Tips and Inspiration
Share and explore knowledge, tips, and cool projects .
- 211 Topics
- 513 Replies
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! :)
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
Happy new year!Have you ever wanted to pause a zap (let's call it zap A), trigger another zap (zap and wait for it to finish before resuming the zap A? I don’t know what techniques you might be using to build this kind of workflow but I know that one way of building it is to split the zap A into 2 zaps and have the second zap trigger the second half once it finished its work.While this might work fine, having a way to pause a zap and resume it at a later time would be nice!Pause and Resume is a custom integration I built just for that. If you would like to give it a try, you can find an invite link at the end of this post.Usage:Assuming that you have 2 zaps: A and B where A triggers B at some point. The trigger for the zap B has to be Webhook by Zapier.1. In A, when you want to trigger the zap B:Add a Pause Zap step. Set the webhook URL to be the webhook URL for zap B. Set the payload to whatever you want, it will be sent to zap B. Test this step and add the steps that would run when
Q: Can Zaps be triggered instantly from Airtable?A: Yes, read on...BackgroundZaps with an Airtable trigger are NOT “instant” and can take up to 15 minutes to fire depending on your Zapier plan. They’re not ideal for certain use cases, especially when time is of the essence.Here's how to get around that though!PrerequisitesZapier Paid Plan (needed to use Webhooks in Zaps) Airtable Paid Plan (needed to use Scripts in Automations)AppsZap with a Webhooks trigger Airtable Automation with a Run Script actionFirst, start with the Zap...ZapGOAL: Create a Zap that has a ‘Webhooks’ trigger with a ‘Catch Hook’ for the trigger event.StepsTrigger: Webhooks - Catch Hook (The provided webhook will be placed into the Airtable Automation Script.)Action: [Configure the rest of the Zaps action steps as you desire.]Next is the Airtable Automation…Airtable AutomationGOAL: Create an Airtable Automation with a ‘Run Script’ action.StepsTrigger: [select from available Airtable triggers shown below]Action: Run
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 linesStep 1: Formatter by Zapier: Utilities: Lookup table. Use the "Type" as the inputPut "shoe" on the left of the lookup table and 1 on the rightLeave the Fallback Value emptyStep 2: Formatter by Zapier: Utilities: Line Item to TextUse the output of the previous ste
Has anyone had a chance to play with the new Google Assistant integration? If so, how have you found it? What workflows have you created? More importantly, how has it saved you time?! We'd love to hear your success stories, if you share yours you could be featured in our blog!
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
Hi all!I'm putting together some blog posts - a roundup of decent Zapier tutorials out in the wild. I already keep a spreadsheet with links to good ones I find, but I'm sure I've missed a few (and maybe some of you want to plug yours).What I'm looking for:Either video tutorials or well-written, good-length blog post guides (with screenshots).Can be beginner, intermediate or advanced level (I'll do a few different posts).Can be focussed on just Zapier or "How to use Zapier + X app to do Y thing".Excited to see what people have! 😀
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
Hello!In this tips and inspiration part of the community, I'd like to ask you about inspiration. The problem I have is that I do not know where to introduce automation. I certainly can see some proposals in most popular tasks on Zapier website, but too many of them look like the increasing of entropy in my life.Could you please write here about Zaps that indeed made your life better? I guess I and readers of this topic will find the inspiration while reading your stories.🙂Beforehand thank you!
Hi everyone,I have recently answered a question about finding a zap that is associated with a webhook URL without having to open every single zap to look for which one contains the webhook URL. So I wrote a script that can actually scan all the zaps and then outputs the zap URL that is associated with webhook URL provided by the user.This obviously requires the user to open the Browser dev tools then paste the script and replace the webhook URL before executing the script. I thought this had to be simpler, so I went ahead and built an open source Chrome extension for it.I hope this can be helpful for anybody who might need it.LinksThe script: https://gist.github.com/ikbelkirasan/601dd8a51f458bf09d5ce44a102b9fd0The extension repository: https://github.com/ikbelkirasan/zapier-utils
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!
One of the best ways to send automated emails in Zapier is using an email template. This template can be hardcoded HTML in a send email action step using a Zapier email app such as Gmail or Outlook.However, having this email message hardcoded would be a pain to maintain since the Zap would have to be deactivated if a change to the template was required. Futhermore HTML isn’t user friendly. The person creating or editing the template would have to know how to write HTML code.Wouldn’t it be easier if this template was a beautiful Google Doc instead of HTML?But how do you get that Google Doc to spit out HTML when you need to send it as an HTML email? Here’s how.The first step is to ensure the Google Doc has a publicly viewable URL by sharing it with at least “Anyone on the Internet with this link can view”. Next copy the link. It should look like:https://docs.google.com/document/d/1-P9leFZWlzw93Rq5M4Gmsa5UinOgRp6wj7tpP6k7tXA/edit?usp=sharingFinally replace everything from and including t
This week’s Workflow Wednesday article is going to be a little different. Rather than dive into a particular workflow I’m going to highlight some interesting apps I found in our directory. More specifically, these are triggers and actions that enable you to do some pretty nifty things with images/screenshots.NOTE: I haven’t necessarily tried all of these extensively, it’s not an endorsement of these particular apps, and this is by no means an exhaustive list. I just thought these could be handy for some of you.CloudConvertCloudConvert converts files between more than 200 supported formats: documents, image, spreadsheet, presentation, audio, video and more!Capture a WebsiteCreates job to capture a website as PDF or create a website screenshot as JPG or PNG.No advanced features here but when I’ve used this in the past it’s worked well. PikasoPikaso is a tool that lets you screetshot tweets.Screenshot TweetTakes a screenshot of a tweet.Providing a tweet’s URL, you can then produce images
Hey experts! This is something I'm sure all of you can connect with. I'm looking to help as many people as possible to leverage technology, automation, and good strategy. Therefore, I've recently started a YouTube channel to summarize some of the concepts I've been teaching for years. I really look up to all of you in this group, so it's your ideas and suggestions that I value most. This is my first (actual) video, so any and all feedback or suggestions from you guys would be very much appreciated.I'll also be making content specific to different tools, comparisons, concepts, and specific integrations (as long as I can keep myself on track and focused :P ).
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
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!
With Slack's new built-in automation tool Workflow builder... Meet Workflow Builder: the simple way to streamline tasks in Slack ...I've been thinking a lot about the ways in which we already automate tasks in Slack and possible new ideas along those lines. With Zapier being a fully remote company we rely on Slack for everything from team-wide announcements and project collaboration to water-cooler chat and sharing pictures of our pets! We use Zaps and webhooks to create bots to help us with tasks and also use third party apps to run things like stand ups and polls. How do you use Slack to automate things in your day to day life?
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!
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
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
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
Log in to the Community
Use your Zapier credentialsLog in with Zapier
Enter your username or e-mail address. We'll send you an e-mail with instructions to reset your password.