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20 days ago

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Learn and Share

Find and share Zapier tips and tricks, and learn how other people are using Zapier.

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SamBCommunity Manager

published in Featured Articles

Creating a lookup table with Google Sheets

Hello there, Sam from Zapier Support here with a handy workflow idea for you!IntroIn support we sometimes come across apps that require values to be supplied in a certain format that the trigger app doesn’t provide. And when they don’t receive values in the correct format it can cause unwanted errors.In the following example we’ve got client details added via Google Form that need to be added into Wave. The problem is that the country part of their address is specified in full and Wave doesn’t read countries like that; it’s expecting to see a country code instead:You could use a Formatter (Text > Lookup Table) step to convert the country name into the relevant country code. But you can’t make that same lookup table instantly available for other Zaps to use. It’s possible to copy the Zap and tweak the other steps but what if 3 weeks later you spot a typo in the lookup table?Yep, that’s right. You’d have to go into each of the Zap copies and fix the typo in each one. And life is way t

30511

11 hours ago

erinozZapier Staff

published in Featured Articles

How to Create a Delay Longer than 30 Days with Google Calendar

IntroductionHi there, this is Erin Oz from the Zapier Support Team with another workflow idea to share. Background InfoHave you ever wanted to create a Delay in your Zap that lasted longer than 30 days? Or, have you ever wanted to make changes to your Zap but you can’t, because you’ll break Tasks that are currently in a delayed status?Here’s how you can use Google Calendar to create better, more flexible Delays. Workflow ExampleA Zapier user would like to send a followup email to their clients booked through Acuity. They’d like to email to go out 45 days after the appointment took place, in order to prompt their client to book again. The user has created a calendar on their Google account called “45 Day Followup Email Calendar” that will only handle the events created for this workflow. This helps keep the Zap from triggering on other events by mistake and cluttering other calendars. This set up will require two Zaps: Zap 1Trigger - Acuity, Appointment StartFormatter - Set the Event St

15032

2 days ago

Troy TessaloneZapier Expert

posted in Show & Tell

TIP: Insert Timestamp into Zap Step with {{zap_meta_human_now}}

TIP: Insert Timestamp into Zap Step with {{zap_meta_human_now}} WhatUse a shortcut variable to insert the timestamp in a field when a Zap step runs. Articlehttps://zapier.com/help/create/customize/insert-the-time-your-zap-runs-into-a-field Timestamp formats are available:Friendly: {{zap_meta_human_now}} UNIX: {{zap_meta_timestamp}} UTC ISO-8601: {{zap_meta_utc_iso}} Other US Time Zones are available NOTESTimestamps can help with tracing and troubleshooting Timestamps can be used as cache busters

3 days ago

SamBCommunity Manager

published in Featured Articles

How to extract text from a Google Doc using a webhook

Hey folks! I recently came across a topic in community that asked whether it was possible to take the text from a Google Doc and put it in an email. In the topic it was noted that it is possible to get the text, but that’s only when using the New Document or New Document in Folder triggers for Google Docs.Depending on your workflow those may not be triggers you want to use. And unfortunately the Find a Document search action doesn’t output the content of the file so you can’t access the content from there. Which got me thinking, is it possible to use the file that’s returned from the Find a Document search action and somehow extract it via a Webhook? Well, as it turns out, it is! 🙂Find the File Create the webhook Remove any unwanted characters Wrapping upFind the FileSo how do we do it? Well first we need to set up a Find a Document search action to locate the file we want to extract the text from. To do that you’ll want to select the relevant Folder and enter the name of the file we’

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4 days ago

SamBCommunity Manager

published in Featured Articles

How to embed images in Discord messages

Hey friends! If you’re reading this then you probably already know that the Send Channel Message action for Discord doesn’t currently have a field for image files to be attached. While you can include links to images in the Message Text field and they’ll usually be displayed, you can’t add embed them so that the image link isn’t shown. Bummer, right? Well, not anymore! Let me show you a neat trick to get around this using my favourite app, Webhooks by Zapier.In Discord Set up the webhook In Zapier Set up your trigger Set up your action Bonus: Attach other types of files Wrapping UpIn DiscordTo get around having to create a custom integration to handle all the fancy OAuth stuff we’re going to utilise Discord’s built in Webhooks feature. It’s a bit more limited, but is super quick to set up.Set up the webhookTo set up the webhook in Discord, click the Edit Channel icon next to one of the channel names on your server:Next, you’ll want to click on the Integrations option on the menu. An

