For the first Action, you will use the "Filter" app. This is an app that is provided by Zapier directly. Select it from the side bar or search for it like before.

As "Filter" is provided by Zapier, no authorisation is needed.

"Filter" allows you to set criteria that data must meet in order to pass. In this step, you are adding a filter to only continue if form applications selected the Experience Level option "New To This" or "Some Experience".

Zapier allows you to 'map' data from previous steps. This means that every time the zap runs, it will use the same type of field but with the new data that it received. 

Map "Experience Level" to the "Only continue if" field.

The condition allows you to choose criteria that the data must meet. In this zap, you want to choose "(Text) Exactly matches". The reason for this is you want to make sure that only the exact matching text will allow the zap to continue.

Since you are telling the filter that only exact matches will be allowed to continue, the safest option is to copy and past the option text from Airtable. This ensures there are no spelling mistakes. Capital letters also need to match.

Click on the "Experience Level" header and select the "Edit field" option.

For the first criteria, you will use the "New To This" option. Copy the option and go back to Zapier.

Click on the "Enter text or insert data" field.

Paste in the "New To This" option and click the screen again to close the pop up box.

Only continue if…
1. Experience Level
Experience Level
(Text) Exactly matches
New To This
Insert Data …
1. New Record in Airtable
ID
rec70QKNxFW6TuN5H
Full Name
Test Entry
Created Time
2023-05-28T18:54:38.000Z
Main Goals
Networking and collaborating with like-minded individuals
Community Contribution
Just a test message
Email Address
Test@test.com
Experience Level
New To This
Priority List
Low Priority
Remove this filter rule
And
Or

Nice work - now let’s test it out!

We’ll test these conditions against the example data we received.

Continue

For this zap, you want to add an "or" variable. This means that the zap will continue if it meets any of the stated criteria.

Again, select "Experience Level" for the "Continue if" field.

Also, select the "(Text) Exactly matches" again for the "Condition".

Go back to your Airtable tab and this time copy the "Some Experience" option.

Paste the "Some Experience" option into the "Enter text or insert data" field.

The Zap will now confirm if the data from the Trigger would have continued through this Filter. In this case, it should have continued.

For this final Action, you want to update any entries that continue through the filter and assign the "High Priority" tag in Airtable.

Press the small + button to add a new action.

Just like before, you will use Airtable as your app. Search for it and select it from the drop down.

This time, you will use the "Update Record" event.

Update the values of specific cells in an Airtable record.

As you have already authorised Airtable, you can see that you do not need to do it again. Press "Continue".

Airtable
Used in 2 Zaps
Change
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Continue

You need to once again select the Base and the Table. You will be using the same as the Trigger step, so select "Waitlist Filtering Automation (Zapier)" as your Base and "Table 1" as your Table.

Each Airtable record (form entry) has it's own unique Record ID. This can be used to identify it in zaps.

As you want to assign the "High Priority" tag to the same data record, you want to ensure that each time this zap runs, it chooses the same record that the Trigger pulled in. Under "Record", select the Custom tab from the dropdown.

Select the "New Record in Airtable" (your Trigger step) to bring up the data from that step.

Locate the "ID" field and select it. This will ensure that the same record that came into the zap is the one that is updated. Click anywhere on the screen to close the pop up.

Finally, scroll down to the "Priority List" field. You only want to update the Priority tag from Low to High in this zap, so the others are irrelevant.

Go back to your Airtable tab and open the Priority List header (double click or press the arrow and "Edit field").

Go back to the "Priority List" field in Zapier and paste "High Priority" into it. Just like the filter step, we need to make sure this matches the High Priority option in Airtable, otherwise it will create a new tag.

*
Base
required
Waitlist Filtering Automation (Zapier)

Pick the Airtable base containing the records you wish to update.

*
Table
required
Table 1

Pick the Airtable table containing the records you wish to update.

*
Record
required
﻿
﻿
1. ID:
rec70QKNxFW6TuN5H
﻿

Or add search step

Pick the Airtable record that you wish to update.

Email address
Enter text or insert data…
﻿

Full Name
Enter text or insert data…
﻿

Experience Level
Enter text or insert data…
﻿

Main Goals
Enter text or insert data…
﻿

Community Contribution
Enter text or insert data…
﻿

Priority List
High Priority
Insert Data …
1. New Record in Airtable
2. Only continue if...
Refresh fields
Continue

Click "Test action". This is testing that Zapier can actually change the tag in Airtable.

If you see the message "A Record was sent", this means it was a success.

A Record was sent to Airtable about 2 seconds ago

Go back to Airtable and find your test entry field. You'll see that it has now been given the "High Priority" tag and has changed groups.

To finalise your zap and turn it on, you need to publish it. Go back to Zapier and hit the "Publish" button at the bottom. This will make it live.

Now that your zap is live, if you would like to test that it's fully working, you can just make a new entry in your Airtable form and submit it. Just be sure to choose the "New To This" or "Some Experience" fields for the "Experience Level".

Depending on your plan, Zapier may take up to 5 minutes before the zap triggers, so if you don't see the update in Airtable straight away don't worry, just be patient.

Zapier

Airtable

Lesson: Setting up a simple automation that assigns a priority tag in a community waitlist, based on a users form entry.

Part 4: Setting Up The Actions