Zapier Templates

Powerful Zapier workflows to connect Cleft with your entire productivity stack

Connect Cleft to thousands of apps with these proven Zapier workflows. Automate your entire productivity ecosystem and eliminate manual data transfer.

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Getting Started with Zapier

1. Connect Your Accounts

   Link your Cleft Plus account and target apps in Zapier

2. Choose a Template

   Select from the workflows below or build custom automation

3. Customize Triggers and Actions

   Adjust settings to match your specific workflow needs

4. Test and Activate

   Run test scenarios before turning on automation

Essential Workflow Templates

Task Management Automation

Voice Notes → Task Manager

Apps: Cleft → Todoist/Asana/ClickUp/Monday.com

Trigger: New note in Cleft with #task tag

Actions:

1. Extract action items from note transcription
2. Create tasks in your task manager with:
   • Task title from note content
   • Due date based on note context
   • Project assignment from note tags
   • Priority level from note urgency indicators
3. Add note link as task description
4. Send confirmation notification

Customization Options:

• Filter by specific folders or tags
• Parse due dates from natural language
• Assign to team members based on note content
• Create subtasks from bullet points

Meeting Notes → Project Updates

Apps: Cleft → Slack/Microsoft Teams + Asana/Trello

Trigger: New note with #meeting tag

Actions:

1. Process meeting note with custom instructions
2. Extract action items and decisions
3. Create project tasks with owners and deadlines
4. Post summary to relevant team channel
5. Update project status boards
6. Schedule follow-up reminders

Use Cases:

• Daily standup summaries
• Client meeting follow-ups
• Strategic planning session outcomes
• Team coordination updates

CRM and Sales Automation

Client Call Notes → CRM Updates

Apps: Cleft → Salesforce/HubSpot/Pipedrive

Trigger: New note in “Client Calls” folder

Actions:

1. Parse client name and deal stage from note
2. Update contact record with call summary
3. Create follow-up tasks with due dates
4. Update deal probability based on call sentiment
5. Schedule next touchpoint in CRM
6. Notify team of significant developments

Advanced Features:

• Sentiment analysis on client interactions
• Automatic lead scoring adjustments
• Pipeline stage progression triggers
• Commission calculation updates

Sales Pipeline Tracker

Apps: Cleft → Google Sheets/Airtable + Email

Trigger: Note tagged with #prospect or #deal

Actions:

1. Add prospect information to tracking spreadsheet
2. Calculate deal probability and timeline
3. Create follow-up sequence in email tool
4. Generate weekly sales report
5. Alert manager to high-value opportunities
6. Update forecasting models

Metrics Tracked:

• Lead source and qualification score
• Deal size and close probability
• Sales cycle progress
• Revenue forecasting data

Content Creation Workflows

Content Ideas → Editorial Calendar

Apps: Cleft → Notion/Airtable + Buffer/Hootsuite

Trigger: New note with #content-idea tag

Actions:

1. Extract content topic and target audience
2. Add to editorial calendar with publication date
3. Create content brief with key points
4. Assign to content creators
5. Schedule social media promotion
6. Set up performance tracking

Content Types Supported:

• Blog posts and articles
• Social media campaigns
• Video and podcast concepts
• Email newsletter topics

Research Notes → Knowledge Base

Apps: Cleft → Notion/Obsidian + Slack

Trigger: Note tagged with #research

Actions:

1. Process research findings with AI
2. Add to company knowledge base
3. Tag with relevant categories and topics
4. Notify relevant team members
5. Create learning resources
6. Update training materials

Knowledge Categories:

• Market research and trends
• Competitive intelligence
• Technical documentation
• Best practices and methodologies

Communication Automation

Voice Memos → Team Updates

Apps: Cleft → Slack/Discord/Microsoft Teams

Trigger: New note in “Team Updates” folder

Actions:

1. Format note for team communication
2. Post to appropriate channels based on content
3. Create threaded discussions for complex topics
4. Notify stakeholders of critical updates
5. Archive updates in searchable format
6. Generate weekly team digest

Update Types:

• Project status reports
• Incident response communications
• Strategic announcements
• Process change notifications

Client Communication Generator

Apps: Cleft → Gmail/Outlook + Calendar

Trigger: Note tagged with #client-email

Actions:

1. Generate professional email draft
2. Add to outbox with send timing
3. Create calendar reminder for follow-up
4. Log communication in CRM
5. Set up response tracking
6. Schedule recurring check-ins

Email Templates:

• Project updates and milestones
• Proposal and contract discussions
• Issue resolution communications
• Relationship maintenance touchpoints

Data Analysis and Reporting

Daily Insights → Analytics Dashboard

Apps: Cleft → Google Sheets/Data Studio

Trigger: Daily note with #metrics tag

Actions:

