Build automations with Zapier
Learn to connect tasks across applications with Zapier, transform data and test a workflow that addresses a specific need within your team.
Find your starting point
A good fit when you want to connect tasks between applications with Zapier and understand which data passes through each step of a Zap.
- Hours and sessions
- 8 hours live · 4 sessions of 2 h.
- Group size
- Up to 12 participants per trainer as a reference, adjusted to the practice and feedback.
What you will learn
- 01
Define a Zap's trigger and actions for a chosen process.
- 02
Map fields between applications and check that they reach the expected destination.
- 03
Review an execution and distinguish incorrect data, duplicates and workflow failures.
A proposed programme
You will take material requests from Google Sheets into Asana tasks. Define what starts the Zap, prepare the title with Formatter and stop an incomplete entry before creating a task. Then check its fields, the run history and what can happen when a request is repeated.
We adapt the selection and depth of the modules to the group's starting point and goals.
01Think through the process
Triggers, actions and data needed to turn a repeated task into a workflow.
You will work on
- Define the request and distinguish a new row from a change to an existing row.
- Identify the source data, classroom destination and person who will receive the task.
- Connect authorised accounts and load a sample row to check its fields.
- Practice
- Prepare a request sheet with an identifier, title, requested date and context; select the new-row trigger and Asana destination.
- How you will check it
- A workflow the participant can explain from the source row to the task, with its accounts and fields identified.
02Build the Zap
Connections, field mapping and available transformation or filtering steps.
You will work on
- Remove leading and trailing spaces from the title using Formatter and map its output to the task name.
- Add a filter requiring an identifier, prepared title and requested date before continuing.
- Create the task in the agreed destination, retaining the identifier, date and context in its description and checking its assignee.
- Practice
- Compare a complete row with one missing its date; check the created task and the step where the incomplete entry stops.
- How you will check it
- A task with its prepared title and traceable data, and an entry stopped by the intended condition; passing the filter does not itself validate the destination.
03Test and review
Test cases, available history and criteria for reviewing errors or unexpected results.
You will work on
- Read the data received and sent by each step and distinguish a filtered entry from an action with an error.
- Compare the request identifier with the task identifier before repeating a test or reviewing a possible duplicate.
- Correct a mapping and repeat the case using a new row and a different test identifier, recording the result.
- Practice
- Find a fixed title copied into two tasks, replace it with the prepared field and check a new row; record how to review repeated requests before retrying.
- How you will check it
- A record of the input, expected result, observed result and correction that distinguishes repeating an event from recording the same request again.
From a Sheets request to an Asana task
Teaching example
Suggested practice: transfer a record between practice applications, check its fields at the destination and review an execution with incomplete information. We prepare instructions for checking errors or duplicates; the case is adapted to the available accounts and features.
Fictional classroom case. Marketing collects material requests in Google Sheets. Request PET-014 asks for a newsletter header; Marina receives the task in an Asana workspace authorised for practice.
- Starting point
- The team copies the title, requested date and context by hand. Some rows do not say when the material is needed, and each task ends up with a different format.
- First attempt
- The first version creates a task with a fixed title without checking whether the date is present. A new request can retain the previous request's name and lack the information needed for review.
- What we review
- The trainer asks participants to use the title prepared by Formatter and require the three agreed values. They then open the task to compare its name, description and assignee: passing the filter only confirms its conditions. Before repeating, they review the history and identifiers.
- Result
- The complete row creates a task with its prepared title and retains PET-014, the requested date and context in the description. The row without a date stops before Asana. No due date or automatic protection against duplicate requests is configured.
The Zap we will build
- Google Sheets
New row
A request added at the bottom of the sheet starts the Zap.
- Formatter
Prepare the title
Remove leading and trailing spaces before mapping it.
- Filter
Data present
Continue if the identifier, title and requested date are present.
- Asana
Create a task
Send the title and retain context in the description.
Teaching illustration of a fictional case. Follow the row, prepared title, conditions and task; this does not execute or connect applications.
What happens to each input
Complete request
- Identifier
- PET-014
- Received title
- Prepare newsletter header
- Requested date
- 2026-11-05
Expected result: a task named “Prepare newsletter header”, with PET-014 and 2026-11-05 in its description.
Check the prepared title, task and assignee. The date is retained as request information, not as a configured due date.
Request without a date
- Identifier
- PET-015
- Received title
- Prepare newsletter header
- Requested date
- Empty
Expected result: the filter stops the entry before a task is created.
Review the missing value. The new test uses another row with a different classroom identifier; editing this row does not guarantee the trigger will run again.
Before calling it complete
- The name comes from the prepared title, and the description retains the identifier, requested date and context.
- The row without a date stops at the filter; the history identifies the condition it does not meet.
- Before repeating, check whether a task already exists; copying the request to another row can create another task.
Four sessions to put it into practice.
Reference edition · 8 h live
Reference edition: 8 live hours across 4 sessions of 2 hours. Building and testing take place during the sessions with fictional data and features confirmed for the environment. Any preparation or additional work is agreed before starting.
- Session 12 h
Define the journey from sheet to task
Define the case, review accounts and permissions, and select the Google Sheets new-row trigger and Asana destination.
By the endA sample row with identified fields and a workflow that can be explained.
- Session 22 h
Prepare the data and build the Zap
Clean the title, configure conditions and map the name and description using the request data.
By the endA classroom task with its title, context and identifier checked.
- Session 32 h
Compare entries and review the history
Test a complete request and one without a date; review each step and correct a mapping that uses fixed text.
By the endRecorded tests distinguishing a filtered entry from a failure or incorrectly sent data.
- Session 42 h
Repeat carefully and leave instructions
Check a new row, review the risk of duplicate requests and document how to verify the result before retrying.
By the endA reviewed classroom Zap and checking instructions another person can follow.
If your team needs to go further
- Adding searches to manage repeated requests, configuring due dates or sending notifications requires agreed rules, fields and practice time.
- Webhooks, code, synchronisation between applications and production deployment require a separate scope; this edition builds and reviews an introductory workflow.
Learn with someone who develops automations.
Borja Martínez
Automation consultant
Over two years of experience developing projects for companies across industries and sizes.
Borja is the planned trainer for this programme. Dates, language and his availability are confirmed when the edition is agreed.
With guidance, practice and support.
Each delivery includes working materials, feedback on practical work and assessment against the agreed objectives.
Materials you can keep
Downloadable, versioned guides, exercises and review criteria for internal use.
To prepare and complete the delivery
A short recommendation, an editable communications kit and a group learning report.
TOF’s own certificate
A certificate of achievement after the agreed assessment. It is not a vendor certification.
A month of email support
On the content covered, up to two accumulated hours for the whole group.
Your team carries out the practice. Implementation services are agreed separately. See the scope →
Zapier Solution Partner
As a Zapier Solution Partner, we bring applied experience in connecting tools and reviewing automations.
Our partner profile ↗The partnership belongs to The Optimal Flow. Learn’s certificate is issued by TOF; it is not a vendor certification.