⚡ Automation
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.
Zapier integration requires Cleft Plus. Upgrade here to unlock advanced automation capabilities.
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
Voice Notes → Task Manager
Apps: Cleft → Todoist/Asana/ClickUp/Monday.comTrigger: New note in Cleft with #task tagActions:
- Extract action items from note transcription
- 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
- Add note link as task description
- Send confirmation notification
- 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
Meeting Notes → Project Updates
Apps: Cleft → Slack/Microsoft Teams + Asana/TrelloTrigger: New note with #meeting tagActions:
- Process meeting note with custom instructions
- Extract action items and decisions
- Create project tasks with owners and deadlines
- Post summary to relevant team channel
- Update project status boards
- Schedule follow-up reminders
- Daily standup summaries
- Client meeting follow-ups
- Strategic planning session outcomes
- Team coordination updates
CRM and Sales Automation
Client Call Notes → CRM Updates
Client Call Notes → CRM Updates
Apps: Cleft → Salesforce/HubSpot/PipedriveTrigger: New note in “Client Calls” folderActions:
- Parse client name and deal stage from note
- Update contact record with call summary
- Create follow-up tasks with due dates
- Update deal probability based on call sentiment
- Schedule next touchpoint in CRM
- Notify team of significant developments
- Sentiment analysis on client interactions
- Automatic lead scoring adjustments
- Pipeline stage progression triggers
- Commission calculation updates
Sales Pipeline Tracker
Sales Pipeline Tracker
Apps: Cleft → Google Sheets/Airtable + EmailTrigger: Note tagged with #prospect or #dealActions:
- Add prospect information to tracking spreadsheet
- Calculate deal probability and timeline
- Create follow-up sequence in email tool
- Generate weekly sales report
- Alert manager to high-value opportunities
- Update forecasting models
- Lead source and qualification score
- Deal size and close probability
- Sales cycle progress
- Revenue forecasting data
Content Creation Workflows
Content Ideas → Editorial Calendar
Content Ideas → Editorial Calendar
Apps: Cleft → Notion/Airtable + Buffer/HootsuiteTrigger: New note with #content-idea tagActions:
- Extract content topic and target audience
- Add to editorial calendar with publication date
- Create content brief with key points
- Assign to content creators
- Schedule social media promotion
- Set up performance tracking
- Blog posts and articles
- Social media campaigns
- Video and podcast concepts
- Email newsletter topics
Research Notes → Knowledge Base
Research Notes → Knowledge Base
Apps: Cleft → Notion/Obsidian + SlackTrigger: Note tagged with #researchActions:
- Process research findings with AI
- Add to company knowledge base
- Tag with relevant categories and topics
- Notify relevant team members
- Create learning resources
- Update training materials
- Market research and trends
- Competitive intelligence
- Technical documentation
- Best practices and methodologies
Communication Automation
Voice Memos → Team Updates
Voice Memos → Team Updates
Apps: Cleft → Slack/Discord/Microsoft TeamsTrigger: New note in “Team Updates” folderActions:
- Format note for team communication
- Post to appropriate channels based on content
- Create threaded discussions for complex topics
- Notify stakeholders of critical updates
- Archive updates in searchable format
- Generate weekly team digest
- Project status reports
- Incident response communications
- Strategic announcements
- Process change notifications
Client Communication Generator
Client Communication Generator
Apps: Cleft → Gmail/Outlook + CalendarTrigger: Note tagged with #client-emailActions:
- Generate professional email draft
- Add to outbox with send timing
- Create calendar reminder for follow-up
- Log communication in CRM
- Set up response tracking
- Schedule recurring check-ins
- Project updates and milestones
- Proposal and contract discussions
- Issue resolution communications
- Relationship maintenance touchpoints
Data Analysis and Reporting
Daily Insights → Analytics Dashboard
Daily Insights → Analytics Dashboard
Apps: Cleft → Google Sheets/Data StudioTrigger: Daily note with #metrics tagActions:
- Extract KPIs and metrics from voice notes
- Update performance tracking spreadsheet
- Refresh analytics dashboard
- Generate trend analysis
- Send alerts for significant changes
- Create executive summary reports
- Business performance indicators
- Team productivity measures
- Customer satisfaction scores
- Financial tracking data
Expense Tracking Automation
Expense Tracking Automation
Apps: Cleft → QuickBooks/Expensify + EmailTrigger: Note containing expense informationActions:
- Extract expense amount and category
- Create expense report entry
- Attach voice note as receipt/documentation
- Submit for approval workflow
- Update budget tracking
- Generate tax categorization
- Travel and transportation
- Meals and entertainment
- Equipment and software
- Professional development
Advanced Workflow Templates
Multi-Step Process Automation
Complete Project Lifecycle
Complete Project Lifecycle
Trigger: New project planning noteMulti-App Workflow:
- Cleft → Notion: Create project documentation
- Notion → Asana: Generate project tasks and timeline
- Asana → Slack: Notify team and stakeholders
- Slack → Calendar: Schedule kickoff and milestone meetings
- Calendar → Email: Send meeting invites and preparation materials
- Email → CRM: Update client relationship records
- Reduces project setup time by 80%
- Ensures consistent project documentation
- Eliminates manual data entry across tools
- Maintains stakeholder alignment automatically
Knowledge Management Pipeline
Knowledge Management Pipeline
Trigger: Learning or insight noteProcessing Chain:
- Cleft → AI Processing: Extract key concepts and insights
- AI → Knowledge Base: Add to searchable repository
- Knowledge Base → Team Chat: Share relevant insights
- Team Chat → Learning Platform: Create training materials
- Learning Platform → Calendar: Schedule knowledge sharing sessions
- Calendar → Analytics: Track learning impact metrics
- Industry trends and market intelligence
- Technical skills and best practices
- Customer insights and feedback
- Process improvements and innovations
Industry-Specific Templates
Healthcare Practice Management
Healthcare Practice Management
Apps: Cleft → Practice Management System + InsuranceWorkflow:
- Patient consultation voice notes → Medical records
- Treatment plans → Appointment scheduling
- Insurance information → Claims processing
- Follow-up requirements → Patient communication
- Billing notes → Revenue cycle management
- HIPAA-compliant data handling
- Audit trail maintenance
- Secure patient information transfer
- Regulatory reporting automation
Legal Case Management
Legal Case Management
Apps: Cleft → Case Management Software + BillingWorkflow:
- Client intake notes → Case file creation
- Research findings → Legal document database
- Time tracking → Billing system integration
- Court dates → Calendar and reminder system
- Case outcomes → Client communication
- Confidentiality protection
- Billable hour tracking
- Document version control
- Deadline management
Real Estate Transaction Management
Real Estate Transaction Management
Apps: Cleft → CRM + Transaction ManagementWorkflow:
- Property showing notes → Client preferences database
- Offer strategies → Transaction tracking
- Negotiation points → Document preparation
- Closing coordination → Communication automation
- Post-sale follow-up → Relationship maintenance
- 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
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
- Refresh app connections
- Simplify trigger conditions
- Check note content matches expected format
Data formatting issues
Data formatting issues
Common Problems:
- Dates not parsing correctly
- Text formatting lost in transfer
- Special characters causing errors
- Add formatting steps in Zapier
- Use consistent date/time formats in voice notes
- Test with various content types
Automation running too frequently
Automation running too frequently
Causes:
- Broad trigger conditions
- Testing workflows still active
- Recursive automation loops
- Add specific filtering conditions
- Turn off test workflows
- Add delays between actions
Performance Optimization
- 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