Running notes
Open questions, working knowledge and things to watch. Updated as the work moves; resolved items move into the log below.
27 Sep
11:24 PMDone Cutover 7 of 8 complete and tested: Contact Us. Only Request a Quote remains. New Zap 377491569 published (date step tested; email test skipped) and old 270713806 switched off through the API at 11:22 PM. Publish calls captured again (PATCH, then POST .../draft/publish-version returning 201). Test lead (Gravity Forms entry 82305): one run, all fields, date read correctly, one Streak box. Test box and sheet row deleted; TEST entry stays in Gravity Forms.
27 Sep
11:20 PMDone Cutover 6 of 8 complete and tested: Talk to an Expert. New Zap 377491580 published (filter and date step tested; email test skipped) and old 270725812 switched off through the API at 11:18 PM. Test lead (Gravity Forms entry 82304, home page form): one run, all fields incl. application and "Please explain", date read correctly, one Streak box. Test box and sheet row deleted; TEST entry stays in Gravity Forms.
27 Sep
11:16 PMDone Cutover 5 of 8 complete and tested: Connect Researchers. First time this form has ever reached a Zap. New Zap 377491583 published (filter and date step tested) and old 270729347, which never ran once, switched off through the API at 11:14 PM. Test lead (Gravity Forms entry 82303): the new Zap fired, row landed with all fields, date read correctly, one Streak box. Test box and sheet row deleted; the TEST entry stays in Gravity Forms.
27 Sep
11:13 PMDone Cutover 4 of 8 complete and tested: Vibratome Search. New Zap 377482586 published (filter tested; email and Streak tests skipped so nothing was sent) and old 271902886 switched off through the API at 11:11 PM. Test lead: one run, all fields, date read correctly, one Streak box named by email as in production. Vibratome now also sends a notification email, which production never did. Test box and row deleted. All 4 Unbounce sources are now on the new Zaps.
27 Sep
11:09 PMDone Cutover 3 of 8 complete and tested: PCLS Manual Offer. New Zap 377491600 published (filter tested; email test skipped so no mail went out) and old 247071532 switched off through the API at 11:08 PM. Test lead: one run, all fields, date read correctly by Master, Streak box in PCLS's own pipeline (stage 5001) as in production. Test box and row deleted.
27 Sep
10:37 PMDone Live test on Acute Brain Slicing passed. Test lead submitted at 10:36 PM. Only the new Zap ran (old one confirmed off). Row landed with all fields; date stored as text and read correctly by Master, so the date fix works on live leads. One Streak box, right pipeline and stage. Test box and row deleted.
27 Sep
10:34 PMDone Cutover 2 of 8 complete: Acute Brain Slicing. New Zap 377491614 published and on (filter tested, draft checked intact). Old Zap 290068034 switched off through the API in the same minute (off at 10:34:44 PM, confirmed on the server). Publish call captured for the API: POST .../draft/publish-version.
27 Sep
10:32 PMDone Cutover 1 of 8 complete: old Microtome Zap (284229014) switched OFF. Confirmed on the server (off at 10:32 PM). New Zap 377491625 is on. Microtome leads now go only to the new tab, one email, one Streak box. The off switch was captured as an API call (POST .../zaps/{id}/disable) for the remaining 7 sources.
27 Sep
10:26 PMDone Date fix on all 8 tabs: new leads no longer get a garbled date. The test showed Sheets converting the date Zapier writes into a number, which Master read as 46293.0990. The date column on all 8 tabs is now plain text, so it stays as written. Proven with a write test: stored as 2026-09-02 14:37:56 and read by Master as 2026-09-02, 14:37. Test copy deleted. Formatting only; no data or formulas changed.
27 Sep
10:22 PMDone Live test on Microtome Search: new Zap matches the old one. Test lead (TEST iExcel Zap QA) submitted on the Microtome page. Both Zaps ran successfully. New sheet row and old sheet row carry the same values; the two Streak boxes are identical (Website Leads Triage, stage 5001, same 9 fields); Master picked it up and auto-labelled it test. Both test boxes and both test rows then deleted.
27 Sep
10:02 PMDone Cutover 1 of 8: Microtome Search (377491625) published and ON. Filter test passed in the editor, draft re-checked intact (7 steps incl. Streak, sheet as Clark), then published as v1.
