Zaps#

A Zap is a specific link between two services you've connected on Zapier. For example, New Salesforce Contacts to Add Mailchimp Subscriber would be an example of a Zap. If you wanted to move those same Salesforce contacts to an additional Mailchimp account or an additional Mailchimp list, that would be a second Zap. You can see all your Zaps from your Dashboard.

Zap in Dashboard

A Zap can be in one of three states: Draft, Off, or On.

Draft Zaps#

Draft Zaps are incomplete, missing data that is necessary for them to be turned On. Click that Zap from the dashboard to enter that Zap and make the changes necessary to complete it.

Draft Zap

Off Zaps#

Off Zaps are Zaps that can possibly be turned On, but are not currently checking for new data or performing tasks. To make a Off Zap On, click the On/Off switch on the right of that Zap in the dashboard. To edit the Zap, click anywhere else on that Zap.

Conditions where Zaps are Automatically Turned Off#

  • Your trial ends or you downgrade to a plan that doesn't support premium apps and your Zap involves 1 or more premium applications.
  • We receive multiple errors everytime the Zap tries to run. We will notify you via email if this happens.

Off Zap

On Zaps#

On Zaps are checking for new data, and performing the action when the trigger is met. On Zaps only see data that has come across since the Zap was On. This means that while a Zap is Off, any data that comes in will not be recognized when the Zap is turned On again. To edit the Zap, click it from the dashboard.

On Zap

Tasks#

What is a Task?#

A Task is counted each time your Zap successfully performs an action/search or passes a filter. Visit this page for more on how Tasks are counted.

Dashboard#

Your dashboard is where you can manage your Zaps.

Dashboard

The Dashboard is composed of 3 parts:

  • On the upper side of the dashboard, you can access your profile, make a Zap, as well as search for Zaps
  • On the left hand side of the dashboard, you can access and create folders to organize Zaps
  • On the right hand side of the dashboard, you can see a list of Zaps under your account.

Make a Zap!#

This button brings you to the Zap editor where you can create a new Zap.

Make-a-Zap

Profile#

Clicking on your Profile picture/name shows you what plan you're under, the number of Zaps and Tasks you have as well as when your Zapier monthly usage expires. It also gives you access to your Zaps, Settings, Task History, Connected Accounts, Support docs, Developer page and let's you Log out of your account.

Profile

Search my Zaps#

This search bar lets you search for a particular Zap in your account.

Search

My Folders#

You can organize Zaps now using the Folders function. Clicking on the + button enables you to create new folder.

Folders

Zap options#

Each individual Zap has their own options you can use. By clicking on the down arrow icon for an individual Zap, you can expose the different options for that Zap.

Zap Options

Run#

By clicking the Run button, you will prompt any polling Zaps to look for new data. The Run button is available if the Zap is not Instant

Zap Run

Edit#

By clicking the Edit button, you'll be taken to the Zap editor for that particular Zap where you can make changes.

Zap Edit

History#

By clicking the History button, you'll be taken to the Task history for that Zap.

Zap History

Copy#

By clicking the Copy button, you will duplicate your Zap, including all fields you've mapped inside the Zap. The copy can be found under Off zaps.

Zap Copy

Rename#

By clicking the Rename button, you will get a text box to rename your Zap. This is the name you can use to identify your Zap in the Dashboard or Task history

Zap Rename

Move#

When you create a new folder, the Move button becomes available. This button enables you to move a Zap from one folder to another.

Zap Move

Delete#

Clicking the Delete button removes the Zap from your Zapier account. By clicking the Delete button, you will get a prompt asking if you "Really?" want to delete the Zap. Click the "Really?" to confirm the deletion.

You can find Deleted Zaps back in your Trash Can where they can be restored if you move them out of the Trash within 30 days.

Zap Delete

A Note About Held Tasks#

When a Zap has tasks that are being held (if it triggered too many items at once, for example) it can not be turned off before the tasks are either replayed or deleted. The Delete option will not show up in the dropdown menu:

alt text

Click on the "See Tasks" or "Help me Fix It" links in order to process those held tasks. Once you've done so, you will then see the Delete option and be able to click it.

Explore#

Explore#

Welcome to your Explore dashboard! Find popular Zap Templates, ideas on how to automate apps you use, and latest tips to grow your business all in one place.

