Have you ever wished you could be as powerful as the wizard Merlin? 🧙 All it takes is a wave of your wand or a few magical words—and suddenly, your daily tasks are much easier.
Because we don’t have magical potions or wands to recommend, all we can do is introduce you to some of the most useful automation tools. Like Zapier, it automates tasks for you so you can focus on more important things.
It’s like having a personal wizard at your disposal.
Like a wizard’s wand, you can set up zaps and automate the tasks that would otherwise take up most of your time.
To help you navigate this mystical realm, we’ll explain how Zapier works and give examples of different marketing and design processes that can be automated with it.
So buckle up as you embark on this adventure.
Table of contents
General Zapier examples of faster workflows
Zapier makes it easy to automate workflows. However, if you’re concerned you can only automate complex processes, consider this: simple tasks are often part of a broader workflow—and it’s often easier for humans to set up and troubleshoot those kinds of workflows.
While Zapier can handle complex jobs, it can also automate simple, repetitive tasks.
So, our first stop on this magical journey involves looking at general processes that Zapier can automate in real time.
Let’s get started!
Get notifications about everything on Slack
Most remote teams love using Slack as a communication tool because it keeps them from slacking off. 😉
Now to enable teams to make the most of this tool, Zapier can help redirect notifications from other apps to Slack. This way, you won’t get distracting SMS or email notifications while working.
💡 MarkUp Better: We recommend MarkUp.io’s native Slack integration over setting up a Zap, as it directly ties your Slack to your MarkUp.io Workspace. This allows you to get real-time notifications from active MarkUps, including new mentions, comments, replies, and changes in comment status in your chosen Slack channel or Direct Message.
Here are a few workflow automation (zaps) you can run for Slack.
Track events and tasks with a calendar
Scheduling and tracking events don’t have to interrupt your workflow.
Instead of visiting Google Calendars every two seconds to check your meetings, automate the process with project management apps like Trello.
Here are a few integrations Zapier can help you set up.
Turn notes into tasks
Notes can be important to creatives, helping them outline their to-dos, figure strategies out, and more. Wouldn’t it be nice if you could take your notes, organize them into tasks and distribute them to team members?
There’s a zap for that.
There are also integrations from Zapier that can help you:
- Create notes based on a calendar event.
- Create first drafts from your notes.
- Collect resources to a note.
Turn emails into to-dos
Some people still treat email as their go-to tool for assigning tasks to people.
Luckily, there’s a way you can work around this.
Instead of trying to get stakeholders to change, simplify your workflow with Zapier.
Use these zaps to create to-dos directly from your inbox.
Save email attachments to the cloud
With the number of emails you probably get each day, it’s easy for important messages with attachments to fall through the cracks.
And when you finally receive a follow-up email from the sender, it might be difficult to remember when they contacted you in the first place.
To avoid this, Zapier has integrations to help you save attachments to the cloud for safekeeping.
Once you set up any of the zaps suggested below, every email with an attachment will be saved as they come in.
Automate email responses
If you’re running an email marketing campaign with, say, MailChimp, you know it can be stressful to copy and paste the same message to everyone who signs up.
Instead of manually sending a reply to every new lead who subscribes or unsubscribes, you can set up your contact list so an automatic response is sent in either case.
The zap below can help you send specific messages to new or leaving subscribers.
Set up triggers and appropriate responses on Google Sheets with your initials, and the zap will send the email for you.
Keep track of meeting action items
We’ve all had meetings that felt like a waste of time. It’s frustrating when there’s no clear agenda, the meeting is disorganized, or nothing gets followed up afterward.
So how do you make meetings more productive? You can start by using a meeting agenda to help people prepare, but that’s not enough. You also need to have some way of recording decisions and action items from each webinar so that they’re not forgotten or ignored later.
An automated workflow can be a game-changer for tracking action items and keeping everyone on the same page.
Create new folders and files for projects
Juggling multiple projects for different clients can be a challenge, but with the right tools, it can be a breeze. One of the keys to success is having a digital organization system that works for you.
However, using the same template for different projects can get messy and time-consuming. You might have to copy and paste the templates across different folders.
And that can be exhausting.
Instead, use any of these zaps to create folders and templated documents with templates.
Backup your files
Remember the good ol’ days of Windows XP or Vista? You know, when your PC would suddenly shut down, and you’d realize you forgot to save your work?
What a nightmare.
Even though we know we’re supposed to back up files, it’s easy to forget when there is so much on our plates.
Well, with these zaps, you can automatically back up important info from your emails, notes, and other files.
Zaps for marketers
Let’s talk about how Zapier automations can be a game-changer for marketers.
Think of Zaps as a virtual assistant that helps you streamline tasks and stay focused on the task at hand.
Let Zapier do the heavy lifting for you so you can focus on what matters – creating great marketing campaigns! 🚀
Copy your favorite social media posts
Picture this: you’re scrolling through social media, searching for inspiration. You see a post you like and think, “I can do better.”
