Zap templates

Note: Only public integrations can be used in Zap templates. Zap templates do not currently support private integrations.

Zap templates are ready made Zaps with the apps and core fields pre-selected, for publicly available Zapier integrations. In a few clicks, they help people discover a use case, connect apps, and turn on the Zap. Zap templates are the fastest way for your users to automate workflows.

They’re also a great way to promote your app, as your Zap templates are featured in:

• Zapier’s app directory

• Zapier’s onboarding experience

• In many of Zapier’s 7,000+ integration partners’ apps and sites

Zap templates can also be featured inside your site and content to help your users start using Zapier integrations. The more Zap templates you create and the more users they have, the more likely they are to be featured. This helps your Zapier integration gain popularity and rise the ranks of the Zapier Partner Program. To learn more about embedding Zap templates (and other experiences) into your app or website, see our dedicated embed section.

Expected time to create a Zap Template: 10 minutes.

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How to build a Zap template

Zap templates take a few steps to build, similar to any other Zap. You first select the app and trigger you want to start the Zap, then add an action app and map the fields from the trigger app to the action — and optionally add additional steps. Then, add a title and description to help people quickly understand when to use your Zap.

To get started, go to Zapier’s Zap template creator or from the Zap Template dashboard, click Create Zap Template.

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1. Add a Trigger Step

Select the trigger app by searching for the app by name from the menu.

Note: You can use Zapier integrations that have been launched publicly.

Choose the app’s trigger from the dropdown that starts your Zap.

You won’t be able to auth an account when creating Zap templates. Instead, the Zap template creator will load the sample data available for the selected trigger. If there are fields you want to use that aren’t available, it means the integration developer did not add those fields to the integration’s sample data. You can still use the trigger event in a Zap template, though when setting up the Zap’s action step(s), you might not be able to pre-map fields for your users. If the trigger includes options, fill in any fields or leave the defaults to let users add info to the Zap themselves. On the Test trigger pane, you can view the sample data available. Click Continue to move to the next step.

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2. Add an Action Step

Select the action app by searching for the app by name from the menu.

Note: You can use Zapier integrations that have been launched publicly.

Choose the app’s action from the dropdown that you want to follow the trigger. Same as the trigger, the Zap template creator will load the sample data available for the selected action.

Note: If you use a search action, you will need to add a second action step to use the data from the trigger and search steps.

Now for the most crucial part of your Zap template: Map the input fields from the trigger app to the form fields in this action app. The action step will show the fields that are statically available. Dynamic fields that populate based on the input in another field will not be available. For the best Zap template experience, fill in as many form fields as possible to help users set up Zaps quickly.

Note: In addition to not showing dynamic fields, custom fields from apps (added by users) will not be available. This is because the Zap template creator is not authenticated with an app account to fetch that data. When users create a Zap from your template, they’ll be able to leverage dynamic and custom fields.

For most form fields, you’ll need to add input fields from the trigger to the appropriate form field. Click into the form field and then Show all options button to see every input field from previous steps. Select the input field that fits the action field best. For example, you might select Gmail’s Attachment field to upload the attachment via Google Drive’s File form field. Or you might add Stripe’s Email field to Mailchimp’s Subscriber Email form field to add customers to an email list.

Tip: Use Zapier’s date and time syntax to modify dates and times in action form fields.

Most dropdown menus are used to select folders, projects, and other user-generated data and should be left blank by default. You can, however, select options for dropdowns for boolean yes/no fields if you’re certain which option is best for all users of this Zap template.

Zap Template action forms include required and optional fields. When users set up your Zap Template, they will see the required fields by default, and must fill them in before turning on the Zap. Try to map as many required input fields as possible. Then, less-critical fields will often be marked as optional, and are hidden by default when users set up the Zap Template. If you know the best data to map to those fields, add them to make sure your users’ Zaps include as much detail as possible.

Note: Do not enter plain text into an action form field unless every user of this Zap Template would want the text included in the action.

