Read about creative workflows, awesome app tips and interesting use cases.
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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 everybody! This week I’m going stay surface-level on a workflow that could really get into the weeds, in the hopes that it inspires you to try it out :) The ChallengeAnyone who creates written content can tell you that it can be quite time-consuming and take a lot of time to do it well. So when it comes to sharing that content on social media it’s easy to do the bare minimum or to not do it all. What if you could automate it, and stand out in the process? The SolutionI’m going to show you how to:trigger on your blog posts, wherever you’re creating it shorten the URL into something nice and memorable create a nice featured image populated dynamically with blog post data and that short link share it across whichever social networks you use.Let’s Jump in!Trigger (WordPress, Ghost, Medium, RSS Feed, etc)There are triggers on new posts for WordPress and Ghost, and for Medium you can use RSS by Zapier (more info on Medium feeds here). This part is pretty straightforward.Shorten the URLZa
Hi! Deb here. On the Zapier blog, we write a lot about the best apps to use for different tasks at work and in business. Slack and Microsoft Teams are on our list of the best team chat apps, and in a category with so many big hitters (Google Chat and Discord are both on there too), it’s very likely that you’ll be trying to communicate with people who’ve chosen a different app.If you work for a business whose clients use a different chat app, you might be tempted to revert to email (oof). But as it turns out, Slack and Teams can play nice. You can connect the two with built-in integrations, Zapier workflows, or full interoperability. Click the link below to learn more.How to communicate with businesses that use a different chat appDo you integrate Slack and Teams? Let me know how in the comments, and we might feature you on the Zapier blog!
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
Hi! Deb here, from the Zapier blog. We recently published an article about using work software at home. Our staff writer Justin talks about how he uses OneNote to help with his home brewing projects and how a Zapier engineer used Airtable to buy a house. (This is real life.)The conversation reminded me of all the examples I’ve seen of Zapier folks using automation in their personal lives too.Kristie automates things like flight check-ins and stressful human interactions—and even dating. Janine automates some of her parenting duties. Tyler automates his competitive obsession with Mario Kart.Do you automate anything in your personal life? If so, I’d love to hear about it, and we might be able to feature you on the Zapier 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, 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! 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!
The ChallengeThe Zoom integration for Zapier does not have a New Meeting Registrant trigger, which lots of people would love to see. We have a open feature request for it, so if you’d like to be added to that please let us know in the comments below.One ApproachZoom can send a notification email when someone registers for a meeting, and we can use that email to trigger a Zap (either directly using the email app or by auto-forwarding it to something like Email by Zapier in order to trigger instantly).NOTE: Yes, there are ways to parse the data using something like an email parser, a code step, multiple Formatter steps, or RegEx (maybe someone will comment on this post with that info), but since getting the data into Google Sheets is often a final destination for users, I opted to go that route. Some Zoom CaveatsThis requires a licensed Zoom account, meaning that free Zoom users aren’t able to set up those notification emails. The meeting you are enabling registration for cannot use your
Hi! Janine here, one of the editors of the Zapier blog.As a writer and editor, I’ve had a lot of experience with using social media to promote content and listening in on it for feedback from readers or to pick up on conversations that I might want to write about. (The listening strategy once landed me an interview with Jim Gaffigan where we talked about pastry. Apologies in advance for the way that article shows up on the website.)Pastry and comedians aside, social media is a powerful tool. It helps you get the word out about your business and lets you listen in to what your customers and prospects have to say about your business or your industry. If you’re only using social to push messages out about your brand, you’re missing out on half the value of being on those social networks. That’s where social media monitoring and brand listening comes in.You can set up specific feeds and searches for your social networks and we’d definitely recommend connecting those with apps like team cha
Hey everybody! Nick here, from the Community team. Today’s post is a bit of a primer for the first part of an upcoming Formatter-related article series. We’ll first be tackling the mysterious spreadsheet-style formulas in Formatter by Zapier.In this article, I’m going to show you how you can use that feature, along with Sub-Zaps, to create reusable steps.The ChallengeIf you’re anything like me, you probably find yourself using the same type of Formatter steps in multiple Zaps. Since we don’t have a way to copy and paste steps across Zaps (I wish we did), one way to solve the problem would be to duplicate a single Zap over and over, swapping out the apps if necessary. But there’s another way you can do it.The SolutionUsing Sub-Zaps by Zapier you can build a Zap (or Zaps) that will do all of the formatting work for you, and maybe put those all into a single folder to make them easy to find. Think of these as Zap parts that you can plug & play into parent Zaps.An Example Using Spreads
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!