27 Sep
10:03 PMResolved 10:32 PM Old Microtome Zap (284229014) was still ON. Switching it off was blocked by the assistant's permission settings, so both Microtome Zaps are running: a Microtome lead in this window gets two emails and two Streak boxes. Needs a person to switch 284229014 off, or permission for the assistant to do it. Cutover paused until then.
27 Sep
10:00 PMDone Contact Us, Talk to an Expert, Connect Researchers: email shows date and time again. The "Entry Date/Time" line now uses the Eastern date and time steps (was date only). Time steps checked on each Zap's sample lead. Previous email text saved as the rollback copy. Emails were not test-sent, to avoid sending to sales. Drafts still off. All 3 parity issues from 9:31 PM are now fixed.
27 Sep
9:57 PMDone Request a Quote (377491593): time restored in what goes to Clay. "Time" now sends the Eastern time (was an empty ":") and "Email Entry Date/Time" sends date and time (was date only), so the quote email shows both again. Checked on the sample lead: 19:13 UTC comes out as 09/11/2026 15:13. The Clay step itself was not fired, since that would create a real Clay record. Backed up first (fingerprint matched). Draft still off.
27 Sep
9:55 PMDone Serious issue fixed: Request a Quote Streak box no longer depends on the sheet. 377491598 reordered to: hook > filter > name split > email > phone clean-up > Streak > sheet lookup > sheet update. A missed lookup can now only skip the Clay columns in the sheet, never the Streak box or the email. Backed up first (fingerprint matched). Draft still off.
27 Sep
9:38 PMSerious Request a Quote could silently skip the Streak box. Solution identified; fixing now. In 377491598 the Streak step runs after the sheet lookup. If the lookup ever finds no matching Entry ID, the Zap stops and that quote request never gets a Streak box, with no alert. Production never depended on the sheet for Streak. Solution: move the phone clean-up and Streak ahead of the lookup so the sheet update runs last. Found before cutover; nothing live was affected. The two email time-stamp differences are minor and are being fixed in the same pass.
27 Sep
9:31 PMIssue Parity check vs production: 3 things work differently. (1) 377491598 runs Streak after the sheet lookup, so if the lookup finds no row the Zap stops and no Streak box is made; production never depended on the sheet. (2) 377491593 sends Clay an empty “Time” and a date-only “Email Entry Date/Time”, so the quote email loses the time. (3) Contact Us, Talk to an Expert and Connect Researchers emails show the date only; production showed Eastern date and time. Not yet fixed.
27 Sep
9:18 PMWatch What 377491593 sends to Clay. Two carry-overs, not changed: only the first Comments box goes to Clay (so the second never reaches the notification email), and the “Time” and “Email Entry Date/Time” fields read the date step, so the email shows a date with no time. Both are small mapping fixes; say if you want them done before cutover.
27 Sep
9:17 PMDone Request a Quote (377491593): second Comments box fixed. Form 4 has two fields both labelled Comments. Column AC was mapped to the same Zapier field as AA, so the second box (used on 471 of 1,110 rows) would have been lost. AC now maps to Zapier's "Comments - 1" and its header is renamed to match. Backed up first; Master formula reads by column letter, so nothing downstream moves. Draft still off.
27 Sep
9:15 PMDone Sheet cleanup checked: no Sep 13 test rows left. No duplicate Entry IDs in any Gravity Forms tab and the quote tab's Clay columns are empty, so the Sep 13 test writes were already cleared when the tabs were rebuilt with history. Rows marked TEST are real historical test submissions (e.g. form checks by Jonathan Manning); the classifier already labels them, so they stay.
27 Sep
9:12 PMDone Notification recipients kept as production. No change: Contact Us, Talk to an Expert, Connect Researchers to abby@, sales@, info@; Request a Quote adds felipe.lino@; the 4 Unbounce pages to sales@ and abby@. Say if any list should change.
27 Sep
9:05 PMWatch Browser connection dropped mid-save. The Chrome extension that runs the Zapier calls went offline during the 377491598 save. On reconnect the draft was re-read: the save had landed complete (9 steps, phone steps wired, Streak Phone pointing at the cleaned value), draft still off, production unchanged. Earlier, two calls also ran past the browser tool's 45-second limit; both finished in the page and were verified the same way. Every change is re-read after saving, so a dropout cannot leave an unverified change.
