Automation for clients cheat sheet (Zapier)

1. 1How automation worksThe ideas every automation tool is built on: triggers and actions, JSON, data mapping, HTTP, REST APIs, webhooks, authentication and rate limits.10 concepts

   1. 1TriggerThe event that starts a workflow: a form submitted, an email received, a record created or a schedule reached.
   2. 2ActionA step that does something after the trigger: create a CRM contact, send a message, add a row, call an API.
   3. 3JSONThe text format apps use to exchange data: objects in curly braces with named fields, arrays in square brackets, and values that are strings, numbers, booleans…
   4. 4Data mappingChoosing which output of an earlier step fills each input of a later step, often with a small transformation such as trimming, lowercasing or a fallback value.
   5. 5HTTP requestA call to an API with a method (GET reads, POST creates, PUT or PATCH updates, DELETE removes), a URL, headers and often a JSON body.
   6. 6REST APIAn API that exposes data as resources at URLs, such as /contacts/123, and uses HTTP methods to act on them.
   7. 7WebhookAn HTTP request an app sends to your URL when an event happens, carrying the event data as JSON.
   8. 8API keyA long secret string that identifies the caller to an API, usually sent in a header.
   9. 9OAuth 2.0A flow where the account owner approves limited permissions, called scopes, and the tool receives a token that can be refreshed or revoked without sharing a…
   10. 10Rate limitA cap on how many requests an API accepts in a time window, such as 100 per minute.

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2. 2Zapier in depthHow Zaps are built and billed: triggers and actions, field mapping, Filters and Paths, Formatter, Webhooks and Code steps, Tables and Forms, and tasks.8 concepts

   1. 1ZapA Zapier workflow: one trigger and one or more action steps.
   2. 2Field mapping and line itemsInserting fields from earlier steps into later ones, shown by step number and name.
   3. 3FilterA step that lets the Zap continue only when conditions are true, such as the email not containing "test".
   4. 4PathsBranches inside a Zap, each with its own rules and steps, so one Zap can handle several cases such as new and returning customers.
   5. 5FormatterBuilt-in steps to transform data: Text (trim, case, split, extract), Numbers (format, calculate), Date/Time (format, time zones, add days) and Utilities (line…
   6. 6Code by ZapierA step that runs short JavaScript or Python.
   7. 7Tables and FormsTables is a built-in database for records Zaps create or read.
   8. 8TasksThe billing unit on Zapier: one successful action step.

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3. Shaping data and logicHandling real data: lists, merges, dates and time zones, messy text, lookups, duplicates, pagination and reusable pieces.8 conceptsOpens with credits
4. Errors, retries and monitoringFailing safely: sorting errors, retrying with backoff, never duplicating side effects, alerting, logging, testing and versioning.8 conceptsOpens with credits
5. AI steps in workflowsUsing language models where they help: choosing tasks and models, prompts for workflows, structured output, agents, human review, cost and the main risks.9 conceptsOpens with credits
6. Common client workflowsThe builds small businesses pay for repeatedly, and what makes each one reliable.9 conceptsOpens with credits
7. Data privacy and securityProtecting client businesses and their customers: least privilege, client-owned accounts, secrets, personal data, retention, webhook security and offboarding.8 conceptsOpens with credits
8. Finding clients and selling the workTurning skill into paid work: a clear offer, finding clients, discovery, scope, value pricing, retainers, handover, payment and referrals.11 conceptsOpens with credits
9. 9Glossary, A to ZEvery concept in the sheet and the smaller terms it uses, in one list.140 terms

Workflows with n8n, Make or Zapier.