> ## Documentation Index
> Fetch the complete documentation index at: https://docs.zappway.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Zapier

> Connect ZappWay with thousands of apps through Zapier. Create powerful automation workflows with your AI Employees and integrate with your existing tools effortlessly.

> **Important:**
> The Zapier integration allows you to connect ZappWay with 5,000+ apps without writing code. Automate workflows, sync data between systems, and extend your AI Employees' capabilities across your entire tech stack.

***

## 🔢 Table of Contents

1. [Overview](#1-overview)
2. [Prerequisites](#2-prerequisites)
3. [Getting Started](#3-getting-started)
4. [Available Actions](#4-available-actions)
5. [Common Workflows](#5-common-workflows)
6. [Advanced Use Cases](#6-advanced-use-cases)
7. [Troubleshooting](#7-troubleshooting)
8. [Best Practices](#8-best-practices)

***

## 1. Overview

### What is Zapier?

Zapier is an automation platform that connects different web applications together. With ZappWay's Zapier integration, you can create automated workflows (called "Zaps") that trigger actions in ZappWay or use ZappWay to trigger actions in other apps.

### Key Features

* **5,000+ App Integrations**: Connect with popular tools like Gmail, Slack, Google Sheets, Salesforce, and more
* **No Code Required**: Build automations with a simple visual interface
* **AI Employee Actions**: Query your AI Employees, upload files, and search datastores
* **Real-time Automation**: Workflows execute automatically when triggered
* **Multi-Step Workflows**: Chain multiple actions together for complex automations

### What You Can Do

**With ZappWay + Zapier:**

* Send form submissions to your CRM automatically
* Upload new documents to datastores from cloud storage
* Query AI Employees from other apps
* Search datastores and use results in other workflows
* Create automated customer support pipelines
* Sync data between ZappWay and your business tools

***

## 2. Prerequisites

### Before You Begin

**1. ZappWay Account:**

* Active ZappWay account
* At least one AI Employee created
* API key from ZappWay dashboard

**2. Zapier Account:**

* Free or paid Zapier account
* Sign up at [zapier.com](https://zapier.com) if needed

**3. ZappWay API Key:**

To get your API key:

1. Log in to [ZappWay Dashboard](https://app.zappway.ai)
2. Navigate to **Settings → API Keys**
3. Click **"Create API Key"**
4. Copy the key and store it securely
5. You'll need this key to authenticate Zapier

**Important:** Keep your API key secure. Never share it publicly or commit it to version control.

***

## 3. Getting Started

### Step 1: Install ZappWay App in Zapier

1. Log in to your Zapier account
2. Go to **My Apps** in the left sidebar
3. Click **"Add Connection"**
4. Search for **"ZappWay"**
5. Click on the ZappWay app

### Step 2: Connect Your ZappWay Account

1. When prompted, enter your **ZappWay API Key**
2. Click **"Yes, Continue"**
3. Zapier will test the connection
4. Once successful, you'll see "Connection successful"

### Step 3: Create Your First Zap

1. Click **"Create Zap"** in Zapier
2. Choose a **Trigger** (the event that starts the automation)
   * Example: "New Email in Gmail"
3. Choose an **Action** (what happens next)
   * Example: "Query AI Employee in ZappWay"
4. Configure the action with your specific settings
5. Test the Zap to ensure it works
6. Turn on the Zap

***

## 4. Available Actions

### Action 1: Query AI Employee

Send a question or prompt to your AI Employee and receive an intelligent response.

**Use Cases:**

* Automated customer support responses
* Content generation from triggers
* Decision-making in workflows
* Data enrichment with AI

**Configuration:**

| Field                          | Description                                 | Required |
| ------------------------------ | ------------------------------------------- | -------- |
| **AI Employee**                | Select which AI Employee to query           | Yes      |
| **Question / Prompt**          | The question you want to ask                | Yes      |
| **Conversation ID**            | Continue a previous conversation (optional) | No       |
| **Auto-truncate Long Queries** | Automatically truncate very long inputs     | No       |

**Input Example:**

```
AI Employee: Customer Support AI
Question: What is our refund policy for orders over $100?
Conversation ID: (leave empty for new conversation)
Auto-truncate: Yes
```

**Output Fields:**

* `answer` - The AI Employee's response
* `query` - The original question you asked
* `conversationId` - ID to continue this conversation
* `sources` - Documents used to generate the response

**Example Output:**

```json theme={null}
{
  "answer": "For orders over $100, customers can request a full refund within 30 days of purchase. They need to contact support@company.com with their order number. Refunds are processed within 5-7 business days.",
  "query": "What is our refund policy for orders over $100?",
  "conversationId": "conv_abc123def456",
  "sources": [
    {
      "text": "Refund policy section from company handbook",
      "source": "https://docs.company.com/policies/refunds",
      "score": 0.89
    }
  ]
}
```

### Action 2: Upload File to Datastore

Upload documents to your datastore where they'll be automatically processed and indexed for AI search.