Zapier then shows a Test action pane, similar to what users see when setting up Zaps. You won’t be able to test your action steps when building a Zap template. The Test action pane will default to showing a successful test.

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3. (Optional) Add filters or additional action steps

Choose to add another step to your Zap, or finish and save this Zap template with only two steps.

Most Zap templates only need two steps, with a trigger to watch for data from an app and an action to do something with that data in another app. Sometimes, though, you need more steps for advanced workflows, including:

• Additional create actions to add additional automations to your workflow

• Filters to watch for specific items from trigger or action step(s)

• Search actions to find specific data from apps, recommended especially to find customers, tickets, projects, and more before creating new items with Zaps

Note: You cannot build Paths in Zap templates at this time.

To add another search or create action to your Zap, click the + button where you want to insert the additional step. Then repeat step 2 and set up the additional action. To add a delay action, select the Delay by Zapier app when adding a new action.

Note: Code, custom webhook, Looping and custom Formatter steps are not allowed in Zap Templates.

You might want to add a filter to your Zap template. For example, you could add it between the trigger and action step to have the Zap only run when specific data is received. Learn more about filters. You can define a filter in the Zap template, or leave it blank and let users customize the filter to their needs.

Note: Most Zap templates don’t need filters, and most filters should be added by users later if required. However, including a filter in a Zap template can be useful if your Zap Template is only useful with a filter to remove extraneous data.

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4. Add a title and description

The final step is to add a title and description, then submit your Zap template for review.

Zap templates need to showcase a use case and describe it effectively. They provide inspiration for how to automate popular apps and workflows. Your Zap template’s description and title help illustrate that idea to users.

The title is the first thing people see. Zap templates embedded inside your app, blog posts and other content show the Zap’s title and app icons. Titles need to fit in well in each environment and describe the use case at a glance.

Descriptions are what users see when they click the Zap template. They explain the use case in further detail and tell how the Zap works. The title grabs interest; the description gets people to invest the minute or three it takes to turn on the Zap.

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How to write a Zap template title

Zap template titles clearly and briefly state the apps the Zap connects and the workflow it accomplishes. They include the trigger and action apps and the actions they perform. They use present tense, active voice, and sentence case.

Most Zap template titles read something like this: Add new Gmail emails to Google Sheets as rows. The title mentions what happens in the trigger app followed by what Zapier does in the action app. Some examples of good titles:

• Create Trello cards for new Wufoo form entries

• Get Slack notifications for new Google Drive files in a folder

• Subscribe new Gumroad customers to a MailChimp list

• Save new liked SoundCloud tracks to Google Drive

Tip: Use your discretion whether to mention the action or trigger app first. The trigger app works best first in most cases, but sometimes it sounds awkward — if so, go with the action app first.

Follow these rules in your Zap template titles:

• Start with an appropriate verb. Zap templates start with an action verb that describes what the Zap does in the action app, such as Create, Add, Make, Insert, Update, Subscribe, or Get. Use unique verbs when possible, and use the most appropriate verb for the action Zapier performs with the app. For example:

  • Only use Send with messages, including emails and text messages

  • Only use Post with social network or chat apps

  • Only use Log or Archive with spreadsheet, database, or note-taking apps

• Use sentence case. Capitalize the first letter in the title and app names when appropriate.

  • Right: Create Trello cards for new Wufoo form entries

  • Wrong: Create Trello Cards For New Wufoo Form Entries

• Use present tense and active voice. Zaps automatically run for every new item in an app. The title should reflect that with active present tense.

  • Right: Get Slack notifications for new Google Drive files

  • Wrong: Slack will notify you when a new Google Drive file is saved

• Always mention new before trigger apps. Zaps only run when new items are created in apps, and cannot take action for existing items. Emphasize that by including new in your title before the action app name.

• Make app items plural. Zaps run on every new item in your trigger app, and will always create the related item in your action app(s). Always make the trigger and action items plural to emphasize that, such as Google Sheets rows or Mailchimp subscribers.

