Getting started with Zapier

Learn the basics of Zapier.

Learn the basics of Zapier

Zapier is an online automation tool that connects your apps and services. You can connect two or more apps to automate repetitive tasks without coding or relying on developers to build the integration. This guide walks you through key concepts to help you get started with Zapier.

Tutorial Overview

What You'll Need

You will need a Zapier account to complete this tutorial.

Estimated Time

This tutorial will take 30 minutes to complete.

What You'll Learn

You will learn how to create single-step and multi-step Zaps, connecting two apps.

Getting started

First things first, you’ll need to setup a Zapier account. Once you’ve logged in, you’ll be taken to the Zapier dashboard, where you’ll be prompted to make a Zap, either by clicking on the button to the left, or via the ‘Create your own workflow‘ dialogue in the middle of the screen. This is great if you know exactly which apps you want to connect. However, if you’d like to explore some of the possibilities first, click on the black ‘Make a Zap‘ button to view some popular combinations.  

Zaps, triggers, and actions

A Zap, very simply is an automated workflow that connects two or more apps together. A Zap contains two main steps: a trigger (i.e. if this happens…), and one or more action steps (i.e. then do this…). When a Zap is activated, the action will follow each instance that a trigger event occurs.

For example, you might want to connect Google Sheets and Gmail together, so that when a trigger event occurs in Google Sheets, a Gmail action follows thereafter. 

Setting up your trigger

To add a trigger step, there are several things you’ll need to to:

  1. Select your trigger app: Remember, this is the ‘if this happens…’ app , e.g. Google Sheets.
  2. Select your trigger event: This will be the event that occurs within the trigger app, ‘New Spreadsheet Row’.
  3. Select your app account: You’ll need to connect Zapier with your trigger app account, e.g. Google account.
  4. Customise your trigger: Select what elements of your trigger app you want to use.
  5. Test your trigger: Test your trigger to see if it pulls in the right data.

When your trigger is set up successfully, a green checkmark icon will appear above the app icon.

Set up your action

Next, set up your action by choosing your action app and action event:

  1. Select your action app: You’ll see some popular apps on the action app screen, or you can search for an app using the search bar. 
  2. Select your action event: Select the desired action event that will occur every time the trigger event occurs, e.g. send email.  
  3. Select your app account: As with the trigger event, you’ll need to connect Zapier with your action app account, e.g. Gmail.
  4. Customise your action: Select the specific actions you’d like to occur within your action app.
  5. Test your action: Test your action to see if it’s working as expected.

When your action event is set up successfully, a green checkmark icon will appear above the app icon.

Customise your Zaps

If you’re on a paid Zapier plan, you can add further steps to your Zaps, to make them even more powerful. You can customise your Zap further with any of the following:

  1. Add action steps: You can add further action steps, to make your Zap multi-step.
  2. Paths: Add rule-based paths to perform different actions in your Zap based on different conditions.
  3. Filters: Only allow a Zap to proceed when a certain condition is met.
  4. Delay: Delay action events for a certain amount of time.
  5. Formatter: Change how incoming data is formatted for later steps.

Turn on your Zap

After you have set up, customised, and named your Zap, you’re ready to turn it on. Simply toggle the switch in the upper right.

Once your Zap is live, Zapier will run the action every time your trigger event occurs. You can view a log of all your Zaps in your Task History, which you can find on the dashboard menu.

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