Zapier Workflow

A Zapier workflow, often called a “Zap,” is an automated sequence of actions that connects two or more different apps to automate repetitive tasks without requiring coding. It works on the principle of “When this happens, do that.”

Key Components:

• Trigger: This is the event in one of your connected apps that starts the Zap. Think of it as the “When this happens…” part. Examples include:
  • Receiving a new email in Gmail.
  • A new lead being created in a CRM like Salesforce or HubSpot.
  • A new form submission in Google Forms.
  • A new tweet mentioning a specific keyword (on Twitter).
  • A new file being added to Dropbox or Google Drive.
• Action: This is the task that Zapier performs automatically after the trigger occurs. This is the “…do that” part. A Zap can have one or more actions. Examples include:
  • Sending a notification in Slack or Microsoft Teams.
  • Adding a new contact to your CRM or email marketing list (e.g., HubSpot, Mailchimp).
  • Creating a new task in a project management tool like Trello or Asana.
  • Saving an email attachment to Google Drive.
  • Posting a message on social media (e.g., Twitter, Facebook).
• Steps: A Zap consists of one trigger and one or more actions, arranged in a sequence.
• Filters (Optional): Filters allow you to add conditions to your Zap, so the action only runs if certain criteria are met. For example, you might only want to save email attachments if the subject line contains a specific word.
• Paths (Optional): Paths (also known as “branches”) let you create different sequences of actions based on specific conditions. For example, if a lead comes from a certain source, you might want to send them a different follow-up email.

How a Zapier Workflow Operates:

1. Trigger Event: Zapier monitors the trigger app for the specified event.
2. Data Retrieval: When the trigger event occurs, Zapier retrieves the relevant data from the trigger app.
3. Filters and Paths (If Configured):
   • If a filter is set up, Zapier checks if the data meets the filter’s conditions. If not, the Zap stops.
   • If paths are configured, Zapier evaluates the conditions for each path and proceeds down the path whose conditions are met.
4. Action Execution: Zapier then performs the action(s) you’ve defined in the Zap, using the data from the trigger (and potentially previous actions).
5. Automation: This entire process happens automatically in the background, saving you the time and effort of manually moving information between apps.

Creating a Zapier Workflow (General Steps):

1. Sign up or log in to Zapier.
2. Click “Create Zap” or “Make a Zap.”
3. Choose your Trigger App: Search for and select the app where the automation will begin.
4. Select a Trigger Event: Choose the specific event in that app that will start the Zap.
5. Connect your Trigger App Account: You’ll likely need to log in to your account for the trigger app so Zapier can access it.
6. Set up Trigger Options: Customize the trigger by specifying things like which mailbox to watch, which form to monitor, etc.
7. Test your Trigger: Zapier will ask you to test the trigger to ensure it’s working correctly and to provide sample data for setting up the action.
8. Choose your Action App: Click the “+” button to add an action and search for the app where the automation will perform a task.
9. Select an Action Event: Choose the specific action you want Zapier to perform in that app.
10. Connect your Action App Account: Log in to your account for the action app.
11. Set up Action Options: Customize the action by mapping data from the trigger (or previous actions) to the fields in the action app. For example, you might map the “New Email Address” from your trigger to the “Contact Email” field in your CRM action.
12. Test your Action: Zapier will allow you to test the action to see if it works as expected.
13. Name your Zap: Give your Zap a descriptive name.
14. Turn your Zap “On.”

Examples of Zapier Workflows:

• Save Gmail Attachments to Google Drive:
  • Trigger: New Attachment in Gmail.
  • Action: Upload File to Google Drive.
• Add New Facebook Leads to HubSpot CRM:
  • Trigger: New Lead in Facebook Lead Ads.
  • Action: Create Contact in HubSpot.
• Send Slack Notification for New Trello Cards:
  • Trigger: New Card in Trello.
  • Action: Send Channel Message in Slack.
• Create Google Calendar Events from New Eventbrite Orders:
  • Trigger: New Order in Eventbrite.
  • Action: Create Detailed Event in Google Calendar.
• Tweet New Blog Posts Automatically:
  • Trigger: New RSS Item in your blog’s RSS feed.
  • Action: Create Tweet in Twitter.

Zapier is a powerful tool for automating a wide variety of tasks and connecting the different apps you use daily, ultimately saving you time and increasing productivity.