Maximize Your Productivity with Multi-Step Zaps

By Carlin Sack

You are reading: Chapter 3 of 12

Key Points

  • Multi-Step Zaps let you automate multiple tasks with a single trigger.
  • Add a New Step by clicking the g button between steps, or at the bottom of a workflow.
  • Information Flows Down. You can use data from an earlier step in any following step.
  • You can Always Extend a Workflow by adding more steps to your Zap.
  • Add step names and notes to clarify how a Zap works.

In the next chapter, we'll cover how to look up data on the fly using Search Actions.


Once you have your Zap set up, you can take it one step further (literally). Add more Action steps onto that Zap, so that it does even more for you automatically. A Zap with more than two steps is called a Multi-Step Zap.

For example, you might have a Zap set up that notifies you of the daily weather via SMS. You can add a step to that Zap so that it also notifies your team with a Gmail message. You can see that this Zap now has multiple Actions, which are all based on the same Trigger. When the Zap runs, it will do both Actions.

You can add as many steps as you need to your Zap so that it works best for you. The more steps you add to a Zap, the more manual work Zapier takes off your plate and the more time you save.

To add more steps to your Zap:

Step 1: Click on the Zap you want to change on your "My Zaps" page.

Step 2: In the left panel, click the gray plus (+) sign button where you want to add the new step. Keep in mind that when the Zap runs, it will go through each step shown on the lefthand menu in order, from top to bottom.

Step 3: Then select or type in the name of the app you want to add to your Zap.

Step 4: Connect your account.

Step 5: Customize how the data is sent from your Trigger step to your new Action step using fields from either or all of the previous steps.

Step 6: Finally, click the button to test your Zap and toggle the On/Off button to "On." Now, sit back and let your Zap take care of multiple tasks at once.

Adding multiple Actions onto a Zap isn't the only way to take advantage of Multi-Step Zaps, you can add in steps called Filters or Search Actions, too. We'll cover more about those steps in the following chapters.

Pro Tip: Add Notes and Rename Your Steps

When you can build workflows as many steps as you want, there's a chance they get… complicated.

More automation power is always good. But sometimes you need guideposts to help you navigate Zaps with many similar steps.

Do your future-self a favor and include reminders about how your more intricate workflows work. Adding extra context is easy: Either write a note for your Zap, or rename the steps in your process to describe what each one does. (Or, feel free to do both!)

Find the add note link on your Zap

To add a note to your Zap, open it from your Dashboard and click the "Add Note" link in the upper left corner, beneath your Zaps name.

How to add a note to your Zap

You'll see a field appear where you can add any text you want—just click on the field and start typing. Once you're satisfied with your composition, hit the save button to preserve your note for future generations. (You can always change it later.)

You might've noticed that the "Add Note" link turned into a "View Note" link. When you revisit a Zap, click there to review any details you jotted down.

Notes are great for summaries of how a Zap fits into your work, logs of any changes you make, and ideas about improving the workflow. Or, if you share an account with other people, notes give them a quick idea of what each Zap is used for.

How to rename a Zapier step

Step names, on the other hand, are labels for each chunk of your workflow. They're more visible than notes, but offer less space. Each step in your Zap is numbered, and you'll find the name of a step next to its number on the left.

We do our best to pre-fill that slot with helpful info. If you want to customize the label on a step, though, click a step to expand it and tap the "Rename Step" option.

Good step names describe the purpose of the step. For example, if you have multiple steps that send emails to different teammates, you might call your step Send to contact@zapier.com.

Previous Chapter

How to Create a Zap

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Find Data in Your Apps with Search Actions

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