Read about creative workflows, awesome app tips and interesting use cases.
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Hey there, automation fans! This week’s workflow is a pretty straightforward one, but I thought I would share it since it touches on a couple of neat features.The Challenge The Solution What We’ll Be Building Trigger: Zapier Manager Action: Digest by Zapier — Append Entry and Schedule Digest Action: Email by Zapier — Send Outbound Email Wrapping UpThe ChallengeThere is so much to keep track of, especially if you’re into productivity and apps. Wouldn’t it be great if you always knew about the latest app integrations on Zapier?The SolutionYou can build a simple Zap that will gather all the newly-added apps and then send you a digest email weekly. NOTE: You can change the frequency, and also how you receive the digest. For this example, we’ll be sending a weekly email.What We’ll Be BuildingThis is a 3-step Zap that triggers on new apps, adds them to the scheduled digest and then sends them to you (or others) via your chosen method.Trigger: Zapier Manager — New Public AppAction: Digest
Hi! It's Deb, from the Zapier blog. You might have seen some of our blog content on our social media channels (follow us, please!), and that's thanks to two things I love: (1) our amazing social media manager, Alex, and (2) automation.Alex saw that our social media audience really liked our blog content, but she had to manually check our editorial calendar in Airtable to see what was being published on any given day/week. Then she'd copy that over to her own publishing calendar in Coda so that it was on the record.It was time to build the robot.Alex had the idea to up a Zap that automatically sends all the info about a blog article to her Coda database whenever a piece is marked as "Done" in Airtable. And it only sends over the info she needs: title, URL, and suggested social copy (which luckily she rewrites most of the time because I think I'm funnier than I actually am). So she doesn’t even have to sift through a bunch of unnecessary information to get what she needs.No more manual u
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!
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!
Scenario: Growing your sales team by 400% 🙌🏽 but onboarding them manually.😖Solution: Create a ⚡50-step Zap⚡ to automate the employee journey from interviewing through onboarding to receiving commission. Certified Zapier Expert Mohamed Swellam (Founder of GeekyAir.com) shares how he did just that, helping his client massively scale their sales team and generate more revenue. ----------------------------------------------------Hi Moh! Starting off, why did this client seek your help?They were challenged with their overall employee onboarding process in addition to creating/sending out invoices. It was completely manual and unsustainable. They knew there had to be a better way. Manual steps were causing a lot of costly errors. This particular client had 20+ sales reps working during the summer season but he wanted to scale to 100 employees by end of year. “Can you imagine the headache of obtaining 100 employees’ bank details manually in order to pay folks? Calculating the commission s
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! 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
Hi, everyone! Deb here, from the Zapier blog. We've been writing a lot about heading back to the office (suggestions so far: keep using Slack and please let people talk in meetings). The main theme we see over and over again as we think about this transition? Don't go back to the way things were.That's what our technical writer Laura wrote about recently on the blog:Returning to the office shouldn't mean returning to broken processesRemote work gave us so many opportunities to digitize, streamline, and generally fix the way we work. People adopted new apps at incredible rates, and companies completely changed the way they did business. Laura refers to it as the "pandemic upskill."One thing we know for sure: businesses that used automation during the pandemic have been more resilient, are hiring more, and are seeing more revenue. So as you head back to the office, instead of going back to the old way of doing things, why not double down on automation?What new automations might you set u
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
When leads come in, does your team have a process to distribute them so all your prospects are given the attention they need to turn into customers? If you’re not using a centralized CRM, it’s probably a tough system to manage.Matt Jackman wrote about a way to use Zapier automation to give your team the benefit of an automatic lead distribution system without needing to invest in a costly system until you know you need it. Using a form app, spreadsheet, and email platform, you can be sure that incoming leads are always sent to the right person—without anyone having to step in to send things along.See how Matt recommends getting started with lead distribution.
Hey, Zapier community! Janine from the blog team here with another set of automation tips for you, this time about email newsletters.I've often had a hand in creating email newsletters for my company. Sometimes, they were completely automated. Other times, they were completely manual. And often I wished for something somewhere in the middle.Staff writer Krystina Martinez put together a collection of ways you can use automation to improve how you manage your email newsletter, like adding or segmenting subscribers, keeping lists up-to-date in your CRM, repurposing campaigns as content, and creating backups. Read her article and pick one new Zap to try.Improve your email newsletter with these tips Then, come back here and tell us how it went!
This isn't my advice—it's advice from Lauren Fearn, a senior manager on Zapier's core support team who has made improving productivity into something of a science. She presented on her techniques at ZapConnect, our user conference held last month, and we've captured them in a blog article. Here's what Lauren recommends:Timebox your calendar and use swimlanes (a consistent schedule for different types of meetings) to increase focus. Categorize tasks and keep them in one place. Be intentional about your workday and your team.And, of course, use automation to make all these things easier. Lauren's article includes links to some of her favorite Zaps with Todoist, Google Calendar, Slack, and Google Tasks. Read Lauren's article on how to achieve optimal productivity.And, if you missed ZapConnect, here are 10 takeaways you won't want to miss.
