nuance than that, of course, but it was a helpful first step to figure out what should go where.Because Google Drive integrates with Zapier, it ends up extending its professional benefits too, making hs argument even stronger. For example, if you have a designer who emails you assets, Zapier can automatically upload them to Drive. Or you can automatically save all your business’s Instagram posts to Google Drive so you have them backed up. Which do you use? Google Drive or Goog
We recently had a community member who presented us with a bit of a tricky issue:I would like to have weekly zapier rollups created using the information in this view but ONLY for items which are currently in the view – NOT for items which may have passed into and then out of the airtable view sometime over the course of the week. So, in other words, they’d like to get a digest of items that are in a particular Airtable view at the time of rolling up those digest items to send.This one stumped me at first because we’re not able to remove items that have been added to a digest. So triggering on a record being added to a view won’t help us because once it’s in the digest, it’s there permanently, regardless of whether it has since left that view in Airtable.My next thought was to use Storage by Zapier, adding child values for each record, then removing the value when that record entered another view (that would, by definition, mean it had exited the other view). This didn’t work out becau
Hey, Zapier Community! Janine here from the blog team with a little inspiration for you. If you find yourself switching between Gmail and Slack, trying to keep up on email without missing a beat with your team, I’d like to recommend this Zap that will notify you right in Slack when a message hits your inbox. This workflow is particularly helpful if several people need to monitor a shared inbox, for example, or if it’s important for your team to know about specific type of emails or go over next steps before someone follows up. We put together a walkthrough that shows you the basics, but also explains some of the advanced settings you can use to further customize your Zap, so you can reduce the noise and only see the important things come through in Slack.If you’ve got any other ideas or suggestions for this kind of workflow, I’d love to hear them!
Hi! I’m Deb, one of the managing editors of the Zapier blog. We’re starting to think about 2021 planning over here, and that means we have all the ideas. It’s awesome because we get to think up pie-in-the-sky plans and figure out how to turn them into actionable projects. But, of course, it’s impossible to do everything we want to do—and that’s where we need to flex our “no” muscles.At Zapier, we always try to build the robot to help us get better at our jobs, and saying no is a big part of doing good work. So we use automation to help us say no, whether it’s to a coworker who needs help, to our manager, to a meeting—or to ourselves.Here’s a blog post I wrote about how we do it.Use this tech trick to help you say noWith that said, what do you think we should do with the Zapier blog in 2021? Are there apps you want us to write about? Zaps you want tutorials for? Roles you want to see some automation inspiration about? Drop any thoughts in the comments!
The ChallengeI want to automate scanned expenses receipts.The folder structure:expenses inbox 2020 1. Quarter 01_Jan 200105_expense.pdf 2. Quarter 3. Quarter 4. Quarter My desired workflow:The file with the naming structure YYMMDD_expense.pdf gets added to the expenses inbox folder. A zap would look for the right Year, Quarter and Month and move that file into that folder.A Proposed SolutionOne way to tackle this is to use a Lookup Table (more info) to output the proper folder, depending which month the Zap is triggering in. Then you can use a Formatter step to get you the YYMMDD format, which you can use as the title of the PDF.The tricky thing about lookup tables is that the incoming value has to be an exact match, so you’ll need the date to show you just the month — the Formatter can do this. NOTE: You can use any format (Jan, January, 01, etc) as long as what your Formatter outputs matches the value in your lookup table. This will make more sense as you keep reading belo
We have all sorts of diversity and inclusion (D&I) efforts going on at Zapier. Everything from unconscious bias training to allyship keynote speakers to KRs that reflect our D&I goals.Since we spend all our days thinking about how we can make apps work best for us, my colleague Dannielle thought about how folks could use Slack to help promote inclusive language. These days, most of us are living on Slack or another team chat app, so it’s a great opportunity to take advantage of its features to add to D&I efforts.Take a look at this article she wrote for details on how it works—and why.Promote inclusive language on your team with a simple SlackbotNow we’re on the hunt for other apps that have features that might help with D&I efforts. Any suggestions? Drop them in the comments so we can check them out!
