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Closeup of a section of a light grey keyboard with a blue ‘Organise’ button. Solvaa logo in top right hand corner.
If you’re a new Zapier user then learning how to organise your zaps will help you manage them efficiently from Day 1.  As an existing Zapier user, if your zaps aren’t organised then you may find that it gets harder and harder to find the zap you’re looking for.

Therefore, learning how to organise your zaps is vital for all users so that they can be maintained easily and quickly when needed.  This includes naming them in a structured way and creating folders to store them in smaller, more manageable groups.

Naming your zaps

Since Zapier lists your zaps in alphabetic order, it makes sense to name your zaps in a meaningful way so that similar ones are grouped together in your dashboard.  You should also include keywords that can be used to find them via a search function.

If you include enough detail in the description then you will immediately understand what the purpose of the zap is.  The more zaps you create, the more unwieldy the dashboard can become, so adopting good practice from the start will really help as your usage grows.  Using naming standards is also vital if you are part of a wider team so that everyone can adopt the same approach.

As you can see in the list below, it helps to have the Asana zaps grouped together, and you can easily understand from each description what the purpose of the zap is.

Screen print from the Zapier app showing a dashboard with a list of zap automations highlighted in a red box.
 

There are a few different naming standards you can adopt for your zaps, depending on your business and/or how you intend to use Zapier.

 

Trigger naming

If you start your zap description with the app which triggered it then it’s easy to see which zaps are derived from a particular application, such as in the example above where Asana apps are together.

Another option if your zaps are used to support different clients is to start the description with a client identifier, followed by the trigger name.

If you want to view your zaps in a specific order where the trigger or client names aren’t going to give you what you need then you could prefix the description with numbers or letters of the alphabet to force them into a particular sequence.

Zap descriptions

Once you have decided on the naming convention for your prefix, you can then use the rest of the description to help understand what its purpose is.

It is good practice to include what happens in the trigger and action step, which is ultimately what the zap is going to be used to do.

For example,

  • When new email received, create task.
  • When new lead created, add row to spreadsheet.
  • When appointment is due, send SMS.
  • When webform completed, add email subscriber.
  • When invoice created, email customer.
  • When new blog published, create Facebook post.

Including filter steps

If your zaps include a filter which means they only continue when certain conditions are met then it’s useful to include an abbreviated summary in the description.

For example,

  • …if invoice is paid…
  • …if sender is XXXX…
  • …if XXXX > 0…

Using folders

To the left of your zaps in the dashboard are folders, which you can create to organise your zaps further.  This is especially helpful if you’re on a Pro (or above) plan and have dozens (or hundreds) of zaps in your library.

The default folder is ‘Home’, and when you create new ones they are listed in the left-hand column.   The number next to them represents how many zaps are in each folder.

 

Screen print from the Zapier app showing a dashboard with a list of folders highlighted in a red box.

You can choose how to use this functionality, creating folders in whatever way seems sensible for your business.  One option is to create folders for business functions, such as Admin, Marketing, Finance and Operations.  Another is to create a folder for each client, for example if you’re a VA or OBM.

There are also different types of folders that control who can access them.  The PRIVATE FOLDERS section is for folders you created with Zaps which are owned by you.  If you have a Team or Company plan then these folders (and the zaps within them) will only be visible to you.

The SHARED FOLDERS section is only available if you have a Team or company plan.  If you create folders here then you can share them with individual users, or with a Company plan, you can share with specific groups of users.

There is also a TRASH folder that contains zaps that have been deleted.  They are only stored in this folder for 30 days though, after which they are permanently deleted.

 

Searching for a zap

Using the search function will allow you to find zaps in your different folders.  You can use keywords to filter the zaps, and any matching results will be presented in a list.

 

Find out more

If you’d like a guided walkthrough for managing zaps in more detail then our founder, Kelly’s new book, Automate It with Zapier, is out now and is the most comprehensive Zapier guide on the market.  You can buy a copy from Amazon: here are links to Amazon (.co.uk) and Amazon (.com) to get yours now.

The book is perfect for new Zapier users as well as seasoned pros.

 

New Zapier courses coming soon!

And finally, if you’re really keen to transform your business using automation then we will be launching the Solvaa Automation Academy in early 2022, providing you with a bunch of Zapier training courses to help you run your business on autopilot.  You can join the wait list below to keep up to date with the latest news. 

 

Read more about how our certified experts use Zapier workflow automations to simplify processes and increase efficiency.

Solvaa is a process and automation consultancy specialising in improving sales, operations and financial administration workflows. We help you to simplify and streamline existing processes, integrate your business tools to make data transfer more efficient and automate manual tasks to increase productivity. We are Zapier Certified Experts, Pipedrive Certified Experts and Xero Certified Advisors. 

Contact us today to discuss how Solvaa can help you simplify, improve and automate all aspects of your business with Zapier to save you time, reduce costs and keep you agile as you grow.

 

 

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