Getting Started With Zapier Apps

Zapier connects the apps you use every day so they can share data and run tasks automatically, without requiring you to write any code or manage complex integrations.

This how-to guide explains how apps work inside Zapier, how triggers and actions pass data, and how to choose the right connections for your automated workflows.

How Zapier apps work in your workflows

Every workflow you build with Zapier is called a Zap. Each Zap is made from a series of steps that use apps to send, receive, or transform data.

When you set up a Zap, you choose:

• An app and event that start the Zap (the trigger).
• One or more apps that perform tasks after the trigger (the actions and searches).
• Optional filters, formatting steps, or paths that control how data moves through your Zap.

Most apps in Zapier are built and maintained by Zapier or by the app’s own developers. A smaller number are managed through official partners. Regardless of who maintains them, apps follow the same basic structure inside the Zapier editor.

Types of Zapier app events

Each connection you add to a Zapier workflow uses an event. Events define how Zapier works with your app and what data moves between systems.

The main Zapier app event types are:

Zapier triggers

A trigger is the event that starts your Zap. When the trigger happens in your app, Zapier automatically runs the rest of the steps in your workflow.

Common trigger examples include:

• A new row added to a spreadsheet.
• A new email received in your inbox.
• A new contact created in your CRM.

After you choose a trigger, Zapier asks you to connect your account for that app. Once connected, you can test the trigger so Zapier can pull in sample data. That sample data helps you map fields to later steps.

Zapier actions

An action is a task the Zap performs in an app after the trigger fires. Actions allow Zapier to send data into other apps so you can keep your information in sync.

Typical actions include:

• Creating a new record, such as a contact or deal.
• Updating an existing record.
• Sending a message or notification.
• Creating or updating files and documents.

Every action step in Zapier includes a form with fields you can fill in with static text or with dynamic data from earlier steps in the Zap. This is where you map data between your apps.

Zapier searches

Some apps support search actions. A search lets Zapier look up existing data in an app so you can use it later in the workflow.

For example, you might search for:

• A contact by email address.
• A support ticket by ID.
• A product by SKU or name.

Many search steps in Zapier include an option to create a new record if nothing is found. This pattern is often called “find or create” and helps you avoid duplicates while still capturing new data when needed.

Understanding how Zapier moves data

Zaps process data step by step. At each point, Zapier passes information from the trigger to the following steps. You select specific fields from earlier steps and map them into the fields required by later steps.

In practice, this usually works as follows:

1. The trigger retrieves sample data from your app.
2. Zapier shows you the available fields from that sample data.
3. You choose which of those fields should populate the fields in your action or search step.
4. Each time the trigger fires live, Zapier follows the same mapping automatically.

This field mapping approach gives you precise control over how information moves between your apps, while Zapier handles the background API calls.

Working with Zapier app connections

Before a Zap can run successfully, Zapier needs permission to access your accounts for each app you use in the workflow.

When you add a new app step, Zapier prompts you to connect an account if you have not done so already. You typically authorize access by:

• Signing in to your app’s account in a secure window.
• Approving a permission request so Zapier can read or write data.
• Saving the connection so you can reuse it in other Zaps.

You can manage these connected accounts from your Zapier account settings. From there, you can reconnect, rename, or remove accounts as needed.

How to build a Zapier workflow with apps

Use this high-level process to create a Zap from start to finish using apps inside Zapier.

1. Choose your Zapier trigger app

1. Sign in to your Zapier account.
2. Click the option to create a new Zap.
3. Select the app you want as the trigger.
4. Pick the trigger event that will start your workflow.
5. Connect your account and test the trigger to pull in sample data.

Once the trigger test is successful, Zapier shows you the data the app returned. You will use those fields in the next steps.

2. Add your first Zapier action step

1. Click to add a new action after the trigger.
2. Choose the app where you want Zapier to perform a task.
3. Select the action event, such as creating or updating a record.
4. Connect the account if you have not already done so.
5. Map fields from the trigger into the action fields in the step editor.
6. Test the action to confirm Zapier sends data correctly to the app.

If the test passes, you should see new or updated data in the target app created by Zapier.

3. Add Zapier search or additional actions

To extend your workflow, repeat the process of adding steps. You can:

• Add search steps to look up existing records.
• Chain multiple actions across different apps.
• Insert filters or paths to add conditional logic so only some data continues to later steps.

At each stage, test the step to make sure Zapier sends and receives data as expected.

Where to learn more about Zapier apps

To dive deeper into how individual apps behave, review the documentation provided for each one in Zapier. The official help center describes any special behavior, limitations, or field details for specific connections.

You can explore the complete “About apps” section in the Zapier help center here: Zapier About apps documentation.

If you need broader automation strategy guidance beyond Zapier, you can also consult resources like Consultevo for workflow planning and integration best practices.

Next steps with Zapier

With an understanding of how apps, triggers, actions, and searches work in Zapier, you can begin building more reliable automated workflows. Start by automating a simple task between two apps, test thoroughly, then gradually add more steps as your needs grow.

As you add new Zaps, revisit your app connections and event settings regularly so your automations continue to run smoothly inside Zapier.

Need Help With Zapier?

Work with ConsultEvo — a

Zapier Certified Solution Partner

helping teams build reliable, scalable automations that actually move the business forward.

Get Zapier Help