Hey, Zapier community! Janine from the blog team here. We talk a lot about how automation can save you time or help you be more efficient, but one of the things I love the most about it is that it also helps me get tasks I hate doing off my plate.David Bell, owner of Diving Bell Creative, wrote about some of the ways he's done just that and has advice for how to get started.Automate these 5 painful tasks with Zapier workflow automationHere's what he recommends: Integrate your CRM with project management tools Monitor SEO Automatically track time Pull marketing campaign information into your CRM Automate social media posts Learn about how this helps him and the team at Diving Bell and see if there's a Zap that could help you out. Do you have a Zap that takes painful tasks off your plate? Let us know in the comments!
⚡We’re back with another behind the scenes look at some of our fellow Zapiens!This month we spoke to Hong Chau who is not only a user education mastermind but a wonderful human being to boot! 🎉Hong leads the Zapier User Education team who is behind the shiny new Zapier Learn site. If you haven’t checked it out yet, be sure to swing by for interactive courses and videos!
Deb here, from the Zapier blog. Happy belated Mother's Day and upcoming Father's Day to all the parents out there. I have two human children myself, but I spent Mother's Day with my favorite child, Winston.There's no easy way to be a parent, and being a working parent comes with its own set of complications. No two families will tackle it the same way, but we love when our blog writers offer their own personal strategies. We've written about what working parents need at work, how to automate some parenting duties, and adding your baby as a client on your time-tracking app. Most recently, we published a list of apps that can help you wrangle your work, your life, and your family.The actual apps that every new parent needsAutomate those apps for parenting stuff the same way you'd automate them for work. Tell Alexa or Google Assistant to start a Zap, and you can even add things to your to-do list or calendar while you're holding a sleeping baby or making dinner.What apps or automations he
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
Hi! Deb here, from the Zapier blog. Our staff writer Justin wrote an article this week about newsletters—specifically, how to enjoy them without cluttering your inbox.How to read newsletters without clogging up your inbox One of the suggestions he offers is using Zapier to send newsletters to your read-it-later-app. It’s super simple. You use Zapier's RSS integration to automatically save newsletter articles to whatever app you already use. Here are some Zap templates you can use to get started.Save new RSS items to Pocket Add new RSS feed articles to InstapaperYour inbox is a personal place, so it’s worth using automation to keep it that way. Do you have any other tips for keeping your inbox clean? Let me know, and we might feature you on the Zapier blog!
Hey, folks! Janine here, one of the editors for the Zapier blog. We just published a piece about how to use automation to cut off the copy-paste tasks you do over and over again.A personal story on this: I volunteer with a local theater company, and one of the jobs I do for them is put together their programs. Everyone in the cast and crew would email me answers to a set of questions, and then I would copy and paste information to update bios in the program for the latest show. When I started using Zapier, I realized I could stop a lot of that copy/paste process. I set up a Google Forms to Google Docs Zap, and dropped answers to specific questions in the skeleton of a bio. I still have to copy each of those bios into the final document, but now I’m just tweaking a few words rather than copying over lots of info (or retyping answers0. Whether it’s copying files, copying notes, copying information, or sending information between two apps, Zapier can help. Let us know: What would you like
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! 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
Hi! Deb here, from the Zapier blog. We don’t always see eye-to-eye on our team (there are some among us who even like cats ), but there is one thing we can agree on: you should never be embarrassed of a productivity system that works for you. We all use random apps for random purposes, some of us use Post-its or scrap paper, and others even use their brains (brave, I know).Our staff writer Justin has taken this productivity personalization one step further: when he couldn’t find a journal app he liked, he built his own using Zapier. He recently wrote a piece for the blog about building your own software—using Zapier in some cases, but also just by tweaking your existing apps to make them the right tools for the job. Check it out.Stop paying for software you can build yourselfHave you built a productivity app for yourself or tweaked an existing one? Let me know in the comments, and we might feature you on the blog!
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?
Deb here, from the Zapier blog. I solved Wordle in 2/6 this morning, so I'm posting this mostly to give myself a platform to gloat about that. But some folks at Zapier have found a slightly more tactful way to brag about their scores.Joshua Barnes, our Growth Account Manager, set up a Zap that automatically pulls his friends' scores into a Google Sheet so they can all scoff at celebrate each other's daily Wordle showing. Here's the article where he walks through the Zap, so you can set it up for yourself.How to automate a weekly Wordle competition for friendsAnd hey, if you got a 6/6 today (or, oof, missed it altogether—I, of course, have no idea what that might feel like), you can get a second attempt using another Zapier employee's Google Sheets version of Wordle. (I swear we do actual work here.)Have you used automation for games or competitions? Let me know in the comments, and we might feature you on the Zapier blog!
Hi! Deb here, from the Zapier blog. Until very recently, our engineering team had to do a manual deploy every time we wanted to push out changes to our content. Because it had to happen every day, we set up a Zap to automatically send a reminder to the appropriate Slack channel.But then, our wonderful team of developers worked their magic so that it's no longer a manual process: now, every day at noon, the deploy happens automatically.No more Zap bot needed.That made me think: what other tasks do folks automate every day that could actually just be completely eliminated? For example: do you automate the creation of meeting agendas? What if you just didn't have the meeting at all? There's a lot of busywork that the robots should keep doing for us. But sometimes the busywork is a signal that something else is wrong—and there's a process that can be fixed to eliminate that busywork altogether.Do you have any tasks you automate that should really just be eliminated? Let me know in the comm
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