Best practices for using Zapier Copilot

The way you prompt and interact with Zapier Copilot influences the quality of what it builds for you. These best practices will help you write prompts that produce better results, manage longer conversations without running into errors, and use Copilot's features to stay in control of your workflows.

Beta

Zapier Copilot is in open beta. It's available for use, but still in active development and may change.

Write clear, specific prompts

Copilot works best when you describe your workflow in plain language and include key details. A strong prompt usually includes your goal, trigger, actions, apps, and any conditions or field requirements.

When writing your prompt:

• Describe the outcome you want, not just the tools to use. Try to give Copilot a full picture of your workflow by including the trigger event, the actions you need, and how they connect.
• If you can, mention the apps, triggers, and actions you want to use, and how they should connect. Copilot can suggest options, but naming specifics reduces guesswork.
• Include details about field values and conditions. Specify which fields to map, what values to filter on, and any thresholds or rules Copilot should follow.

Learn more about how to prompt AI in Zapier products.

Use Copilot to troubleshoot and refine existing workflows

Copilot is not only for building new workflows. You can use it in an existing Zap to troubleshoot errors, understand how steps work, or make changes without starting from scratch.

You can ask Copilot to:

• Explain fields and steps. If you're unsure what a field does, ask Copilot to explain it. Copilot can also describe the purpose of a step or how data flows between steps.
• Troubleshoot errors. Describe the error you're encountering, and Copilot can suggest fixes.
• Edit published Zaps. Prompt Copilot to add, replace, or reconfigure steps in Zaps that are already live, without rebuilding from scratch.
• Get automation advice. Ask Copilot for suggestions without building anything.

To review Copilot's decision-making process, click Show reasoning in the sidebar to expand details about the logic behind each action it takes.

Organize complex prompts

When prompts include multiple instructions, Copilot can misinterpret how the parts relate to each other by either mixing up unrelated steps or failing to see connections between related ones. Two techniques help you control this:

• If your instructions are distinct parts of a workflow that Copilot is mixing up, use boundaries to separate them.
• If your instructions are connected but Copilot is treating them as separate tasks, blend them into a single sentence.

Use boundaries to separate unrelated parts

For multi-step or multi-product workflows, organize your prompt into sections so Copilot can follow each part without mixing up instructions. You can separate requirements by wrapping them in XML tags (< >) or by starting them with hashtags (#). Without boundaries, details from one part of your request can bleed into another, which may cause unexpected results.

When a new row is added to my Google Sheets "Leads" spreadsheet



Only continue if the "Status" column is "Qualified"



Create a new contact in HubSpot with the lead's name and email.
Send a Slack message to the #sales channel with the lead's details.

# Trigger
When a new row is added to my Google Sheets "Leads" spreadsheet

# Filter
Only continue if the "Status" column is "Qualified"

# Actions
Create a new contact in HubSpot with the lead's name and email.
Send a Slack message to the #sales channel with the lead's details.

Blend related instructions together

When Copilot treats related instructions as separate tasks, combining them into a single sentence helps Copilot understand how the pieces relate.

Frame instructions positively

Tell Copilot what you want it to do rather than what you do not want it to do. Positive instructions define the behavior you want, while negative instructions leave the desired alternative unclear. For example, "Don't send texts on weekends" tells Copilot what to avoid but not what to do instead — it has to guess whether you want texts on weekdays, no texts at all, or something else.

Use consistent naming

Refer to steps, fields, and apps the same way throughout your conversation. If you ask Copilot to create a table field called "Deal Status" the first time, keep calling it "Deal Status" in follow-up messages. Inconsistent naming can cause Copilot to create duplicate fields or misinterpret your instructions.

Choose the right build mode

When you start building a Zap with Copilot, you can choose between two modes. Pick the one that matches how much control you want.

• Auto-build: Copilot automatically sets up apps, actions, connections, and field mappings. This works well for straightforward workflows where you trust Copilot to make decisions.
• Ask as you build: Copilot suggests changes but asks for your confirmation before making them. Use this when you want to review each step, when your workflow handles sensitive data, or when it could use a large number of tasks.

Copilot saves your mode preference in your browser, so it applies the next time you open Copilot.

Learn more about using AI to generate Zaps.

Save checkpoints regularly

Checkpoints let you save a version of your Zap at a specific point in the Copilot conversation, so you can revert if something goes wrong. To create a checkpoint, click the clock icon at the top of the Copilot sidebar.

Save a checkpoint:

• Before asking Copilot to make a major change to your workflow.
• Once you're happy with a section of work that Copilot helped you with.
• Before experimenting with different approaches.

Note

When you revert to a checkpoint, you will not be able to revert to any earlier checkpoints until you create a new one. Create checkpoints frequently to preserve your progress.

If a change does not work as expected, click Undo or Versions if they're available before rebuilding your workflow.

Manage your conversation length

Long Copilot conversations can exceed the context window, which may cause errors or less accurate responses. To keep your conversation productive:

• Clear the chat when you've finished a section of your workflow. Click the settings icon at the top of the Copilot sidebar and select Clear chat.
• Break complex workflows into phases. Build and finalize one part of your workflow before moving to the next.
• Use shorter prompts when refining. Once your workflow is set up, send focused follow-up messages instead of repeating your entire request.

Test steps yourself

While Copilot can build and configure your workflow, testing each step yourself helps you catch issues before your Zap goes live. Use testing to:

• Verify that field mappings send the correct data between steps.
• Confirm that filters and paths route data as expected.
• Check that connected app accounts have the right permissions.
• Test with a small sample first, especially if Copilot adds Looping, Paths, or bulk update steps. This helps you confirm the logic before a larger run uses more tasks.

Testing manually also reduces the number of Copilot messages you use, which helps if you're on a Free plan with daily message limits.

Use Copilot across all Zapier products

Copilot is not limited to Zaps. You can use it to build and configure workflows across all Zapier products.

• Zaps: Build automated workflows from simple descriptions.
• Canvas: Design workflow layouts and process maps.
• Tables: Create fields, add data, and set up filtered views.
• Forms: Design forms that flow into tables and trigger workflows.
• Agents: Create AI-powered agents for complex, multi-step processes.
• Functions: Use Copilot to change and debug functions.

Your conversation carries over when Copilot moves you between products, so you can build cross-product systems in a single interaction.

Provide feedback to improve results

Rate Copilot's responses as you build by hovering over a step in the sidebar and clicking the thumbs up or thumbs down icon. Add a comment to explain what worked or did not. This feedback helps improve Copilot's accuracy over time.

If Copilot's response does not match your expectations, name the specific dimension that needs to change rather than starting over. One targeted correction is often faster than rephrasing your entire request.

Use voice and file inputs

For quick or complex ideas, you can dictate your prompt or attach reference materials:

• Click the microphone icon to describe your workflow out loud.
• Click the file icon to attach an image, screenshot, or file.

This is especially useful when you have a visual reference, like a flowchart or a screenshot of a process you want to automate.

Next steps

• Learn what Zapier Copilot can do.
• Follow the tutorial to use AI to generate Zaps.
• Learn how to prompt AI in Zapier products.
• Read the blog guide on building systems with Zapier Copilot.