Our agency works with many different clients and we manage their Zapier automations for them. These workflows can get pretty complicated with lots of steps and connections. The big problem we keep running into is that when something breaks after we make changes, there’s no easy way to go back to how things were before. Zapier doesn’t have a built-in system to track what was changed or let you undo updates. We’ve tried making backup copies of workflows and writing down changes in spreadsheets, but it’s not very reliable. When we need to fix problems or bring new people onto our team, it gets really messy trying to figure out what happened. Are there other agencies dealing with this same issue? What methods or tools have you found that actually help with keeping track of workflow versions and being able to restore them when needed?
The Problem:
You’re managing Zapier workflows for multiple clients and need a reliable method for tracking changes and restoring previous versions when errors occur. Current methods like manual backups and spreadsheets are proving unreliable and inefficient.
Understanding the “Why” (The Root Cause):
Zapier lacks built-in version control for its workflows. Manually tracking changes is error-prone, especially with complex workflows and multiple team members. The absence of a formal versioning system leads to difficulties in troubleshooting, restoring previous states, and onboarding new team members. Treating Zapier configurations as code, with version control, provides a systematic and reliable solution.
Step-by-Step Guide:
-
Set up Git Version Control: This is the core solution. Integrate Git into your workflow management process. You will need a Git repository (GitHub, GitLab, Bitbucket, or a self-hosted solution).
-
Export Zapier Workflows as JSON: In Zapier, export each client workflow as a JSON file. This captures the entire workflow configuration.
-
Commit to Git Repository: Commit each exported JSON file to your Git repository. Use clear, descriptive commit messages that explain the changes made (e.g., “Client X: Updated Payment Workflow - Added Error Handling,” or “Client Y: Fixed Invoice Automation - Corrected Date Format”). This is crucial for future reference.
-
Branching Strategy (Optional but Recommended): For complex projects, use Git branches to manage changes. Create a new branch for each update or feature modification. This allows you to test changes in isolation before merging them into the main branch (your production workflows).
-
Staging Environment (Recommended): Use a separate Zapier account (or a lower-tier Zapier subscription) as a staging environment. Test all workflow changes in staging before deploying them to your live client accounts.
Common Pitfalls & What to Check Next:
-
JSON File Naming Convention: Establish a consistent naming convention for your JSON files. Include client names and workflow identifiers to make organization easier (e.g.,
client_acme_invoice_automation.json). -
Commit Message Clarity: Write detailed commit messages. Explain the why behind the changes, not just the what. This will make it easier to understand the context of changes weeks or months later.
-
Regular Backups (Beyond Git): While Git provides version control, consider implementing a separate, regular backup system (e.g., cloud storage) to protect against catastrophic data loss or repository corruption.
-
Team Collaboration: Establish clear guidelines on workflow updates and commits to ensure consistent versioning practices among your team members. Utilize Git’s features for collaboration (pull requests, code reviews).
Still running into issues? Share your (sanitized) config files, the exact command you ran, and any other relevant details. The community is here to help!
We had this exact nightmare with 30+ clients until we figured out a system that actually works. Treat Zapier configs like code deployments - screenshot every step and trigger before making changes, organize by client/workflow with timestamps. Takes 10 extra minutes but saves hours when stuff breaks.
The real game changer? A simple change log that captures WHY we made the change, not just what we did. When workflows fail weeks later, we understand the intent instead of trying to decode cryptic notes.
For complex workflows, we prototype everything in a test Zapier account first. Only replicate to the live client environment after we’ve confirmed it works. We also do mandatory 24-hour monitoring after any changes - client knows it’s in testing, and we catch issues before they mess up operations.
This eliminated about 80% of our emergency rollbacks because we spot problems early.
I’ve been running client automations for years and this version control mess is exactly why I ditched Zapier for agency work.
That manual spreadsheet backup thing you’re doing? It’s a disaster waiting to happen. Found out the hard way when we accidentally nuked a client’s payment workflow and couldn’t restore it cleanly.
Switched to Latenode for all client projects and it solved everything. Has real version control built in - every workflow change automatically creates a snapshot you can roll back with one click.
The killer feature is seeing exactly what changed between versions. Something breaks? Compare the working version with the broken one and spot the problem instantly. No more guessing or digging through crappy documentation.
Team-wise, everyone sees the change history and who did what. New people can understand how workflows evolved without needing a handoff session.
I still export configs as extra backup, but the built-in versioning handles 99% of our restores.
Once you’ve got proper version control for automations, you’ll never go back to manual backups.
This topic was automatically closed 24 hours after the last reply. New replies are no longer allowed.