Zapier Productivity: Use Zapier for AI Automation & Time Management

1. How AI & Automation Change the Game: You're staring at your clutter to do list. You don't know where to start and you get anxious and you get stressed. Now, imagine every item on that list was suddenly taken off your hands and automated for any time that it had to be done in the future. Well, that's what you can do in no time with Zap, if you know how. My name is Adam Taylor, and after running multiple businesses and teams, I can tell you that Zap year is the key to getting rid of micromanagement. When it's set up correctly, it feels like hiring an invisible operations team working for you 247. And in this course, I'll teach you how to use Zapiar the right way. Not random one off zaps, not messy automations, but clean systems that actually scale and take work off your hands forever. We'll start from the basics, what ZAP year is, who it's for, the core concepts that you must understand and how to choose the right pricing plan so you're not overpaying. Then we'll get hands on. You'll connect your first apps and build simple zaps so you understand how automation really works. And from there, we level up. We'll start building multi step zaps. We'll go into filters, delays, schedules, approvals, branching logic, and the utilities that let you control exactly when and how things run. You also learn advanced tools like format, looping and sub Zaps so you can handle real data and more complex workflows without things breaking. And finally, we'll build many real business automations, including a full lead generation workflow and AI powered zaps using ChachiBT. And don't worry, we'll also cover webhooks for advanced setups. No fluff, no theory dumps, practical walk throughs and systems that you can copy and re. It's time for your annoying task to disappear from your to do list, so you can actually focus on what matters. I'm about to show you exactly how to do that. So take action and join this course right now. 2. Understand What Zapier Is and Who It’s For: Before we dive into building automation, setting up triggers or connecting your apps, we need to answer a very simple question. What does Zapier actually do? Because once you truly understand what Zapier is, and more importantly, why it exists, every single tool, workflow, and feature we cover later is going to make perfect sense. So this lesson is all about the big picture, no buttons, no walk throughs. Just the mindset and the theory behind automation and how Zapier fits into the wider world of digital tools. So let's begin. If you had to summarize Zapier in the simplest possible way, here it is. Zapier connects your apps and lets information move between them automatically. That's it. Or at least that's the core idea. Zapiar is like the guide or the wiring between all the different tools that you use. Because most apps don't naturally talk to each other. Your form tool doesn't automatically send data to your CRM, and your CRM doesn't automatically update a spreadsheet. And your spreadsheet definitely doesn't automatically send an email. So without Zapiar, every tool tends to operate in its own little world. And, of course, that's where Zapiar comes in and connects those words. Before we talk about how Zapie works, it's important to understand why automation exists in the first place. I want you to think about how most digital work happens. You get information in from one tool, a form submission, an email, a purchase, and new lead, and then you manually move that information somewhere else. So whether that be through copy paste, download or upload, check one tool, update another, you're essentially notifying someone, saving something, moving something, filing something. It's repetitive and it's boring. But worst of all, the most important part of this is that it's prone to human error. So automation exists to eliminate these repetitive tasks, and automation is simply letting software do the things that you shouldn't be doing manually. So the bottom line here is that automation frees you. It frees you from tasks that take your time, break your focus, bottleneck your workflow, and don't require actual human intelligence. So that's exactly what ZAP year's role is in all of this. It's the automation engine behind your digital life. Now let's talk about the core structure of every ZAP which is a trigger and an action. So every single automation in Zapier, no matter how simple or advanced, follows the exact same structure. Something happens, Zapier sees it, and then Zapier does something else. So this ultimately breaks down into two parts. The first of which is the trigger. A trigger is an event in an app that Zapier is watching for. So a few examples of these can be a new form submission in type form. A new lead in your CRM, a new email in Gail, a new sale in stripe or a new row in Google Sheets. When that event happens, Zapier wakes up. This is then followed by the second part of this, which is the action. So once the trigger fires, Zapier performs an action somewhere else. So actions can include adding the form data to a spreadsheet or adding the lead to a CRM, sending a confirmation email, posting a message in Slack, creating a new task and a project manager, those kinds of things. Zapier takes the information from the trigger app and moves it, formats it, or uses it inside the action app. So we have a trigger, which is the cause and an action which is the effect. And that's essentially the entire anatomy of a zap. Everything else that Zapiar offers, filters, paths, formatting, multi step workflows, it's just building on this foundation. Now let's talk about the wider ecosystem of what Zapiar actually connects because so many people think that automation is something only that tech people use, and that's just not true. See Zapier sits right in the middle of the most common tools used by a variety of people in different niches. It can be used by creators, small businesses, agencies, coaches, teams, freelancers, SAS companies, service providers, you name it. If you look at your own tools tag, you'll recognize this instantly. So let's talk about where Zapi typically connects apps in the real world. So first, we have CRMs. So this can be Hubspot, pipe Drive, go high level sales force. These are just a few examples. And with these, it can sync leads, update pipelines, and log activity. Next, it can work with email platforms like Mailchimp and Lemlist. There it can add subscribers, apply tags, and trigger automations. Another super common one are things like form tools like type form, jot form or Google Forms. And here it can capture responses, store submissions, and notify teams. Of course, I can keep going listing so many different types of softwares and how they integrate. Like we have project management tools. You have eigen systems, you have communication tools, and you even have payment systems like Stripe, Shopify, and PayPal. And of course, all of this is just barely scratching the surface. Zapier is the middle layer. It's the connective tissue between all of these tools. So if you think of your business like a machine, then each tool is a different part of that machine. And then Zapiar is the wiring that connects all of them. Now let's take automation out of the abstract and into real life with some simple practical everyday workflows that Zapiar handles. First, which is one of the most common is a new form submission that leads to adding to a spreadsheet. So the trigger is someone fills in your type form, and the action is that Zapier sends all of that info straight into Google Sheets. No downloading CSVs, no copy pasting and no missed entries. The next is a new lead that leads into sending a welcome email. So the trigger can be a new lead enters your CRM, and the action is that Zapier adds them to your email platform and triggers a welcome sequence. So just like that, they're onboarded instantly without you lifting a finger. Another example can be a new purchase that leads into an onboarding workflow. So the trigger can be someone buys something through your stripe or Shopify. And the action is that Zapier handles a few things here. They can add the customer to your CRM. They can create onboarding tasks and add their info into a database, and it can send a slack notification and email their login details. That entire chain happens automatically. These examples are really just looking at the basic things that we're able to do in Zapier. It's the tip of the iceberg as to what we're actually going to be covering throughout this entire course. Along with that, those examples show one key idea. It's that automation isn't about doing more. It's about doing less while your system does more for you. Many people misunderstand Zapiir and think it's a tool for tech tasks, but the truth is that Zapiir's real value is in reducing operational friction. So I touched on this a little bit earlier, but what I mean by friction and what it can actually look like is forgetting tasks, re entering data, inconsistent processes, bottlenecks, delays, broken handoffs, you get the gist. Because with automation, this removes this friction which creates scale, and you don't scale by working harder. You scale by removing the tasks that hold you back. Now for a moment, let's zoom out. In the digital ecosystem, Zapiir sits exactly in the middle of three different categories. Input tools, processing tools, and output tools. So your input tools are like your forms, calendars, landing pages, and lead ads. Your processing tools are like your CRMs, project management, spreadsheet, databases. And your output tools are notifications, emails, tasks, tags, updates, customer journeys. Zapiar is the bridge that moves data from input to processing to output. So once you start to make this mindset shift of how information moves within your business or your life, it starts to become much easier to position Zapiar within those systems. And once you do so, the process of using Zapiar to reduce this operational friction becomes so much more easy and seamless. And that's what Zapiar is all about. It's about looking at your workflow and asking, What am I doing repeatedly? What am I doing manually that software could do? Where do things slip through the cracks? What slows me down? What do I forget to update and what needs to be consistent every time? Automation is just about using your tools in a smarter way, and Zapiar is the tool that makes that possible, even if you're not technical. Alright, now, to wrap up, Zapiar isn't about Zaps. It's about freedom. By the end of this course, Zapier will feel less like a tech tool and more like an invisible partner that handles small tasks, so you can focus on meaningful work. Because the goal of automation isn't efficiency for the sake of efficiency. The goal is more clarity, more consistency, fewer errors, more time, and less mental clutter. Zapiar is how you build a system that works even when you're not now in the next lesson, we'll break down the core concepts behind triggers actions and how data moves through your automations. Let's keep 3. Learn the Core Concepts of Automation: Before you start building automations in Zap, you need to understand the foundational concepts that appear everywhere in the platform. This lesson isn't about the nice to know terms. They're the core language that Zap uses to describe how automation works. If you understand these building blocks, then everything else becomes simple and intuitive. If you don't understand them, then building workflows will feel confusing and unpredictable. On this lesson, we are going to break down the core concepts. Triggers, actions, tasks, polling, permissions, connections, sample data, you name it. The goal here is just to give you a mental model that you'll be able to carry with you throughout the entire course. So let's start from the top. The first are triggers. This is what starts the automation. It's the event that tells Zap, Hey, something just happened, start the automation. Every Zap begins with one trigger. So examples can be a new form submission, a new payment, a new email, a new calendar event. Now we've mentioned all of this, but one thing that we haven't mentioned yet is that there are two types of triggers instant versus pulled. Now, this distinction matters, and we will go over it later, but I just want to give it to you here because you will be seeing this across the platform. First, with instant triggers, these ones fire the moment something happens. So you submit a form, and Zapiar triggers instantly. You receive a stripe pyment again, Zapiar triggers instantly. Instant triggers happen because the app pushes the event to Zapiar immediately. These ones are faster and more reliable and ideal for time sensitive workflows. The other type of trigger are pulled or schedule triggers. Now, pulled triggers don't fire immediately. Instead, Zapier checks the app on a schedule. For most plans, it's every one to 15 minutes. This is what's called polling. So, for example, Zapier checks Google sheets every few minutes to see if a new row was added, or Zapier checks your CRM for new contacts or Zapier checks your calendar for new events. And then if Zapier finds something new, it triggers this app. So the distinction here is that with polling, Zapier pulls data from the app on a schedule and instant triggers, the app pushes data to Zapier in real time. You don't need to memorize every app's trigger type because Zapiar labels them clearly when you choose one. Next are actions, and that's what Zappia does after the trigger. So examples of this can be add the form submission to Google Sheets, create a new task and notion, or add the person to your email list. Now, most zaps have at least one action, but more advanced apps may have several actions that are tied together. So think of actions as the doing part of the automation. Next, we have tasks, which are the cost of running automations. Every action you run counts as one task. This is important because tasks are what you pay for in Zapiar. Now, a good thing here is that triggers themselves don't count as tasks. Only the actions that Zapiar performs counts. When you understand tasks, you can estimate how much an automation will cost and how efficient it is. Next, we have permissions, and this is what Zapiar is allowed to access because Zapiar cannot access your apps unless you give it permission. And when you connect an app for the first time, Zapiars going to ask for things like login credentials, API keys, OOT access, and even specific scopes, like Zapiar can read your contacts. Now, the thing to note here is that without proper permissions, Zaps won't trigger. Zaps can't take actions, and Zapier may not be able to see the data that it needs. Understanding your permissions helps you troubleshoot honestly about 80% of problems before they even happen. Next, we have connections, and these ones are your app accounts inside of Zapiar. And you can even have multiple connections for the same app. So for example, your personal Gmail, a business Gmail, and a client's Gmail. Those ones are all using Gail, but they're three separate connections. And each connection is like a profile that Zapiar uses to run actions. So when something isn't working, you usually want to check that connection as the first step. Next, we have sample data, and that's the fake data that you test with. So when building a Zap, Zapier needs real example data in order to understand the structure, let you map fields, show you what the output will look like and test the actions. All of this again, is called sample data. So for example, if your trigger is a typefm submission, then Zapier will pull a recent submission to use as an example. If your trigger is a new email, then Zapier pulls a sample email. If your trigger is a new Cale event, then Zapier pulls a recent book. Use this sample data to configure the action step because without the sample data, building is almost impossible. You can't map the fields that you can't see. Next, we have task history, and this is your record of everything that Zapier did. So Zapier keeps a detailed log of every zap that was run, every step, every task executed, every input and output. This here is called your task history. It's the black box of automation. If anything breaks, then the task history tells you exactly what happened, when it happened, what data Zapier received, what data Zapier sent, everything that you need to see exactly what went wrong. Essentially, task history is your debugging toolkit. Now, you don't need it now, but later in the course, it will become essential. Next, we have data flow, and that's how information moves through a sap. Now, this is one of the most important concepts to understand early on. In every zap, data flows step by step from the trigger to reach action. Whatever data comes from the trigger becomes available to the next step. And whatever data an action receives becomes available to the step after that. So think of it like a river. The trigger collects all the initial data. The first action uses that data, and the next action uses both the trigger data and the output of the previous action and so on. This is exactly why the order of steps matters. So let's look at an example where this order matters. A trigger can be a typefm submission, and within this type form, you have the date, first name, last name, email, phone and answer. First action is going to be adding this all to a spreadsheet. So Zapier sends all of that info into Google Sheets, for example. The next action is going to be sending an email. So Zapier uses that person's email and their name and any answers from the form. Now, the third action is going to be creating a project folder. So Zapier is going to use the same data to name that folder, and all of these steps share the same data flow from start to finish. So when you understand this data flow, you understand how to design multi step automations with confidence. So the reason that we're covering all of this now is simple. Can't build a clean, reliable automation unless you understand the mechanics behind it. Because if you don't understand triggers, you won't know when your automation start. And if you don't understand actions, you won't know what Zapier is actually doing. These concepts are really just the foundation of everything that comes next. So now let's run through a simple scenario with all concepts and contexts, just so we can cement this all in. So our scenario here is going to be someone filling out your online form. The trigger here is going to be typefm communicating to Zapier that there's a new submission, and this is going to be an instant trigger. Way sample data could play into this is that Zapiar is going to pull a recent form response to use when you set up this automation. Permissions come into play when Zapier has permission to access your Typeform account to do this communicating. The connection part is your typeform profile that exists within Zapiar. For actions, the first one can be add the form submission to Google Sheets. This here is going to be one task, and the second action can be send a confirmation email via Gmail. Again, this one is another task. Your task history is going to show both tasks the data received and what Zap year sent. And lastly, we have our data flow, which is the person's name, email, and responses flow from the trigger into action one and to then action two. So every concept we've covered has now appeared in this single workflow. Now that you understand these core concepts, Zap year becomes a little bit more predictable, which is the entire goal. So with this foundation in place, you're ready to start understanding automations at a deeper level. Let's keep going. 4. Master the 4 Levels of Automation: Now before we start building inside of Zapiir, it's important to understand the landscape of automation, the different levels of complexity that you can work at and how each level builds on the last. Most people think that automations are either simple or complicated. But in reality, Zapiar automations fall into a very clear four level progression. This progression matters because it helps you understand where you are in your learning. It prevents overwhelmed by showing a natural path to follow, and it explains why certain zaps feel easy and why others feel complex. And lastly, it sets the structure for the rest of the course. By the end of the lesson, you'll know exactly what each level does, what it unlocks, and where you are on the spectrum. So let's break it down. Level one is single step automation, and this is the foundation. This is where everyone starts. Honestly, the majority of useful automations live right here. A level one automation has one trigger and one action. There's no branching, no formatting, no decision making here. This is automation in its simplest and purest form. So what it does is that a single thing happens in one app, which then leads Zapier to perform one thing and another app. So level one matters because it builds your understanding to the core foundations of Zapi triggers, actions, connections, data flow, and tasks. These are the muscles that you need before anything else. Most people underestimate how powerful simple automations can be because a level one Zap can still save hours of manual work every single week. Level two is multi step automation, and that's chaining your workflow. So this is where Zapi starts to feel intelligent. Instead of one action, your Zap now performs a sequence of actions. So level two automation has one trigger, but two or more actions. This consists of a linear data flow, basic field mapping, and simple processing. So this level introduces the idea that data moves from step to step and every action can use everything that came before it. So the way this is mapped out is that something happens, and then Zapiar performs several actions in sequence. So a new stripe sale can then lead to a customer added to your CRM. They're added to your spreadsheet, and they're sent a welcome email. So this level two matters because this is where you learn how data moves between steps. You learn how to map fields properly, how to build workflows instead of isolated tasks, and how to avoid common mistakes like missing fields. Level two is really just a zone where you start building systems and not just standalone automations. Now this moves us on to level three, which is logic based automations. This is where a ZAP year starts behaving less like a simple tool and more like an assistant that can reason. A level three automation uses tools like filters, like paths, conditional steps, data formatting, utilities, lookup tables, all of that good stuff. In level three, the Zap no longer follows one fixed path itself depending on the data. To map this one out, it's something happens, and then Zapier evaluates that data and takes different actions based on conditions. So for an example of this, a new lead can come in, and if they selected enterprise, then Zapier will send them to sales team. If they selected self serve, then Zapier will send them onboarding emails. And if they selected agency, then there will be a task created for partnership outreach. So level three matters because this teaches you the logic behind branching, behind decision trees, condition checks, and intelligent automations. This is also where automation start replacing parts of human judgment, not just human labor. Most advanced business workflows like agencies, SAS, coaching, ecommerce, rely on Level three automations to route leads, segment users, and customize experiences. Now, this all leads us into Level four, which is advanced and technical automations. So again, a level four automation is going to consist of webhooks, API calls, custom requests, app APIs, code steps, custom integrations, all of that. This level essentially lets you connect literally anything that has an API. Now, this isn't required for 90% of users, but it's powerful to know it exists. The way this is mapped out is that something happens, and then Zapiar communicates directly with an API to then perform some highly customized actions. So an example of this can include sending a custom API request to update a CRM field that Zapiar's native integration doesn't expose. Another super common one is triggering an automation inside an app that Zapiar doesn't support. Now, level four matters because it removes all limitations. You can open the full automation ecosystem, and it lets you integrate with niche tools. So even if you've never used code or APIs, understanding level four helps you understand what's possible long term and why Zapi is far more than just connect this app to this app. Now, let's talk about how these four levels work together because the big idea here is that each level builds on the skills of the previous one because you can't understand Level three logic without Level two dataflow. You can't build on level two workflows without level one fundamentals. And this course is structured the same way. First, you learn the basics of triggers and actions, then chain actions, then you add logic, then you explore advanced tools. Now I want to leave you with some statue, because what's interesting is that level one solves 30 to 40% of common automation needs, and Level two solves 40 to 50% more. And just with those two levels, we're already at 70 to 90% of what you could solve. Level three gives you that ten to 20% with advanced logic, and Level four is niche, but, of course, extremely powerful. So yeah, most of Zapier's value happens in levels one and two, but levels three and four unlock the real magic for businesses that want seamless intelligent operations. So these theory lessons were your map. Now, you know the terrain, and the next lessons will actually jump into Zapier and you'll get a feel for the software itself. Let's keep 5. Get Oriented With the Course: Following this section of the course, we're going to be getting into Zapier and going over a lot of different use cases. We're going to be going over a lot of different examples of Zaps. And with that comes many different apps that we are going to be covering throughout the course of this entire course. Now, because of this, because there's going to be so many different use cases, so many different examples that we're going to be going over and apps attached with them, what I've done is I've attached a guide to the resources of this so you can essentially use that to be able to navigate all the different examples, all the different apps that we're going to be using, and you can use it like a table of contents. So if there's anything in that guide that particularly peaks your interest, you could go ahead and skip to that. Or if you've gone over the entire course, and you can't remember in what specific lesson I covered one specific app or example, you could go ahead and come back to this guide, refer to it, and find exactly what it is that Okay, now, with that, you're about to get into this course. We're going to start in this section, going over a little bit of theory to prepare you to actually get into Zap year itself. But after that, it's going to be full hands on use case course. So I'll see you inside. 6. Choose the Right Zapier Pricing Plan: Alright, in this lesson, we are going to be taking a very quick look at the pricing plans that we have here because I know a lot of you want to get right into the software, but this is still a necessary step in becoming pros with Zapier, because you want to know exactly the plan that fits your needs. So you're not overpaying for anything that you don't need, and on the other end of that, you're not maybe using the functionalities of Zapiar to the greatest of its potentials because you're not paying for a more expensive plan. Now, let's go ahead and get right into this to see what we have to offer. First thing that we see here are these tasks per month. Now, I went over task for you because of this exact reason, so we already understand what these tasks are. As a quick refresher, tasks are essentially all of the actions that Zapier is going to take within your apps. So each action is one task. And if you know that you're going to be automating a lot of things, having Zapier do a lot of things, then you get to see as you come up here with 10,000 tasks per month, we get to see that the plan is starting at 193 50 for the professional plan. Team, it goes up and with enterprise, which gives you all of the goodies, that one you're going to have to contact sales. Of course, this can be helpful if you do know exactly what you are going to want to be doing with Zapiir. But I bet a lot of you don't have necessarily such a solid and concrete idea, which is why this isn't necessarily something that you have to stress too much about. Let's go ahead and come here into the actual plans themselves. And if we're going to start at a basic 750 task per month, we get to see how much this is all priced at. I have it set on the monthly, but you get to see that if we have yearly, we get to have cheaper plans right here. You get to see with this team plan, no matter what task you set, it is going to start at $69 per month. You get to see when I come up here into two task, actually. You get to see when I pop up here into 2000 task, it pops there. But for now, we'll stay at 7:50 tasks per month because this is probably going to be the kind of level that most of you are going to be using, at least in terms of getting this professional plan. Because as you get to see, we have four different plans here, but the most common one, the one with the most value is going to be this professional plan. Now, this doesn't mean that all of you should go ahead and start out with this professional plan. You are just starting out, then starting with this free plan is going to be the best kind of choice right now. So you're again, not paying for anything that you don't need, but you will quickly see that a lot of things that you want to be able to do within ZAP year are going to require that upgrade to professional. So let's go over a quick overview of what these plans actually have to offer because we do get a lot here just starting off with this free plan. With our free plan, we get to see that we have access to the platform, which, hey, hopefully we do. And then we have unlimited Zaps tables and interfaces. Now, Zaps, as we covered, are essentially the automations themselves. But don't get this confused where it says unlimited Zaps, meaning that you're going to have an unlimited amount of tasks being able to be output by Zapier. No, what we're able to do is create unlimited amounts of different automations. But in terms of actually running those automations, those are where the tasks come in and where the limit is actually placed. Then we have the tables and interfaces here, and these ones were actually used to be paid for separately in Zap. You had to pay for tables and interfaces. But tables are essentially just Google sheets, and interfaces are really just ways you can visualize. Your data, think of a Trello board, and again, these ones were all paid, but no one was really ever paying for them because they didn't have too much utility, at least to be paid for when you have alternatives like Google Sheets. So they just made them free. We have two step zaps. So that means that there is only one action that is going to be output by each zap. So you have one trigger and you have one action. So that's what a two step zap is. So those ones are the most important things, and then you get to see as we move over to professional, we get some upgrades here. So instead of just having one action per automation, we now get into multi step zaps so you can have multiple actions. Other thing that's important here is going to be webhooks. So webhooks are going to be the things that allow us to integrate other apps that aren't native into Zapiar that don't have their native integrations, and they allow us to actually connect those to Zapiar. So again, we have so many apps on Zapiar that have native integrations, like Slack, like Google Sheets, Google Forms, things like this, but there are some software, some apps out there that don't have this integration, right? Because we have tens of hundreds of thousands of different softwares out there that we can potentially automate using Zap. But if they don't have the integrations, then we can go ahead and apply these webhooks, which I will be showing you how to do a little later on in the course. Then we have things like AI fields which essentially just allow us to create and enrich data within out forms within our databases. Now, for the most part, everything I just covered with professional is really what you are going to be paying for. It's a thing that most of you out there are actually going to be getting the main utility out of. There is, of course, other features here, but most of it is just fluff. Now, as we move on to the team plan, the singular thing that actually gives us value within this plan is the amount of users. So everything else with our free and professional plan, that means there is one seat. Right, so we're not able to go ahead and log in with multiple different accounts. If you have multiple people in your organization, they can't log in with their own Zap account into the workspace that you're all working within. But if you go to the team plan, you now immediately go from only one user from these from free and professional to then 25 here. With that, there's other things that stem from that. You get shared zaps and folders, and you get shared app connections. Now, if we go ahead and look at all of these features here, we also get to see kind of more specifics about what each plan has to offer. But again, a lot of this is either going to be fluff or is not going to be relevant for most of you that are going to be watching this. But still, I'm scrolling through here, and you get to see kind of where all of these differ from one another. In all the most important things we have already covered, but I will be kind of mentioning things as we go on throughout this course as to where the plan that I'm on is going to be another thing to mention here is that throughout this course, I will be on the professional plan. So you can expect every single thing that we cover to be available to you if you have the professional plan, and if it's not available, then I will make mention. I will say, Hey, you need a team plan or you need some other kind of plan to be able to do this. But with that, that is essentially all you need to know about these different pricing plan. 7. Navigate the Zapier Interface Seamlessly: Now we are in the software Zapier itself. And with that, I think it's time for us to take a tour around the interface just so we can get a full understanding of what we're working with in the software. And although there's essentially infinite amount of things that we are able to automate within the software, the software itself really isn't that complicated. So let's go ahead and just get right into this and have a quick overview of what we see and what we are going to be working with because we can start off right here at our homepage. Our homepage is going to now give us because this is a new account, some templates here, most of which you're probably not going to be working with to be frank, but it also shows you ways that we can start out. And this is going to lead us into what we can see right here. And all of these different functions, all these different tabs are different facets of Zapiar which you may or may not use. One of which is going to be the most important is going to be Zaps. Now, we get to see that we have a lot right here, right? There's six different tabs Zapier is really all about automation, and this Zaps tab is where probably over 95% of your time on this software is going to be spent. So it's only fitting for us to go ahead and start off with this because this is going to be the most important for your understanding and your success as you learn and master Zapier. This section here is honestly quite straightforward because what you can really boil this entire tab down to two separate things. And that's going to be the zaps themselves. So each individual automation and the folders, which are going to be collections of different automations. And to create any given one, we can come over here. We can click Create, and we get to choose either a new folder. Zap. And in terms of folders, one way that I've seen is kind of most prevailing and most useful for a lot of businesses, at least, is to create different folders for different steps in your customer journey if that's something that is going to be applying to your use case of Zap. So, for example, you can have this first folder called new leads. And then this folder can then hold a bunch of different Zaps for these new leads for these kinds of customers within your customer you can even come and create more. You can create a different one. This one is new leads, but you can have one for sales calls or one for onboarding, things like that. Then within the folders themselves, you can also create new subfolders. Then in terms of the layout of our zap, which we will go into more detail later, you get to see this is where we are going to be working for a lot of this course in terms of building out these saps. We have our triggers here, and then we have our action. Right here at the top, we also have their AI Beta and copilot, in that we could describe what we want it to build for us, and then it will go ahead and do so. Now, this one isn't going to be a functionality that is at least right now at the time of recording, fully there, but it can be something that can help you along in your journey in creating all these different apps. If we go ahead and look at our side tab right here, we are also going to see a few things that are going to be of importance to us, but also a lot of fluff. So right here, we have first our linked assets. So these are all going to be the data, the things that we create within Zappia that we want to connect. For example, a table. So essentially, a database or like a Google sheet. Or we also have interfaces right here, which are going to be form. And below that, we have Zap details, it gives us some information. If we want to change the time zone right here, then we can also do so. In terms of time zone, the only thing that is important here about getting right is if you are going to want to be looking at logs of this zap, Because every time this is going to run and it's going to collect logs based on this time zone. So if the time zone isn't in accordance with your time zone, then you might notice things are a little off in those run logs. So if that usually is the case, then you could come and check your time zone here and that'll be the easiest fix. Also have notes that we can add in right here. We have change history. So this is going to be logging all of the changes that you create within the zap itself. You have the Zap runs. You could go ahead and do a test Zap, so you could test how this is going to run. And then you also have the run history. So all the times that it did run by itself, we have status right here, we have advanced settings, and also different versions. And then additional to all this, we also have our search bar up here, which allows us to enter text or insert data that we want to find within our zap, and we could also replace those values with the things that we do in fact find. Okay, so now let's go ahead and back out and move on to tables. So tables here again, are essentially going to be compared to Google Sheets. We will be going over tables within Zapiar. But one thing to note is that a lot of people just use Google Sheets, or they use a different kind of platform where all of their other business happenings are kind of recorded there, and they use that one to then link into Zapiar itself. Let's go ahead and take a look at this test table. We can create this table, and we can look in one, if you're at all familiar with how Google Sheets work or really many project managers out there like Air table or Notion, then this shouldn't be something that is going to be kind of too confusing to you because we have our table right here and within the table, we can add in different fields. For example, we can add in a text field, and this one can be, let's say, title, and we can go ahead and create that field. And then down here in the bottom corner, what we can do is add in individual records. So we added in all these records. These four here. These ones can be a title for whatever, maybe, let's say, blog post title. We can type in something like best Kinner. So we have our title in there, and then we can go ahead and then add in more fields. Like, we can add in this number field like this, and then you'll see it'll be something that will be added in to all of the records that we already created. Go a little bit deeper into this, all the functionality. But as you can see, this kind of layout here is quite intuitive. We also have filters up here. We get to have linked assets, so the same thing as before, where we have our zaps here, but we also have interfaces. We have chatbots, canvases. We have different views, so different ways to visualize this data. We have filters. We have the ability to hide certain fields here, at least hide them in the view that we're currently in. And we also have some more advanced settings. So now let's go ahead and come back and we can move into the interfaces. So interfaces are essentially going to be forms. Because they're in Zap year, what we're able to do is integrate them within our zaps, maybe a little bit easier than let's say if we were to use an outside form software. But at the end of the day, these ones act essentially exactly how you would expect any forms to act. There's some logic that you can put into them, but it's again, not too complicated, and it will be something that we will be going over. Now, here within our forms, we have a little bit more. We have some things that are familiar, like our linked assets. We have integration settings, but then there's stuff that are specific to the form, like the theme, the branding, custom domain, tracking here, access and users, navigation and billing. Okay, so now let's go ahead and back out again and move into Canvases. Now, if I'm going fast for you, don't worry. The rest of the course isn't going to be paced like this, but I just want to kind of give you all a quick overview of what we have within Zapiir. And as we go and progress throughout the course, we will be going in depth into every single thing that I'm covering. And again, if you have any questions at any point within this course, feel free to drop them in the Q&A section, and me and my team will be there to answer. Now onto Canvases, the main functionality that we get out of here is essentially a way that we're able to map out a bunch of different ideas, map out different workflows, and really just visualize our processes on canvas. So let's go ahead and take a look at how this looks. So we can back out right here. Have all these different things that we are able to use to create different blocks, different features within this canvas. If I go ahead and use this basic block right here, I can click in and you get to see that we have this basic block. So again, put in test right here, and then I can put in a split path. So let's go ahead and put in this split path. You get to see. We have two different things. I could go ahead and put in a label, put in a title for this path, and then I can put in some information right here. Have some Zapier assets that we're able to add in like this. Right here, we'd have to search for the zos, but we don't have any created right now. So we're not able to go ahead and search for any. But you get to see that we're essentially going to use this canvas function to just map out, to kind of visualize all of our data, to put our thinking onto a page. So this feature is especially going to be useful if you're going to be communicating with your teams. Maybe you're going to be talking about some zap that you want to build or some workflow that you want to create coming here and doing so, creating it with this canvas right here can be quite helpful. Okay, so now let's go ahead and come back to our homepage, and we are now going to look at these final two right here. Now, these ones are going to be quick. We have our chatbots and our agents, and both of these are going to be using AI to help us within ZAP year. Now, the chatbots are going to be AI assistant that you can go ahead and add into different parts, let's say, your Zaps. So you can have these chatbots on your website and you can feed them a bunch of common information, FAQs, common customer issues within your platform, and then they can be there to go ahead and help. And then with our agents, this is also going to be an AI feature. But instead of working outwardly, right to our customers and people that are going to be interacting with our business, these agents are going to be working for us within Zapiir and they're going to be creating things and making our life easier within the platform itself. And it's going to be doing some of that work for us. Alright, so with that, that covers all of the different functionalities that Zapiar offers us right here. But you get to see that there are also a couple other things that are worth mentioning. The first of which is going to be the app connections tab. Now, this app connection tab allows you to add in connections for any single app that you want to be using within the platform. But of course, with these connections, they have to be native within Zapi. So there has to be something that already exists. The way that we're going to use webhooks is going to be a little different in these connections. So if I come here into Connections, begin type in Google drive, and you get to see right here that we are able to add in the connection just like that. And then right below that, we have Zap history. So this is going to be our low. We're able to see all of our task usage. So a detailed breakdown of all of the tasks that are afforded to us. We also have our Zap runs. So every single time individual Zap has been run. Now remember, zaps can contain multiple tasks. If you have the professional plan, then you can have multi step zaps. So you can have a bunch. Infinite amount of task and infinite amount of actions within just one zap. Okay, now, with that, that essentially covers the basic overview of the Zap ear dashboard. So in the next lesson, let's go ahead and get some apps actually connected so we can finally build our first. 