Zapier

When to use

Zapier lets you send content to Workflowy from thousands of other apps without any code. Set up a Zap with Workflowy as the action, point it at a node in your document, and new items will be created there whenever the trigger fires. Useful for routing emails, tasks, RSS entries, or form submissions into Workflowy automatically.

Note: Note that Zapier currently supports sending content to Workflowy but not the other way around.

Set up a Zap

Keep your API key private. It gives access to your Workflowy account and continues working unless you delete or regenerate it.

Choose a save location

Leave Save location URL empty to add new items to Workflowy Home. To use another destination, copy the destination item's Workflowy URL and paste it into Zapier's Save location URL field.

A shared item can be a save location when the connected Workflowy account has Can edit or Admin access. Read Share and collaborate for more about permissions.

Starter Zaps

• Gmail emails - Forward incoming Gmail messages to Workflowy through a custom Zapier email address.
• Dropbox file uploads - Add a Workflowy item with a file link when a file is uploaded to a Dropbox folder.
• Email text snippet - Send text received at a custom Zapier email address into Workflowy.
• Google Calendar - Create a Workflowy item when a new Google Calendar event is added. For a continuously updated calendar inside Workflowy, use the native Google Calendar integration.
• Google Contacts - Create a Workflowy item when a new Google contact is saved.
• Google Drive upload - Add a Workflowy item with a file link when a file is uploaded to a Google Drive folder.
• Google Form responses - Send new Google Forms responses into Workflowy.
• Reddit posts - Send new Reddit posts from a subreddit, user, or search term into Workflowy.
• RSS feed - Send new entries from an RSS feed into Workflowy.
• Slack mentions - Send selected Slack messages or mentions into Workflowy.
• Todoist tasks - Add new Todoist tasks to Workflowy.
• ChatGPT voice memo transcription - Transcribe emailed voice memos with OpenAI and send the text into Workflowy.
• YouTube video search results - Send new YouTube search results into Workflowy.

Timing

Some Zapier triggers are instant, and others check for new information on a schedule. This can take between 1 and 15 minutes to notice new information, depending on your Zapier plan. Learn how Zapier triggers work.

Troubleshooting

• Workflowy authentication failed: Copy your current API key from workflowy.com/api-key into the Workflowy connection in Zapier. If it is still rejected, delete the key, generate a replacement, and reconnect Workflowy.
• Save location is invalid or was not found: Copy the destination's current Workflowy item URL again. Confirm the item has not been deleted and that the connected account can edit it.
• Permission denied: The connected Workflowy account cannot write to that destination. For shared content, ask its owner for Can edit or Admin access, or choose a destination owned by your account.
• Monthly item quota used: The connected Workflowy account has reached its monthly item limit. Wait for the quota to renew or upgrade to Workflowy Pro.
• Rate limit reached: Reduce how frequently the trigger fires or how many Workflowy items the Zap creates at once, then retry the failed Zap run.
• The Zap runs later than expected: Check the Zap's run history before publishing duplicate test data. Polling frequency depends on the trigger and your Zapier plan.
• Zapier reports a service problem: Check Zapier Status. If Zapier is operational and the Workflowy step still fails, contact Workflowy support with the error text, but do not include your API key.