Automate Airtable and automatically track information, be notified of changes, and back up your data
Hey, Community! It’s Janine, one of the managing editors here at the Zapier blog. Airtable is a popular app on Zapier, and one that gets asked about fairly regularly here in the Community. We recently published a piece that goes through some of the ways people use Zapier to automate their Airtable bases. Get some inspiration for workflows that let you:Track important information in Airtable, like importing contacts, form submissions, or information from emails or RSS feeds. Be notified when things change in your base, by getting emails, notifications in a team chat app, or a text message. Automatically back up your data by sending new information from Airtable to other spreadsheets, or vice versa.Do you have a favorite Airtable Zap, or would you like us to go into more detail on how to set up one of the Zaps in the article? Let us know!
Hi everyone,Clint here, from Zapier support!I’ve been meaning to write some guides for interesting workflows we’ve developed in support to solve some difficult issues. Today I want to share a formula that lets you pick a specific value from a set of line items, even if you’re not sure of the order or number of line items that are going to come in.Let’s say you’re triggering on a new purchase, maybe from Shopify or Square, and you’re getting some of the data as line items. You need only one of those line items, like a specific piece of metadata about a purchase, the shipping cost, or additional fees. But! Sometimes there are 3 line items, like this: And sometimes there are more, or they’re in a different order: How would you get the Shipping fee out of both of these using a single step? You can’t say “always give me line item 2” or “always give me the last line item” because they’re not consistent enough for that.Luckily, that’s where this formula comes in: That looks like a bit of a me
I’m one of the Managing Editors of the blog over here at Zapier, and my colleague Krystina recently wrote a piece about how to automate your feedback tracking. Her system is based on a brag sheet, where she tracks all her wins—and not-so-wins. I just recently became a manager at Zapier, and this article made me realize: I need a system for tracking feedback and comments for my direct reports. And not just for performance reviews, but for 1:1s, growth plans, and even just celebrating daily wins. I can only help my directs grow if I can point to really specific successes and areas for growth.At Zapier, most of our communication happens in Slack, but we work in lots of other spots: Google Docs, Coda, our internal blog tool Async, and plenty of other apps. Instead of making a Zap for each of those, I decided to use Push by Zapier.Whenever anything happens that I want to track, I use the Chrome extension to jot it down. (I also have the Push by Zapier app on Slack, which will automatically
Hey, Community! Janine from the blog team here with another collection of tips you can use to grow your business. This article looks at marketing automation, and ways you can use Zapier to keep things focused and on track. This article includes Zaps you can use to:Stay on top of new leads from Facebook Lead Ads or Google Ads Use form submissions to automatically build your email lists Connect social media accounts so you can easily cross-post or automatically push new posts on your site to your most important social platforms Keep attendees of your live and virtual events up-to-date on your businessCheck it out! 4 ways to use marketing automation to grow your business
UpdateThe Original Post below should no longer be needed - the Zap Editor can now handle these dynamic mappings.For more details on the improved functionality see this post by Nick! The GoalSometimes we want to update a specific Google Sheet and Worksheet dynamically using Custom Values.These ID values may be passed from or created by an earlier step of the Zap.What we notice when we try this in the Zap Editor is that the Columns from the Sheet aren’t pulled in, we aren’t able to map fields from the previous step and we see the following message:Zapier had trouble retrieving custom fields from Google Sheets.There is a way to make this work.The only requirement is that *your Sheets must have the exact same column headers in the exact same order.*The steps below currently work for the Create Spreadsheet Row and Update Spreadsheet Row actions. To make this work with the Create Spreadsheet Row(s) action would require a multi-Zap setup.The SetupLet’s step through a simple example of how thi
Hi Community! Krystina here from the Zapier blog team!I don’t know about y’all, but when I think of organizing my files on my computer, Google Drive, or other places, I think, “hmmm, I really should do that...but you know what sounds fun? ANYTHING ELSE.”If your cloud storage is a hot mess like mine, you might appreciate our most recent article, rounding up 3 easy ways to keep your Dropbox organized. If you’re always digging through your email for a file attachment, or you forget to backup your files until something catastrophic happens, you’ll really want to take some of these Zaps for a spin. (And of course, you can sub Dropbox for your favorite cloud storage app.)While you’re getting your files in order, you might as well play around with the new Zoom recording trigger and back up your video calls too. 3 ways to keep your Dropbox organized
Something I’ve been thinking about a lot recently, as my human interaction is at a minimum (to put it lightly): small talk is hard. Even more so when you’re working remotely—my colleague Jusin wrote an entire article about it.The hardest part for me is wanting to help keep morale up for my team but feeling super awkward being like, “hey everyone, let’s talk about...uh, something!” One thing we do at Zapier is let robots do the awkward parts for us. For example, every Friday, a bot sends our #marketing Slack channel a message with a Friday “watercooler” question. That gets everyone chatting without anyone having to awkwardly ask people what they wanted to be when they grew up. Much less weird coming from a robot, we think.If you’re itching for human interaction but don’t want to be the person who starts randomly asking about international weather patterns, try some of the automation suggestions I outlined in this article.Build culture in your remote team with automationWhat did we miss?
