How to Format Data with Zapier AI

Zapier makes it easy to format, clean, and transform text and numbers in your automations using AI, without writing any code. This guide walks you step by step through using the AI-powered Formatter event so you can prepare your data before sending it on to the next steps in your Zap.

The AI formatting feature is currently in beta and runs as its own action step within your workflows. You can use it to reformat content, extract specific details, or restructure information into cleaner outputs.

What the Zapier AI Formatter Can Do

The AI-based Formatter in Zapier helps you modify data between steps. Instead of building complex formulas or code, you describe the result you want in plain language.

With the AI Formatter step, you can, for example:

Clean up messy text from form submissions or emails.
Extract specific fields like names, dates, or phone numbers.
Reformat paragraphs into bullet points.
Transform text for better readability or consistency.
Standardize capitalization, spacing, or basic structure.

Because the Formatter is an action inside your Zap, the output can be used immediately by later steps such as CRM apps, email tools, or spreadsheets.

Set Up the Zapier AI Formatter Step

To start using the AI-based Formatter, you first add it as a step in your Zap. The feature appears as a special event choice under the built-in Formatter app.

Add the Formatter (AI) Event in Zapier

Open the Zap editor for a new or existing workflow.
Below your trigger step, click + Add step.
Search for and select the built-in Formatter app.
In the event dropdown, choose the AI event option. This is the dedicated AI formatting action for Zapier.
Click Continue to move to the setup screen.

After you select the AI event, the editor will show configuration fields where you provide the data you want to modify and describe the formatting you need.

Choose the Text Input for Zapier AI

The AI Formatter works on a text input field. You must map content from earlier Zap steps into the input area so the AI knows what to format.

In the Input field, click inside the text box.
Use the data dropdown to pick a value from previous steps, such as:
- Form responses
- Email body content
- Spreadsheet cells
- Chat messages
You can combine plain text with mapped fields if you need to add context or labels.

The more clearly you pass in the raw data, the easier it will be for the AI step in Zapier to produce structured and reliable output.

Describe How Zapier Should Format the Data

The core of the AI Formatter step is the instructions you give the model. You explain what you want done in natural language.

In the Instruction field, describe the exact transformation you want. For example:
- “Turn this text into a short bullet list of key points.”
- “Extract the customer name and email, and return them separated by a comma.”
- “Rewrite this as a single, grammatically correct sentence.”
Specify any structure you need. For instance, you might ask for JSON, a particular delimiter, or a fixed order of values.
Keep your instructions clear and concise for the best results.

These instructions tell Zapier’s AI how to process the incoming text and what the final output should look like.

Test and Review Your Zapier AI Output

Once the AI Formatter step is configured, you should test it from within the Zap editor to verify that the output matches your expectations.

Run a Test on the Zapier AI Step

In the AI Formatter step, click Test or Test step.
Zapier will use sample data from your trigger or previous actions as input.
The test response will display in the editor, showing the formatted text returned by the AI.

Review this response carefully. If the output is not in the format you expected, adjust the instructions, test again, and iterate until the result is consistent with your needs.

Use the Zapier AI Results in Later Steps

When you are satisfied with the result from the AI Formatter step, you can map its output field into any downstream action in your Zap.

Common use cases include:

Sending the cleaned text to a CRM contact record.
Adding formatted notes to a support ticket.
Saving structured data into a spreadsheet or database.
Passing bullet-point summaries into a messaging app.

To use the result:

Open the next action in your Zap.
In the relevant field, open the data dropdown.
Select the output field from the AI Formatter step. This is usually labeled clearly as the transformed text.

From this point on, that action will receive the AI-generated data each time your Zap runs.

Tips for Getting Better Results with Zapier AI

Because the AI Formatter relies on natural language instructions, the quality of your prompt has a big impact on the outcome. Use these guidelines to improve reliability in Zapier.

Be specific about format: If you need a list, a single line, or a particular structure, say so explicitly in your instructions.
Limit unnecessary context: Provide only the relevant text and avoid mixing multiple unrelated tasks in one instruction.
Define separators: When combining fields, specify how values should be separated (for example, commas, pipes, or line breaks).
Test with real data: Use actual examples from your trigger step so you can see how the formatting behaves on realistic inputs.

If you want to explore more advanced automation and AI optimization techniques beyond this feature, you can find expert guidance at Consultevo.

Privacy and Limits of Zapier AI Formatting

The AI Formatter is a beta feature. It is designed for flexible text manipulation, but it may not always produce perfectly structured output, especially if instructions are vague.

When working with sensitive information, review your organization’s data handling policies and ensure that using AI features in Zapier aligns with your compliance requirements.

Because this is an AI-powered event, behavior may change over time as the underlying models improve. It is a good idea to periodically retest your Zaps if you rely on very strict formatting.

Learn More About Zapier AI Formatting

You can review the original help documentation for the AI formatting feature on the official support site here: Zapier AI formatting help article.

That resource includes up-to-date notes about availability, limitations, and any changes to the Formatter AI event. Use it alongside this how-to guide to stay current as the feature evolves.

By adding the AI Formatter step to your workflows, you can enhance the flexibility of Zapier, reduce manual cleanup, and get your data into the exact shape you need before sending it to your favorite apps.

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