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Create lookup tables in Zaps

Available on plans: Free Pro Team Enterprise With a lookup table, you can automatically match data from one app with the corresponding data needed by another app. You can then use the value returned by the lookup table to set a custom value for dropdown menu fields. Example If your trigger app sends the customer's email but your action app needs a customer ID, you can create a lookup table to match the name to the correct ID, and use the result in an action step. This article explains how to create a lookup table using either Zapier Tables or a Formatter step. Each app offers different features, so you can select what works best for your use case: Use Zapier Tables if: You need to match the same value to multiple pieces of data, for different apps. You want to share access with teammates to maintain the lookup table. Use Formatter if: The data you want to check comes as line items. Formatter can repeat the process for each line item in your data. You want to set a backup value in case the data received is not available in the lookup table. Zapier Tables Formatter Use Zapier Tables When using Zapier Tables as a lookup table, you need to create at least two fields: a lookup key and the result you want to use in another app. You can also create more fields if you're using different values in different apps. 1. Create your table You can start your table using the lookup table template. If you do, your table will have the following fields: Key: a field to enter the original values that you want to check, coming from a trigger or action app. Value 1, Value 2 and Value 3: you can fill these fields with the corresponding values you need. Tip You can also start from a blank table. Learn more about Zapier Tables. 2. Customize the table You can remove any of the value fields that come with the template by clicking the field name and then clicking Delete field. You can also add extra fields by clicking the + icon on the right side of the table. 3. Add the table as a step on your Zap Once you have filled out the table, you can add it to your Zap. If you already have a Zap started, you can add an action to it. If you're creating a new Zap: From your table, click the Linked assets icon on the left sidebar. The Zaps tab will be displayed. Click + Create to start a new Zap. In the dialog box, click + Start from scratch. Click Start building your automation. A new window or tab will open with your Zap. In the Zap editor, click the Action step. A dialog box will open. In the search box, search for and select Zapier Tables. The right sidebar will open to the Setup tab. Click the Action event dropdown menu and select Find record. Click Continue. 4. Set up your step In the Table ID dropdown menu, select the table you created. In the Filter Count dropdown menu, leave it as 1. In Lookup Field 1 dropdown menu, select the field to search by. This should be the field that contains the information you receive from your trigger. Set up the trigger for your Zap. 5. Map the Zapier Tables output to another action step Once you have your trigger and the Zapier Tables step ready, you can add a new action at the end of your Zap. This step will receive the corresponding value from the table. Follow the steps to add a new action. Once your app is connected, click the field that will receive the table value. In the dropdown menu, click the name of your Zapier Tables step. Select the name of the field you want to send to this app. Use a Formatter lookup table step 1. Add a Formatter step In the Zap editor: In the Zap outline, click the Action step or the plus sign + to add a new action. A dialog box will open. In the search box, search for and select Formatter. The right sidebar will open to the Setup tab. Click the Action event dropdown menu and select Utilities. Click Continue. 2. Set up your transform Click the Transform dropdown menu and select Lookup Table. In the Lookup Key field, select a field from the trigger or a previous action step. The Zap will use this value to search the lookup table for the correct row. In the Lookup Table fields: Key: In the left column, enter the text for each key. This should match the data the Zap could receive from the trigger. This column is case-sensitive. Value: Enter the corresponding value for each key in this column. This is what the Zap will pass on to other steps, if it finds a matching key. Click + Add value set to create more key and value pairs. (optional) In the Fallback Value field, enter a value to be used if there is no matching key. Example If your sales team inputs the customer name in a spreadsheet, but you need the customer ID to find them in your CRM app, you can add the customer's name to the Key column (for example, "Jane Doe"), and the corresponding ID to the Value column (for example, "12345"). You can then add a line for each customer so that the Zap can pass the correct value to other steps. 3. Test your step Click Test step. If the transformation is successful, the step will return the value associated with the key, or the fallback value (if you set one). Note If the field you use as the lookup key is blank at the time the Zap runs, the lookup table will not return any matches. In that case, the Zap run will send no value, as the fallback value is only used when there are existing values but no matches. Once you’ve set your lookup table step, you can add other actions to use the result in your Zap.

