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

632 Topics

SamB
Community Manager
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

395794
A
2 months ago
jesse
jesseArchitect
published in Show & Tell

Different Ways to Create a Unique Random String within your Zap

Creating a random string to be used as an order/invoice ID (or anything else for that matter) is something that can be done pretty easily. Here's @nicksimard's approach:Pick a Formatter step and choose Numbers -- Spreadsheet-Style Formula. Then use RANDBETWEEN:The odds of ever having a duplicate are extremely low. If you wanted to, you could create two of these steps then combine the mapped fields, to make it even more unique, but there's probably no need.You could also create a Pick From List, choose random and have some preset options to choose from that you can add to the randomly generated number.Like this:OR, yet another way is to either use a field from the Trigger (or prior step) on its own, or combined with the randomly generated string: Hope this gives you some inspiration for how to randomly generate a string! Are any of y'all generating or using random strings within your Zap and if so, how are you using them? We'd love to hear about your use cases! 

193995
christina.d
10 months ago
TimS
TimSZapier Staff
published in Featured Articles

How to repeat action(s) in your Zap for a variable number of values

Last Updated: 05-27-2021UpdateThere is now a 3rd option for accomplishing this: Looping by Zapier!Looping by Zapier was built with some of the issues in mind that could crop up using a Code Step, like not inputting Line Item data with null values properly. It works similarly to the Code Step below behind the scenes, but has some nice bells and whistles, like Line Item support and more.You can read about it here: https://zapier.com/help/create/other-functions/loop-your-zap-actionsYou can add it to your Zaps by searching for Looping by Zapier as the app when adding a new Step.IntroSometimes we want to run an Action or set of Actions more than once in our Zaps. Today I’d like to show you how we can do that if the number of times we want to run that action is variable. In the world of programming, we can create loops that run a bit of code once for each of a set of values. We can do this in a Zap as well. If you don’t know how to code, that’s ok! It’s my hope that with this guide, you won’

1893639
A
2 years ago
TimS
TimSZapier Staff
published in Featured Articles

How To Parse Keys and Values From Line-Item Arrays Into Zapier Mappable Values

IntroSometimes we get data from a previous Step that contains multiple fields as as an array/line-item of names and values instead of individual values with their own unique names that we can map into later Steps. The source of the data could be any app, but more commonly it would be from an advanced action such as a Webhook Step. Let’s take a look at how we can make these values mappable.For exampleWe may want to map a value called firstname from a set of custom values but instead of being able to map that, we have data that looks like this: A Clarification on the Sample CodeThis code is a JavaScript variable assignment that creates an array of objects, and the objects contain an array of key/value pairs using JSON syntax.The variable output is assigned an array containing a single object. The object has one property called "custom_values", which has an array value. The "custom_values" array contains four objects, each of which represents a custom field for a specific information cate

1570211
zapinspro
7 months ago
nicksimard
nicksimardZapier Staff
published in Featured Articles

3 ways to extract/scrape data from websites

Mod Edit: 03-22-2023Before I start, I first want to say that there are LOTS of ways to scrape data from websites. The options I’m discussing below are the ones that make it the easiest to do (in my opinion), and relatively affordably for the average person.Let’s jump in!Browse AIAccording to them: The easiest way to extract and monitor data from any website. Train a robot in 2 minutes. No coding required.Zapier integration? Yes, see it here.Send to webhook URL? Yes, but it’s raw data and isn’t super easy to work with in Zapier.Free plan? YesSchedule data extraction? Yes. You can choose minutes, hours, days, weeks, months.Direct integrations? You can sync the extracted data to Google Sheets (and you can trigger a Zap on those newly added rows, if you’d like). Airtable is coming soon, according to their website. SimplescraperAccording to them: Extract data from any website in seconds. Download instantly, scrape in the cloud, or create an APIZapier integration? As of the writing of this a

134462
zayn mol
4 months ago
AndrewJDavison_Luhhu
AndrewJDavison_LuhhuZapier Expert
published in Show & Tell

Easy edit round robins using a Google Sheet

Mod Edit: 03-23-2022Round robins are pretty popular with my clients and I'm sure many others - usually used to assign leads evenly across a team when creating deals/contacts in CRMs like Pipedrive, Salesforce, Hubspot etc.While it's quite easy to create them using a lookup table in your zap, adding/removing/reordering means editing your zap each time which isn't ideal.I set out to find an easy solution to this - and managed to build a round robin zap that can be managed directly from a Google Sheet.It's starts with this template:Round Robin Template Column B and C are obvious, and more could be added as needed.Column A is the start of the magic - it marks that person's position in the RR using the formula "=ROW()-1"Notice what happens if you move someone from below the black bar into the RR - the positions remain correct:You'll also notice the count changes - this is achieved using another formula: "=COUNT(A2:A6)"The extra blank black row acts a buffer - when you move rows up into that

