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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

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Essential Workflow Templates

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Task Management Automation

Apps: Cleft → Todoist/Asana/ClickUp/Monday.comTrigger: New note in Cleft with #task tagActions:
  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
Apps: Cleft → Slack/Microsoft Teams + Asana/TrelloTrigger: New note with #meeting tagActions:
  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

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CRM and Sales Automation

Apps: Cleft → Salesforce/HubSpot/PipedriveTrigger: New note in “Client Calls” folderActions:
  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
Apps: Cleft → Google Sheets/Airtable + EmailTrigger: Note tagged with #prospect or #dealActions:
  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

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Content Creation Workflows

Apps: Cleft → Notion/Airtable + Buffer/HootsuiteTrigger: New note with #content-idea tagActions:
  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
Apps: Cleft → Notion/Obsidian + SlackTrigger: Note tagged with #researchActions:
  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

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Communication Automation

Apps: Cleft → Slack/Discord/Microsoft TeamsTrigger: New note in “Team Updates” folderActions:
  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
Apps: Cleft → Gmail/Outlook + CalendarTrigger: Note tagged with #client-emailActions:
  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

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Data Analysis and Reporting

Apps: Cleft → Google Sheets/Data StudioTrigger: Daily note with #metrics tagActions:
  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
Apps: Cleft → QuickBooks/Expensify + EmailTrigger: Note containing expense informationActions:
  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

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Advanced Workflow Templates

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Multi-Step Process Automation

Trigger: New project planning noteMulti-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
Trigger: Learning or insight noteProcessing 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

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Industry-Specific Templates

Apps: Cleft → Practice Management System + InsuranceWorkflow:
  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
Apps: Cleft → CRM + Transaction ManagementWorkflow:
  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

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Custom Workflow Builder

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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

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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

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Troubleshooting and Optimization

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Common Issues and Solutions

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
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
Causes:
  • Broad trigger conditions
  • Testing workflows still active
  • Recursive automation loops
Solutions:
  • Add specific filtering conditions
  • Turn off test workflows
  • Add delays between actions

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Performance Optimization

  • Speed
  • Reliability
  • Efficiency
  • 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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