Let’s Talk About Creating Rules in Zapier

Real-world examples of automancery at companies like yours

The glue between many API-based services, Zapier requires some skill to wield. If you’ve started using it and are going “eh…”, let us handle it for you. We have before. Here’s some of what we’ve done.

Extract Data From Calendar, Add to Spreadsheet

Challenge: Here at Arch DevOps, we use a Contact Record Manager (CRM) that’s not mainstream. Because we always pick tools that do exactly what we need, the CRM isn’t recognized by Zapier. So when we have calendar appointments show up, we still want a really easy way to collect key info so it can be imported later.

Solution: A zap was created to trigger whenever a new calendar event was detected, and from there, filter down to just the calendar events that had a name fitting a certain format. Once one was detected, the person’s full name was extracted from the event title and parsed into First and Last Name fields, and their email was taken from the event as well. Finally, the data was appended to a Google spreadsheet for importing into the CRM later.

Result: This operation saved at least two hours per week since the action itself took time, and the amount of time “context switching” between another task and focusing on this would take.


Automatically Add Phone Contacts Upon Calendar Invite

Challenge: There was a time-consuming part of a process involving putting someone’s phone number into the phone contacts prior to a meeting. If Zoom didn’t work for some reason, there needed to be a way to contact the attendee.

Solution: Zapier has been used to automatically upload a person’s contact info into Google Contacts. This zap took in the person’s email (as the unique identifier), their full name, split into First and Last Name, and the phone number which was asked for upon scheduling. Then that data was sent to Google Contacts.

Result: Android phone and Google Contacts sync up near instantly. As soon as the operation was done, the person’s contact info was stored in the phone. This saved a bunch of time having to hunt down the person’s contact info and key the information in manually, and ensured a seamless experience in the eyes of the attendee.