BAEZ TECH SOLUTIONS

1) Summary

This Zap keeps your Zapier Tables clean by automatically deleting any record older than 90 days. It runs every day at 12:00 AM, finds stale rows, and removes them so dashboards, lookups, and reports stay fast and relevant.

2) Workflow Steps

1. Schedule by Zapier – Trigger daily at 12:00 AM.
2. Code by Zapier – Calculate the cutoff timestamp (now minus 90 days) and format to ISO 8601. // Output key: cutoff const days = 90; const cutoff = new Date(Date.now() - days*24*60*60*1000).toISOString(); return { cutoff };
3. Zapier Tables – Find Records – Query your table for rows where created_at (or the chosen date field) is before cutoff.
4. Filter by Zapier – (Optional) Add business rules like Status != Active to avoid deleting in-flight items.
5. Looping by Zapier – Iterate through the found record IDs.
6. Zapier Tables – Delete Record – Remove each matching row.
   • Tip: During testing, replace “Delete Record” with a Slack/Email step for a 2–3 day “dry run.”

Safeguards

• Export a weekly CSV backup of the table (Zapier Tables → Export) or mirror rows to Google Sheets/Drive.
• Log each deletion to Slack/Email with the record ID and timestamp for audit.

3) ROI

• Time saved: Eliminate manual cleanups (often 1–2 hrs/month) → ~12–24 hrs/yr back to the team.
• Performance: Smaller tables yield faster lookups and fewer Zap timeouts; expect 10–30% snappier list/search steps.
• Data quality: Less clutter = clearer reporting and fewer mistakes.

Quick math example:
If an ops lead costs $50/hr and saves 18 hrs/yr → $900/yr in time alone, not counting faster automations and fewer failures.

4) Implementation Timeline

• Build & config: 30–45 minutes
• Dry run (recommended): 2–3 days with notifications instead of delete
• Go live: Same week; monitor logs for the first two midnights

5) Tools Used

• Zapier
  • Schedule by Zapier
  • Code by Zapier (JavaScript)
  • Filter by Zapier
  • Looping by Zapier
  • Zapier Tables (Find Records, Delete Record)
• (Optional) Slack or Email for deletion logs/alerts
• (Optional) Google Sheets/Drive for rolling backups