Complete Zapier Tables Tutorial - [Understand How To Use in Under 10 Minutes]
Let's build with Zapier and AI (100+ videos)📅 2023-05-14
Transcript
[00:00] welcome back to web Cafe AI where we do daily chat gbt and AI videos on how to leverage it for your personal and business life we're going to be looking at zapier's new features which is tables so stay tuned in order to get access to tables you simply just need to come over to this sidebar right here click tables and then you'll get directly to what I was just looking at and we'll be able to create our first table today I want to give you a simple tutorial a rundown of what's going on here and how to leverage it for your business all right let's go ahead and begin here we're going to go ahead and hit create we're going to call
[00:31] it client Outreach as I'm gonna do a very simple flow here you can add a description if you choose to you can add or upload data from a CSV and then the only template we have access to right now is a to-do list which is fine we're going to be able to learn how to leverage a to-do list in zapier start off understand that with zap your tables essentially you could have the ability to add a zap in the specific column so when you drag a variable or a fixed piece of text it will automatically do whatever is outlined in that zap this will make more sense as we build up this flow so to start off let's
[01:01] go ahead and just say we identify the task as client Outreach and then obviously that little checkbox is whether we did it or not so what we want to do here is even add a date so let's say we're doing client Outreach today and let's go ahead and add a column here we're going to call this column um email and then the type is going to be we can go ahead and choose text but as you see here when you create different columns you have the choice of give a bunch of different field types text long text date number currency checkbox drop down
[01:33] email phone number link and button let's go ahead and put actually let's go ahead and put email because that's actually what we're dealing with here and then the icon you can go ahead and choose Gmail as that is going to be what we're going to be building our flow with which will make sense very soon here so we go ahead and hit create we can't add this app yet because it wants us to create the column first so once it's been created I don't want my email to be on the far right of this table let's go ahead and drag it over so we can deal with it first and the idea of what we're going to do here today essentially is I'm going to input
[02:04] the client's email and then I want to automatically have a zapier go that sends out a template slash just sends out an email to that client and specifically for us we're going to be using AI to do it now before we build that out let's go ahead and see the UI here what can we do here the first thing you can do here is since I'm identified as the owner in theory I could share this to-do list with someone else maybe part of my team you can add hidden Fields here that maybe only you can see essentially and that the individuals that join that are lower ranks can't
[02:35] necessarily see you can go to the settings here you can change the name you can add a description and then this will become more important later in this tutorial about sending records whether it's pending or automatically when it's like identified by the zapier and from here you can go ahead and see how many zaps are being used in the table whether there's filters or not and whether there are hidden fields or not lastly you can come up here and you go ahead and download all records if you have like a really big uh table that you want to like push towards some other part of your business all right let's go ahead and build out this simple flow so you
[03:05] can get a better idea of what we can do here so we're gonna go ahead and edit field go ahead and go to zaps or say create a zap and then it's going to be basically create a zap with the trigger of identifying it recognizes that it's in that column so we're gonna go ahead and say to-do list that one that is fine we're gonna do the trigger field as email so it already knows all this information because it's automatic so we can go ahead and test it and there should be no data in there already so for the purpose of this tutorial I'm going to input a test email here just our courses email so that we can see that as we build out
[03:36] the flow okay so I went ahead and put our courses email there and we're going to go ahead and jump back over to that zap that we just created so you see it shows up here we can go ahead and hit edit and from here I'm going to go ahead and see if we can retest that flow so then I can understand essentially where the email is being grabbed and identified by the record bold record B and then we'll be able to see right there F4 is where the data is being grabbed here so we can go ahead and understand now when we build out the flow what to do all right so before we
[04:06] jump into this chat gbt block let's go ahead and build out another table row here or table column so we can grab that data and make sure that's inputted into the email as well when we build out this AI generated email to do so let's go ahead and add a new field here and we're going to call it the field name industry we're going to do the field type as text and we don't really need an icon for this we're going to go ahead and just say create here in the theory they use icons obviously you could probably tell that maybe for a slack zap you would put a slack icon industry we're going to go