8. Connect Your First Apps in Zapier: In this lesson, we are going to tackle the very final step in order for us to get into creating our automations, creating our zaps. And that last step is going to be actually creating connections because we can't create any automations within apps or softwares that we use if we don't integrate any of them within Zapiar. Now, this screen tends to be a point of confusion for a lot of new users to Zap, because we see here we are looking at our app connections, but we see that there's a difference between connections here and apps. There are two separate tabs. Now, what is the difference between them connections can have multiple accounts within certain apps, while apps are just going to be the softwares, the apps that you integrate into Zapiar. So what do I mean by this? We can have multiple connections to the same app. We can have our Gmail connected here as an app while within the connections, we have two separate accounts in that Gmail. So we could have our personal Gmail, which is going to be one connection, and then our work Gmail, which is going to be another connection. So let's go ahead and start actually adding in some apps so we can use them for our zaps. But I'm going to go ahead and add in a connection here, and we can search for anything that we want. The first thing that I'm going to connect is going to be slack. So then once I click Add Connection, it's then going to take us to a screen that is going to allow us to then connect it into Zapier. So right here, I already have my workspace from my Slack already loaded in, and all I have to do is click ALOW which is going to be allowing in certain permissions, as we talked about. And now you can see right here that we have a connection from my Adam Taylor account to my Adam Taylor Workspace. And if we come here into apps, you get to see that it's simply the app name in Slack. And we get to see how many connections are made with that app. Now, say you have multiple workspaces within Slack that you want to connect. Well, to do so, you could just come here into the app itself, and then you get to see within this app, you have information on what the app is. You could view your zaps, but you can also see the connections that you have within the app. So right here, we only have one connection. But if I wanted to add another connection, I could go ahead and add this in, and then I could select a different workspace, and then that would then be added in as another connection. Now let's go ahead and add in another app just so we can see the different processes here. Here we'll go ahead and add in notion because that's definitely one that we are going to be using throughout this course. And again, you can see that it pops in because I'm logged in on this computer. We get to see up here the exact specific workspace that it's going to be linking in right here. If you want to add in a different one, we could go ahead and do so. Says all of the permissions that it'll be granted, and then we have to go over to select pages, which is a little bit different than what we saw with our Slack because here we have to be more specific as to what we want to allow. But really, this can also be a super simple process because if you have, let's say, everything consolidated within a workspace, then you don't have to go ahead and open up this workspace to then select everything that you need. You could just select the workspace in its entirety. You could come through here and come and select all of these, as well. You can allow access. And then just like that, Notion is now going to be connected into your Zapiar. Now let's do another super common one in the Google Suite and connecting in Google Drive. So again, we're going to come right here. We're going to type in Google Drive, and then we can go ahead and select this. And once we click Add Connection, it is then going to take us to our Google Drive Login page, where we're able to select from all of the different Google accounts that we have logged into the specific browser that you're on. Mohammed, can you please blur everything except for Adam Taylor? Right here, you get to see all of the different accounts that I have signed in, but all I want to do is select my Adam Taylor account. Now, if I wanted to, I could come back in and add all of these other accounts here as their own individual connections, but I just want to go ahead and use my Adam Taylor account. Go ahead and continue with this, and then bam. Just like that, it's now been added one thing to note here is that if you do want to do some kind of specific actions within other Google sweet companions, like Google Docs or Google Sheets, then you should go ahead and add those ones in themselves because you get to see if I type in Google here, we have all of these different connections that we can do. I'm going to go ahead and add in Google Sheets right now. Once we select our account then, we just have to grant it it's permission, and then just like that, if we wait a moment, bam, it's now added in to our app connections. Alright, now, with these basic app connections integrated, we can now go ahead and move on to actually creating our first zap. So let's go ahead and do that. I'll see you in the next lesson. 9. Build Your First Zapier Automation: Okay, so in this lesson, we are going to build our first simple zap. So to do so, we are, of course, going to be starting off on our zap tab. And what I want to do is I actually want to create a new folder for this specific purpose. You saw in an earlier lesson, I said that we could create folders that could house all of our different zaps. So what I want to do right now is I want to keep in this new leads folder, but what I want to do is create a new folder for a different step in the customer journey, one of which that we are going to be creating at least one automation, one zap to help. And that step is going to be sales calls. So I'm going to go ahead and create this folder, and now that we are opened in this folder, I'm going to create a Zap here. Now we are in our Zap builder. What I want to do here is create a simple automation. So essentially, what I want is whenever anyone books a sales call with me through my Google Calendar booking link, I then want a message to be sent in a slack channel that I designate. To do so, we first have to select our trigger being Google Calendar. So in selecting this trigger, there's going to be two steps to this Google calendar specific connection, and I have to set it up and I have to test it. And first part of the setup is going to be in the app. I selected Google Calendar and the trigger event. I want this to be when a new event is created. You can see some of the things that we have been talking about up to this point. We get to see our polling, and we get to see our instant triggers here. So that means this one here as an instant trigger, is going to fire as soon as this new event is created and the automation will go ahead and trigger. But with these polls, you get to see if I select them, we see there is a 15 minute poll time, meaning that this won't happen automatically. Instead, what's going to happen is that Zapier and this integration is going to check for this certain trigger event. Every 15 minutes. But what I want to do here is I want to do the new event, and we're going to have it be an instant one. And next, all we have to do is select our account. Go ahead and select this one, and now we get to see that we can continue on to actually configuring what this trigger is actually looking for because we can have many different calendars within our Google we don't want this to go ahead and trigger. We don't want this zap to go ahead and run unless it's in a specific calendar of our choosing. In my case, I'm just going to have it be on my main calendar because this is where I already have this booking link set up to. So I have that calendar selected, and next I can hit Continue. So now we've moved on to the final step of this. We have our setup done, our configuration done, and now all we have to do is test it. So it's going to do now is it's going to look for an event that is existing within the calendar that I chose to make sure this trigger works, and it's going to pull that specific event. So let's go ahead and test this, and we can see that event A has been pulled. So we can click on it and we can see some information about it. Now we get to see two events that were pulled from this calendar. So I can see right here, if we click on it, we get to see some information. We get to see all of these different tags right here. We see the kind, E tag, ID, status, HTML link. And these ones here are actually important to note down because with all this information, we are going to be able to do some specific kind of customization in terms of our action. One thing to note here is that we see the summary here is a 15 minute meeting, and we see the name Zach Zapier, because that's the person that booked it. We get to see again right here, description is booked by Zach Zapier. So just know if there's any information here that is going to be important to you that you might want to pull for your action step. Then just note whatever it comes from, if it's the created, if it's the HTML link, if it's the updated. In my case, I am going to note this description right here because Zapr is what I want to be listed in this slack message that's going to go into one of my channels because I want to see who booked it, and I want to see their email associated with that can go ahead and continue with this selected record. Now what I have to do is I have to create the next step and what the next step is is going to be our action. The trigger was that event being scheduled and now I want the action to be a slack message in a channel. To see the Salapie again, it's the same thing. We have our app selected. We have our account selected, and now what I need to do is an action event. So what is the action that this is going to take after this trigger is fired? If I choose this event, what we can do is we can scroll down. And what I want to do is I want to send a message to a we get to see right here that we have send channel message, so I can go ahead and select that. And just to know, if you are going to be doing a bunch of automations within a certain app, and you're going to want to use the same kind of action or trigger multiple times, then what you can do is you can actually pin that. Oh, right here, we have our send channel message, and if this is going to be something that I'm going to create a lot of automation using, if I'm going to use this action a lot, I can just pin it and we get to see that it has now come to the top. So this is something that is a nice little feature for at least convenience because there does tend to be a lot of different triggers and actions within the apps that you're going to be connecting. So right here, we have send channel message. That one is all good. I can go ahead and continue to configuring. And now you can see with these actions, the configuration for them is going to be a little bit more in depth than what we saw here with this Google Calendar trigger, for example. So the first thing that we have to do is we have to select a channel from the workspace that we have linked. And what I'm going to do is choose the sales calls scheduled channel because this is going to be a log where I'm going to have everything regarding my sales calls come to. So we have that channel selected. And these ones here, some of these options that we do have aren't really going to matter for at least specific use cases. But in our case, we can just go ahead and keep this. Do we want to add the Zap your app to the channel automatically? Sure it already exists within there anyway. And now for the next thing, which is really the most important thing is, what do we want this message to actually say within this channel? Because right now, if we just go ahead and test it, whenever an event is scheduled, we'll just see a blank message within our slack channel. But no, we want to have an actual specific message. And while I could just go ahead and say, there has been a call scheduled in your Google calendar alone doesn't really convey much information. It doesn't convey things that I want to know. I want to know who scheduled the call and I want to know what is their email address. So what I can do is actually get rid of all of this, and I can come to this ad right here. And what this edition is going to do is it's going to give us data from our previous steps. In our case, because we only have one step that comes before this, our trigger step, it's going to give us information that it can pull from whatever this new event was. So as I showed you, these ones are all here, like ID, HTML link. All these things are going to be things that are going to be pulled from this event being scheduled. But what I said I wanted is I wanted our summary and I wanted our description. Those are the two things that had a name. And what I want to do is I just want to go ahead and actually use this description right here. We can click more to see information on how it appears. Now, I clicked a few times right here, so we get to see that I can just go ahead and get rid of this second one right here. And just like that, this message will now say, This is booked by Zach Zapier, and it will give his email at zac@gmail.com. If I want, I can also combine it with other things as well that come from here. So I can put the summary right before it, it says 15 minute meeting Zaxapiar booked by zaxaperzac@gmail.com. Could add some more texts. And we could keep doing this because we can also go ahead and say, when does the event begin? Because we want to know when was this meeting actually scheduled. So I could go ahead and put this start date right here. And I could also pull in the start time, as well. So we get to see right now that it's a 15 minute meeting that was booked, and it was booked by Zach Zapier, gave us the email there, and we see that it's on December 3, 2025 at 9:00 A.M. This really has all of the information we need, and we don't have to add in any actual text ourselves because that can really just be fluff. If we have everyone understand what this is all supposed to convey, then no need for any added text here that is just going to be fluff. Then we have some other things that we can do. Do we want to send it as a bot? Do we want it to send as the Zap year butt right here. We have the name. We can change the bot icon. Again, a lot of this is just fluff. Do we want to include the link to this zap yes or no? We have other things that you can just go ahead and customize. Stuff that isn't going to be important right now for this specific zap. But these are also going to be different configurations that you can see between the different apps that you're going to be using. You're going to see a lot of them might give you a lot of control while some of them like Google Calendar, where there's not too much to do, there's not going to be as many kind of customization options. But for now, this one is all good. I can go ahead and continue and we can test this step right here. And right now, it says that a message was sent to Now let's go ahead and move over into Slack to see if this was actually the case. Okay, so right here, we get to see the Zapier app sending us this message, a 15 minute meeting with Zach Zapier, booked by Zack Zapier zack@gmail.com, December 3, 2025 at 9:00 A.M. Now, in looking at this test message, we can see that we could change some things up right here, maybe add a space after or even enter in a new line just so that information is a little bit more readable and then also do the same thing after that date where the time is shown. To actually implement these changes, it's going to be super simple because we can just come in here back to our configuration. And if we want to come right in between, right here. And typically, we could just go ahead and put our cursor in between the things that we want to separate. For some reason, these two are a little stuck together. So we can just go ahead and delete those two, then add in a new line right here, and then we can put our pretty dates and times. So we can do this right here. Our event begins in a pretty format right here. This one here gives us all of the information, the date and the time. December 3, 2025 at 9:00 A.M. There we can go ahead. And now that it's published, every single time someone goes ahead and books are called using my link, then this is going to run. So let's go ahead and actually test this one out while we're here. So I'm right here within my Google calendar. Here we have our 15 minute booking page. I can go ahead and open this up. I can preview it. And then what I can do is I can select any random time here, and then I can put in the information that I want to be listed within. Let's say that we have a new friend here in Zadeus Zapiir. So we'll go ahead and put in that first name as Zadeus last name Zapiir. And then we can go ahead and put in a random email address here. So now that we have this, I can go ahead and book it. And now if we go ahead and move over back into our slack, we should see in just a few moments this so there we go. That one took, I'd say, approximately 6 seconds to actually run. So it was super fast. And there we go. I'd say that took approximately 6 seconds to go ahead and run. So it's super fast. When they say instant, they're not lying. Okay, so there you go. This was our kind of most basic kind of zap that we could create that still has some actual utility within your I used this exact same zap at one point, when I wanted to decide who was going to be taking which And I actually even used this exact zap at one point, when I wanted to decide who was going to be taking which sales call? When I wanted to go ahead and assign different people of my team different sales calls. And I even grew it to be a little bit more advanced than what we see right here. So that entire process of actually assigning to people was done. So that entire process of actually assigning it to the individuals that were working for me was done. But that one I'll show you in a little bit later of a lesson. 10. Create Multi-Step Zapier Automations: At this point in the course, despite what you might think, you already have a pretty good grasp of Zapiir if you've been following along. What we're going to be doing from this point on in the course is really going to be building on all of these foundational things that we've already discussed. So, yeah, you can give yourself a pat on the back as we go ahead and continue to learn more and more and start to really become masters of this software here and Zap year. Now, as you may see on the screen, you can see that I have a three step zap here. Now, that's because in this lesson, we are going to look at multi step zaps. In the last lesson, we went ahead and built a simple zap, right? It was one trigger and one action. But here in front of us, we have one trigger with two actions. So, what is this automation right here? What is it actually doing? Well, instead of talking this through, let's actually see it in action, starting with this email right here. So here we have an email of something that we need to do. It's a task. It's a o quarter finance review. So what this automation does is, once I go ahead and come here and I label this email under my to do label, then we get to see if I go ahead and apply that. It's going to appear here under our labels in Gmail, under to do. But more importantly, it's actually going to be doing a few other things outside of GMAil. So now that I labeled it this, what we can do is move ourselves over here into our notion workspace here. And here I'm in an action items dashboard where I have a database here that's titled Task Manager. And right here, we get to see that a new task has been created in our o quarter finance review. Now, another step here is if we go ahead and move over again, and now if we move over to our Slack workspace, we also get to see that right here, we see that irqterFinance review was added as a task in the task manager database. Just to recap here, all we did was add in one label to this email, and we had two actions in two different apps, go ahead and be executed. We first had right here our task manager. You can see this duplicated because I put the label on twice. And we have one right here with our Slack message in our notion log channel. All right. So all of this is cool and all, but how do we go ahead and actually build the system? Go ahead and come over here and let's create a brand new zap right here so we can be able to actually recreate this from complete scratch. Okay, so now we have our blank slate, and from this, we're going to start with a single trigger, and that is going to be from our Gmail. So we have our Gmail event selected, and now what we need to do is select our trigger event. And we have to come here. We have a few different options. You can see all of them here are so none of the automations that you run with Gmail are going to be instant activations. As you can see, all of them are pulled. Now, what we want to do is come to our label. Now, we're not going to select new label because this one here is just going to be looking for when our new labels actually created in our Gmail. We don't want that. We want when labels are going to be attached to emails. So we can come over here. Use our new labeled email. Okay, so now that we have that set, we then have to configure it to actually select the label that we want. And we get to see here these ones are all of the kind of basic ones that you have within Gmail. So we want to come all the way down to the one that I created, you can see that it's different because it's lowercase. So I'm going to select that to do label. So now what we're going to do is move on to our test, and we're now going to test the trigger. So what this did was it went into our email and it went under our label to do and it looked for records that existed here. So if you were to go ahead and create a new label to do a similar automation like this one yourself, if there's no emails that exist within that label, so if it's a new label like this, labeled review. There's nothing that exists here, then this test trigger will not, in fact, work because there has to be something there that already exists. So let me go ahead. Move this label, and let's go ahead and continue on. We get to see that one record was found because one record, one email exists within this label. So we get to see all of the information that we potentially can pull in the following steps of this automation here. We have the ID, raw ID, all of this stuff, most of which is not going to be important to you. There is one thing here, at least in regards to this automation that is important. And that is going to be our subject line right here in our cuter finance review. You should also note that if you are going to be using Gmail in your zaps, there are multiple places where this subject line actually appears, and one place that's going to be the most consistent that you should just search up and use is actually going to be the subject field right here. Let's go ahead and continue with this selected record to move on to the next step, which is going to be an action within notion. Want to occur within notion is, I want this database right here to be updated. So I'm going to go ahead and delete these two and delete this final one right here. So I want this task manager to be updated, and I want a new task to be put into this task manager. So to do so to tell Zapier to do that. I can come in here and I can choose an event, and what I'm going to do is scroll down a little bit, and then we can see right here where it says, create datasource item. If you're familiar with notion, then you might recognize these little things here as databases instead of data sources. And also, you might think of these rows within these databases as pages instead of items. Yes, they are, in fact, going to be a data source item because a basic database, instead of saying page, it actually does say item in some situations. This is a course on Zap and not notion. So what I'm going to do is create data source item because that is what is going to be the thing that accomplishes what I want to do within notion. Once I have all of this selected, we can go ahead and click Continue. And now I have to choose the database that I want to work with. And the one that I want in this case is going to be our tasks manager. So you can see right here, it's highlighted. We can go ahead and select it. And now you can see that as I selected it, we have some new fields pop up here. And this is because with Zapier, what we're able to do is once we select a data source, it also gives us the ability to edit any given field with this new item that we add in. So if I wanted to select project, then I could. If I wanted to mark this box here as completed or keep it unchecked, then I could. And if I want to set a due date or input a formula, then I could do that right here within this configuration. So the first step that I want to do here is I want to have this name filled in because we get to see that the title right here for the task title for the task names is just name. So this is, in fact, the correct field that I'm going to be editing. And what I want to do here is I want to name this the subject line of whatever email that I mark as to do populated in notion in the example. So I'm going to go ahead and click this plus button, and we are going to insert the data from the email. And what I can just do here to make things easier, I can just type in subject, and we get to see right here because it's using that test data from that original email. We can select that one. So right now, the name is solely going to be the subject of that email. And then we can answer some other things right here in editing the other fields that exist on that database. I don't want this checkbox right here to be checked as completed because I just added this task in. So I want to make sure that it is unchecked. So I select that as false. And the rest here is not going to be relevant for us right now. So what I can do is just make sure that's selected as false, make sure that we have the subject line of whatever email that I label as to do being the name of that task, and we can go ahead and continue. And now what we're going to do is we're going to test this step. So you can see, right here, we have nothing in there. There is no irterFinance review. But now if we test this step, just to make sure it all works, if we come back in here, we now get to see that pop in our irterFinance review. All right, so right now we have a single step zap created. It works. It's all good. But what we want to do is add in another step. And what we want to do with this step is we want to use our Slack channel as a kind of log, and we want this to notify what just happened here into our Slack channel. So we have our Slack workspace selected. And here, because I penned this earlier, we get to see the action that I most commonly want to use is right up here, send channel message. I can go ahead and continue. We can select a channel and notion log because this is going to be an action, something that occurred within notion, so I want to put it into the notion log. And then I can input the message text here. And what I'm going to do here is I'm going to also use that field, that same dynamic field in this message text that is going to populate within Slack with that email subject line. But before I do that, I'm going to put in some little preliminary text here. I'll say a new task was added to the task manager database titled. And then I can put in quotes here, and I can add in this field. We can look at this, and I can type in subject. And the subject is going to be outer finance review, and then I can put in another quote to end that one out. Again, we have a bunch of other data right here, a bunch of other customizations that we can make, which for the most part, aren't going to be very meaningful. What we just did here in choosing our channel and message text was the most important thing that we could do here. So I'm going to go ahead and continue this. And then now we are going to test this step, and we're going to move over into Slack to see that a new task was added to the task manager database titled Coqu Finance Review. So it is all. Okay, now, with that, we have now created an automation that works directly with our email and notion into Slack, where all we have to do is whenever we receive an email, if that email is going to be something that we actually have to complete, all we're doing is setting it as a label. We're setting the to do label to it, and then an entire automation, all of this work that we would have to do manually is now done for us. And if we do work with notion very often, as you can see that I do, then this task is going to be something that can pop up boards, and it's going to be something that is going to be top of mind for you. So you won't have to worry about letting anything fall through the cracks. Alright. So there you have it. This was our introduction to multi step zap. 11. Control Automations: Filters and Conditions: Starting this lesson as the next step to mastering automations within Zapiir, we are going to be looking at a new piece that we can add into our automations, because thus far, we've looked at different automations and triggers and actions using sole apps. But there's other different tools that we're also able to integrate within our automations to make them work more efficiently and to actually do the things that we want. And most of the times these things are going to be much more specific than just when one thing happens in one app, we want something to happen in another. Might have some extra filters, extra conditions that we might want to work in, which is exactly what we are going to be doing, starting with this lesson. And in that, in this lesson, you get to see that we already have one of them existing right here in our filter by zap. So what we have in front of us is an automation that we've actually already built before. We see when a new event is in our Google calendar, we then want our final action to be a message sent in Slack. So this is going to be when a call is booked with us, we want a message in slack that says the summary of the meeting, the description, and when the event begins. But we're adding in this filter step. And what does this filter step do? Well, what we want to do with this filter is that oftentimes in calendars in your Google calendar, going to have a bunch of different events. You can have many different types of things scheduled, and they might not relate directly to your business all the time, or they might not directly relate to the sales calls. And right now, we have the Slack message being sent in the sales call scheduled. So what we're doing here with this filter option is we are filtering to make sure that only the sales calls within our Google calendar are actually going to get to this action step into sending a slack message. So let's go ahead and start this all over from scratch so you can actually get an idea of what is happening here, all the steps that we're taking. First off, we want to start with our Google calendar event. Now, this is the same thing that we did in our simple Zap setup lesson, right where we have our trigger event being a new event created within our Google calendar. That one there is simple, it's straightforward. In terms of coming into our configuration, I only have this one calendar that I use within my Google calendar. This one here is a default one that's generated, and that's not going to be relevant here. So I have one calendar that consolidates all the different things that I have scheduled for my upcoming week, upcoming month. So once we have that selected, we can then go ahead and continue on to our next step. So now what I want to do is instead of adding in our action, I want to come over to our flow controls, and I want to put in a filter, and we can see the description right here. Let a zap proceed only when a condition is met. So we get to see here the basic setup of what these filter conditions are. Get to see that it's essentially just an if then statement, which are super common to understand in automations. And luckily, they're quite straightforward because what we're going to be doing here is we're only going to continue if this certain thing is met. So, if this is met, then we're going to go ahead and let the automation continue. If not, then no. So what do we want to do here? Well, what I want to do is I want to make sure that I only want this automation to run when I am going to get a meeting booked with me, that is going to be a sales call. And I could have multiple different sales calls here. They are going to be important. I can have 15 minute ones. I can have longer discovery calls, which may be up to 45 minutes. So I can't just go ahead and I could have my 15 minute calls booked. I could have maybe 30 minute calls booked. So it's not going to go ahead and so what do I want to do with this filter? Well, we already identified a problem that exists within this one. We identify that this calendar here is just one calendar that contains a bunch of different events, a bunch of different things that I'm going to be using this calendar to keep track of. So what I want to do is I want to make sure that this automation doesn't always run. It doesn't always send a slack message whenever I add in, let's say, a friend's birthday party. Or even maybe a task for work that doesn't necessarily involve other people. It's not a meeting. So a way that we're actually able to do this is we can only continue if there is attendees within the event that is created. So we get to see that we get to choose a field that exists within our Google calendar. But what I want to do is I want to come down and I want to find our attendees field. So you get to see that we're able to filter by all of these different things. For example, we can filter by location. So if the location is going to be within, let's say, New York City, then we are going to let it continue. But we also don't need to use just Google calendar events here to actually do this conditioning. That's also what I want to show you here, and we can come into variables, and we can look times. But one thing to also note here is that we don't only have to be able to filter by things that came in a previous step. We don't only have to filter by Google calendar in this scenario. What we can actually do is filter by just generic variables. So we get to see here that we have system variables. What we can do is filter by these different things. So you can filter by current time, and we can filter by run ID, step ID, or zap ID. Example, if we wanted to do a current time, we could come here into current time and only continue. If the current time, then we can say contains. And then our condition can be coming down here to date and time, and it can be after a certain date. Only continue if this is the case or only continue if it's before the current date. So with this current time variable, what we can do is come here into the conditions, and you get to see that we bunch of these different conditions, but what's going to be most relevant for time would be date time after before equals, but something that I want to use this to do is I want to come to r greater than and less than functions to have this only run during business hours. If I go ahead and come here, I can say greater than. And if I want to say greater than, then I can go ahead and put 9:00. And then I can also have an A statement. So, it's only going to continue if the current time of this event right here is going to be greater than 9:00. And system right here in current time is going to be less than 5:00. So we can put 17. So right here now, if I go ahead and continue with this, we're going to see that this zap would not have continued for this test data because this was created at 6:30 P.M. 6:27 P.M. So it's not within this. But if, for example, I did have a piece of test data that was within that, then of course, it would work. I'm getting a little ahead of myself here because I actually don't want to do this. But I am getting ahead of myself because that's not actually what I want to do with this automation, because in this case, people can be scheduling meetings with me at any time of day. It can be in different time zones. So it's not always going to fit within these business hours, and I still want to be noted. So what I'm going to do is I'm going to go ahead and remove these rules. I'm going to come back to the truce field, and I am, in fact, going to stay within our Google calendar events here. And as I said before, we want to come down to attendees. Now, attendees, I'm going to come here into the condition, and I am going to use the same kind of condition that we just did to make it within business hours. And here, I'm going to do greater than. So if attendees is greater than zero, then this will run. So let's go ahead and click Continue here, and it's going to test, and we get to see that, yes, this was, in fact, true. This one here is going. Now we can go ahead and do what we already have done earlier and actually setting in this action to notify us within Slack. So we're going to choosean event. We're going to send a channel message here. We're going to configure this to select the channel. We're going to go to sales calls scheduled, and then we're going to enter in some dynamic fields here in the message text. We're going to start here with a summary followed by a description. Then we can hit Enter. The format is a little better, and we can have the event begins pretty. It's going to give us a nice format of the date. With that, we should be able to go ahead and continue and test this step. And right now, we should have just received message from our Zap app, which we did. But let's go ahead and test this and actually see if our filter is going to hold. If it's going to not continue, if I just put in a random event like a birthday party within my calendar. So let's go ahead and hop over to Google Calendar, and I'll see you there. Now that we're here within the calendar, let me go ahead and just add new event right here, tennis lesson. I can go ahead and now save this. And now we see that this is an event that does exist here. Now, if I move over into our slack and we should wait a few seconds. If our filter worked correctly, then we shouldn't see anything pop up here. And now, looking at it, we see, in fact, that is the case. So now let's just test this again to make sure. Let's come here into our 15 minute meeting. Let's preview this and let's create a new meeting here just to make sure that this didn't mess up with our previous automation that we actually wanted to run. Our intended let me go ahead and schedule one right here. So now let's go ahead and say that Zach and Zadis Zapier have a sister named Zara. She is now scheduling a meeting with us. And we can go ahead and hit Book. Now, this booking has been confirmed, and we can go ahead, move over here, wait a few seconds for this to actually run. And if everything works correctly, we then should see that we have a 15 minute meeting that is booked by Zara Zapiir. Alright, so here we go. That one there, I'd say, took about 45 seconds to actually populate and execute. So maybe a little bit longer than usual, but it did appear right here. Okay, so there you have it. This was our introduction to working with filters within Zapi. And as a little recap, if we come back in here, we get to see that these filters work on an if then basis, where if a certain condition is met with some certain property, then the zap will go ahead and run. And we don't only need to actually use information from prior steps within our automation, where instead, we could go ahead and use system variables. Essentially, our filters can be super powerful to getting us to run only under certain conditions. 