132588
AndrewJDavison_Luhhu
4 years ago
ClintEmsley
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

113443
Cronfree Time Scheduler
2 months ago
AndrewJDavison_Luhhu
AndrewJDavison_LuhhuZapier Expert
published in Show & Tell

Dealing with zaps that trigger multiple time simultaneously with random time delays

Non-instant trigger zaps poll their respective APIs once every 5 or 15 minutes depending what Zapier plan you're on.When multiple new items are found, this results in multiple zap runs triggering at the same time.This is often fine, but occasionally other apps in your zap might not be able to handle being inundated by new data all at the same time, causing zap errors.This happened with two clients of mine:The first has a Shopify store that at peak times can receive anything from 5 - 15 orders in a 5 minute period. One of their zaps creates Trello cards for each order and at times Trello would not be able to handle creating so many cards at once and would throw errors.The other had a zap that watches quite a busy RSS feed and sends the articles to Buffer. They found buffer would often throw errors when trying to post multiple articles at once.Auto-replay for failed zaps is a great feature, but not suitable for everyone - so I looked for a way to space out zap runs.A simple code ste

1110622
jesse
2 years ago
Danvers
DanversZapier Staff
published in Show & Tell

Select a random row/value in a Google Sheet

Let's say you want to send yourself a random motivational message each day, and you have a collection of inspirational quotes in a Google Sheet. We want to build a Zap that will trigger each morning and choose one of the quotes to send to you on Slack. Here's how you can do that.First, create your Google Sheet. For the first column, add the header 'Has quote' and have your quotes in the second column. In the first column, add this formula:=if(ISBLANK(B2),FALSE,TRUE)This will return the Value 'TRUE' if there's a quote in the quote column 'FALSE' if there isn't. You can copy this formula into every row - whether or not there's a quote in there now. Add your quote in the second column, and then add a third column called 'Row ID'. This third column will tell the Zap which Google Sheets Row each quote is on, which we'll need. Then create your Zap. In this case we're using Schedule as a trigger so that I can get an i

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T
3 years ago
Troy Tessalone
Troy TessaloneZapier Expert
posted in Show & Tell

TIP: Create unlimited unique task-specific email addresses with Gmail

Mod Edit: 03-29-2023TIP: Create unlimited unique task-specific email addresses with Gmail Gmail Article: https://support.google.com/a/users/answer/9308648?hl=en WhatQ: Do you want unique Gmail email addresses without having to create multiple Gmail accounts or aliases for specific tasks?A: Simply add a plus sign (+) and any word before the @ sign in your current email address.Messages will still reach you, and you’ll have an infinite amount of emails for different purposes. ExamplesIf your Google Workspace email address is test@tester.com, then you can:Sign up for newsletters with test+news@tester.com. Let prospective clients or customers contact test+questions@tester.com. Allow team members to surface urgent issues in your inbox by contacting test+urgent@tester.com.You can even combine these addresses with filters to automatically label and sort your messages. (read more below)For instance, filters can automatically archive and apply the News label to all incoming newsletters sent to

0
Troy Tessalone
1 year ago
erinoz
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

911016
janifer_rayen
3 months ago
PaulKortman
PaulKortmanZapier Expert
posted in Show & Tell

Error Handling For A Specific Step (aka Automatically Repeat A Step If It Fails)

I’ve run into this often and have a decent work around so by posting it here hopefully this can help others. The issue: Zapier steps that “depend” on the output from a previous step will fail if the previous step fails or has an issue. This can happen for a number of reasons, like the webhook step had an error, or (and this has been happening A LOT lately) an app like Google Sheets responds with an error like 500 “Server Error time out”. Or a search step fails and you don’t want to create a record Or the application doesn’t give you that option. I want to make my zaps smarter and to work around these issues. As you’ll see below It takes a number of extra steps and paths to do this, so I only do it on critical zap steps or where failures are common. For example if I try to post to a Google Spreadsheet and I get a time out error I want the zap to take a delay and then make another attempt. Or if there was a failure in finding a row or a contact or whatever the search was I want the zap t