**Use Cases:**

* Auto-sync documents from Google Drive to datastore
* Upload new contracts or invoices for AI analysis
* Keep knowledge base updated with latest files
* Archive important documents with metadata

**Configuration:**

| Field         | Description                         | Required |
| ------------- | ----------------------------------- | -------- |
| **Datastore** | Select which datastore to upload to | Yes      |
| **File**      | The file to upload                  | Yes      |
| **File Name** | Custom file name (optional)         | No       |
| **Metadata**  | Custom metadata as JSON (optional)  | No       |

**Input Example:**

```
Datastore: Product Documentation
File: [file from previous step]
File Name: product-specs-v2.pdf
Metadata: {"department": "Product", "version": "2.0", "date": "2025-01-15"}
```

**Supported File Types:**

* Documents: PDF, DOC, DOCX, TXT, MD
* Spreadsheets: CSV, XLS, XLSX
* Presentations: PPT, PPTX
* And more

**Output Fields:**

* `success` - Whether upload was successful
* `fileId` - Unique identifier for the uploaded file
* `fileName` - Name of the uploaded file
* `fileSize` - Size in bytes
* `status` - Processing status (processing, completed, failed)
* `message` - Additional status information

**Example Output:**

```json theme={null}
{
  "success": true,
  "fileId": "file_abc123def456",
  "fileName": "product-specs-v2.pdf",
  "fileSize": 2458624,
  "mimeType": "application/pdf",
  "status": "processing",
  "message": "File uploaded successfully and is being processed"
}
```

### Action 3: Search Datastore

Perform semantic search across your datastore to find relevant information.

**Use Cases:**

* Find relevant documents for specific queries
* Extract information from knowledge base
* Enrich data with context from documents
* Validate information against stored knowledge

**Configuration:**

| Field                 | Description                       | Required        |
| --------------------- | --------------------------------- | --------------- |
| **Datastore**         | Select which datastore to search  | Yes             |
| **Search Query**      | Your search query                 | Yes             |
| **Number of Results** | How many results to return (1-20) | No (default: 5) |
| **Metadata Filters**  | JSON filters for metadata         | No              |

**Input Example:**

```
Datastore: HR Policies
Search Query: employee vacation policy guidelines
Number of Results: 5
Metadata Filters: {"department": "HR", "year": "2024"}
```

**Output Fields:**

* `results[]text` - The relevant text content found
* `results[]source` - Original source document or URL
* `results[]score` - Relevance score (0-1, higher is more relevant)
* `results[]metadata` - Additional information about the source

**Example Output:**

```json theme={null}
{
  "results": [
    {
      "text": "Employees are entitled to 15 days of paid vacation per year. Vacation must be requested at least 2 weeks in advance through the HR portal.",
      "source": "https://docs.company.com/hr/vacation-policy.pdf",
      "score": 0.92,
      "metadata": {
        "fileName": "vacation-policy.pdf",
        "department": "HR",
        "lastUpdated": "2024-01-15"
      }
    },
    {
      "text": "New employees receive 10 vacation days in their first year, increasing to 15 days after one year of service.",
      "source": "https://docs.company.com/hr/benefits-overview.pdf",
      "score": 0.85,
      "metadata": {
        "fileName": "benefits-overview.pdf",
        "department": "HR"
      }
    }
  ]
}
```

***

## 5. Common Workflows

### Workflow 1: Automated Customer Support (Gmail → AI Employee → Gmail)

**Scenario:** Automatically respond to customer support emails using your AI Employee.

**Setup:**

**Trigger:** New Email in Gmail

* Filter: Emails sent to [support@company.com](mailto:support@company.com)
* Label: Unread

**Action 1:** Query AI Employee (ZappWay)

* AI Employee: Customer Support AI
* Question: Email Body
* Use email thread as conversation context

**Action 2:** Send Email (Gmail)

* To: Original Sender Email
* Subject: Re: Original Subject
* Body: AI Employee Response