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4 days ago

DanversZapier Staff

published in Featured Articles

Using OpenAI to categorize text: a beginners' guide to using Search EmbeddingsTutorial

If you’ve been tinkering with the OpenAI Zapier integration, you may have come across the ‘Search embeddings’ action. This article covers the fundamentals of what embeddings are in AI and explains how to set up an OpenAI Search Embedding step in your Zap. In simple terms, embedding in AI compares how similar two (or more) pieces of data are to each other. For example, the word “dog” and “wolf” would both be closely related to the word “canine”, but if the embedding we use is “pet” then dog will be a much closer match. Embedding is commonly used in apps to do things like compare your search question to useful answers or show you products that might be relevant to other things you’ve looked at. If you want to learn more about the theory behind embeddings, I found this video really helpful: Using Embeddings with OpenAI in ZapierIn Zapier, you can add text as the input of an embedding step and ask the action to compare that a list of categories. The input of the action is called the ‘Query

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11 days ago

ClintEmsleyZapier Staff

published in Featured Articles

Creating a monthly updates newsletter using Digest

Hi, I’m Clint, a Customer Champion at Zapier! I’m obsessed with Google Sheets, Zap loops, and automating all the boring parts of life. This Wednesday, I’d like to discuss using Digest to save small updates, and then releasing them once per month as a larger newsletter.The ChallengeThis was actually a personal goal - I have a lot of silly little creative projects, and most of them are in totally different places. What I would like to do is to save all of these small things into one spot, then let folks know about all of them at the beginning of the next month.The problem is that I am very forgetful! So instead of trying to remember everything I did in a month, I would like to be able to save all of these as little bullet points as soon as I am done with them. Then I can use a Zap to put it all together into a single newsletter.The SolutionIt’s Digest! Digest is one of our internal apps, and a very interesting one indeed. It lets you save multiple pieces of information over time, then re

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19 days ago

Janine_AndersonZapier Staff

published in Featured Articles

4 ways to automate Facebook Lead Ads for successful campaigns

Hello! Janine from the Zapier blog team here with a few tips for you from one of our recent articles.Facebook Lead Ads are popular, and with good reason. They’re mobile-friendly, easy-to-use, and let you reach highly targeted demographics.As with any ad spend, you want to get the most out of your campaign. That’s where these tips come in. Learn how to use Zapier with Facebook Lead Ads to:Track leads in your CRM without exporting and importing data Get customized alerts for new leads so you can respond quickly and with the right information Nurture new leads with personalized automatic emails Generate custom deals and packagesHow do you automate your ad campaigns?

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19 days ago

Liz_RobertsCommunity Manager

published in Featured Articles

Look as good as Zapier makes you feel with our new swag storefront.

🔊Announcing Automatic Apparel by Zapier, a custom merch line dedicated to the very customers who power Zapier. From now on, anyone will be able to purchase Zapier swag to elevate their workflows and up their cozy. This new swag storefront is a thank you to all of you who have taken Zapier and turned it into something magical. This collection includes: 🔮Wizard-themed bucket hats ⚡Cozy “Zap On” sweat seats 🛍Recycled cotton canvas totes so you can carry your Zap passion wherever you go 💡Automation-inspired thinking “caps” And much more. Explore the complete collection at Automatic Apparel by Zapier here!

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20 days ago

ClintEmsleyZapier Staff

published in Featured Articles

How to use multiple triggers for the same Zap (Sub-Zaps)

Have you ever found yourself making the same steps over and over in different Zaps? It’s honestly not a great use of time, but until recently it was the only way to get things done. But now with Sub-Zaps, you can build those steps once, then re-use them in any Zap! That way, you can spend more time on the interesting things in life, like learning how to cook a perfect medium-rare steak, or building a treehouse for your cats.A Sub-Zap is basically a normal Zap, but instead of having a normal trigger, it’s triggered by a different Zap, then returns information back to that Zap in its last step. You can think of it almost as a custom Action step that you build yourself, and can use in any Zap you like.When you’re making a Zap and want to add in a Sub-Zap, you’ll add an action as normal, but choose the “Sub-Zap by Zapier” app:(view larger)This will let you choose the “Call a Sub-Zap” action, and pick which Sub-Zap you want to use in this Zap. If you’re following this guide, you haven’t mad

