How to create a Zapier automation to streamline your work

What is Zapier?

Zapier is an online platform that links different apps and services. With more than 3,000 available integrations you can automate almost any combination of apps, from simple tasks like saving emails to Google Drive, to more advanced workflows where you can, for example, automatically put new leads into your CRM.

These automations are called "Zaps", and each Zap consists of two main elements: a trigger and a action. When the trigger occurs (e.g. a new e-mail in Gmail), the corresponding action is performed (e.g. saving the e-mail in Google Sheets).

Why automate?

Automating with Zapier not only saves time, but also reduces the risk of human error. Every manual step you eliminate is one step closer to a more efficient workflow. This is especially true for repetitive tasks you perform every day. Think of tracking customer data, sending confirmation emails or creating reports. By automating these tasks, you can focus your energy on the core of your work, rather than the peripheral issues.

Creating a Zapier automation step by step

1. Register your account and create a new Zap

The first step to get started with Zapier is to create an account. Visit the Zapier website and register with your email or use your Google account for a quick registration. Once logged in, you will access the dashboard where you can create your first Zap. Click on the "Create" button and then "Zaps"

1. Choose a trigger

The first step in creating an automation is to choose a trigger. This is the event that starts the automation. Zapier works with an "if-this-then-that" system: if the trigger occurs, then the action follows. For example, suppose you want to automatically send a welcome email every time you get a new customer. In this case, the trigger could be adding a new customer in your CRM system.

In Zapier, you select the app where the trigger takes place, for example Gmail, Slack, Google Sheets or one of the many other apps. Then you select the specific event, such as "New email received" or "New row added in Google Sheets".

2. Define the action

The second step is to define the action that follows the trigger. This can be anything, depending on what you want to achieve. In our example, the action could be sending a welcome email via Gmail, or creating a new task in Asana.

Once you have selected the action, you can also set what information from the trigger you want to use. For example, suppose you want to automatically save data from a completed form in a Google Sheet, you can choose to map the fields of that form to the columns in your spreadsheet.

3. Test your automation

Before you put the automation live, it is important to test it first. Zapier offers a built-in test function that lets you check whether the trigger and action are set up correctly. In the test, Zapier runs the workflow with a sample data, so you can see if everything is working properly. If the test is successful, you can activate the Zap and it will automatically start running when the trigger occurs.

4. Advanced features: Filters and multi-step Zap

For simple automations, one trigger and one action is often enough. But what if your workflow is more complex? Fortunately, Zapier offers several advanced features to further refine your Zaps. For instance, you can set up filters that determine the conditions under which a Zap is executed. For example: only when a particular e-mail contains a specific subject will it be saved in Google Drive.

You can also create multi-step Zaps, where multiple actions follow one another. Imagine you want to not only send a welcome email with each new customer, but also receive a Slack message and create a new task in your project management tool. With a multi-step Zap, this can all be done in one fluid workflow.

Examples of powerful Zaps

Zapier is so versatile that the possibilities are endless. Here are some examples of powerful Zaps you can use to streamline your work:

• Sending automatic e-mails: Receive an email when your project went over budget.
• Managing leads: Set up a Zap that automatically saves new leads from your website in your CRM and sends a notification to your team in Slack.
• Automating reports: Automate the process of collecting data from various sources, such as Google Analytics and social media, and have this data automatically put into a weekly report in Google Sheets.
• Manage tasks: Automatically create a new task in your project management tool, such as Trello or Asana, when you receive a new e-mail from a specific client or on a certain topic.

How do you optimise your automations?

After you have some Zaps set up, you may want to optimise them further. A good way to do this is by regularly analyse how your workflows are performing. Are there any steps that have become redundant? Can some tasks be further automated by adding additional filters or using multi-step Zaps, for example?

It is also important to think about integrations between different departments within your company. For example, can the sales department benefit from automated lead tracking? Or can customer service save time by automatically redirecting frequently asked questions to a knowledge base?

Conclusion

Zapier is a powerful tool that helps you automate repetitive tasks and streamline your workflows. By using triggers and actions, you can easily automate processes that normally take a lot of time. By using tools like Zapier, you can significantly increase the efficiency of your business.

At Funkhaus, we'd love to help you get your further streamline work processes by deploying smart automations that have real impact.