**Benefits:**

* Instant responses to customer inquiries
* Consistent, accurate information
* 24/7 support coverage
* Reduced support team workload

### Workflow 2: Document Sync (Google Drive → ZappWay Datastore)

**Scenario:** Automatically upload new documents from Google Drive to your ZappWay datastore.

**Setup:**

**Trigger:** New File in Folder (Google Drive)

* Folder: /Company Docs/Product Documentation

**Action:** Upload File to Datastore (ZappWay)

* Datastore: Product Knowledge Base
* File: File from Google Drive
* File Name: Original File Name
* Metadata:

```json theme={null}
{
  "source": "Google Drive",
  "uploadedBy": "File Owner",
  "uploadDate": "Current Date",
  "folder": "Product Documentation"
}
```

**Benefits:**

* Knowledge base always up-to-date
* No manual uploading required
* Automatic metadata tagging
* Centralized document management

### Workflow 3: Lead Qualification (Typeform → AI Employee → Salesforce)

**Scenario:** Automatically qualify leads from form submissions and create Salesforce records.

**Setup:**

**Trigger:** New Entry (Typeform)

* Form: Contact Form

**Action 1:** Query AI Employee (ZappWay)

* AI Employee: Lead Qualification AI
* Question:

```
Qualify this lead:
Company: [Company Name]
Industry: [Industry]
Budget: [Budget Range]
Needs: [Describe Your Needs]

Provide: lead score (1-10), qualification summary, next action
```

**Action 2:** Create Lead (Salesforce)

* Lead Source: Website Form
* Company: Company Name
* Lead Score: AI Score from response
* Description: AI Summary
* Status: AI Recommended Next Action

**Benefits:**

* Immediate lead qualification
* Consistent scoring criteria
* Faster sales follow-up
* Better lead prioritization

### Workflow 4: Content Creation (RSS → AI Employee → WordPress)

**Scenario:** Automatically create blog posts from RSS feeds using AI.

**Setup:**

**Trigger:** New Item in Feed (RSS by Zapier)

* Feed URL: [https://industry-news.com/rss](https://industry-news.com/rss)

**Action 1:** Query AI Employee (ZappWay)

* AI Employee: Content Writer AI
* Question:

```
Write a 500-word blog post about this topic:

Title: [RSS Item Title]
Summary: [RSS Item Description]

Include: introduction, key points, conclusion, and SEO keywords
```

**Action 2:** Create Post (WordPress)

* Title: Based on AI response
* Content: AI Generated Article
* Status: Draft (for review)
* Category: Industry News
* Tags: AI Suggested Keywords

**Benefits:**

* Automated content pipeline
* Consistent publishing schedule
* SEO-optimized content
* Editorial review before publishing

### Workflow 5: Support Ticket Classification (Zendesk → AI Employee → Zendesk)

**Scenario:** Automatically categorize and prioritize support tickets.

**Setup:**

**Trigger:** New Ticket (Zendesk)

**Action 1:** Query AI Employee (ZappWay)

* AI Employee: Ticket Classification AI
* Question:

```
Analyze this support ticket:

Subject: [Ticket Subject]
Description: [Ticket Description]

Provide:
1. Category (Billing, Technical, Account, General)
2. Priority (Low, Medium, High, Critical)
3. Suggested department
4. Initial response suggestion
```

**Action 2:** Update Ticket (Zendesk)

* Ticket ID: Trigger Ticket ID
* Category: AI Category
* Priority: AI Priority
* Assigned Group: AI Department
* Internal Note: AI Initial Response

**Benefits:**

* Faster ticket routing
* Consistent categorization
* Better resource allocation
* Suggested responses for agents

***

## 6. Advanced Use Cases

### Multi-Step Lead Enrichment

**Workflow:**

1. **Trigger:** New Row (Google Sheets) - new lead added
2. **Action 1:** Search Datastore (ZappWay) - find company info
3. **Action 2:** HTTP Request - get additional data from external API
4. **Action 3:** Query AI Employee (ZappWay) - analyze and score lead
5. **Action 4:** Update Row (Google Sheets) - add enriched data
6. **Action 5:** Send Slack Message - notify sales team if high score

### Intelligent Document Processing

**Workflow:**

1. **Trigger:** New Email Attachment (Gmail) - invoice received
2. **Action 1:** Upload File to Datastore (ZappWay) - store invoice
3. **Action 2:** Query AI Employee (ZappWay) - extract invoice data
4. **Action 3:** Create Row (Google Sheets) - log invoice details
5. **Action 4:** Create Card (Trello) - task for accounts payable
6. **Filter:** Only if amount greater than \$1,000
7. **Action 5:** Send Email (Gmail) - approval request to manager