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
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 everybody! This week’s workflow will be a quickie, but a goodie :)The ChallengeAbout a month ago we had a Community member ask the following: See the thread: The credit for the workflow actually goes to that Community member (@mmorrissey), who responded with a brief explanation of how they achieved it.The SolutionThis Zap consists of three steps:Trigger: Gmail — New Email Matching Search Formatter: Format the date from the trigger step Google Docs: Create Document from TemplateYou might be asking yourself why the trigger is Gmail if we’re populating the document with Google Calendar events. Allow me to explain.Actually, I’ll let Google explain This is the key to the whole process. Google Calendar sends the email daily, the Zap triggers on that email, formats the date and then fills in the Google Docs template.Gmail — New Email Matching SearchYou’ll want to make sure that yours matches, but the subject for the emails should be something like this:Formatter — Format the Date to You
I asked some Zapier Certified Experts for some advice on how to decide which apps to choose when integrating via Zapier and here’s what they had to say.The ContributorsNathan Weill, Founder, Flow Digital Troy Tessalone, Automation Consultant, AutomationACE.com Andy Carruthers, Zapier Certified Expert Jimmy Rose, Founder, Content Snare Checking The App Integration Details Page on Zapier Firstby Nathan WeillWhen asked “what do you look for when you’re evaluating apps for integration (for yourself and/or clients)”, Nate had this to say:I’ll go even further, when evaluating a new tool, the first thing I’ll check is what type of Zapier integration does it have? With a tool like Pipedrive, with dozens of triggers, actions, and searches, I know I’ll have an easy time creating automation. On the other hand, a tool like Brivity, with a single trigger and a single action, I know it can be difficult. About NathanFlow Digital is a boutique, NYC-based agency that focuses on helping businesses revam
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, community folks! I’m one of the managing editors of the Zapier blog. We recently published a guide to Email by Zapier, one of our built-in tools that helps you create Zaps to solve some tricky problems at work.It’s sometimes easier to start with what Email by Zapier isn’t. It’s not a traditional email app. But, as writer Krystina Martinez says, it “tackles three of the most annoying email tasks:inbox clutter team notifications and routine responses”Learn about how to take advantage of these features so you can send automated emails based on activity in another app, collect and share messages, and send email clutter to a separate spot you can check later.Email by Zapier: A guide to putting your email to work, automatically
Lately, I’ve had quite a few people write in to support with very long Zaps where they are performing the same formatting step over and over, except on different fields. For instance, they might have 10 different names come in all at once, and they want to make sure each name is capitalized properly, so they have 10 different formatter steps, 1 for each name.That might seem like the only answer, but there’s a much faster, easier, and task-saving way to do this! If you have 4 or more fields that you need to do the same formatting step on, then we can follow a workflow like this:Convert all of those fields to Line Items → Perform the formatting on those line items once → Convert them back to textThis works because (almost) all of our formatters support line items, and will perform the same function on each item individually. So we can pass as many items to a formatter as we want, as long as they’re line items, and it will only take 3 tasks when the Zap runs.I could spend a whole post jus
Hi! Deb here, from the Zapier blog. We recently published a piece called 10 mistakes you’re making as a startup employee. Tip #1? Letting a small budget hold you back. The author of the article recalls when she asked her boss for more resources (or more people) to help with everything she needed to get done. Her boss promptly gave her a Zapier login, and the rest was history. So here’s some small budget inspiration for you. If you’re feeling like you need a new tool to get going on those big ideas, try this.First, see if there’s something you can automate. If not, figure out if you already have a tool that can do the job. Then, see if there’s a free version of a tool that might help. Make the most of those free versions (for example, Dropbox and Todoist). Read about how one small business owner did social media, brand awareness, and content marketing without a budget—you might get some ideas.Have you figured out a way to do a lot with a small budget? Drop your tips in the comments, an
Hello! Deb here, from the Zapier blog. This week, our staff writer Justin published an article on how to edit a Tweet. How to edit a Tweet: The secret Twitter doesn’t want you to knowYou’ll have to read the article to get the inside scoop, but one of the suggestions Justin makes—something he’s started doing for his own questionable Twitter account—is using a social media management tool. It’s usually something businesses use to schedule their social content ahead of time, but Justin’s been using it to give himself time to ruminate on things before sending them out into the world.Are there any made-for-business tools that you’ve adopted for personal use? Let me know in the comments!
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.
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.
Jira is a popular App for planning, tracking and managing agile and software development projects.One of the key components in Jira are Issues where details about that particular task or issue are tracked.In Zapier today - we can create and update Issues - but we don’t have the ability to attach Files to issues through Zapier’s current Actions.I always love a good workaround - and especially workarounds with webhooks. As usual - the 2 keys for making a webhook workaround work in Zapier are: Does the App provide API Key or Basic Authentication access to their API (as opposed to OAuth only) Do they have an Endpoint for doing what we want to do. In the case of Jira and Attaching a File to an Issue - the answer is Yes to both.Step 1: Getting our Jira API KeyJira has instructions for creating an API Key at this link.The quick summary is Go here: https://id.atlassian.com/manage-profile/security/api-tokens Click the Create API Key button on the Top Label your API Key and click Create
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