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Last updated Nov 4, 2024: Updated images. The lookup table is one of my favourite tools in the Zapier toolbox. With this function, we can easily take information that comes to us from one app and transform it into corresponding information that we can send to another app. For example, let’s say you have an e-commerce store and you want to add each purchase to your accounting software. The problem you’re running into is that the SKUs you’ve set up in your store don’t match the product IDs in your accounting app. How do you make sure your purchases get recorded correctly? This is where a lookup table comes in handy. By creating a table that matches each SKU with its corresponding product ID, we can send each purchase on to your accounting files without having to worry about missing information. Think of the lookup table like the directory at your doctor’s office. You know your doctor’s name, but you don’t know which office they’re in. You head to the information desk and give your doctor
Last Updated: September 13, 2024 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 Further Resources Did This Help? Filters If 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. Paths Similar to using multiple Zaps with a filter, Paths provide multiple outcomes using only one Zap. Click to enlarge. Lookup Table Perhaps 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. Further Resources Add branching logic to Zaps with filters Add branching logic to Zaps with paths Create lookup tables
Hello there, Sam from Zapier Support here with a handy workflow idea for you! Intro In 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
The Lookup Table is an amazing tool to dynamically find relevant information. For instance, is app A sending the values “Apple, Banana, Citron”, but we’re actually looking for “123, 456, 789“ in app B? The lookup table can solve that! The only hurdle with the lookup table is that it lives inside a single Zap. Adding content can be tiring, and updating it requires you to manually adjust the lookup table. Good news! We got a solution for that, using Airtable! The setup We have an Airtable base setup like this, for instance: App A returns the name of the fruit, but we need the IDs! The steps to use: Formatter > Utilities > Line-Item to Text Find Many Records (With Line Item Support) in Airtable NOTE: The object we’re going to use is a line-item or array object. If you have a comma-separated string/text, you’ll need to use a Replace step (Formatter > Text > Replace) and use the same separator as below to replace the commas. The Line-Item to Text step The separator to use: <TriggerValue>",
Hello! Tim here from Zapier’s Premier Support Team with another workflow tip for you! Lookup Tables are a very useful part of the Formatter by Zapier app. They’re a utility action that can help you convert between different types of data you want to relate, like human readable names and record IDs for just one example. Lookup Tables are also a great alternative to Paths in many cases. Nick has a great writeup about that here . To build on the Lookup Table’s usefulness, we’ll look at two advanced workflows in this post. Multiple Outputs Lookup Tables take 1 input and provide 1 output with a default to fall back on. Have you ever wanted to lookup 1 input but get multiple outputs? We could use multiple Lookup Tables or a Google Sheet Find Row search, but there’s another way. By combining a single Lookup Table with a different Zapier feature called Named Variables , we can get more than 1 output from our Lookup. Named variables work almost everywhere in Zapier (with one exception being ins
A common workflow that we get asked about is something along the lines of: When someone buys Product X from my online store, I need to add them to the Bought Product X list in my email marketing app. At first glance, you’d think that Paths would be a solution, or maybe having multiple Zaps that each have a filter. While you can do it that way, and if the number of variations is small it may not be a bad idea, there’s another way to do it. Instead, you could try using a function of our Formatter app called a lookup table. In a nutshell, it allows you to look at the values coming into a particular field and set up various options for “when this comes in, output this”. Example: When “Product X” comes in the “Item Purchased” field of your online store, output “Bought Product X”. Then in your action step, you map the output of that lookup table instead of choosing one of the options from the dropdown. You can imagine setting up multiple input/output pairs for the various products whose purc
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 Lead This step is straightforward - the Zap triggers when we get a New Lead from Facebook - and provides us the data
