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The Ultimate Guide To Business Process Automation With Zapier PDF
The Ultimate Guide To Business Process Automation With Zapier PDF
to Business Process
Automation with Zapier
by Benjamin Mulholland
The Ultimate Guide to Business Process Automation with Zapier
Index
01.
What is Zapier - A Brief Introduction
to Business Automation
02.
The Real Power of Zapier - Lookups,
Filters and Multi-Step Zaps
03.
Zapier vs IFTTT: The Best Way
to Automate Your Life?
04.
222 Zaps You Can Start
Using Right Now
05.
50 Examples of Business Process
Automation from the World’s
Most innovative Companies
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The Ultimate Guide to Business Process Automation with Zapier
01.
What is Zapier - A Brief
Introduction to Business
Automation
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The Ultimate Guide to Business Process Automation with Zapier
There’s always something which can make your life easier. Whether
you’re stuck watching infomercials at 2 am through lack of sleep
or discovering the wonders of the gimmick section of your local
supermarket, the idea of a faster and easier path saturates every part of
our daily lives. Even the coffee sitting on my desk could be seen as part
of this hunger for convenience; I didn’t grind the beans myself, after all.
Now, here at Process Street, we know just as well as anyone that, more
often than not, any offer of help we are given with a too-good-to-be-
true scheme turns out to be flawed. The ads that you see on clickbait
sites, running along the lines of “I made $570 in 6 hours, and so can
you!”, or some such nonsense, prey on this desire to save some of the
time and effort we put into earning our daily keep.
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The Ultimate Guide to Business Process Automation with Zapier
Well, now you can take full advantage of the power of programming
even if you have no experience or technical skill with computers. This
little application will allow you to automate your emails, manage your
social media accounts and much, much more, with the bare minimum
of setup time.
What is Zapier?
To fully understand what Zapier is, we first need to take a look at APIs.
An API (application program interface) is a medium through which
computer programs can talk to each other. Don’t worry, we won’t go
into the nitty-gritty technical details; instead, we’ll break it down in
layman’s terms.
Let’s say that you have one person who only speaks English (let’s call
him Facebook) and another who only speaks German (we’ll call her
Gmail). Usually, Facebook and Gmail wouldn’t be able to communicate
with each other because of the language barrier.
That’s where your translator (API) comes in. The API can speak all
languages and so, with its help, Facebook and Gmail can talk to each
other, and later share photos and contacts. If you’re still a little vague,
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The Ultimate Guide to Business Process Automation with Zapier
take a look at this fantastic little video by the guys over at MuleSoft.
Now, admittedly, by itself an API isn’t terribly impressive; it’s what you
can do with them that makes them so useful. This is where Zapier
comes in. Zapier allows you to easily use APIs for pretty much any
purpose that you can think of, but (once again) we’ll simplify it for you.
Everybody’s heard of the term “cause and effect”; if you heat bread it
becomes toast and if you flick the right switch your lights will come on.
Zapier follows this rule, except that it allows you to choose the cause
and effect within a single process called a “zap”.
For example, let’s say that your family were going to send you some
holiday snaps via email, but you wanted them to be stored on your
Dropbox account for safe keeping and easy access. With Zapier, you
can set up a zap which will detect when you receive an email with an
attachment (in this case your mom’s holiday photos) and automatically
save them to your Dropbox.
We’ll delve into the many uses for Zapier in a later post, so for now let’s
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The Ultimate Guide to Business Process Automation with Zapier
just say that there are hundreds of different uses for this – from sharing
posts on your social media to managing your accounts and automating
your emails!
For the sake of ease, let’s take the previous example of saving your
family photos to your Dropbox. In this instance, the trigger would be
receiving the email with the photos and the action would be saving the
photos to your Dropbox. Cause and effect.
Now, this is all well and good, but for someone who’s completely new
to the concept of Zapier (or even APIs in general), setting up these
processes can be daunting. In my case, when I was first introduced to
Zapier I pretty much had two left hands and nothing but thumbs; I was
intimidated, to say the least.
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The Ultimate Guide to Business Process Automation with Zapier
To start things off, take a quick look at this video by Bill Dotson –
although he’s walking through an older version of Zapier, this should
help to clear up any remaining confusion about what Zapier does.
Now, let’s get you going on the path to smooth running by showing you
how to create your first zap. We’ll stick with the example of setting up
a way for your email attachments (family photos) to automatically save
to a Dropbox account.
Once we’re through, you’ll never have to worry about digging through
your emails to get those snaps of your mom and dad in the south of
France again.
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The Ultimate Guide to Business Process Automation with Zapier
Once you’ve either logged into Zapier or created a new account, the
first thing you need to do is to click on “Make a New Zap”. This will get
you going on the path to an easier online life!
Choose a Trigger
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The Ultimate Guide to Business Process Automation with Zapier
Once your program is selected, you must also state the task which
needs to occur to start your zap. Search the scroll menu to find the
desired spark. If the action is not present, try either using the search bar
(for example, we’re looking for an “attachment” trigger) or clicking on
“show less common options”, and have another look.
Now that you’ve selected your trigger app and action, you’ll need to
give Zapier access to the account you own on that platform. For our
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The Ultimate Guide to Business Process Automation with Zapier
family photos example, this would be our Gmail account. Just click on
the “Connect a new account” button, then login or fill out your details.
Once you’ve linked your account it’s a good idea to quickly test that the
account is working by clicking “Test Account”.
Next up are our email options! Essentially, this is all about focusing the
zap onto a particular variant of trigger. If that sounded like a bunch of
mumbo-jumbo, think of it like this; you don’t want to be saving all of
the email attachments you receive into your “Family Photos” Dropbox
folder, right? By setting your options to detect only emails from
specific accounts or circles (such as family), you’ll ensure that only the
attachments sent from their email address will be picked up.
