Read about creative workflows, awesome app tips and interesting use cases.
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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
Have you ever had a Zap that sends a big block of information that you wish you could break apart into separate fields? It turns out you can do just that! I’d like to introduce you to a little known but very powerful Zapier tool called named variables.Named variables allows you to format your text in a way that when the Zap runs, this text will be separated out and sent as individual fields. The key to using this function is entirely in the formatting of the original information. This tool is particularly helpful when you have a big block of text that comes through your Zap in one field, but you’d prefer to use the information in that block of text in different fields in your action step. If we were to send that text formatted with the named variables formatting, the Zap will know to create a separate field with that field name and send through the value in that field.Let’s look at an example. You have a form on your website that sends you the responses via email. You’d like to add the
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
This is one of those things that isn’t necessarily complex, but it’s easier to demonstrate with screenshots than it is to type out instructions.The ChallengeYou want to search for a record (contact, deal, lead, etc) in your app of choice, and if it’s found then you want to update it. If nothing is found, you’d like to create it.It sounds simple enough to those who are well-versed in Zapier, but it’s not always immediately obvious how to accomplish this.The SolutionI’ll tackle this in two parts. First, a brief explanation of what we’re going to be building. Next, I’ll get into the nitty gritty details for anyone who still needs it.The Short AnswerTrigger: Your app of choiceAction: Find/Create (insert your record type here)Filter: Only continue if the record is foundAction: Update (insert your record type here)IMPORTANT: In order to do this most efficiently, you’re going to need an action in your app that allows you to find an item and create one if it’s not found. Like these actions in
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!
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?
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!
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 interested in my course (I’m looking for “Yes”). Your use case would no doubt be more complex than this.Action (optional): SMS by ZapierWe’ll get the appropriate link in the following step, but for now let’s just add this step in and we’ll come back to it.Action: A
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.
See how one person built a fully-automated podcast clip studio, powered by Zapier and other no-code tools
I was originally going to search Twitter for a handful of example of people who were sharing automations they’d built using Zapier. I had about ten of them ready to go, but then I stumbled upon this bold tweet from @nocodedevs: My curiosity was piqued! I’m always trying to think of such micro-SaaS ideas to build, even if just to see whether it’s possible.Enter Art West, founder of NoCodeDevs.com! In this Twitter thread he outlines the exact steps he took to build his micro-SaaS, Podscribe. In addition to Zapier, Art used Webflow, Airtable, and Bannerbear. For convenience, you can check this out on a single page on Threader but I highly encourage you to head over to Art’s Twitter thread and show him some love for sharing the process he used (with step-by-step instructions, might I add).Podscribe is a shining example of what you can accomplish with no-code tools, like Zapier, and a bit of creativity!I wonder if we should start writing articles here in the Zapier Community about how to bu
Hi! It’s Deb, from the Zapier blog. Fact about me: I think PDFs are pretty. Just...so pretty. I feel like even when they’re formatted poorly or have weird fonts or designs, they’re still so very nice to look at.Just me?Even if you’re more of a DOCX or RTF fan (which, why?), Zapier can help you automatically turn files into whatever format you prefer, by connecting to CloudConvert. Take a look at our blog post about how to create a PDF: get shortcuts for your desktop and phone, and learn how to automate the process.How to create a PDFWhenver a file is added to a folder in your cloud storage (Google Drive, Dropbox, OneDrive, whatever), it will automatically convert it to your new file type and drop it back into the same or another folder. You don’t need to lift a finger.How do do you automate your files? Let me know in the comments, and we might feature your workflow on the Zapier 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
Our Digest app is one of our lesser-known, but oh-so-powerful tools. With this app you can decide what information you want to receive, how you receive that information, and how often you receive it.The way the digest app works is it collects the information that comes through multiple triggers and then sends it to another app at the time you determine.So, why would you want to create a digest? One of the best perks of using our digest app is that you reduce the number of messages you get about your triggers. For example, you get over 100 leads every day. While you want to know about each of these leads, if you have to look at 100 Slack messages or SMS messages every time they arrive, you’re not going to get anything else done. With the Digest app, you can add all 100 into one place and then send yourself the list at the end of your day when you have time to deal with them.I recently wrote about one of my favourite workflows using Digest for our blog. In this workflow, I collect a list
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
IntroductionHi there, this is Erin Oz from the Zapier Support Team with a tip for updating columns in monday.com.Background InfoHave you ever wanted to do a mail merge for a small batch of emails, but you’d like the option to customize the message before sending? For example, let’s say you need to send 100 thank you emails to donors. You don’t want to send the same stock message to every donor, but you also don’t want to spend hours creating email drafts manually. Let’s use a Zap!ExampleLet’s say you have donation records that show your donor’s name, donation amount, and the program they’ve donated to. Create a Google Sheet spreadsheet with two worksheet tabs. Name one tab “Trigger Sheet” - this is the sheet you will select in the Zap. Name the second tab “Contacts List” - this worksheet will be the “holding tank” for your data. Your Zap will fire when a new spreadsheet row is added, so we’ll want the existing data to be close at hand to copy/paste once the Zap is set up. (view la
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
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