How to Use Zapier by Example

In this article, you'll learn:

• What is Zapier?
• Key Concepts
• How it works
• Salesforce with Zapier, when and why?
• Pros and Cons of Salesforce and Zapier Integrations
• Zapier Alternatives?
• Need a Zapier expert?

What is Zapier?

Do you remember when we were youngsters and our parents tried to teach us how to play the phone by connecting one glass with a thread to another? You might be asking what this has to do with Zapier; well, it does not have much, but it does serve as an analogy. Zapier is the thread that connects the two glasses and is in charge of transferring and processing the message; of course, simplicity does not limit Zapier's huge array of options.

In more technical terms, Zapier falls into the iPaaS category, being one of the most popular in the market. As an iPaaS service, Zapier is a web-based tool that allows you to automate workflows by linking your apps and services.

This allows you to automate processes without having to construct your own integration. Alternatively, you may hire someone to implement this integration for you or contact a Zapier expert if you need to focus on other activities or if your business grows and you need to go through more sophisticated automations. If you would rather have it done for you, our system integration service connects your apps end to end.

Before delving into the details, it is highly recommended that you become acquainted with Zapier's terminology. We will not list all the terms, but rather the most useful ones to begin learning about this powerful tool; believe me, once you see the Zapier user interface, everything will be easier to understand. Once you have a basic understanding of their jargon, you will learn it easier.

Key Concepts

App, Trigger, Zap, and Action are the core magic words. You may be assuming that "if I simply use those, I'll be a Zapier wiz?"; hmmm, not so fast, but maybe YES. 😊

App

An app is an online service or program, such as Google Docs, Slack, or Salesforce, that is referred to as an app in Zapier. Zapier links over 3,000 apps, allowing you to move data between them and automate repetitive tasks. Then we connect any accessible application into Zapier to allow Zapier to utilize our user's credentials or API Key for that application to access data and act when a Trigger happens, which is our next magic word, Trigger.

Trigger

The trigger initiates the automatic procedure between the applications. For example, the Trigger might be a potential customer who enters through Facebook, and we could create a Zap to send it to Salesforce as a lead while identifying the lead as Facebook in our Lead Source field. Triggers are the available actions that the Apps have made available for use in Zaps. I know you guess our next magic word, Zap.

Zap

A Zap, in the simplest sense, are your Apps and Triggers actions saved into the Zapier Platform. Every Zap has a trigger of at least one action. Good job, Action — that is our next magic word.

Action

Here is where the magic happens: when the trigger is activated (remember, New Facebook Lead), then the Action step takes place, and with our connected App, let's say Salesforce, we can create a new Lead with the information coming from Facebook and add more information to Salesforce like Lead Source.

How it works

If, like me, you disassembled your games to discover how they worked, simple assertions will not be enough.

Zapier works with a lot of technology to make our lives simpler, therefore the Zapier Tech Stack employs a variety of programming languages and open-source solutions. Zapier is also an active member of its tech community.

So, to learn how Zapier works, use it. 😊 You will be pleasantly surprised by how simple it is to use and grasp its user interface. The simplest method is to choose a predefined template that most applications provide as recommendations that you can use to build generic automation, such as "Add a new Lead to Salesforce when a new Lead is created on our Facebook Page" or "Send a new row to Google Sheets for each new mail received" — the limit is your imagination.

Salesforce with Zapier, when and why?

There might be several reasons to contemplate such integration. The primary advantage, in my opinion, is that you can simply move data from one application service, such as a mail marketing solution, Google Sheets, Facebook, or any other accessible application, to Salesforce via Zapier, and you need a fast and stable solution to get your records into Salesforce.

Another criterion is the no-code approach; in this age of code, coders have done an amazing job inventing solutions like Zapier that allow us to save time and money by integrating without the need for programming experience.

Let us explore how we link Salesforce to Zapier, roll up our sleeves, and get to work. The first thing we need before any integration is a clear vision of what we want to achieve, as well as a Zapier account and an account of the apps or services that we want to connect. To use a simple example, where we receive an email in our Gmail account and want to add a lead to Salesforce with the information from the Gmail and add the email lead source in our Salesforce instance:

Step 1: Log in to our Zapier account.

Step 2: Let us link our accounts.

Go to My Apps and then click on the Add connection button to connect your applications. Do it for each application: Salesforce and Facebook.

Step 3: Create a Zap

With that well-placed orange hue, you can't pretend you didn't see it, so click the Create Zap button and let's start by picking the application that fires the trigger, and all fingers point to Facebook Lead Ads.

Step 4: Identify the Triggers

Choose your Facebook Account, your Page and the form you have for your Facebook Ad.

Then, test your trigger; you'll say to yourself, "!bang!, here is the new lead 😊," but you can't wait any longer; click Continue and let's submit that new lead to our Salesforce instance so our rockstar agents can begin their magic.

Step 5: Define the Actions.

What we have done so far is the first half; the second part will be similar in that we will take the information obtained on Facebook and then transmit it to Salesforce. Do the following:

Choose your Salesforce.

On the Event drop-down list, choose Create Lead.

Click Continue.

Select your Salesforce's connected Account and again click Continue.

And now you will see the Setup Action section. This long form will appear with all Lead Object fields from Salesforce; this will tell you things are on the right track. All you need to do from here on is match the required fields on the Lead Object with the information coming from Facebook — just click inside a field and a list of all available Facebook fields will be shown to you to choose the one you need.

To see more fields, click the Show all choices button. Once you've matched all of your fields, click the Test and Review button, and voilà, you'll see your fresh new lead in Salesforce.

Step 6: Let's turn on our Zap.

While we have done this, you may have noticed the black navigation bar on top, like this:

Yeah, the Zap is in draft state, and we need to save it. Give a descriptive name to your Zap and click on Test Action.

Next, you will receive the confirmation and a message inviting you to publish your Zap.

Step 7: Let's Have Fun!

After that, rejoice in your own glory while planning your next integration. Happy Zapping! 😊

As previously said, Zapier has a vast ecosystem of apps to connect. However, Zapier also provides extremely strong features that you can use, such as Webhooks, Mail Parser, Schedule, Path, Filter, Delay, and others that will surprise you for proving to be quite adaptable in meeting certain demands — but that is a topic for another article. If you want to go deeper on this, see our guide to custom webhooks in Make.com.

Pros and Cons of Salesforce and Zapier Integrations

Pros

• Taking time as a key consideration, Zapier integrations save time because the time and requirement for software development for connections that turn out to be quite easy on this platform are significantly decreased.
• For businesses that have isolated their social networks, this may be the best choice for achieving integration in a short period of time.
• You have a record of what happens in the Zaps, creating a trail of each execution.
• Reducing physical labor frees up resources to focus on more analytical and productive duties.
• The "Copy and Paste" action is considerably minimized, as is the human mistake that can result from it.
• A huge ecosystem of applications is available to integrate with.

Cons

• Zapier could improve its User Interface to solve some minor glitches.

Zapier Alternatives?

Zapier is not alone in the market; there are other big rivals in the field that provide iPaaS, clearly competing shoulder to shoulder with Zapier. Among them are:

• Integromat/Make
• IBM App Connect
• n8n
• Workato
• Boomi

Keep reading our iPaaS series to learn more about other tools and tutorials — for example, automating ChatGPT with Make.

Need a Zapier Expert?

Zapier is simple, and you can master your applications with it. However, things might become complicated, and you can look for Zapier integration agencies or freelancers that can undoubtedly liberate you from the internal tricks that every tool has.

If you want some suggestions, contact us here.