12. Pause and Delay Automations When Needed: So in this lesson, we are going to be learning about a tool with in Zapiir that is very often used to make our automations feel a little bit more human and less rigid and robotic. What do I mean by this? Well, let's go ahead and come into our new leads folder, and let's create a zap that is going to fit right here within this. Now, the tool that I want to talk about in this lesson is going to be under here with our flow controls, and it's going to be delay. So we can see the description here is delay sending data to an app by holding actions for a set time, is that we're able to delay this automation, essentially adding in a wait time between two given events or our trigger and novat which is going to be what we're going to set up. So first, let's go ahead and set up our trigger. And what I want to do here, the way I want to illustrate this is use a Google forms. So the first thing that I said here is that we can use delay to make our automations feel a little bit more human. Now, this is because, for example, we have a form that people are going to fill out. If we then want to send them some email or confirmation or just a response after acknowledging that we see that they completed that form. If we kind of want to make this feel a little bit more human, then this isn't going to be an instant response because they will know immediately if something is an instant response, that was definitely done automatically. So if we add on a delay, it makes everything feel a little bit more human. Now, this doesn't have to only kind of focus on forms, but you can do this in a bunch of different automations, for example, within email automations. This delay here is so commonly used within email automations to do this exact same thing to make them feel more human. So now let's go ahead and actually set this entire thing up. We're going to come here to our trigger event. And under our trigger event, what we want to do is we want to have a new form response right here. We get to see this one here is going to be an instant trigger. So immediately when this happens, we are then going to be able to move on to our next step, which is our delay. So this one here is going to be a little bit more helpful because if a trigger is pulled, then we're not necessarily going to be working within this exact time frame that we set on our delay because if it's going to be pulled every 15 minutes or so, then we might have to take that into account within so let's go ahead and select this one. And now I'll go ahead and connect my Google account and then come back to you. Alright? So now we can go ahead and move on to configuring this. So to do so within Google Forms, we can just go over here and we can select from all of our forms that we have within them. For me, I'm going to go ahead and select this contact information form. So now we can go ahead and continue, and I can test this trigger. Alright? So now we can continue with this selected record, this sample data. And now we can go ahead and start configuring our in terms of actually what we're able to do with the delay, it is quite simple. It's a very easy function. Right here, our action event can be delay after Q, delay four, and delay until. So from these options, our delay four and delay until are quite straightforward. If we look at our delay until here, then we can come here and configure and we can select a specific date or time. So we can essentially use this to wait until 9:00 A.M. Tomorrow or wait until the first day of next month, for example. Now the next one that we have here is delay four, and this is the one that is probably the most commonly used one. So here, we're essentially able to put any number that we want here, let's say five. And then we can come here and actually dictate what time span this is going to be 5 minutes, 5 hours, five days or five weeks. So again, this one here is quite straightforward. Now, the last one that we have is delay after Q. Now, this one is a little bit more complicated. Once you understand it, it completely makes sense. So the delay after cue essentially works as if, let's say you are getting in 40 different Google form responses at once, instead of this going ahead and delaying by, let's say, 5 minutes before sending out all of those emails, if you have that five minute wait time, what it would do is wait 5 minutes between each one of those 40. So even though these 40 came in all at once, the first of those 40 would get sent out in 5 minutes, and then the last of those 40 would get sent out hours later. So essentially the reason why these exist, why this delay after cue exists is to help keep APIs calm, avoid rate limits, and also prevent situations where all of your messages or updates hit a system simultaneously, if that is something that you don't want to again, another example of this can be within email marketing system because with Google, for example, if you send out 50 emails at once, then they're going to say, Hey, some suspicious behavior is going on, and I'm going to block your account. So this is exactly the kind of use case where you'd want to go ahead and do this. So let's go ahead and set up then a action being an email. So now let's go ahead and actually configure this delay. So right now, we have it set at delay after Q and we get to see that for the options here, we can go ahead and set our value like we did before. We can say five, and then we can choose minutes, hours, days or weeks. Now, if I go over back here to our setup and instead of delay after Queue, we just do our regular delay four, we get to see that it is the same exact thing right here. We can go ahead and have either one of these set because this is going to be an ultimate email action that I'm going to set. I'm going to have a delay after cue, just so if a bunch of people fill out this form at once, then we're not going to have a bunch of email set out at once, which will maybe flag my Gmail being wrong. So right here, the only difference we have is that we can set a title here. So I can just go ahead and set this title as a form email confirmation, and we can go ahead and set, let's say 30 minute response here. So now after 30 minutes and between each response, we are going to then get this right here. So now we can test this step. We see that the test was successful and now we can move on to our action, which I'm going to select Gmail, and the action is going to be to send an email, and then we can go ahead and configure, so we can continue on here. And what we want to do here email specifically, we are definitely going to need to use these dynamic fields. If we want to say, send a confirmation email. So what we would have to do is come here to this plus. We're going to have to use the data from our form, and in here, we can just come to the respondent email because this is who we want to send the email to so everyone gets their own personalizing. So here we have John Doe at gmail dot. Then we have a bunch of different things that we are able to do. The only ones that are actually required here are going to be our subject and our body. But if you want to have our from value right here, we can make sure that we go ahead and select our own email, and then we can have CCs or BCCs. Maybe we want to BCC it to ourself or maybe to a coworker for them to keep logs, or maybe even we'd want to set up a different automation. To do that maybe an extra step, but let's not take this too far. You get to see that we have all of these different options. We can add labels. We can add in default signatures. We can change all of these things in regards to actions and sending in emails. But for now, let's go ahead and just fill this in here with a couple kind of example text, and then we can go ahead and continue and finalize this off with a test. Okay. So here, what I just put into our subject was a form confirmation. But more importantly, looking at our body, what I did here is add in another dynamic field, which, again, is going to be something that can be super useful in sending out emails using Zapier. So what I did here is I said, Hey, and then I inserted the dynamic field of their name from their Google Form response. So then I said, Hey, name, Enter. Thanks so much for filling out the form, blah, blah, blah, whatever other information that you want to put. And then I signed it best Adam. Alternatively, we could also add in a signature. So there it's as simple as that. So let's go ahead and continue, and let's actually test this step out to make sure it all works. Okay? So right here, we get to see that a message was sent to Gmail in about 1 second. Let's go ahead and publish this, and I'm going to fill out the form again myself with, you know, some more sample data. And then we can see in my Gmail account if something was actually sent out. Alright, so right here, I put in some example information here, and I can put in a submission. So now, if I go over and move to my email, so we should see an email that was sent out to me. So let's go ahead and check that. Alright, so 30 minutes later, we can now see this form confirmation come in. We can see it's from the email that I set up from the email that I connected, says, Hey Zack, thanks so much for filling out the form. Alright, so there we have it. Our form is now complete. Now, one thing that I want to know that isn't as much about the delay, but instead about how you use the data from Google Form. Right here when we come to configuration, what I did is I actually changed up the email here. So if we come here into configuring and I edit this zap, I can go ahead and add this and we can look. If we're going to be using an email field, then one thing to note is that an email right here is different than respondent email, because in order to fill out this Google form, the person has to sign into a Google account. That has its own email. That one there is going to be your respondent email. Now, a separate thing is that within that form, I asked for an email. Now, they could easily put in a different email, maybe even put in an email that doesn't belong to them, or on the opposite end, they can put an email that is better fitted for whatever you're asking them to fill out the form. So just know that these two here are going to be serving different purposes in terms of actually adding them in as dynamic fields within your automations. Okay, so that wraps up this lesson. I'll see you in the next. 13. Schedule Zapier Automations on Autopilot: This lesson, the feature within Zappia that we're going to be looking at here is no longer going to be solely in action. Instead, what we get to see is that this feature, scheduled by Zapier, is instead going to be acting as our trigger. So I built an example Zap here, so we could see how you can potentially use this schedule by Z. If you look at the top here, you can see that I titled this Weekly Progress Update because that is exactly what's happening. I use this schedule right here, the schedule feature to run every single week. So every week, this is going to run. The trigger is going to be activated, and then it's going to move down the line into these next two steps within Notion. The first of which is going to be a search property. It's going to be searching for completed projects, as I titled it here. The next one is going to be searching for next week's projects. And lastly, it's going to take the information that I gathered from both of these steps, and then it's going to send a progress report, a summary into our Slack channel. So let's see how this actually is going to work in practice. If I come over here with Slack, we get to see this message here, the actual output of this automation. Says, Hey, everyone. I hope you all had a great weekend. Last weekend, our team completed three projects, CRM cleanup, knowledge based revamp, new Ki onboarding workflow. Then it says, Let's look forward to this week. We have two projects to do, third quarter feedback survey analysis and product launch campaign. V 2.1. All right, so let's actually get into actually seeing how this can run. And to do so, I'm going to start off with a brand new sap. Alright, so let's go ahead and start off with our trigger here, what this lesson is all about in our schedule function here. Now, we have it right here with the popular built in tools, but we can also come here to our flow controls and access it right here. It says, Schedule recurring tasks to run at a specific time interval. So we can look at this right here, and now we get to set this up. So we have to choose what is our trigger event. Well, our trigger event can day, every hour, every month, every week, or it can be in a custom time interval within this, let's say, every 2 hours or every two months, every two weeks. Now, what I want to do is I want to set up a weekly progress report. So that's simple. I'm going to go ahead and just select every week, and then we can move on to configuring this. So here, now because it is a weekly thing, we get to choose what day of the week do we want to set this on? Do you want it to be a Monday or do we want this to run on the weekends for now, what I want to do is I want this to be sent out in the beginning of every week because more important than what was completed last week, I want to set our sites on what we have to do this week. So that means I'm going to go ahead and set it on Monday instead of, let's say, Friday. And here we get to choose now the time of the day. So you can choose any time of the day. You could say when work starts, I'm going to go ahead and select this to be at 8:00 A.M. So 8:00 A.M. This is going to run every single Monday of every single week. We can go ahead now continue and test the trigger. There shouldn't be any problems here. So now the test record here, the sample data it's pulling is just going to be the day of the week, December 5, 2025, when we can continue with the selected record and move on into our first action. And I'm going to select a notion step right here. But what I want to do here is I want to back up so we can actually look at this in our normal view that we're used to. Now, in terms of the scheduling function, you've essentially seen exactly how it works here. I want to come to this different setup. I can come and we can look at custom frequency, just so we can see exactly how this is going to work, because at the end of the day, this lesson is all about this scheduling feature. If we do want to do a custom frequency, then we can start off with a frequency type. So do we want this to be monthly? Do we want this to be weekly or do we want this to be daily? If we go ahead and select daily, then I can set this there, and then we can set an interval. So, essentially, what this interval is going to be doing here is it's going to relate into our frequency type. So because I said daily and this interval is one, that means it's going to send every single day. Now, if I change this to three, now this is going to be every three days. So the same thing will apply if we go ahead and set this as weekly or monthly. If I have this monthly and this is three, this is going to run every three months. So don't think that it's going to be three times within a month or three times within a day. No, it means every three days if you have it set up so then we get to set up our start date. Do we want it to be today? Do we want it to be tomorrow? Do we want it to be next year? That is what we're able to do right here. Then we get to choose the time of day, which was the same thing as what we did before. And then right here, we can have a time zone override, which most of you aren't going to Okay, so that's it for our custom frequency. Now, if we come here and we come to, let's say, every hour and we come to configuration, we then get to see a time offset. So what this time offset is meant to do is that if you set this to be every hour as we did at 00, it's going to run at the start of every hour. But if instead we were to change this to 30 or 45 or 15, let's say, we'll put it at 30, now it's going to run in the middle of every hour. So 230, 330, 430, like that. Now if we were to set it to 45, then it'll run every 45th minute of the hour. So that's going to mean 145245, 345. Then we get to trigger on weekends or not. Now, let's go ahead and check out every month in the configuration here. This is we can choose the day of the month, just like essentially doing the time offset, and then we can choose the time of day where we want it to run. Okay, so again, like I said before, the scheduling feature is super straightforward. So now let's actually look at this in action in a meaningful use case that we can apply to our businesses. So let's go ahead and again, set this here to Monday, and then the time of day, we can come back here and set at 8:00 A.M. Okay, so now we're going to continue on to our notion step. Now, one thing that I haven't really gone over, haven't been too specific on thus far within the course is that our action events are separated into typically two categories. We have our create category right here, and if we scroll down, we get to see a search now, within every app that we use, we might not see both of these options, but essentially, they're self descriptive, because we could imagine what we would have with a create function. If we have a create action, that means it's going to create something within our app, like it's going to add a block to a page or add a comment to a page with a notion. Now, search function here is going to search for some data. We don't want to create data. Instead, we want to search it and we want to compile it for use in a later step within our automation. So what I want to do for this is I want to use this top search function right here, find data source items. Because what I want to do with this automation is I want it to look for items for projects within a database that were completed within the last week. So we can say, Hey, we completed these projects last week. And then I want a separate search, which we'll do in the next step, which is going to look at projects that are going to be due in this so right now, let's focus on the projects that were completed in the past week. So now we can continue on to configuring this. So the first step is going to be choosing the data source, in this case, choosing the database. So what I want to do is I want to use our project tracker database that I have within my notion because this is one database that essentially compiles all of the projects, right? It's one kind of mother database that has everything that my team would be doing. Now, because I selected this project tracker database, we also get to see all of the different fields that exist within that database. Right here, we get to see this project tracker database. We get to see that has project, it has status with an extraS. It has a department field, it has a due date field, has a project priority field. So we get to see that a lot of these exist right here. We see our project, which is going to be the name field. We see our tasks filter. We have other things that are hidden that you didn't see earlier. We have our status filter with an extra S, and we have our now what I want to do is I want to find things that were completed within the past week. So that is going to consist of using two different filters. It's going to consist of our status filter because I want to make sure it's completed tasks. So that means I have to choose the value here. I have to make sure that the status value equals, and then it should pop up right here, and it equals done. So right now we have it set to the status filter equals done, meaning it's only pulling in completed projects. Now, instead of pulling in all completed projects, I want to come to the due date filter. And I want this due date to go ahead and filter for the past week that we have right here. Now essentially we have created this search field. So right now, it's going to be searching within our project's tracker database. It's going to be looking for completed projects that were completed within this past week. So now I could go ahead and continue to testing this. So we can test the step, and we can see if it in fact finds projects that did fit that search criteria that I set. Now we get to see that it pulled in one individual project. Now, this is actually because in our configuration set, we didn't set one of these settings properly. And that is this bottom one right here. We see if multiple search results are found, it's now set to return the first search result. So if we select this, we should come and we should change this. Because we don't want to just return the first search result, we want it to return every single result that fits this search quarter. So we should go ahead and select this bottom one, which says, return all results as line items. So if we go ahead and select this, now we continue and we retest this step, we should not only see our CR up, but now we should see there's more than that. So if we go down, we get to see that this is all the CRM cleanup, but now we see a number two. So this is the knowledge base revamp. It's a different project. And then if we keep scrolling down, we see a number three, which is, again, a new client on boarding workflow, again, a new project here. If we scroll all the way to the bottom, we get to see that there is count variable Now let's go ahead and move on to the next step because what we just did in this one is find out those past projects that were due. So now let's go ahead and move on to our next step because what we just did in this step is we found those past projects that were completed and due in the past week. So what we can do is we can come to these three dots. And instead of rebuilding everything from scratch, what we can do is just duplicate this step. It's much faster. Now let's go ahead and also rename this. So it's clear as to what this step is actually doing to find completed projects in the past week. Now I want to rename this one to find projects that are due in the following week. Okay, so now we can rename this. We get to see the full name here, but we actually have to edit this to configure it to be what we want it to be. But here we can come to our status filter. What I want to do is I actually just want to clear the selection because the status doesn't matter if it's in progress. What I want to do is only just see the projects that are due in this next week. Oh, that means I can only have to focus on this due date filter. So instead of doing past week, what I want to do is go ahead and set it to next week. So now it's going to be pulling in all of the projects within our project tracker database that have a due date in the next week. And we get to see that because we duplicated this, if multiple search results are found, they will return them all as line items instead of just returning that first. Now we can continue on and we can retest this step because I duplicated it, so it pulls in that prior test. So we want to retest it and make sure that its new results are pulling in the ones that we want. So we get to see here that the first result here is, in fact, something different. We see our third quarter feedback survey analysis. We can scroll and we can actually find the due dates. Now, we can do this here or we can also just come in here and look at our cirquarFeedback survey analysis. We see that, yes, this is, in fact, due within the next week. Along with that, we have our product launch campaign that is, in fact, due one day before that, which is still in this next week. Now we get to see with both of these search fields, they are in fact working properly. So now what we need to do is finally add in our last action step, which instead of a search step, it's going to be create step. So we're going to come to our Slack message here. We are going to choose our event to be send a channel message. Then we can move on to configuring this and we can select the channel. Here we can do our all Adm Taylor channel because this is going to be the general channel what we can do is we can work with our dynamic fields within this message text to actually give a meaningful output of all of this search results that Zapier has been doing to find and compile all of that data within Notion. So we can start off just simply by greeting everyone. Hey, everyone. I hope you all had a great weekend because remember, this is going to be set out on Monday. Then we can go ahead and enter in, and then now we can talk about what we did last week. So we can say something like last week, we completed a certain amount of projects. So now what we can do to actually input in the number of projects that we did is we can use that count field that I pointed out that was an output of our notion search. So what we can do is we can come here, we can come to our plus, and we can make sure that we are going to be focusing on the find completed projects in the past week and not this other one. So we can then search up here and quickly just come to count. So we make sure that we're in the completed projects in the past week, and we can just put count here. So now what it will do with at least this example data, it'll say last week, we completed three projects. So now what we can do is put a cool in here and we can actually list the three projects that were completed. And to do so, we're going to come into our dynamic fields. So we want to go ahead and I will type in projects here and making sure, again, we are in the correct dataset, and we can come to our result Properties project. And we get to see a little output right here just to make sure this is, in fact, what we want. These are the titles of the projects, so that is, in fact, what I want. So now I'm going to enter in, and we're going to move to our next part of this message, which is going to be focusing on talking about the projects that are due in the following week. So I said, Let's look forward to this week we have, and then we can put in a dynamic property here, and I can search and count. And instead of doing the second one, we want to come to our third step. We have count projects do. And then we can do the same thing as before by putting in Nicole in here, Enter, and now we can put the name of these projects. So right here, we get to see it. I can insert that so just as simple as that, we now have all of these set in. We have this message in, and now we can do is we can just hit Continue, and now we can test in this step to make sure it's all working. Says a message was sent to Slack. Now let's go ahead and move over into Slack to see if this was the case. Alright, so right here, we get to see this second message set in. So just like that, we're able to use our scheduling feature right here to be able to create these weekly progress reports within Zabi. So, personally, this is one of my favorite simple automations its value here is quite apparent. Even if this is something that is just you. You're a solo preur. You could run these automations to actually get a sense of how productive you are being in any given week, and the numbers don't lie. Alright, so that's it for this lesson. I'll see you in the next. 14. Add Human Approval to Zapier Automations: Now, although we want to use Zapiar to automate as much as we can, there are still some things that may require a human intervention. In other words, a human in the loop, which is the feature that we are going to be looking at within Zapiar today. So this is going to be one of our flow controls that essentially are going to halt any automation until some human come over here, views the approval request. You can see right here that it needs review. And once they review it, they see everything is all good. They get to then approve or decline the request, which is then going to alter how the automation proceed. Approve it, then the automation, in this case, how I have it set up, we'll go ahead and proceed. If I don't, then it will halt. So the way that we're going to illustrate this flow control in this lesson is we're going to use a human in the loop approval or denial request within this step Illustrate the usefulness of this human in the loop flow control is between type form, which is going to be form entry into then creating a contact within the and the reason that we have this human in the loop here is because the human, you are going to decide whether or not this is going to, in fact, be a qualified lead to then put them within your HubSpot CRM, or if they're not qualified, then you can decline it and they won't be added to that CRM. So you can ensure that you only have most of qualified leads in your CRM. So your team spends their time the most wisely. Right now we have it set up where someone is going to fill out a type form. They're going to answer a few questions. And then we are going to approve that request. And then if we come over here into HubSpot, you can then see if we approve them, they will then appear right here. We have our Jane Smith with her email and if we preview, then we are able to see all the information that we have pulled from that typefm. We see it's Jane Smith, founder and CEO at Acme Corporation, and we have her email. Now let's actually get into building this so we can see how this human in the loop functions. So first, let's start off with our trigger being a typefm. So we're going to have our type form here. We are going to select our account, and we're going to have our trigger event being a new entry. We get to see. Luckily, this one is going to be an instant trigger. Next, we can move on to actually configuring this. And to do so, I'm just going to choose the form that I want to be in here, and that's going to be our lead intake form. So I'm going to select that and we can go ahead and continue, and now I can test the trigger using our old information. Right here, we have our entry that is Jane Smith name at example.com. We can pull this one in for our test atom. So next, before moving into our action and working in with HubSpot, let's actually get into our human in the loop. Now, you do get to see that this one is a premium feature, so you do have to have any paid plan that will give you then access to this flow control. Okay, so let's go ahead and set our action event. Our action event can be one of two things. We can first collect data, so we can ask for additional information during the zap run specific that only individual can add. Let's say, for example, this can be maybe assigning it to a specific department with specific team within your group. So maybe you could use this for some new tasks that are going to be created by some automation, and then you can be the person that is going to deliberate and see who is going to actually be taking on this task. Collecting that data, that will be what is then going to educate the rest of the next steps. But in our case, what we want to do is simply request approval. We want someone to approve or deny some kind of request that is then going to influence how the rest of this zap is going to run. So I'm going to go ahead and select request approval, and now we can move on to configuring this and seeing all the different things that we are able to do here. Now, first thing to know is that there are three separate required fields that we have to go ahead and add in some information in order to actually program this human in the loop in order to configure it our action configuration. We have our notification, and we have our reviewer. So starting off with our action configuration, there's only going to be three things are required of us here. The first of which is going to be the content to review because right now it has no information. If we don't put anything in, then it's essentially just going to come up and ask us, Hey, approve or deny, but we have no information to actually educate that approval or denial. So what we're going to do here is with this first box, this is simply just a text box. It's a place where we can ask a question that can precede the data that we are going to provide so in our case, what I want to do is I want to ask, is this a qualified lead. So we can go ahead and put that specifically. Is this a qualified lead? Question mark. So now what we get to do is we can use this next box to actually give the information required to answer this question. Here. So coming here looking at our lead intake form, what I added here was simple contact information, first name, last name, email and company because these ones are mainly going to be useful in actually adding someone to a CRM. This is information that we need. But then company here, this one can be the first step of actually qualifying this lead. Now, if we move on to the second question, what's your role in the company? This one is a clearly qualifying question. Then we get into a reason for contact, why are they actually contacting, why are they filling out this form, another qualifying question. And then, lastly, we have, what is your budget range? So using this information, we can go ahead and come back here to actually fill out this content that we need to be reviewed. So we can first go ahead and start off with company. We can say company here, we can do a colon, and then we can add in the company information. So right here, we have our type form data. We can come into company. Now I can go ahead and enter and do the role. So now we have a role here, and now I can select the role within the company. So right here, we have that question. What is your role? Next, we can add in another line here, and we can go ahead and see the reason for contact. So, same thing. We can just add this one in. And then, lastly, we can add in the budget range right here. So we can say budget range, just to make sure that it's clear, we add this in. And note, the reason why I'm putting this text here is because this one is not actually going to include the full question, what is your budget range, 15,000. Whatever. It's not going to include that entire thing. It's only going to include their responses. So just to make it clear, I'm actually putting in the text to precede. Okay, so now what we have done is we've created in this request approval in this human in the loop setting, we have done all of this information that is going to be relevant to actually answering the question of, is this lead that filled out our type form actually going to be qualified? So, now what we can do is we can go ahead and move on to our next required fields. Right here, it says, action if the reviewer declines. We then get to do two different things here. We can either stop the run. So if we decide that they're not qualified, we can just stop the run and it won't continue. Or alternatively, we can continue run. And you can see in some situations where this one here is going to actually be the case that we are going to select. But in this case, because we are only working with one after the other and we're not doing any kind of branching, then right now, we're just going to stop the run if we decline. And then next is a question of let the reviewer edit the content. In this case, it's not going to be necessary, but it also doesn't really matter. So I don't have to change anything there. Next, we have the notification. So the notification is going to be important here because we have to decide how is the person, how is whoever we're deciding that is going to be notified to either approve or decline this request, in fact, going to be notified. So the options that we're given here are going to be email slacked because I have that already connected and to trigger a separate zap. In our case, just for ease of use, let's just go ahead and select email here. But of course, we could also do either one of these two, and maybe you even have an automation that is super specific that is going to kind of get your attention a little bit better with this trigger Zap feature, but we'll just go ahead and stick with an email. So now, once we select that, we then have to choose our email recipients. Now, here, what I'm going to do is I'm just going to copy and paste my email here as the sole recipient of so now we can go ahead and move on to the reviewer. And the type of reviewers, only members of my Zappia account, reviewer is going to be again, just me. And then we also have some other options right here. So because all of the review entries are going to be on some kind of timer, we have to choose what happens when this timer runs out. So on the timeout, do we want to end the run, or do we want to skip this step and just continue along with the automation? Nobody reviews it, I'm just going to go ahead and select end run. And then here we get to select our timeout value because yes, in fact, we do have to select something. Now, you can also get to see that the max amount of days that we are allowed to set this timeout value is 28 days. So you can see we can select any value right here, and then we can choose minutes, hours, days. I would go ahead and set the most amount 28 days, just so you can actually be sure that you're going to be getting to all of these, and it's not going to be messing up any automation. So we can go ahead and set this one here to 28, and then we're also given the option to send a reminder here. And if we do select yes, then we get to select the actual value and minutes, hours and days of when this one is going to be sent out, when this reminder is going to be sent. So for now, that actually covers everything that we are going to see within this human in the loop. So let's go ahead and click Continue, and let's test out this step, make sure it's all good. So we see here we got the checkmark. Now we can go ahead and add in our final step, which is going to be adding in this lead if they're qualified into our HubSpot CRM. So we're going to come here, and what I'm going to do is I'm going to type in contact. And right here, we have our Create so I'm going to create a contact within HubSpot. We now have to select the account that we want to use, and now we can continue into actually configuring this. Now, the Hubspot configuration, especially in this creating a contact, is something that's going to be quite packed with a lot of potential information because with the Hubspot, the basic contact that you can add, there is so much information that it does allow you to do so. What I would do is if I'm going to be filling this out, which I am now is just use this search field function so you don't have to scroll through all of these different fields to actually find what you want to add in to this lead once they're ultimately first thing that I want to do is put in their first name. That's going to be basic here. So we have the contact information first name, and then I can come back here to our typefm entry because we got all this information when they filled out our form. We have our first name there. We can do last name. So down here, we have the last name. I can put that one in. Next one we want to put in is going to be an email. Right here, we have the email. Bill we can then do the company. So under their company name, we can come here and put our company. And then the information like budget range and the other qualifying questions, I'm not going to put in except for the role within the oh, let's go ahead and type in job title here to go ahead and put in the role. So you can do this. And then what is your role in your Okay. So now, with all of this information, I should go ahead and be able to test this step, and it should send it in. Okay, so now if we go ahead and check our Hubspot, we get to see that we have another Jane Smith here that has been added. Okay, so now let's actually look at this from scratch, from the very beginning of actually someone filling out this type form. So, let's go ahead and fill this out. So here, we're going to put in some information. My first name is going to be Zack. My last name is going to Zapier. My email can be the same, and the company can be Zappier. We'll continue on. Zack, let's say, is going to be the CEO of Zapier. We can go ahead and continue. The reason for contact, we can say we have scale marketing operations. Let's say that we're creating this form because we want to get some clients into our marketing agency. And budget range here, we can say very high. All right. So now we can submit this now that we return back into our zap here, if we go ahead and refresh, we get to see that we have an eye right here. So that means that we can view our approval request. But not just that. If I actually go over to my email, then we should also be able to see a notification there that notified me that, Hey, you have to come back here into your zap to actually view this approval request. So let's go ahead and check this out and we get to see this one needs review. We see the company here is Zapier. The role is a CEO. The reason for Czat is they want to scale marketing operation. Let's say, I'm a marketing company right here. That sounds great, and their budget range is very high. That sounds even better. This to me, looks like a very qualified lead. So let's go ahead and approve this. And now, if we come back into our contacts, we should just wait a moment here. We can refresh this page. And then in just a few moments, we should see our friend Zach Zapier actually be added into this contact list within HubSpot. Okay, so now we get to see that our friend Zach Zapier is now within our contact. Now, one thing that I actually did have to do is I have to go back and change the email that said the contact already exists. So now if we preview this, we get to see all the other information that we added. So we see that he's a CEO at Zapier. When we scroll down, we get to see all the other information. Now, if we want to go ahead and name this, we've named this qualified lead to CRM, and there you have it. This is how not only we get to see how the human in the loop works, but also how it can actually be used in a practical example. That's it for this lesson. I'll see you in the next. 15. Branch Logic: Paths and Conditional Flows: The reason why we're continuing and building upon loss lesson is because the human in the loop function gives us unique ability to actually be able to use this path. B right here, what we did with this human in the loop is that we were requesting approval. We were trying to see if the lead that filled out our type form here was, in fact, a qualified lead or not. Now, the reason why we have this path is where in the last lesson, if they weren't a qualified lead, we just ended the automation, and then they wouldn't be added into our Hubspot. Now, in this lesson, what I want to do, if they are not a qualified lead, then I want to go ahead and mark that. I want to say that they're not a qualified lead. I want them to be added to a list within my CRM that is unqualified leads. And if they are qualified leads, then I will put them into a different list, which is titled qualified leads. So we get to see here within Hubspot we have two different segments. We have our unqualified leads, and we have our qualified. This is exactly where we want to end up sending our leads. So we already went over how we can create this type form field. And we did the same thing with our Hubspot in actually creating the contact. But before what I had it set up was, I had this created contact come after our request approval. And that's because I only wanted the contact to be created if they were, in fact, a qualified lead. And one last thing that we have to change before actually going into these paths is that within this human in the loop, before I had this set, that action, if reviewer declines, would be to stop the run. But now, in this case, I want to go ahead and continue the run because, again, we're going to be using this logic here within our paths. Okay, so now that we've covered all of this, where we have lead fill out a form, then this lead is going to be put into our Hubspot. It's going to be creating a contact among all of our contacts. Then it's going to come to the point where us we have to go ahead and decide if, in fact, this is a qualified lead or not. Okay, now let's get into actually creating this go ahead and get rid of this one here. We can delete this step. Now what we can do is we can come in and add in a new sep here. We're going to come to our flow controls, and we're going to come to our pass. So you get to see that it says Build different steps for different rules. So that's exactly what we are going to do here. Now, within this path block itself, this actually doesn't really give us anything to work with. What we have to do is we have to focus on these paths right here to actually be able to decide what it is that this does. So let's go ahead and click into this first one here with path A. We can first do here is we get to see how we want to configure this. So we can configure it by custom rules, always run or by a fallback. Now, if we want to have this set at always run, the reason why you'd want to do this is because you might have two different paths where essentially you want to have two things occur simultaneously or two separate things. So where in one path, you maybe have some sort of condition where something specific is going to happen. And the other path, you can just have that one normally, where these are things that no matter what conditions you have set on the other path, you want these things to happen And now, with the fallback rule, what this one does is essentially, if your other paths fail, then it's going to fall back to the one that you have set as fallback. So another thing to note here is that we don't only get to be able to split this into two paths. What we can do is we can add in essentially as many paths as we want, and we can turn this into a real crazy branch of automation. We can have all these different paths. So in this case, if