See a different Explore page? Stay tuned! The new Explore dashboard is coming to your Zapier account in upcoming weeks.

Explore dashboard

What Do You Want to Automate Today?#

Select apps you want to connect to start making your own Zap! Clicking on the search box will show you a list of all the apps you’re following or have connected. You can also search by typing in an app’s name. Then, configure your Zap by selecting when this happens (when a new spreadsheet row is added in Google Sheets), then do this (send channel message in Slack action). Click on “Make a Zap!” to continue setting up your Zap in the editor and harness your new productivity superpowers.

Make a Zap

Learn more about making your first Zap.

Task History#

Your Task History is where you can see all the activity from your Zaps. It's a log of everything that Zapier tried to automate on your behalf. You can see all the data we get in and send out, so it's a great place to troubleshoot if something's not working as you'd expect.

How do I find my Task History?#

You can find your Task History from the tabs at the top of your account like this:

Task History

Or by directly going to this page: You can view your Task History on your account here: https://zapier.com/app/history

How do I filter my Task History?#

To help you track down a specific Task a little faster, you have a few ways to filter your task history results.

Filter bar

You can filter by results for just one specific Zap, the error status of the task that happened and also you can specify a date range in which the task will have run.

Specify a date range

If you are looking for something more specific than that, there is also a search you can use to filter by a keyword or phrase that will have been the data for that task.

Search Tasks

You can also combine more than one (or all) of those filters to narrow down your results even further.

What does the "status" of a Task in my Task History mean?#

Each Task may have one of 5 statuses:

  • Success: This Task was completed successfully.
  • Filtered: This Task didn't pass the Filter condition.
  • Stopped: This Task ran into some error running, click it for more details. If a Zap hits too many errors in a row it will be automatically paused.
  • Waiting: This Task is waiting to complete. Zaps that have a Delay by Zapier step or are scheduled to Autoreplay will have this status.
  • Holding: This Task is being held. Please refer to the Holding Reasons section for more information.

Statuses have associated reasons to give you more information about that task.

Stopped reasons include:

  • Errored: This Task ran into some error running, click it for more details. If a Zap hits too many Stopped tasks due to Zap Issues in a row it will be automatically paused.
  • Halted: This Task was stopped on purpose by Zapier. Unlike Zap Issues, many halted Tasks will not automatically pause your Zap. For example, MailChimp rejects duplicate email subscribers to an email list. Instead of logging this as an error, Zapier will mark it halted.

Waiting reasons include:

  • Delayed: Used by the Delay by Zapier actions waiting to run.
  • Scheduled: Used by the Autoreplay feature for replaying later.

Why do my Tasks have a status of Holding?#

  • High Task Use: Too many (100+) of these Tasks were triggered at once. This "flood protection" prevents a significant number of tasks being performed by mistake. This helps keep your Task usage down and prevent tedious work correcting those unintended Tasks.
  • Reconnect {App Name}: The connection to one of the apps used in the Zap is broken. Reconnect the app from the Connected Accounts page first before replaying these Tasks.
  • Upgrade Needed: The account has passed its plan limit for Tasks or Zaps, or using a Premium App no longer supported by the plan. To replay these Tasks, an upgrade will be required first.
  • Payment Issue: The payment information on the account has expired. To replay these Tasks, updating this payment information will be required first.

Once the held reason has been resolved, these Tasks may be replayed.

How long do you store my Task History and what information is stored?#

In your Task History you can filter to a specific Zap's activity using the dropdown at the top. You can also filter on specific statuses and reasons.

Your Task History will not show activity if your Zap checks for new data and does not find any. If it gets an error while checking for data, that will be reflected by a Stopped status and appropriate reason.

Your Task History will store a maximum of three months rolling data of your tasks (but we can only guarantee a month rolling) or the last 10,000 tasks -- whichever comes first. If you need to keep longer term records of your task usage, we recommend regularly exporting your task history as a back up.

How do I export or download my Task History?#

You have the option of exporting your Task History to CSV by selecting tasks and using the Download action from the action dropdown.

How do I replay a Task that was not successful or had an error?#

There are a two ways you can replay tasks: manually and autoreplay.

Autoreplay: available to Professional Plan or higher users, automatically retry Zaps which encounter an error. Details here.

Manual task replay: available to all paid users, replay or fix non-successful Tasks that ran.