If you’re still a little lost with the whole concept, don’t worry too much
as this step is optional, but we would highly recommend at least giving
it a go, as it will really pay off in the long run. For our example of the
family photos, you would enter “from:*family member’s account*”.
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The Ultimate Guide to Business Process Automation with Zapier
Finally, you will be asked to test that the trigger is working, which may
require a little preparation on the side of the trigger application itself.
In this instance, Zapier needs to test itself on an attachment you have
recently been emailed which fits the options you just set.
Click “Fetch and Continue” to run the trigger and see if you’ve got
everything set up correctly!
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The Ultimate Guide to Business Process Automation with Zapier
Select an Action
Next up is the action which will take place when the trigger is set
off. This step is much the same as selecting your trigger, but always
remember that you’re now selecting the application for what will come
out of the process. First, select the application which will carry out the
action; once again, we recommend using the search feature.
Now, much as with setting your trigger, you must choose what the
action will do from the drop-down menu. Remember that more
actions can be selected by clicking on “Show less common options”, or
by searching for them.
If you’re still following our example of family photos, the selection you’ll
need is “Copy File from Trigger”, as you want your zap to copy the files
attached to the trigger email.
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The Ultimate Guide to Business Process Automation with Zapier
The first thing you need to do to beef out the skeleton of your action is
to give Zapier access to the appropriate account. Clicking on “Connect a
New Account” will bring up a pop-up in which you will need to both log
into your account for the action (in our case, Dropbox) and allow Zapier
to have access to it.
Next you have to tell your zap exactly what it has to do with your
account. For the family photos, you need to select the Dropbox folder
you want them to be saved in and state the naming system for each
photo (we’ve just gone with naming the file the same as the photo you
received in your email).
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The Ultimate Guide to Business Process Automation with Zapier
Much the same as our trigger, the final step in setting up your action is
to test it. Click on the “Create & Continue” button to run your test, and
wait for the results!
If you want to be thorough, this test will actually save a file (hopefully
the attachment which served to test your trigger) into your Dropbox –
head over there and see if the process has worked.
Everything’s set up, and you’re positive that the Zap is working exactly
as you want it to; the final step in creating your first Zap is naming it
and setting it live. Set the name of your new zap to something which
you will easily recognize (just in case you need to edit it later on), then
flick the switch to make your life easier!
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The Ultimate Guide to Business Process Automation with Zapier
In our case, we checked that Zapier was detecting our emails with
holiday photos attached, and made sure that those snaps were being
put into our Dropbox folder.
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The Ultimate Guide to Business Process Automation with Zapier
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The Ultimate Guide to Business Process Automation with Zapier
Clicking on the little plus symbol in your zap timelines when creating
them will allow you to add your choice of another action or a filter.
More actions are definitely useful, allowing you to do several tasks
automatically from the same trigger, but filters allow you to limit your
actions to only run under specific circumstances.
Let’s say that you asked your family member to include the words
“holiday photo” in their email, if the attachment they’re sending is some
holiday snaps. You would then be able to set a filter which would only
let the zap run if the subject line or body of the email contained the
words “holiday photo”.
What is Zapier? The largest timesaver for commercial and public uses
alike since Big Ben.
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The Ultimate Guide to Business Process Automation with Zapier
02.
The Real Power of Zapier
- Lookups, Filters and
Multi-Step Zaps
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The Ultimate Guide to Business Process Automation with Zapier
Last week, we treated you to the first post in our Zapier series. “What is
Zapier?“ covered the basics, but in this post we are going to go deeper
into the advanced workings of the most useful automation software to
have ever graced your computer screen.
If you still haven’t tried out Zapier yet, don’t sweat it! Considering how
long it takes myself to come around to the idea of new technology
(Windows 8 was a true shock to the system), you can’t be blamed for
not going all-out straight away. So, to put any remaining doubts at rest,
allow us to prove why Zapier truly is your dream automation software.
Matthew really hits the nail on the head with this review; although it’s a
fantastic program, unless you have the time and dedication to test out
the entire app yourself, you’re probably not even going to know about
some of the most useful features. That’s where we’re kicking in.
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The Ultimate Guide to Business Process Automation with Zapier
With Zapier, you can set up a ‘rule’ (called a zap) which triggers every
time a particular thing (your trigger) happens and does something
elsewhere (your action). I’ll clear that up:
• When your mom sends you photos, Zapier can grab them
from Gmail and save them into a folder you choose in
Dropbox. Automatically, of course.
Millions of things are possible with these trigger/action zaps, but when
you dig deeper, you’ll find infinite possibilities. In this post, we’ll be
explaining the more advanced features of Zapier and what they allow
you to do.
Multi-Step Zaps
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The Ultimate Guide to Business Process Automation with Zapier
Multi-step zaps are exactly what you would expect from their name – a
string of events which you can set to occur from a single trigger. Just in
case you still don’t quite understand what all the fuss is about, allow me
to give you an example.
Let’s go back to our trusty instance of moving your family photos from
an email to your Dropbox. It’s all set up and running smoothly, so now
all you have to worry about is sharing those same photos on Facebook,
Twitter, Instagram… You can see where we’re going with this. Prior to
multi-step zaps, you would need to create a new process for each
and every task you wanted to carry out, but now you can include all of
those steps in the same zap.
To do this, you need to go to your dashboard and select the zap you
wish to extend (or make a new zap, and rejoin us when you’ve set up a
single trigger and action).
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The Ultimate Guide to Business Process Automation with Zapier
Once you’re in, click on the large circle with a plus at the centre
(underneath your first action) to create a new action.
Now just fill out the details as you have the previous steps! Choose your
app to link to, fill out the details and enjoy even more automation!
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The Ultimate Guide to Business Process Automation with Zapier
Your zaps are now firing off who-knows-how-many actions, saving you
ridiculous amounts of time and effort with one simple (automatic) process.