you have all these conditions set for all these paths and none of them are true, none of them are fulfilled by the information that actually gets to them, then they will go to this fallback path where this one is going to then run if none of these else are true. Now let's go ahead and actually clean this up, and let's delete all of these steps so we can come back to our simple two. So now we are back to our simple two path automation here. See, it looks much better. Way more manageable now. Okay, so now let's actually change this right here. We want to change this instead of being a fallback, we want this to be a custom rule. And the same is going to be the case with this path right here. We want these both to be custom rules. Now what we have to do is we need to set each one of these path conditions to one being if this one is approved, run in this path. If it's declined, then we want to run it in this path. To do so, we have to choose our field where we only continues if our request approval, we want to come right here if the decision is going to be approved. So we can say text contains the word approve. So now if we go ahead and continue, now we get to see that our path would have continued for this test data because the test data, it was, in fact, approved set of data. I approved it in this set. So we get to see that it would then continue down this path. Now, another thing to note here with our path conditions is just like using them in our filter conditions, we can add in some and or or rule groups. So that means it can only continue if this set is going to be true, and then if we add in an and, then it also has to mean that the other set is going to be true. So that would be both of them. If we add in an or here, then that could mean that it will only continue if this one is true or if the other set is Okay, so now let's go ahead and move into our other path. Where we want to do the same exact thing here, where we want to pull this and we want to come to our decision. But now for our condition, we want to again say text contains. But instead of saying approve, we want to put the word decline. Now, that is because if we come here, we get to see that our approved button label is approved, our decline button label is decline. So we know that these are the two words that we are going to be working with. Okay, so now that we have those ones set and ready, what we can do is continue on and move to our action. Now, we also get to note here that it says that this path would not have continued for this test data. Now, that's not showing an error. That's just saying that the path the test data was an approved human in the loop section. So that means it just wouldn't continue here, but that's okay because we saw that it would, in fact, continue here. So it's following what we need. So now let's move into our action here, and our action is going to be working in Hubspot. And in Hubspot, what we want to do is instead of creating a contact, as we did up here, what we want to do is add that contact to a list. So now we can continue on to actually configuring this, and now we have to choose which list we want this to be added to. Now, because this one is going to be line path, that means I want to put contact into the unqualified leads list. So I can have that set right there. And then the only important set of information here to actually add that contact to a list is going to be their contact email. So what we can do is we can simply just come here. We can use the data from the type form, and we can just come into email. So we have that email right there. And then the last question here is, halt my task if contact is already member of the list. If you want that to be true, then you can go ahead and set true. And now that one is essentially, after we test should be now, here we see that it failed to create the contact, and that's only because this one already exists within my list right here. So let's go ahead and take a look at that. You can see here we're in the unqualified lead segment, and we get to see Zach Zapier already exists here. So that error isn't going to be an issue for us. So we can go ahead and just skip this test. And now what we need to do is put this exact same step right here except we have to change the list. So to do so just for ease of use, I would do is just duplicate this is drag and drop right here. So now we don't have to have that one to appear. Okay, so now to alter this one, we can click on it, and then now all we have to do here is change the list name from unqualified leads into qualified leads. And now we can continue and test this step. Again, it's going to fail because Zac already exists within that qualified lead list. But we can skip this test. And now what we can do is go ahead and publish this version of the zap. And what I want to do is actually let's start here from the top and we can see this entire automation plate so now we have our type form. And what I'm going to do is I'm going to create two separate forms with different people, so we can see how approval and decline work and actually getting through the entire automation. So once I fill these two out, I'll then come back to you and we can meet up in Zapi to see if this all actually works. Alright, so I've now finished filling out those two type forms. And now, before we actually look at these approval requests right here, let's go and make sure that these actually exist within our hop spot that they actually created the contact. Now, if we come to all contacts right here and we do get to see, these are the two people that I added in, we have Zadeus Zapier and we have Jeff Bezos. And we see the emails right here. These ones all came in, and if we preview them, we get to see a little bit more information. We see that they're an Internet AC let's see what Jeff Bezos' position is. He's a CEO at Amazon. So that sounds pretty good. Let's go ahead and come back into here. So now that this is All Good. Let's now look at these approval requests. Now, typically, we wouldn't actually check these because, you know, we would want to assume that they are going to work swimmingly. But now let's look at these approval requests. We can look at this first one right here. So we get to see that this is what the person responded. This person is saying they are at Amazon, they're a CEO. The reason for contact is that they want to buy our company. Their budget range is 100 million to $1 billion. So I would say that's a qualified lead. So I'm going to go ahead and approve them. Okay, that has now been settled. Now let's go ahead and look at our next one. But before we do that, we also get to see that we see this path right here. Now that we approve them, it's split into this path. This path ran, it said it sent one new contact to HubSpot. Now, just in a moment, we will actually verify if that's actually the case. But for now, let's go ahead and look at this one right here where we see that this one is going to need approval, so let's see it pop up. So here we get to see this content to be reviewed. We see that this person works at ACM. Their role is an intern. The reason for contact was no reason, and their budget range is $0 to $0.99. So what we can do is go ahead and decline this. They are not, in fact, a qualified lead. Okay, now this one has now sent through, and we get to see that this path condition was true, and they were added to this list. Now, one thing to note here is that I actually did have to make one change that's because before, if we come here and edit this draft, what we had this text contained too was decline. And that one actually isn't true, because if this one was to go ahead and run, the decision is only approved and decline. So it's not approved and rejected. So you want to make sure that if you do have something set like this, then you want to make sure that the text here is now decline. Once that one is all good. So if we come here into our unqualified lead segment, and we should see right here, we got Zades Zapier right here if we preview, we get to see that he is an intern at Acme. Now if we come into our qualified lead segment, we just refresh the page here. We should then see Jeff Bezos right here within our qualified lead segment. Right here, we get to see CEO at Amazon. All of the information is all good and set to go. Oh, there you have it. This was our introduction to actually using paths and not too complicated of an example. Just known just as a recap here with our path conditions, what we're able to do are set custom rules and always run condition and fallback conditions. And with those with our custom rules, we can set and rule groups, and with our paths, we aren't only limited to two paths. We can create as many as we want. Okay, so that is it for this lesson. I will see you again in the next. 16. Use Utilities to Control Automation Behavior: Far within the course, we have been working essentially entirely within our flow controls. Now, in this lesson, I wanted to introduce you to the next step of Zapiir that we are about to cover. And that is going to be our utilities. Now, our utilities can do a range of different things. Now, a utilities are going to be given their own dedicated lesson. For example, we're going to be going over the format in its own lesson. For example, we're going to be going over the web hooks in the lesson. That one is an advanced feature, and most importantly, we're going to be looking at an AI step by Zapier, and it's very lesson because, of course, as you would imagine, there is a lot to go over there. But the thing is, most of these utilities don't really warrant their own lesson, which is why I have this lesson for you. Now what we need to do is answer the question of utilities? In Zai well, they exist to help you manipulate, control or reshape data that already exist somewhere else. So, utilities don't really do anything visible on their own. You're not going to be updating any records or sending emails for the most part, because right here, we actually do have a utility that is email. So you can send and receive email via custom Zapiar email address. Now, for the most part, if you are going to be doing these integrations, if you want to be sending out emails within Zapiar, then you are going to be using an integration with Gmail or outlook or whatever you email is. But here we do have the utility to be able to have a Zapi custom email address. Now, you could use this utility to maybe do something like keeping in logs within your email if you don't have a slack or a discord. But now let's go ahead and go over a quick overview of what these utilities are and how they can help. So, right here, what we have is our trigger and our action. And as you can see, as I click into the utilities, some options aren't going to be available depending on where I click into. So right now I'm in action. So we get to see that the space utility, there's no action for it. The IMAP, no action, email parser, no action and appsatus, no action. On the opposite end of this, if we go into trigger, we'll be able to see that a lot of these, if not most of them, don't have any triggers available. So that is the first kind of thing that you'll see that utilities are going to mainly work actions and not triggers. That makes sense because they're going to be using data. You're going to be creating, reshaping or modifying some data that already exists in most cases with the utilities. So that's why you're not going to have many triggers for them. There are some triggers that do exist, some of which are kind of funny. So let's go ahead and look at these. Now, the first one I want to show you is space. Space is also quite unique. We get to see here that we get to choose a trigger event. And the trigger event is toothixs. We have a new launch and a new subscribed launch. These are triggers when a new launch is created. So if we go ahead and click this new launch and we come here into the configuration. Essentially able to create this trigger, that's going to be looking at space launches. So, if you want to be notified about these space launches, and you can have that set to today, tomorrow, this week, next week, next month, next three months, you can go ahead and be notified. So you can keep track of all of these space launches, if that's something that you're into. Now let's go ahead and come back into this and let's change up this utility to look at another one here that's kind of. Next, we have retrograde. So retrograde, right here, we get to see three different triggers. When mercury enters retrograde, it's going to trigger. If mercury is in retrograde, it's going to trigger. And once mercury leaves retrograde, this one will trigger. So here we get to see that we have some kind of fun ones. So you can imagine the kind of silly automations that you'd do. Next we have some more here. We have the weather. So if you want to create some Zap zaps that are going to be tied into the weather, then you go ahead and do that. Like, for example, if you want to have a snow day trigger, then you could have that and you could send that to your team, say, we have snow. But one that I actually do want to focus on that actually does have quite a bit of utility is this right here, our chrome extension. Now, this one is going to be the star of this lesson. Our Chrome extension is going to allow us to start Zaps within our browser, within we'll look at the Zapiar Chrome extension a little bit more in depth later, but I do want to now bring it to your attention to say, this is going to be something that can be quite powerful for us because if we go ahead and look at this, right here, we have the Zapiar Chrome extension, and our trigger is going to be a new push. So this one is essentially going to start whenever you are in your Chrome browser and you click on your Zap Chrome extension to do some kind of automation that you'll build right here. So let's go ahead and select this, and let's get into the configuration for this. One automation that we'll be building using the Zappi Chrome extension within this course is going to be one where we're able to go to the Zappia Chrome extension and type in a name, and then that name is going to be associated with an email. And then what will happen is it's going to pull the link of that website that we're on whenever we start in that automation. And once we type in the name, it'll then send the link of that web page to the email that's associated with the name that we type. When we do eventually build that Zap, what we'll do here with our Zap Chrome extension is do something simple, just like two. And this will now allow us to have space that we're able to type in some information that will then be linked to the email that will eventually be sent using that web pageRL. Okay, now let's go ahead and look into another utility right here. So we can go ahead and set up here. We can change comeback in utility here. And the last one that I want to go over in regards to triggers are going to be app status. If you are heavily reliant on some set of apps or even just one app, what you're able to do is have this app status, and you can get the trigger as a new updated app incident. And then in this configuration step, we can select those apps, and then it will automatically notify us if there's going to be any scheduled downtime if the app is down, and once this app is going to be resolved in their issue. So that's another easy, simple one for you to go ahead and understand and set up yourself. Now, let's go ahead and move into our actions here. So with our utilities here, we have a lot of different actions. Here we have code. Code is going to be quite straightforward. If you need a space to type in code to be able to use that data in some following step, you can do so. Right here, we have digest. It's going to condense info from multiple events into a summary for any single app. Now, alternatively, you could also use an AI step for something similar to this, which we will be covering later on in this have our email function right here, so we can send emails via a custom Zap or email address. Again, you could use this for logging purposes, things like that. Now, as we go down here, we have our format. We'll be going over that later. That is going to give us a lot of abilities to be able to change data that already exists in prior steps. We have files here, so we can import and process files. This one can be quite useful. If you're going to be uploading videos, if you're going to be uploading and moving around files from app to app, you can use something like. Continuing down, we have some more advanced ones. We also have simple ones like SMS. So this one can simply send out text messages from you to whoever you want. Maybe this can be some kind of notifying thing where you have a trigger that is then going to lead into sending a notification via SMS to your team members. Now this last batch here, again, is going to be quite self explanatory. We have storage here. So here, what you can do is you can store some kind of data for use in later steps within your zap. Next, we have Translate. If you ever need to translate anything, here is your utility to do that. We have a URL shortener, so if you want to take some super long URL and make it into something shorter, you got that right there. The weather, again, we went over that. We have a web parser right here, so this can extract content from any webpage. So you can extract that, and then you could use that and maybe AI Step. That AI Step can then take that information to create some kind of personalized outreach to maybe an entire lead list that you have. That lead list could contain their name, email, and website and you can create an entire automation that gives you some personalized output, personalized email marketing message for every single one of those leads. And then, again, we have our webhooks in Chrome extension, both of which we will be going over very, very soon, so stay tuned. 17. Format and Clean Data Using Formatter: You've ever worked with trying to transfer data from one software like Google Forms into another one like a CRM and Hubspot, and you found that some of the data from your original source, in this case, a form isn't actually formatted the way that you need it to be within your Hubspot, then this solution right here in our format within Zapiir is the exact tool that is going to help you get everything situated for it to be transferred directly from your source, whether that be a Google Form or any other kind of form software into wherever that ultimate destination is going to be. So our format here, if we go ahead and add in a step here, we can find it under our utilities. So our format exists right here, and the format has four different action events. Has our date and time numbers, text and utilities. And in this lesson, we are going to be covering these first three, our date and time numbers and text, because for the most part, they all kind of work in a similar way. And then in the next lesson, we will be covering utilities. Now, as I just talked about, our format is kind of self explanatory in its name, because what it's mainly going to be helping us with is reformatting our data. Now, the times that we are going to have to reformat our data or when we are going to be using some kind of software, some kind of apps that are going to be giving us data in a format that we don't quite like. Again, in many cases, this is going to be coming as a result of using some kind of form where someone other than you is going to be filling out some information, and they're going to be giving you that information in a way that you don't like, in a way that you would like to go ahead and change to eventually have in some final destination. Go ahead and take a look at our text first because our text is going to be the use of format which is most common. So that's what I actually have set up right here where we are going to be looking at some of the most common ways that we can use this text format. Now, if we go ahead and check within our text right here and we come into our configurations, there are many, many different ways that we can go ahead and transform within this text. So you get to see right here, we have a lot. It starts off with capitalize. We have convert HTML to Markdown, which again, that one is just going to be a kind of file formatting thing. Then we have Markdown to HTML right here, we can go down. We get to see some extracting actions. So we can extract email addresses. As you'll see down here, we're going to be extracting phone numbers. So you get to see what we're going to be kind of working with in terms of how extracting works within these formatters. We have find length, lowercase pluralize. We have other actions and you get to see that we even have some funny ones right here, like superhero name. If we go ahead and click into this, we get to see our configuration is just going to be taking an input of some kind of name, and then it's going to convert it into the name of a superhero. So this is kind of one of my favorite parts about Zapiir it has all these little silly and fun things that we're able to kind of work into what our existing workflows are. As you get to see, there are so many different ways that we can use this format. Now, if I were to go over every single one of these, then this would already be a much longer lesson than it already is going to be. So that's why we are going to look at some of the most useful ones. So if we go ahead and come here and to capitalize, we're going to come over into configure, and I already have it selected here. It's going to be the very first option that we have. Now we have to choose our input, and we get to see that with this capitalize, what it actually does is it just capitalizes the first character of every word. Now, the way that you would use this and again, let's say a Google form is if somebody were to be filling out your form and they're not capitalizing their names and you want to make sure that this is, in fact, what is happening. If we go ahead and look at our test data right here in the Google forms, you can see right here within this record, we have the name down here is Zach Zapier. Have this one being capitalized properly, but if I were to go ahead and just change this right here, now we can more likely see that actually in action. But you also get to see other pieces of information. Now, this one right here, this form that I pulled in was a contact information form. So we see that we have Zach Zapier here. What we're going to be doing is we're going to not only be capitalizing this, but we're going to be splitting this up into a first and last name. See our email here that it's formatted in quite an odd way because we don't have an at symbol. We just have this underscores right here, which we'll again be working with. You see here this phone number has extra texts that we're not going to want to have in our final product. So you get to see where all of this can kind of work into. Let's go ahead and come here and start with our capitalization, and our input value is, of course, going to be coming here from our Google form. So if we scroll down, we get to see that we have name right here. Now, with our name, it's not capitalized. So if we go ahead and continue, we can then test this step, and we can see the output being a proper capitalized name. Now we can go ahead and continue on to that. Now we have our split text step. So if we go ahead and come over here into our configuration, I already have this split text transform already selected. If we want to go ahead and scroll down, you get to see it lives right in the middle of the bunch out of all of these values under transform. I have this one selected, and the way that we're going to want to work with this is, again, as I said, we want to split up that name because that is a full name, but I want to have two separate fields of first name and last name. So what we're able to do is use in our input. And instead of using our Google form, we are going to use our output right here in Zach Zapier because this one is the actual properly capitalized data. So we're going to take this right here, and now we have to delineate a separator. Now, our separator is going to be the character or function that is going to decide where the text is going to be split. In our case, it's going to be a space because we want everything to be separated that has a space. Now, other separators, other common ones that exist, can be like a comma. So if you have an input that has a bunch of different list of things, and you want all of those individual values within that list to be separate outputs, then what you can do is if that list is separated by commas, you can just go ahead and put that input right here, and then you can put your separator as a comma. And then it will output two separate things for you. And then it will output multiple different outputs based on how many commas or how many kind of pieces of text are in. Now because what we want to do is have our separator be a space because we want to separate the Zach from Zapier, what we have to do is type in this command right here. So we're going to have a bracket. We're going to have a colon, then it's going to say space, then colon and close bracket. Now, again, this one is the default separator. And if you want to look at all of the different separators, you could come right here to this website. Let's go ahead and open this one in a new tab and we can check out all of the different ones that you could potentially want to look at. Right here, these ones are the most common. You see space, you see tab, you see new line and return. Now, again, if you want to access this yourself, you can go ahead and just come into this little eye right next to the separator and be able to click on that link. Now, next, we have our segment index. Now, our segment index is going to delineate. What part of our input do we want to have in our output? So, right here, we have two different pieces of text that are separated by our space because we have space as our separator that gives us immediately two different outputs, Zach and Zapier. So right here with first, this means if we select it, our output is going to only consist of the first part of this. So that will then be Zach. If we have second, then that's going to only give us Zapier. If we have last, that's going to be Zappier. If it's second to last, it's going to be Zach. You understand how this goes and how it would work if we have a kind of input that has more than just two different potential outputs. Now, neither one of these that I just covered is what I actually want to select because I want our output to have a first and last name. That's what I want the output to represent. So instead of selecting any of these, I'm going to scroll down and we see that we have two different ones that are going to give All of our potential outputs from this input. Now, the one that I want to select is going to be all as separate fields because I want to have two separate fields come from this format because we have name in one field that gave us Zach Zapier, but I want to have name be split into first name and last name. So that's what we will get with all as separate fields. Now, if I continue here and we test this step out, we get to see that we have two PA tier our first name and output item one and Zach and our last name and output item two and Zapier. Okay, so with that, we are all good to now move on to our replace action. So now we are going to use our replace function to fix the formatting of the email that we had in our Google form. So we see right here that with this email, we have an underscore at underscore gmail.com. Instead of just having our normal at symbol. So we can use this replace function if consistently the software that you're using to get some kind of data is giving you the same kind of mistake over and over again, or it may not be a mistake, but it may just be a kind of irregularity that you would like to fix in your output data. In that case, we have this replace function that we can use. And what we're going to do here is we have to then type in what we want it to find in order for us to be able to replace it. In this case, if the software that we're using is consistently giving us this email can do is find underscore at underscore, and we can replace it simply with our at sign. So now if we go ahead and continue and we test out this step, our output should be, yes, it is a normal email address right here. Now, that one is all good, and we can move on to extracting a phone number. So what we're going to do is we're going to come over here into Transform and we are going to look at these extract functions right here. All these are essentially going to work in the same way. But in our case, we are going to look at phone number. So with extract phone number, what I'm going to do here is I'm going to come down to our phone number field in our Google form, and you get to see that here we have some extra information. We have some extra words that we don't want to include in our final output and actually creating a contact within HubSpot. So once we actually select this input, we then get to choose the kind of phone number format we want it to be. Now, if, for example, you are only going to be working with numbers within North America or numbers where you don't want to actually include the country code, then you could just use this North American number plan, and it won't include that country code. But if you are using international, you can use this one right here, and it will be looking for some country code and when it's going to be formatting that four number, or right here, you can use the Universal, which is going to be looking and working at both. So what we're going to be using is right here, this Universal one. Now, if we go ahead and continue, we have the input being this text here plus a phone number. Now, if we go ahead and test the step, our output should just be this phone number, and in fact, it is. Okay, so with that, we just looked at four of the most common ways that we can use our format in terms of using at least a text action if we come back here into looking at this, you get to see that there are so many different ways that we can use this, right? We covered four because these four are, at least in my opinion, going to be the most common ways people are going to be using this formatter tool. But you can see that there are a lot of other ways that you can use as well, and most of which are quite straightforward once you understand how to use these four kind of basic foundational ones. A lot of these just by their names, you're going to understand exactly how you could potentially use them. Now, what I want to do is I want to turn away from just looking at text and looking at these other two with date and time and numbers. So now let's focus on date and time. So with date and time, instead of having all of the multitude of options that we had with our text options, here we only have three. We have add and subtract time, we have compare dates, and we have format. So let's go ahead and look at each one of these, starting with our add and subtract time. We go ahead and continue here. Now, for our input right here, what we're going to do is we're going to use the input of when our Google form here was last submitted. Now, this is simply because we get some kind of input that is already in a kind of date format, just so we can look at an example of how you may be using this and other kind of situations. Now, in terms of the add and subtract date time, the way this works is quite self explanatory. You have an input that is some date or time, and then you are going to be using an expression to alter this date or time. You're either going to be adding to the input or you're going to be subtracting or a combination of both to then get some ultimate output formatted in whatever way that you would like. Well, this could at least off the top of my head, right now, can be used to maybe you are going to be having some kind of automation that's going to be revolving around when a project is created, you're going to use that creation date, and you're going to add some time span to it. Let's say two weeks or one month from that creation date to where that output of that time, that two weeks or one month is then going to be the due date. So if we were to create something like that, we can do then is have our input here, in this case, our submitted time. This could be, let's say, project creation date. And then what we want to do is we want to add some time to this. Now, how do we add time? How exactly do we want to format here so Zapier understands exactly what we want to do? Well, if we come here into this little information button, you get to see exactly how it wants us to structure this. So you get to see that if you want to add, you're going to be using addition. If you want to subtract, you're going to be using a minus. Now, the way that you're actually going to be formatting this is going to be quite straightforward, right? It's not going to be complicated. You get to see that Zapier is smart. It's going to understand what we mean if we put in plus 8 hours in 1 minute. Right here, you get to see that if you have just plus 8 hours, it's going to understand that it just wants to add 8 hours to that input time. If you do plus 8 hours space 1 minute, then it's going to be 8 hours in 1 minute. You don't have to put an sign or anything like that. One thing to note here is that spaces are important. If you have this plus 8 hours, you want to make sure it's plus eight space hours just so it understands. But you could also combine this addition and subtraction. You get to see right here, this plus one month minus two days is going to mean that it's one month minus two days from that point or minus one day plus 8 hours. So that one there is just going to be -16 hours, if my math is correct. What we want to do here is we want to just go ahead and do plus two weeks. So plus two space, weeks. So now what we get to do is choose the output format of the state. So we have a bunch of different ways that we are able to have this output. Now, if you don't see anything that you like right here, what you could also do is you could come in here and instead of choosing from the select field, from the static ones, you can come into a custom and you can type in the format that you would best like. So let's go ahead and come into this custom. And what I can do is show you how we do this. You want to make sure that when you're going to be typing this in, it is going to be with capital letters to everything. So what I want to have is just month then day day slash. So this one right here with month, it's just going to be giving us the month without any zeros if it's going to be 1-9. Let's go ahead and actually see this as we continue and we test out this step. Now you get to see that it's 11126. Now, if the month was going to be 11 or 12 or ten, then it's not going to cut that off just because we put one M there. It's just going to give us that ten, 11 or 12. So don't worry about that. So now what we can do is we can go ahead and continue. Now, I can also tell you that we can verify that this is, in fact, two weeks from today's date being December 27, two weeks from now is going to be January 11. Okay, so now if we go ahead and move on, what we can do is add another format here, and we can come back into date and time. So now we can look at compare dates. Now, with compare dates, this one here is going to be quite straightforward. We have a start date that we can input, and we have an end date value, and then the output is going to be giving us the duration between those two dates in whatever format that we want to go. This one here is going to be quite straightforward because it's going to take in a start date, and then it's going to take in an end date, and then it's going to give us the output in whatever kind of. Now, this one here is going to be quite straightforward. We don't have to spend much time on it because we see that it's a start date and it's an end date. So you're going to input these two, and then the output is going to simply be the duration of time between those two dates. Now lastly, if we move on into our format, this one, again, is going to be a straightforward one because our input is going to be a date in some kind of format. And if we want to change that to be a format of our choosing, for example, if we go ahead and pull this in, we see our last submitted time has all of this information. It's not only the date, but it's also the time, gives us the time zone and a bunch of extra information. If we want to just change this to be something a little bit more simple, like this, or if we want to change the time zones, right here, we can also do so there. But what I want to do is I want to clear these selections and I don't want to have them interfering, and I can just go ahead and click Continue, and we test the step and we get to see our output is something much cleaner than we had in that input. Okay, so with that, that is our date and time with our format. Now, lastly, before we wrap up this lesson, let's go ahead and check out our numbers right here. So our numbers again, are going to be quite straightforward because what we get to do with the numbers is you get to select an input that is essentially going to be a numeric input, and then it's going to the function here, what's going to happen. It's going to format it in some different way that you choose right here. So you could format currencies. You can format numbers. You can format four numbers. You can do a math operation. You can even have a random number be outputted from it, as well. So this one here isn't really going to take any input right here. You get to see random number. We have lower range upper range and the amount of decimal points. You see that there's no input right here. This one is a action that stands all by itself. Now, if we come back in here, we also get to see that there is a spreadsheet style formula so here, maybe you want to use some information from some previous steps to create some kind of formula here that you will maybe ultimately put into some spreadsheet at the end. So instead of having to do that formula within the spreadsheet, you could just do it within the automation just to make things maybe a little bit clearer. So again, we have a math operation right here, so we get to choose the kind of operation that we want to have again. This one's pretty straightforward. And if we want to format our phone numbers, it's going to be a very familiar site because this is essentially what we had with our extract phone number. But here with our formats is we have a little bit more that we can work with here. With our format currency, you get to see that we can input something and then we can change the currency right here. And lastly, we have our format number. This one is mainly going to be used when you're going to be getting some number that's not in the style of your local area. For example, for example, within America, you will have a number, let's say, $100.56. Will look like this $100 right here and $0.56. Now, in other places of the world, for example, in Europe, this can often be reversed, where the $1,000 or the 1,000, instead of having a comma here, we're going to have a dot. And then for the $0.56, the numbers, the decimal points, we can see is going to be a decimal like this. In other places in the world, for example, like in Europe, this can be formatted like this. Instead of having a comma here for 1,000, you might have a period. And for our decimal mark, instead of being a dot, like we have in America, it can be a comma. So this is exactly the kind of thing that you would use your number formatting for. Okay, so with that, that essentially covers how we can use our formatting in these three different action events with our date and time numbers and most commonly within our text. Now in the next lesson, we are going to look at utilities. So I'll see you there. 