Hey again, Zapier fans! In this article I'm going to explain what Sub-Zaps by Zapier is, how it works, and give some examples of workflows that you could build. Let's jump in! What It Is This app enables you to build reusable Zap components and systems by building and calling "Sub-Zaps". Ok, but what does that mean? When you build a Zap that has the Start a Sub-Zap trigger, it becomes its own workflow that you can "call" (connect to/send information to) from other Zaps. Still confused? Here's a quick example: https://community.zapier.com/featured-articles-65/an-example-of-using-sub-zaps-by-zapier-to-retrieve-an-access-token-11001 Don't be afraid of the use of the words "access token". In a nutshell, I had a process that I needed to use each time I wanted to perform certain actions (retrieving an access token) in a Zap. I could either create this in each and every Zap, which is not quick or obvious to do, or build a Sub-Zap one time that has everything I need, then "call" that Sub-Zap w
Today I'm going to cover a couple of different ways to segment leads. First we'll look at how to achieve this with Paths. Then we'll look at an alternative way of using a Formatter lookup table to segment the leads. Option 1 - Using Paths Setting up the Paths Setting up the Mailchimp action Option 2 - Using Formatter (Lookup Table) Setting up the lookup table Setting up the Mailchimp action Further Reading: Wrapping up Option 1 - Using Paths Regardless of which route we choose for this, one thing we will need is a way to identify what tag to add to the lead. For this we'll use the interest a lead selects in Facebook Lead Ads to determine what Mailchimp tag to give them. As you can see, the “What are you interested in?” field on my form has 4 options - Residential Properties, Commercial Properties, Industrial Properties and Land: Each Path in the Zap will be checking to see which of the interests the user selected. First things first, we need to set up a Zap using the desired app and tr
If you’ve been around the Zapier Community, you’ve almost certainly come across our first member spotlight guest, Troy Tessalone. Troy is one of our community’s most beloved and active members, along with being a top Certified Zapier Expert! We sat down with Troy to learn more about how his company, Automation Ace, has scaled with Zapier and how he views community engagement: —---------------------------------------------------------------------------- How did Automation Ace come to fruition? What's the story behind Troy? I've always been interested in technology, the internet, and puzzles, but didn't expect to get into online freelance consulting. I had been working in technical product management at startups for 10 years, and was ready for a change. While taking some time off to travel, I thought about what capabilities I had that I could offer while crafting a lifestyle career. I knew I was good with learning how to use apps, applying logic, and optimizing operations.I clued into th
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 Table The breakdown In 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). Each t
Disclaimer: This method may not play nicely with all RSS readers out there, so be sure to do some testing. Doing it this way worked for me when using it with an app called Feedwind, so I figured I’d share how I did it. UPDATE: As I was testing this out, to fix something in my own Zap, I hit a limit in Storage by Zapier (the data stored at any given key can’t be more than 25KB. The method below will work for a while — I’ve added dozens of entries — but I’m exploring alternatives, in order to get around the limit. Not long ago, I wanted to include a feed of our featured articles in the Community sidebar. Our Community platform, however, doesn’t provide a feed for forum categories, so I set out to create my own feed and keep it updated using a Zap. Here’s what I came up with. Apps We’ll Be Using In Google Docs The Zap Wrapping Up Apps We’ll Be Using Google Docs (for the RSS feed itself) A trigger app that provides new feed items (in our case: our Community platform, inSided) Google Drive
Hi there, this is Erin Oz from the Zapier Support Team with a workflow idea to share. A common workflow I see is users wanting to add a delay step and run on the following weekday. Date/time fields in Zapier can use relative information (like “Friday at 7pm”), but they’re not able to interpret this type of input: ( view larger ) Example This user would like to add a Delay Until step that will delay their Zap actions until the next weekday. One way would be to use Paths that filter on specific outcomes, but that might get tedious, since they’ll have to build a separate Path for the same set of actions. Using a Formatter Step and a Lookup Table will give us the following weekday, which we can then pull into the Delay Until step! 1. Create a Formatter step using the Date/Time Event and select “Format” from the Transform dropdown: ( view larger ) Type {{zap_meta_human_now}} into the Input value. The {{zap_meta_human_now}} inserts the current date into the Input. You should see this pill po
In my ongoing series of Expert Hacks/Tips (lol) I wanted to show how we use three simple formatter steps to "count" the number of line items in any situation. We can even use this same methodology to "count" the number of line items that match a specific value or condition. Here's a video walk through with text explanation below. Loom | Send a video. Not a thousand words. Scenario: So we're jumping in the middle of a zap where you already have a line item (say from a new invoice trigger in Quickbooks). And you want to count how many different products are on the invoice, or alternatively you want to count how many products of type=shoe are on the invoice. To count type=shoe lines Step 1: Formatter by Zapier: Utilities: Lookup table. Use the "Type" as the input Put "shoe" on the left of the lookup table and 1 on the right Leave the Fallback Value empty Step 2: Formatter by Zapier: Utilities: Line Item to Text Use the output of the previous step Step 3: Formatter by Zapier: Numbers: Spre