100383

21 days ago

nicksimardZapier Staff

published in Featured Articles

Learn More About Schedule by Zapier

What It Is How It Works What You Can Build With It How to turn a Zap OFF and ON with a schedule Schedule recurring messages in Slack with Zapier Check spreadsheet records on a schedule Schedule a Meeting on First Working Day Of Next Month Tips and Tricks I need to trigger on only certain days of the week when using the "Every Day" Trigger. Can I Trigger a Zap Quarterly or Annually? Can I set a time that is not on the hour using the "Every Day" Trigger? What It IsSchedule is a native Zapier app you can use for recurring tasks. Trigger an action every day of the month, every day of the week or every single day. You can also select the hour of the day. If you're a developer, this is similar to a crontab, cronjob or cron.How It WorksWith Schedule by Zapier you have the following triggers:Available triggers for Schedule by ZapierThere’s not much need to explain what each one does, as it’s pretty self-explanatory. You can trigger a Zap every hour, day, week or month.NOTE: You can skip

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21 days ago

ClintEmsleyZapier Staff

published in Featured Articles

Sending unique coupon codes to your customers

Let’s say you want to send someone a coupon code when they sign up for your mailing list. You’ve generated a list of coupon codes, downloaded a CSV...but now what? How do you find out if a coupon code has been sent out before? And how do we send a brand new one every time?Well, with a couple of Google Sheets steps, we can both get the first unused code, and mark it as used so it never comes up again!The first thing to do is to get those coupon codes into a Google Sheet, and make sure it’s set up properly. We only need two columns: Coupon, and Used. Coupon will track the coupon code, and then Used will track whether or not it has been used before. Make sure to put “no” into the Used column, so it looks like this:Now that your Sheet is set up, let’s take a look at an outline for the Zap that will use these:Step 1 Trigger: Anything you like. Maybe someone signs up for a list, or they write into a contact form - it’s up to you!Step 2 Action: Lookup Spreadsheet Row in Google Sheets. Search

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27 days ago

Lionel_SelieZapier Staff

published in Featured Articles

Ever wondered how to set up a round-robin in a Zap?

Or perhaps, you’d like to learn what a round-robin is? Then keep on reading!Every once in a while, we get a support request to help them with set up a round-robin Zap. While there are some resources scattered around, I wanted to help provide a robust solution that everyone can implement—without using external SaaS apps.Bonus! There is a shared Zap linked below, so you can start building out a round-robin Zap, right away.First, here is what makes a round-robin possible:These are the steps we’ll need:Storage by Zapier > Increment Value Formatter by Zapier > Numbers > Spreadsheet-Style Formula Formatter by Zapier > Utilities > Lookup TableThe breakdownIn order for the Zap to keep track of how many times it ran, we’ll want to instruct the Zap to keep a record. This can be done with an increment-value step.For the key, I used “roundRobinKey” but you can choose something of your liking as well (you’ll want to click in the “Key” field and manually type out the name of the key).

40064

1 month ago

TimSCommunity Manager

published in Featured Articles

How to set default values in Code Steps and avoid errors for missing values

Hi there! Tim here from the Zapier Support Team with a way to improve your Code by Zapier Steps. A common question that I see relating to Code Steps is how to prevent them from erroring when a value mapped into the Input Data fields sometimes comes through as empty. Let’s consider this Python Code Step: If we try to test it, we get KeyError: 'value3' This is because when the contents of an Input Data field are empty, the key for that particular field isn’t created in the input_data object, so we’re trying to access something that isn’t there. The Input Data fields from the example above would create an object in the Code environment that looks like this: input_data = {"value1”: "hello", "value2": "world} We can see that because value3 was empty, it wasn’t added to the input_data object. Knowing this, we can catch the error and assign a default value instead. In Python, this could look like a try: except: Block. For example: This gives us the following result: As you can see,

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1 month ago

SamBCommunity Manager

published in Featured Articles

How to automatically organize and upload PDF attachments into specific folders?