18. Manipulate Data With Formatter Utilities: Last lesson, we went over our format, and we went over the format in terms of the date and time, numbers, and text. This lesson, we are going to be focused entirely on utilities. Now, utilities in the format within Zapiir are very, very useful and their use cases are quite dynamic, meaning that there are many different things that aren't necessarily related to one another that we are able to do with this format. Now, this one stands a kind of opposition as every other one that we have looked at because within our date time numbers and texts, you get to see how each one of those kind of relate to one another and the things that we're able to do with them. But here we are going to look at many different ways that we can be able to use this utility feature. Now, because of this, what I have done is I have created a bunch of different examples that we are going to be going through and actually looking at how all of these different aspects of the utility can be put into us. Let's go ahead and actually get started here with the first use case of this format utility, and that one is going to be within this zap that we've created right here. Let's go ahead and edit this so we can be able to look at what we are doing here. This utility that we are looking at within this automation is going to be our lookup table. Now, throughout this lesson, we'll look at the lookup table. We'll see our line items into text. We'll look at the line itemizer and we'll also look at this pick from list. When it comes to importing a CSV file, this one is just going to be quite straightforward and being able to do that. Now, the ones that we are going to be looking at within this course with our line itemizer and our line item to text and our lookup table and our pick from list, these ones are going to be most used by a hypermjority of all of you out there. Now, if you do have any questions on whatever we go through throughout this part of this lesson or really any other part in the course, do not forget that you can always drop your questions in the Q&A section. Now, this lesson here is going to be a little bit more packed because we are going to be looking at all of the different ways that we can use this feature. Again, do not forget if you ever have any questions, do not hesitate to ask them. So, right here, we have our lookup table automation. Now, before I go ahead and talk to you about each part of this, what I want to do is I want to actually show you this in action. We get to see that this actually starts off with a Zapier Chrome extension. Let's go ahead and hop into Chrome and we can see this in action. So right here, I'm in an article. Now, what I'm able to do with this sap that we've created is I'm able to come right up here into our Zap your Chrome extension. We get to see the title of the automation right here with our lookup table. And now what I'm able to do is I'm able to input a name, which will then send this URL right here, this article URL to whatever name now, this isn't just any name, right? Because what we have set up here with our lookup table is if I put in Nick, it will then send this email to Nick Notion. If I do it Adam, it'll send it to my email. If I do it to Zack, then it will send it to Zac ZapiaOlook. Go ahead and actually just type this in to myself, the resulting email. If I come over here, all I have to do is type in Adam, and then if we send, we then get to see we have a checkmark, and now we can hop over to my Okay, so right here, we have an email that says, check this out. If we click on it, we get to see that it is the link here. So now let's go ahead and come back into our Builder to see exactly how I created that. We get to see right here that we have our input fields. And what I did is I added in a two input field. That was exactly what we saw right here, this two. And then we have our utilities right here on our lookup table. With our lookup key, we get to see that it is the link here. Now, let's go ahead and come back into our Builder to see exactly how I created. We get to see right here that we have our input fields. And what I did is I added in a two input field. That was exactly what we saw right here, this two. And then we have our utilities right here on our cup table, our builder to see exactly how I created them. We get to see right here that we have our input fields. What I did is I added in a two input field. That was exactly what we saw right here, this two. And then we have our utilities right here in our lookup table. With our lookup key, what I did is I connected this right here to this value right there. Get to see if I were to do this again from scratch, I can get rid of this, and then we have the fields to right here. Just like that, this is now connected. This is going to then autofill with whatever we have in our lookup table. If I put in Nick, it's then going to autofill with Nick notion. If I put in Atom, it'll go with this email. If I put in Zack, it'll go with then right here, we have a fallback value. That means if it doesn't recognize any of these that we are going to put, then what will happen is it will fall back to this email and that's what's going to be auto filled. Now remember, capitalization matters here, so just keep that in mind. Then we have our final step, which is just going to be sending out this email. With our two right here, as in who's going to be receiving that email, it's going to be the output of this step right here. It all makes sense. The only other thing that I added in right here was going to be the tab URL in the body. To do that, I can come right here and I'm going to be pulling in data from the chrome extension and then just selecting this right here. And then for our subject, I said, check this out. That is it for our lookup table. Now let's move on to our next utility, and that's going to be the pick from list. What this utility actually enables us to do here is one of three different operations. Given a list, what it's able to do is choose either the first value, the last value, or a random value from the list that we gave. Course, there can be many different use cases for this kind of utility. But what I have created here is essentially going to be the first part of an automatic block builder. As you can see, right here, what I have selected is the choose random value. And we get to see here that my input is going to be the results ID from a notion data source. Now, what these results ID basically are are going to be individual records, individual pages within my notion data source. Go ahead and move us on over here and see what I mean. This is the data source that I have tied into that automation. And you get to see it's titled Project Management Tools, and each one of those results IDs is a different tool here. So what I was trying to build here, at least the first part of it was an automatic blog Builder. What would then happen is essentially the output of that automation that we have right here is going to be selection from this list right here. So what this could enable us to do is essentially have a database of a bunch of different ideas. Doesn't necessarily have to be project management tools as I have right here, but it could be essentially topics for your blog that you're writing. And with this, what it can do is you just put in all of your different ideas, and with our PICF list, it will pick one of those ideas from a data source. And if you have an extra information like our labels here, like these best four, like other notes, then what we could eventually create is an automation is essentially going to be building us blogs using AI. Now, that entire workflow isn't something I'll go over in this lesson, but this will be one of the automations, one of the use cases that we will be going over later on in this course. You can look forward for now, let's actually just talk this through real quickly just so we can get a better grasp about what's actually happening here. The first part of this is going to be weekly basis right here. We're going to say Wednesday and then time of the day, we can go ahead and start this off at, let's say, 9:30 A.M. That's going to be the start of this automation. Then the next line right here is going to be pulling in our data source. So what I have linked right here is our project management tools database. That one is All Good. That matches to what we have right here. Then I essentially set it up for it to pull in every single one of those values. And the way I did so is I had this adoption filter is not empty. And right here in the database, I have the adoption filter right here, and you get to see that there is some value for each one of these. This is essentially just a little workaround to be able to pull in every single value because it's not necessarily very clear on how you can do that within this. That is what we have there. And with all of those, what we then do is move into our next step, which is going to take the input of every single one of those project management tools. What I have right here is the results ID, and that means it is the ID of each one of these individual pages. Now That I did results ID instead of just page title is because what we need to do is once we actually decide on a page, we then have to pull that page that we decided on, and we have to expand and actually create that blog article. But to be able to do so, we need more information than just the title of that project management tool. We need more information. And to be able to get more information, you need to get the page ID that contains not just the title, but it also contains all of these other things that we have here, like our notes, our best for, our label. Everything is contained within that page ID. I add the page ID right here, and then once it creates an output here, let's come here. We get to see that our data in was eight different page IDs because there's eight different project management tools. We then get to see that I picked a random one right here. This is one of them. And then what I did is I came right here to then get more information on that page, right, because we want to have all the information to be able to write that blog article. And what I did here is I used the output of this step to be able to pull. Now, if I actually were to create this all fully, as we will later in this course, there are going to be more steps to follow. But for now, this is just to show you how we could use that pick from list utility. So with that, we are done with our pick from list. Now, let's go ahead and move on to the next step. The next utility we're going to be looking at is a line item to text utility. For this one, what I want to do is I want to take us back into Slack right here. Right here in Slack, what we created before is this little automation right here. But that ran weekly. For this one, what I want to do is I want to take us back into Slack right here. Right here in Slack, what we created before is this little automation right here, that ran weekly that said last week we completed these three projects, and it listed all the projects. And then it said, Let's look forward to this week. We have two projects due. Now, the way that we built this automation and all of this text that you see right here, these were all line items that we pulled in from other steps. We pulled them from search steps from search steps that filtered down what projects were completed last week and what projects have to be completed in this week, what projects are due in this follow now, because they were line items, what happened is when we put them in, they just came right here with commas separated. There were comma separated values just back to back. We weren't able to be able to work with them individually. Now, as you see right here, this is going to be the result of being able to turn line items into text. Because if we're able to do that, then we're able to work with them individually and be able to create messages, create outputs that actually put each one on their own line, like you get to see here. Way more readable than this right here. Already, with two different projects, this is kind of hard to be able to delineate about what is what. And here, with the three, it's the same. There's no spaces between these commas. Everything is kind of just jumbled together. If we use this line items to text, we're able to do separate things and make them a little bit more readable. So again, the trigger here is going to be every week, and then our first action is going to be working with table. So what I have set up right here is going to be a Find record action event. And then from this action event, I came here into configuration, we select the base of project hacker with a Project tracker base under our table task, then what I was able to do. Now, after this, our first action is going to be an air table find record. So what I did here is the action event is going to be to find the record. Find record allows us to not only find individual records, but also multiple records at the same time. So what I did here is I wanted to narrow it down to my project tracker base with an air table, and what I wanted to do was pull all high priority records. What I have here is I have the base selected as project tracker. I have our table and tasks. Then priority as high. I searched by field of priority, and then the search value, which is tied to this field was high. Then with that, that then gave us this output of all of these different records. If we scroll down, we get to see that there are seven different records that were pulled in. Now here in Air table, we can just confirm that this is actually the case. Right here, we have 13 different records. And what I did is I created a new view here that has our only high priority records, and you get to see that there are seven of these. So we get to confirm that this is in fact the case. Now, let's go ahead and pump back into here. Now that we have all of these seven records, what I want to do is I want to send a slack message that says these ones are all of our high priority tasks. Now, if we come back here into our format, we get to see that the transform here, the value that we're working with is going to be our line item to text, and our input is just one simple thing, which is the results fields task name. Let's go ahead and expand this so we can actually see. This is right here. It is the third option that we're able to select. And if we expand this, we do, in fact, get to see these are all of the things that we want to have right here. We get to see the task names that they do, in fact, line that is our input. And now, because this input is going to be line items, they're all just back to back lines, what we're doing is using this line item to text to then give us an output that right here, we're in our data out. We get to see that it is now broken into all of these different individual output items. Whereas before, it would essentially be giving us text that is going to be looking like this. Now we get to be able to work with them individually. Leads us into our next step in actually sending out this slack message. Now, here I don't actually have any text put in, because instead, what I wanted to do was just show you exactly how we can input these. So we have our output item one. We have our output item two. And essentially what I was doing here is I was just coming here to our output of our utility line items. I just had output item one, and I'd enter into output item two to three, and we just do all of these now, for every single subsequent item that is going to be as a result of this automation, they are then going to follow this exact formatting that you just created. Now, you may be wondering what if future output is going to have more than what I have right now? Because right now, what we have is going to be seven. Let's go ahead and finish this off now we have seven. And if in the future, you have, let's say, more, you plan to have more what you could essentially do is create more example records within your base. If you are going to be using this, we can just go ahead and create more like this. And then now we can pull in essentially all of these. So now you can know that no matter how many you have in the future, you will be covered in terms of actually getting all of this formatted correctly. Okay, but just like that, essentially how we are able to use this line item to text to help us format a little better. Now, you know how to add in all the texts and all that's not necessary to cover now, because what we do have now is yet again another utility, and that is actually going to be our final one of this lesson. The line itemizer is going to be utility that has a very, very, very specific use case. One might not even be something that many of you are going to run into. But essentially, what we're able to do with this utility is that we're able to have these line item properties. Let's say that you have some kind of spreadsheet. And in this spreadsheet, you're going to be keeping track a few different things. For example, if you're going to be using them to kind of keep track of maybe invoices or receipts, you would have some setup that's like this. You'd items, you could have quantity, you could have subtotal. You could also have other different things as well, like an invoice ID that I have right here. You could have a date. Now, where this line itemizer actually comes into play, comes into use is in the scenario where you actually have to make some changes to some original output. That's exactly what I have visualized. One is going to be, again, a very specific kind of automation. But what you could do is essentially start off with a stripe. This one should actually be our trigger here instead of schedule. But the reason I have it here as an action is just so we can actually see how you can work with this within any individual let's say, if you have kind of consistent mistake, consistent kind of problem that's happening with your invoices or some consistent addition that you want to add that you can't do within your invoice software, that's when you could use this format because what I have right here, I pulled in an invoice. But what I wanted to do is, let's say this invoice doesn't actually contain all of the things that person that customer paid for. What I have here is item. And we have the original invoice. Was just noted as service. But what I wanted to do is add in something because let's say that this customer wanted to pay for any individual invoice. But let's say if you have kind of consistent mistake, consistent kind of problem that's happening with your invoices or some consistent addition add that you can't do within your invoice software, that's when you could use this format, because what I have right here, I pulled in an invoice. But what I wanted to do is, let's say this invoice doesn't actually contain all of the things that person that customer paid for. What I have here is our item, and we have the original invoice, which was just noted as service. But what I wanted to do is add in something because let's say that this customer wanted to pay for something extra. They'll let me know after I invoice, and they already paid for it. But now for my own records, I wanted to mark and just know that they paid for more things for that individual, let's say, payment operation, payment occurrence. What I did here is I put in the item, and I put in a comma to then add in some extra information. I added in bonus package here. Then right here with quantity, what I did is, again, I added another comma here. I put one because this is just one bonus package. Now, then we have our subtotal, and what I did is added in the amount that they paid for this bonus package, which was plus so you get to see that what you're able to do with this line itemizer is you're able to create append and prepend. Essentially, what that means is you get to create new values within these. You can append. You can add in new values to the end as I did right here, or you could prepend. You can put in values before them. Now, in terms of creating, you create something when your values aren't for example, I were to get rid of this comma, then what I just did is I created a new quantity of 11 because we get to see the quantity here is one, and now I'm adding in this one that makes it 11. But if I put in a comma, now we get to see that those are going to, in fact, be separate values. That is essentially how this line itemizer is going to work. If we go ahead and come into these invoices, we get to see that this was the output this was the result of this automation. We have our invoice ID. We have our items here, which was the service. We had to see that this was the output. This was essentially are going to, in fact, be separate values. That is essentially how this line itemizer is going to work. If we go ahead and come into these invoices, we get to see that this was the output, this was the result of this automation. We have our invoice ID. We have our items here, which was the service. And then if we expand this, we get to see that it's bonus package. We have our quantity one and one right here, we have our subtotal, which was originally 1,000, and then now we add it in that 500. You could have another row right here that can calculate an actual total here. And then we also have our date. But just to go ahead and actually finish this one out to see how it all played out, what we do have here is our final step in our Google Sheets, and as you can see, we created a spreadsheet row. The spreadsheet was invoices. I selected the worksheet, and then what happened is it autofilled all of the different titles that exist within that spreadsheet. So you see invoice ID, items, quantity, subtotal, date. And then what I was able to do is link dynamically all the information that's going to be relevant here. What I did here with the invoice ID is I just took that original invoice ID from Stripe, but then for items quantity and subtotal, all of which I made changes to, I gave the output of our utility line itemizer step. And then, again, for the date, I just use the original stripe date here just because that is what is going and for our date here, I again, used the original date from Stripe because I didn't have to make any changes there. All right. I know this one was a jam packed lesson. We had a lot of things that we looked at not only in different ways that we can use the utilities, but also many different apps that we integrated within these automations. Again, as I sign off here, I want to leave you with the fact that you can and should ask questions on any piece of information that honestly might be a little confusing or you just might want some clarity on something that I covered. Also, if you have any problems with zaps that you are trying to kind of figure out and kind of make work for your business, you're also welcome to ask questions about that. And, to the best of my ability, I will be there to answer. Okay, that is it for this lesson. I'll see you in the next. 19. Loop Through Data Automatically: In an earlier lesson, we looked at this schedule feature within Zap year, and we used this scheduling trigger to send weekly messages within our slack channels. That weekly message was essentially looking at Notion database that comprised of all of our projects, and it was summarizing what was completed last week and what is upcoming. Can see the result of this automation right here. But another thing to note with this is that it is quite broad, because that automation is essentially taking a overview of what the organization, what your business, what your team has completed, and what they have to do. But another thing that we haven't yet looked at is a way of kind of improving this, making it a little bit more specific. And instead of just having something that is going to be an overview of everything that your team has done, what if you can set up an automation that is more specific, an automation that goes to individuals that says, Hey, Adam, this week you have two tasks assigned to you. Check them out here. Let's say we are here with Sir Slack. Hey, sir Slack, this week, you also have two tasks assigned to you. You can check them out here. To send these individual personalized messages, what we need to do is make use of a feature in Zapiir called what is looping, and how can we actually best utilize this within our automations to give us some actual practical uses? Well, to start to understand what looping is, let's actually go ahead and go into this step right here, and let's start from our setup of this loop. We get to see here once you select looping, you have three different action events that can come from this looping. You have a create loop from line items, create one from numbers or from text. Now, a hyper hyper majority of the uses of looping is going to be coming from a loop from line item. So this is what we're going to focus on for a majority of this lesson, and I will come back and explain the numbers in text at the end. So now that we're focusing on this create loop from line items, we have to understand what line items actually are. And the best way to understand these line items is that they're simply a collection of data. Now, where is data most often collected? Well, it's most often collected within databases. And this is why we are going to be looking at creating this within notion because notion consists many times of these databases, and this is where your looping is going to come in most handy. This can be within notion. This can be within Google Sheets. This can be with air table, whatever place that you have kind of these databases and these collection of a bunch of different records and a bunch of different data. That's because with looping, what happens is it's going to perform a specific action with each individual piece of data here. So don't think of looping as a repetition of doing the same thing with the same kind of data. No, it's going to be doing the same kind of action with different pieces of data within a dataset. So now let's go ahead and see an example of how looping can help us where we have an automation with looping and an automation without looping. Let's go ahead and create this zap from scratch without using starting off with our trigger here, we're going to go ahead and set this to be on a schedule, something that we're all already familiar with at this point. We can have this run every single week, and we can configure it to run on Monday at 8:00 A.M. Now that we have this All Good, we can continue, test it out. It should be we're moving into our action. So this action is going to be pulling in some data from notion. No, our action event here, if we scroll down, what we want to do is we want to find data source items. We're going to select this and we are going to continue and we are going to choose our data source to be people here. We can scroll down here and filter to actually collect the pieces of data that we need. What we're going to do is we're going to come to the outstanding tasks filter, and we just want to make sure that this one is not empty because if it is empty, that means that they don't have any outstanding tasks. Meaning we don't have to notify them about any tasks of theirs because they don't exist. We have this be not empty, then that means that they do have tasks. We can scroll down here, and then we can come and fix this. If multiple search results are found, then we want to return all results as line items. Now, remember what I said, when we are going to be using our looping, we are going to be using line items in that loop. This is where that comes from because it's going to be returning us multiple pieces of data. Because if we come back here, we get to see in this people database, we don't just have one person with outstanding tasks. Well, we have two. Now what we can do is we can go ahead and continue and we can find that as we test this step, we have two different results here. Right here. We can see the title here, Sir Slack at the top and the title here is Adam. Those are two pages that are in that people database. Now what we can do is we can add in another step here and this can be a Slack message. Now, remember here, what we're doing is we're setting it up without looping so we can see how this acts and how looping can help us. So for our action event, what we're going to do is we're going to send a direct message here because we want it to be to an individual ideally. So let's go ahead and now continue this. And now to this username right here, what we have within our notion database is we have our Slack ID. That's going to be their username. So what we can do here is we can come to our custom values. So it's actually going to be pulling information from that database. We can come here and we can come to our slack IDs. So let's go ahead and use this result properties Slack ID. We have that. Ideally, even though we want it to send multiple messages, it doesn't matter if this multi message is yes or no, because we're about to see within this because it's one collection, because it's one list of these usernames, then we'll see that it's going to be creating a group message, a group direct message instead of sending these out individually. So just for example purposes, I can have this selected as yes, but we can see it's not going to change just to keep this short, let's go ahead and just say, Hey, and then we can put in the name right here. So, hey, this, you can put a comma. You have, and then we can put task count here. You have blank tasks do. Okay, so just like that, let's just go ahead and continue and we can test out this step here. Now let's go ahead and move over here into Slack, and we should see right here under direct message, we see that there is group chat that was made, group direct message, and it says, Hey, sir Slack, Adam, you have 23 Tas two. Now, we can see this isn't really telling us anything. This is kind of just a jumble mix of information that is not useful for us. What we want to happen here is we want Zapier to be sending these out individually. So to go ahead and fix this, what we're going to do is we are going to be adding a step here. That step is going to be under utilities, and that step is going to be under flow controls, and it's going to be looping. So let's go ahead and come right here. We can delete this extra step right here. And now it is time for us to actually configure this loop. So just as I said before, we are going to focus on create a loop from line items. We saw that the line items was a collection of all the different pieces of data within our database. So we can come over here and now that we have that line items set, we can now come here to configure it. So now what we have to do is first select our values to loop. So these are all of the values, all of the things that we want to kind of break up that are already existing as lines, but we want to have them broken up into individual pieces that we can then work with. In our case, what we're going to be doing is going to be sending them as slack messages. So the first thing that we want to loop is going to be the name so if we come over here, we can then come and we can go into our notion data, and we can look right here and we can select results properties name. So now we get to see this list existing right here. We see that the list is of Sir Slack and Adam. Now we can add another value set and we can choose another value to. This other value is going to be our task count. Because if we again, come back here into our database, we get to see that one of the properties I have here is task count, and this is going to be one of the things that I want to convey in our Slack message that we will be sending. So I can add this. I can do task count right here, and we see that it will now loop that, and then I can add another thing, which is going to be the Slack ID just to make sure I'm actually going to be sending these messages to the proper people, so then I can add this in and do Slack ID, and we see right here results properties Slack ID. And then, lastly, what we can do is we can also add in Notion URL. This is just going to be a link to the actual page that houses all of the different tasks that is assigned to that individual person. We go here, we can type in URL. We can see right here we have our results URL, and this one is also going to be a list. We get to see here the first item is going to be under Slack. We see that link right there, and the other one here is the Atom one. That is all good. We now have four values that are going to be able to be used in that next step here. So now if we continue here, we can test out this step should all be good, and now we can move on to sending our direct message. So here send this direct message, again, it's not going to matter if we have this sent as a multi message because although multiple messages will be sent, it's already kind of inherently going to be happening because this loop is here. So this one doesn't matter. We can check, yes, no, again, it doesn't matter. It's the same thing. So now what we have to do is go ahead and get rid of all this, and we have to choose our two. So again, our two, instead of being the normal drop down where we can actually select all the people that exist within our Slack workspace because we connected it, instead, what we're going to do is we're going to come to our custom value, and we're actually going to input the Slack ID of these individuals who are going to be receiving this message right here. So I'm going to come here. We're going to come to our plus. And what we're going to do is instead of before how we came here and we came to the Slack ID within our notion step, what we want to do is because this one is a list, we want to come to our loop because right here, if we come down, we're then going to be able to see the slack ID that was a result that came as a result of our loop. Now, one thing to know when you do this, you're going to have two different things that are going to be named the thing that you want to use. I mean, if we come and type in Slack ID, you get to see that there is a Slack ID here, and there's a preview loop values, Slack ID. Now, if you select this one, it's essentially going to be the exact same thing as selecting this list from notion, and that's going to, in this case, send a direct message group chat with all the people involved. But no, what you want to do is you want to use this one right here, not the preview so we're going to click Slack ID. So now it's actually using a result of the loop. And now in our message text, we are going to start typing this out, which is going to be personalized to every individual within that database. So we can start off by saying, Hey, and we can input the name right here. Again, we're going to use our Create Loop data, and I'm going to type in name. We're going to ignore the preview loop values name, and we're just going to use this one. So, hey, Sir Slack, we're going to enter here and say you have, then we're going to come back here and we're going to look at task count, you have two tasks assigned to you this week. And then we can go ahead and do another enter. We can say check them out. And then what we can do is use our URL. So we have our notion URL. We can put that right there. So right now, this here should all be good. We can go ahead and continue and we can test this step I actually want to do here, so the entire thing actually runs. I want to do a test run. So we can see the results here for all of the different loops within this. So it doesn't just send the SER Slack one. So let's go ahead and do this test run. We should now see that two different runs have been logged. So now, this is another thing to note here. Just because you have one loop that doesn't mean it's going to be using up one task. What's going to happen is you are going to be kind of charged for each individual task that is going to be run within this loop. Because I had two different properties right here because I had two different pages within this database, that means two tasks had run within this automation. So it's not like you can just circumvent these task usage credits by using looping. No, every single action, every single loop that occurs within this is going to be one task. So just keep that in mind. Now if we go ahead and move over here, we get to see that right here under my Adam Taylor account, we get to see that it says, Hey, Adam, you have three tasks assigned to you this week. See, I didn't put a space right there, so I can fix that. But I can also check out the link right here. We see that this one is in fact my link because it has my name. Now, if we go ahead and move over right here, we get to see again that we have this right here. Hey, sir Slack, you have two tasks assigned to you this week. You could check them out here and you see that is in fact a personalized link because it says Sir Slack. So let's go ahead now. And just to confirm, everything is all good. Let's click on that. We see. Now it's taking us to the page, and we get to see all of the outstanding tasks here that are linked for us, and we could click on them and be redirected to each one of these. Okay, so with that, you have seen what looping from line items actually allows us to do. Because without looping, Zapier treats a list as one thing. So if a step returns ten values, then Zapier will just pass all those ten because if a step returns ten values, then Zapier is just going to pass all of those ten forward together. Now, that's fine when you want a summary, but it completely breaks down when you need to take action on each individual item. Looping from line items allows us to change that behavior. It tells Zapier to slow down and handle each value one at a time, instead of acting on a lit, it tells Zapier to slow down and handle each value one at a time. Instead of acting on a list, Zappia repeats the same step once per item, and that's how we're able to manage people individually, create records cleanly, or just process rows without everything getting mashed together. Now, thus far in this lesson, what we've been doing is looping over data that already exists as a list, like rows, assignees, or IDs. But looping isn't limited to that, as I said in the beginning of this lesson, because what we're able to do is loop from more than just these line items. We can loop from numbers and from text. Now, although these are going to be functions that you will rarely, rarely ever use, it's still important to kind of know what they are and how you can use them. In terms of creating a loop from numbers, this allows you to say something like repeat this step five times or once per day in a range. And this one is mainly useful for retries, pacing actions or just generating repeated records on purpose. Now, again, depending on your use case of Zappia and what your business actually is, this one is probably of the three going to be the least likely that you'll use. The next one that we have is create a loop from text, which, although it's not going to be used nearly as often as line items, it'll still probably be used more than numbers. So with this, create a loop from text, what you're able to do is take essentially a block of text that you want to break apart and process piece by piece. So for example, you can split a paragraph into lines and handle each line individual or you can do something like this, what it already has kind of auto filled here, and you can take a comma separated list, a comma separated string, and you can run the same action for each of these values. So you'll input that separated string, right, whatever that may be. And then right here, this text breaks up that string. Now, you could have it, you could have it simply be a space. But what it's going to do is it's going to take that in this example, and it's going to treat everything within commas as being its own piece value. Now, the core idea is going to stay the same about controlled repeti. The only thing that changes is where that repetition comes from, whether that be a list, a number or a piece of now, with that gushon on looping, and now you're up with this advanced feature in Zapiir makes you feel a little bit better about yourself because it even says so in the description on each one of these action events. It says, This is an advanced action point. So now, by definition, you are an advanced users. Alright. Alright, we still have a lot to go to cover before we are actually true masters. So, let's go ahead and keep on moving. 20. Reuse Logic With Sub-Zaps: This lesson, we are going to be discussing sub Zaps within ZAP. Now the best way that I've found that really help people understand what sub saps are within ZAP year is that they're simply just template automations. Meaning that you can create one sub sap, and it can be an automation that is, again, a template, and you can use that template over and over again in a bunch of different zaps because that is essentially what they're most useful for. You want to create a sub Zap when it is the case that you find yourself recreating the same kind of simple automation or just repetitive automation over and over again in a bunch of different zaps. Because with a sub zap, all we have to do is create this automation once, and we can reuse it in as many different other zaps as we want. And that gives us a few different benefits because if we find ourselves creating a subsap like this, where we just want to create a new task in a project tracker and we find that we want to change something about maybe we change the project tracker database with a notion, and that leads to a bunch of our automations becoming obsolete because we've created this same automation using maybe old data or an old kind of database. All we have to do in the case of wanting to change it with a sub sap is we just come into the one single sub sap, and that changes everything that all of these sub saps are going to be associated instead of having to go to the individual step in every automation where this one might lie. If we just have a sub sap and all we have to do is change this one. And because all of those subsaps and all the different automations that we've set up links to this exact kind of workflow, and all we have to do is come here and change this, and all of our worries are now before actually getting into how these sub Zaps work, let's go ahead and look at again another example just so we can kind of be clear on how sub zaps relate to parents Zaps or other zaps that you create. Right here, we have this multi step zap that we created as one of the very first automations within this course. We would have a new labeled where if we received an email and we labeled it as to do, it would then start this automation that would create a new task on our project tracker and then send that email where once we received an email and we went ahead and labeled it as to do, then what would happen is a new task would be created on our project tracker, and then we would be notified of this task being created within Slack. Now, again, if we found that this is an automation that we run all the time, at least in creating a new task in our project tracker, then what we could do is take that and we can take into a sub Zap, or even if one of the things that we do all the time is not only creating this task within our project tracker, but also then following it up with a message sent in Slack, we could, of course, create a sub Zap. In that case, where we would create both of these in one sub Zap, then that would leave this automation just having two steps where we'll have our trigger. And then the only other step would be a sub sap. So let's go ahead and actually get rid of this. We can delete and we can even delete this Slack message right here. If we go ahead and add in a step here and we come to our flow controls, we can come to our subsaps. So in our sub sap, we could do is choose our action event, and our action event is going to be call a subsap. And calling a sub Zap, all that means is that go to a specific subsap that already exists that we've already created, and it's going to run that subsap. So let's go ahead and rename this one just so we can be clear as to what this sub sap is going to be it say notion task creation subsAp. So now we have a clear title as to what this does. This is a notion task creation. So we can come back here and we can make sure that our action event is selected properly. And then we can move into our configurations. All we have to do is select our account here. Most of you, it's just going to be personal account. And then we get to select our subzAp. And right now, we only have one subsap created, and that's going to be our Notion Task creation subsAp. So what we can do is we can select and we see a little bit of information right here, which I will go over in a second. But this is just to kind of show exactly how you would start this from a parent zap. Now, this one here is going to be our parent zap in relation to our sub zap right here. Okay, so let's actually start creating this as if it was from scratch. I'm going to go ahead and delete these just so we can have a clean start so, right here, we see that our trigger itself is going to be the sub ZAP. So there's no other trigger, the trigger is the sub sap. So we can go over here and just verify this right here with our trigger event. When you're using a sub zap within a trigger, there is only one type of trigger, and that's just going to be starting your sub sap. So that makes sense because really the initial trigger is going to come from right here where this one is going to call on your sub sap. So let's go ahead and come back into now we get to configure it. So what I had right here was just examples because what we want to do with this sub sap is we want to create our notion task, right? So that means that we're going to need some things to go off of. So let me go ahead and get rid of these for us just so I can show you how we can do this from scratch. Right now, because we're in this sub sap and the sub Zaps themselves aren't going to have any outside information because they're not going to run until another zap calls on it, what we have to do is put in inputs. So all of the next steps are actually going to have something to work with. So all of your inputs for each sub zap that you create are all going to be educated on the type of data that you need and you're following steps within that right here, what I'm going to do just now is quickly add in our notion integration right here. And with our notion integration, our action event is that I want to add in. I want to create a data source item. So this is going to be creating a new task within my notion account. So if we go ahead and move on to configuring this, I can choose the data source to go ahead and be our project tracker, because in the project tracker, this is going to be where all of the task, all of the projects are going to be consolidated within my notion, right? It's the one mother database. You get to see that within this project tracker, we have all of these different fields that exist within it. So if we go ahead and hop on over to notion, we get to see our project tracker and you get to see all of these different fields that exist here. We have our project names, we have our status. We have our department, we have due date, we have project priority, and we have other things that are more related to just internal notion. Oh, what we would want to do potentially is at least at the very minimum, we want to add in a project field or a task name field. Right here. So, that project name is going to be the very bare minimum of things that we could potentially add here to our task when we're going to add it within notion or create this automation. Well, you see that there are other things, of course, that we can add in like our department here or our project priority or even if we scroll down here, we get to see that we have our due dates as well. So all of the things that you could imagine that you want to go ahead and add in when you're going to be creating other automations and creating tasks with these automations, those are going to be the things that you want to have as your input and argument