Read about creative workflows, awesome app tips and interesting use cases.
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Enhance your Zap-powered digests by using this little-known Airtable formula
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
Neopets, Tumblr, Zapier: What led you to a career in tech?
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.
Use Zapier to keep track of your leads
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!
How to send emails from updates to Google Sheets rows
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
Should you be using Google Drive or Google Photos?
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
Promote inclusive language with a simple Slackbot
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!
Management automation tip: automate feedback tracking for your directs
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
4 ways you can automate your marketing
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
Organize your cloud storage files automatically
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
Automate the awkward out of human connection
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?
Automation to help your family go back to school
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
How do you keep up with emails without drowning in your inbox?
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
Looking to be more productive with G Suite? Start here!
If you’re one of the 2 billion people that use Google’s productivity suite, G Suite, then chances are you’re probably looking to be more productive, save more time, reduce stress, and otherwise maximize your usage of the products. Luckily, the Zapier blog has got you covered! Google Suite is comprised of Gmail, Docs, Calendar, Drive, and Meet. Below you’ll find links to blog posts about each of those. And if you make it to the bottom of this article you’ll find a little bonus :) 4 time-saving Gmail settings you didn't know you needed Deb Tennen, Denior Editor at Zapier, offers four quick Gmail tweaks you can make that will help you to shave off a few clicks here and there. Who doesn’t love tips about how to better use email? In this blog post, she outlines how to: Send and archive with one click Default to reply all Enable the reading pane Use templates to create auto-replies Check out the full post on the Zapier blog. How to create Google Docs templates based on form respon
How to recover when trigger data causes an action(s) to fail
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
Make your perfect Spotify playlist with this automated workflow
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
How to continue a Zap that halts on a Search Step
Hi there! Tim here from the Zapier Support Team with a workflow idea.Background InfoHave you ever had a Zap where you’d search for a value from a Trigger in another app, like a Google Sheet, with a Find Step but if the value isn’t found, the whole Zap is ‘Safely halted’ because the next Steps in the Zaps depend on the search? Have you wanted to continue the Zap with default value(s) but found that using a Formatter Text Default Value Step also gets halted due to a dependancy on the Find Step that didn’t return anything?If so, you’re not alone! Read on for a few ways around this. 1) Use Find or Create instead of just FindThis won’t always be an option, but some apps include the ability to create a record if one isn’t found. If your app has the option to Create a Record if one isn’t found by the search, and you don’t mind having entries with default values added to your data, then:Turn on the “Create Record if not found” checkbox Fill out the fields with default values that you’d want to
Task-saving Google Sheets functions you need to know
Hi y’all! I’m Krystina, a content writer for the Zapier blog. I write about automation tips and tricks using our product. I know we’ve got quite a few Google Sheets power users in the house, so I wanted to share some helpful in-app functions you can use to save yourself a Zap step. I must confess, I am bad at formulas, so anytime I can use something like Formatter to handle something in a spreadsheet, I’ll go for it. However, if you’re trying to be economical with your tasks, or just want to simplify a complex Zap a little, my colleague Justin wrote about six functions that already exist in Google Sheets. From fixing capitalization errors to fetching data from other Google Sheets, check out these handy functions: 6 Google Sheets functions that do more than math
Fill in Google Docs templates with a Zap
Templates are time-savers—but even when you have a template, you still end up copy/pasting to fill in the blanks. So the template gets you most of the way there. A Zap can bring you across the finish line. A while back, I wrote about how to create and autopopulate a Google Docs template. Take a look at that to see how it works. The tldr is that it takes info from whatever app you want and replaces the blanks in a Google Docs template with that info. It can do anything from automatically creating RFQs to sending out offer letters. The Slack team actually uses this workflow to send form responses into a template to create art briefs for their blog. Take a look at how they make it work (c/o Matt @ Slack). How to create Google Docs templates based on form responses How do you use templates? Think you can simplify the process even further with a Zap? Leave your automation inspiration in the comments!
Trigger Zaps by putting files into folders on your desktop
Hi! I’m Deb, one of the manging editors of the Zapier blog. I wanted to share a new Dropbox feature we’re excited about that’ll add some power to your Zaps. Dropbox recently added the ability to back up files from your Dekstop, Downloads, and Documents folders on your computer. We’ve been waiting for this one, because it means you can trigger Zaps by putting files into folders on your computer desktop. (Be careful: with great power comes great responsibility.) Our staff writer Justin wrote about the new feature, including its limitations and how you might use it to automate some of your workflows (like automatically uploading media or saving email attachments to your downloads folder). Here’s the article: Dropbox can now back up your Desktop, Downloads, and Documents folders. Here's what you need to know. Enjoy, and feel free to send me a note if there’s anything specific you’d like to see us write about on the blog. Thanks!
Looking for ways to automate video calls?
Hi, folks! I’m Janine, one of the managing editors here at Zapier. My team writes articles about how to use Zapier to make your work easier. Today, I wanted to share some tips about automation for video calls. If you’re anything like me, video calls are a huge part of how you’re working (and socializing) these days. By now, you’ve got your tech figured out, and all the randomness about working from home with your roommates, family members, and pets has become old hat. (My daughter likes to carry one of our pet chickens into the room when I’m on a call. No one is surprised anymore.) Staff writer Krystina Martinez put together this collection of Zaps that can help make your video conferencing life a bit better by using Zapier to set pre-call reminders, schedule calls at a time that’s best for everyone, create agendas, automate follow-up tasks, or manage meeting recordings. Check it out! 4 ways to automate video calls Related reading: Never lose a meeting action item: automat
Looking for Zapier use cases? Check out 100+ customer stories!
Whether you’re a Zapier pro or just starting out, it can be overwhelming coming up with ways to make the most out of your automation. Because we support so many apps, and the combinations are nearly limitless, it’s not uncommon for Zapier users to suffer from analysis paralysis. Lucky for you, we’ve spent a lot of time gathering Zapier customer stories to see how people have put Zaps to work for their daily tasks. You can check all 100+ of them on our Customers page, but I thought I’d give you a sampling of what you’ll find there: How a leadership development advisor went from corporate America to successful business owner 4:40 min read“As Michelle was building her business, she knew that she had to put processes in place to be able to scale. She was using dozens of different apps to run her business, spending extra time moving information between them so they'd work well together. But she needed to focus on the tasks that required her expertise and creativity. So she turned to Zap
How to only show non-empty lines when the number of items can vary in your trigger
We recently had a couple of users who had asked how to achieve this sort of workflow: the trigger provides line items (like ordering products, for example) there can be multiple items, but the number can vary the end result should be something like product/item x quantity = total (like in an email confirmation) but only for non-empty line items we want to avoid something like x = showing up in the email when some lines are empty Courtesy of some help from our resident Workflow Whiz, @TimS, here’s a solution (a code step would be ideal, but crafting that code is beyond our scope in the Zapier Community, and the following is a great learning opportunity): NOTE: this will differ slightly, depending on how your data comes through the trigger step Click “Show Content” to see the ways in which your data will typically come through: 1) Each piece of info is its own separate field (like from a form, for example): 2) All the fields are under a single line item (not
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