zapier-workflows

What this skill does

# Zapier Workflows Skill

## The Problem This Solves

**Zapier MCP gives Claude access to 8,000+ individual tools** (every Zapier action), but there are critical limitations:

❌ **No memory** - Claude doesn't remember which tools YOU use or why
❌ **No context** - Doesn't know when to use specific tools for your workflows
❌ **Only one-off actions** - Can't trigger your complex, multi-step Zaps
❌ **Fresh start every session** - All context lost between conversations

### The Two Types of Zapier Automation

**1. MCP Tools (One-Off Actions)**
- Individual Zapier actions (Add row to sheet, Send email, etc.)
- Available via Zapier MCP at https://mcp.zapier.com/mcp/servers
- Great for flexible, on-the-fly automation
- **Problem:** 8,000+ choices with no guidance on which to use or when

**2. Multi-Step Zaps (Webhook-Triggered)**
- Complex workflows you've built in Zapier dashboard
- Multiple actions chained together, pre-optimized
- Triggered via webhook URL (POST request)
- **Problem:** Claude can't trigger these - they're not in the MCP

## What This Skill Does

**This skill solves both problems** by giving Claude persistent memory for your Zapier workflows:

✅ **Remembers your MCP tool preferences** - "Use Google Sheets for expenses, Notion for tasks"
✅ **Knows when/why to use each tool** - "Search with Perplexity when researching, not Google"
✅ **Triggers multi-step Zaps** - "Run my daily digest" = webhook POST to your complex Zap
✅ **Self-learning** - Claude updates the skill as you teach it, never forgets
✅ **Cross-session persistence** - Works across all conversations (global install)

### What You Get

**For Multi-Step Zaps:**
- Store webhook URLs and what they do
- Trigger complex workflows just by asking
- Remember when/why to use each Zap
- Document costs, timing, outputs

**For MCP Tools:**
- Document which tools you prefer for which tasks
- Build reusable workflow patterns
- Store tool-specific preferences (sheet names, formats, etc.)
- Create multi-tool orchestration sequences

**Self-Learning:**
- Claude automatically updates skill files when you teach it
- Changes persist forever (global install) or per-project (local install)
- No manual editing required - just talk to Claude

## Installation & Setup

### Installation Location

**Global (`~/.claude/skills/`) - RECOMMENDED:**
- Learned patterns persist across ALL projects
- One Zap library for everything
- Preferences carry over to all projects

**Project-level (`./.claude/skills/`):**
- Learned patterns ONLY in this project
- Isolated from other projects
- Useful for project-specific workflows

### ⚠️ Security Warning

**IMPORTANT:** This skill stores webhook URLs and workflow details in plain text files.

**Webhook URLs contain authentication tokens.** If someone has your webhook URL, they can trigger your Zaps.

**Best practices:**
- ✅ Install globally at `~/.claude/skills/` (not in project repos)
- ✅ Add `.claude/` to your `.gitignore` if installed in a project
- ✅ Never commit skill files with real webhook URLs to public repos
- ✅ Regenerate webhook URLs if accidentally exposed
- ✅ Use Zapier's webhook authentication features when available

**If you need to share this skill:**
- Remove real webhook URLs first
- Replace with placeholder examples
- Or use separate webhook URLs for sharing/testing

### Prerequisites

**Required:**
- Claude Code
- Zapier account (for webhooks and MCP tools)

**Optional:**
- Additional MCP tools based on your workflows (Perplexity Search, Google Sheets, etc.)

### Setting Up Zapier MCP

To connect Zapier's MCP tools to Claude Code:

1. **Go to Zapier MCP servers:**
   - Visit https://mcp.zapier.com/mcp/servers
   - Login to your Zapier account if prompted

2. **Create a new MCP server:**
   - Click "New MCP Server" button (top left)
   - In "MCP Client (required)" dropdown, select **Claude Code**
   - Give your server a name (e.g., "My Zapier Tools")

3. **Add tools:**
   - Click "Add tools" button
   - Select as many Zapier actions as you want (each becomes an MCP tool)
   - Common tools: Run Zap, Add Row to Google Sheets, Send Email, etc.

