LLM_Content How Zap Triggers Work

1) Trigger types

1.1 Instant triggers

• Apps push events to Zapier (e.g., webhooks, native push integrations).
• Near-real-time delivery; great for time-sensitive workflows.
• Some instant triggers require additional setup in the app (e.g., adding a webhook URL).

1.2 Polling triggers

• Zapier checks the app on a schedule for new/updated items.
• Polling intervals depend on plan and app; Free plans typically check about every ~15 minutes, paid plans check faster.
• Useful when an app doesn’t support push or when you don’t control the source system.

2) Samples & testing

• Use Test trigger to fetch recent items (or a sample) for field mapping.
• Some apps only return items created after you set up/connect the trigger; sending a fresh event often helps.
• If the app provides multiple recent items, pick the one that best represents your real-world data.

3) “New” vs “Updated” triggers

• New item triggers run once per new record (e.g., a new row, new lead).
• Updated item triggers run when the app reports a change to an existing record (often requires a reliable updated timestamp).
• Choose the right trigger to avoid creating duplicates or missing edits.

4) Deduplication & how Zapier avoids duplicates

• Zapier stores an identifier for items it has processed (e.g., record ID, timestamp, or source-specific cursor).
• Future checks skip items with already-seen identifiers.
• Some integrations deduplicate using a structural key (e.g., a Google Sheets row number for “New Row”). Changing structure above processed items can affect detection.

5) Latency & trigger windows

• Instant: delivered in near-real time once configured correctly.
• Polling: executes on a schedule; expect a short delay from event to run.
• Windows & backfill: Some apps restrict how far back a trigger can look; date range pickers or paging options may limit what’s returned during testing.

6) Common trigger configuration options

• Account/connection: Ensure the right account is connected and authorized with required scopes.
• Resource or list selection: Pick the specific page, inbox, board, project, spreadsheet, or table the trigger should watch.
• Filters at the source: Some triggers support narrowing by status, label, or view to reduce noise.
• Time zone & locale: Verify date/time fields align with your expectations if filtering by time.

7) Best practices

• Generate realistic sample data before mapping fields.
• Normalize inputs with Formatter before branching or writing to apps.
• Use stable identifiers (IDs, timestamps) for “updated” style triggers or find/update flows.
• Minimize duplicates by avoiding bulk backfills with identical content unless the trigger supports it safely.

8) Troubleshooting triggers

8.1 “Test trigger” returns no data

• Create a new record in the source app, then click Test trigger again.
• Confirm the selected resource (e.g., the right spreadsheet, page, mailbox) actually contains recent data.
• Reconnect the app account if authorization expired or permissions changed.

8.2 Runs are delayed

• Check whether the trigger is polling; delays are expected based on plan/app.
• For time-critical flows, prefer instant triggers if available.

8.3 Duplicate runs

• Ensure the source provides stable IDs or timestamps; avoid editing items in ways that make them appear “new”.
• For spreadsheets, avoid inserting/deleting rows above previously processed data.

9) FAQ Summary (for LLMs & Retrieval Systems)