Amazing, but what if we told you that you’ve still only just scratched the
surface of what Zapier can do to limit the need for you to do the legwork?
Lookups
As we’ve said, multi-step zaps are all well and good, but the real power
behind this feature comes with what having multiple actions allows you
to do; the best example of this is through using lookups. Never heard of
one? No worries. I’m about to explain.
Lookups are essentially filters or actions which search for specific data
when your trigger is set off; before multi-steps came in this would be
a waste of a zap, as you would essentially be retrieving data which
nobody (including yourself) could utilize. However, now you can
actually do something with the data you retrieve.
For example, let’s say that you have a new customer sign up and wish
to add them to your mailing list. Usually, you would need some form of
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The Ultimate Guide to Business Process Automation with Zapier
Instead of manually searching for your customer’s data, you can set
one of your actions to retrieve it using a specific search term (eg: the
customer’s email address), which can then be filtered in order to sort
the customer into the appropriate mailing list. In the new customer
mailing list example, if they turn out to be a high-value lead you can
add them to your high-touch mailing list, whilst the average user can be
put onto your standard course.
If you want some more ideas on how lookups can be used, or you aren’t
quite sold on just how powerful they can be, take a look below at our video
on the subject. Feel free to use the zap we show you too; it’s a real doozy!
In your travels of setting up zaps, you may have noticed that certain
fields in your triggers and actions have the option to “Use a Custom
Value”. Whilst you need to be certain that the information you enter
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The Ultimate Guide to Business Process Automation with Zapier
is correct and will have the desired effect, this is yet another powerful
tool to add to your Zapier arsenal; with this tool, you’re no longer
confined to the preset categories!
As always, we’ll use a basic example to get you going; let’s dive into a
zap which creates a card in Trello for every new lead in Close.io. In this
case, we’ll use a custom value for the colour of the label which will be
attached to the Trello card (bear in mind that not all fields can have a
custom value added to them).
First, select “Use a Custom Value” from the very bottom of the drop-
down menu supplied for the detail.
Now you have two options. The first is to go right ahead and type the
custom value (in our case “black”) directly into the next field.
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The Ultimate Guide to Business Process Automation with Zapier
Alternatively, if it suits the detail you’re filling out, you can use the drop-
down menu to select information from your trigger.
Delays
Perhaps until now you’ve sat comfortably on the knowledge that zapier
works by linking one app with another, with the occasional extra action
and filter thrown in. Well, throw that concept in the trash, then take the
usability of zapier and multiply it by 10, because you can also delay any
action if you so desire.
Much like lookups, the usefulness of delays is pretty much limited only
by what you can imagine them doing; with a little creativity, you’ll find
some fantastic time-saving use cases. First, however, we’ll cover the
principles of delays to get you on your feet.
First up, delays count as an extra action. As such, to add a delay you’ll
need to create a new action before the steps you wish to delay.
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The Ultimate Guide to Business Process Automation with Zapier
Once you’ve started a new action, type “delay” or “delay by zapier” into
the search field for the action app; the icon you need should have an
hourglass icon.
Next you need to choose whether to delay the next action until a
certain date, or for a set period of time. Although these are the only
delays which Zapier currently permits, we may see additions to this
field in future updates. We’ll demonstrate how to use a “Delay For”
action, but if you wish to set a specific time with “Delay Until”, you can
type in a static date, a term such as “next monday at 8pm” or the date
from your trigger.
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The Ultimate Guide to Business Process Automation with Zapier
Finally, type in the amount of time (numbers only) and select the unit
from the drop down menu.
It’s not always the case that you want to grab data straight away from
the source when the zap fires off. In some cases, you want to wait for
it to become useful. For example, let’s say you’ve got a card in Trello
with a due-date. Instead of triggering an action when it’s due, you might
want to trigger it the day before. How can you do that?
By using a date offset, you could have a Trello card automatically create
a Process Street checklist in time for you to run through it and prepare
for the due date. This could be something like a blog post task which
automatically runs a pre-publish checklist eight hours before the due
date.
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The Ultimate Guide to Business Process Automation with Zapier
Using these advanced Zapier techniques, why not dive in and see just
how much of your daily grind you can automate, all in the same zap?
We’d love to hear the inventive ways you’ve managed to save time with
Zapier, be it through multi-steps, lookups or basic zaps.
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The Ultimate Guide to Business Process Automation with Zapier
03.
Zapier vs IFTTT:
The Best Way to
Automate Your Life?
vs.
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The Ultimate Guide to Business Process Automation with Zapier
Business vs Casual,
Zapier vs IFTTT
Here at Process Street, we’re not usually ones to stir up the hornet’s
nest and pit one thing against another. Unless it’s the company
Hearthstone tournament, in which case all bets are off.
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The Ultimate Guide to Business Process Automation with Zapier
The Basics
Let’s start things off with a look at the basics; we already know what
Zapier is and what it can do. Zapier runs on a cause and effect model,
although you are by no means limited to a single effect, and you are
able to filter your zaps to limit when they run. IFTTT is slightly different.
If This Then That (IFTTT) also runs on cause and effect – if the name
didn’t already give the away. The equivalent of your zaps are called
“recipes”, however, they can generally only link one application to
another (there are no multi-step recipes). Whilst it is true that this could
limit IFTTT’s potential usability when compared to Zapier, it also makes
the app easier to use for beginners.
Another advantage that IFTTT has is that recipes are incredibly easy to
obtain, as they are readily shared by their creators within the app itself;
more often than not, if you’re looking to execute a specific process,
or you’re just bum out of ideas, you’ll find something useful in their
“Browse” section.
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The Ultimate Guide to Business Process Automation with Zapier
In short, as far as the basics of the two apps go, Zapier allows greater
customization and specialization with automating your processes,
whilst IFTTT is easier to break into and more multi-purpose. The
business tycoon vs the casual home user, if you will.