• Respect app name styles. Make sure to use the same capitalization and spelling that the apps in your Zap use in their branding; double-check the app’s site or Zapier’s integration list.

• Never use sync or automatic in titles. All Zaps run automatically, only work on new data, and can’t sync data multiple ways. Avoid these terms in titles; sync is misleading, and automatic is redundant.

• Don’t use personal pronouns. Never use you, we, or I in Zap Template titles unless the trigger or action items specifically include those words.

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How to write a Zap template description

Zap template descriptions share more detail about what the Zap does and scenarios in which to use it in two to four sentences. They tell readers what this Zap does for them and how it works.

Start your description with the user’s problem or need. Then explain how Zapier meets that need, when the Zap will run, and what the Zap does when it runs. Explain the trigger and action items in plain language that show the workflow’s value. Some good examples:

Find yourself spending too much time adding event attendees to your CRM by hand? Now with the help of Zapier, the tedious work is done for you. This integration will add every new Eventbrite attendee to Zoho CRM as a new contact, saving you time for more important work.

After someone fills out a form on your site, you’ll want to hear about it or send them a follow-up email. This Zapier automation handles both gracefully, sending an email via Gmail to you or the form respondent whenever you get a new Typeform entry. You’ll never have to send the same message over and over again.

Expedient order processing makes for happy customers. Make sure you act on every new delivery with this Zapier automation. It will capture every new order placed on your Shopify store after being set up, creating a delivery task for it on Onfleet so your team can fulfill it without delay.

Keep these guidelines in mind:

• Use present tense and active voice as in the Zap title.

• 1 paragraph, 2-4 sentences is enough for most Zap Template descriptions.

• Don’t use Zapier-specific terminology including Zap, Zap template, trigger, action, or terms that Zapier doesn’t support, such as sync. Instead, use generic words, such as integration or automation, that are universally understood.

• Use same terms as the integrations themselves. If an app calls the results of a form an “entry” don’t call it a “submission,” or if an email app uses “tags,” don’t refer to “folders.”

• Don’t include links. Do not include links of any kind, whether Zapier-owned or third-party owned.

• Include tips at the end. If your Zap Template requires extra setup for filters or other steps, or if it doesn’t cover all use cases users may expect, include a sentence at the end to clarify. Start the tip with Note:, and format the entire note in italics with Markdown formatting. For example: *Note: Add the tag you want to the Zap's Filter step.*

Note: Always write unique descriptions for each Zap template — Zap templates that use the same descriptions but only replace app names, or those that duplicate the Zap template title, will be rejected.

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Once you’ve added your Zap template title and description, click Save Draft under “Finish Up Your Zap Template”.

Now try using the Zap template to make sure it works as expected. Open your Zap Template dashboard, click the gear icon beside the Zap template you built, and select Copy Link. Open that link in a new tab or window, set up and turn on the Zap, and verify everything works correctly.

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5. Submit Zap template for review

Finally, when your Zap template is ready for public release, click Submit for Review under “Finish Up Your Zap Template”. This will submit the Zap template to our team to review to ensure it works as expected and meets our standards.

We’ll send you an automated email with the subject line We’ve reviewed your Zap templates!, typically within 2 weeks, after reviewing your Zap template(s). If your Zap template(s) passes the review, we will mark them as public to have them appear on your app’s directory page and in our embed solutions.

If your Zap template is rejected, the automated email will provide a justification what’s required to amend the template before re-submitting for review.

Then make some more Zap templates. The more you make, the easier it will be for users to start using your Zapier integration.

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Manual field mapping (custom pills)

When creating a Zap template, you typically map data between steps by selecting from a list of fields (or “pills”) that have been added as sample data by the integration developer. Field mapping is what allows data to carry from one step to another. Custom pills take this a step further by letting you map fields that you know are returned by an integration, but haven’t been added as sample data. For example, if you wanted to map the field eventType between the trigger and step 2 of your Zap template, but eventType isn’t available in the trigger’s sample data, you could create a custom pill to pull this field dynamically. Here’s how to create custom pills.

