Use AI by Zapier to analyze and return data

AI by Zapier is a built-in tool that lets you create your own action in a Zap, powered by popular AI models. You can connect your own account from one of the available providers or use a built-in connection.

AI by Zapier lets you extract data, analyze information, and generate content by either:

• Using the prompt assistant to create a prompt.
• Selecting a template for common tasks.
• Copying an existing prompt.

Available on plans:

Free

Professional

Team

Enterprise

Overview

There are three main fields:

• Prompt: describe what you want the action to do.
• Input fields: fields that provide additional context to your prompt.
  • You can enter a static value or map a field from a previous step.
• Output fields: fields that the action should create.
  • You can map output fields to subsequent steps in your Zap.
  • Output fields help structure the result of your AI by Zapier step.

Supported AI providers

• OpenAI
• Anthropic
• Google Gemini
• Azure OpenAI
• Amazon Bedrock

Note

You can only use models that your account admins or owner have allowed or have not restricted. Learn more about managing access to apps.

1. Add an AI by Zapier step

1. In your Zap, click the + icon to add an action step. A dialog box will open.
2. In the search box, search for and select AI by Zapier. The right sidebar will expand into the prompt builder mode.

2. Select a model

1. Below the Prompt field, click the model dropdown to open the tier and model selector.
2. Select a model tier:
   • Standard (1x tasks): Best for high volume, simple tasks. Tools and knowledge sources are not available on this tier.
   • Advanced (3x tasks): Stronger reasoning for complex prompts and tool usage. This is the default selection for new steps.
   • Premium (5x tasks): Complex analysis, tool usage, and multi-step reasoning.
   • Bring Your Own Key (1x tasks): Use your own AI provider account with a 1x task rate, including tool calls. Learn how to connect your own AI provider.
3. Select a specific model within your chosen tier. The Auto option lets Zapier pick the best model for your workflow.

Note

Standard model steps use 1 task per run. If you select Advanced (3x) or Premium (5x), your step uses tasks at that tier's rate per run. If your step uses a tool, each call incurs an extra cost. Learn more about AI by Zapier model tier pricing.

Connect your own AI provider

If you select Bring Your Own Key as your model tier, a dialog opens so you can connect your own AI account.

1. In the Provider dropdown, select your AI provider (OpenAI, Anthropic, Google, Azure OpenAI, or Amazon Bedrock).
2. Under Account, select an existing connected account or click + Connect a new account. A new browser tab will open where you can enter your API credentials.
3. In the Model dropdown, select the model you want to use.
4. Click Connect.

Custom prompt Template Existing prompt

3a. Use a custom prompt

On the left side:

1. In the Build mode field, Custom prompt will be preselected in the dropdown menu.
2. (Optional) Click the Input fields field. A dropdown menu will appear.
3. In the Field name field, enter a name for your input field.
4. In the Field value field, enter a static value or map a field from a previous step to use in your prompt.
5. In the What type of content is this? field, select one of the following options:
   • Text: The default option for text-based input.
   • Image: Select this if the input field contains a URL to an image that you want AI by Zapier to analyze.
   • File: Select this if the input field contains a URL to a file (such as a PDF) that you want AI by Zapier to analyze.
6. (Optional) Add more input fields by clicking + Add field and repeating the process.
7. (Optional) Click the Knowledge sources field. A dropdown menu will appear.
   • Select a supported knowledge source option.
   • Follow the instructions for your specific knowledge source.
   • (Optional) Add more knowledge sources by clicking + Add knowledge source and repeating the process.
   • Knowledge sources count as tool calls and use tasks at your step's model rate. Learn more about AI by Zapier model tier pricing.
8. In the Prompt field, enter a description of what you want the step to do.
   • AI by Zapier automatically calculates a prompt strength score, displayed as a bar below the prompt field.
   • (Optional) You can include a value from a previous step by mapping it in the Prompt field.
   • (Optional) Click Improve prompt for AI-powered assistance with your prompt.
9. (Optional) Click the Output fields field. A dropdown menu will appear.
   • In the Field name field, enter a name for your output field.
   • Click the Field type field to open the dropdown menu, then select a type.
   • In the Field value field, enter a static value or map a field from a previous step to use in your prompt.
   • (Optional) Add more output fields by clicking + Add field and repeating the process.
   • You can also click Generate from prompt to have AI by Zapier automatically create output fields for you.
10. (Optional) Click the arrow next to the Advanced options field to expand it.
    • In the Return results as line items tab, you can click to toggle the switch on if you prefer your results as line items.