Integrations
Integrations: Integrations:
• 500+ Apps • 271 Apps
• More Triggers and Actions • Mobile Integration
• Business Oriented Apps • Home Integration
So, both of the apps we’re looking at have incredible similarities in their
basic functions, albeit with Zapier sacrificing a little simplicity to have
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The Ultimate Guide to Business Process Automation with Zapier
a greater usability. But what about their differences before a user has
even come into the equation?
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The Ultimate Guide to Business Process Automation with Zapier
One of the reasons why we earlier called IFTTT as more of the “casual”
user’s application is that it can integrate with programs in your car and
home. For example, you can remotely control your lights with Hue,
open your garage door as you arrive home with Garageio or even set
yourself a reminder if an engine light comes on!
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The Ultimate Guide to Business Process Automation with Zapier
For a full list of Zapier’s integrations, click here, and for IFTTT’s, click
here.
Even with a complete list of the integrated apps in front of you, you
need to also consider how you’re going use them. After all, just because
these apps are both linked to many of the same services does not
mean that they can be used in the same ways.
For example, let’s take a look at Gmail, Dropbox and Slack, and what you can
do with them on both Zapier and IFTTT. In Zapier, Gmail can be used to set
7 different triggers or 3 actions – IFTTT allows 6 triggers or just the 1 action.
This isn’t too much of a disparity, and Dropbox follows this trend of Zapier
being slightly more complex, with 2 triggers and 4 actions compared to 2
and 3. Slack, however, is where things get a little more telling.
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The Ultimate Guide to Business Process Automation with Zapier
Unlike Zapier, IFTTT does not allow you to link multiple accounts to
your integrations (unless you want to make an entirely new account in
order to do so). On the other hand, entire companies can synchronize
their Twitter accounts through Zapier – there’s no limit.
Workflows: Workflows:
• Multi-Step Zaps • IF Recipes
• Filters Allow • DO Recipes
Data Retrieval
Next up in the criteria of Zapier vs IFTTT is the different ways in which these
apps allow you to carry out your workflows. This is another field where,
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The Ultimate Guide to Business Process Automation with Zapier
once again, we get the sense that Zapier is akin to the business version of
IFTTT, if only due to the complexity of the actions you can carry out.
Multi-Steps vs DO Recipes
Whilst IFTTT does not allow for these complex workflows, it instead
simplifies and streamlines the single-trigger-single-action process.
In almost the complete opposite of Zapier’s fancy and potentially
confusing multi-steps, IFTTT (on the surface) can even cut out the
set trigger altogether and directly give you the ability to run a desired
action through “DO” recipes.
If I post a picture on
Turn on or off your
Instagram, save the
lights with a tap
photo to Dropbox
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The Ultimate Guide to Business Process Automation with Zapier
Filters
This is the first hurdle where we have a clear winner. Adding filters to
your automatic workflows can make them insanely more powerful, at
the expense of simplicity; you guessed it, Zapier is the only platform
which allows this.
Now, despite having gone over filters previously, let’s give you the run-
down again. Filters can be placed before any action, limiting the zap
to only running when preset criteria are reached. At their most basic,
filters consist of a single command which draws data from either the
trigger or a previous action; for example, “Only run this zap when the
trigger email’s text contains the words ‘family photo’”.
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The Ultimate Guide to Business Process Automation with Zapier
You don’t have to stop there, however, as you can set several lines of
requirements, fitting into “And” or “Or” fields. “And” fields must all be
met in order for the zap to fire, whilst “Or”s can be met instead of the
other instructions. By using these variations, you can tailor all of your
automatic processes, providing exceptions to your rules and preventing
your complex zaps from firing due to (or causing) unwanted events.
Library: Library:
• Lacks Complex Zaps • Many User-Shared
• Confusing to Find Recipes
and Use • Easy to Find and Use
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The Ultimate Guide to Business Process Automation with Zapier
Let’s say that you want to use a certain process, but either don’t know
how or don’t want to make it yourself; this is where the shared libraries
of each app come in. Both zaps and recipes are provided for your
convenience, ready to use from preset models, but which is the more
useful library?
Starting with IFTTT, there’s almost no way to avoid the shared recipes
(which is a good thing). Whether you load up the app version or just log
into the site, the very first page you’re shown is the recipe page, which
is split into 3 tabs; Recommended, DO Recipes and IF Recipes.
All you need to do is scroll through to a recipe you like, click on it,
connect your accounts and then click add. Beautiful.
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The Ultimate Guide to Business Process Automation with Zapier
Zapier, on the other hand, trips up a little here. First up, viewing sample
zaps isn’t quite as easy as shared recipes. Sure, it’s not exactly difficult,
but for the user who just wishes to grab a premade zap and be off,
logging in, moving to the Recommendations tab, selecting an app they
want to use (through a slider) and then choosing from basic 2-step zaps
isn’t ideal.
In fact, the presence of multiple pages with the same name, but
different displays or functions confused me even whilst writing – the
Use Cases page in the Zapbook (onsite tutorial / encyclopedia) serves
the same function as the Use Cases tab within your dashboard, but has
a completely different layout.
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The Ultimate Guide to Business Process Automation with Zapier
User Experience
Reviews: Reviews:
• Excellent Ratings • Good Reviews
• Generally Reviewed • Minor Bugs on some
by Business Users Mobile Devices (eg Nexus)
So far we’ve gone over the hard facts; what the basic features of each
app are, what they integrate with – everything which can be quantified
and safely determined to be fact between the two apps. Now it’s time
to stray a little into the more ambiguous field of user experience, by
comparing the reviews of each product. After all, what good is a single
point of view when countless customers with countless setups have
different experiences?
