What's the purpose of "Find New Records"?

Hi ​@Mike at AIM 

Help links about testing Zapier Steps: https://help.zapier.com/hc/en-us/articles/18811411817741-Test-Zap-steps

Help links for using GSheets in Zaps: https://zapier.com/apps/google-sheets/integrations#help

Making these type of changes can impact already configured Zaps:

• Adding columns
• Removing columns
• Reordering columns
• Renaming columns

Best practice is to:

1. Turn the Zap OFF
2. Make changes to the GSheet
3. Refresh the Zap step
4. Check the Zap step
5. Reconfigure the Zap step if needed
6. Test the Zap step
7. Publish the Zap

Hi ​@Mike at AIM, just checking in—did Troy’s reply help to answer your questions?

Keep us posted on how it’s going, want to make sure you’re all set! 🙂

Hi, I’m still having trouble understanding Zapier integration between Google sheet & Outlook.

My customers are getting multiple same emails.

Our Google sheet is called “Job Status Update”. It contains columns such as name, email, job status.

Few things about this file.

1.  Rows(jobs) gets added throughout the day. Each time a row is added, sort by name is done on the file.
2.  Job status changes throughout the day from Preflight, Printing to Finish
   1. Zaps are set up to trigger an email when “Job Status” of a job changes

So, what I’m saying is that this file is being edited throughout the day.

I’m still trying to figure out why my customer received multiple same email. Is there any other reason why he would get these emails other than when there’s a change in “Job Status” for his job?

Hi ​@Mike at AIM,

Before we dig deeper into this, would you mind sharing a detailed screenshot of how your Zap is configured? Also, ensure that the fields in the CONFIGURE section are captured in the screenshot.

Please don't include personal information in the screenshot, or be sure blur out any personal information.

Thanks!

When I look at detail for each zap run, 4 zaps have the same info except the “ID” and “Row”. Is this because we’re sorting the sheet every time a row(a new job) is added??

Hi ​@Mike at AIM,

Great question—and you're right! When using the "New or Updated Spreadsheet Row" trigger, sorting the sheet can cause Zapier to think rows have changed, even if the data hasn't. That's because Zapier tracks rows by their position (Row ID), not by unique values. To prevent duplicate triggers, avoid sorting the sheet Zapier is watching, use a unique ID column, or switch to the "New Spreadsheet Row" trigger if you're only tracking new entries.

Feel free to ask if you need further help or have additional questions. We're here to assist you.

Hey! Yes, whenever you make changes to your Google Sheet (like renaming columns), it's a good idea to turn off the Zap, make your changes, then go into each Zap step and refresh the fields.

When you click “Find New Records,” Zapier just pulls sample data to help you map the fields — it doesn’t matter which row you pick, as long as it has data in the columns you're using. After that, just re-test your steps and turn the Zap back on.

Let me know if you need help updating the filter!

H

It’s confusing. For example, after sorting, let’s say Row 12 became Row 9. Zapier does not know about the change and blindly looks at row 12 to check if the condition is met. If the value changed, then action is taken on Row 12. Is this right?

It’s confusing. For example, after sorting, let’s say Row 12 became Row 9. Zapier does not know about the change and blindly looks at row 12 to check if the condition is met. If the value changed, then action is taken on Row 12. Is this right?

Yes that’s correct, ​@Mike at AIM! If you sort the sheet it will change the row numbers/ID for each row of data and cause it to be seen by the Zap as “new” information for it to trigger on.

If you need to make a structural change like sorting, it’s recommended that you first turn off the Zap, sort the spreadsheet and then turn the Zap back on. You can learn more about that here: Spreadsheet updates and maintenance

If you’re likely to make structural changes frequently it might be worth importing the data in the spreadsheet over to an app like Zapier Tables for example as it wouldn’t change the ID of the row/record when the table is sorted.

Hope that helps. If you give Tables a try and run into any issues do let us know, happy to lend a hand!

Thanks. I was going to add a column of timestamp when “job status” changes and trigger only when timestamp changes, but that won’t solve the problem..  I will give the Zapier Tables try. Quick question.

In Zapier Tables, I’ll import my Google Sheet.  Can my team continue to use the Google Sheet to add rows(jobs) and update “job status” for each row, and sort the sheet? Do I need to import the Google sheet each time it is updated in Zapier Tables?

I need help. I can’t figure out Zapier Tables.  So far I successfully imported my Google Sheet and created a table in Zapier Tables. I need help with the following.

1. Sync the entire Google sheet with the table, since the Google sheet is constantly changing
2. Create a Zap to look for a change in “Job Status” for each job(or row) in the table.
3. Create an Action to send email. - I know how to do this.

Thank you!

Glad to hear you’re giving Tables a try, ​@Mike at AIM! 🙂

Can my team continue to use the Google Sheet to add rows(jobs) and update “job status” for each row, and sort the sheet? Do I need to import the Google sheet each time it is updated in Zapier Tables?

Ah, if the team continues to sort the sheet then you’ll likely run into similar issues. 

1. Create a Zap to look for a change in “Job Status” for each job(or row) in the table.

You’d want to create separate views in Tables for each of the possible Job Statuses. Then you could trigger a Zap when a record enters a specific Job status view.

That said, if the team needs to keep adding and editing data into the Google Sheet, can you tell me a bit more about why they need to sort the data so frequently? Just wondering if you could create different worksheets that use Google’s IMPORTRANGE formula to surface different “views” of the main spreadsheet’s data. In those worksheets they could then sort the data without it affecting the Zap that is connected to the main worksheet. They’d just need to make sure they add any new jobs to the main worksheet rather than the worksheets that contain a copy of the data. Could that be an option?

This explanation really helped clarify the purpose of “Find New Records.” I used to think it was only for searching existing data, but understanding that it helps trigger Zaps for new entries makes it much clearer. Has anyone combined this with multi-step Zaps to automatically update related records?