Create lookup tables in Zaps

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If your trigger app sends data in a format that one of your action steps cannot use, you can add a lookup table to match the two pieces of information.

With a lookup table, you can automatically match data from one app with the corresponding data needed by another app. You can also use a lookup table to set a custom value for dropdown menu fields

Example

If your trigger app sends the customer's name but your action app needs a customer ID, you can create a lookup table to match the name to the correct ID, and use the result in an action step.

 

This article explains how to create a lookup table using either Zapier Tables or a Formatter step. Each app offers different features, so you can select what works best for your use case:

Use Zapier Tables if:

  • You need to match the same value to multiple pieces of data, for different apps.
  • You want to share access with teammates to maintain the lookup table.

Use Formatter if:

  • The data you want to check comes as line items. Formatter can repeat the process for each line item in your data.
  • You want to set a backup value in case the data received is not available in the lookup table.
Zapier Tables Formatter

Use Zapier Tables as a lookup table

1. Create a table

When using Zapier Tables as a lookup table, you need to create at least two fields: a lookup key and the result you want to use in another app. You can also create more fields if you're using different values in different apps.

To create a new table:

  • Visit https://tables.zapier.com.
  • Click + Create
  • From the Template library, scroll down to find the Lookup table template. Click Start here.

 

2. Fill out the table

If you used the lookup table template, your table will have the following fields:

  • Key: a field to enter the original values that you want to check, coming from a trigger or action app.
  • Value 1, Value 2 and Value 3: you can fill these fields with the corresponding values you need. 

You can remove any of the value fields you do not need by clicking the field name and then clicking Delete field. You can also add extra fields by clicking the + icon on the right side of the table.

 

3. Add the table as a step on your Zap

If you already have a Zap started, you can add an action to it. To start with a new Zap:

  • Click the Linked assets icon on the left sidebar of your table. The Zaps tab will be displayed.
  • Click + Create to start a new Zap.
  • In the dialog box, click the Bring data in option. This will create a Zap with your Table as the first action step.
  • Set up the trigger for your Zap. 

 

4. Map the Zapier Tables output to another action step

Once you have your trigger and the Zapier Tables step ready, you can add a new action at the end of your Zap. This step will receive the corresponding value from the table.

  • Follow the steps to add a new action.
  • Once your app is connected, click the field that will receive the table value.
  • In the dropdown menu, click the name of your Zapier Tables step.
  • Select the name of the field.



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