You can replay tasks individually or in bulk (up to 5,000) by selecting one or multiple tasks and clicking the Replay action button. You can monitor the status of your replay job in the notifications dropdown. Once it completes, you will see a summary of the results.

Replaying a Zap only executes the failed tasks, not successful tasks. So for example, say you have a Zap that triggers when a new contact is added in your CRM, sends an email, then updates a Google Sheets spreadsheet. Let's say the email gets sent successfully the first time the Zap runs. Replaying the Zap will only attempt to add the contact to your spreadsheet, NOT to send the email again.

Sometimes we are unable to replay your selected tasks and you will see the reason listed in the notification box. Reasons we may not be able to replay a task include:

  • The zap is paused: turn on your zap to replay these tasks.
  • The zap has been deleted: tasks associated with a deleted zap will not replay.
  • The zap has changed too much: tasks associated with a zap that has changed significantly will not replay.
  • The task is too old: tasks that are older than 2 months will not replay.
  • The task was already completed successfully: tasks that have already played successfully will not replay.
  • The task is already scheduled to replay: tasks that are already schedule to replay are will not replay.

In certain cases replay will be unavailable. This can occur due to an internal issue or when a replay job is already in progress. In these cases, wait for the job to finish or the internal issue to resolve and try again.

How do I delete Tasks from my Task History?#

You may choose to delete your Tasks from Task History. This will remove them from your Task History but it will not remove them from your Task count. Visit this page to learn more about what counts as a Task.

Select one or more Tasks, then click the Delete button to delete them from Task History.

What do the "Data In" and "Data Out" tabs mean?#

In your Task History you'll notice that each step for a task has a "Data In" and "Data Out" tab.

Trigger data#

On your Trigger, "Data In" is data we Sent initially to your Trigger Zap. In the example below, here's the info we Sent to an RSS feed with the "Data In" tab:

On the "Data Out" tab, you'll then see all the data that we received on to us from your trigger app. In the example below, here's the info we received from an RSS feed via the "Data Out" tab:

Action data#

On Action and Search Action steps, "Data In" is the data we sent to your Action app. In the example below, you can see the data we sent to Twitter:

On the "Data Out" tab, you'll see any data we received back from your app. Some apps return a copy of what was added, but not all apps or actions will have any data to send back to us here. So it's not unusal for "Data Out" on an action to be blank. In the Twitter example from before, you cannot select "Data Out" since Twitter has nothing to return to us.

Why is my Action step missing data in my Task History?#

If you ever notice that some of your data in your Task History results is in curly brackets like this {{ - it means that we didn't get anything sent on for that field from your trigger.

In this example here, it looks like we're missing a "Message Text" field:

The best thing to do is check out the "Data Out" tab on your Trigger step, that will show you all the data we got sent on from the trigger Zap. In this example, it looks like there was no "message text" sent on from Slack. So we'll likely want to re-map the Zap template and choose the "text" field instead.

To do that, first re-test your Trigger step in your Zap, that will ensure your Zap has an up to date sample in. Then delete that field on your Zap template step and re-add it in from the insert fields drop down.

Settings#

The Settings page enables you to edit different configurations for your Zapier account.

Settings page

You can access this page at any time by clicking on your profile on the upper right hand side of the site and clicking on Settings.

Settings gif

You can also access the Settings page by using this link: https://zapier.com/app/settings/profile

Profile#

On the profile screen you can update your Gravatar, name and set your timezone.

Email Address#

From this screen, you can change the email address associated on your account. When making changes to the email address, you must confirm those changes by verifying your current email address and password.

Note - the new email will be sent a message to verify the change. The email will not be changed until the link in that email is clicked by the new owner.

Email Address

From this screen, you can also connect or disconnect your Google account. If you connect your Google account you'll be able to sign in to your Zapier account using your Google username and password. You will continue to be able to use your Zapier email address and password for logging in.

Password#

From this screen, you can change the password associated with your account. When making changes to the password, you must confirm those changes by verifying your current password.

Change Password

Email Notifications#

From the notifications page, you can manage all the emails you receive from Zapier.

  • Activity Schedule - You can receive summary emails of the Tasks your Zaps have performed. Daily, Weekly, and Never are the options.

  • Zap Alerts - This option will notify you when your Zap receives an error from the Trigger or Action app connected to your Zap.

Email settings

You can also subscribe or unsubscribe from all communication from Zapier, excluding a few transactional emails like forgotten password using this page.