7
E
1 year ago
TimS
TimSZapier Staff
published in Featured Articles

How to run multiple Zaps from one trigger

Mod Edit: 03-22-2022Hi there!Tim here from the Zapier Support Team with another workflow idea.BackgroundIf you’re running into one of these problems, the Webhooks by Zapier app can help:You want to Trigger multiple Zaps from the same Trigger, but your Trigger Zap doesn’t support creating as many Triggers as you need You want to create more than three Paths after a TriggerFor example, I recently helped a customer who was trying to set up Zaps that Triggered from events in Stripe. Stripe only allows a maximum of 16 outgoing webhooks and they needed to Trigger more Zaps than that. Because the Trigger used for most of the Zaps was the same, we used this technique to “duplicate” the Trigger from one to about 20 different Zaps. Every time Stripe Triggered the Starter Zap we set up, webhooks would duplicate and Trigger the 20 Zaps with the same information. Setting up the ZapsIn this example, we’ll look at duplicating one Zap with the Trigger we want to three more Zaps.Starter Zap:Trigger: Th

81123
A
6 months ago
ClintEmsley
ClintEmsleyZapier Staff
published in Featured Articles

Create Dynamic Formulas in Google Sheets Using 1 Task Instead of 2

Mod Edit: 03-17-2022Have you ever wanted to create a row in Google Sheets, and use a formula that references another cell in that row? If you’re in Google Sheets, you could just copy and paste that row, and the cell references will change automatically. But normally in Zapier, you have to do this: Create the new row so that we get the Row number Update the row with the formula using that Row number That’s because when we create a new row, we don’t know what the row number is going to be until after we create it! So we have to add the formula after we know the row number, which uses up two tasks to create just one row. But with a little bit of formula magic we can save that second task every time. We can do this by using INDIRECT and ROW.INDIRECT lets us use formulas to reference other cells. Normally if you wrote a formula like "SUM(A3,"B" & 3+3), this would not work because formulas will not work as cell references. In other words, this would not resolve to "SUM(A3,B6)", and we

79803
GetUWired
2 years ago
Danvers
DanversZapier Staff
published in Show & Tell

Using Extract Pattern to get phone numbers, emails and other types of text from a field.

How do you find a phone number or a username in the middle of a string? Sometimes you can use the Formatter Split text function, if the item will always be in the same place, but it’s not always that straight forward. That’s where the Extract Pattern function for the Formatter app comes in. You can find the Extract Pattern transform under the ‘Text’ functions for the Formatter. What it allows you to do is to find and extract patterns in text. The Extract Pattern function uses Regex to find the text that you need. Regex is short for ‘regular expression’ and it basically means that you’re giving a sample format for the step to find. You can learn more about Regex, including seeing a few examples in our blog post: How to Extract Email Addresses, Phone Numbers, and Links From Text Regular expression - Wikipedia The post also has some useful resources, like the Regex wikipedia page, which explains the syntax (rules) of Regex. Extract pattern is useful for pulling out user names, specific em

78767
G
3 years ago
paulminors
paulminorsZapier Expert
published in Show & Tell

How to use dynamic fields in filters

Hi everyone,I don't know if other people have already discovered this but I learned this today from Zapier support and thought it was worth sharing...Normally, when you set up a filter, you have to manually type the value of the filter i.e. the number or text you'd like the filter to check. This isn't great if the thing you want to filter is dynamic and the value is different every time. Wouldn't it be great if the filter let you pick a field from a dropdown menu (a bit like you do within an action step).Well, apparently you can type in a special variable which will get Zapier to pull the correct variable from the appropriate step.I explained this a bit clearer in this video hopefully: https://www.loom.com/share/7408dca840a24a439baff062ac0a586aAgain, not sure if I'm late to the game here. But I thought this was pretty cool!

76308
alex
3 years ago
AndrewJDavison_Luhhu
AndrewJDavison_LuhhuZapier Expert
posted in Show & Tell

Which zap are you most proud of?

What's your magnum opus of Zapier? A zap that's really interesting and/or a real time saver.For me it's a zap I've built that taps incoming tweets for mentions of Zapier, filters for a bunch of things (did you know, "zapier" means something in Polish) and then consolidates them into a morning digest spreadsheet for me to look at. For added bonus points I've added a path that alerts me on Slack to any tweets that contain a question mark. The idea being that these are people that might need help with Zapier that I can try and convert into customers.I'm interested to get some inspiration from others!

10
BlakeBailey
3 years ago
Wemakefuture
WemakefutureZapier Expert
published in Show & Tell

Run a Zap every 2 Weeks

Hey zapier folk,I had the problem that for a customer a Zap has to be executed every two weeks. I would like to present my solution to you and I'am open to alternative solutions or issues I haven't considered. First I used the trigger "Schedule by Zapier" and selected "Every Week" as the event.In a code block I determine the weeks between the current day and the beginning of time (1970 😀). After that I determine with the modulo operation whether the week is even (0) or odd (1). import datetimedate_delta = datetime.date.today() - datetime.date.fromtimestamp(0)return {"continue" : int(date_delta.days/7)%2}Then I check with a filter if the Zap should be continued in even (0) or odd (1) weeks. I hope the description is sufficient.

