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Table of contents
1. Loop through a Google Sheet's rows
4. Trigger a zap bi-weekly (or more)
5. Get brand mentions on Google sent to you
6. Get alerts on questions about your brand on Twitter
7. Send an out of hours reply to customers
8. Save a website for later with Zapier Push
9. Add a random time delay to your zap
10. Trigger a zap only on alternate weeks
11. Generate a unique dummy emails address
14. Archive your Gmail after a number of hours
15. Get alerted about new apps on Zapier
1. Loop through a Google Sheet's rows
When you use the Google Sheet's search step "Lookup Spreadsheet Row" it will only find the first row matching your search criteria. This makes it difficult if you want to find and do stuff with multiple rows. Using this template, you can loop through a Google Sheet's rows one by one.
Click here to install this zap in your account
How to use
We've created a video guide on how to use this zap which you can find here.
2. Zap switched off alert
Sometimes zaps switch off due to errors. Or maybe you switch a zap off by accident and don't notice. Either way, it can be disruptive and you don't always get an alert from Zapier. Using this zap template, you can be sure you'll know any time it happens.
Click here to install this zap in your account
How to use
This zap is quite simple to use. By default, the zap will trigger whenever any zap in your account is switched off - either manually by you, or because of an error.
Depending on your needs, you can use the three dropdowns on the trigger tab to narrow the circumstances in which the zap will trigger. "Account" lets you restrict the trigger to only zaps on a certain account (if you're part of multiple teams). "Folder" lets you restrict to zaps in a certain folder. Finally, "Zap" lets you target a specific zap.
The next step sends out an email. This can be customized or even swapped out for something else like an SMS, or Slack alert for example. In this example, we've mapped in the zap's name to make it easier for you to identify which zap needs checking.
3. Zapier task usage alerts
Zapier will send you an email once you've used 80% of your plan's task quota for the month, but perhaps you want more granular options. Using this zap template you can set a % or fixed number of tasks threshold trigger and send yourself an alert by email, SMS or any other means.
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How to use
When setting up this zap, the trigger step give you two options. You can trigger when a certain % of your tasks have been used, or when you reach a fixed number of tasks used.
You can't set multiple thresholds in a single zap, so if you want more than one alert you'll need to set up multiple zaps.
4. Trigger a zap bi-weekly (or more)
'Schedule by Zapier' allows you to trigger a zap once per week, but if you want to do it twice, or even more often per week, you can achieve that by creating a zap that triggers daily and adding a filter step.
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How to use
When setting up a zap with a "Schedule by Zapier->Daily" trigger, one of the returned fields is "pretty_day_of_week".
You can use this field to then build a trigger so the zap only continues on the days of the week you want it to.
5. Get brand mentions on Google sent to you
Using Google Alerts, you can get alerted when your brand (or any search term you choose) is found in a webpage indexed by Google. You have the option to receive these alerts by RSS which you can then, in turn, use to trigger a zap and send to any service you like to notify you.
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How to use
When setting up your Google Alert, select to receive the alert via "RSS feed" and then click the RSS icon to get your RSS feed URL.
You then input that URL in the trigger of the zap:
In our sample zap, we're sending the details of the alert to a Slack channel, but you can swap this out for any other service you prefer:
6. Get alerts on questions about your brand on Twitter
Create a zap that triggers anytime someone mentions your brand (or any search team you want) on Twitter, and only continues if it includes a ?
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How to use
In the trigger you need to construct a search term that will trigger on your brand or whatever term you want. Twitter has a bunch of search operators you can use.
Next, you need to create a filter step. We've added criteria to check for a question mark, to filter out retweets and tweets not in English, and to exclude tweets from certain users (a great way to stop the zap firing on your own company tweets).
In our sample zap, we're sending the details of the alert to a Slack channel, but you can swap this out for any other service you prefer:
7. Send an out of hours reply to customers
Customers like quick replies when they contact you. Using this zap, which triggers on an inbound message, you can detect if it's out of office hours and send a reply.
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How to use
The trigger of this zap doesn't matter. It can be an inbound email or a form submission.
The next step in the zap needs to be a Formatter step to convert the message received time into the HH time format.
Next you add a filter that only continues if the current HH time is not in a list of opening hours, also represented as HH.
In the final step, you can then send the customer an email using the built in "Email by Zapier" step or any other email app.
8. Save a website for later with Zapier Push
Use the Zapier Push browser extension to save a website for later. Just trigger the zap and the URL of the currently active tab will be sent to Zapier.
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How to use
First you need to install the Zapier Push browser extension, to be able to trigger this zap directly from your browser.
When the zap is live, and when you trigger it via the Push extension, one of the fields received in Zapier is the URL of the currently active browser tab.
In the next step, we then email ourselves with that URL. But you can do something else with it, like save it to a Google Sheet, to Pocket or another bookmarking app, or even post it to a Slack channel.