Billing & Usage#

From this screen, you can:

  • View or change your current plan.
  • View and update the card linked to your account.
  • Update your company name / email that shows on your invoices.
  • View your upcoming and past invoices to Zapier.

Team#

If you are the member of a team with Team Accounts you can view your team members here, see their Zapier usage and invite new members.

Only team owners can remove members.

Security#

Here you are able to enable or disable two-factor authentication, view or disable your authorized applications, and disable SSL checks.

Data Management#

Visit the Security page in Settings to manage your data.

Export Data#

If you would like to export your data from Zapier, you can do so by selecting the Export option.

After you click Export, you'll receive an email containing your Zap and Task data. The download will be a folder with two files.

  • zap_data.json - contains a JSON representation of all undeleted Zaps for a user.

  • task_history_download_urls.csv - contains a list of URLs where Task data can be downloaded. Because Task data is extremely large, we break it into pages and offer separate downloads. Each row has two values, a descriptive name, and the URL where the page of Task History can be downloaded.

Delete Data#

If you would like to delete your data entirely from Zapier, you can do so by selecting the Delete option.

After you click Delete, you'll be asked to confirm your request.

WARNING: This will wipe your account and reset it to a brand new state. You will not be able to recover your data. Please use caution.

You will receive an email confirming your request.

Delete Account#

If you want to delete your account, you must do so yourself. For security reasons we will never delete your account for you.

  • Go to this page: https://zapier.com/app/settings/delete
  • Go through the process to confirm your account
  • Type your account email in the top box, and "DELETE" in the bottom box.
  • Click the red button to "Delete your Account(s)"

If you've created your Zapier account using your Gmail account, you will need to set your password first followed by disconnecting your Google account in your settings here: https://zapier.com/app/settings/manage-email before completing the steps above.

WARNING: This is permanent and can't be undone. All Accounts, Zaps, developer apps, and account connections will be gone forever. This includes any Teams you may have created under the same address.

Import/Export#

A regular question we get in Zapier is: Can Zapier import/export my data from App A to App B?

Unfortunately, Zapier is not designed to mass import/export your data between two apps. We can only trigger from new data added to App A and send it over to App B only after creating and turning on a Zap.

While Zapier can't natively import/export existing data from one app to another, we do have methods one can employ to get around this limitation.

If you are able to get your data into a spreadsheet format like an excel or CSV file, you can use Google Sheets as an intermediary app in creating a Zap that mimics an import/export function of data from one app to another.

Using Google Sheets for Import#

If you have data previously existing in one app that you'd like to move elsewhere, Zapier can help you move those provided you can export the apps data into a spreadsheet formatted file.

Here's an example of what your spreadsheet of data might look like. This example is a list of email addresses imported from an email marketing app in CSV format:

example spreadsheet data

Suppose we want to transfer these 5 contacts from the email marketing app to a CRM app. What we can do here is setup a Google sheets Zap to send over the data to another app.

Below are the steps on how to set this up

Here's what you'll need:

  1. A spreadsheet of imported data
  2. A new Google Sheet to paste the imported data from #1
  3. A zap with a Google Sheets "New Spreadsheet Row" Trigger

Part 1. Setting up the Google Sheet#

  • First, you will need to create your new Google Document

Create new Google Document

  • In Row 1, copy in the column headers from your imported spreadsheet file:

Copy Column header from sheet A

  • Paste those over to the new Google Sheets Row 1:

Paste Column header to sheet B

  • Go back to your imported spreadsheet file, copy the second row of data:

Copy Row 2 from sheet A

  • Paste those over to the Google Sheet Row 2:

Paste Row 2 to sheet B

Part 2: Create the Google Sheets Zap#

  • To setup the Trigger, use the "New Spreadsheet Row" Trigger and point it to the new Google Sheets spreadsheet that you've created in Part 1.

Google sheet new spreadsheet trigger

  • Afterwards, set up the action for the app you want the data sent to. In this example, we are transferring over the information to a CRM app.

    When setting up the action template, you should see all the columns from the spreadsheet as available fields which you can use to map out the action template.

Setup CRM action template

  • Once you've finished setting up and testing the Action template. Turn on your Zap to make it live.

Turn Zap on

Part 3: Putting it all together#

  • Copy the remaining data from the imported spreadsheet into the Google Sheet.

