Automate It with Zapier: Boost your business productivity using effective workflow automation techniques

Automate It with Zapier
Foreword
Contributors
About the author
About the reviewers
Preface
    Who this book is for
    What this book covers
    To get the most out of this book
    Download the color images
    Conventions used
    Get in touch
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Section 1: Getting Started with Zapier
Chapter 1: Introduction to Business Process Automation with Zapier
    Technical requirements
    How process automation helps businesses to increase productivity
        Introducing business process automation
        How your business applications communicate with each other
        The options available for businesses to connect their tools
    The "no-code revolution" and workflow automation with Zapier
    Understanding the key terms used by Zapier
        What is an app?
        What is a Zap?
        What is a trigger?
        What is an action?
        What is a task?
        What is the Zap editor?
        What is the update time/syncing interval?
        What is a filter?
        What is a formatter?
        What are paths?
        What is a multi-step Zap?
        What is Zap history?
        What is Autoreplay?
    Choosing the right Zapier plan
        Which is the right Zapier plan to use for your business?
    Creating a Zapier account
    Familiarizing yourself with navigation on the Zapier platform
        Icons in the left sidebar
        Icons on the top right
        Footer menu
    Changing your settings and preferences
        My Profile
        Important settings to customize in My Profile
        Email Notifications
        Advanced
        Data Management
        Account
        Billing and Usage
        Members
    Summary
Chapter 2: Preparing to Automate Your Processes 
    Technical requirements
    Simplifying your processes and assessing what can be automated
        Assessing your top-level management goals
        Involving your team
        Brainstorming your processes and prioritizing them
        Analyzing and simplifying your processes
        Identifying what can be automated
        Documenting your processes
    Establishing how your business apps integrate with Zapier
        Searching for your app
        Reviewing information on the app profile page
        Assessing how to use your app with Zapier
    Getting the most out of the Zapier app ecosystem directory
        Navigating the app ecosystem directory
        A brief guide to choosing new apps for your business
    Summary
Chapter 3: Building Your First Automated Workflow (Zap)
    Technical requirements
    Strategizing your first workflow
        Reviewing your process and app information
        Creating a step-by-step workflow plan
    Connecting your apps to Zapier
        Connecting your apps in My Apps
    How to create your first Zap in the Zap editor
        Navigating in the Zap editor
        Setting up your trigger step
        Setting up your action step
        Naming your Zap and turning it "On"
        Using Zapier's guided workflows (Zap templates)
    Understanding field data types
        Date/time
        Number (integer)
        Boolean (true/false)
        File
        Decimal
    Ensuring your processes and automations stay current
    Summary 
Chapter 4: Managing Your Zaps
    Technical requirements
    Keeping your Zaps organized
        Labeling your Zaps adequately
        Using folders in the Zap management area
    Managing your Zaps
        Managing your Zaps using the top navigation bar
        Managing your Zaps from within their specific Zap boxes
        Utilizing the Zap Settings tab in the Zap editor
    Understanding Zap statuses
    Managing your connected apps
        Sharing your connected apps
    Sharing your Zaps and folders
        Sharing a copy of your Zap
        Sharing Zaps and folders in your Team or Company account
    Summary
Chapter 5: Troubleshooting and Handling Zap Errors
    Technical requirements
    Managing Zap error alerts
        Adjusting your email notification settings
        Setting up an error alert workflow with the Zapier Manager built-in app
    Managing app status alerts
        Monitoring the Zapier Status page
        Setting up an app status alert workflow with the App Status by Zapier built-in app
    Utilizing Zap history information for troubleshooting
        Understanding the Zap history page
        Understanding task statuses
        Viewing detailed Zap run information
        Managing Zap history data
    Finding help: help center, customer support, community, and experts
        Finding app-specific help in app profiles
        Utilizing the Zapier help center
        Engaging with the Zapier community
        Reaching out to Zapier customer support
        Hiring a Zapier Certified Expert
    Summary
Section 2: Customizing Your Zaps with Built-in Apps by Zapier – Functionality and Practical Uses
Chapter 6: Creating Multi-Step Zaps and Using Built-In Apps 
    Technical requirements
    Creating Zaps with multiple action and search steps
        Adding a search step using the + icon
        Adding a Search step in a Choose value… field
        Exercise – Creating a multi-step Zap with a search action
    Introducing apps by Zapier
        Setting run conditions and using logic with apps by Zapier
        Using apps by Zapier for communication
        Extracting and compiling data with apps by Zapier
        Other useful apps by Zapier
        Advanced apps by Zapier
        Managing your Zapier account with apps by Zapier
        The powerful Formatter by Zapier app
    Summary
Chapter 7: Getting Started with Built-In Apps
    Technical requirements
    Filter by Zapier – applying conditional logic to your Zaps
        Setting up the Filter by Zapier app