Hey friends! This week I’m going to talk about how to create a Zap that will take PDF attachments received in Gmail and upload them into the relevant client folder in Google Drive. This guide specifically talks about how to to this with Gmail and Google Drive, but you can apply the same principles to other similar apps too! We’ll cover how to take specific PDF file attachments, create a new folder (if one doesn’t already exist) for them in Google Drive, upload the file to that folder. We’ll also get the Zap to send out an email to the client thanking them for sending us the file. In a rush? Setting up the trigger Setting up a Filter Extracting the client name Find/create the folder Upload the File Set up an autoresponder email Wrapping upIn a rush?You can download a copy of the Zap template for this workflow here:Upload PDFs into client's Google Drive folder and send email autoresponderSetting up the triggerFirst up we’ll need to set up the trigger that runs when a new attachment is re

16511

1 month ago

Troy TessaloneZapier Expert

posted in Show & Tell

GUIDE: Use Calendly API to Create Single-Use Scheduling Links

GUIDE: Use Calendly API to Create Single-Use Scheduling Links RESOURCESCalendly API Personal Access Token: https://developer.calendly.com/how-to-authenticate-with-personal-access-tokensCalendly API Endpoint: https://calendly.stoplight.io/docs/api-docs/b3A6MzQyNTM0OQ-create-single-use-scheduling-linkWebhooks: https://zapier.com/apps/webhook/help CONFIGUse the Webhooks app Action Event: Custom Request Method: POST In the Data field, replace the [uuid] with your Calendly Event UUID NOTE: You can find this by testing the Calendly Zap trigger for Invitee Created In the Authorization Header, replace with your [PERSONAL ACCESS TOKEN] Tips and Inspiration contributed by: Troy Tessalone - Automation Ace

1 month ago

JaredZapier Staff

published in Featured Articles

How to Find All Airtable Records in a View

Hey Zapier Community - Jared back with another post.Do you use Airtable?Airtable is a database App that is popular with Zapier users.And like any database app - Zapier users are frequently wanting to pull data out of those database tables to use in other applications.Our current triggers and actions (as of May 2021) provide a lot of options for getting at that data - but we do not currently have an action for finding all records in a View.Why might a user want to find all records in a view?Well - imagine we run a Construction Company - and our Equipment is used across multiple Jobs. So we’ve created a View specifically for tracking Equipment that is Checked-Out so you know which Equipment is in use.And we want to send ourselves a slack message every morning to review which equipment is currently checked out.Our current Find Record action would require us to look up each piece of equipment one-by-one.But using Webhooks by Zapier - we can make a GET request to Airtable and find all reco

219914

1 month ago

nicksimardZapier Staff

published in Show & Tell

Filters vs Paths vs Lookup Tables: A Visual Guide

Even the most seasoned Zapier user sometimes has a hard time deciding whether to use a filter with multiple Zaps, a single Zap with multiple paths, or a single Zap with a lookup table.We’re trying something a little different and providing a visual guide that hopefully helps to clarify when/why you might choose to use one over the other.Filters Paths Lookup Table Did This Help?FiltersIf you’re trying to have several different outcomes from your workflow, using multiple Zaps with a filter is one way to approach it.Click to enlarge.PathsSimilar to using multiple Zaps with a filter, Paths provide multiple outcomes using only one Zap.Click to enlarge. Lookup TablePerhaps the most misunderstood of all the options, a lookup table is beneficial when you’ve got specific fields that decide an outcome. Click to enlarge.Did This Help?Here in the Zapier community we’re always trying to create resources that are helpful to our members. We’d love to hear whether this helped to make sense of things,

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1 month ago

Troy TessaloneZapier Expert

published in Featured Articles

How to parse data with JavaScript Code step using .split()

We do our best to ensure that the code in these articles works as advertised, but please be aware that Zapier Support does not officially help with code steps due to their advanced nature. Feel free to comment on the article or ask in the Zapier Community, where we have code-savvy users.The split() method splits a string into an array of substrings. Split can be used to parse data, such as the contents of an email lead template.Check out the example below.How to Configure Copy the Codelet Content = inputData.Content;// .split()[0] returns the segment before the split value// .split()[1] returns the segment after the split value// \n is a newline// .trim() removes whitespacelet NameFirst = Content.split("First Name:")[1].split("\n")[0].trim();let NameLast = Content.split("Last Name:")[1].split("\n")[0].trim();let Email = Content.split("Email:")[1].split("\n")[0].trim();let Phone = Content.split("Phone:")[1].split("\n")[0].trim();output = [{NameFirst, NameLast, Email, Phone, Content}];

199015

1 month ago

Troy TessaloneZapier Expert

posted in Show & Tell

How to get a PDF version of a Google Drive file such as Google Docs, Google Sheets, or Google Slides?

