Get it Done with Zapier

Zapier, I’ve touched on it, referenced it, talked about it briefly – but now… drum roll please… here is the post I’ve been telling you I would make. This post will give you a dive into how this amazing application can help you save time, streamline work processes and keep everything nice and tidy in your professional life. It goes hand-in-hand with the whole saving time, and growing your business idea. It is a phenomenal application and I for one love using it. So many people want apps to communicate with one another and let’s just say Zapier is that one app that speaks so many different languages it is hard to believe it exists. You want your email marketing application to talk to your CRM, done. Want your email account to automatically download important attachments in your google drive or Dropbox account, piece of cake. That Lead that came in two hours ago that you’re dreading inputting in manually to your LionDesk, already taken care of. Zapier takes care of almost all the medial tasks that would otherwise drain time and energy out of you.

Zapier has a plethora of apps at your disposal, hundreds upon hundreds and into the thousands! So, you are bound to find your application there somewhere and link it up to automate your life. One thing I would like to mention is that Zapier has both free and paid options. Now I know what you’re thinking, this could get costly but in the grand scheme of things it’s well worth it. You can get almost anything back that you want, but one thing you cannot get back is Time. This will give you more time to do the things that grow your business.

Think of what it was like back in the day when you got a lead and had to enter it in manually. Do you put in their address, is that relevant to you? Do you add their birthday, anniversary or even sub-contact info? Well, with Zapier it does all of that for you. More info on a client is better than no info on a client and the more you have, the better relationship you will have with them. How nice would it be if you had a client’s birthday and were able to send them birthday cards or email on that day? Or even send them emails a year later, on the first anniversary of them moving into their home? Well, with Zapier getting all that info and linking it in the right spots you don’t have to worry about that. Let’s jump in and see how this amazing application works.

In Zapier a “Zap” is an automated workflow that connects your apps and services together. Each Zap consists of a trigger and one or more actions. When you turn your Zap on, it will run the action steps every time the trigger event occurs. For example, if you tell Zapier that every time you get an email – and that email has a PDF attached – you can have it download that PDF to your Dropbox or Google drive account. Once you get an email and see that there is an attachment there, it is already in the location you chose for it to be. Pretty cool huh?

There are two types of triggers that you need to know. Most triggers are polling triggers. When using a polling trigger, Zapier will check for new data from your trigger every 5 or 15 minutes in order to start your workflow, depending on your subscription plan. The second trigger is an instant trigger, where your trigger app will send Zapier an instant notification whenever there’s new data. Zaps with instant triggers are labeled “Instant” on your dashboard so you know. Zapier truly leaves no stone unturned. Once you have the Zaps that you need in your account the next step is to manage those Zaps.

On the My Zaps page, you can organize and manage all your Zaps and folders in one convenient spot. One amazing thing that I think is great is if you have a Zapier for Teams account, you’ll also have access to shared folders so that you can collaborate on Zaps with your team. How cool is that?! After seeing where all of you zaps are located and how to manage them, next you’ll want to become familiar with the various status settings of zaps. There are three of them that you should get to know. The first one is “On”, second is “Off”, and the third one “Draft.”, There are also two more bonus statuses, “Held” and “Expired Auth.” Here is what you need to know about each status.

On: Zaps that are turned on actively check for new data and perform the action when the trigger is met. 

Off: Zaps that are turned off do not actively check for new data or perform actions.  A good thing to note is, Zapier automatically turns your Zaps off for you in two situations:

  • You lose access to a paid feature the Zap uses.
    • Multiple errors occur each time the Zap tries to run.

Draft: Draft Zaps lack certain required data and cannot be turned on until they are fully set up.

Held: When a Zap has tasks that are being held it cannot be turned off before the tasks are either replayed or deleted. You might start seeing a slew of held tasks if you’ve gone over your Task limit. This might mean that you must upgrade your account. Here’s a break-down of how many tasks you get at each account level.

Expired Auth: If one of the connected apps in your Zap has become disconnected, the Zap will say Expired Auth. The solution is to reconnect the account.

As you can see, just by connecting a couple applications, setting a trigger, and letting Zapier do the work – the amount of time you can save is astronomical. Let it download information for you, update clients, assigning email drips – the works! You’ve heard me talk about Zapier in this entire article and well I’m kind of winded. So here is a link to some success stories from people in different industries who use it https://zapier.com/blog/zapier-success-stories/

Erik Groeniger

Customer Support at Agent Marketing
Erik Groeniger

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