list. So let's go ahead and add in the first thing. What I want to do is I want to have a Now, also another thing to note here is that these inputs are nothing but titles. So right here, if I put in task title, you get to see that I'm not linking any data to it. All that I'm doing here is just putting labels. So when I go ahead and try to link this sub Zap in any other parent zap, I know where I want to add in the data. So I have a task title here. Another thing that I could add in can be Doody. Then another thing can be, let's say, department, and another one can also be project priority. Now, again, these labels, what you're doing right here, they don't actually have to match exactly with the different fields or different things that you are going to be working on later on in this automation. They just have to be kind of good guidelines. So when you actually are going to be using them in parent zaps, they're not going to be now before moving on, let's go ahead and actually go into a parent zap. So we can see how all of this is going to appear within that zap. So if we come here to our multi step zap right here, we have our new labeled email, and then we have our sub Zap right here. So now what I want to do is I want to reconfigure this, so it actually gives us the exact output that we just create. So right here, if I click this in, we should see it should load in, what we just created. So now we get to see that we have four different input arguments here. We have our project priority, our department, our due date, and our task. Now, depending on when you're actually going to be using a sub Zap like this, you might have some data that you might pull in from previous steps or you might have some data that you would be typing in. So for example, something like a task title, in my case, is always going to be dynamic because what we have right here is once a new labeled Gmail is going to exist once it finds that, it's then going to pull the subject line of that email and it's going to make it the task, or at least that's how I had the prior one oh, what I want to do is I want to do that exact same thing right here with our title. What I want to do is I want to pull this here, and I want to come here to the subject of the email. And I always want that subject to go ahead and be the title of that task. Now, the reason I'm also doing this right now is just so we are able to kind of send in some sample data into our Subsap. So we're able to work with things a little bit more So now for the rest of these, what I'm going to do is I'm just going to type in some example data. So we have some sample data to work with as we're going to be creating this sub sap. So I can go ahead and put in, let's say, January 15 right here for the due date. Our department can be sales department, and our project priority is going to be now what I'm going to do is I'm going to go ahead and continue, and we are going to test out this step. And we're going to get an error message right here, but this one isn't going to be important to us right now. We can go ahead and just ignore this. Now, all I wanted to do with that is I wanted to get in some sample records from that. So right here, we have our call F, which is going to give us all of these sample records. So we get to see project priorities low, department sales, the due date, all of these ones we typed in, but then we get to see the dynamic one here with our task title. So we can continue on with this selected. Now we can move into actually configuring this right here. So now we have selected that we wanted to create a data source item. Next, what we want to do make sure our project tracker is actually selected, our project tracker database. And then it's going to be time to actually move on to configuring the other things that we have set here in our arguments. So the things that we had selected was department. We had priority, and we also had due date, along with the title, of course. So to actually link those here, all we have to do is come here. The project right here, that's going to be the title. If we add that right there, we can then come into our task title. For the priority, typically, because they are single select fields within notion, we see that we're only able to click right here to select them. But again, we want this to be something that we can edit every single time that we call on the subsap. So instead of just selecting one of these, which would make it kind of permanent for every single thing that we add, what we want to do is we want to change from a single select right here, we can go to custom. So custom, as long as the text actually matches up with the exact text that you have right here, like our example, low medium and high, then it would work. So that's just kind of something that you have to know and make sure everyone in your team is aware of. So right here, if we have custom, as long as this custom is going to have an output that says low, medium or high, then it's going to be fine. Because right here, you get to see project priority. This one is low. So at the end, we'll see that this one will actually translate to that low select field within No. We have department. It's the same exact thing right here. We see that it's a single select field. So we can again come to these three dots right here. We can change it to custom, and then we can come here and we can select our department right here. Okay. Then lastly, that is going to leave us with our due date field down here. And what we can do is we can come here within our date start, and then we can select our due date. Okay, so now we go ahead and continue and we test out this step, you should then see in a moment that a data source item was sent. So now if we move over here, we get to see that this one popped up. So you get to see here that the sales here, this one actually translated, our project priority. This one also translated, and we also see our due date here filling in properly. And last of all, most importantly, maybe, we also see that the project title is also here as well, third quarter finance. If we wanted to actually mirror this to the exact same initial multi step zap that we created here, we can also add in one more step here and actually sending out a slack notification. So right here, what we can do is we can send our channel message. We can configure this. We can select the channel to be the notion log because it's going to be creating a task and notion. And then our message text can include right here if we come back to our initial variables, our initial arguments that we create. We can go ahead and have that task title, and we could say that task was added to the project tracker database. So just like that, we have configured this sub sap. So we can also test out this step. And now we get to see right here that this was sent out outer finance review was added to the project tracker database. And from this point, to prevent any errors, what I was referring to earlier, I said that we can ignore this now to fix that, all we have to do is add in one step right here, and in fact, it's actually going to be the same thing that we started, which is going to be our sub ZAP. And our action event is going to be return from a sub ZAP. So right now, this is going to be telling the automation that it's going to first call on the sub Zap, and by calling on it, it's going to start and it's going to run this and run this. And then the return from Subsap is just going to communicate to Zapiar that, Hey, this automation is now complete, and we can then return to whatever steps may follow so once we actually have that action event sent, if you potentially want to give any output that was created from your sub Zap into the parent Zap, then you could go ahead and set in an output or return values here. But in our case, because this one here is kind of just going to be isolated and we don't need any more information to be passed on to any following steps in a potential parent Zap, I'm just going to leave this one blank because we get to see that it's also not a required. Here, we can just go ahead and test this step, and you can see that it is completely good. Okay, so now that we have this created, let's go ahead and publish this. Okay, so now that it's published, before we go ahead and wrap up this lesson, let's actually see how we can practically use this. Let's go ahead and create a brand new zap and see how just by putting in this sub Zap right here, our Notion task creation sub Zap, it does all of this for us. So let's go ahead and start this off with a Google calendar trigger. Our trigger event is going to be one that we already worked with before and a new event being scheduled. And this event that we are ultimately going to select here is going to be a call being booked, the 15 minute meeting. Let's go ahead and choose our calendar here, and we want to go ahead, use this So I'm actually here within the automation that we built to look at filters within Zap. Here, what we have is if someone booked a 15 minute call with me, then there would be a message sent to a Slack channel. If they booked that 15 minute sales call, then this is what what I want to do is instead of just keeping this as the slack channel message, I want to go ahead and add in our sub sap. So that one not only has that Slack message built in, but it also creates a task within notion. So let's go ahead and edit this draft, and we can get rid of this step. And then we can add in a step right here, which is going to be our subsap. So our subsap is going to be call a sub sap right here and then we can move on to configuring this. We're just going to be choosing our account here. And then our subsap is going to be our notion task creation subs. Oh, now that we selected this, we get to see that we have all of the input arguments that we can or if we choose not to, we don't have to fill these in. Now, this one is a good example because in the other one, where a due date would be something that I could just make up, in this case, this can be an example where we could actually have this one set as a dynamic variable because we can pull in the information from here. Let's say the event begins right here, this one is going to be the date, so we can pull that and the task title here can either be the summary right here, the 15 minute meeting, or I can maybe put in a different kind of title that I'd prefer. Maybe something that's a little shorter, but right here, this one is a 15 minute meeting, and it includes the attendee right here. So I can go ahead and add that in. And then with department right here, what I want to do is I want to assign that to sales. And then the project priority, this one here isn't going to be as necessary, so I don't have to go ahead and fill this in because this one is gonna be a meeting. So someone's going to have to attend to that when it comes. So now we can do is go ahead and continue, and now we can go ahead and test we want to do when it comes to actually testing this is we can go ahead and just skip the test because if we go ahead and test it, then it's not actually going to run the sub Zap as we want it. So let's go ahead and test it, make sure that the zap itself is published. And to actually proper test it, let's go ahead and go into the Google calendar and schedule a 15 minute meeting. I already have it pulled up right here. So what we can do is we can select any random. We can select any random time, and I'll create a meeting. Okay, so right now we have a 15 minute meeting that is about to be scheduled with Zadeia Zap. So we can now book this. This is now all confirmed. So now if our zaps are going to be running properly, both our parent Zap right here and our sub Zap, we should see in just a moment that our project tracker is going to be updated and we'll also see a message within our Slack channel. Now we should see if our parent zap and the sub Zap are working properly, then we should have a new project to be placed here within our project tracker and a message in our Slack channel. Alright, so it looks like this zap has successfully been ran. If we go ahead and look through, we should see right here we have our 15 minute meeting with Zades Zap year. You see it's with the sales department, and we have the date of when this meeting is going to be occurring. So now let's go ahead and hop into Slack to see if, in fact, do right here, we have a 15 minute meeting. Zadea Zappia was added to the project tracker database. So, perfect. Everything is now here. Now, if I were to go ahead and actually implement this myself to actually be able to use this subap, the things that I would probably change is that right here under our configurations here, if I come here to our setup, we see that we only have these four. But in the actual project tracker database, I have so many more things that I have. And also, if we come into our settings, there's many other things that are also hidden, like the assigned to one could be a very relevant one, as well. So with that in mind and knowing that you don't actually have to input properties or input the actual data for everything that exists in your argument list, unless, of course, you actually make it a required one by just saying required after it. So with that in mind and knowing that you can essentially put an infinite amount of arguments here, infinite amount of inputs because you actually don't have to fill them out when you're going to be doing ZAP. So with that in mind, knowing that you're able to put in essentially an infinite amount of inputs right here because you don't actually have to fill every single one out when you're going to be creating, this was our extensive overview of how we can actually create and implement sub Zaps within ZAP year. Now, one thing to know before we end out this lesson, is that when you're going to be using these sub Zaps and when you're going to be configuring them and creating these inputs and argument list, one thing that I would recommend is just fill this up as much as possible because you don't actually have to fill in every piece of data here when you're actually going to be implementing these sub Zaps and any kind of given zap that you create later on down the line. But I say to do this just because it's nice to give yourself that kind of flexibility to be able to add that information if you do have it. Because again, if we look at this specific database, we have all of these different fields that exist, and I even have some hidden ones as well. So it's nice to just give yourself the opportunity to add in as much data as you would want. Okay, that is it for this lesson. I'll see you in the next. 21. Send & Receive Data With Webhooks (1/2): This lesson, we are going to be going over webhooks within Zapiar. Now, this is a topic. This is a thing, a utility within ZAP that can tend to have a lot of intimidating aura surrounding it. And this is because webhooks are thought to be the super intimidating thing, the super intimidating way that we can use Zapiar, but really this isn't the case at all. Webhooks, their base kind of foundational level really aren't that complicated because all they are are URL. Now, what do I mean by this? Well, before we get into any of these trigger events or looking at our triggers versus our actions, you get to see that in both of these, this here is an action. We get to see that the one required piece of information here is a URL. And if we come here within our trigger, the same thing exists. Right here, in our setup, we come to our configuration, there's nothing even required here. If we come to our test, though, we get to see that your web hook URL right here. The only way to be able to use this web hook trigger is to be based on this URL that we are given. So really, that is the very first thing that you need to understand when approaching and working with webhooks, that at the foundational level, all they are are URLs. So looking at it like this, it takes away a lot of this intimidation that we feel when we're approaching learning this. So, let's go ahead and now look into the differences here between our trigger step and using webhooks as an action. So let's first focus here on our so if we come here and we come and select web hooks by Zapier, we have to see that this is going to be a premium feature. So this is going to be only something that you can access if you do have a paid plan with in Zapiar. Now, looking at our trigger events, we have three different triggers here. We have a catch hook, a catch raw hook, and a retrieve now, just like we'll be looking at with our action, there really here is going to be one that you are mainly going to be using. The other two, not so much. And that's going to be our catch hook being the one that you're going to use. Catch raw hook and retrieve pull are going to be used in very, very specific situations by most of you not at all. The difference between these is that catch raw hook and catch hook are differentiated because the raw hook is going to be when a web hook is going to be delivering and receiving some kind of extremely raw data. But our catch hook is going to receive data that's going to be a little bit more usable than our raw data within our raw. So, especially in terms of using this with Zappi or with automations, it's going to be much easier to go ahead and route specific data that we get from these web hooks in our later steps if we use a catch hook as opposed to a raw hook, again, the data is going to be much easier to be used. Now, the retrieve pull here is going to differentiate from our catch hook. Why we want to use webhook that is going to be polling as opposed to instant. Again, this one here is going to be used in very specific scenarios. Like, for example, one of the only times I know that this retrieve pole is used off the top of my head is by weather stations. These weather stations will want to pull in data using webhooks sometimes from other neighboring weather stations. Now, for the difference between our catch hook and our retrieve poll, this one is really just going to depend on the kind of trigger that you want, whether that be an instant or a polling so the polling here is by some kind of time interval. It's going to speak to the other app wherever you have the other end of your webhook set, and it's going to be pulling information here. But our catchok is going to work instantly. So here, again, in majority of situations, you're going to be using the catch hook. So let's go ahead and select this. And now let's move on here. We get to see that our configure step only has pick off a child key. Now, a child key is going to be a specific set of information that is going to be pulled in by this web hook. You could think of this as any specific piece of data that's going to be brought in by our webhook, we could go ahead and pick off only that piece. So if we go ahead and look in the information right here, we get to see that we can pull in certain key objects like contact, like name. You get to see these are the things that would work. This is something that I never do because whenever I'm working with webhooks, I want to get in all the information possible just so I can make sure that I'm not missing out on anything. So here, this is not a step that I would typically use. So now let's get into our test step. Our test step here is where we actually get our webhook URL to be able to So what I'm going to do is I'm going to go ahead and copy this right now, and we're going to actually move into where we are going to have our webhook trigger be used for. So right here, what we have is a web page. We have a webpage of staples. And what we're looking at right now is flash. Now, what we're able to do here using a webhook is we can track certain aspects of this webpage. In this case, what I want to do is I want to track the price. So if there are any changes in the price, then what's going to happen is our webhook is going to trigger. It's going to send in some information, and then we're going to be able to log whatever changes happen here. So in order to be able to do this, in order to make this an actual automation, what we need is an app that is able to scrape these certain parts of a webpage. In our case, what I have right here is our app simple scraper. In simple scraper, this here is Chrome extension. And what I'm able to do here is I'm able to scrape certain details, specific fields from a single page. Now if I go ahead and click Select Property, what I can do is I can select individual properties on this page for our simple scraper to go ahead and scrape those fields. So the two things that I want to note here is I want to grab this price, and I also want to grab the name of this item. So these are two specific properties that I have selected. I could go ahead and now finish selecting these. And next, what I would have to do after selecting these two things that I want to track, I can come into saving this recipe. So here, I'm going to go ahead and name this recipe. We'll call it SAM disk USB. So now all I have to do is come here and save this recipe and then view the recipe on my simple scraper dashboard. Now, this here is great integration, a great use case for webhooks. Be using a scraper like this, what we're able to do is create an automation for really any website out there. If we want to track something, then using something like simple scraper, we are able to create an automation for anything out there. So, now what I need to do is first come here into Integrate. Now, in Integrate, we see that the very first option that we have right here is our webhook URL. Now, if you remember, right here within our trigger staff, we copied a webhook URL, and the place that we are going to paste it conveniently is going to be right here. So here, now as we hit Enter, what we're going to have to do is make sure there is some data that is going to exist here for our test to actually be able to so now what's going to happen is it's going to scrape this website running this recipe. So it's going to then output what the price is and what the name of the item is currently in this present moment that exists on that page. So let's go ahead and wait for this to finish. It's going to give us a seconds for how long it ran, and it will give us the results. So right here, we see that it took 24 seconds to complete. And we get to see the information that we extracted here plus some extra things that simple Scraper gives us. So first, it gives us the ID of this specific run. Then it gives us the information that we asked for. So we have our price. The final price is 11 99. This is the data that's output. We see the name here, the SanDisk Cruiser glide, and then we have other information here, the index. So that means what number run was this? We have a timestamp, a timestamp string, and we have the URL and URL ID. So all of this information is here for us, and now what we can do is we can move back into webhooks right here, and we can find new records. And now we get to see that this request was pulled in right here. We get to see all of the information. So now that this exists, one thing that we can go ahead and come back to to look at is this child key. So what we could do with this child key is if we only wanted to pull the information of this, the price info, final price skew, and the span right here, what we could do is put this and this right here within our child key, and it would only ever return those two pieces of data, and it would not give us all of this extra information. So now, if I wanted to go ahead and track this information, there's two ways that I can go about doing. There's two ways that I'm going to cover within this lesson. The first of which is going to be something that at this point in the course we're familiar with. That's going to be using another app to be able to store this information. What I'm going to do here is I'm going to select Google Sheets. Now, after we do this, something that's a little bit more familiar to us, we're then going to look at how we can use this information from this webhook trigger and turn that into a webhook action. So first, let's go ahead and focus here on our Google Sheets. What we're going to do here is we are going to create a spreadsheet rope. Now we're going to come here into our configuration, and I'm going to select my price tracker spreadsheet to be able to use. And we're going to go ahead and use the first worksheet right here. And now, as we selected that, we get to see all of the rows of our spreadsheet has now autofilled for us to be able to put in our data. Let's go ahead and actually fill these in. Starting off with our item, what we're going to do is we're going to pull our span piece of data right here. So here we get to see the full name of the product. Next, we have to link in our price here. We have our price info right here. We get to see final price is 11 99. And lastly, we can pull in our date. So we can use is this timestamp string as opposed to the timestamp, because this here is way more readable than what this is giving us. So just like this, we can go ahead and continue and we can test out this step, and then we can go into Google Sheets to see if this was all auto filled correctly. Okay. So now we are here within our Google Sheets, and we can see that the item name is listed right here. We see our price, and we have the date in this odd format. Now, again, what we can do here is we can actually use a format, not only for this step, but also for this step right here so we can have the date and the price of this in the proper format that we want. Here, we get to take away all of the writing, and here we get to just reformat this in a better way. For now, for this lesson, we have already covered how we can use a webhook as a trigger and how that can translate into app that we are familiar with and being able to pull this information and use it in some meaningful way in our case, as a price tracker. All right, so let's go ahead and get right into that lesson where we'll be able to use this action, and we can implement some format or steps to make our data a little bit cleaner. 22. Send & Receive Data With Webhooks (2/2): In the last lesson, we looked at webhooks as a trigger. In what we were able to do is we were able to see that webhook function off of a webhook URL. So, this means if some app isn't integrated within Zap year already, what you can do if they have a webhook functionality is you could take this webhook URL, and then you could paste it into that webhook function within the app that doesn't have an integration. Now, within the is how we were able to use simple scraper and just website scrapers in general, to be able to use this webhook functionality to track any information on any website. Now, by doing this, what we were able to do is get this data. We were able to track price data, and the name of this price is track this price data. We were able to scrape not only the price, but also the name of this item for tracking purposes. But as the title of this lesson tells us, webhooks don't only operate as triggers. They can also operate as actions. Now, in the same way that we can use webhooks on apps that don't have integrations with Zapiir, we can do the same thing with our action here. So in terms of an action of a webhook, we have a few different options that we're able to do in the same way as triggers, where we wanted to go ahead and use our catch hook as opposed to the raw hook or retrieve pole in 99% of situations. The same thing is going to apply here with our webhooks as an action. In this case, the one that we are going to most frequently use is going to be our post action this is because the post action event is the action event that is going to create some data in some output that we are going to be using our webhook URL for. So if the post function is what can create data in some output app, then what does Get put in custom request do? Well, GRquest is when we are going to have webhook URL that is going to fetch some information from some existing data source. So this can be a database with some names, or it can be any other data source that is going to be hosting in some information that for whatever reason, you want to go ahead and pull into your automation to use in some next following steps. Now, the Put function right here is going to be the function where you're going to use this if you want to update any existing data in some data source, this is the function you're going to use, and our post is going to be where we want to create data. So in our case, what we're going to do in this lesson is we're going to look at the post. Now, our custom request here is the thing that is the most complicated. This one here is going to have the least functionality here. So if you are able to grasp what these three do, then you are going to be all fine, and you're going to be pro at using webbooks. So let's go ahead and focus in here on our post. So we get to see just like with our trigger, we have a URL that we need to insert right here. Now, with our what we had was a URL that was provided by Zapiir. Now, for an action to be able to create some data in some other app, we have to get webhook URL from that app. So the app that we are going to look at in this lesson that has this webhook integration is going to be RequestBN. Now, requestBN is app. It's a software that essentially allows us to use webhooks to store some information. So right here, we're here at our dashboard. All you have to do is click Create a Cloud Bin. And now what's going to happen here is we can go ahead and rename this, say Price Tracker, and now I'm going to create this bin. And what's going to happen is it's going to create me this URL right here. So what I'm able to do is I'm able to copy this webhook URL, and then we can go back here into Zapiar and I can paste it in for Zapiar to go ahead and communicate with request Bin to then output whatever information I configure within this post action. But one thing to note is that the URL that you use must be a full URL. So what I have to do right here is I have to add in some extra bit here to the beginning of our URL. And that's going to be H, TT, PS, then Colon and slash Slash. So right now, we actually have a full URL, so this is going to work. Now, the next thing is asking me the payload type. What kind of way do you want this information to be transmitted? I'm going to go ahead and select JC on here, and then our data is here to be input. The two things that I want to go ahead and track here are going to be the name of the item, and I want to track the price. While we're here, one other thing that I want to add in as well, is going to be the date. So, the one thing that I'm not going to have to make any changes to right now is going to be the name because what I can do here is I can come in and we can pull in from our catch hook simply the name of the item, and that is going to be our SanDisk flash drive. The price and for the date. What I want to do here is I want to change up this data a little bit. We get to see the price right here. The output from our webhook was final price is 11 99. But what I want is simply the number. So what we're going to do here is we're going to add in two formatter steps. I'm going to add in a formatter step here, and I'm also going to add in one formatter step for the date. In terms of just getting the price alone, that's going to be pretty easy. All we have to do is come here into our action event, select numbers. We're going to come here into our configuration, and all we have to do is select format number. And then from this, we can select our input to be the price info from our web hook step. We're going to have our decimal mark to be a period, and then our two format is just going to be this ID zero. So we get to see now if we move on into our test that the data in is going to be final price is 11 99. And if we test this, we see that the data out is simply 11 99. This one is going to be All good. Now, if we move on into our format, we can come here into date and time. We can configure this and we can just come here into format. We are going to input the date, the timestamp string here, and we can select our two format to be this right here. So now if we go ahead and continue and we test this step, we see that the output is January 21, 2026 from this input. So right now we have both our price and our date formatted correctly to then input here within our post step. So now if we come here and we pull in our output and do the same thing here for our date, now we can do is move on into our test step, and then we can go ahead and re test this, and we see that a request was sent. Now if we go ahead and move over here, we then should see in just a few moments a new request. Now we get to see right here in HTTP format, we see our date as January 21, 2026, the name right here, our flash drive, and we see the price is 11 99. So the communication using the webhook provided by Request Vin was very smooth. We were able to get this out. Now, although this one here is a very specific software. The good thing about webhooks is that no matter what software you use, the configuration is always going to be the same. You're going to have some URL input that you're going to have to put into that's provided by the app that you're going to use. You're going to have the data that you have to add in yourself that you want to go ahead and transmit. So, no matter if it's a software like RequestMn or if it's going to be some CRM that doesn't have integration within Zapiar, your actions are always going to be the same when using a web. Okay, so with that, you now know exactly how you can use webhooks within Zapiar. So what once was probably a little intimidating, just by the name of webhooks. Sounds like you have to do a lot of coding, but no. You now have the ability to integrate any app that you want that has some webhook functionality into Zapiar. Okay, that's it for this lesson. I'll see you in the next. 23. Build Faster With Zapier Copilot: This lesson, we are going to look at Zap year's AI assistant, the AI that is built into the very software itself that is going to help us from a range of things, things that are as simple as answering simple questions, describing fields that exist within the apps that we're trying to integrate, and all the way over to building entire workflows. And that very thing, having it build an entire workflow for us is exactly what we are going to start this lesson off with can essentially think of copilot as a translator between what you want to happen and how ZAP year needs it to be set up. So what we're able to do right here is we can describe our workflow in plain English. And then copilot is going to help scaffold the Zap by suggesting triggers, actions, and connections. Now, an important thing to understand here is that copilot can be a good starting point, but it's not a finished solution because it's still a beta. It's not something that is a fully polished finished product. Because many times in building these workflows for us, it does run into issues. And in those scenarios, you need a knowledgeable, human intervenor to go ahead and fix those. Let's go ahead and see an example right here. I typed in is when a new lead submits a Google form, summarize the request into a short internal brief, and send it to SLC. Now, from here, what we can do is a few things. First off, what we're able to do is set the mode that we want this to do. We can put it in an auto mode, and then when we click Start Building, it will then build this entire workflow all by itself without stopping. Then here, if we select ask, then at every point along the way, it's going to tell us what it will be doing and ask us if that is okay for it to go ahead and and then right here, we see that in the future, we are going to also be able to attach files for this. Give it a little bit of extra inputs for it to help us in what we need it to complete. What I'm going to do is select the ask mode just so we can go through this step by step, and I can tell you and explain what is happening. Everything doesn't just appear on our screen at once. This is also a good mode because, again, oftentimes this copilot can run into issues. When it does run into issues, then with this mode, because everything isn't just automatically built, we're able to more clearly identify what the actual problem is for us ourselves, to go in and fix it. Right here, we get to see exactly from this plain English prompt what it's going to build for us. It's going to start with a Google Form trigger. Then it's going to have an AI summarization step. Then lastly, it's going to have a slack action. That's what it's setting up, and it's asking, are we ready to build this? Yes, go ahead. Okay, so now it's going to go ahead and continue. And again, it's asking us another question here. If we had this on Auto, then it would select everything. So I'm going to go ahead and put in channel all Adam Taylor. So now, as I send that in, it's going to go ahead and take that, and it's going to continue moving on. It's going to clarify again what it's going to be doing. We can go ahead and just say build it. Now what we're able to see is that it's adding in all of these steps here, but one thing that it hasn't done yet is actually configure them. It says right here that it wants to set up authentication for the slack step and then configure all three steps with the necessary field mappings. Let's go ahead and again say continue and have it build everything that we need. See here that it is stopping at every single step, as I said, because here it's saying that it wants to test the Google Form step. Let's go ahead and say that looks good. And now we can again see why this is in Beta, because this message here is essentially saying the same thing as the one before. Let's go ahead and say build it, and let's see if it runs into any problems or if it actually does what we need. We see that right now it has had an X on this field. So it has actually selected the actual form yet. We see here that it's now actually identifying a specific form that exists within my Google Drive. It says, Do I'm going to use this contact information form? And I'm going to say, Yeah, go ahead and use that one. Now, let's see if this X is going to turn into a checkmark if it does this properly. Right now, we see that unfortunately it ran into a problem. We're going to go ahead and click Retry to see if it's going to be able to fix itself. And right now, it's again working here. It still hasn't been able to fix this first step, but of course, we can give it a few more tries here. Now, it was actually able to fix this Google Form step. It's in Beta, as I've said, time and time again, but it can fix itself if you give it just a few tries. But eventually, you might see here in this running that it will be able to fix itself no matter how many tries you give it. And in those case, of course, that's when we're actually going to have to step go ahead and continue to say that looks good. Right now it's working on this AI step. Deally what we would be able to see is that it fills up all of these input fields with all of the correct information that we need it to have to be able to create this prompt that will eventually lead us into this Slack message right here. Right now, it's said that it finished the AI step. We see this checkmark here. Now, of course, we're going to go back and actually check it to see if that was actually the case. For now, we'll take its word, and it's moving on to this Slack message step. Let's see if we're actually able to get this fully completed, and then we can check our Slack output to see if that was, in fact, what the output was. And then we can check the Slack output to see if, in fact, this AI step was actually configured correctly to then lead into this. Right now, it's telling us that it needs our confirmation to test the final step we're going to give that. And then with that, we get to see that we have a checkmark. Let's go ahead and move over into Slack to actually see if this, in fact, did work do, in fact, have an output right here. We see that is from a lead summary bot, so it was able to name the bot, give it an icon, which is pretty cool. We see that there's a title here with new lead summary. And then the text is saying there's a lead form submission received from a contact name sample text question answer. The main inquiry request is regarding sample text question answer. The provided contact details include email, phone number, and address all recorded as sample text question answer. Here, again, we see another kind of roadblock as to be using these kinds of setups. Because here, in the case where we would have done this, we wouldn't have been using any test data that had this sample text question answer. We would be using test data that would actually look like it was a lead filling out this form so we could in fact verify how this output would be. But luckily, because we already know a bit about how we can integrate Google forms and we know how the AI step by Zapi works, we can do instead of just restarting this whole thing and using new test we can just come here and we can go ahead and look at this AI step. And we can check out how this actually set it up, and then we can decide if any changes need to be made. Let's go ahead and look at the top of this prompt. But here, it says, summarize the following lead form submission into a brief, two to three sentence internal brief. Include the person's name, main inquiry request, and any key details. Keep it concise and actionable. And then we get to see that it provided all the information right here within the prompt. Said name is here, email, phone, address, comments and request. Now, alternatively, instead of doing it right here, what I would have done if I were to have set this up is I would have put the input fields in this section right here just because they would work a little bit better. This is exactly how Zapier intended to have these input fields used. That's the approach that I would have taken. We see here that the copilot AI, put it in here within the prompt. Now, it's not a huge problem. We don't even need to necessarily fix it, because what we can do is we can see how this would perform in the future, and if everything is going fine, then we wouldn't have to change anything up. Right here, without us doing anything except for clicking a button that says, That looks good, what we're able to see is we had an entire workflow built for us, right? I selected all these three steps. It came from our Google Forms. It selected the proper Google form that I would want, given the information that it had. I said, when a new lead fills out a form, then what it did is it went to my Google Forms. And it took the form that seemed to be most likely the one that would be used with the prop that I gave it. And in this case, it was the contact information form, which is exactly the form that I would have chosen if we were to build this out together from scratch. Again, we looked at this AI step. We see that this one here is great. If we wanted to change the model, we could do so here, this was honestly a very great effort. Now we can come here and look into the slack, and we get to see everything here. We see that it bolded up this message text right here with these asterisk. That's how you can type in and markdown to get a bolded text. Then we see that just put in the output from this step. Again, if you wanted to, we could add in a human in the loop step here. This one, because it is an internal brief, maybe we would need to do that because you're not going to be sending it to anyone else besides, you know, your internal self and your internal. Get to see that it did some extra things here. It sent it as a bot. I gave the bot a name. It gave the bot an icon with this Emoji right here. It was a very clean and valiant effort. You know, we had some roadblocks along the way. We had to have it and kind of do the same thing over and over, but it was able to do it successfully. Now that we looked at how it can build these things out with our approval, let's also go ahead and check out how it can build something without it having to ask us. So let's again come here and to create a zap. Let's go ahead and paste our prompt back into here. And instead of saying ask, let's go ahead and select Auto, just to see what it can do for us. Go ahead and wait this out and see it working here. Now, unfortunately, we see the very first thing that it did was an X. We're going to see as this continues, we get to see everything kind of auto filling right here. We see the Google Form, AI step, and the slack step all filling here. Now we get to see that the Google Form, the contact info form was selected. That is a great Now we get to see that the testing on this form was successful. Now it's moving on to the AI step. Now, hopefully here we get to see is fine and dandy. We get to see here that now it actually used the input fields instead of putting everything within the prompt. So again, that is a good thing here. And then we can also keep track of everything that it's doing right here in the chat to our left. We get to see right now that it is all stuck within this AI step. We get to see that it's working on this authenticator. In planning this lesson, this is actually the step that it continued to get stuck on and being able to authenticate this AI step. So we get to see that there is an X here. And now we can go ahead and finish this off with saying that it can test it. We see that the Slack message has a check the AI step, I should say, does not. Now it should have went ahead and completed this slack step. If we go ahead and check into Slack, I wouldn't imagine I'd see any message, yeah. So we get to see that it says new lead summary, but there's no message here because the AI step was not successful. Let's go ahead and check this one out here. While we're here, I do want to show you another facet of co pilots AI. And here, it says, help me fix it. Now, this is going to be consistently a thing that you might see whenever any of your automations that you're setting up is failing in the testing stage. It'll say, help me fix it. And here, instead of just redirecting you to an FAQ, what will happen is if you select it, it's going to take you into the AI Beta of the troubleshoot. And what's going to happen here is it's going to use copilots AI, and it's going to explain what is no, in some scenarios, it's going to be helpful, right? It's going to be identifying exactly what you need to fix. And in other situations, it might not be as helpful, but it's still a good little kind of assisted here in being able to help you if you really don't know what is wrong. Now, the problem here is that there's simply an interference between these input fields right here and the form data right here. Because we already included it right here, we don't need to re kind of state it in the prompt. I'm going to do is I'm going to actually get rid of all of this right here. So I'm going to select everything and get rid of it. So now with having fixed that, let's go ahead and move on into our test step, and let's test this out. Now, it's saying that we have an invalid model ID. And to fix that one, we can do is just come in here and we can select a new model. I'm going to go ahead and have this one, and let's go ahead and select GPT five Mini. So if we go ahead and move on into testing this, we test this step. Now we get to see that the output here was, in fact, fine. Now if we go ahead and move in, we can go ahead and come here into the configuration. We now see that the output here is actually filled before it had, like, a little exclamation point that nothing was in there. So now we can go ahead and retest this step. And if we move back into Zappia right here, we at least now have text showing up here instead of before how it had nothing. With that, you're able to see how copilot is able to create entire workflows in just a couple sentences provided from you. It's crazy. Now, this isn't the full extent of what copilot can do. It might be the most flashy, the most impressive on the surface, but copilot works in the background in a multitude of ways that can be extremely helpful if not even more helpful to us. And that's what we're going to cover in the next lesson. 