1. Extract KPIs and metrics from voice notes
2. Update performance tracking spreadsheet
3. Refresh analytics dashboard
4. Generate trend analysis
5. Send alerts for significant changes
6. Create executive summary reports

Metrics Examples:

• Business performance indicators
• Team productivity measures
• Customer satisfaction scores
• Financial tracking data

Expense Tracking Automation

Apps: Cleft → QuickBooks/Expensify + Email

Trigger: Note containing expense information

Actions:

1. Extract expense amount and category
2. Create expense report entry
3. Attach voice note as receipt/documentation
4. Submit for approval workflow
5. Update budget tracking
6. Generate tax categorization

Expense Categories:

• Travel and transportation
• Meals and entertainment
• Equipment and software
• Professional development

Advanced Workflow Templates

Multi-Step Process Automation

Complete Project Lifecycle

Trigger: New project planning note

Multi-App Workflow:

1. Cleft → Notion: Create project documentation
2. Notion → Asana: Generate project tasks and timeline
3. Asana → Slack: Notify team and stakeholders
4. Slack → Calendar: Schedule kickoff and milestone meetings
5. Calendar → Email: Send meeting invites and preparation materials
6. Email → CRM: Update client relationship records

Automation Benefits:

• Reduces project setup time by 80%
• Ensures consistent project documentation
• Eliminates manual data entry across tools
• Maintains stakeholder alignment automatically

Knowledge Management Pipeline

Trigger: Learning or insight note

Processing Chain:

1. Cleft → AI Processing: Extract key concepts and insights
2. AI → Knowledge Base: Add to searchable repository
3. Knowledge Base → Team Chat: Share relevant insights
4. Team Chat → Learning Platform: Create training materials
5. Learning Platform → Calendar: Schedule knowledge sharing sessions
6. Calendar → Analytics: Track learning impact metrics

Knowledge Categories:

• Industry trends and market intelligence
• Technical skills and best practices
• Customer insights and feedback
• Process improvements and innovations

Industry-Specific Templates

Healthcare Practice Management

Apps: Cleft → Practice Management System + Insurance

Workflow:

1. Patient consultation voice notes → Medical records
2. Treatment plans → Appointment scheduling
3. Insurance information → Claims processing
4. Follow-up requirements → Patient communication
5. Billing notes → Revenue cycle management

Compliance Features:

• HIPAA-compliant data handling
• Audit trail maintenance
• Secure patient information transfer
• Regulatory reporting automation

Legal Case Management

Apps: Cleft → Case Management Software + Billing

Workflow:

1. Client intake notes → Case file creation
2. Research findings → Legal document database
3. Time tracking → Billing system integration
4. Court dates → Calendar and reminder system
5. Case outcomes → Client communication

Legal-Specific Features:

• Confidentiality protection
• Billable hour tracking
• Document version control
• Deadline management

Real Estate Transaction Management

Apps: Cleft → CRM + Transaction Management

Workflow:

1. Property showing notes → Client preferences database
2. Offer strategies → Transaction tracking
3. Negotiation points → Document preparation
4. Closing coordination → Communication automation
5. Post-sale follow-up → Relationship maintenance

Real Estate Features:

• Property comparison tools
• Market analysis integration
• Commission calculation
• Referral tracking

Custom Workflow Builder

Design Your Own Automation

1. Map Your Current Process

   Document how information flows through your current workflow

2. Identify Pain Points

   Find manual tasks that could be automated

3. Choose Your App Stack

   Select the tools you want to connect with Cleft

4. Design Trigger Conditions

   Decide what Cleft actions should start automation

5. Build and Test

   Create the Zapier workflow and test with real data

Common Automation Patterns

Capture → Process → Distribute

Voice note → AI processing → Multiple destination apps

Trigger → Analyze → Alert

Specific content → Data analysis → Stakeholder notification

Schedule → Prepare → Execute

Time-based trigger → Information gathering → Action execution

Input → Enrich → Store

Raw data → Context addition → Permanent storage

Troubleshooting and Optimization

Common Issues and Solutions

Zapier workflow not triggering

Check:

• Cleft Plus subscription is active
• Zapier connection is authorized
• Trigger conditions match your note format
• Test with simple example first

Solutions:

• Refresh app connections
• Simplify trigger conditions
• Check note content matches expected format

Data formatting issues

Common Problems:

• Dates not parsing correctly
• Text formatting lost in transfer
• Special characters causing errors

Solutions:

• Add formatting steps in Zapier
• Use consistent date/time formats in voice notes
• Test with various content types

Automation running too frequently

Causes:

• Broad trigger conditions
• Testing workflows still active
• Recursive automation loops

Solutions:

• Add specific filtering conditions
• Turn off test workflows
• Add delays between actions

Performance Optimization

Speed

• Use webhook triggers for instant processing
• Minimize the number of steps in workflows
• Filter early to reduce unnecessary processing
• Use batch processing for bulk operations

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