        Understanding filter conditions
    Paths by Zapier – adding branching logic to your Zaps
        Setting up the Paths by Zapier app
    Delay by Zapier – adding delays to your Zaps
        The Delay For action event
        The Delay Until action event
        The Delay After Queue action event
    Schedule by Zapier – scheduling your Zaps to run at intervals 
        The Every Hour trigger event
        The Every Day trigger event
        The Every Week trigger event
        The Every Month trigger event
    Exercise – creating a multi-step Zap with a scheduled trigger, search action, filter, path, and delay 
    Summary
Chapter 8: Built-In Communication Apps
    Technical requirements
    SMS by Zapier – sending text messages
        Setting up SMS by Zapier
    Email by Zapier – sending and receiving emails
        The New Inbound Email trigger event
        The Send Outbound Email action event
        The New Read Receipt trigger event
    SMTP by Zapier – sending emails through mail servers
        Setting up the SMTP by Zapier app
    IMAP by Zapier – retrieving emails from mail servers
        Setting up the IMAP by Zapier app
        Customizing and using the New Email trigger event
        Customizing the New Mailbox trigger event
    Summary
Chapter 9: Exploring Built-In Apps for Extracting and Compiling Data
    Technical requirements
    Email Parser by Zapier – extracting data from emails
        The New Email trigger event
        The New Mailbox trigger event
    RSS by Zapier – using RSS feed readers
        The New Item in Feed trigger event
        The New Items in Multiple Feeds trigger event
        The Create Item in Feed action event
    Digest by Zapier – compiling data in digests
        The Append Entry and Schedule Digest action event
        The Release Existing Digest action event
        The Find Digest search action event
    Exercise – creating a multi-step Zap with an RSS feed digest
    Summary
Chapter 10: Other Useful Built-In Apps by Zapier
    Technical requirements
    Zapier Chrome extension – triggering one-off automations from any web page
        Setting up the Google Chrome extension on your browser
        The New Push trigger event
    URL Shortener by Zapier – shortening URLs in your Zaps
        Setting up the Shorten URL action event
    Translate by Zapier – translating text
        The Translate Text action event
        The Detect Language action event
    Lead Score by Zapier – scoring and retrieving lead information
        The Find Person and Company Information search action event
    Weather by Zapier – using weather conditions in your Zaps
        The Will It Rain Today? trigger event
        The Today's Forecast trigger event
        The Get Current Weather search action event
        The Tomorrow's Forecast search action event
    Retrograde by Zapier – using astrological predictions in your Zaps
        Setting up a Retrograde by Zapier trigger event
    Summary
Chapter 11: Advanced Built-In Apps by Zapier
    Technical requirements
    Webhooks by Zapier – Using webhooks in your Zaps
    Code by Zapier – Using JavaScript or Python code in your Zaps
    Storage by Zapier – Saving and storing data
    Summary
Chapter 12: Managing Your Zapier Account with Built-In Apps
    Technical requirements
    App Status by Zapier – Getting notifications of integration incidents
    Zapier Manager – Managing errors and account changes 
        Events for managing Zap errors and alerts
        Events for managing app, Zaps, and folders
        Events for Zapier account administration
        Events for Team and Company account user management
    Use cases
    Summary
Section 3: Using the Features of the Formatter by Zapier Built-In App
Chapter 13: Formatting Date and Time
    Technical requirements
    An introduction to the Formatter by Zapier built-in app
    The basics of adjusting date and time values using Zapier
        Using the date and time your Zap runs in fields
    Manipulating dates and times with Formatter by Zapier
        Using custom date formats
        Adding or subtracting time
        Formatting dates and times
    Summary
Chapter 14: Formatting Numbers 
    Technical requirements
    Using Zapier to transform numerical values
    Formatting numbers with Formatter by Zapier
        Setting up the Numbers action event with the Format Number transform option
    Formatting currencies with Formatter by Zapier
        Understanding country locales and currency formatting
        Setting up the Numbers action event with the Format Currency transform option
    Formatting phone numbers with Formatter by Zapier
        Setting up the Numbers action event with the Format Phone Number transform option
    Performing mathematical operations with Formatter by Zapier
        Setting up the Numbers action event with the Perform Math Operation transform option
    Using spreadsheet-style formulas with Formatter by Zapier
        Setting up the Numbers action event with the Spreadsheet-Style Formula transform option
    Summary
Chapter 15: Text Formatting Functions in Zapier – Part 1
    Technical requirements
    Using Zapier to transform text values
    Capitalizing the first letter of every word
    Applying title case to a string of words
        Setting up the Text action event with the Titlecase transform option
    Converting all the characters in a string of text to uppercase
    Converting all the characters in a string of text to lowercase
    Pluralizing words
        Setting up the Text action event with the Pluralize transform option
    Finding the first position of specified text
        Setting up the Text action event with the Find transform option
    Replacing characters, words, or phrases
        Setting up the Text action event with the Replace transform option
