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Integrations

Zapier

Zapier is a tool that automates the connections between different web applications. You can create and edit these connections ("Zaps") in few clicks, building a workspace that fits perfectly the way you work.

What can I integrate with Zapier

There are 3000+ apps that you can integrate with Zapier. Some examples are Office 365 Emails, Google Tasks, Jira Service Desk, Gitlab, monday.com, Hubspot, etc.

How to integrate with Zapier

Go to Zapier and signup → My Apps → Search Akiflow → Add Akiflow to your apps.

In Settings → Integrations, you can find all the steps to create Zaps between Akiflow and your favorite tools.

What does Akiflow import via Zapier?

You can customize which tasks to import from your tools for every Zap you create. This is the Trigger. For example, you can select only tasks assigned to you or from specific projects.

How does the task show up in Akiflow?

You can also customize which information from the task to import (title, description, etc.) and how to display them in Akiflow. This setting is called Action.

Pro tip: You can configure how tasks are imported. Fields like date, duration, priority, deadline and project can be dynamically set using data from your trigger.

Start a Zap from Akiflow

Akiflow can also start a Zap. Use it to send what happens in Akiflow to your other tools, for example to mark a task done in your CRM when you complete it in Akiflow.

There are two Akiflow triggers in Zapier:

  • Task Created: runs when a new task is created in Akiflow.

  • Task Completed: runs when a task is marked as done in Akiflow.

Both run within a few seconds of the change.

How to set it up

  1. In Zapier, create a new Zap and choose Akiflow as the trigger app.

  2. Pick Task Created or Task Completed and connect your Akiflow account.

  3. Optional: choose a Project and/or a Tag so the Zap only runs for those tasks.

  4. Test the trigger. Zapier loads a few of your recent tasks as examples.

  5. Add the action in your other tool and turn the Zap on.

When each trigger runs

Task Created runs for tasks created in any Akiflow app, by Aki, through the Akiflow MCP, or by a Zapier or IFTTT step that creates an Akiflow task.

  • It does not run for tasks imported from your connected apps, like Gmail, Asana or Notion.

  • A repeating task runs it once, when the series is created.

  • The Project and Tag filters are checked when the task is created. Adding a project or tag later will not start the Zap.

  • Tasks created offline are checked when they first reach Akiflow.

Task Completed runs when you mark a task as done in Akiflow, from any Akiflow app, Aki or the Akiflow MCP. This includes tasks imported from your connected apps.

  • It does not run when a task is completed in the other app and that change syncs to Akiflow.

  • A repeating task runs it once for each occurrence you complete.

  • Reopening a task does not run it. Completing the task again runs it again.

  • Only tasks that have the chosen project or tag when you complete them start the Zap.

Avoid loops: tasks that a Zap creates in Akiflow also start the Task Created trigger. If a Zap starts on Task Created and also creates an Akiflow task, it will start itself again. Use a Project or Tag filter, or a Zapier Filter step, to keep the Zap's own tasks out.

Task details you can use in later steps

Every run sends the task's details, which you can map into the next steps of your Zap:

  • Task ID, Title, Description and Links

  • Completed, Planned date and Planned time (in UTC, for example 2026-11-09T18:30:00Z), plus the task's Time zone

  • Due Date, Duration (seconds) and Priority

  • Project (ID and name)

  • Tag names and Tag IDs, as plain text separated by commas, for example "Akiflow, Client X"

  • Source Integration and Origin task ID, for tasks that came from another app or from a Zapier or IFTTT step

  • Recurring task ID, for occurrences of repeating tasks

  • Trigger ID, which is different for every run

Example Zaps

  • When you complete a task tagged "Client X" in Akiflow, post a message in a Slack channel.

  • When you complete a task, add a row to a Google Sheet to keep a log of your work.

  • When you create a task in a project, create a matching card in Trello.

  • When you complete a task, email the person who asked for it.

Supported Fields & Limitations

The Create Task action in Zapier supports the following fields:

  • Title (required)

  • Status

  • Date / Datetime

  • Duration (in seconds)

  • Priority

  • Daily Goal (true/false)

  • Due Date

  • Description

  • Project

  • Link

FAQ

If you are in the Free/Starter Zapier Plan, it can take up to 15 minutes to sync your tasks into Akiflow.

Connect +3000 apps directly from Zapier.

Multi-select tasks from Zapier and hit backspace→ How to bulk edit tasks

Here's an example:

  • A task imported into Akiflow can include a title, a planned date, a duration (in seconds), a description, and a link to the original task source.

When you delete a task on Akiflow, nothing happens to the source task imported via Zapier.

It can take up to 15 minutes to import your tasks in Akiflow.

When you import a task via Zapier, it’ll be shown in your Akiflow Inbox or Today pages.

Changes you make in Akiflow are not sent back to the other tool automatically. To send them, add a separate Zap that starts with the Akiflow Task Created or Task Completed trigger.

No. Tags are not available as a field in the Akiflow Create Task Zapier action, this is a current limitation of the integration. If you need to organize tasks, you can use the Project field as an alternative.

Yes. Use the Task Created and Task Completed triggers to start a Zap when you create or complete a task in Akiflow. See "Start a Zap from Akiflow" above.

Other changes, like editing or deleting a task, can't start a Zap yet.

Task Created checks the Project and Tag filters only when the task is created. Adding a project or tag to an existing task does not start the Zap. Set the project or tag when you create the task.

Very rarely, a Zap can run twice for the same task creation or completion. If a duplicate would cause a problem, add a step in Zapier that checks whether the task was already handled, for example by looking up its Task ID.

Task Completed only runs when you mark the task as done in Akiflow. When a task is completed in a connected app and that change syncs to Akiflow, the Zap does not run.

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