How to Use Zapier Storage in Your Automations

Zapier offers a built-in Storage app that lets you save and reuse data across different Zaps, making your automations more flexible and powerful without needing a separate database.

This step-by-step guide explains how to set up keys, lists, and counters in Storage, and how to connect them to other apps in your workflows.

What Zapier Storage Is and When to Use It

Storage by Zapier is a lightweight, key-value database built directly into the platform. It stores small bits of data that your Zaps can read, update, or delete at any time.

Use it when you need to:

Pass values from one Zap to another over time
Keep track of counts, like how many times something happened
Store settings or flags that control how a Zap behaves
Maintain a list of items, such as processed IDs

Unlike spreadsheets or full databases, Storage by Zapier excels at quick reads and writes of small records, especially when you do not want the overhead of managing another app.

Core Concepts in Zapier Storage

Before building, understand the three main building blocks in Storage by Zapier:

Zapier keys

A key is a unique name that points to a stored value. Think of it as a label. When you save data, you assign it to a key, and you use that key again later to read, update, or delete the same data.

Examples of keys you might create:

last_processed_id
daily_email_count
feature_toggle_beta

Zapier lists

A list is a key that stores multiple values in order, similar to an array. This is helpful when you need to track a growing collection of items.

Examples of where lists are useful:

Maintaining a list of user IDs already notified
Building a simple queue of tasks
Collecting unique values to avoid duplicates

Counters in Zapier Storage

Counters are numeric values you increment or decrement over time. They are ideal when you need a running total.

Typical counter use cases:

Track how many leads a campaign generated today
Limit how many messages a Zap sends per day
Count how many times an error occurs

How to Add Storage by Zapier to a Zap

You can use Storage as either a trigger or an action. Most setups start with it as an action inside an existing Zap.

Step 1: Choose the Storage by Zapier app

In the Zap editor, click + to add a new step.
Search for Storage by Zapier in the app selector.
Select it and then choose the event you want, such as Set Value or Increment Value.

Step 2: Connect your Storage account

Storage uses your Zapier account; there is no separate login. When prompted, click to connect and authorize the Storage app. After this, you can reuse the same connection in other Zaps.

Step 3: Configure the event and key

Each Storage action will ask for specific details, but usually you must set at least:

Key: the unique name that identifies your value or list.
Value: the data to store or update.
Operation: what to do with the data (set, get, increment, push to list, etc.).

Use dynamic fields from previous steps so that content from other apps flows directly into Storage by Zapier.

Common Storage by Zapier Actions and How to Use Them

Here are the standard actions you will use most often and how they behave.

Set value in Zapier Storage

Use when: You want to create or overwrite a single value for a key.

Add a Set Value action.
Enter the key name, for example last_invoice_number.
Map the value you want to save, such as an invoice ID.
Test the step to confirm the value is written.

The next time this key is used with Get Value, it will return the latest stored data.

Get value from Zapier Storage

Use when: You want to read data previously stored under a key.

Add a Get Value action.
Specify the same key name you used when storing the data.
Optionally set a default value for when the key does not exist.
Test the step; the output becomes available for later steps.

Map the returned field into filters, conditions, or other app actions in your Zapier workflow.

Increment value in Zapier Storage

Use when: You need a simple counter that increases or decreases by a defined amount.

Add an Increment Value action.
Set the key name, like daily_email_count.
Choose how much to increment or decrement (for example, +1 or -1).
Run a test to ensure the counter updates correctly.

Counters are stored as numbers. You can then use them in paths, filters, or limits inside your Zapier automations.

Push and pull from Zapier lists

Use when: You want to maintain a list of values or process items one by one.

Two common list operations:

Push Value Onto List: adds a new item to the end of a list.
Pop Value From List: removes and returns the last item.

To push a value:

Choose the Push action in Storage by Zapier.
Enter the list key, such as pending_tickets.
Map the data you want to add.
Test the step to confirm the list is updated.

To pop a value, use the Pop action and the same key. The removed value can then feed into another step, creating a simple queue in Zapier.

Practical Zapier Storage Use Cases

Here are a few examples of how Storage by Zapier can enhance your workflows.

Prevent duplicate processing

You can store a list of IDs that have already been processed. Before acting on a new item, check if the ID is in the list:

Use Get Value or a list operation to retrieve stored IDs.
Add a filter step to continue only if the new ID is not present.
If it is new, process it and then push the ID into the list.

Build daily sending limits

To avoid over-sending emails or messages:

Use an Increment Value action in Storage by Zapier for each send.
Read the counter at the start of the Zap.
Use a filter to stop the Zap when the counter exceeds your limit.
Reset the counter daily with a separate scheduled Zap.

Store configuration flags

Flags let you change how a Zap behaves without editing every step:

Create a key such as notifications_enabled and set it to true or false.
Use Get Value at the top of the Zap.
Add filters or paths that check the flag before sending alerts.

Tips for Managing Zapier Storage Safely

To keep your Storage by Zapier data reliable and organized, follow these practices:

Use clear naming: include app or Zap context in the key, such as crm_last_sync_time.
Document keys: keep a short list of keys and their purposes so your team understands what each one controls.
Avoid large payloads: Storage is best for small records, not full exports or big files.
Clean up unused keys: periodically remove data you no longer need to keep everything tidy.

Learn More About Storage by Zapier

For the full official reference, examples, and limitations, review the original guide on the Storage by Zapier documentation page.

If you want help designing robust architectures or planning complex automations across multiple tools, you can also consult automation specialists at Consultevo for additional strategy and implementation support.

With these patterns, you can start using Storage by Zapier as a compact but powerful backbone for sharing data between Zaps, enforcing limits, and building smarter, more dynamic workflows.

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Zapier storage how-to guide