A Zap is a blueprint for a workflow you want to do over and over automatically. Creating a Zap involves choosing a trigger, adding one or more action steps, testing the Zap, and finally, turning the Zap on.
To create a Zap from scratch, click the "Make a Zap" button from your dashboard.
Zaps can be made using two main components, triggers and actions.
A trigger is something that happens in an app that you want to be the start of a Zap's workflow. For example, if you want to take Wufoo form entries and add them to a Mailchimp list, Wufoo 'New Entry' is the trigger. There can only be one trigger in a given Zap.
An action is something your Zap does after a trigger occurs. To continue the above example, if you use a Zap to take Wufoo form entries and add them to a Mailchimp list, Mailchimp's 'Add Subscriber' would be the action for that Zap. A Zap can only have one trigger, but it can have many actions. There are two types of actions:
Clicking the “Make a Zap” button puts you in the Zap editor. The first thing you'll want to do is set up the trigger.
Setting up a trigger has several steps:
The steps for setting up an action are similar for both types of actions. At any time you can click to create additional actions or filters on the let hand side. Click the large + at the bottom left for the action to go at the end of the existing trigger and action(s), and use the smaller + between steps to put an action between two existing steps.
This step is the most critical in ensuring your Zap performs the action in the way you intend. In this step you'll see various fields from the action that you can fill in. Some are required while others are optional. Use the + button on the right of a field to bring up a list of fields you can use to populate. You'll see the fields available with options from your trigger, as well as any previous actions. Next to the name of the field is a sample value that helps to clarify what info you can expect to be in that field.
You can also type in a value you want to include in a field. Make sure anything you type in is something you want to be a part of every item your Zap creates though. For example, for the Mailchimp 'Add Subscriber' action, you might want to type in a value for a custom 'lead source' field, since every subscriber coming from that trigger would have the same source. You would not want to type in a value under 'Email', since every subscriber needs to have a unique email. For that you'd use this button on the right of the email field to pull in a value from the trigger or a previous action.
Search actions have an action field to use for the search. Many search actions also allow you to create a new item if the search doesn't find an existing record. For example, if a Salesforce lead is not found, you Zap can create a new one automatically. You can see which apps have search action capabilities here.
Once your Zap has been tested, you can switch it on. At this last step, you can give this Zap a name and also place it in a folder so that you can keep your Zaps easily identifiable and organized.
If you want to leave yourself a reminder about what a Zap is for, or how it works, you can add a note.
Notes are a simple, text-based way to add some extra context to your workflows. Try using them to keep a log of changes, track ideas about how to improve your process, or leave tips for a coworker who you share the account with.
To add a note to your Zap:
The "Add Note" link will turn into a "View Note" link, which you can use to see your note anytime. Visit that pages and use the "Edit" button to change the content of your note.
You can also customize your Zap by renaming your steps. When you expand a step in your Zap, you'll see a "Rename Step" option. Click it to override the default name with a snippet of your own.
Step names are more visible than notes, but there's less space for content. Try describing the purpose of the action you're renaming so you can tell similar steps apart.