Get up early, do some stuff at home, go to work, you get thousands of emails, files, conversations, go to the store to buy some stuff for everyday needs, get things done at home etc. and you’ll notice how much stuff have you forgotten to do. Every single of us is familiar with this. Now we have magical tools which can help us like calendars, to-do lists, and note taking apps. Why not link them together? For this purpose we have a great tool, called Zapier.

It doesn’t matter which tools you use to organize your life, there is a big chance that Zapier supports your apps, and you can link them together. We will show you some helpful use cases.

Turn your Trello cards into Google Calendar events

First of all you need to choose a concrete trigger and action.
Calender triggering
The second and third steps are the account synchronizations. Zapier will save your account links, so you need to connect your accounts only once.
Account synchronisation
The fourth step is about the trigger application (in this case: Trello). Zapier can observes to all of your boards and lists, or you can limit it. Choosing a board or a list will trigger all new cards (or another action what you have chosen at the first step) on that board or list.
Trello trigger
The very best things here are the custom filters. With these, you can clarify your criteria as you wish. Practically you can add if-then-else business logic to your criteria, and you will get exactly what you need in your calendar.
Custom filter adding
The fifth step is to set your action up (in this case your Google calendar). You need to specify your calendar at first (make sure that you have write access to the chosen calendar). As you can see you can specify every single detail of an event with data from Trello.
Action settings
The last two steps are to test your Zap and give it a name.
In the next three use cases we will highlight the filters and the benefits of each use case.

Create Trello Card from Email

The trigger will be your Gmail account. It could be activated by new email, thread, attachment etc. Jumping on the fourth step you need to enter a tag name from your Gmail. The best side of this use case is that you can use Google’s expressions to search for your mails. You can also include logical operations.
The product of this trigger will be a card on the predefined board and list. Here you can give a label to your new card, and also you can mention Trello member. The mentioned buddy will receive a message that you tagged him.

Create File on Cloud from Gmail

Gmail account plays the role of the trigger. The filter section is the same like in the previous use case. On the other side the product will be files from the email’s attachments on cloud. You can choose among Dropbox, Google Drive, OneDrive or Box as cloud service. You can also specify the filename and the file extension.

Archive Emails for Reference

If you think that you need to store important emails in multiple places for backup, this Zap is for you! The trigger is the Gmail again. The product could be an Evernote entry, text file on your Dropbox or maybe a spreadsheet row in your Google Docs. You can specify them in the same way as we mentioned in the previous use cases.


Zapier could be super handy if you set up everything what you need in a good harmony. There are lots of use cases what are really interesting and we didn’t mention them. You can also organize your whole project not just make your life easier. Zapier have the ability to communicate with Jenkins and Jira.
Zapier is the most open, highly customizable task automation tool on the market. There is one downside… If you want more than 100 tasks/month or want to create more than 5 Zaps you will need to pay for it.

Share with us how do you use Zapier

Posted By Tihomir Turzai

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