Zapier Tables error: Nothing can be found for the search

SymptomsWhen using a Zapier Tables search action in your Zaps, you get the error message “Nothing could be found for the search.” You’ll see this error in the details of a Zap run.CausesThis happens when: The record you are searching for does not exist in the table, or another Zap that should create it has not yet created it. The search criteria for a record do not match the corresponding data in the table, such as: The mapped field in the Lookup Value field(s) contains data in a format different from that in Tables. The search operation type or number of Lookup fields set is overly restricting your search. How to fixTo fix it:Check that the record you are searching for exists If it does not exist, amend your search action to create a record if it cannot find one: Go to your Zapier Tables search action. In the Configure tab, select Create Zapier Tables Record if it doesn’t exist yet? checkbox. Complete any fields you need for a new record. If another Zap creates your record and is running after your affected step, add a delay step before your Zapier Tables search action. This will prevent your Zap from running until the record is created. Adjust the search criteria. In your affected Zapier Tables action step, adjust the Operator(s) field. Review the number of Lookup fields you are using. This step will find only records that match all lookup fields. Review the mapped field you are using to lookup records Ensure that the field you mapped provides values that match the record's field in Zapier Tables. If the field you mapped from a previous step does not always send a value, replace it with a field that consistently does. If you do not have a different field: Add a Formatter step to set a default value as a fallback whenever your mapped field has no data. Add a filter or paths before your search step. This will allow you to define what the Zap should do if the mapped field does not receive data from the previous step. If the mapped value comes in a different format than what you use on your table, you can use Formatter by Zapier to match what Zapier Tables contains. Learn more about getting started with Formatter.

Common Problems with Airtable on Zapier

Instead of the values shown in a cell, we're getting a referenced cell's ID If instead of this: You get this: That means that these are linked records — in other words, they're being pulled from another table. We get IDs for those because the data being shown isn't actually in those cells. As a workaround, you can create a formula column and select the lookup column name as the formula. This pulls in the lookup values as text so they can come across to the Zap the way you would expect. I want to add multiple different values to my "Multiple Select" Airtable field but they're all merged If you're trying to add multiple options to fields like this: Separate the values with commas when mapping them in the Zap editor, either like this: Or by placing commas between fields you insert from a previous Trigger or Action, like this: My calendar views are not listed in the trigger's dropdown menu Zapier can only display the normal Grid view from Airtable when setting up the triggers. We do not currently support the Form, Calendar, Gallery, or Kanban fields. That said, when you create these views, you typically get to specify a new group or field to be created in the Main Grid view, and you can then use a Filter by Zapier step to check for that specific group or field you created for that view. The Zap will only continue if that group or field is coming from the trigger. My Airtable "New Record" or "New Record in View" trigger is only returning "created_at" and "id" fields, even though I have more data than that! Empty records in Airtable still count as trigger records to Zapier. So, if you have empty records at the bottom of your table, Zapier will pick those up in testing. Likewise, if you create new empty records (which Airtable may do automatically if you hit the 'enter' key while editing a record), those will trigger your Zap without any additional data. Then, if you update that empty record later to add data to it, it will not trigger your Zap. To fix this, make sure that you delete any empty records from your tables. A row was added to my Airtable view but it's not triggering my Zap Airtable only sends Zapier 200 rows from a view at a time. The row order is based on the created_date, so the newest created rows are at the top. If something was created months ago but now qualifies for the view, it may never be seen and thus not trigger the Zap. Here's an example: Let’s say you created 1 row on 2020-12-01 (we'll call this Row A). You then created 200 rows on 2020-12-02 (well call these Rows B). You then created 1 row on 2020-12-03 (we'll call this Row C). Then, on 2020-12-04, you updated all the Rows B to meet the criteria of the view. All of those would trigger the zap. Next, you updated Row A to meet the criteria of the view. This row wouldn't ever trigger the zap because it would be at the bottom of the list (since it was created before Rows B) and so it would be the 201st row. We'd never be notified about it. Finally you updated Row C to qualify for the view. This one would trigger because it would be the first row of the 200 that we'd see. One workaround here is that you can add an additional step to the end of your Zap to update something on the row, so that it's moved out of the view. That way the view will never grow above 200. Airtable is ignoring my date field If you are using Create Record or Update Record actions to update a record with a Date field, Airtable requires that the date/time be in "ISO" format. Any other format will be ignored. To update the record with the current time, you can use the Zap Meta Human Now timestamp to send the current time in UTC timezone, in ISO format, to Airtable. (Advanced) Searching for a table by name via Webhook fails If a webhook makes a request to https://api.airtable.com/v0/{appId}/{table name} it does not work with the User-Agent: Zapier header, which we automatically add. It returns a 404 (table not found) error. However, if you use the table ID, or if you remove the User-Agent: Zapier header, it will work. The preferred solution is probably to use the table ID. However, you can also make it work by adding a User-Agent header in the webhook fields, with any value that is not blank, and not Zapier. Summary: If you pass the table name, and if the User-Agent header is Zapier, it will return 404. If either of those two things is false, it works. Table ID & Zapier as User-Agent: 200. Table ID & not Zapier as User-Agent: 200. Table name & not Zapier as User-Agent: 200. Table name & Zapier as User-Agent: 404.