### Knowledge Base Maintenance

**Workflow:**

1. **Trigger:** Schedule (Zapier) - runs daily at 9 AM
2. **Action 1:** Find Files (Google Drive) - modified in last 24 hours
3. **Loop:** For each modified file:
   * **Action 2:** Upload File to Datastore (ZappWay)
   * **Action 3:** Send Slack Message - notify team of update
4. **Action 4:** Create Summary (Google Docs) - daily changes report

### Customer Feedback Analysis

**Workflow:**

1. **Trigger:** New Response (Google Forms) - customer feedback
2. **Action 1:** Query AI Employee (ZappWay) - analyze sentiment
3. **Action 2:** Add Row (Google Sheets) - log feedback with sentiment
4. **Filter:** If sentiment is negative
5. **Action 3:** Create Issue (Jira) - for product team
6. **Action 4:** Send Email (Gmail) - follow-up with customer

***

## 7. Troubleshooting

### Connection Issues

**Problem:** Cannot connect ZappWay to Zapier

**Solutions:**

1. **Verify API Key:**
   * Check that API key is copied correctly (no extra spaces)
   * Ensure API key hasn't expired
   * Regenerate key if necessary

2. **Check Permissions:**
   * API key must have appropriate permissions
   * Verify account is active and in good standing

3. **Test Connection:**
   * Click "Test" in Zapier connection settings
   * Check error message for specific issue

### Zap Not Triggering

**Problem:** Workflow doesn't run when expected

**Solutions:**

1. **Check Zap Status:**
   * Ensure Zap is turned ON (not paused)
   * Look for error messages in Zap history

2. **Verify Trigger Settings:**
   * Confirm trigger app is properly connected
   * Check trigger filters and conditions
   * Test trigger manually

3. **Review Task History:**
   * Go to Zap History in Zapier
   * Check if tasks are appearing but failing
   * Review error logs for specific failures

### AI Employee Not Responding Correctly

**Problem:** AI Employee gives unexpected or wrong answers

**Solutions:**

1. **Check Query Format:**
   * Ensure question is clear and specific
   * Remove any special characters that might cause issues
   * Try shorter, more focused queries

2. **Verify AI Employee Configuration:**
   * Test AI Employee directly in ZappWay dashboard
   * Ensure datastores are connected properly
   * Check that content is indexed (status: "Ready")

3. **Review Instructions:**
   * AI Employee instructions might need refinement
   * Add more specific guidelines for the types of questions from Zapier

### File Upload Failures

**Problem:** Files not uploading to datastore

**Solutions:**

1. **Check File Size:**
   * Files must be under 50MB (typical limit)
   * Split large files if necessary

2. **Verify File Format:**
   * Ensure file type is supported
   * Check that file isn't corrupted

3. **Check Datastore:**
   * Verify datastore exists and is accessible
   * Ensure you have permission to upload to that datastore

4. **Review File Source:**
   * If file comes from another Zap step, ensure it's downloading correctly
   * Try with a test file first

### Search Returns No Results

**Problem:** Datastore search returns empty results

**Possible Causes:**

1. **Query Too Specific:**
   * Try broader search terms
   * Use synonyms or related keywords

2. **Datastore Empty:**
   * Verify datastore has content
   * Check that files have been processed (status: "Ready")

3. **Metadata Filters:**
   * Remove or adjust metadata filters
   * Filters might be too restrictive

***

## 8. Best Practices

### Workflow Design

**Keep It Simple:**

✅ **Good:**

* Clear, single-purpose workflows
* 3-5 steps maximum when starting
* Well-defined triggers

❌ **Avoid:**

* Overly complex multi-branch workflows
* Too many conditional steps
* Unclear success criteria

**Test Thoroughly:**

Before turning on a Zap:

1. Test each step individually
2. Run full workflow with test data
3. Verify output in destination apps
4. Check edge cases (missing data, errors)

**Use Filters Wisely:**

```
Example: Only process high-priority tickets

Filter:
- (Priority) exactly matches "High"
OR
- (Keywords in Subject) contains "urgent" OR "critical"
```

### Error Handling

**Set Up Error Notifications:**

Configure Zapier to email you when Zaps fail:

1. Zapier Settings → Notifications
2. Enable "Notify me of Zap errors"
3. Choose notification frequency

**Implement Fallbacks:**

Use Zapier Paths to handle different scenarios:

```
Path A: If AI Employee responds successfully
  → Continue normal workflow

Path B: If AI Employee fails
  → Send notification to team
  → Log error to spreadsheet
  → Create manual task
```

**Retry Logic:**

For flaky APIs or temporary issues:

* Enable automatic retries in Zapier
* Set appropriate retry intervals
* Consider exponential backoff for rate limits

### Performance Optimization

**Reduce Unnecessary Steps:**

```
❌ Bad:
1. Get data from App A
2. Format data
3. Get more data from App B
4. Format data again
5. Query AI Employee
6. Format AI response
7. Send to App C

✅ Good:
1. Get data from App A and B
2. Format once
3. Query AI Employee
4. Send to App C
```

**Use Bulk Operations:**

When possible, batch multiple items:

* Upload multiple files in one action (if supported)
* Process arrays of data
* Use looping for repeated actions

**Monitor Task Usage:**

* Check Zapier task consumption regularly
* Optimize workflows to use fewer tasks
* Consider upgrading plan if consistently hitting limits

### Security

**Protect Sensitive Data:**

* Never log API keys in Zap outputs
* Be careful with customer PII in workflows
* Use Zapier's built-in encryption for stored values
* Regularly rotate API keys

**Control Access:**

* Only share Zaps with team members who need access
* Use separate API keys for different environments
* Revoke API keys immediately if compromised

**Comply with Regulations:**

* Follow GDPR, CCPA requirements
* Don't store personal data unnecessarily
* Implement data retention policies
* Allow customers to request data deletion

### Maintenance

**Regular Reviews:**

**Weekly:**

* Check Zap error rates
* Review task history for failures
* Test critical workflows

**Monthly:**

* Analyze task usage and costs
* Optimize frequently-running Zaps
* Update AI Employee instructions based on performance
* Archive or delete unused Zaps

**Quarterly:**

* Major workflow overhaul if needed
* Review all connected apps
* Update documentation
* Train team on new features

**Document Your Zaps:**

For each Zap, document:

* Purpose and business logic
* Trigger conditions
* Expected outputs
* Error handling approach
* Who to contact if issues arise
* Last review date

***

## 📞 Support & Resources

### Getting Help

**ZappWay Support:**

* Email: [support@zappway.ai](mailto:support@zappway.ai)
* Live chat in dashboard
* Include: Zap ID, error messages, screenshots

**Zapier Support:**

* [Zapier Help Center](https://help.zapier.com)
* [Community Forum](https://community.zapier.com)
* Live chat (paid plans)

**Common Resources:**

* [ZappWay API Documentation](/api-reference/authentication)
* [Zapier Platform Documentation](https://platform.zapier.com)
* [AI Employee Guide](/agent/get-started)
* [Datastore Documentation](/datastore/get-started)

### Feedback

**Feature Requests:**

* Request new ZappWay actions via [support@zappway.ai](mailto:support@zappway.ai)
* Vote on Zapier feature requests in their community

***

## ✅ Quick Reference

### Setup Checklist

```
✓ ZappWay account created
✓ API key generated and secured
✓ Zapier account created
✓ ZappWay app connected in Zapier
✓ First Zap created and tested
✓ Error notifications configured
✓ Workflow documented
```

### Available Actions

| Action                       | Purpose                         | Key Use Case                         |
| ---------------------------- | ------------------------------- | ------------------------------------ |
| **Query AI Employee**        | Ask AI a question               | Customer support, content generation |
| **Upload File to Datastore** | Add documents to knowledge base | Document sync, archiving             |
| **Search Datastore**         | Find relevant information       | Data enrichment, research            |

### Common Trigger Apps

* **Gmail** - New emails
* **Google Forms** - Form submissions
* **Google Drive** - New/updated files
* **Typeform** - Form responses
* **Webhooks** - Custom triggers
* **Schedule** - Time-based automation
* **Google Sheets** - New/updated rows

### Example Zap Templates

**Customer Support:**

```
Gmail (New Email) → Query AI Employee → Send Gmail
```

**Document Management:**

```
Google Drive (New File) → Upload to Datastore
```

**Lead Qualification:**

```
Typeform (New Entry) → Query AI Employee → Create Salesforce Lead
```

**Content Creation:**

```
RSS (New Item) → Query AI Employee → Create WordPress Post
```

***

**Last Updated:** March 2026\
**Platform:** ZappWay × Zapier Integration