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Zapier Zaps Ideas

I love the idea of Zapier.com but cannot think of may "zaps" to create. Other than the basics one listed on the Zapier site, what are some "zap" creative ideas? I would especially like to use Clio and Gmail.


  • thedanshermanthedansherman Maple Plain, MN

    We use it to keep Freshbooks and our CRM software in sync. Adding a client in Freshbooks sends it to our CRM. No more double entry!

    I personally use it to add an OmniFocus item when I am tagged in a new Trello card.

  • Hey Jason, former employee of both Clio and Zapier here, happy to be of assistance.

    As a starting point, you can check out the Zapbook for Clio + Gmail here. This shows the ways other users are utilizing Zapier to connect Clio + Gmail.

    Some other use cases could be creating a matter-specific label in Gmail whenever a new matter is created in Clio, and then automatically appending emails to which that label is applied to a matter or contact within Clio, or creating a new contact in Clio whenever an email comes in to a particular Gmail address.

    Of course, you're more than welcome to check out the native Clio/Gmail integration here. Using a Chrome browser extension, Clio+Gmail users can file email threads and attachments directly to matters, track time from directly within Gmail, and more.

    Hope this helps to answer your questions, but if you'd like to discuss further, let me know!


  • samgloversamglover Minneapolis, MN Admin

    @Derek Bolen said:

    Does Zapier have Zaps you can just click to enable, kind of like IFTTT's shared recipes? If so, is there a page of shared Zaps for lawyers? That would be awesome.

  • @samglover Shared Zaps do exist on the specific integration page (https://zapier.com/zapbook/clio/gmail/) - clicking the 'Use this Zap' button will walk the user through authenticating their accounts and mapping the correct fields (sometimes prepopulated based on common usage). I know they're adding more of these all the time based on most common/popular zaps by app, but if there's one you'd really like to see you can hit them up at support@zapier.com and they'll create it.

  • GershGersh Portland, OR

    Once you start using Zapier integrations, you'll realize how little you actually need Clio. Credit to Clio for actually allowing access to its API, but other cloud programs with Zapier allow you to customize what you actually need in a less clunky way. Clio is a good all-in-one box solution for those who need it. If you're using Zapier, you're probably looking for more...

  • I have a Clio/gmail zap that triggers on the creation of a new matter. It creates my default file structure in google drive, creates a trello card on my general case tracking trello board, and creates a label in Gmail. It is 21 steps long but it gets the job done reliably for about a year now. Another creates a trello card on a general work board every time a clio task is added.

    I think you could even take a variety of different client intake procedures and have that trigger a new clio matter or contact. I haven't done this yet but it has been on my list of zaps to figure out for awhile.

    Zapier is fun. I have the lowest paid subscription and definitely feel like I get my money's worth out of it.

  • Hi Greg,

    What do you mean when you say default file structure? Is it creating subfolders, or just the matter folder with a new matter?

  • Before Zapier I had a default empty file structure that I use to organize materials for the matter as they come in / get created. I would copy this set of folders, paste, and rename for new matters. At the time I created the zap there was no ability to grab an existing file in google drive and copy it. I think this can be done but I bet it is tricky. My zap creates a folder in google drive with the matter name from clio. Next step creates an empty folder called 'correspondence' several steps later I have the file structure.

    My newest zap was something of a holy grail for me. I share an office with three other practices. We have two shared conference rooms. We have google calendars for those conference rooms that serve as reservation sheets. I tried forever to create a zap that would auto reserve one of the conference rooms for me after I set a meeting in Clio. It is crazy how difficult it is to remember a second step when you have to switch apps to complete it. I tried and failed a few times but last week I got it.

    A new clio meeting calendar entry triggers the zap. It searches the big conference room first for any conflicting reservations. If none are found it reserves the big conference room for me. If a conflict is found it reserves the small conference room. If both are taken I get an email warning me that I do not have meeting space and need to adjust plans accordingly. It is something small and hardly essential but each little bit of reliable automation takes that much more off of my plate.

    Basically, I have made a zap that creates a calendar entry on one calendar when the other is triggered. I am thinking there other applications for this such as a zap that triggers on my personal calendar that puts a reminder on my work calendar when I have a personal event that is going to interrupt normal business hours.

  • samgloversamglover Minneapolis, MN Admin

    That's really cool!

  • Those are really awesome, is there any chance you'd be willing to share your zaps?

  • I use two that help me with my time entries:

    (1) Create New Time Entry Every Day

    This runs each day and creates a new note inside a specific Evernote Notebook with the date and timesheet formatted. I then record all of my time entries in this note. It might not seem like much, but it's helpful to have these created automatically every day as I use this Notebook as a virtual inbox for time sheets, which leads to the next step.

    (2) Append Completed Time Entries to Google Calendar

    When I'm done with a timesheet (and the information is transferred into DTE), I move the note to a new Notebook called "Time Sheets - Done". At a glance, this lets me see what time sheets aren't completed (any that are left in the main Notebook). The second part is that it adds an All Day event to my Google Calendar with a note containing all of my entries. Now I always know what I was doing that day when I look at any calendar.

  • @Jamie Sutton said:
    Those are really awesome, is there any chance you'd be willing to share your zaps?

    I wish there were a way to share these. I looked into it and I found instructions for the actual app creators to create templated/shareable zaps but the instructions are clearly aimed at creating marketing materials for the given app and zapier. I looked into maybe taking a screen shot of the zap but even that wasn't helpful. I think the best I can do is just answer questions.

    My next zap project is Clio tasks zapped to Todoist. I have found that there are tons of apps, methodologies, whatever for getting at task management. Most of them give you help organizing and ordering tasks, but what about scheduling. Clio tasks are fine but too simple. Todoist allows you to re-date overdue tasks and has some algorithmic intelligence behind forecasting when tasks should be completed based on due dates, priority, habits, etc.

    The biggest concern I have about this project is that currently Clio does not trigger on or have an action for completed tasks. As a result no matter how well I get Clio tasks correctly translated into Todoist through zap/s, I will always have to mark the task as complete in both apps. What I am looking for is tasks that can start in Clio, get managed by Todoist, and ultimately be recorded as part of the file info back in Clio. Its going to take some tinkering and compromise.

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