4. **Connect to Claude Code:**
   - Click "Connect" button
   - You'll see a command like this:
   ```bash
   claude mcp add zapier https://mcp.zapier.com/api/mcp/mcp -t http -H "Authorization: Bearer ZjFmZGJkN..................1NjBhYzc2MDRlYg=="
   ```
   - Copy and run this command in your terminal

5. **Restart Claude Code:**
   - Close and reopen Claude Code
   - Your Zapier MCP tools are now available

**Tip:** You can add more tools later by editing your MCP server in Zapier and running the connect command again.

### Creating Webhook-Triggered Zaps

For pre-built, optimized workflows that you want to trigger on-demand:

1. **In Zapier dashboard:**
   - Create a new Zap
   - Choose "Webhooks by Zapier" as trigger
   - Select "Catch Hook"
   - Copy the webhook URL provided

2. **Build your workflow:**
   - Add whatever actions you want (API calls, data processing, etc.)
   - Test and optimize the Zap

3. **Document it in this skill:**
   - Tell Claude about the new Zap (webhook URL, what it does, trigger phrases)
   - Claude will add it to `references/zaps.md` automatically
   - Now you can trigger it by just asking Claude!

**Webhook vs MCP Tools:**
- **Webhooks:** Pre-built, multi-step Zaps you trigger with a POST request. Great for complex, optimized workflows.
- **MCP Tools:** Individual Zapier actions called directly. Great for flexible, on-the-fly automation.

## Self-Improvement Protocol

**CRITICAL: This skill can and should edit itself to learn from user feedback.**

When the user teaches you something new or corrects your approach:

1. **Identify what to update:**
   - New Zap to document → Edit `references/zaps.md`
   - MCP tool preference → Edit `references/mcp-patterns.md`
   - New workflow pattern → Edit `references/mcp-patterns.md`

2. **Make the edit using Claude Code tools:**
   - Read the file first with the **Read** tool
   - Update with the **Edit** tool (specify exact `old_string` and `new_string`)
   - Confirm the change to the user

3. **Update format:**
   ```markdown
   User: "Use Apollo instead of Clearbit for company data"
   Claude: [uses Read tool on references/mcp-patterns.md]
           [uses Edit tool to update the preference]
           "Updated! I'll use Apollo for company enrichment from now on.
            This change is now permanent in the skill."
   ```

**What to capture in skill updates:**
- ✅ Tool preferences (which tool for which task)
- ✅ Workflow sequences (step-by-step patterns)
- ✅ Error handling approaches
- ✅ Data formatting requirements
- ✅ New Zaps and their details
- ❌ One-off requests (don't clutter the skill)
- ❌ Temporary context (use memory instead)

## Decision Logic

### When to Use Webhook-Triggered Zaps

Use webhooks when:
- Task is complex, multi-step, and already refined
- User mentions a specific Zap name (check `references/zaps.md`)
- Deterministic execution is critical
- Task involves 5+ API calls or complex orchestration
- Cost/time efficiency matters (pre-built Zaps are optimized)

### When to Use MCP Tool Orchestration

Use MCP tools when:
- Task is simple (1-3 actions)
- Flexibility is needed (parameters change)
- Testing a new workflow pattern
- User explicitly asks to use specific MCP tools

## Execution Pattern

1. **Listen for triggers:** Workflow names, "run", "trigger", "search", "research", etc.
2. **Check references:** Use Read tool on appropriate reference file for details
3. **Check prerequisites:**
   - **If MCP tools needed but not available:** Provide Zapier MCP setup instructions (see below)
   - **If MCP tools available but not documented:** Trigger tool discovery protocol (see below)
   - **If webhook URL needed but not in references:** Provide webhook extraction instructions (see below)
4. **Execute:**
   - **For webhook-triggered Zaps:** Use Bash tool with curl to POST to webhook URL (webhooks are created in Zapier dashboard w