How to Get the PDF Version of a GDrive File (GDocs / GSheets / GSlides) Did you know GDrive automatically makes a PDF version of the file available? Simply search for “application/pdf” in the returned response data of the Zap step! Example: GDocs Example: GSlides

1 month ago

debZapier Staff

published in Featured Articles

Automating your personal life

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!

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1 month ago

MarinaHZapier Staff

published in Featured Articles

Zapier Platform UI: A Complete Guide on How to Integrate with GitHubTutorial

Most of the apps at Zapier are built by developers using the Platform UI, which is a visual builder that allows you to get started quickly by connecting to your API and get your app out there to end-users: https://platform.zapier.com/build/add In order to connect any software to the Zapier Platform (and all 5000+ other apps supported by the Platform), that software will need to have a publicly-accessible API which you can use to build your Zapier Integration. For an intro to APIs in general, check out: https://zapier.com/learn/apis/ This guide teaches you how to create an example GitHub integration in 15 minutes or less with Zapier Platform UI. Explore Zapier's core features, learn how to add OAuth v2 authentication, triggers, and actions to an integration, and build a working integration. You'll then be ready to use the Zapier visual builder to make an integration for your own app.Ready to build your example GitHub integration on Zapier? Here’s what you need:A Zapier accountIf you h

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1 month ago

JaredZapier Staff

published in Featured Articles

How to dynamically set Google Sheet and Worksheet custom values

UpdateThe Original Post below should no longer be needed - the Zap Editor can now handle these dynamic mappings.For more details on the improved functionality see this post by Nick! The GoalSometimes we want to update a specific Google Sheet and Worksheet dynamically using Custom Values.These ID values may be passed from or created by an earlier step of the Zap.What we notice when we try this in the Zap Editor is that the Columns from the Sheet aren’t pulled in, we aren’t able to map fields from the previous step and we see the following message:Zapier had trouble retrieving custom fields from Google Sheets.There is a way to make this work.The only requirement is that *your Sheets must have the exact same column headers in the exact same order.*The steps below currently work for the Create Spreadsheet Row and Update Spreadsheet Row actions. To make this work with the Create Spreadsheet Row(s) action would require a multi-Zap setup.The SetupLet’s step through a simple example of how thi

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1 month ago

DanversZapier Staff

published in Show & Tell

Delaying a Zap until a specific time of day

Let's say that you have a Zap with any trigger, but you don't want the actions of the Zap to continue until a specific time of day. Perhaps you have an SMS service and you want to send the first message at 12pm after someone signs up, or maybe you want to gather all your new leads that come in throughout the day and send them to yourself at 7am every day. You can't do this with just one Delay step as 'Delay until' requires a specific date as well as time. So - taking the last example - you need one delay for if it's before 7am (to continue the Zap today at 7am) and one if it's after (to continue the Zap tomorrow at 7am).Thankfully you can do this pretty easily using the Formatter by Zapier app and a couple of paths. After the trigger step, add the Formatter step. Choose to work with Date/Time and then select the Format option.In the 'Input' field type: {{zap_meta_human_now}}Whenever you type that in a Zap, it creates a timestamp of whatever date and time it was when the action runs.For

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1 month ago

erinozZapier Staff

published in Featured Articles

How to manually map fields that do not appear in the sample data (aka "custom pill mapping")

Hi all, this is Erin Oz from the Zapier Premier Support Team with a tip for creating custom “pills” to map fields in Zapier. Background InfoSome apps have a hard-coded sample that is retrieved when creating a new trigger. In apps that allow custom fields, this can lead to a situation where the custom fields you’d like to use later in the Zap’s action steps are not shown in the sample. This often leads to placeholder errors, because the field sent in a live call is different than the field mapped from the sample. ExampleFor example, let’s say your trigger pulls in a default sample that shows an Address field:(view larger)You build your Zap, and you map the Address to the destination field in your action step. (view larger)But in your live form, the address field is called “Street Address”. When you turn your Zap on and it runs, you’ll see a placeholder error: (view larger)This can be confusing, because the address field present in the sample was mapped! In this case, the problem is that

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1 month ago

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