Copy spreadsheet A data

  • Paste this over to the Google Sheet. Make sure that you're properly pasting to the right columns:

pasted spreadsheet content

  • That's it! After you copy your data into the Google Sheet, the Zap you've created should trigger from these newly added rows. Once processed, the new data should transfer over to your action app (For example: The transferred information was used to create new contacts in the CRM app)

imported data from CSV transferred over to CRM app

Warning: If you have hundreds or thousands of rows in your spreadsheet, you may get throttling errors if you try to copy them all at once. We recommend copying them in at a rate no greater than 100 rows every 20 minutes

If you have multiple types of objects you'd like to create such as contacts, leads, opportunities, etc you'll need a different Zap for each of those, as they'll each require a different Action from the Zap.

Using Google Sheets to Export data for use with another platform#

Whilst it's not possible to export historical data from another app using Zapier, if you have been collecting continuing data to a Google spreadsheet, you can use the collected data for export to another app.

Below are examples of Zaps you can use in conjunction with other apps to collect data:

Lots of apps can take and import spreadsheet data via a CSV formatted file, you'll need to check the particular documentation for your app to make sure your column headers are correct first.

Creating a Zap#

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Create a Zap

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.

Terminology#

Zaps can be made using two main components, triggers and actions.

Triggers#

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.

Actions#

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:

  • App actions - An action of creating something in an app. Our example of creating a Mailchimp subscriber is an example of an app action.
  • App searches - App searches can be used to look up info to be used by a later action. For example, a Zap could look up the details of a Trello card that has a certain name, so that the description or due date from that card could be used by a later action.

Zap Editor#

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 Triggers#

Setting up a trigger has several steps:

  • Choosing the App - At this stage you can pick the app to be the trigger. By default you'll see any apps you've already connected to Zapier first, followed by the most popular trigger apps. If you have a specific app in mind, use the search at the top to narrow down to the app you want.

  • Choosing the Trigger - At this stage you pick the specific trigger for that app. Some apps have many triggers so make sure to pick the one that represents the workflow you want. There's descriptions next to each option to help clarify what each will do.

  • Choosing an Account - At this stage you'll pick the specific account for that app that you want the Zap to use. If you have already connected an account for that app to Zapier, it will show up as an option. There's also the option to 'connect a new account' to make sure the proper account is being used.

  • Trigger Options - Some triggers have different options that you have the ability to customize. For example, if you used the Mailchimp 'New Subscriber' trigger, you'll need to pick which list in your Mailchimp account you want the Zap to monitor.

  • Testing the Trigger - The last trigger step is the testing step. In this step, your Zap will try to get up to ten unique samples from the trigger, which makes it easier to match up fields and test actions. Select the sample you want to work with in your Zap and switch between samples at any time.

Setting up Actions#

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 left-hand side. Click the "+ Add a Step" button at the bottom left to add an action at the end of a Zap, or use the "+" button between steps to put an action between two existing steps.

  • Choosing the App - Just like with triggers, you'll pick the app that will have the action performed on it. By default you'll see any apps you've already connected to Zapier first, followed by the most popular action apps. If you have a specific app in mind, use the search at the top to narrow down to the app you want.

  • Choosing the Action - At this step you'll pick the specific action for that app. Some apps have many actions, and some also have App searches that can be used. There's descriptions next to each option to help clarify what each will do, so you can be sure to pick the appropriate action for your workflow

  • Choosing an Account - Also like with triggers, at this stage you'll pick the specific account for that app that you want the Zap to use. If you have already connected an account for that app to Zapier, it will show up as an option. There's also the option to 'connect a new account' to make sure the proper account is being used.

Set up Action Template#

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#

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, your Zap can create a new one automatically. You can see which apps have search action capabilities here.

  • Testing the action - Like with the trigger, the final step is testing the action. The sample you selected from testing the trigger will be used, and you can see exactly what values will be used in each field for your action. When you click to 'continue & test' the action, the Zap will be performing the action on the app account you have connected, so keep that in mind in case the action could lead to unintended consequences in testing(e.g. sending an email to someone who wasn't expecting one). If you want to test another sample to make sure your Zap formatting is correct, go back to your trigger step and select a new sample.

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.