9. Add a random time delay to your zap
Use a spreadsheet-style formula in your zap to generate a random number between 1 and anything you want - then delay your zap for that many minutes (or hours or days).
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How to use
Using a "Formatter->Number->Spreadsheet-Style Formula" step, you canmanipulate numbers just like you would in Excel or Google Sheets.
In this case, we use the formula RAND()+RANDBETWEEN(X,Y) to generate a random number to many decimal places.
X = minimum delay
Y = maximum delay
Keep in mind that the minimum for a delay step in Zapier is 1 minute. The maximum is 1 month.
In the example below, we tell Zapier to generate a random number between 1 and 3.
This is what the result looks like (remember, it will be different each time the zap runs).
You then need to add a "Delay->Delay For" step to the zap, using the generated number as the value.
10. Trigger a zap only on alternate weeks
You can create a zap to trigger weekly, but use this template if you only want the zap to run alternate weeks. It uses a stored value to remember whether each week is a send or not send week.
Click here to install this zap in your account
How to use
First, create a zap that triggers every week. Then you need to add a'Zapier Storage' step to get or set a value. The key will be 'send' and the value will alternate between 'yes' and 'no'.
In the next step, we'll use a 'Formatter->Utilities->Lookup Table' step to switch the value to the opposite.
And then, we'll update the stored value to the reflect the new value.
Next, we add a filter step that compares the initial value from step 2 (not the newly stored value) and only continues if it was 'yes'.
11. Generate a unique dummy emails address
Some apps - especially CRMs - require an email address when creating a record, however, there are some situations where you might not have one. Use this zap to generate a random dummy email address to save.
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How to use
This zap uses a "Formatter->Number->Spreadsheet-Style Formula" step to create a random number between 100000 and 999999. This ensures that the output will always be a 6 digit-long string, and is very likely to unique.
This can then be combined with something like "@email.com" to give you a dummy email address. You can save this directly to your CRM, but in our example we're sending it to ourselves in an email.
12. Remove items from a list
What if you've got a list of 4 items, and you always want to remove say the third one. Use this zap to do that.
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How to use
Given an incoming list of items, in this case separated by a comma, we first use a 'Formatter->Text->Split' step to break it up. Importantly, we return all parts as separate fields. If your list is separated by something other than comma, you can adjust the zap accordingly.
Each word will then come back as its own field.
In the next step, we then use a 'Formatter->Text->Replace' step to remove one of the words. We do that by finding one of the words, and replace it with nothing. In effect - removing it.
Finally, the output will have a duplicate comma we need to remove. We do that with another 'Formatter->Text->Replace' step, finding the ,, and replacing with ,
The output is our original string with the word removed.
13. Zap task halted alert
Sometimes zap tasks will halt midway through running- usually due to a failed search step. Because this doesn't always mean something went wrong, it's not counted as an error and you won't get a normal error alert from Zapier.
Click here to install this zap in your account
How to use
This zap is quite simple to use. By default, the zap will trigger whenever any zap task in your account is halted.
Depending on your needs, you can use the three dropdowns on the trigger tab to narrow the circumstances in which the zap will trigger. "Account" lets you restrict the trigger to only zaps on a certain account (if you're part of multiple teams). "Folder" lets you restrict to zaps in a certain folder. Finally, "Zap" lets you target a specific zap.
Next you want to send the alert. This can be a simple email, or something else like an SMS, or Slack alert for example. You can map fields from the trigger to make it easier to work out which zap went wrong. You can access data like the zap name, the reason for the halt and a link to the zap's log.
14. Archive your Gmail after a number of hours
If you get lots of notification emails from a particular service, it might be useful to have them automatically archived (or moved to a different folder) from your inbox after a set number of hours. Use this zap template to do that.
Click here to install this zap in your account
How to use
This zap triggers when you receive a new email. If you prefer, you can narrow the trigger to certain additional labels (which you could set via Gmail filters).
You can also use a filter in the zap to have this zap only run on certain emails. In this case, we don't want it to run on any emails we send ourselves.
Then there is a delay step. This can be set for anywhere between 1 minute and 4 weeks.
The final step of the zap then removed the "INBOX" label from the message which has the affect of removing it from the inbox and archiving it in Gmail.
15. Get alerted about new apps on Zapier
This template zap will trigger any time Zapier published a new app on the platform. You can then send yourself the details.
Click here to install this zap in your account
How to use
This zap uses the 'Zapier Manager' app as a trigger. You'll want to select "New Public App" as the event type. You can also select a specific app category if you want to narrow the focus further.
When this zap triggers, you'll get back a bunch of data about the app, including its name, app category, a description of what the app does, a link to the app's website and, importantly, a link to the app's integration page on Zapier.
You can then send this information to yourself. In this template, we're using email, but you could also use Slack or SMS.
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