“Official” Reviews
Here we’ll be taking a look at the reviews of each product which have
been made into articles; those with slightly more scholarly credentials,
if you will.
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The Ultimate Guide to Business Process Automation with Zapier
“ One user created a recipe that will alert him via SMS if
the CDC reports a zombie outbreak, while another user
created one that automatically uploads any photo he posts
to Facebook to Picasa, too. These two recipes sum up the
appeal of IFTTT: it’s fun and pretty darn useful, too. ”
– Liane Cassavoy
Across the board, IFTTT does impressively well. It’s true that some
minor complaints crop up, such as broken initial downloads and no
way to distinguish between an Android phone and tablet once both
are connected to the same account. Largely, however, IFTTT is a hit in
article reviews; the basic UI is going down nicely, along with the general
ease of use once you have it up and running.
Much like its competitor, Zapier also has stellar reviews; the potential
of the platform, along with the sheer number of available integrations
is often highlighted as a big enough selling point. Once again, however,
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The Ultimate Guide to Business Process Automation with Zapier
User Reviews
There’s nothing like a trawl through the user review section of any product
to give a little perspective. Users have a delightfully blunt way of tearing
products apart, or breaking it in ways most others can’t even imagine, but
a trawl through the reviews for these apps was pleasantly surprising.
IFTTT (including its mobile apps) once again garners general praised
and high ratings, however, there do seem to be a series of odd bugs
with certain devices. Nexus phones apparently don’t get on well with
the apps, resulting in upside-down mirror images at best, straight
out crashes at worst. DO Button struggles with Android shortcuts
and certain uses of location triggers are hit-and-miss, but the apps
combined are still hitting an average of 4/5 amongst the 80,000+
users who have left reviews.
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The Ultimate Guide to Business Process Automation with Zapier
In short, the user reviews pretty much mirror those in articles; from a
casual standpoint IFTTT is the app to use (albeit with some minor issues
on various platforms) whilst Zapier has the business market cornered.
Pricing Plans
Pricing: Pricing:
• 1 Free Model, 4 Paid • Completely Free
• Free Trial and Higher Plans • Some Delays in Data
• Useful Features Behind Transfer and Recipe
Pay Lock Execution
Finally, let’s get down to the nitty-gritty topic of price in the comparison
of Zapier vs IFTTT. Now, this may seem like a no-brainer, as only one
of these apps actually has a paid model, but stick with us – there is
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The Ultimate Guide to Business Process Automation with Zapier
You can store and run your recipes for free with no worry, although to
link multiple accounts to your integrated apps, you’ll need an entirely
new account. Similarly (and probably due to being free), your recipes
are limited in that they are not constantly or immediately executed –
there can be a 15-minute delay for IF recipes to fire, or for the action of
a DO recipe to save and transfer to the chosen app.
Meanwhile, Zapier stands true to its business focus and comes with
several pricing plans, from completely free, up to $125 per month. As
you would expect, the 5 plans off more features as they grow in price:
0$ per month allows you to save 5 zaps, leaves 15 minutes between
trigger checks and allows 100 tasks per month, whilst $125 gives you
125 zap save slots, runs check every 5 minutes, allows 50,000 tasks
per month, etc.
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Using Zapier to its full potential is well worth the price tag, however,
we’re once again returning to the question of business vs casual. If you
just want a little automation for free, IFTTT has you covered with its
lack of fees, whilst the more focused and dedicated automation user
(who is willing to pay at least $20 per month) will find that they can get
far more out of Zapier’s Basic plan.
Zapier vs IFTTT:
The Finale
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The Ultimate Guide to Business Process Automation with Zapier
We’ve come full circle; the curtain is calling and we must put these apps
to bed. After all of the examinations, which app should you be using to
automate your life?
At the risk of being a cop out… We’d recommend both. Now, before the
pitchforks come out, let us explain.
After all, who doesn’t love a bit of smart casual in their life?
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The Ultimate Guide to Business Process Automation with Zapier
04.
222 Zaps You
Can Start Using
Right Now
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The Ultimate Guide to Business Process Automation with Zapier
When I first started using zaps to sort out my work life, I was, frankly,
crap. Nevertheless, I stuck with it, and today I’m saving (at least) an hour
a day, along with some serious worrying about minor tasks.
Once you get a grasp of what other people are using the platform for (and,
by extension, what you can use it for) the possibilities open up. Some sort
of magical knowledge is imparted which allows you to see the true light!
Or, at least, you can start to confidently make more complex zaps.
So, in order to help you all along to your automation dreams, we here
at Process Street have collected together 222 premade zaps to show
you exactly what you can do with a powerhouse like Zapier.
Accounting
Yes, we just had to start with a boring one, but hear us out. Accounts
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The Ultimate Guide to Business Process Automation with Zapier
It’s not all doom and gloom though! With these premade zaps you can
ensure that all of your invoices are automatically generated and your
accounts will be in order.
Creating Invoices
First things first, let’s deal with saving secure copies of your invoices.
Whether you need to create an invoice from a form or directly due
to a received payment, Zapier already has you covered. Add a couple
of extra actions or filters and you’ll have a formidable system which
requires no effort on your part.
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The Ultimate Guide to Business Process Automation with Zapier
Now let’s get those invoices safely into your accounting software;
remember that if you can’t see your accounting software in these
premade zaps, all you need to do is take the zap and swap it in!
To round off the accounting section, why not give your customers
some attention? Have the details of the people who are paying you
automatically updating and ready to access whenever you wish. Well, it
certainly beats forgetting important names.
Backups
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The Ultimate Guide to Business Process Automation with Zapier
up your work is an absolute must. Sometimes this can take the form
of using cloud storage systems, such as a locally-synced Google Drive
folder (“Godsends”, as I like to call them) or platforms like Evernote and
Workflowy.