Note

• Each file or image URL must be mapped as a separate input field. You cannot add multiple files or images in a single field.
• Different AI models accept different file types. Text, Markdown, PDF, and common image formats (like JPG or PNG) have the widest compatibility. Support for other file types is provider-dependent, and models return an error message if they cannot read a file.

Tip

• Input fields provide additional context to the AI. Enter one or more values, preferably by mapping from a previous step.
• A knowledge source provides more context to enhance your prompt and help the AI generate more accurate, informed responses.
• If you do not create any output fields, AI by Zapier will return one combined output as the result.
• Learn how to write an effective AI prompt.

3b. Use a template

On the left side:

1. Click the Build mode field to expand the dropdown menu.
2. Select the type of action you want AI by Zapier to do from the available categories. A second dropdown menu will appear.
3. Select a template.

When you select a template, the Prompt field will be filled with instructions for what the AI by Zapier step should do. You can edit these instructions, and optionally adjust any of the following fields:

• Click the Input fields field. A dropdown menu will appear.
  • In the Field name field, enter a name for your input field.
  • In the Field value field, enter a static value or map a field from a previous step to use in your prompt.
  • In the Is this an image to be analyzed? field, select the checkbox if the input field contains the URL to an image that you want AI by Zapier to evaluate.
  • Add more input fields by clicking + Add field and repeating the process.
• Click the Knowledge sources field. A dropdown menu will appear.
  • Select a supported knowledge source option.
  • Follow the instructions for your specific knowledge source.
  • Add more knowledge sources by clicking + Add knowledge source and repeating the process. Knowledge sources count as tool calls and use tasks at your step's model tier rate. Learn more about AI by Zapier model tier pricing.
• Click the Output fields field. A dropdown menu will appear.
  • In the Field name field, enter a name for your output field.
  • Click the Field type field to open the dropdown menu, then select a type.
  • In the Field value field, enter a static value or map a field from a previous step to use in your prompt.
  • Add more output fields by clicking + Add field and repeating the process.
  • You can also click Generate from prompt to have AI by Zapier automatically create output fields for you.
• Click the arrow next to the Advanced options field to expand it.
  • In the Return results as line items tab, you can click to toggle the switch on if you prefer your results as line items.

3c. Use an existing prompt from your account

On the left side:

1. Click the Build mode field to expand the dropdown menu.
2. Select My prompts. A second dropdown menu will appear.
3. Select a prompt.

When you select a template, the Prompt field will be filled with instructions for what the AI by Zapier step should do. You can edit these instructions.

4. Preview your data output

On the right side:

1. Click Generate preview.
2. Review the content and edit the input fields, prompt, or output fields as needed.
3. In the Is this your expected output? field, you can provide feedback about your prompt by clicking either:
   • Thumbs up : you're satisfied with the output.
   • Thumbs down : you need to adjust the output. A new text field will appear below. Describe what needs improvement, then click Submit to revise prompt. AI by Zapier will update your prompt and output fields and highlight the changes.
4. After you review the changes, click:
   • Yes: to implement the highlighted changes.
   • No: to discard all changes.
5. Click Publish or add more action steps.

Available knowledge sources

Limitations

• AI by Zapier does not learn from previous actions. Each time an AI by Zapier action runs, the AI knowledge is reset to its initial state.
• AI by Zapier uses large language models (LLMs) from Zapier’s AI Functionality Subprocessors. Your AI by Zapier step may fail if its content violates the subprocessors’ usage policies.
• AI by Zapier cannot search and extract information from websites or any URLs.
• You can include up to 20 knowledge sources in each AI by Zapier step.
• Knowledge sources are stored in your Zapier account until you delete the specific content or entire Zap from within the product.
• When using image analysis, ensure your image URL is directly accessible. For Dropbox files, use the "Direct File link" rather than the "Share Link" to ensure AI by Zapier can properly access and analyze the image.

Next steps

• Add tools to your AI by Zapier step: Let AI by Zapier use apps and knowledge sources to complete your prompt.
• AI by Zapier model tier pricing: Understand how task usage is calculated for AI by Zapier steps.