You keep scrolling. Soon, you realize you probably should’ve saved that post for future reference
Unfortunately, as you frantically reverse-scroll your feed looking for your inspo, it’s nowhere to be found.
Well, with the right zaps, you can automatically copy and store photos, videos, recordings, and other social media posts in your cloud storage app.
Share blog posts on social media
Tired of manually sharing new blog posts or articles online?
Set up zaps to help you share them from an RSS feed to social media.
Keep track of social media mentions
As a marketer, you want to stay up-to-date with what your audience is saying about your brand so you can create content that meets their needs.
But manually searching through social media mentions would take up all of your time. Especially with the number of people on these platforms.
The good news is that there are zaps that can automatically search social media mentions for you.
And that’s not all – these zaps can even notify you via Slack anytime someone mentions your brand on social media.
Get notified of new designs or assets ready for review
You refresh your inbox, impatiently waiting for your designer’s email. They promised the final draft would be ready by noon, it’s almost time, and you can’t wait any longer.
What if we told you there was a better way that didn’t involve hitting the refresh button so much your mouse almost picks a fight with you?
With MarkUp.io’s Zapier integration, you’ll be instantly notified via Gmail, Outlook, or Slack whenever your designer creates a new MarkUp and @mentions you to review the design.
Once you’ve set up these integrations, there’ll be no need to keep checking your inbox consistently.
Zaps for designers and creatives
Don’t worry, creatives, we haven’t forgotten about you. Managing your team and workflow can be challenging, but Zapier is here to help.
Did you know there are several zaps that can help you streamline your workflow? With these zaps, you can automate simple tasks and even complex workflows using codeless templates.
Let’s take a closer look at some zaps that can help you do that.
Automatically upload to and from your archive
If you’ve ever tried uploading visual files like videos online, you know how tedious, repetitive, and stressful it can be.
It’s frustrating when the upload gets to 97% and then fails, forcing you to start all over again. And when you have a lot of other work to do, manually uploading files can be a real hassle.
Fortunately, Zapier has multiple archival tools that can automatically archive your visual files. Once your files are uploaded to the archives, the automated workflow can help you publish them.
Transcribe your videos automatically
An important part of video editing is transcribing the audio content of your videos so they’re easily accessible to your audience, whether they’re abled or disabled.
Transcribing your videos is also great for SEO, as Google can crawl through the transcribed text and rank the keywords on the search engine result pages (SERPs).
Traditionally, transcribing is done with the help of a service or app. You’d send the video to the service or upload it to the app, and they’d transcribe it and send it back to you. But now, with the help of these zaps, you can set up automated workflows between the transcription service or app and other tools used during the process.
The zaps help submit the video, and when the transcription is ready, store it wherever you want.
Get notified when there are new client reviews on your designs or creative assets
The deadline for that web design project you’re working on is fast approaching–and you can’t do anything about it. You wait impatiently for the client’s feedback so you can wrap up the project and be done with it for good.
It’s frustrating to feel like you’re in limbo, constantly checking your email to see if you’ve missed anything.
With an automated workflow (zap) set up on MarkUp.io, you can streamline the feedback process and eliminate the need for constant inbox visits.
Once clients have reviewed their MarkUp, the automation tool notifies you by sending an email or notification to Slack channels, Google Chat, or Teams.
Keep track of all new designs by adding new rows to a spreadsheet
Managing different projects at the same time can be distracting and difficult, especially when trying to keep track of them all.
If you use MarkUp.io as a collaboration platform to request client feedback, here’s a task-management zap that can help you track new designs.
Whenever you create a new MarkUp, a new row is added to a Google Sheet, so you know all the tasks you’re working on.
Create a new task every time a design is created
Don’t go yet! MarkUp.io and Zapier still have some task-management tricks up their sleeves.
Here are automated workflows that can help you create new lines, tasks, and cards on your favorite project management tool using Zapier’s API whenever you create a MarkUp.
Automatically collect design inspiration
Inspiration is like a lightbulb for creatives, and it’s important to always be on the lookout for new ideas.
One way to find inspiration is by creating moodboards.
These zaps can assist you in your quest for design aspirations by helping you save designs from Dribbble or Pinterest to the cloud.
Congratulations on completing your journey through the mystical realm of Zapier!
With all that you’ve seen and experienced, are you ready to harness the realm’s power? Or would you rather go back to the way things were?
If you answered…
Then it’s time to reconsider. Take the bold step and…
Start automating now
You’ve been given a power men have sought for a long time. The way you use it can revolutionize how you work, setting you apart from the competition.
But this power comes in two phases. First, you need to embrace the goddess MarkUp.io to effectively collaborate with the elders, which include stakeholders, clients, and teammates.
Feel free to sign up for a 30-day free trial on MarkUp.io to see the strength of her power.If you’ve done that, the goddess Zap invites you to get a free Zapier account plan. Then, you can start automating so you have a more efficient workflow.