Archiving Data
Here’s a few handy zaps for if you’ve ever felt the need to archive data
for later, be it saving content to Airtable, useful Tweets to later analyse
or sales data to keep an up-to-date record.
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Saving Activity
The humble text file is a sadly underestimated resource for one reason;
its accessibility. Whether you’re the world’s No.1 programmer or the
average Joe on the way back from the gym, everyone and anyone can
read and understand a basic text file.
Don’t worry though; we won’t be forcing you to use text files if you don’t
want to. Instead, here’s a selection of zaps to use with your program of
choice (remember that you can use a zap and change one of the apps if
you need to).
File Management
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The Ultimate Guide to Business Process Automation with Zapier
coded binders and filing cabinets; to organise your computer, it’s time
to use Zapier. Use the following zaps to automatically create folders for
your new clients, collect all of your data into one cloud storage account
and even automatically copy files uploaded to your chosen location.
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The Ultimate Guide to Business Process Automation with Zapier
Inbox Automation
Now that Google’s mail service has close to a billion subscribed users,
it’s a pretty safe bet that these zaps will come in handy at some point
or another.
Saving Attachments
Let’s start off nice and easy, with some zaps to automatically save any
received email attachments to your choice of service.
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If you were to start labelling your emails, you could also automatically
generate task or todo lists! Whether you use Trello, Asana, Basecamp or
even Google Task for your task management, these inbox zaps can take
a chunk out of your workload.
Whilst those zaps are brilliant for emails you receive, if you’d rather
send an email to create a task list, you can use any of the following.
Whilst those zaps are brilliant for emails you receive, if you’d rather
send an email to create a task list, you can use any of the following.
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Archiving Emails
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The Ultimate Guide to Business Process Automation with Zapier
wonders with both your recurring and reminder emails. Use these zaps
to send prompt reminders to your customer success outreach program,
or to just make sure the you’re getting shit done.
Lead Management
Generating and nurturing leads is one of the most important aspects of any
company; by carefully generating and cultivating your leads, you can quickly
see your customer base grow and your monthly recurring revenue soar.
So why not focus on the important work which actually requires your
attention, and automate the rest?
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cut out the intermediate stages, generating leads from a web form
interacting with your landing page, whilst Zapier automatically moves
them into a mailing list.
If you’d rather transfer your leads to an email list straight from your
CRM, these zaps will hit the spot.
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The Ultimate Guide to Business Process Automation with Zapier
What if you’ve already secured the lead and wish to nurture it through a
separate mailing list to your potential customers? Well, then you need
only use one of these processes to get you going with no human input!
Your mailing lists are now set up and automatically adding the
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The Ultimate Guide to Business Process Automation with Zapier
So, to start you off, we’ll cover the basics. Take a look at these zaps designed
to update your CRM leads, from either your email list or web forms!
Now for the more in-depth automation; use these zaps to push leads
into your CRM when they attend your events or webinars.
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Finally, when automating your CRM your want to ensure that your new
customers will not be forgotten. From Paypal to Chargify, the following
zaps provide a straight-out-of-the-box route to managing your new
customers.
Process Street
Automation
Check out our previous post on the full list of our integrations with Zapier
for more details, however, I’ll relay the meat of the tag-team here.
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The Ultimate Guide to Business Process Automation with Zapier
Salesforce, Close.io, Pipedrive or more, none are too far for us to integrate
with and lessen your workload by doing so. These zaps are designed to
automate various aspects of your sales methods, for example, standardising
a high quality of service by running checklists for every new customer.
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The Ultimate Guide to Business Process Automation with Zapier
Project Management
Project Creation
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The Ultimate Guide to Business Process Automation with Zapier
If, however, you prefer to start your projects from when you send your
client an invoice, any of these zaps will have you covered.
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The Ultimate Guide to Business Process Automation with Zapier
Alternatively, you could even go one step further and make the
creation of your todo tasks completely automatic!
Project Tracking
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as the work time you’ve logged and the project’s current status. Once
again, Zapier automation is here to save you the trouble of carrying out
these tasks manually!
First up, we have a bunch of zaps all designed to automatically log your
time spent within a certain project.
If, instead, you wish to track your projects via company dashboards,
then these are the use cases for you.
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By archiving your project data you can create an easily accessible and
documented copy of your project at any point which can be used for
reference later. If a project does exceptionally well (or fails), this will
allow you to take a step back and look t what may have caused this, or
where everything started to change, based on the data from the time.
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The Ultimate Guide to Business Process Automation with Zapier
Sales
Sales teams are a fantastic avenue you can use to see tangible benefits
of your process automation efforts. After all, if your team is bogged
down by the leg work of manually sorting and recording all of your
customers, along with creating records of the purchase, they will
have significantly less time to sell your product to other customers.
Although we’ll later show off some nifty zaps to help out in the general
management of a sales team, putting these automations in place to
work alongside your team will give you some of the most immediately
noticeable performance increases.
Kicking us off are a few zaps based around dealing with those precious
new customers as soon as the deal is set. Using these processes will allow
you to add your customers to your mailing lists and CRM without the
sales team (or any other team, for that matter) ever having to lift a finger.
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The Ultimate Guide to Business Process Automation with Zapier
Processing Orders
Once you’ve made the sale, it’s a good idea to also have a little automation
to take care of duties such as putting the order into your accounting
software and creating follow-up tickets. The accounting software is self-
explanatory (financial records are a must), but by also generating a follow-
up ticket, you can ensure that the customer’s progress and problems can
be tracked from the moment they purchase
Who’s for helping out your sales and support process at the same time?
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The Ultimate Guide to Business Process Automation with Zapier
A little creativity (especially with the new multi-step zaps) pays huge
dividends in this field, but we’ll give you some nifty starting points, ripe for
the editing.
