/ How to

How To Create New Workflows and Automations in Zapier

Zapier is a popular no-code automation platform that allows you to connect various apps and services to create automated workflows called “Zaps”. With over 6,000 integrated apps, Zapier provides endless possibilities for automation.

In this article, we will walk through the key things you need to know to get started with creating workflows and automations in Zapier.

What is Zapier and How Does it Work?

Zapier is built on the concept of “triggers” and “actions”. A trigger is an event that initiates the workflow. An action is what happens after the trigger occurs.

For example:

  • Trigger: New response to a Typeform
  • Action: Create a new row in a Google Sheet with the response data

So in plain language, you can think of Zaps as:

“When this happens, then do that.”

Every Zap consists of at least one trigger and one action. You can also add multiple actions to create more complex, multi-step workflows.

Creating Your First Basic Zap

Creating a new Zap is simple and only takes a few minutes. Here are the basic steps:

  1. Choose a trigger app and event: Browse Zapier’s app directory and select the app with the trigger event you want to base your workflow on. Common triggers include new emails, new calendar events, new files in Dropbox, etc.
  2. Select your action app and event: Next, choose what action you want to occur after the trigger fires. Popular actions include creating tasks, sending emails, adding rows to a spreadsheet, etc.
  3. Connect accounts: You’ll need to connect Zapier to the relevant apps you want to use by signing in to your accounts.
  4. Set up the workflow: Map which pieces of data you want to flow from the trigger to the action. You can rename, omit, or rearrange this information as needed.
  5. Test & turn on: Test your Zap with sample data to ensure it works as intended. When ready, turn your Zap on to activate automation.

And that’s it! Within minutes you’ve created your first automated workflow with Zapier.

Advanced Zapier Workflows

As your needs grow more complex, Zapier provides advanced features to build more powerful workflows:

  • Multi-step Zaps: String together several triggers and actions for end-to-end processes.
  • Code steps: Add JavaScript code to customize functionality between steps.
  • Filters: Limit automations to only run when they meet defined conditions.
  • Delay steps: Build in time buffers between steps to mimic human behavior.
  • Paths: Create conditional logic for “if X happens, do A. If Y happens, do B” scenarios.
  • Lookups: Standardize data formats across apps with tables and scripts.
  • Webhooks: Connect to non-Zapier tools by making or receiving web requests.

While the basics are simple to use, these advanced options provide the flexibility to create intricate, customized workflows tailored to your unique needs.

Best Practices for Automation

Here are some key tips for succeeding with automation in Zapier:

  • Start small: Don’t bite off more than you can chew early on. Build a foundation with simple 2-3 step Zaps first.
  • Keep it simple: The more complex a Zap becomes, the more prone to failure it is. Stick to essentials whenever possible.
  • Monitor regularly: Check in on your Zaps routinely to ensure they are running smoothly and as expected.
  • Build for scale: Consider how Zaps will need to adjust as your business grows over the next 1-3 years.
  • Document thoroughly: Add detailed descriptions and outline the logic to each Zap for future reference.

By following Zapier best practices around simplicity, monitoring, and documentation, you’ll set yourself up for automation success as you expand workflows.

Real-World Automation Examples

To give you ideas of how Zapier could be leveraged, here are just a few real-world use cases:

Sales

  • New HubSpot lead → Starts clock in Toggl
  • Close won deal in Pipedrive → Post in Slack with revenue details
  • Form submission on landing page → Creates Airtable record

Marketing

  • Receive tweet mentioning your brand → Saves image to Dropbox for reposting
  • Someone registers for a webinar → Adds to Mailchimp audience
  • New RSS feed post → Auto-tweets link

Customer Support

  • New Zendesk ticket → Creates Asana task
  • Receive Facebook message → Forwards into Help Scout
  • Support agent solves Help Scout ticket → Posts resolution to public forum

Productivity

  • Complete Asana task → Creates new Trello card
  • New Google calendar event → Sends SMS reminder day before
  • Receive important email → Saves email to Evernote with tags

As you can see, Zapier makes it fast and simple to connect the apps you use into more efficient automated workflows.

Ready to Get Started?

With a basic understanding of how Zapier works and real examples to inspire your automation, you’re ready to start streamlining workflows!

Sign up for a free Zapier account to start connecting your apps and automating repetitive tasks. Zapier also offers live chat support and an active community forum if you ever get stuck.

Remember to start small with your first couple Zaps, thoroughly test and monitor them, and document your workflows. Before you know it, you’ll be automating like a pro!

So what are you waiting for? Go give Zapier a try today!

Related Posts