24. Build AI Agents in Zapier: In this lesson, we are going to focus on ZAP year agents and how they're different from the AI steps that we've used so far. Up to this point, when we've used AI inside a ZAP, the AI was doing a single well defined task. I might clean up data, generate text, or label something, but the overall workflow was still fully scripted by step by step. Now here, agents work differently. Instead of telling Zapier exactly what to do at every step, you give the agent a goal and a set of actions that it's allowed to take. Then that agent is then going to decide how to achieve that goal based on the information that it receives. You're saying, Here's the situation and here's what I want you to do. Now, you can go ahead and decide how you're going to go about accomplishing that. Let's actually go ahead and get right into this. There's a few things here that we want to know. The first of which is going to be how we can kind of gain some inspiration from the templates that already exist. Now here there are quite a few of them, and each one, as we select them, can kind of give us an idea of the range of possibilities as to what these agents can accomplish. Now let's take a quick look at these templates, right here with our lead enrichment agent, we see that the trigger is a Hubspot, new contact. When I get a new contact in Hubspot, take their email address and business name and look up their company online. Search for the following information for that person. Their title, industry, state, city, country, number of employees and annual revenue. And then using that information, go ahead and perform the action, updating the contact with In HobSpot using that information that it found. If we go ahead and look at another one right here, here we have a outreach agent. Now, one of the features that Zapier is really leaning into with this agents feature is the use of their chrome extension. See this outlined right here with this outreach agent. Essentially, the trigger right here is going to be on demand, and what this is meaning is when you go ahead and trigger this agent through your chrome extension, it will then perform this action. Any of these templates that you see that are on demand, you can know that it is using the Zapier Chrome extension. Another thing to note with this is that in some cases, when you also have this on demand trigger, it doesn't necessarily mean that every single time it's going to be triggered through your chrome extension because some of these agents, you can trigger outside of that chrome extension where they don't actually need the information that exists on the page that you are on. Just a little side note there. Now, let's go ahead and actually start from scratch and actually creating this custom agent. Here we could go ahead and put in some prompt. But what I want to do is I actually want to build this from its foundation. So I'm going to skip this step, and what's going to happen is it's going to take us into our agent builder, where we will have a little bit more control, and we can get a better understanding of every single aspect that goes into creating an agent. I want to do here in creating this agents go ahead up here to the top and first rename this. Here we have our inbox trioch agent now named. What is it that I actually want this agent to accomplish? Well, the purpose of this agent is going to be to live within my Gmail and for it to go ahead and scrape all of my inbound emails to then create me some draft replies for all of these that I deem as being response worthy. Now, this kind of agent can be built here with a lot of different use cases because already starting off from the trigger of having an agent that is going to be looking at and monitoring your email, you could have it create draft replies to customer service inquiries. It can be able to answer FAQs from people that are going to be emailing info at your company email. It can be doing many things like this. It can even respond to other people that are just sending you one off messages. Now, one thing that I note here is that I say that this is going to be creating some draft emails and not the actual email that it will then send out. I'm saying draft emails, so we're able to step in there and go ahead and review what it has to offer us. We can review what it has created for us to essentially makes our lives a little bit easier. And if we go ahead and continue to train these agents, then maybe eventually you can go ahead and say, instead of just doing these draft email responses, what I want you to do is actually send these emails out. So you're taking out one manual step from that process. That being you going in and checking those draft emails to then send out. Let's go ahead and look at what we have. Right here, we have our copilot. Our copilot is going to be existing here as it will exist in every single other part of Zapier, and it's essentially going to be our assistant here. We can tell it what we want to do, and it can help us along the way. But for the purposes of this lesson, we're going to go ahead and do all of this on our own without copilots help. We have our trigger here, which is going to be extremely familiar. We have our instructions. So these are going to be the plain English instructions that we give to our agent. We have the tools that this agent can use. Right here with the default tool, it has Visit Site and web search. Now, again, this is going to be calling back to Zapier integration, Zapier kind of focus on using these agents, their chrome extension. You can see here that Visit Site and websearch is going to be one of the basic tools that cannot be turned off, as you can see right here. Obviously, the main use case for this tool is going to be in the case of having agent tied to your browser extension. If you go ahead and add in these tools, can see this essentially is going to act as actions within our Zaps because we can select any app, and we can select all of the actions that this agent can be able to take. Now, it's not saying that it is going to do every single action that we allow it access to, but it's just saying that, Hey, this agent has the ability to do these certain actions if the agent decides is the best action to take given its task. Then finally, down here, we have knowledge sources. These ones are going to be mainly helpful when you're going to be setting up some kind of agent that requires some context as to your business, your business, your SOPs, the way things are run on your team. This is where you want to go ahead and you want to create an agent that is going to be consistently responding to customer service inquiries, then you can go ahead and upload some FAQs right here. That agent will be able to have all the information needed to answer a majority of those customer service inquiries that it can be receiving. Let's go ahead and actually start and building this. In our trigger, we are going to select Gmail whenever any new mail reaches our Gmail. Here we have our Gmail account selected, and just like that, we can add in the no, as you can see, that trigger setup was super simple. If we want to go ahead and add in some more specifics to what this would be containing, then we can also come here and to show all options, and then we can limit it to specific inboxes, specific labels here. So, for now, what I want to do is actually am going to make this a little bit more specific, and I'm just going to select our inbox here, so it ignores anything that goes to spam or to the trash. So let's go ahead and now hit we have our trigger down. Next, we have our instructions. This is quite a simple kind of structure as to creating these agents that are going to be doing a lot for us because all we have to do is fill in these instructions. We're going to review its actions, and then from that point, we have an agent created. This is a very, very efficient, no code way as to going about automating a lot of your systems. Let's go ahead and actually type out some instructions here, and I'll come back to you and talk to right here, I gave it some pretty basic instructions. I said, review each incoming email and decide how it should be handled, right? That is the overarching kind of goal of what this agent should be doing. And then I gave further instructions based on that. I said, based on the content and context of the email, determine whether it requires an immediate response, should be escalated to the team, should be locked for later review or can be ignored. Take the appropriate action using the tools available. Do not take any unnecessary actions. If no action is required, then stop. Go ahead and now add in the tools that can be useful for this agent to use. The first of which is going to be creating a draft email message, and we can also apply the draft reply, as well. Okay, so now what I've done is I've added in all of the relevant tools that could be useful to this agent. I gave it the ability to create a draft in Gmail to send a channel message in Slack for when this has to be escalated to the team. I gave it Google Sheets, the ability to create a spreadsheet row in the case that it decides that something some email should be logged for later review, and I also gave it the ability to create a draft reply, as well. Now what we can do is we can actually reorder where these actions appear within our instructions to follow, just so we can help out our agent a little bit, just so it can understand exactly what we mean. Right here, it says, determine whether it requires an immediate response. Then I had Gmail create draft, Gmail create draft reply. Now, here it says, should be escalated to the team. Now here I'm going to go ahead and add in the SelaxSen channel message at that point. And then should be logged for later review, I can go ahead and drag in our Google sheets. One thing to note here is that this warning has appeared. It says that the tool selected in this agent may cause the trigger to fire again, creating an infinite loop. Now, this appeared because right here, we have a Gmail Create draft. Now, this warning popped up because of this Create draft could actually be seen as creating a new email. Then might have the trigger lead into this causing a cycle. But the way that we were able to avoid this is that here, we chose our label or mailbox as inbox instead of just having it be anything where it could then take a draft email as a new email or a sent email as a new email. By making sure that we went ahead and filtered it down to our inbox, which are only inbound emails, we are avoiding this infinite cycle from happening. That's just another note if you're going to be creating any agent that is going to be similar to this. Now that we've given it all of the relevant instructions here, we can just move into our agent preview here, and we can test out this agent to make sure it's working Okay, so right here, we can see that it just pulled in the most recent email to Land in my inbox. And this email was a notification from Airtable, saying that one of the automations that I had created there has failed. Right here, it says that it's going to analyze this. It sees the source, the content, the urgency, and what the action needed is to fix this. So now we see that we have a preview as to what it decided was the best course of action. So it just said that it will escalate this to the team via Slack since it's a technical issue that requires attention, which I think is a perfect response to this. What we see is that the action preview is going to be a send channel message within Slack. We see the message text here. We have a siren here to communicate that this is urgent. There is an Air table automation failure alert, and then it gives us some information when it happened, the workspace that is associated with, and the status of the failure. Then it gives us action plan right here, what is the action needed. And now ask me, Hey, is this good? This was in the agent preview. You let me know if this is all good and we can continue and I can hit Approve. And now what it's going to be doing is it's actually going to be putting this into action. And we get to see that the action was indeed complete. We get to see that the action here is just requiring a little bit more information from us. Can you please specify which channel that we should receive these notification? I'm going to just say that you can go ahead. So I just went ahead and said that you can send all escalated messages to Adam Taylor. So we get to see that right now it is asking us again. We're in that back same step. Now that we approve it, and it knows which channel to send this to, this should be a successful run, and we can see the action is complete. We have a little checkmark right here. And if we go ahead and open this up, then we get to see more information on what was actually sent into SLC. Right here, we get to see that the channel name was, in fact, all Adam Taylor. I listened to me and sent that in the proper place. Now, another thing that is great about an agent like this is that you can consistently and constantly test out exactly how it is performing and tweak it as you go along. B right here, with the trigger being a new email, if I wanted to create the most polished agent that works exactly to the specifications of my business. It works exactly to what I needed to do. Then I could just be sending in a bunch of example emails for it to then pick up, for then me to then give feedback into it, just so I can continue to refine it over time. But with that, right here, all we need to do is come up to publish, and just by selecting our publish V one, we get to see that our agent is now published, and it will be doing all of this work for me completely hands off. Well, personally, I think this agent tool is something that is not talked about enough within Zapier. Most of you that got this course had no idea what agents were within Zapier. You got it for just the Zap builder functionality. But these agents unlock a whole nother range of possibilities for. And as the AI and agents continue to improve, these are only going to get more effective. Now, one thing to know is that when you have your agents running, if you have them all doing multiple things, what you might want to do, what you should be doing is reviewing the actions of your agents to make sure that they are working properly. To do so, all you have to do is come into your individual agent, whichever one that you want to track, and then you can come into instead of configure into activity. So here, it will log all of its runs here. It will log every single activity, every single action that it took right here in one spot for you to be able to go ahead and click in, review everything that it was able to do. So you get to see that it has three different tasks here or three different tabs. All activity is going to have everything that's been done. My activity is going to be actions that you individually took in regards to that agent, and then needs action is going to be the things that this agent is referring back to you for. So with that, you now know all that you need to go ahead and start building a multitude of agents on your own. 25. Create AI Chatbots With Zapier: In this lesson, we are going to be going over chatbots within Zap. Now, everything that we've covered in regards to AI and just automation within the course has all been somewhat related. We just went over agents, and it was clear to see the parallels between agents and Zaps. Now, chatbots are going to be the exact same thing. We're going to see a lot of these parallels, where with our chatbots, these are going to be mainly used to automate, as we can see here, customer interaction. Our agents, we were able to essentially do what our chat bots would do, except our agents were given a little bit more free reign to do many other things that it decided was going to be necessary to complete whatever task we assigned it. Now, our chat bots are going to be much more focused on this customer interaction. They're going to be way more focused on actually being trained on some kind of data that we provide. Go ahead and get right into actually creating a chat bot. All of these kind of concepts can become a little bit more real, just like we would for any other thing we are going to create from scratch. And our chatbot, we can give it a super unique name in chatbot. Let's go ahead and create our chatbot. Now it's going to take us into our chatbot Builder. And the first page that it brings us here is into our instructions. And for the most part, this directive here is going to be something that will apply to a majority of your chatbots here. It's saying that you're an exceptional customer support representative. Your objective is to answer questions and provide resources about insert your company name and idea right here. Achieve this. You're going to follow these general guidelines, answer the question efficiently, and include key links. If a question is not clear, ask follow up questions. We see more about style and other rules as well, all of which are going to be applying to most chat bots that you would ever create. For the most part, you might not even want to make any changes here in regards to the directive. Now, the most important part of our chat bots, as I already mentioned, is going to be the knowledge. With our agents or any other AI step that we had within our zaps, uploading in knowledge has, for the most part, been optional. Now, when it comes to creating a chatbot, this is not the case. Knowledge is going to essentially be absolutely required here because these chatbots are going to be having these one on one customer interactions, again, hope to create the chat bots to where we don't actually have to have any input ourselves. Our chatbot is going to take any interaction and handle it completely on its own. And we have to train it with this knowledge that we provide it, information about our business, kind of ways to approach certain questions, maybe follow up questions that we want to give it if some kind of inquiry isn't going to be very clear, it's just going to essentially depend extremely on this knowledge that we give it. Now, one great thing about our chatbot that the ability to add in this knowledge is actually super easy because not only does it give us ability to sync with Google Docs, but we're also able to sync with other apps with Notion. We can even have it crawl webpages. So if you have a landing page, if you have any other websites that are going to be relevant to your business, you can go ahead and give these URLs for it to be able to train itself off the content that are on those websites. Additionally, you can also upload in some files. If you already have some docs, maybe a company Wiki, then you could go ahead and just upload that directly into here, and it will have all knowledge you need. Then also, given that we are still within Zapi, we have the ability to connect other aspects of it like tables. Here, just to show you how easy this is, we can go ahead and click ADA in our first Knowledge source, and then our type are the ones that we just covered right here. We get to see that we have a webpage. We can put in a public URL. Have a file. We can just upload it. We have a Zap table, which will go over at the last section of this course. We have our Google Doc right here, and then we have a Notion integration right here. And because we already have this connected in, we can go ahead and upload any individual item that exists within our Notion workspace. I scroll down, what I can do is I can pull from my notion workspace, our company story right here, just as one example. So what I can do from this point, just so we can see something uploaded in here, I can go ahead and search up my work dashboard, and I can select this, and I can add this in as a source here. We get to see the progress of the upload right in the bottom right hand corner of our screen, and in just a few moments, this should be uploaded in and be accessible to the now that our first knowledge source has uploaded, we get to see that we have the ability to configure our knowledge source settings. The question that it's asking us right here is, what do you want to do when an answer to a question is not found within the knowledge sources that you provided? Now, we have two options. One is generate an AI response without knowledge sources. Essentially, you're telling the AI to guess for this answer. And then alternatively, we have custom message that we can input right here. Right now, this custom message is auto filled with sorry, I don't. I don't want my chat bot to go ahead and generate an AI response because that AI response can just be filled with garbage. It might not contain any relevant information to the question that they are answering. I might not give them any relevant solution. I do want to have is a custom message in this case, and I can just go ahead and hit Save for now. We can come back and actually tweak that now that we've covered knowledge sources, the next most important thing, the second most important thing within our chat bots, is going to be our logic because our knowledge is going to be the way that we give it all the information that it needs. And then now the logic is how we tell our chatbot to go ahead and use this information. Given many different ways that this chatbot can go ahead and interact and create some action. Here at first, we have collect leads. Here in selecting it, we get to see the options that it gives us. Do we want to create a new table? Do we want to add this information to an existing table? We have all the fields that our chatbot is going to go ahead and collect from our customers. In this case, it would be an email, phone, company, and their we can configure all of these setting, right here we see when to ask. Do you want them to ask at the beginning of the conversation? So when it starts, do we want it to have a little bit of small talk? And after a few messages, then you can collect this information or when certain keywords are used, or when the chatbot cannot provide an answer. This here can be coupled with when our chatbot doesn't have an answer, and I told to say Sorry I don't know. Now, instead of saying sorry I don't know, what I can do is say, I don't have the answer to your question right now, but if you can go ahead and fill out this form, it would then with a member of my team will get back to you with an answer with 24 hours, something like that. That is a great way that you can go ahead and integrate this collecting leads functionality into your chat bot when it doesn't have the ability to answer a question on its own. We can go ahead and then simply create this logic right here, and then it will be added in here. Now, let's go ahead and add in some more logic. The next one that we have is going to be a zap button. With this zap button, this essentially is going to give our customers an ability to click the button within our chat that is then going to give some kind of meaningful output. Maybe if we want to have our chat bot be able to not only collect leads, but to give out some kind of lead magnet. We can then have this zap here hand out those lead magnets through a button in our chat. If we change this button text to receive lead we can then do is create logic and Zap, which will then bring us into the Zap Builder, where we can create some kind of automation that is going to send the individual maybe using their email that they filled out with collecting lead logic, and it will send them that lead magnet to that email, something like that. Now, similarly to our zap button, we also below this, have Run ZA. Now, this one isn't going to have to do with the customer themselves because our condition here is only going to be at the end of the conversation. You can use this to do one of a few things. The most obvious of which is going to be having this run a Zap that is essentially going to be Log taker. Then have this zap connected to, let's say, a Slack message or Slack channel that is titled our chatbot Log. And then every single time this has a conversation, our chatbot does a conversation. We'll then get a notification within a Slack channel that says, I just had a conversation. Then from that point, you can then come back into this chat bot to actually review all of the conversations right here. We have not only our conversations and our review tab, but we also have analytics. We get to see conversations, messages, URLs clicked, all of the things that are going to be relevant here, and potentially having our chatbot do a range of things for us, collecting leads, helping customers in some customer service inquiries, things Let's go ahead and continue down the line of all of our logic here. Next, we have a Link button. Here, this button is going to show when certain keywords are used or at the beginning of the conversation. So if we have when certain keywords are used, we see that it's auto filled here with meeting and call. And with this, it's then going to pop up with our Link button. If they say any of these two words, then they can go ahead and have this button. It will have icon of a calendar. I'll say schedule meeting, and then it can link into some Calendly. One there is pretty straightforward. Now, as we move down, we also get to see conveniently right here the schedule meeting function. This one is going to be fully dedicated to just that. So we see the same things here, meeting schedule, call. We can put in our link right here. This one is only going to be able to be used when certain keywords are used. But of course, you can just make this link button work in that exact same way. So if you do want to have the beginning of a conversation, then you could go ahead and have your meeting link right here because it doesn't allow you to do so within the schedule meeting logic function. Lastly, we have suggestions here. These suggestions are a great way to get your leads to do exactly what you want to do when they open up your chat box. Can add in a bunch of suggestions here. I would keep it to roughly three to four, no more than that, just so it's clear as to what they can click and they won't be overwhelmed with too many options. This can be a great way to get your leads to go ahead and click a button that would then give them a lead magnet after filling out information, after collecting their email or maybe even scheduling a meeting with you, things like this. Now, as we move down the line here, we also get the theme. The theme here is going to be quite apparent. You could essentially just change how this chatbot is going to appear. You can upload your logo here. You can have an avatar. You can have icons, you can change the color. All of this is just going to be cosmetic differences. Now, we also have integrations. Our integrations are going to be especially interesting, especially in terms of using this within our Facebook messenger integration. Now, I say this because when people think about chatbots, the thing that they typically think of is this. When you're on a website and you have a little button here in the bottom right corner, that is clearly a little virtual assistant, that's clearly a little chatbot here, that's here to answer some questions, collect some information, and do things like this. But right here, given our integrations, because this is within Zappia, what we're able to do is set up our chatbot with all of its knowledge and have it exists in places that are outside of our website. It can exist within our Facebook page. So it can reply to people that are asking you some frequently asked questions. It can exist within Slack. It can exist within our Gmail to create these draft responses for any emails that are going to be relevant to what this chatbot deals with. Go ahead and actually see this in action here with our Facebook Messenger Integration. So I'm going to click Create Integration here, and we get to see that here we are brought into our Zap Builder where this can actually operate. Here, we get to see this zap in action. We first start off our trigger with a new message sent to a page that we choose. We get to see that there is an extra formatter step right here, taking in the date and reformatting it. Then we have our Zapier chatbot step. Using our chatbot that we built is it's going to take in the sender PSID, so it's going to take in the information from that message that they sent. And then we get to see here what the user message is going to be. It has instructions here. Please respond to this message, post it on our Facebook page. Your message will be posted back on Facebook as a reply. Then have our Zapier chatbot step. What it's going to do is it's going to take in all of the information. We first have the conversation key right here. So it's taking in the date format and the PSID from the sender. And then the user message is right here. We have our instructions that say respond to this message that's on our Facebook page. We see that the From is from the sender full name, that's going to go ahead autofill. So it has the sender's name to respond to within the message, and it has the message information itself right here, this would then be Auto filled here. User message here is essentially going to be a prompt builder. We are putting in our prompt here, and then this output is going to come right here into our last step. As you can see, the only thing within our text bubble right here is the output from the previous step. With this, you're essentially able to see that once you put in this upfront investment, when you put in the time that's needed to actually build this chat bot and giving it all the knowledge that it needs and curating its logic, this will then be able to pay you dividends by giving you back time and by being able to perform on a multitude of different platforms on your email, on your Facebook messenger, being able and on your website. Now, the last important thing to note here is the actual use of taking this chat bot and putting it in the places that you need. Now, you're going to be able to do so by coming up here to the Share function. If we come to share, we have a few different ways that we can do this. First, we have our public we can share this public link, and that will give anyone access to talking in the chat bot, like we could do right here in this little preview mode. They're given the chat bot with this public link. Now, of course, they're not able to do any of these edits right here. This is just giving them what we have created. Now, next, the one that you're most likely going to use, at least more likely going to use, is going to be with this embed feature and putting it into your website. Can do is you can take this embed feature. You could have it either in a pop up or within an inline, and you can copy this code, and then you put it on wherever would be relevant for the website Builder that you have. And then after that, after you just go ahead and put in this code snippet, your chat bot is going to exist within your website. In terms of integrating it within Facebook Messenger, Slack or Gmail, you don't actually have to put it anywhere. You don't actually have to take the code because through Zapiar you can already have those integrations, and you can take data from one thing, take data from Facebook, take data from Gail, and then pull it in, and just have it operate within Zapiar in the chat bot, then the output can then be taken from Zapiar using its integration, back into Facebook, back into Gmail, back in. Alright, there you have it. Now you can go ahead and get your very own chat bot up and running with just a few bits of knowledge, a little bit of time dedicated to the logic. And, hey, some theme to make it look pretty. You can have your very own chat bot that is going to take minutes, hours, days of work off your hands. 26. Build an Automatic Blog Creation Workflow: This lesson, as you can see right here, we are going to be going through this automatic blog Builder workflow. I every single week, what it's going to do is it's going to run and it's going to create us. The purpose of this workflow is every single week, this is meant to give us a blog post that we're able to use for our website, our blog or a newsletter. The way that it's going to be building this blog is it's going to be referencing database that we have created here within NSI. That we have this database integrate with our zap right here is it's going to be using the information that we fill in right here to be able to create this blog post. This case, this is a project management tool database. I could very well have a personal brand that's dedicated to these project management tools because I have used each and every single one of them. I have experience, and I know a lot about each one of these, and I have a lot to say. Using that knowledge, I constructed this database, and I essentially allowed this to be a template for me to easily fill in information about these project management tools. And therefore, because I have this templated way of inserting this information then very easily taken by an AI, most specifically, an AI step right here within our zap to then output an entire blog post. And of course, this kind of idea can be repurposed many different personal brands. If you're someone who's knowledgeable in one kind of topic and you have a lot of information about things that exist within this topic, you can create a template like this, a database where you can clearly and easily input information that can be used with a workflow like this one to be able to create this automatic Blog Builder. Go ahead and get right into this. And let's look at every single step so we can see exactly how this was entirely constructed. The trigger here is straightforward. This is starting on Wednesday at 9:30 A.M. This is going to run every single week. Now, the next step here is going to be a notion step. This year, I selected our project management tools datasource, right here, if we go ahead and come back into Notion, we see Project Management Tools is in fact the data source that we want to be using this. Now, after this, after selecting the data source, next what I wanted to do is pull in every single one of the tools that exist right here. Now, of course, this assumes that I haven't created a blog yet for any one of these tools. Now, we'll get to how we are able to address that. This one doesn't create any repeat blog posts in the future. Right now, what I did is I had the adoption filter is not empty. That was essentially just one workaround for me to be able to say, pull in every single thing that we have here. That then is going to result here if we come to our test into total of eight different pages. Now, again, if we come back in here, we can verify that there are eight different project management tools here. This step here is done. Let's just go ahead here and make sure that we're all on the same page, that the action event of this step was, in fact, find data source items. If you're going to be building something similar to this, this is the action event that next, we are into our format utility step. Part of this zap we had already built in the lesson where we discussed this utility pick from list. But of course, we're here to look at this entire setup. Again, let's go ahead and click on this. And let's look at what we have here. The purpose of this step was to be able to pick a single tool from the entire database. Because in this step in this notion step and the second step, what we did is we pulled in all of the pages. We pulled in all of those tools from that notion database. Now with this tap, we are narrowing it down to one single tool. You get to see right here what we used was this results ID. Let's go ahead and back this out, and let's come into this step right here. We get to see the results ID, each one of these pages. And the reason why we are using the IDs of these pages is because the ID is what holds all of the information regarding each one of these tools. If we were to have just used the title, then the only thing that would be able to be used in the next steps would be just these titles, and that is with all of this other information that we have our labels, our best for our notes, we wouldn't get any of that. That is why we use our results ID here. Now that we have these results ID, the operation of this formatter step is to pick from the list because there are eight different IDs. And the operation that I have here is to just choose random, choose any one of these. That's because the order doesn't is because I'm personally indifferent as to the order of these being created. I went ahead and had choose random, and that would then result into data out of one singular page ID. We had this input of eight different page IDs, and now with our output, we have one singular one. To be able to work with this, what we then have next here is a notion step of get page or data source by ID. So you get to see that this is the step right here. Let's go ahead and pull it up. Right here, we get to see a description of what this is. It retrieves a specific page or data source item from notion using its ID. This is exactly what we want. We did here to be able to configure this is we use the output of our utility step. This one, then, using the page ID, just this page ID, then resulted in all of this information. And we get to see as we scroll down because I already know what this one was. This was our Jira tool. We go ahead and type I Jira to see right here that the title was, in fact that, and we'll see that there is a lot of other information here that is going to be relevant for us in our following steps. In our next step right here, we have Bsapier step. Here, in being able to configure this, there was a few things that were important here. First off, with our build mode, what I did is I just kept it as a custom prompt. Atta as a custom prompt, and our model here is GPT 40. Mini. We're able to change this. If you want to log into your Cha GBT account, you could have more recent tools as well. But what's most important here are input fields because this is where we are really having the most communication between our steps. You can see here with our input fields, we have five different input fields that are relevant here for us and to be able to create our output of this final blog post. Now, let's go ahead and come back here into our project management tools just so we can see these five fields that are important to us. First of which we have the name of the tool. This one obviously is going to be very important because you want to give the AI context about what it's actually going to be talking about, the name of the tool. That's obvious. Right here, we have a label. This one here is work management. We have Best for right here. Let's go ahead and expand this right here so we can see all the information. We have Best For developer teams, Task tracking and Integrations. I had the website. This one's going to be relevant if we're going to be linking the website within the blog post. And then we have some notes here. And the notes obviously are going to be relevant here because we want to give the AI some direction. We want to give it our expertise, but it's not just creating it from only a few tags. We actually are able to give it some direction with some specific expertise that we have on the topic that we're creating. In this case, it is our project management tool. In regard to the rest of these fields, our adoption isn't going to be important in creating this bog post. What we can do is actually hide this. Now, for these next two fields, we can talk about these in a moment. Now let's go ahead and get back into our prom Builder right here. I just named all of the input fields that are going to be important. We have five different ones. And the way that I was able to pull them in was simply first putting in a name here. For example, I can do tool name again. It's going to say it already exists, but that's not a problem. We can then add this in. And it's important