How to Change Values in Zapier Workflows

Zapier gives you flexible tools to change, clean, and standardize data as it moves between apps in your automations. By transforming values inside a Zap, you can format information the way your destination apps expect, reduce errors, and keep your workflows consistent.

This guide explains how to modify data using built-in utilities so you can replace values, map options, and structure information without writing code.

When to Change Values in Zapier

You may need to adjust data at different points inside a Zap, especially when apps don’t use the same formats or labels. Common reasons include:

• Standardizing status names or labels coming from forms or CRMs
• Transforming data like dates, numbers, or text for another app
• Replacing internal codes with human-readable values
• Cleaning up inconsistent inputs, typos, or capitalization

In these cases, adding a transformation step keeps your Zap running smoothly.

Core Zapier Tools for Changing Values

Several tools are available inside Zapier to change data before it reaches the action step. The most important are:

• Formatter utilities
• Lookup tables
• Transform steps like text and number formatting

These tools work between your trigger and final action, giving you a controlled place to adjust values.

Use Formatter in Zapier to Transform Data

Formatter is a built-in app that lets you reformat and manipulate information. You add it as a step between other apps in a Zap to change data on the fly.

How to Add a Formatter Step in Zapier

1. Open your Zap in the editor.
2. Click the plus (+) icon where you want to modify data.
3. Search for and select the Formatter app.
4. Choose the appropriate event, such as Text, Numbers, Date / Time, or Utilities.
5. Configure the transformation using fields from earlier steps.
6. Test the step to confirm the output.

Once configured, the Formatter output can be used in any later action or filter.

Common Formatter Options in Zapier

Depending on your use case, you can choose from several Formatter events:

• Text: Change capitalization, extract parts of a string, remove characters, add or remove text.
• Numbers: Perform calculations, round values, or format numbers for currency or decimals.
• Date / Time: Convert time zones, reformat dates, or add/subtract time from a date.
• Utilities: Work with lookup tables, line items, lists, and more advanced transformations.

These options let you clean and standardize data without needing custom code.

Change Values with Lookup Tables in Zapier

Lookup tables are one of the most powerful ways to change values in a controlled, repeatable way. They let you map one value to another, which is ideal when different systems use different labels for the same concept.

What Lookup Tables Do in Zapier

A lookup table compares an incoming value to a list you define and returns the matching output. This is useful when:

• You receive short codes like NY or CA but need full state names.
• Your app uses tags like Hot, Warm, Cold that must become numeric scores.
• Form answers must become internal categories in another app.

Instead of building complex logic, a single lookup handles all the mapping.

How to Create a Lookup Table in Zapier

1. Add a new step and select the Formatter app.
2. Choose the Utilities event.
3. From the transform options, select Lookup Table.
4. In the Lookup Key field, select the input value from a previous step (for example, a form answer or tag name).
5. In the table area, enter each possible input on the left and its desired output on the right.
6. Optionally define a Fallback Value for any inputs that are not listed.
7. Test the step to ensure the output matches your expectations.

After testing, use the output of the lookup table as the value in a later action step.

Best Practices for Lookup Tables in Zapier

• Include every value you expect to receive to avoid unexpected results.
• Use a clear naming scheme when mapping statuses or categories.
• Always set a fallback value to keep the Zap from failing when a new value appears.
• Document your table for teammates who also work on the Zap.

Standardize Text and Formatting in Zapier

Text transformations help you keep information consistent across apps. This is especially useful for names, addresses, tags, and freeform fields.

Common Text Changes with Formatter in Zapier

Within a Text Formatter step, you can:

• Convert text to uppercase, lowercase, or title case.
• Trim extra spaces from the start or end of a string.
• Remove or replace characters and symbols.
• Split text on a delimiter and keep only a specific part.
• Join multiple pieces of text into one value.

Apply these steps to ensure your final app receives clean and predictable input.

Working with Dates and Numbers in Zapier

Dates and numbers often need to be adjusted before they can be used reliably. Formatter events help you create the exact format other tools require.

Transform Date and Time Values

Use a Date / Time event in Formatter to:

• Convert dates between formats, such as from MM/DD/YYYY to YYYY-MM-DD.
• Change time zones so schedule-based apps receive the correct time.
• Add or subtract days, hours, or minutes from a timestamp.
• Parse loose or human-readable dates into standardized formats.

Adjust Numbers in Zapier

For numeric data, use a Numbers Formatter step to:

• Perform calculations based on incoming values.
• Convert strings that look like numbers into actual numeric values.
• Round numbers to a set number of decimal places.
• Format numbers for currency or regional preferences.

These adjustments keep math, reporting, and billing steps accurate across your workflow.

Testing and Troubleshooting Value Changes in Zapier

Any time you modify data, testing is essential. The Zap editor lets you see the exact input and output for each step.

How to Test Your Transform Steps

1. Turn on a recent test for the trigger so sample data is available.
2. Open the Formatter or utility step you added.
3. Click Test or Test Step to run it with the sample input.
4. Review the output to verify the new value is correct.
5. Repeat for each transformation step before turning the Zap on.

If values are not changing as expected, confirm the correct field is mapped and that the example inputs match what you configured in the step.

Learn More About Changing Values in Zapier

To dive deeper into specific settings, options, and advanced examples, you can review the official article on how to change values in workflows on the Zapier Help Center: How to change values in your workflows.

If you need broader automation or strategy help beyond individual Zaps, you can also explore consulting resources such as Consultevo for workflow design and optimization guidance.

By combining Formatter utilities, lookup tables, and thorough testing, you can reliably change values in your automations and ensure every app in your stack receives clean, standardized data.

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