    Counting the number of characters in a string of text
        Setting up the Text action event with the Length transform option
    Counting the number of words in a string of text
        Setting up the Text action event with the Word Count transform option
    Removing whitespace
        Setting up the Text action event with the Trim Whitespace transform option
    Summary
Chapter 16: Text Formatting Functions in Zapier – Part 2
    Technical requirements
    Converting a name into the name of a superhero
        Setting up the Text action event with the Superhero Name transform option
    Splitting characters or words into segments
        Setting up the Text action event with the Split transform option
    Truncating text to a specified character length
        Setting up the Text action event with the Truncate transform option
    Removing HTML to leave plain text
        Setting up the Text action event with the Remove HTML transform option
    Assigning a default value
        Setting up the Text action event with the Default Value transform option
    Extracting data from blocks of text
        Extracting an email address from a block of text
        Extracting numbers from blocks of text
        Extracting URLs from blocks of text 
        Extracting phone numbers from blocks of text 
    Advanced text formatting features
    Summary
Chapter 17: Zapier's Utilities Functions 
    Technical requirements
    Introducing the Formatter by Zapier Utilities action event
    Importing data from CSV files
    Using lookup tables
        Setting up the Utilities action event with the Lookup Table transform option
    Picking data from a list
        Setting up the Utilities action event with the Pick from List transform option
    Manipulating line-items
        Understanding line-items
        Converting text to line-items
        Converting line-items to text
        Using a line itemizer to create, append, or prepend line-items
    Summary
Section 4: Getting the Most Out of Zapier – Business Automation Examples
Chapter 18: Automating Your Marketing Processes
    Technical requirements
    An introduction to automating your marketing processes with Zapier
        Understanding what marketing processes can be automated with Zapier
    Where to start with automating your marketing processes with Zapier
    Automating social media marketing processes with the Facebook Pages integration
        Facebook Pages trigger events
        Facebook Pages action events
        Setting up a multi-step Zap with the Facebook Pages integration
    Summary
Chapter 19: Automating Your Sales Processes 
    Technical requirements
    An introduction to automating your sales processes with Zapier
        Understanding what sales processes can be automated with Zapier
    Where to start with automating your sales processes with Zapier
    Automating lead management processes with CRM integrations, illustrated with Pipedrive
        Pipedrive trigger events
        Pipedrive action events
        Pipedrive search action events
        Tips for using the Pipedrive integration
        Setting up a multi-step Zap with the Pipedrive integration
    Summary
Chapter 20: Automating Your Operations Processes 
    Technical requirements
    An introduction to automating your operations processes with Zapier
        Understanding what operations processes can be automated with Zapier
    Where to start with automating your operations processes with Zapier
    Automating online Word document processes with the Google Docs integration
        Google Docs trigger events
        Google Docs action events
        Google Docs search action events
        Setting up a multi-step Zap with the Google Docs integration
    Summary
Chapter 21: Automating Your Finance and Reporting Processes 
    Technical requirements
    An introduction to automating your finance processes with Zapier
        Understanding what finance processes can be automated with Zapier
    An introduction to automating your reporting processes with Zapier
        Understanding what reporting processes can be automated with Zapier
    Where to start with automating your finance and reporting processes with Zapier
    Automating accounting processes with the Xero integration
        Common fields in Xero trigger, action, and search action events
        Xero trigger events
        Xero action events
        Xero search action events
        Tips for using the Xero integration
        Setting up a multi-step Zap with the Xero integration
    Summary
Chapter 22: Tips, Tricks, and Best Practices to Enhance Your Productivity
    Technical requirements
    Best practices for using Zapier effectively
        Start with the basics 
        Prepare before you automate
        Get to grips with steps, fields, and data mapping 
        Manage your Zaps effectively
        Stay on top of your task usage
        Set up alerts and understand how to troubleshoot
        Understand the different built-in Zapier apps
        Get inspired
        Review your processes and automations regularly
    Tips and tricks to enhance your use of Zapier
        Trigger data not pulling through
        Extra Fields alerts
        Refresh fields when you make adjustments in your app
        Improving the Zapier integration
        Think outside of the box
        Use the Zapier community as a resource
    Summary
Chapter 23: Challenge Your Problem-Solving and Zap-Building Skills
    Technical requirements
    Introduction and guidance
    Scenario 1 – novice
    Scenario 2 – intermediate
    Scenario 3 – advanced
    Guidance on suggested solutions for each scenario
        Scenario 1 – one possible solution
        Scenario 2 – one possible solution
        Scenario 3 – one possible solution
    Summary
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