How to Create Zaps on Zapier

Authored by: Support.com Tech Pro Team

1. Introduction

How to Create Zaps on Zapier

2. Create a Zap

Set up the triggerThe Zap editor is where you'll create new Zaps and edit existing ones.

Remember: A trigger starts your Zap. (Think of it as the WHEN of any automation.)

Select the trigger app and event

When you open the Zap editor, you'll be prompted to pick an app as your trigger.

You'll see the apps you use most frequently, built-in apps from Zapier, and popular apps. You can select from one of these, or look for the app you want to use in the search bar. If you're starting from a Zap template, what we call a pre-made Zap, this will be selected for you.

Next, you'll be asked to choose a trigger event. This is the event that happens in your trigger app that signals Zapier to start your Zap. In this case, it's when a new form entry comes into our form app.

Trigger events vary between different apps and app types. For example, a task management app might have New Task as a trigger, while a spreadsheet app could have to Create New Row.

Connect to your app account and customize your trigger event

You'll be prompted to sign in to your app account if you haven't connected it before. Once you've connected your app, select the account you want to use with your Zap.

For each app, you connect, Zapier will ask for a general set of permissions which allows you to be flexible with your Zaps. The only actions Zapier takes on your app accounts are those a given Zap needs to accomplish what you've set up. 

Next, you'll customize your trigger event. Click the dropdown menus in this step to select the right options. In this case, we need to select the specific form we want to trigger our Zap.

Customizing your trigger event will look different, depending on your trigger app. Sometimes, you might not need to do any further customization.

Test your trigger

Once you've set up your trigger, you need to test it to ensure it works. When you click Test trigger, Zapier will look for data that already exists in your trigger app account and pull that information into the Zap editor. That means you need to have one real instance of your trigger so Zapier can use it as a "sample submission."

In this example, we need at least one form submission to already exist in our form app in order for Zapier to use it as a "sample submission." Zapier pulls in the last form submission that our form app received. If a submission doesn't exist yet, try submitting a form before testing your trigger.

When you test your trigger, Zapier is only looking for information. It's not posting or changing any information that already exists in your trigger app.

While you have the option to skip this step, it's important to follow through. Testing your trigger ensures that Zapier can find the information you want. You'll also use this information in later steps as you continue setting up your Zap.

Look through your test data to confirm that it is pulling in the right information from your trigger event.

When you're happy with your test information, click Continue. The Zap editor will take you to set up the action step of your Zap.

Set up your action

The action is the DO part of your automation. Actions are the events you want your Zap to perform after your trigger occurs. Without action, you don't have a complete Zap.

Select your action app and event

Just like you did with your trigger, select your action app—this time by clicking the dropdown menu and searching for your app. Once you've selected your app, choose your action event—which is what you want your Zap to do—in the second dropdown menu. If you're using a Zap template, your action app and event will be pre-filled.

In our example, we want to add form submissions to a spreadsheet. Select your spreadsheet app, and then choose the event that will create a new row. When you're done, click Continue,

Just like trigger events, action events vary between different apps and app types. For example, a spreadsheet app might have to Create a new row or Add a new row as an action.

Connect to your app account and customize your action event

Next, you'll be prompted to sign in to your action app account if you haven't connected it before. Once you've connected your app, select the account you want to use with your Zap. Click Continue when you're done.

Next, the Zap editor will prompt you to further customize your action event. You will usually see Customize [action event] in the editor.

Zapier separates the data that comes in from your trigger event into individual pieces, which can then be used in your action fields.

In order to get your information from App A to App B, you need to tell Zapier what information from your trigger app should be sent to which place in your action app. We call this "mapping" those fields.

Map your fields

In this example, you'll see our labeled spreadsheet columns are now fields for us to fill in with information from our form app. (This is why it's important to label your spreadsheet columns!)

If you want to use information from your trigger app, click an empty field (indicated by Type or insert…) within your action step. A dropdown menu will appear with pieces of data from your trigger app.

The dropdown menu will show only a few options to start. If you don't see what you're looking for, click Show all options to see the full list. What you see will vary, depending on your trigger app.

Then, select the information you want to add to each field. Think of it like multiple choice: You can select one, multiple, or no data options for any field—unless a field is labeled "required" in red.

When you map a piece of data—such as a contact name—what you see in the editor is a placeholder. This placeholder data will only be used by your Zap when you test it. When your Zap is turned on, real data from your apps will be used when your Zap runs.

Once your Zap is turned on, actual data that comes through your apps will be used when your Zap runs.

For example, we see the name “Lex Luthor” appear when we map it to a field in the Zap editor, as that was the contact name we entered in the test form submission. When the Zap runs, the name of the person who submits the form will be used instead.

If you want the same information to be used in a particular field every time a Zap runs, you can enter text instead.

For example, we want to add the text “Homepage form” to each spreadsheet row the Zap creates, in order for us to know that the submission came from the homepage contact form. In the field labeled Source, we’ll enter “Homepage form.”

Once you've mapped your fields, click Continue.

Test the Zap

After you've set up your action, it’s time to test your Zap. When you click Test & review, Zapier will test your Zap by performing the action, according to how you've mapped your fields in your action step.

You'll see a preview of the action your Zap completed, but it's always good practice to check your action app to see how it looks. (This is why you should use superhero names or fictional characters in your test.)

In our example, we’ll go to our spreadsheet app to check that the right information was sent from our contact form.

When you test your Zap, Zapier will perform the action in your action app. This means that when we test our example Zap, a new row will be added to our spreadsheet. However, it’s important not to skip the test. The test is how you'll check whether your Zap is working correctly. You can always delete changes made in your action app after you've completed the test.

If something doesn't look right, make any changes you need in the Zap editor and test your Zap again.

Once you're happy with how your Zap works, click Turn on Zap.

There are pre-made Zaps—which we call Zap templates—that you can use. Just click a Zap template to begin setting it up. You'll find Zap templates in the App Directory and in many of our blog posts. When you start from a template, you'll find some selections made for you in advance, but you'll always need to connect your app accounts and confirm the setup of each step. 

Tasks

Now that your Zap is up and running, it will automate tasks on your behalf. Remember: Every action your Zap successfully completes is called a task. Tasks are always associated with successful actions.