6 lesser-known Zapier features you aren’t using (but should in 2024)

Learn more about Zap notes, exporting Zap as an image, timezone configuration, exporting Zap data, and using Zapier Tables to create your database.

by It's AI Thomas
Friday 09 Feb 2024

Here are 6 not so known Zapier features that can come in handy when building your Zaps.

For those who enjoy watching videos rather than reading, I've also made a short video explaining and showing you everything that you need to know:

1. Zap Notes

• Purpose: To document the purpose and functionality of a Zap for better collaboration and understanding. It's a great way to explain the Zap to your teammates or if you build it for your customer.

Steps:

• In the Zapier dashboard, find the “Notes” section in the left panel.

Notes for writing notes explaining the whole Zap or specific step actions in Zapier

• Write down descriptive notes about the Zap you’re building. This can include its triggers, actions, and expected outcomes.

Zap notes in Zapier

• Utilize the “Generate with AI” beta feature to automatically create a concise description of your Zap.

Generate Zap notes with AI using the “Generate with AI” button in Zapier

2. Step Notes

• Purpose: To provide detailed descriptions for individual steps within a Zap. It's a great way to explain the Zap to your teammates or if you build it for your customer.

Steps:

• Access the “Step Notes” option in the left panel.

Accessing the Zap Notes feature for writing Step notes in Zapier

• Add notes for each step in your Zap, detailing its function and purpose. This is particularly useful for clarifying the role of each action or trigger in the workflow.

Step notes for your Zap

3. Export Zap as an Image

• Purpose: To share a visual representation of your Zap’s workflow with others, like your teammates or customers.

Steps:

• Complete your Zap setup.
• Click on “Export to Image” at the bottom of the page.

Exporting your Zap as an image

• Share the generated PNG file with colleagues, and clients, or use it for brainstorming sessions.

Final PNG of the Zap after clicking on the “Export as image” button in Zapier

4. Time Zone Configuration for Zaps

• Purpose: To set a specific time zone for a Zap, overriding the default time zone set in your account. This is helpful if individuals who are affected by the automation are located in a different time zone. All schedules and times for this Zap will be calculated relative to this timezone. For example, if you post on SoMe and your audience is in the US, but you are located in the EU and your Zapier settings are set to EU timezone, you will be able to post at the right time in the US when the audience is the most active.

Steps:

• In the Zapier dashboard, navigate to the “Details” section in the left panel.

Details section in Zap for more settings, inlcuding the timezone of your Zaps

• Select the desired time zone for your Zap. This feature is crucial for scheduling actions or triggers that are time-sensitive and need to align with a specific geographic location.

Changing the timezone of your Zap in Zapier

5. Exporting Zap Data

• Purpose: To download all data related to your Zaps and their runs. Great way to get data from your account with a file that you can analyze later on. Zapier will email you a copy of your Zap content and Zap run data in a ZIP file.

Steps:

• Go to your profile, then to “Settings” and select “Data Management”.

Zapier settings

• Click on “Export Data” to receive a zip file via email containing a CSV and a JSON file with detailed information about your Zaps and their execution history.

Exporting all your Zap data inlcuding Zap content and runs

• After clicking the “Export data” button, you will receive an email like this:

Zapier emails you the link where you can download the ZIP file

• The final JSON file will look like this, with all of the Zap settings, different values, and descriptions in your profile:

JSON file example after exporting all of your data with Zap settings and runs

6. Using Zapier Tables to Create a Database in Zapier

• Purpose: To centralize and manage data from various sources using Zapier’s built-in database feature called Zapier Tables.

Steps:

• Navigate to “Tables” in the left menu and create a new table or import data.

Creating Table using Zapier Tables

• Choose whether you want to use Zapier Table templates, start with a blank table, or import your own.

Create a table using Zapier table templates, a blank table, or import your data

• There is a wide variety of Zapier Table templates for you to choose from, inlcuding:

a) Approval Request. Easily approve or reject requests and send automatic messages to the requester.

b) Employee Directory. Centralize employee contact and personal information with automatic reminders for work anniversaries and birthdays

c) Contact List. Capture contacts and send them emails automatically from one Table.

d) Facebook Lead Tracker. Collect and email your Facebook leads from one Table.

e) Inventory. Manage a full inventory list and reorder items from a button within one table

f) Web Clipper. Save and share a Chrome webpage URL with a note to your team in Slack

g) To-Do List. Boost productivity by streamlining your workflow with a centralized task list from Slack and Gmail.

h) Lookup Table. Effortlessly match corresponding data between apps in a workflow

i) Expenses Tracker. Track expenses for your expense report and email them to your team for reimbursement from one Table.

j) Simple Project Plan. Keep your project on track and your team informed — all from one Table.

k) Lead Sync. Automatically sync Mailchimp subscribers and HubSpot contacts and view them in a single Table.

l) Lead Tracker. Easily track your sales leads, send custom emails, and close more deals.

• Customize your table by adding, renaming, or deleting columns as needed.

Editing your Zapier Zable with new fields (columns)

• Integrate your table with Zaps to automatically populate it with data from different sources, such as form submissions in Hubspot CRM, by clicking on the “Linked Assets” in the upper left corner -> and then either the blue “+Create” button -> or you can also click on the orange button in the right lower corner “Automate”.

• Either button you choose to click, you will be prompted with the same options, you can choose whether you want to bring data into your table, send data out from your table, modify data, or start your Zap from scratch.

Zapier tables: bring data in, send data out, modify data, or start from scratch

• Let's say you choose to bring data in your Zapier Table. You will be redirected to your Zap builder. If you are using Hubspot, you choose your trigger “New Form Submission”.

Setting up the trigger for the Zapier Table using Hubspot

• In this example, I'm using Hubspot forms, so I will need to specify which form submissions I want to bring in my Zapier Table. For this tutorial, I will choose the “Contact Us” form.

Triggering the form submissions in Hubspot for the Zapier Table

• After that, you test your Zap. For that, you will need to submit a test lead on your form, or you retrieve the most recent lead from Hubspot.
• The action “Create Record in Zapier Tables” will be automatically added as the first action that must happen after the trigger. This is because you clicked on “Bring data in”, so Zapier auto-populates this first action for you.

Create a record in Zapier tables action

• Choose the “Table ID” for the specific Zapier Table you want the lead data to come in.

Table ID specifying the Zapier Table

• Assign the dynamic variables from your trigger to the appropriate fields in the Zapier Table columns.

Assigning values from the trigger to the appropriate fields (columns) in your Zapier Table

• Test your Zap, go back to your Zapier Table, and double-check whether your lead came in. If successful, you should see a new record in your Zapeir Table.

The final results of the Zap using the Zapier Table Create Record Action

My resources that will help you save time, money, and headaches: https://bit.ly/itsaithomas