A common question we see in the Community is "can I set up a Zap that changes depending on the information from the trigger". This is called ‘conditional logic’, a process or action that changes if specific criteria are met. It's often described as ‘if/then’ or ‘if/else’ logic. In a Zap, conditional logic is useful in lots of situations: Only send a voucher code if the buyer is a new customer If the lead is hot, assign it to the sales team; if it’s cold, assign it to the nurture team. If someone is interested in fostering animals, send them an information leaflet and book an appointment with them, if they are interested in adoption, send them an application form. This article is for you if you know that you need conditional logic in your Zap but are unsure how to do it. We’ll cover different ways to add conditional logic into Zaps and explain the pros and cons of different approaches. The three ways of adding logic into your Zap that we will look at are Lookup Tables, Filters, and Path
The Challenge I want to automate scanned expenses receipts. The folder structure: expenses inbox 2020 1. Quarter 01_Jan 200105_expense.pdf 2. Quarter 3. Quarter 4. Quarter My desired workflow: The file with the naming structure YYMMDD_expense.pdf gets added to the expenses inbox folder. A zap would look for the right Year, Quarter and Month and move that file into that folder. A Proposed Solution One way to tackle this is to use a Lookup Table (more info) to output the proper folder, depending which month the Zap is triggering in. Then you can use a Formatter step to get you the YYMMDD format, which you can use as the title of the PDF. The tricky thing about lookup tables is that the incoming value has to be an exact match, so you’ll need the date to show you just the month — the Formatter can do this. NOTE: You can use any format (Jan, January, 01, etc) as long as what your Formatter outputs matches the value in your lookup table. This will make more sense as you keep reading below. I
Formatter Features: Date Add/Subtract & Compare Hey again, Zappers! Nick here, from the Community team. I’ll be taking you through some date-related features of Formatter by Zapier. Dates come in many formats, and the various apps you're using may not line up nicely with one another. Sometimes you have time zones to contend with, or maybe you need to figure out how many days between two dates. Today we’ll be looking at the following: Date Add/Subtract Compare Dates Date Add/Subtract This option can be found at: Formatter by Zapier — Date/Time — Add/Subtract Time What It Looks Like What It Can (and Can't) Do Before you start to make assumptions or get your hopes up, let's briefly cover what is and is not possible with Add/Subtract Time. Things you can do with this transform option: Add/subtract months, days, or hours to a given date Change the format for the finalized date Specify the precise format for the incoming date Things you can not do with it: Process multiple dates at a time (l
Have a question/running into an issue with Looping by Zapier? Or looking for common workflows and tips? This is a great article to check before posting! Common Workflows and Workarounds Delaying a loop Looping data in your spreadsheets/database Take your Looping by Zapier Zaps to the Next Level Looping by Zapier Community Heroes Thank you to @Troy Tessalone who has helped provide the most Looping by Zapier answers in our community!
Have a question/running into an issue with Sub-Zaps? Or looking for common workflows and tips? This is a great article to check before posting! From the Zapier Help Center: Sub-Zaps by Zapier FAQs Known Issues (Feature Requests & Bugs) Common Workflows and Workarounds Take your Sub-Zap by Zapier Zaps to the Next Level Sub-Zap by Zapier Community Heroes Thank you to @Troy Tessalone who has helped provide the most Twitter answers in our community!
We can now have up to five Paths in a Zap but, there are cases where five isn’t enough. And the thought of having to set up duplicated Zaps to handle more than five Paths isn’t ideal. It would be much easier to handle everything in a single Zap, right? That’s where the magic of using nested Paths comes in. Why use Paths and not a lookup table or Filter? Creating the Main Paths Adding the Nested Paths Name your Paths Further Reading Wrapping up! Why use Paths and not a lookup table or Filter? Well, let's say we want to trigger whenever someone enters a different stage in HubSpot. And we want to carry out different actions depending on the stage they're in. It's a simple enough workflow, but we’ve got a custom Lifecycle Stage set up with 10 different stages. Using a lookup table wouldn’t work here as different actions need to run for each stage. And we don’t want to use Filters as we'd have to set up 10 Zaps, one for each stage. We want a single Zap to handle it all. Paths is great for h
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