Adding Notes and Renaming Steps#

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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.

where to add a note to your Zap

To add a note to your Zap:

  • Click the "Add Note" link beneath the title of your Zap, on the upper left of the screen.
  • You'll see a blank text field appear. Click in the text field, and type whatever you like.
  • Once you're happy with your note, hit the blue "Save" button.

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.

How to rename a Zapier step

You can also customize your Zap by renaming your steps. When you expand a step in your Zap, you can use the drop-down menu in the upper-right of the step to select the "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.

Triggers#

Trigger steps are the part of your automations that tell your Zaps when to run. When you are building a Zap, Step 1 is your trigger. There are two types of triggers, and they can help you to determine how and when your Zaps will run.

Polling Triggers#

Zaps operate on a “polling” basis. This means we check in with the application's server on a regular interval, and that interval is determined by your Zapier subscription plan (this will be either every 5 minutes or every 15 minutes). All the updates we receive within that 5- or 15-minute window will be processed the next time we poll for updates.

Timing and precision of Polling Triggers#

Your Zaps will poll approximately every 5 or 15 minutes. Polling is distributed across our servers in a queue, and polling times are not always exact. This means if you try to time multiple Zaps to happen in a specific order closely together, it may not happen as you expected.

You might also not be able to time your Zaps to happen at an exact minute. For instance, if you use Schedule by Zapier to schedule a Zap to run at 5 PM daily, it will run the first time your Zap polls after 5 PM, which could be anywhere between 5:00 and 5:15 depending on your Zap's polling cycle.

Can I control when my polling Zap runs?#

It is not possible to control exactly when your Zap runs due to the factors outlined above.

Instant Triggers#

You may see that some Zaps have an “Instant” badge in your dashboard that looks like this:

Example instant badge

When your Zap says it is Instant, this means it uses a webhook-based trigger. Webhooks are a way to immediately, pro-actively receive notifications. When we receive a webhook from another application, we process it immediately. Most often, your other service provider will send these webhooks to us promptly. (This isn't always guaranteed.)

Timing and precision of Webhook Triggers#

Since webhook-based triggers are not on a cycle, their timing should be fairly predictable. All the same, if you are sending a large number of webhooks within a few seconds of each other for example, we do distribute the load across multiple servers. If you expect webhooks that very closely follow each other will be processed exactly in the order in which they are sent, between network and processing factors this might not always be reliable.

Connected Accounts#

The Connected Accounts page is where you can see all the different services you have connected with Zapier. You can access it from the toolbar towards the top of the screen.

Connected Accounts

From this screen you can add a new account, view your currently connected accounts, view how many zaps each account uses, and rename, test, reconnect, or disconnect those accounts.

How do I connect a new account to Zapier?#

You can connect your accounts to Zapier in one of two ways:

The first option is to head to the Connected Accounts page as mentioned above, click on the "Connect a new account" drop-down, search for and choose the app you'd like to connect, and follow the on-screen instructions.

Connected Accounts dropdown

The second option is to create a brand new Zap in your dashboard, choose the app you'd like to connect in either Step 2 or Step 3, and follow the on-screen instructions.

How do I delete or remove an account from Zapier?#

To remove an existing account that you've connected previously, navigate to your Connected Accounts page and click on the "Disconnect" button:

Disconnect Account Button

Connecting a Second (Alternate) App Account to Zapier#

There are a lot of cases where users have 2 different accounts with a particular app (e.g. two email accounts with Gmail). In Zapier, you can connect as many accounts as you want (with rare exceptions). That being said, we sometimes get these questions:

  • Why can't I connect a 2nd account for my app?
  • Why does it always add my original app account when I try to add another account?

Usually, what happens here is that you currently have an open session with an app, i.e. you're currently logged in to the account. Therefore, Zapier uses that logged in session when adding a new account.

To get around this, follow the steps below:

  • Open an incognito window in your browser.

Incognito window example

  • Login to Zapier using that incognito window.

Zapier Login page example

Screenshot of Connect a New Account modal

  • Since you're in incognito mode, there would be no open sessions/cookies for the said app. This should force the popup login to appear for that app.
  • Add the correct login details for the 2nd app.

Viola! The 2nd user login details should be added now. Don't forget to rename the connection using the pencil icon to help identify the new connection.

Important to note: Even Incognito windows will hold on to your session information. If you go on to connect another account with these Incognito windows still open, it'll connect the same account you just connected! Close all open Incognito windows and start over again to connect your next account.