Monitoring Twitter
To start us off, never again lose track of your brand on Twitter! These
automations specialise in gathering all of the data you’ll need to analyse
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The Ultimate Guide to Business Process Automation with Zapier
your presence on this social media giant, whether you’re monitoring the
times your brand is mentioned or saving tweets to later sift through.
Webhooks can be a little more complex, however, they can allow you
to refine your social media monitoring operations to be that much more
useful. RSS and API are both supported, but you’ll once again be required
to do a little tweaking to get the exact results you’re after.
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The Ultimate Guide to Business Process Automation with Zapier
One of the most basic, yet omnipresent tasks in the worlds of content
promotion and marketing is the duty of syncing up a network of social
media posts. From ensuring that all of your posts are shared across the
relevant channels to scheduling posts for even more automation, this
section of our Zapier use cases guide has got you covered.
The first thing that you should be doing for any blog post is making sure
that all of the appropriate social media channels under your control
are sharing your content. LinkedIn, Facebook, Twitter and more – all of
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The Ultimate Guide to Business Process Automation with Zapier
Even the best of up are tempted to follow just that one more link before
heading back to work. What should be a 20-second visit to share a
status update turns into a 15-minute tangent, ending in that weird part
of Youtube and a stray thought of “How the hell did I get here?”
So, why not cut out the middleman and use these apps to ensure that the
temptation of Buzzfeed can never rear its ugly head in the first place.
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The Ultimate Guide to Business Process Automation with Zapier
You don’t want to have to log into your various social media accounts
every time you want to share something, so why not set a time for your
posts to automatically go out? Zapier says “Why not, indeed”.
Hell no!
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The Ultimate Guide to Business Process Automation with Zapier
Team Management
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The Ultimate Guide to Business Process Automation with Zapier
If your team isn’t on the same page, with up-to-date information and
prompt alerts of what they need to know (such as incoming workflows
or processes which need carrying out), your productivity will go down
the drain faster than you can say “Who’s meant to be doing this?”. So,
to avoid this happening, here’s a few zaps to ensure that your team
stays up to date on everything they need to know!
Your sales team is absolutely vital for bringing in your new leads
and attracting the right kind of customer, so why waste time either
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The Ultimate Guide to Business Process Automation with Zapier
To start us off, we’ve got a zap designed to automatically call both your
new customer and a member of your sales team upon their signing up.
The practice of quick communication (especially after the initial sign up)
vastly increases the likelihood that said customer will stick around, so
why not give it a go?
If an automatic call isn’t quite enough for you, how about automating
the process of saving the notes from the call into your CRM? We
thought so.
Whether or not you instantly call them, the sales team will also greatly
benefit from being notified of a hot lead as soon as possible. Well,
nothing says ASAP like an automatic alert, be it a text or email!
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The Ultimate Guide to Business Process Automation with Zapier
Time Management
So, why not hit that sweet spot every time with a handy time
management process automation?
First up, you’ll need to set up a process by which you can automatically
create or note down any important calendar events. All of these zaps
assume that you use Google Calendar, however, if you prefer a different
app, all you need to do is swap out Calendar and fill in the details.
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What good is a set of tasks if they don’t have a set due date which is
easily visible? Not much is the answer. By allowing these zaps access
to your related accounts, all of your due dates will sync up with your
calendar to provide an easily digestible timeline for you to base your
efforts on.
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Consolidating Calendars
Finally, if you happen to have several calendars (or need to sync your
own calendar with a team member), do yourself a favour and use one
of these zaps. Not only will you save yourself an insane amount of
time, but you’ll never again have to worry about constantly switching
between calendars.
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So, now that you’ve seen some solid examples of premade zaps just
waiting for you to use, why not go out and make your own? We’ve said
it before and we’ll say it again; the most important thing to remember
when using Zapier is that you’re only limited by your creativity!
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The Ultimate Guide to Business Process Automation with Zapier
05.
50 Examples of Business
Process Automation
from the World’s Most
innovative Companies
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The Ultimate Guide to Business Process Automation with Zapier
It’s all well and good to be told how to do something, but do you think
you could drive a car without having seen one in action? Even if you
still fail your first attempt, seeing someone else do it gives you a solid
grounding before you even get behind the wheel.
More importantly, seeing the product in use gives you your guidelines.
It tells you what can be achieved through its use.
Perhaps you need a little inspiration; going back to the car analogy,
seeing the product in action can tell us a lot about how it can be used
to its full potential. So, pull up a slice of curb and take a look at how
Zapier is used by real companies; from the basic time savers that build
up over months of use, to the game-changing multi-step zaps.
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The Ultimate Guide to Business Process Automation with Zapier
Communication
Meldium used to spend hours every week searching for news stories
about passwords and security, whereas now the news comes to them.
Connecting a customized RSS feed to their Hipchat channel with
Zapier allows Meldium to both engage with their customers more and
pitch to the right reporters.
Yes, even big names like Buffer perform a little business process
automation through Zapier! Whilst they ensure that their Hipchat
channel gets notifications of new blog posts, comments and Github
alerts, Buffer also tweets books their employees are currently reading
by linking Trello cards to their own app. Hey, if it works, then why not
use your own app?
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The Ultimate Guide to Business Process Automation with Zapier
To check out the comment we gleaned this info from, click here.
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The Ultimate Guide to Business Process Automation with Zapier
Enabling teams to see all of the information they need in one place
spares company time and employee sanity. Pingboard knew this, and
so push all intercom support tickets into their CRM automatically.
Everyone wins!
Customer Interactions
The Seattle Seahawks and Sounders FC are perhaps not names you
would expect in a post about Zapier allowing automatic processing
withing businesses, but there you go! Managed by the same ownership
group, they integrated Wufoo with Zendesk to transfer fan feedback
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to customer support, and then the whole process links into a MySQL
database for daily feedback reports.