to make sure that you are pulling information from the fourth step right here because this is going to be the one that has all the information regarding the one that we're actually going to be creating a blog about. Fastest way to go ahead and pull this information, especially with Notion, there are so many different properties that you can go ahead and pull in. You should just go ahead and use the search function here. I'm going to just put in the word tool. With the word tool, we still have all of these options right here. But because I know the tool name is Jira, I can just go ahead and select right here. Oh, the same thing will apply to the other ones as well. But I can go ahead and knowing that I have developer teams here in the best four section, I could just go ahead and type in developer teams. And then we get to see if we track this. This is the property we need. That is usually the fastest way to be able to pull in this dynamic data. Now that we covered how we can do all of that for all of these, now let's go down into looking at our knowledge sources and our prop. Here I have the knowledge source blank. This is because I don't actually have a blog that I'm writing about these project management tools. But if this was something that I true is going to be using and building and having it help my blog that already exists. One way that you could really improve the prompts or really improve the outputs of this is if you add in knowledge sources of your past blogs. If you put in your past newsletters, your past blogs, and then the AI will be able to see the kind of style that you go for, your writing, the way you interact and talk to your audience, then this can go a long way in giving you much, much better outputs. Just keep that one in mind. Now let's move over and look at the prompt that we have here. My prompt was create a complete blog post, introducing and explaining the following software tool for my newsletter. The blog post should clearly explain what the tool does and who it's for, highlight its main strengths in use cases in practical terms, and include a short section explaining how it fits into modern workflows or teams. Then we have end with a concise summary and a call to action encouraging readers to explore the tool further. Then I have more notes here on the structure of it, and then if any input field is sparse or high level, infer reasonable context without making specific claims. Sentence here is essentially managing the language and the way it should approach talking about these tools. And then, lastly, here, I say, keep the content accurate, informative and suitable for a general business audience because this here is my example audience because we want to make sure that this knows who we are speaking to. We want to give it some context here to be able to give us an output that best matches what our audience would be like. Alright. With that, that leads us into our preview output. Now, this is something that I generated right before the lesson, but we can go ahead and generate a completely new preview here. Here we get to see the blog posts in its fullest form. And with this, if we don't like something, if we want to change something, we can go ahead and speak right here, give it some feedback, and then it will change up our prompt to be able to most accurately reflect those changes. Okay. With that, that is going to move us ahead into our next step here. Now, my next step that I created right here was a Google Doc step. What I did to set this up is the action event is simply to create a document from text. This is going to be creating an entirely new Google Doc within my drive with all the information from this step. Let's go ahead and come to the configuration. And for the document name, what I did is I used the dynamic property from our fourth step. It's going to take the name of the tool. In this case, it's Jira and then add Block Post Jira block post. If it was any other tool, then it would be Air table Block Post, Slack Blog post. Just like that, it gives us an easy way of naming and differentiating them between them. Now, we have our document content, and that one is simply going to be the output from our AI step. We only have three potential options, and it's our output here. It's super easy to bring that one in. Okay, with these two fields filled out, and after testing, what was resulted was this document right here. Right here, we have all of our information, our entire blogpost. Now, again, depending on these outputs, depending on your writing style, depending on what you want out of this post, what you can do is make changes into the prompt. Now, for example, if you want to go ahead and get rid these markers right here that are going to delineate headers that are going to delineate bolding or italicizing, then what we can do is just add in another formatter step. Right here, let's go ahead and pull in a formatter. We can then come with text, and under configuration, what we can do is replace right here and under replace, what we can do is have the input be the output, our AI step. Then what we can do is we can find things like our hash tags right here and we can replace with just nothing. If we go ahead and continue here, you can see that hashtags exist right here. If we go ahead and test this step, now all of those hashtags have gone away. And we can do the same things with these dashes and asterix, as well. It's super easy to go ahead and fix those. For our very last step right here with our notion step, what we have is an update data source item step. If we come here, we come to our action event and we look at update datasource item. It's simple. It's exactly what the title is. Update a data source item. Now, the reason that we have this step is because every single week we want this automation to run. But what we want to make sure is that it never repeats on the same project management tool. What we have to do is we have to update this to make some changes that excludes the one of the blog posts that was just created from this find data source item step right here. I did a few things with this step. Let's go ahead and come in and configure this. The data source item that I want to be updated is simply the output of our format or pick from list step right here because this is the one that applies with all of the other ones below. This is the one that the blog post was written on go down, we get to see that I changed a few things here. First thing is, I marked this thing as true. Is the blog complete? Now, this one isn't going to affect anything that has to do with our automation. This one is simply for my own purposes, so I can see that, yes, this one is done. Now, the next thing that we see right here is this URL step right here. What I did right here is I pulled in a dynamic field from our Create a Google Doc step. I came right here, and what I did is I searched up Export because I wanted to be able to get the link that brings me to this document. Now, there's a few fields that this could work with. I'm going to just go ahead and select this Export Links text HTML. Now what happened here as we test this step out, as it runs by itself, we're going to see that it adds a URL right here. Then when I select this URL, it's going to lead me directly into this post right here. Again, more than anything, this is just for organizational purposes. I make sure that everything exists within that database within NOH. Let's go ahead and come back here because there is one more thing that I changed. And right here, what I'm updating is this Zapier field to be yes. Now, if we move back here into our project management tools, we get to see that there is no field that's named Zapier. And that's actually because I have it hidden right here. If I come here and I open up this Zapier field. So if I come right here and I come to property visibility, we see that we have this hidden right here, our Zapier field. If I unhide it, we get to see that it's just a very simple field. All it has is a single select field. And this is just here for, again, organizational purposes. Once I come in here, if I have this one selected as yes, if we come to our top step right here in finding data source items, what it's doing is it's pulling in my adoption filter is not empty. That one is every single field that exists here. Again, let's unhide this one. We see that there is something for every single one, so that's pulling in every single one. But another thing that I did right here is make sure that the Zapier filter is empty. Now, if this ever were to run again, what's going to happen is it's going to exclude this one right here because although it does have an adoption field, that one is not empty, this Zapier one is not empty as well. It's going to exclude this. Now that we have essentially covered this entire automation, let's actually see it in action here. Let's do a test run. We can have another blog post created by this. If I go ahead and click Test Run, we can go ahead and do this one time. Now, we see that this is running. It ran our trigger step, found data source items formatted. I picked one of them from the list. We see that this get page from Notion has been successful. Our AI step has been ran as well. We had our formatter step here as well. And it says that it created a Google Doc and updated our notion datasource. Now, let's go ahead and run here into our database. Now we get to see this actually ran using the monday.com. Okay, now let's go ahead and click this and let's see what this blog post turned out to look like. Okay, and just like that, we see a completed blog post about monday.com right here. Now, one reasons why these tests are important is because we're able to see mistakes within our automations. Now, one of the things that we just set up was getting rid of these hashtags right here. Now, if we go ahead and come back here into our automation, I bet I can tell you exactly what this problem was. And it was that we did not use the output of this step within our Google Doc, but we use the output of the AI step. Let's go ahead and check this out by edit this draft. We get to see that the output is of this AI step instead of the formatter step. What we could do is just go ahead and change this right here. The document content can be the output of our formatter step. Like that, that should fix all our problems in regards to that. Okay, now, with that, we have gone over this entire automatic blog Builder. Now, we've gone over a lot of things. There was more steps here than almost any other lesson that we have done within this course. There was anything in this lesson or any other lesson where you didn't get a full grasp of it. You were confused on anything or you just want to ask some follow up questions. Do not hesitate to drop your questions in your Q&A section, and me and my team will be there to answer your questions as fast as possible. Don't be shy. Okay, with that, that leads us to end of this lesson. I'll see you in the next one. 27. Automate Lead Qualification With AI: This lesson, we are going to be looking at automation that is going to take in a lead from a Google form response. It's then going to evaluate that lead using AI and then through this conditional statements right here, and then through our paths right here, if the AI decided that this was, in fact, qualified lead, it will go ahead and send that lead into our mail chimp email automation sequence, and if not, then they are going to receive different email confirming the receiving of this original Google Form response. Now, a part of this automation is what we went over and looking at our AI four decisions. But here we are seeing more robust and a more complete, full automation here. So now let's actually get into this looking at it step by step. So if you wanted to build one of these on. So since this automation is going to be starting off with a Google Form response, let's go ahead and check out that Google form so we can get an idea of what the AI is going to have at its use for the output that it's going to be giving us for the eventual qualification of the lead. So first, we have some basic information here with the name and email. We have company name as well, and then we have our qualifying questions here. We have our annual revenue. We have what best describes your role? What problem are you trying to solve right now, and when are you hoping to address? Go ahead and come back in here, we can see that, in fact, we are using this lead intake form, and we do have a test data here from one of the example runs that I did. So we have our friend named Zach Zapier. We have him working at Zapier. The annual revenue is 50,000 250,000. He wants to scale the marketing operations, and he wants to do this immediately. So, this is the lead that now, let's go ahead and move on into our AI step to go ahead and take a look at how we built this. So we can see here that we have four relevant input fields that I pulled in from the Google form. Obviously, I'm not going to be pulling in things like an email or things like a name in regards to actually deciding if this is going to be qualified lead or not. So the ones that I pulled are those qualifying questions. Questions about revenue, questions about role, the problem that they're trying to solve, and when they are trying to those were the four input fields that I did here. Again, just real quickly, see example of how we would do this. I can name this field revenue without adding extra E, so something different. And then the field value here, I can go ahead and just type in revenue right here, so we get to see that this, in fact, so we can go ahead and add this in. And now we get to see that it has been added right here. Cause I already have it, I can just go ahead and get rid of it. Now here, because this is going to be AI qualifying, I don't have any knowledge sources added in. They're not going to be as helpful here to actually have the end goal here of qualifying the lead. If there was specific instructions, which I do have, I just added them here within the prompt instead of adding in some kind of file here for our knowledge. So naturally, this is going to lead us here into going over this prompt. So let's go ahead and try to expand this right here. So, right here, we get to see the entire prompt. So it's nothing that is too complicated. What I said here is that you are qualifying inbound lead. Based on only the information in the input fields. So referring to these, assign this lead one of the following labels. High priority, medium priority, and low priority. I said, Do not invent information, use reasonable judgment based on business context. In regards to my guidelines right here, I say that higher revenue, decision making roles, clear problems, and near term timelines, increase priority. So here, I'm just referring to every single one of these qualifying questions here because each one of these are their own input field. So I'm saying a higher revenue is good. This means a higher priority decision maker role. So something like a founder or an executor is more good things. If they're using specific language here in the what problem they're trying to solve, this is also a good indicator, and the same thing applies right here about what are they trying to address this? If they have some urgency, if they want to address it sooner rather than later, then this again, is going to be a higher priority signal. And then, right here, I have the opposite of that. I say vague problems, exploratory timelines or non decision roles, decreased priority. And lastly, if signals are mixed, you can choose medium priority. Okay, now, lastly, what I have covered here is going to be our input field. Okay, now, lastly, what I have here that we have to cover is our output fields. Let's go ahead and edit these to see what they are. Here is I'm forcing the AI to give me one of these three different options. So whenever we fill out our output field, we are telling the AI to give us specific field of an output. So we have all these different information. Most of the time, you're going to have something like a text output. But here, because I wanted to be a label, I gave it the category single if I chose the category multi select, that means that the AI would be able to output multiple different labels that I provided. But in this case, I don't want it to say lead is a high and medium priority. I want to give them only the option to give me a single select yield. So that's why we have the single selected. So the options are high priority, medium priority, and low priority. So that is it. Right here, I have, Is this output field required? I checked it because in this case, it is going to be required because all of the next actions are going to be dependent on the output of this entire AI oh, we get to see right here that the preview output is high priority. So that is using this dynamic data from the test data that we pulled in from this form. This is our friend Zach Zappia right here. These are all of his answers, and it said that he was high priority based on these answers. So now we can go ahead and move into our next step here. This one is going to be a creating context. So what I was doing here is I pulled in only the relevant information from the Google form. So here we have the annual revenue because that is one of the fields that we can do for HubSpot, pulled in the company name here, his first name, his name right here. And then all the way down here, we also have the priority, which was the output of our AI step. I put that in right here. Okay, so now, what we had done up to this point is we took in lead. We did a lead intake form from this. We qualified this lead using AI, and we labeled this lead within our hub spot. But now, what I want to do is I want to take this a step further because what do we want to do with these leads? What are these labels going to actually inform us on in regards to our decisions? Well, whatever our decisions are going to be, I have this automation set up right here. I have these so we get to see that right now we have two path conditions, and I'll tell you what each one of them are. This first path condition, if we go ahead and shrink this right here is only going to continue if the priority contains high. So we get to see here that this path right here, our path A will only go ahead and start will only continue if the output of our AI qualification step has the word high, and there's only three options from that step. There's a high priority. There's a medium priority, and there's a low so only high priority leads will be able to progress through this path. Now, let's look at the next step within this path. So here, the only people that are going to get down here are going to be our high priority leads. So what I have set up here is going to be a Mailchimp step. So Mailchimp is an email marketing software. We can use Mailchimp to send out email marketing messages. And that's exactly what I have set up right here. So I first had my audience selected, and then I input the subscriber email. Next thing to do, which is important is I have the status selected as subscribed. B right here within Mailchimp, they're not going to send any automated emails if someone isn't labeled as subscribed within the software. So this one is a very important step, which is why you get to see that it has an Asterisk on it. So now, if we go ahead and continue down, we have the last and also most important step here, which is adding in at because within my mail chimp, I have certain subscribers that have certain email automations that are based solely on the tags that they have. So right here, I applied the engaged tab. So the leads that arrive at this point will be getting the right email automation. They'll be getting the email automation for my engaged audience. Now, if we go ahead and look over at this other path, we have another option right here. So we get to see that the path is only going to continue if the priority does not contain high. So this is essentially the same path right here with one important difference. The path A has text contained. Path B has text does not. So this one is only going to continue if the text contains medium or low, in other words. So everyone who isn't a high priority is going to go through this path B. Now, let's go ahead and look at this next step because what I wanted to do is I want to send them one email. An individual email, this one here is not going to be part of any email automation, any email sequence. We get to see right here if we come under configure. What I did is I auto filled in the email from our very first step here, from our Google Form step. And then as we go down, I selected my email to be able to send it from that one. And then I have the subject and body created that I put in myself. So here, the subject is simply form confirmation. With the body here, the wording doesn't matter. It's not saying anything that's too important, but we can still read this out where I say hi, and then I input here dynamically the name from the Google form. So it'll say hi, Zach Zapier, in this case. Thanks for taking the time to fill out the form. I appreciate you sharing a bit about your situation. Then if we go down here, I say, if you'd like to dig deeper on your own, here are a couple places to start. And then in parentheses, I put links here because this is where we could give some links to our leads to kind of just not leave them hanging if they're not decided to be a high priority. We say a little bit more and I just thank them. I say, thanks again for reaching out. Best of luck as you move forward, best Adam. And that is essentially. But another thing that we can do here that I want to do right now altogether is I want to add in one more path because right now we have a path for high priority, and we have a path for medium and low priority. And what I want to do here in this new path is I want to have a path that is solely for medium priority. And I want to change this one to be low priority. So the way that I'm going to do this is I'm going to change this path, and instead of having high here, I'm going to put also, it's important that you capitalize properly here. Whatever your output is from your AI set, you want to make sure that the capitalization is going to be the same. Otherwise, things can get a little bit messy here. I'm going to go ahead and change this from text does not contain the text contains Low I'm going to do the same thing as the other one, but I'm going to have oh, but here what we're doing is we are routing in the field. We're having this be based on the output of our AI step right here, that's priority. The condition is going to be text contains, and the text is going to be medium. So right now at this point, what we do have is half for every single one of our potential outputs from our AI step. They each have their own personalized now what I can do is I can go ahead and add a new action here. Now, before what we did was Mailchimp with our high priority, with our medium priority, I also want to be sending in some messages, some email marketing messages to them. But instead of using Mailchimp, let's go ahead and connect in a Lemle account. So Lemls is right here, and action event that I want to do is I want to add a lead to a campaign. So this one here is super straightforward. Now, let's go ahead and move on to ar configuration. Okay, so now we are here in our configuration step. And to do this for Lemls it's even more straightforward than we have for mail chip. So first, what we have to do is we have to link in the email address so we can use the email from the form. Then we have our campaign. So you have to choose our campaign, here we have a medium priority leads campaign right here. We have first name. Now, we get to see that we want to have this first and last name here. So what we can actually do is we can add in an extra step here. So instead of even putting the step right here, what we can actually do is have a step after our Google Form response, and we can use a formatter step here. So what I want to do here is I want to work with text because I want to break up the first and last name. Because here in this because the Google Form has only name and it doesn't specify first and last name, what I can do is I can set this up to break up into two outputs here. If we go ahead and come down here, we can look for this split text. So we have the split text function right here. The input is going to be our name from our Google form, and then our separator is going to be a space. Now, instead of just putting in space right here, what we actually need is we need the correct typing. Now, instead of just putting a space right here, what we actually need is the proper formatting, and this one is right here. We have our default space, so I can just come in and copy this and we can paste it in right here. I can get rid of that extra one. Now we have our segment index. And here, what I want to do is because I want to pull in both the first and last name, I want to pull in all as separate fields. So now if we go ahead and continue and we test out this step, now, what we'll need to do is we'll just need to remember here that our output item one is going to be associated with first name, and output item two is going to be our last name. So if we come back here into our Lemles step, we can come back here into the configuring and we can actually set this up properly. So we can come here to the text, and we can have output item one, a Zach and for the last name, we have output item two. We can add in other information as well. Now, this all depends on the kind of campaign, that kind of email campaign you'll be running. If company name isn't to be relevant, you can add it. In our case, because we have it, I might as well add it myself. So we have this right here. There's other information as well. We can add in some custom variables. But so far, this is all that was necessary. Really, the only very important things was adding in the email address, the campaign, and the name. So now if we go ahead and continue this and we test this step, everything should be all good. We see that we have checkmark here, we see that the lead was sent to Lem. So just like that, we not only have an AI qualifier, we have a lead intake into an AI qualifier, into steps that are all dependent on the three different outputs from our AI qualifier. We have full entire workflow into actually reaching out and performing our marketing sequences on. 28. Organize Data Using Zapier Tables: Now, in this section, we are going to be taking a step away from our Zap Builder, where we've spent a majority of the course. What I'm in right now is instead of being in the Zap Builder, I'm in our Table Builder. Now, I'm covering this because Zapiar isn't all about Zaps. Now, 99% of you are probably only ever going to use Zapiar for the Zap automation function. But in this course, I wanted to give you a full rundown of what Zapiar has to offer. And if we come right here to our little waffle in the top, we get to see that zaps are only one part of this, right? We have other things as well. Here we'll be covering tables and forms, and we've already covered chat bots, as well. What are tables within Zapiar? Well, tables are essentially spreadsheets. If you've ever used Google Sheets, if you've ever used Excel, if you've used databases within notion, then you know exactly what this is. Here, I'm in a blank table. But if we come over here, I want to go ahead and create a new table. I come here into R Create. We can go ahead and stick with this blank table, but there also is a template library. If you go through here, we get to see a whole bunch of different templates that exist natively here with ISA quickly, just so we can see a fully built table, let's go ahead and look at this template right here. Here, we can see that this is a to do list template. And we also get to see different fields that exist within this. We can think of tables as consisted of two things fields and rows. This template, in this case, we see that this is a to do list template. Here, what we'll have are not only different fields that are going to be related to whatever you would have in a to do list, but each one of these rows are going to be individual tasks. We get to see here that four different fields exist. And if we ever want to add more, we just come to the Ad field button. And here we have a few different options. We have linked records that can link certain fields into other fields that exist within other tables. We have a button field. That one would just be linked to a zap that we would create, so it would trigger in some kind of automation. Have an AI field. This one can use context, use information from other fields to give us some kind of output. And then with the formula here, we can perform really any kind of calculation, any equation that we would want to have here. Let's say if we're working with numbers, then this formula field will be something that could be quite then down here we have our basic fields. We have our text, which is just going to be short text, thinking like a task name, and then we have long text right here, which can be, again, long text. That one would be more relevant for a message here. So if we want to give some context on a task, then we have date and time. We have numbers, currency, checkbox, and a dropdown. We get to see both this checkbox and dropdown right here within this template. Our checkbox is simply right here, marking something as done, and our dropdown is going to give us the ability to select from different labels that we have right here. Let's go ahead and actually fill this in right here. Let's go ahead and say this one is a lead generation workflow. I have to get this task done, and the channel that I want this in would be in Gmail. And I will uncheck this right here. And now let's go ahead and add in a new row, a new task. Well, here I can just come down to add record, and we get to see here now a new record has been added, and I can click this as many times as I want to add in a bunch of new records. Anytime we add in a field here, let's say we want to have a date and time, we can name it due date. And that we have our field type right here. We have it selected as date and time. We don't want to change anything else. We can just go ahead and click Create. Now we have a due date field, so I can just select this and I can select any date within the calendar super. Also get to see that copilot, of course, is going to exist within our tables as well. So we see what is telling us right here. I can add in a bunch of fields or records in bulk. I can rename and edit fields. I can even create fields for us. It can create a table from scratch if we want it. But let's go ahead and close this now. And also, another thing that we're able to do is just for organization sync, we can grab these tabs and we can reorder things. Not only can we reorder things, but we can change the spacing between different fields. If I grab this channel field, I can move it right here. If I grab this Taslab field, I can put it all the way here in the front. One of the things that separates tables from any other software that you can use, again, let's say, Notion, Airtable, Google Sheets Google, Excel is the kind of integration that you have within your other zaps. So you get to see right here that whenever you have this little zap icon, that means that field is linked to some zap that exists. And if we hover over these, we get to see that there's two zaps linked, and if I click on it, we get to see the zaps that are linked here. The same thing applies right here. We can go ahead and select a field that nothing, and then we can create a zap. So right here, we are now brought into a ZAP Builder. So we get to see that the trigger has already been selected. If that record is going to be updated, if our to do list template, if our trigger field is marked as done, then it's going to trigger this automation, and then we can set whatever automation we would like from that point. That really is where the main utility is going to come from. No, of course. If you are going to be using notion, if you're going to be using Airtable, then you can just go ahead and have those apps be the triggers because a lot of the integration already exists. Which is why, again, this is not going to be the most useful feature for a majority of you because you'll already have your databases, you'll have your Google Sheets, your Excels that exist on those apps, and you're probably not going to be coming over into using this tables feature within Zapiar. Because it exists within Zap ear, I'm here to tell you about it. Lastly, another thing to note here is that this right here is one table. But more specifically, it's one view within a table. If we want to create new views that are based on different fields, we could go ahead and do so right here in the top left corner. Right here, we have our main table. But if we go ahead and click New View, then we can read let's go ahead and name this do date field. I can go ahead and now create. And now with this view, what I can do is I can apply some certain filters here that are going to be relevant to whatever I wanted to create this view for. For example, I can just have some due dates that are going to be within this next week. I can also create a u view that will only show me Gmail channels. I can create a new view that will only show me slack channels, things like this. And we can also have different zaps be linked to different views. That's just another thing that you can keep all right. Now, with that, that covers our tables with api. 29. Capture Data With Zapier Forms: Now, in this lesson, we are going to go down the line, and we are going to cover forms. Now, forms within Zap year, just like tables, are going to operate extremely similar to other alternatives that you would imagine. For example, in this course, one form software that we went over quite a bit that we've used within our Zaps has been Google Forms. As you're going to be able to see throughout this lesson, as we click create form, able to see that it's going to operate in a very similar way. What we can do is just like with creating a zap or creating a table, we can describe in plain English to copilot to have it create a form for us. Or what we're going to do in this lesson is we're just going to go ahead and start from scratch, just so we can see everything from a foundational point of view. Let's go ahead and start here, and we're going to be able to see again some very familiar parts here. Here, for example, we are going to have a title super simple then we are going to have our fields here. This first field here is going to be a short text field, and right now it's named simply text. So now let's go ahead and make this a contact information form. So we can go ahead and rename this. And for this one, because it's already a short text field, which is one that we would be using in our contact information form, we can just go ahead and edit this. We can change the label. Instead of text, we can have this be first. Now we can go ahead and continue with this one. So we have the first name field. We can click back. Now we can add in a new field. The label for this one can be last name. Then we can go ahead and scroll down here and click Insert field. So now we have two fields within this form. Now, let's go ahead and do a different kind of field here. We can see right here that we have some other options as well. Now, what I want to do is I want to add in, again, a new field here. Let's look at the different types of fields we're able to add. Is going to mimic a lot of the things that we see within tables. We get to see the different kinds of fields that we're able to add in here. We can have a drop down field. You can select from multiple different tags that you can add in. You have an email number, yes or no field. You have URL fields, all of these other ones. Now, for forms, you're probably not going to be using a lot of these here, but you still are given the option as to whatever you want to create. Let's go ahead and add in an email field. And right here, we can add in simply the of email. There's other things that also exist here, which again, you can see in other form builders. Help text here, we have some default values. And then for options, we have required fields right here. This one is probably going to be the most common option that you would use. Again, now what we're able to do is we can insert this now we have the kind of most basic contact information form right here, but we're also able to add in some more edits here. So if we come to our edit, we're able to edit kind of the largest pieces of this form. So we already saw the title. We have our fields right here. Then we're also able to edit the button text for our submission right here. Below this, we have some other kind of design customizations that we can make as well. We can change the width of this. We can have it be full screen. We can have it be narrow. We have alignment. We can add in a capture to keep those pesky robots away. But along with all of this, we also have other tabs that we can explore here. We have data. So this is going to be all of the collected by this form. If ever anyone is going to actually fill this out and submit it, you can find that data right here. Of course, in Zapier style, you're not only going to have the form builder here, because these ones here are, of course, going to be your basic options. In our actions, we have ways that we can implement some automations within the form. Right here, we have a conditional statement. When a user submits this form, then something is going to happen. So here we have a show notification form submitted. This one is going to be outward facing automation where the person that's actually submitting it, the person that is going to be viewing the form, is going to see what we have right here. But we can also add in some automations that they won't see that are going to be hidden that are going to be for our uses only. Now, if we go ahead and select any one of these suggested automations or even click Build your own automation, you can see what's going to happen. Of course, just like it did in tables, it's going to take us into the zap Builder. Automates the setup of our trigger here because it shows the trigger event being when the form submission is created. We already have our configuration step in actually choosing the exact form, and the test is all good. Now, here with our Slack message, we also have the option here with the copilot AI for it to actually autofill this for us. Of course, this is where the main utility of using Zapier forms as opposed to type form or any other form software out there is the fact that you have this ecosystem, this integration where you can easily go from one into actually building out your zaps. But now let's actually come back here into the form itself just so we can understand fully what we're able to do with these forms. Looked at how we can edit the form. We looked at how we can add fields and how we can connect some Zapier zaps to the submission of this form. But we're also able to add in new pages to this. Let's go ahead and title this one page two. What we can do is we can link in each form to lead in to the next page. So right here, from the submission window, we can actually have this lead to instead of just being submitted, we can have it lead into page two, where we might be asking some other might want to use a setup like this. You don't want the people that are going to be filling this out to see the next question. You maybe want to have them go one question at a time. Adding in these pages is what is going to be able to afford you, to be able to do some setup like that. But now there's still other aspects of this Form Builder that are worth mentioning because as you can see right here, this Form Builder is more than just made up of forms, but really it's building blocks are components now this entire page, what someone will be actually going to fill out is made up of these components. And this form right here is only one component. We can add in other ones as well. We can add in text right here, sign up for a demo, submit the form below, and once submitted, you'll receive a calendar invite for a 30 minute demonstration. We can go ahead and drag and drop these to reorder them. We can add in other components. We want to go ahead, let's say, put in a divider right here, then we can add in another form below this. We can link it to this table to see here how not only are we able to add in multiple different components to our Form Builders, but here we are able to see that I linked this to our to do list table that we created in the last lesson. And because of that, we see that it was auto filled with fields here that exist within that table. So we see here they could put in a message, which is the same thing that appears that first field in that table. We see the task name here. Channel. If we go ahead and click this, we should see the two options here are Slack and Gmail. Then right here, we also have this field. Now, of course, this wouldn't be any form that anyone would ever fill out, but we could see how if you had some other kind of table, you could integrate it easily here within this form Builder. And then other things that are also going to be important to note here is that within any given field, you can also access logic on essentially what we're able to do is have some branching logic that says, if this then this. If this condition is whatever we set it to, then we are able to either choose to show or not to show some given field. Right now, we have the conditional logic of when first name is. And right here, we can choose one first name contains, one first name is one of. Now, this one wouldn't be field that you would typically do conditional logic for, but you get to see how one can kind of lead into the other and how you're able to create a little bit more advanced forms using this kind of logic. Now lastly here, we're able to also change what the submission actually leads to. Let's go ahead and come here into our button text. If we go ahead and edit this, one thing that we're also able to do is change what happens when somebody submits a form. Now, I mentioned before how we're able to start other zaps, but another thing that we're able to do is have some redirects here. If the form is submitted, then right here, what we have set is it would run some zap. But alternatively, what we could do is navigate them to external URLs. So some other URL may be to our website or we can navigate them to different pages. Now, what are different pages? Well, if we come here, we also get to see right here at the smallest point, these forms are made up of components. But bigger view, we see that components make up pages. And right now we are on the new Form page. But if we go ahead and add in a new page here and name it, let's say, contact information number two, we can go ahead and create this page. We could say that it's a blank form, and if we come back into our main form right here, we can then change how this is going to redirect into the next form. Now, of course, if we want to have multiple forms right here, then you wouldn't have this one lead into a new page when they haven't finished the entire thing. This is how we can go ahead and do that. If we add in the action, we can come here to the action, navigate to page. We can have that be contact information too, and we can check this box here to make sure all of the when they do go ahead and fill in the new things and contact information too, we'll actually go ahead and carry over there. So then all we have to do is click Create action. And now we get to see all of the different steps that happen here when they go ahead and click this submit button. That was Zappia forms. The benefit here is really that it can just integrate into the different zaps into the different automations that we create a little bit more seamlessly than if we were to integrate with Google Forms or Type form or whatever other form software out there. Alright, that is it for this lesson.