How Testing Your Zap Works#

Testing your steps is an important part of setting up your Zap. In this guide we'll talk about how the different test stages work and why they are important to your Zap's setup.

What Does Testing do?#

  • Testing your trigger pulls in a sample for us to use when you set up your action.
  • Filter tests show you how your filter would work if your Zap was live.
  • Testing your action step enables you to perform that action to make sure your Zap is working as expected.

Testing Behavior#

  • Testing your Zap data runs from top to bottom. So if you re-test your trigger, to pull that data through to your bottom step you will need to retest each step from top to bottom to bring down the data.
  • Therefore, if you add a step in the middle of you Zap, you will need to retest any later steps after your new one.

Testing your Trigger#

Testing your trigger will pull in an example of what you want to trigger your Zap. This will either be sample data set by the app, or a very recent trigger that happened on your app. For example if your trigger is "Typeform New Entry," the trigger test will bring in a recent submission from your form.

Tip - if we can't find a result right away, we might need a more recent sample. So try performing the trigger in your app and the retesting this stage.

Previewing your Data during setup#

You can easily test that the data you're populating in your template is correct by using the Preview Toggle.

The Preview Toggle is available in any action or search step. To use it slide it back and forth to toggle between fields and values in your template.

Testing your Action#

Testing your action will actually perform the job your action is set to do. So if my Action is "Gmail Send Email", my action test will actually send an email.

It will use the data based on your trigger and any other previous steps. So if your action test fails as a required field is missing, it may be that you need to do a new trigger test.

Before we test your action, we will show you a summary of what will be sent. Like this:

If you see a field rather than an answer on this page, that means we do not have anything from the trigger to send on here.

In the example above, it looks like the form submission from the Trigger test didn't have an email address filled in that field, so we have no email to send an email to. As there is no email, this test will result in an error (it's not possible to send an email without an email address to send it to).

You'll want to retest your trigger to make sure the missing field is present so you can retest your action successfully, or if you are confident your Zap will work from now on you can skip this action test and turn on your Zap.

Testing your Filters#

Testing your filter is a little different as the test cannot fail here. It either shows you if you Zap would have continued to the next step or would have been filtered based on your Trigger and filter criteria.

In this example, the filter is looking the ice cream flavor to be chocolate AND for an email address to exist:

So if we test this filter, it is showing us that in this instance your Zap would not have continued to the next step as even though an email address exists, the ice cream flavor from the trigger test was vanilla:

This is only so you can see how your filter will function when live. If the sample data would not have continued and it's not supposed to continue based on the conditions you've set, your filter is mostly likely working and you can continue onto the next step of your Zap.

Line Items#

Zapier can support line items for specific apps but does not do so by default, so you'll want to check to see if the trigger or action you're using has line item support. Most often line item support relates to invoicing and financial apps, but some other apps do have array support as well.

Line Items Basics#

This section is a bit of background and technical explanation - feel free to skip to the next section if you want to jump right into line items in Zapier!

In an invoice, a line item is a way to itemize distinct charges made or items purchased within a single order. Usually in your app line items will look like this:

When Zapier receives line items, the raw data will look something like this:

You don't need to be able to understand this text to understand Line Items! The big takeaway you'll want to understand here is that each field in the “Lines” section exists once per line item. For example, in the code above you'll see that there are two instances each of the “LineID”, “Description”, “Qty”, etc values because there are two line items total. If there were three line items, there would be a third set of data with the “LineID”, “Description”, “Qty”, “UnitPrice”, and “Name” fields specified. This data is in a special format called an array, and Zapier can only send and receive line items in apps that have been specially configured to handle such arrays.

Using Line Items in Zapier#

In Zapier, line item support is available at the trigger and action level, not at the app level. For example, for Quickbooks, Zapier offers two “New Invoice” triggers –– one with line item support and one without. Support for line items is denoted in the trigger or action’s description:

When testing your trigger, line items can be difficult to spot in a trigger’s sample data, but you’ll usually see them indented under a heading like “line” or “line items:

In an action, fields that can be mapped as line items will be indented under a heading, like so:

The most common way to use line items is to take the line item provided by the trigger and map it to the action field:

In this example, you can see that the “Line Items Description” field contains the description for all three line items provided by our trigger. Although these items look like a standard comma-separated list in the Zap editor, they’re actually formatted in a very specific way so that Zapier can pass them to the action as line items, so not just any comma-separated list will work here. (If you have a comma-separated list that you’d like to send as a line item field, you can do so by using a Formatter by Zapier workaround