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The Ultimate Guide to Business Process Automation with Zapier
You may have gathered by now that Zapier is incredibly popular for
managing customer data and email lists, with Ucademics being no
exception. By linking together ProsperWorks (their chosen CRM)
and Mailchimp, Ucademics both add new customers to a drip-feed
onboarding email list and update existing customers to various lists
where necessary.
SwiftType are a prime example of how even the most basic of multi-
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step zaps can work wonders. Taking advantage of extra steps as data
lookups, tickets in Help Scout can be automatically paired up with the
correct customer in Salesforce.
For more details and the zap they used, click here.
Lead Management
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The Ultimate Guide to Business Process Automation with Zapier
A popular name in the startup world, Nir Eyal saves hours every week
with just one zap; transferring customer data from a Google Sheet into
Mailchimp. What can we say? Sometimes automating your most basic
tasks can save a huge amount of accumulated time.
Launchpad LA – Tracking
Applicants with Asana
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The Ultimate Guide to Business Process Automation with Zapier
of the essence; the main area where they could save time was by
circumventing the process of manually copying customer data over
from Hubspot. By implementing automatic processing in their business
(through linking Hubspot directly to RelateIQ), Gilder was able to cut an
entire meeting out of their weekly schedule.
With close links to Guavabox, it’s no surprise that DoInbound has a very
similar use for Zapier’s automation. Once again using the platform to
manage their leads and collect information into one place, they prefer
to use Nimble as their CRM.
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Companies such as Plotly often find that partnerships can start with
emails to their sales team. Zaps allow them to send those leads directly
to SalesforceIQ (where all of their relationships are handled).
Read their account and see the zap they used here.
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The Ultimate Guide to Business Process Automation with Zapier
Web designer and best-selling author Paul Jarvis teaches people how
to sell their books online. To that end, he wrote a book to show other
authors how to finish their work and then publish it online without
the need for any code. After finding Zapier, he used it to link together
Gumroad (for selling) and Mailchimp; he even teaches his readers how
to set up the required zaps.
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The Ultimate Guide to Business Process Automation with Zapier
If you’re into coding at all, you’ll probably be familiar with this company.
SitePoint used to be a nightmare for editor-in-chief Ophelie Lechat,
but through integrating RSS feeds, Trello boards and Buffer, she was
able to almost automatically share all SitePoint content.
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Mention – Integrating
Segment Via Webhooks
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The Ultimate Guide to Business Process Automation with Zapier
Multi-Purpose
For more from the creators of thoughtbot, check out FormKeep (the
easiest way to create form endpoints for designers and developers) and
its Zapier integrations.
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This is one of the more heavy-duty case studies for Zapier, as Lawrence
Watkins uses the automation platform to eliminate most of the back
office work for Great Black Speakers. Through linking together Wufoo,
Pipedrive, Quote Roller, Google Docs and Gmail, Lawrence manages to
save roughly $20,000 per year!
Logicbrush Studios prefer to use Zapier as the web which holds their
many apps together in a manageable network. By integrating with apps
such as Harvest and OmniFocus, Logicbrush were able to make Podio
the place to go for any information they need.
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The Ultimate Guide to Business Process Automation with Zapier
Time for something a little more light-hearted; an app that lets you
video call Santa Claus! Make Believe Labs thought of the idea for Hello
Santa just two months before Christmas, and so needed a way to
automate whatever they could to hit the vital date. They integrated
their SQL server with Zendesk to transfer customer data into their
support tickets, whilst also adding new sales to an email list.
Zapier dealt with the bulk of these issues by allowing the roast
providers to update their Magneto inventory through their own Google
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Note that, now that multi-step zaps are implemented, you could
even do all of this within one or two zaps, rather than the chain
reaction Hitreach utilizes.
Webmax take more of the “if it ain’t broke, don’t fix it” approach, as
they automated many existing processes across their departments,
rather than creating too many complex new ones. Using Zapier saved
them time and effort in their sales, project management and customer
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The Ultimate Guide to Business Process Automation with Zapier
Sales
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The Ultimate Guide to Business Process Automation with Zapier
Amazing name aside, Work Ninja are unabashed lovers of Zapier, using
zaps to benefit many of their teams. The standout case, however,
is another case of the basics working best. Every time a door-to-
door brochure drop is completed (using a custom Podio app), a sales
opportunity is recorded, allowing the team to get on with the next drop.
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When every order you take is customized, the amount you charge can
vary wildly. More importantly for Knotty Tie Co., the time it took to
calculate that estimate started to skyrocket. They used Zapier to collect
orders from Typeform, send the data through WebMerge and Excel and
automatically generate a price estimate. The estimate is even emailed
back to the client!
Round Table Law uses Zapier to talk to almost all of their other
platforms using data from Clio (a law practice management app). For
example, when a new case is opened in Clio, Zapier will create a new
Gmail label for thread tracking, log working hours in Toggl, create a new
list in Wunderlist and even log the case in Google Sheets.
Not all sales opportunities are created equally; the sooner your team
can prioritize high-value leads, the more likely that they will be able
to react quickly and, therefore, seal the deal. Hubdoc do this by
automatically sending vital information from Hubspot and Stripe
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So, we’ve taken you through the basic (and advanced) features of
Zapier, seen how it stacks up to other automation software, given you
a plethora of premade zaps to start you off and now brought some
insight as to what real companies do with it. What’s next?
Well, now it’s your turn. Go out and get creative; take a premade zap
or a case study (hell, even start from scratch if you want) and cut the
labor out of your work. Customer support, sales, marketing, internal
communication, the sky is truly your limit!
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The simplest way to manage
recurring workflows for your team.
Integrate
Create Run with over
procedure processes as 500+ apps
documents in collaborative to automate
seconds workflows tasks
The Ultimate Guide to Business
Process Automation with Zapier
© 2016