[04:37] ahead and put in construction and then obviously you can add more columns depending on the context of what you plan on doing with this table but for now we understand that the industry's construction that is associated with that email so let's go ahead and retest this flow real quick all right perfect so as you see here we got construction our courses email and let's build out this very very general uh email I just wanted to show you the potential of what zap your tables can do so we're going to say based on this clients industry
[05:08] we do semicolon parentheses we're going to go ahead and grab the industry construction perfect um we are we're going to give context here context we are and AI automation agency called Web Cafe we're going to say generate a welcome email template
[05:40] and then let's see if that is sufficient enough we'll go ahead and mess around with it more if we need to we're going to up our model here to gbt4 as we're dealing with more comprehensive content here and then we're gonna give a memory key of email zap and the purpose of a memory key think of it like Chad gbt it just knows how to do specific outputs and we're going to do one other thing here we're going to say generate a welcome email template give two tones we're gonna get a little bit of options here so that when we plan on possibly sending this we're going to want to like have the option of like what kind of tone we want
[06:12] to give this individual all right perfect so went ahead and generated as you see here it looks like it reset token usage Max I'd probably want to shorten this email so I could give out two tones here so let's go ahead and do that real quick so you can understand how to use parameters so we're gonna add a parameter block here use a Max of two sentences per email template so this allows me to essentially get a full two-toned email here rather than you know the second toned email getting cut off so we're gonna go ahead and retest that
[06:43] all right so as you see here now we're getting both the tones and in full that's perfect let's go ahead and add our next block here which is going to be the Gmail block and essentially this is what you're going to notice here is now we're using the data that is also created so we're going to do create a draft if you continue here we're going to choose our courses account I'm just going to send an email to myself and then from here we're going to go ahead and do the two to the record of email and then the subject we can make
[07:14] in theory a chat gbt subject here um so I can add another block here but for the purposes of this tutorial I'm just going to add chat gbt test and then from here we can go ahead and put the body here that we just created down here and then we can add attachments labels signatures from name from bbcc CCC so and so forth but for now we're gonna go ahead and skip this test and then I'm going to make this zapier active and we're going to see all of it connect so we'll go ahead and hit continue here I'm gonna delete this
[07:45] block I'm going to hit publish all right let's jump back over to the zap table all right so we have it set so basically the records are pending so it doesn't automatically just send it out right when it gets something which is probably what you want um from here let's go ahead and change it a little bit let's say Healthcare is the industry we're dealing with here and then let's say we use the same email so I'm gonna go grab that email okay the email has been grabbed make sure your zap is live once it's live let's go ahead and see what it does all
[08:15] right so now that we have set that up I'm just going to go ahead and come up here choose which is apps to run I've selected the row I'm going to click this one we're going to say centers apps all right so it says it's been triggered in order to see if it has been we're gonna come back to this app we just created we're gonna go to history and then we should see a little box here perfect it is playing out and from here you're gonna be able to see it play out now if you're more interested in understanding the cost associated with a run like this make sure to check out that video right there as I go over a nice little monitoring Excel sheet that I created that is completely free that
[08:46] you can use yourself but for now let's jump back over to our courses this should be an email to myself and it should be set as a draft let's go ahead and see when it comes in there you go so we got our fixed text here a chat gbt test and then we have our two toned uh emails that I just created here and then on top of that we put in the industry's healthcare so we'll grab that data as well and as you see here this is tailored for healthcare obviously you can add way more variables to your spreadsheet you can add a lot more stuff to the table you can do way more stuff
[09:16] with your table just overall with different zapier flows you can have in each row but for now you see the potential of what tables can do for zapier alright so that wraps up this tutorial I want to give a brief overview of what zapier tables even is and what you can do with it if you felt like you learned something make sure to like the video it is completely free and it helps us here at web Cafe Ai and if this video was enjoyable and you felt like you learned something go ahead and check out our other videos on these topics as I plan on doing way more videos when it comes to zapier's new features that just got released and more specifically how
[09:46] to leverage Ai and these new features but without further Ado I'll see you in the next video thanks for tuning in and yes surprise I'm an AI Avatar make sure to explore more here at web Cafe where we demystify AI for your personal and business life until next time