Hey, all!Like many working parents, I'm preparing for a school year that includes an awful lot of remote learning. Last year, I used Zapier to help us stay on top of school work with as little nagging as possible, so that it was easier for me, my husband, and our children to know what was done and what needed to happen next. I put together this article in March collecting Zaps that I and other parents at Zapier used to help keep their family schedules moving a bit more smoothly. 3 ways to automate parenting duties without screen timeMy most-used parenting Zap isn't in the article, though: I developed a routine of going through my children's Google Classroom accounts a few times a week (usually very early, before anyone else was awake) and copying assignments into a Google Sheet that had separate tabs for each child. Everything I put in the sheet was automatically routed to Todoist with due dates, so when they sat down for learning time, there was an easy-to-use list of what needed to b
Hi there! Tim here from Zapier Support with another workflow idea for you :)BackgroundI recently had a customer write in with a request: Once a week, they wanted to post a chart from a Google Sheet to a Slack Channel to keep everyone in the loop on the recent progress their team had made. The problem? There’s no “Get/Lookup Graph” type of Action or other way to pull that in. The SolutionGoogle Sheets and Google Docs both have a neat feature called “Publish Document” that let you create a link to a version of your document or a specific part of it. You can make spreadsheets and documents available as downloadable CSVs, PDFs, Microsoft formats, and more.Once published, the “published” version will be updated at least every 5 minutes to reflect changes in the source document. Anyone with the link can access the published version, but can’t make changes to the original. The link is long and complicated, essentially serving as a password so that it is virtually impossible for someone to fin
Hi! I’m Deb, one of the Zapier blog editors. I’m just coming off more than 48 hours without power from the hurricane, and my inbox is beyond full. I’m an inbox zero person, so it’s...overwhelming.But I’ve thought a lot about how to manage my emails. First, I make sure I spend no more than five minutes on any given email. It’s mostly about the mindset, but using things like canned responses and text expanders also helps. I also automate my inbox with filters. One trick I started using recently relies on a Zap: I star any email that requires more than a quick response, and it turns it into a task on my to-do list. That lets me archive the email, get to inbox zero more quickly, but still be sure to respond later. Here’s an article I wrote on our blog explaining it a bit more.Why you should respond to emails—and how to make yourself do itWe also just released a Gmail add-on that lets you do stuff like this on a one-off basis. Check it out.Do you have any tricks for automating your inbox? L
The ProblemSometimes data in your trigger will cause an action to fail. For example, maybe an email address was typed as jane.doherty@gmail@com and the action step says “uh, uh...that’s not right” and the action doesn’t run.You can’t replay anything because we’ll always use the same trigger data. But who wants to do all of that data entry manually, especially a form with lots of fields being mapped to something like Salesforce? That’s why you’re using Zapier in the first place — to automate it!The WorkaroundsThis won’t always be possible, depending on the timing and whether the app supports it, but here are some things you can try:1. Replay the trigger step in the Zap editor and run a test on the action step(s)Assuming the problematic trigger entry is one of the most recent ones to have run (a good reason to keep an eye on the error emails we send), you can go into the Zap editor, re-test the trigger, and then on your action step you fix the faulty data.It’s a manual way to replay some
Hey, folks!Janine here, from the Zapier blog team, ready to share another idea on how you can use automation. This one—on using automation to curate the perfect playlist—is about improving your workday by getting you the right tunes to work by.Tyler Robertson, one of our customer champions, wrote up this walk-through on how he uses Spotify’s audio features to automatically curate his perfect work playlist. it’s a fairly advanced Zap that uses a filter step that you customize so that songs that match your preferences flow into the playlist you specify.He’s also included a lot of great information about Spotify’s audio features and how they’re set up. Check it out!Make your perfect Spotify playlist with this automated workflow
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