Identify sales opportunities in support tickets template guide

This article guides you through how to implement the identify sales opportunities in support tickets template.Jump to the setup instructionsHow this workflow worksThis system automates the identification and tracking of sales opportunities from support tickets. It analyzes ticket tags and customer information from Zendesk and HubSpot to identify potential sales leads and creates records in a dedicated Zapier table for sales follow-up, bridging the gap between support and sales teams.Products, by Zapier tools, and apps used Products Zaps Tables By Zapier tools Filters AI by Zapier Code by Zapier Formatter by Zapier Webhooks by Zapier Apps Zendesk HubSpot ChatGPT Tip This template is a great starting point, but you can customize the workflow —adjusting triggers, actions, apps, or conditional logic—to suit your specific needs. RequirementsTo use this template, you must have: Zaps Paid Zaps plan or an active trial Tables Free or paid Tables plan 1 table(s) available Learn more about Zapier plans.Step by step instructionsBefore you startBefore you start setting up this workflow, you should: Clarify what sales opportunities look like in your support tickets.Consult with your sales and support reps to identify the specific cues, such as customer tags, plan types, or email type, that indicate sales interest or enterprise readiness. Set up your workflowOnce you have the template in your account you’ll be directed to its Canvas, where you will find everything you need. To activate this workflow, follow these steps: Get Zendesk to send new and updated tickets to your Zap. Review Zendesk’s documentation on creating webhooks to interact with third party systems. Your endpoint URL will be the webhook located in your Zap trigger. Tailor the Zap to identify your sales signals. Adjust the “Code by Zapier” step to detect the Zendesk call tags your company uses. These tags might be applied manually by support, selected by the customer in a form, or assigned automatically. Align the domain filters and second AI prompt with your company’s sales-ready criteria. How to edit each Zapier productTo edit steps, click the arrow icon. This will open a new window with the Zapier product for you to edit. Tip Click View Note on each associated step to view detailed information. These notes provide an overview of the step’s function and include specific instructions on how to set it up. Zaps Tables For your Zaps: Edit Zaps: Review each Zap step. Look for the notes icon within each step for specific guidance and instructions. Connect apps: Add or select which app connection you want to use. Customize data: Input any custom data specific to your organization. Publish Zap: Click Publish in the upper right to turn the Zap on. For your tables: Modify fields: (Optional) Change the data type for existing fields. Changes are saved automatically. Share access: (Optional) Share access to the table with other members. Tip You can come back to your template any time to continue working on it. It will be available from the Canvas home. Test your workflowTry different real-life scenarios to make sure everything is working smoothly. Here are a few to get you started: Valid sales lead: Add the “company” tag to a Zendesk ticket. This will create a record in the "Sales Lead ID Table" with result "Sales Eligible" and add a relevant comment to the Zendesk ticket. Contact form indicated interest: Add the "cf-sales-question" tag to a Zendesk ticket. This will create a record in the "Sales Lead ID Table" with result "Sales Eligible" and add a relevant comment to the Zendesk ticket. No sales opportunity: Create a Zendesk ticket with no relevant sales tags. Verify that no record is created and no comments are added to the Zendesk ticket. Invalid domain lookup: Create a Zendesk ticket with an email using a free domain (e.g., gmail.com). Verify that the Zap does not find an association and no sales lead is created in the table. Learn more about:Testing Zap steps.Once your testing is complete, your Identify sales opportunities in support tickets system will be ready to use!TroubleshootingIf you encounter any issues while setting up your template, refer to the following resources for troubleshooting steps: Troubleshoot Zaps Troubleshoot Zapier Tables

Zap field won't accept your data

Some fields can only accept certain types of values and will result in an error if the wrong type of value is given. 1. Check if your value matches the field type Identify the Zap field type, then check if the data you’ve selected from your previous step or manually input matches what the field is expecting. Example If the Zap field is a number field, it will only accept number values. If a text value is provided, the number field will not accept it. 2. Modify the field value Your field value may need to be modified for it to be valid. You can use Formatter to transform data, such as formatting phone numbers and dates, truncating text, removing HTML tags, and more. Example A date from Google Calendar comes through as March 02, 2020, but the app needs the date in the format 03/02/2020. You can use a Formatter step to modify the date format of the value received from Google Calendar. 3. Use a lookup table Some apps expect the data to come over in a particular format, whether that's a name, ID number, or something else. If the two apps you are using don’t match in terms of how they refer to a field (e.g., one uses a name and one uses an ID number), you may need to use a lookup table in order to get the correctly formatted value. 4. Check if the value exists in the app It may be the case that to add a particular value dynamically to a dropdown field, you need to add it to the app first. Go to the app's page in Zapier's App Directory to see if there are any actions that allow you to create an additional option for this dropdown field. Example If you are dynamically updating a tag and you want to ensure the new tag is created each time, you can use an action such as "Find or Create Tag." If it’s not possible to create the value with a Zap action, you may need to revisit your workflow to see if there is a way to have unified terms in both apps. 5. Experiment with different types of values If you’re not sure why your field data is being rejected, it can be helpful to find some examples of what is allowed. This can provide some hints as to whether you need to just make some small modifications to the formatting of your data, or if you need to try an entirely different type of data altogether. If the issue persists, contact Zapier support.

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