How to Create a Zap in Zapier

What is Zapier?

Zapier is the leader of the pack in no code automation. The tool was created to assist businesses with cleaning up busy work and saving time by connecting the apps they use without having to build custom APIs.

How No-Code Automation Works

An API stands for Application Programming Interface. To create an API, one must use programming languages like Python and Java to set definitions and protocols that tether one software to another. By using code to dictate requests and responses, two applications that typically would not work together will have the capacity to communicate with each other.

Before tools like Zapier, creating a link between your software tools and applications would either take enormous amounts of time, a thorough knowledge of code, or a large investment of business cash. These three things left many small business unaware of the benefits of interconnectivity between the apps they use everyday.

No code automation platforms build the APIs that you need to connect your software for you so you can enjoy the benefit of interconnectivity without investing the time or money. With thousands of possibilities to make your business run smoother than ever, connecting a no code automation platform is a no brainer. But, in order to properly use one of these platforms you need to know how it runs. For example, Zapier uses Zaps.

What is a Zapier Zap?

A Zapier Zap is Zapier’s way of connecting apps and software to another. A typical Zap consists of two main parts: the Trigger and the Action. When a certain thing happens in one app or software it “triggers” a request to another application. This application provides a response, or an “action” in its own platform utilizing data from the trigger.

A singular Zap is one connection between two apps. A Task occurs whenever a particular Zap is used. So for example, if you have a zap between your website and CRM and data moves from the website to the CRM, that is 1 task. Zapier plans are built based on the amount of tasks you need on a monthly basis.

How to Create a Zap in Zapier

So, how do you create a Zap? Zapier is free, so first create an account. The Free plan gives you 5 free Zaps and 100 monthly tasks. Once you create you account, here’s how to get started.

Creating a Zapier Zap Trigger

To start building your zap, press the orange “Create Zap” button. This will allow you to edit your trigger and action, the two main pieces to your one-step Zapier Zaps.

1. Give your Zap a name

After creating your Zap, give it a name to keep things organized. I like to name it based on the trigger and the action. Like "Trigger > Action"

2. Choose your Zap Trigger

I chose a pretty popular trigger. Google Sheets is used by a lot of Zapier users as the driving force behind a lot of their Zaps.

3. Add the Trigger Event

Here, I chose "New Spreadsheet Row" as the Trigger Event. So, whenever I add a new row to the spreadsheet it triggers the Zap.

This is also classified as "Instant", which means rather than using your plan's update time (usually 15 mins), this triggers instantly. Next, click Continue.

4. Sign into the Trigger App

Because I am using Google Sheets, Zapier will require you to sign into your Google Drive account to activate the trigger. Sign in and click "Allow".

5. Choose the Trigger Spreadsheet

Every app has their own trigger settings. Fill these out with the method you will be capturing the data that will set up the Trigger's request.

With Google Sheets, you must define the spreadsheet as well as the worksheet so Zapier knows the row to use. With other apps it may ask you for things such as channels, workplaces, docs, etc.

6. Test the Zap Trigger

To make sure Zapier is pulling the right data, test out the trigger. This will pull data from the last row on the worksheet.

If Zapier finds data, check the information within the "Test Trigger" window to make sure its correct.

If it doesn't find data, you can either enter data temporarily in the designated even area or skip the trigger. If you skip the trigger, make sure you return to test it after entering data.

Creating a Zapier Zap Action

1. Choose the Zap's Action

Select the application you'd like to receive the request and respond. In this example, when a new row is added to the spreadsheet, then an email will be sent from the connected Gmail account.

2. Add the Action Event

In the event field, select the response this app will have to the trigger's request. This action will be taken whenever the Zap runs. In this case, the email will be sent.

3. Connect your Account to Zapier

Connect the the account associated to this action to Zapier so Zapier can carry out those actions from your account.

It will again prompt you to allow certain permissions to Zapier in order to carry out the action on your behalf. Click allow. Then click on continue.

4. Fill out the Zap's Action Info

This is the most important piece of your entire Zap. How can you utilize your Trigger's data in the action?

When you click on these, the data you captured from your trigger's test will show up in a dropdown menu (you can see this in the photo below). You can also just input text in the box as well.

For any fields that you would like to match with fields from the trigger, click on the box and scroll down until you see the matching data and select it.

5. Match Trigger and Action Fields

In order to match your trigger to your action, select data from the trigger and match it to the corresponding field in the action. This way, you will now have the capacity for data to move from one application to another.

6. Test the Action

Test the action. If all goes well, you should see a green check mark. After seeing the green checkmark, make sure that the data is correct and matches from trigger to action.

If your data is correct, this means that the data from your trigger has carried over to your action, completing the response to the request.

Similar to the trigger, you can forgo the test and skip it for now. After you publish the Zap and it runs, check back to make sure the connection is correct.

Publish Your Zapier Zap

Once you have tested your Zap Trigger and Zap Action and made sure the data is matching and correct, you can hit the big blue “Publish Zap” button. Congrats on your first Zapier Zap!

There are thousands of applications you can connect and lots of ways you can build other Zaps. So much that it may take you years to find the right one. If you want to learn a little bit more about different Zapier integrations and how to use them, check out our Automation Trail Map and the COGS youtube channel to find how to automate some of the most popular online software.

Additionally, if you want to add steps within your Zaps to control and manage your data better, you can check out our in depth analysis of each of the Apps by Zapier that includes Paths, Filters, and more.

If you’d like to get a professional opinion on how you can save time with business automations, let’s get in touch!