Step 1: Identify the step position

• The trigger is in position 1, with subsequent steps numbered sequentially

Step 2: Determine the field name

• Because the sample data doesn’t include the field you want, we suggest setting up a live Zap replicating the Zap template you want to create

• After publishing your Zap, let the Zap run live and then review its Zap history

• From the Zap history, you can identify the exact name of the field you want to pull data from

• In this example, we can see Google Calendar > New Event returns the field eventType

Step 3: Combine step position and field name

• Once you have both the step position and field name, you can combine them to create a custom pill

• Start with 2 open curly braces {{

• Add the step position folllowed by 2 underscores __

• Next, add the field name

• Finally, finish with 2 closed curly braces }}

Example: the eventType field isn’t returned in the sample data for Google Calendar > New Event. If you want to map that field in a Zap template, you can do so using the custom pill {{1__eventType}}.

Step 4: Insert custom pill

• You can insert the custom pill into any field in any step that comes after the field that returns the data

Additional Notes

• Custom pills work in both Zap templates and regular Zaps. Learn more about creating custom pills in Zaps.

• Custom pills will only work when a live Zap run returns the field used in the custom pill. If the field isn’t returned during a live Zap run, fields where the custom pill has been mapped will remain empty

• The methodology described above only works for top-level fields. If a field is nested under another field (or multiple fields), each nest would be separated by double underscores.

• For example, if the trigger returned the following and you wanted to retrieve the response for question 3, your custom pill would look like this: {{1__questions__3}}

By following these steps, you should be able to effectively add custom pills to your Zap Templates.

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Promote your Zap templates

It’s not enough to turn your ideal workflows into Zap templates. You need to get them in front of your end-users. Zapier automatically promotes your Zap templates in our SEO, app directory, and on partner sites using our embed tools (where both your and their apps are used in the template). You can promote Zap templates further by embedding them into your site (user dashboards, blog posts, help articles) using our Zap template element.

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Zapier app directory

Your published Zap templates will appear on your directory page. Zap templates are loosely ordered by popularity, helping users easily discover common use-cases. Users can also search for Zap templates that connect your app with another.

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Manage your Zap templates

Over time, you’ll likely make dozens of Zap templates. You can manage them — in draft, review, or publicly available — from your Zap templates dashboard alongside Zapier’s Developer Platform tools.

Filter through your Zap templates by status on the left sidebar, click a Zap template to edit it, or select the gear icon on the right of a Zap template to copy its public link, test it, or delete it.

If you have any Zap templates in your Rejected list, edit them to fix the issues then re-submit them. You cannot edit public Zap templates, but if you notice something that you need to change in your existing Zap Templates, please submit our contact form with the Zap template ID. We can set the Zap as Draft again so you can edit and re-submit it for review with any changes.

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Promoting new versions of your integration

When promoting a new version of your integration, all Zap templates using the integration and having no breaking changes with the existing version will be updated to use the promoted version. The following are considered breaking changes:

• A trigger/action is hidden or deleted

• A trigger/action key is changed

• A trigger/action input field key is changed or removed

• A trigger/action output field key is changed or removed

If breaking changes exist between the previous and newly promoted integration versions, existing Zap templates will not be automatically updated and will continue to use the previous version. This can result in an older version acquiring new users over time. Consider the user impacts of changes made in new versions.

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Deprecating versions of your integration

When deprecating a version of your integration, any Zap templates using the integration will automatically be marked as Invalid within 24 hours of the deprecation.

While invalid, the Zap template will not be Public until it is adjusted to use a non-deprecated version, re-submitted for review and approved. This ensures users won’t use deprecated and broken Zap templates to make Zaps. If you’re having trouble accessing Invalid templates, please submit a ticket.

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Frequently Asked Questions

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