72561
TheDavidJohnson
4 years ago
TimS
TimSZapier Staff
published in Featured Articles

How to Get Line Items/Arrays into Code Steps

Tim here from the Zapier Support Team with a workflow idea!BackgroundIf you’re familiar with the Code by Zapier app, you’re probably used to working with all kinds of values, including arrays. In Zapier, arrays are generally called “Line Items” and sometimes it can be tricky to get them into a Code Step unscathed to run them through some custom process.Why is it difficult? All values added to the `Input Data` fields of a Code Step are converted into Strings and sent into the Code Step in that format. Arrays / Line Items get converted into Strings that are comma separated values. While it’s definitely possible to split those comma separated values back into arrays inside the code, we run into problems if the values themselves contain commas.To further complicate things, if we’re sending multiple properties of line items (multiple arrays that relate to each other) and some of the arrays have `null` or empty values, those will be completely dropped, so it can cause our input data to becom

725414
stevebauman
5 months ago
BlakeBailey
BlakeBaileyConnector
published in Show & Tell

Testing an Action Zap without Needing a Trigger!

Hey guys!If you're like me, you find yourself testing new zaps and zap ideas constantly. One common problem though, if you are just trying to test an Action, is that you still need a trigger! If you try and test your Action step without a trigger, you'll be hit with one of these: Instead of going through the hassle of setting up a trigger from an actual integration, simply use the 'Schedule by Zapier' utility as your trigger, and keep moving with your Action!You can set it up with any day and any time, so you don't have to waste any time figuring things out, also the test will always work, so it's a very quick fix. It might seem straightforward, but it can save a lot of time. Let me know what you use in these situations! :)

724126
AndrewJDavison_Luhhu
4 years ago
AndrewJDavison_Luhhu
AndrewJDavison_LuhhuZapier Expert
published in Show & Tell

Weird hack (or bug?!) that allows you to post a new GSheet row at the top instead of the bottom

So, I discovered this one by accident and I'm guessing this is a bug, either with Google Sheet's API or Zapier's integration, but I found a way to post a new row at the top of a Google Sheet instead of the bottom.Say you want a sheet with 4 columns - what you need to do is set up a Google Sheet with 6 columns. Important - the 1st column needs to be left completely blank - no header or anything data at all in that column.For the other columns you intend to use, the header row should be left blank.The final column you don't intend to use should have a header - this is so the other columns appear as mappable in the Zapier editor.You'll then want to put a dummy row in:Now try adding a row to that sheet with Zapier:I have no idea why, but if you test it, you'll end up with this:Test again with different data and it will still add the row at the top:The only possible use case I had for this is if you wanted to have all the rows on a Google Sheet trigger a zap at

70741
jesse
4 years ago
ChrisP
ChrisPConnector
published in Show & Tell

Using Twitter as a trigger for Liked tweets

When using this trigger you will see the option is "Liked tweet by a specific user":There is not an option for "triggered when anybody likes one of your tweets", which I would imagine is the more popular use case.Then you get to customization and a specific user is a compulsory field:Quick hack: Just insert "@" into that field and you will get all your liked tweets

68924
AndrewJDavison_Luhhu
3 years ago
Danvers
DanversZapier Staff
published in Show & Tell

Share your fabulous formulas! How have you used the Spreadsheet-style formula function?

One of the functions of the Formatter app is 'Spreadsheet Style formula'. It allows you to run the information from previous steps of a Zap through a formula. If you've not used Spreadsheet style formula in a Zap before, this guide walks you through how to add use them: Use spreadsheet-style formulas in Zap There's a whole bunch of different functions that you can add to the formula (this help guide documents all of them), which means that the possible applications for them are almost endless!Is there a particular function that you find yourself using a lot? Or did you create a nifty IF statement that you're particularly proud of? Share your formula tips and show off your creative calculations!

68487
Danvers
4 years ago
Malcolm Colman-Shearer
Malcolm Colman-ShearerZapier Expert
published in Show & Tell

Copper CRM: Getting around the limitations of the built-in integration

Hi all, if you're a Copper CRM user then this one's for you! Zapier's built-in integration with Copper doesn't support updating custom multi-select fields at the moment. So here's a post on how to get around that limitation, by using webhooks.https://www.optimi.co.nz/blog/2019/10/11/copper-crm-how-to-update-custom-multi-select-fields-via-zapier This gist of our post is this recipe which does most of the work with the native integration and the rest with web hooks:Set up your zap with a trigger and a Copper action stepGet your custom field definitions from the Copper APIHook up the Copper API to Zapier (via webhooks)Add a code step to format your multi-select data

680412
AndrewJDavison_Luhhu
3 years ago
Jared
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

678623
worafos9
3 months ago

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