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Streamline Your Workflow in Minutes: Setting Up a Zapier Zap Step-by-Step

Published on Feb 28th, 2024

Efficiency is key in the fast-paced world of technology and development, and tools that automate mundane tasks are invaluable for any business looking to save time and resources. One such tool that stands out for its ability to connect and automate actions between different web services is Zapier. In this article, we'll walk you through the simple process of setting up a Zapier Zap, enabling you to link your favorite apps and services with ease.

Step 1: Create a Zapier Account

Before setting up your first Zap, you’ll need to sign up for a Zapier account. Visit and choose 'Sign Up' to get started. Fill in your details or use your Google account for a faster setup.

Step 2: Understanding Zaps

A 'Zap' is an automated workflow that connects your apps and services together. Each Zap consists of a 'Trigger' and one or more 'Actions.' A Trigger is the event in an app that starts the Zap. Once triggered, the Zap automatically performs the Actions which are the events the Zap completes in other apps.

Step 3: Create a New Zap

With your account ready, click on 'Make a Zap' from the dashboard. You’ll be prompted to choose a trigger app from the list of supported apps. For instance, you might choose 'Gmail' if you want your Zap to act when you receive a new email.

Step 4: Choose Your Trigger

After selecting the Trigger app, choose the specific event that should initiate your Zap. Continuing with the Gmail example, you can choose the event 'New Email'.

Step 5: Connect Your Trigger App

Next, you must allow Zapier to access the Trigger app. Click on 'Connect a New Account' and log in to your Gmail account to grant permissions.

Step 6: Set Up Trigger Details

Configure any necessary options for your Trigger. This can include specifying certain labels in Gmail or filtering for emails that meet certain conditions.

Step 7: Test Your Trigger

Zapier will prompt you to test your Trigger to ensure it’s working correctly. Once tested, you can proceed to set up your Action.

Step 8: Choose Your Action App

Now, choose the app where the Action will occur. This might be a task management app like Trello, where you want to create a new card for each new Gmail you receive.

Step 9: Select The Action Event

Choose what the Action app should do when the Trigger event occurs. If you select Trello, a possible Action is 'Create Card’.

Step 10: Connect Your Action App

Like the Trigger, connect your Action app by signing in and authorizing Zapier to access it.

Step 11: Set Up Action Details

Configure the specific details of the Action. For Trello, this would involve specifying the board and the list where the new card should be created.

Step 12: Test Your Action

After setting up your Action, test it to ensure it functions as expected when the Trigger event occurs.

Step 13: Name and Turn On Your Zap

Give your Zap a clear name that reflects its function, then turn it on. Congratulations – your Zap is now live and automating tasks for you!

Setting up a Zapier Zap is an uncomplicated yet powerful way to automate your daily tasks, allowing for more productivity and efficiency in your workflow. As you become more accustomed to how Zaps work, you will find endless possibilities for automation that suit your company’s needs.

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