You can map the line item fields to ensure that one line is created in the invoice per line incoming from your trigger. If you have a field that should be set to the same value for every line created, you can type in that data statically or enter a non-line item field. For example, if I wanted every line in my Quickbooks invoice to have the same service date, I could map a date provided by the trigger to that line (even though it’s not a line item field):

Using Dropdown Fields With Line Items#

Occasionally when setting up line items in your action, you’ll see a dropdown under the line items heading like this:

Dropdowns in line item fields work exactly the same as other dynamic dropdown fields but can be very tricky if you need to map them dynamically (e.g. set a different product/service for each line of the invoice). If the dropdown field is not required, one option is to leave those fields blank and only use the free input fields. Sometimes, though. your workflow may require those fields to be set, in which case you can use a workaround. Because dynamic dropdown fields require an ID, not a name, you’ll need to use a Formatter by Zapier lookup table step to map the product name from your trigger to an ID field your action can use. (You can see full instructions on setting up a lookup table here.) The lookup table can take a line items input:

And output your IDs in a line items format:

So you can map the output of that Formatter step directly into your action as a custom value for the dropdown field you’re working with:

To see more ways to use Line-items with Formatter, go here

Paths#

What are Paths?#

Paths let you build advanced workflows to run different actions based on conditions you decide. Paths are Zapier's conditional logic tool. Think of Paths as If/then logic: if A happens in your trigger app, then do this, if B happens then do something else, and so on.

How to Get Started with Paths on Zapier#

See our Getting Started with Paths guide with instructions for how to set up Paths with your own Zaps. Please note: Paths are available on Professional plans and higher.

You can try Paths free for 7 days if you're on a Free or Starter plan. To activate your trial, add a Paths step to any Zap and accept the offer.

Terminology#

Path Group#

A path group is a group of Paths on the same level. Adding a Paths step will automatically create two Paths in a single Path Group. From there, you can add or delete Paths to fit your needs.

Path Group

Path Rules#

Similar to how Filters work, each Path has a rule or condition that determines whether or not the triggering activity will performs the steps in that Path.

Path Rules

It's possible for more than one Path's rules to be met resulting in more than one Path running in a single Zap.

Common Questions#

What accounts have access to Paths?#

Paths are available for accounts on the Professional, Professional Plus, and Teams plans.

If you’re on a Free or Starter plan, you can try Paths for free for 7 days. Just add a Paths step to a Zap and you can start your free trial from the editor.

Once your trial expires, you’ll need to upgrade to a Professional plan to keep using Paths. If you don’t upgrade, you’ll automatically lose access to Paths and we’ll pause any Zaps using this feature.

How many Paths can be placed in a Path Group?#

A single Path Group can have up to three Paths in it. Please reach out to our support team to let us know if your needs require more Paths. We want to know about it!

How many Tasks are used with Paths?#

Tasks are counted similar to how they are counted for Zaps with a Filter step.

When a Path's rules are met, this counts as one Task. Then, every step in the Path that runs successfully counts as another Task.

For a Path Group, if none of the Path's rules are met, then no Tasks are used.

How many Paths will run?#

If the conditions for a Path's rules are met, that Path will run. It's possible for all or none of the Paths to run.

Can I build a Path within a Path?#

Yes! These are called nested Paths.

A single Zap can have up to three Paths per Path Group and nested Paths up to three levels deep. Please reach out to our support team to let us know if your needs require more Paths. We want to know about it!

Why can't I add steps after my Path Group?#

Paths may only be added as the last step in a Zap. If you need the same steps performed at the end of a Zap, these will need to be added within each Path.

Please reach out to our support team to let us know what type of workflow you want to use with Paths that would require steps to run after a Path step. We want to know about it!

How do I use if/else logic with Paths?#

Each Path's rules do not interact with the rules for another Path. This means it's possible for all Paths in a single Path Group to run, for none of the Paths to run, or any number in between.

Thus, there is no "else" logic built into Paths. To implement if/else logic, set the rules for your Paths to implement an "inverse" condition, for example:

  • Path A - email exists
  • Path B - email does not exist

Popular things to do with Paths#

Segment and assign leads automatically using Typeform. Try it out