How to Use Zapier May 2025 Product Updates

The May 2025 product updates in Zapier add new AI features, approvals, task views, reporting, and bulk tools that can significantly improve how you build and manage automations. This how-to guide walks you step by step through the key changes so you can quickly put them to work in your workflows.

All instructions below are based strictly on the official product updates for May 2025 so you can follow along with confidence.

Getting Started with Zapier May 2025 Changes

Before diving into specific new features, make sure you can access the updated interface.

1. Sign in to your Zapier account.
2. Open the main dashboard where you see your Zaps, task history, and apps.
3. Check that your workspace has access to the new May 2025 features listed in the official update notes at this Zapier May 2025 product updates page.

If your account is managed by an admin, you may need them to enable certain capabilities like AI-powered actions, approvals, or workspace-level reporting.

How to Use New Zapier AI Actions

The May 2025 release expands the ways you can work with AI directly inside Zapier automations.

Enable AI Features in Zapier

1. From your Zapier dashboard, go to Settings or Workspace settings (location depends on your plan).
2. Locate the section related to AI, AI actions, or AI tools.
3. Make sure AI features are toggled on, following any prompts to connect or authorize them.

Once AI is enabled, you can add AI steps inside your existing automation flows.

Add AI to a Zapier Workflow Step-by-Step

1. Open an existing Zap or create a new one.
2. Choose your Trigger app and event as usual.
3. Click + Add step to insert a new action.
4. Search for the AI-related app or built-in AI feature powered by Zapier.
5. Select the AI action you want, such as summarizing text, generating content, or transforming data.
6. Map fields from previous steps into the AI action input (for example, email body, form answers, or support ticket text).
7. Test the step to confirm the AI output looks correct.

You can then pass the AI output into later steps, like updating your CRM, sending emails, or posting to chat tools.

How to Configure Zapier Approvals in Workflows

The May 2025 updates improve control by letting you add approvals into automations so humans can review or confirm actions before they run.

Create an Approval Step in Zapier

1. Edit or create a Zap that needs review before a critical action, like sending invoices or publishing content.
2. After your main data-gathering steps, click + Add step.
3. Search for the approvals feature or app inside Zapier (check the product updates page for exact naming and availability).
4. Choose the approval step type (for example, single approver, multi-approver, or manager review).
5. Configure who should receive the approval request. You may be able to select a user, a group, or a dynamic email from an earlier step.
6. Customize the approval message so the reviewer understands what they are approving. Include key data from previous steps (such as amount, customer name, or content snippet).
7. Select what happens on approve vs reject (for example, continue the Zap or stop and send a notification).

Monitor Zapier Approvals

Once approvals are in place, you need to monitor pending requests.

• Open your Zapier dashboard and go to the area where approvals are listed.
• Filter by pending, approved, or rejected items.
• Drill down into each request to see the related data and who responded.

This helps you keep an audit trail for key decisions inside your automation processes.

How to Work with Zapier Tables and Data

The May 2025 product updates also touch on data handling, making it easier to store and organize records used by your Zaps.

Create or Update Data Tables in Zapier

1. From your Zapier workspace, find the area dedicated to tables, databases, or structured data (feature names may vary by plan).
2. Create a new table or open an existing one.
3. Define columns for the fields you need, such as customer name, email, status, and dates.
4. Save your changes and confirm the table is ready to use in your workflows.

Connect Tables to Zapier Automations

1. Open a Zap that should read or write data to a table.
2. Add a step like Create record, Update record, or Find record based on the supported table actions.
3. Select the table you configured earlier.
4. Map inputs from prior steps into each column.
5. Test the step and verify that the table is updated correctly.

This structure allows Zapier to act as a light database for automations, so you can avoid maintaining separate spreadsheets.

How to Use New Zapier Task Views and Reporting

The May 2025 release includes improvements to visibility and reporting so you can better understand task runs and performance.

Navigate Updated Task Views in Zapier

1. In your account, open the Task history or equivalent section.
2. Use the new filters introduced in May 2025, such as filtering by Zap, status, date range, or error type.
3. Click into an individual task to see each step, data passed, and any errors.

These enhanced views let you quickly diagnose failures and optimize your flows.

Generate Workspace Reports in Zapier

1. Go to your workspace overview or admin area.
2. Locate the Reports or Analytics section described in the May 2025 update.
3. Choose the report type, such as task volume, success rate, or app usage.
4. Select filters like time period, team, or specific Zaps.
5. Export or share the report as needed for your stakeholders.

With these reporting tools, you can show how Zapier automations save time and reduce manual work across your organization.

How to Manage Bulk Updates and Maintenance in Zapier

The May 2025 updates also refine bulk management so you spend less time on repetitive configuration changes.

Apply Bulk Edits to Zaps

1. Go to the list of all your Zaps.
2. Use checkboxes or selection tools to choose multiple Zaps at once.
3. Look for bulk actions like turning Zaps on or off, moving them to folders, or updating shared settings.
4. Confirm the bulk action, then monitor status to ensure all changes are applied.

Use Bulk Tools Safely in Zapier

• Start with a small group of Zaps to test the bulk action.
• Document what you changed, especially when enabling or disabling large numbers of automations.
• Review task history after the change to ensure everything still runs correctly.

Next Steps to Optimize Zapier for Your Team

Once you have enabled the May 2025 features, think about how to standardize automation across your organization.

• Create common templates that use the new AI steps and approvals.
• Centralize key tables so everyone references the same data.
• Schedule periodic reviews of reports to fine-tune performance.

If you want professional help designing scalable workflows on Zapier and other automation platforms, you can explore specialist consulting services such as Consultevo automation consulting.

By following the steps in this guide and the official May 2025 product updates, you can safely adopt the latest functionality and make Zapier a core part of your automation strategy.

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