27 Sep
9:05 PMDone Request a Quote (377491598): Clay phone cleaned before Streak. Two free Formatter steps added before Streak: cut everything from "Not Found" onward, then extract a phone number. Tested: real US and international numbers pass through; "Not Found…" text and #ERROR! come out blank. Streak's Phone now uses the cleaned value; the email still shows Clay's raw phone. Backed up first. Draft still off; production unchanged.
27 Sep
8:24 PMDone All 9 drafts now write to the sheet as Clark (clark.harris@precisionary.com). 10 Sheets steps switched from ads@iexcel.co. Write-tested on all 8 tabs as Clark; the 8 test rows were deleted and each tab is back to its prior row count, original leads intact. The Request a Quote lookup step gets its real test in the Clay round trip. Drafts still off; production unchanged.
27 Sep
8:16 PMOpen Workbook sharing. Clark has edit access via the shared drive, and the workbook is also set to “anyone with the link can edit.” Since it contains lead names and emails, decide whether to lock that down. Left unchanged for now; proceeding to switch the Sheets steps on all 9 drafts from ads@iexcel.co to Clark's connection.
27 Sep
8:11 PMDone Request a Quote return Zap (377491598): Streak step added. All 8 done. Backed up, added, tested, test box deleted, real mapping restored. Phone and organization come from Clay, same as production. Draft still off; production unchanged. 377491593 needs no Streak step.
27 Sep
8:08 PMDone Microtome Search (377491625): Streak step added. Backed up, added, tested, test box deleted, real mapping restored. Draft still off; production unchanged. Its email subject also says "Compresstome Landing Page" (carried over); not changed.
27 Sep
8:06 PMDone Acute Brain Slicing (377491614): Streak step added. Backed up, added, tested, test box deleted, real mapping restored. Draft still off; production unchanged. Separately, its notification email subject says "Compresstome Landing Page" (carried over from before); not changed.
27 Sep
8:04 PMDone PCLS Manual Offer (377491600): Streak step added. Backed up, added, tested, test box deleted, real mapping restored. Goes to the second Streak pipeline, stage 5001, same as production. Draft still off; production unchanged.
27 Sep
8:01 PMDone Vibratome (377482586): Streak step added. Backed up, added, tested, test box deleted, real mapping restored. Same mapping as production; this page sends no first/last name or phone, so the box is named by email as before. Draft still off; production unchanged.
27 Sep
7:59 PMDone Connect Researchers (377491583): Streak step added. Backed up, added, tested, test box deleted, real mapping restored. Draft still off; production unchanged.
27 Sep
7:56 PMDone Talk to an Expert (377491580): Streak step added. Backed up, added, tested, test box deleted, real mapping restored. Draft still off; production unchanged.
27 Sep
7:47 PMDone Contact Us (377491569): Streak step added. Backed up, added, tested, test box deleted, real mapping restored. Draft still off; production unchanged.
27 SepOpen Streak test. Test each new Streak step with a labelled test box in the live pipeline and delete it after, or skip the test and check Streak on the first real test lead at cutover.
27 SepOpen Google account for the sheet writes. Drafts write as ads@iexcel.co. Clark's precisionary.com connection is healthy again (refreshed 14 Sep) and would keep the pipeline on a client-owned login. Needs edit access to the new workbook.
27 SepOpen Clay phone text. When Clay finds no phone it writes a sentence (“Not Found — …”) into the phone field. Decide whether that goes into Streak.
27 SepOpen Notification recipients. Confirm who gets each form's email. Production Request a Quote sends to abby, sales, info and felipe.lino.
27 SepWatch Clay switch order. Clay posts back to production Zap 348412853 today. At cutover: turn on 377491598, paste its hook URL into Clay, turn off 270724776, turn on 377491593, then turn off 348412853. Never run 377491593 and 270724776 together or every quote goes to Clay twice.
27 SepWatch Backfill gap. New workbook is behind the old sheet from 22 Sep. Copy the gap into each tab at that source's switch time.
27 SepKnown Editor tabs overwrite API edits. An open Zap editor saves its old copy over any change made through the API. Close editor tabs before each change and re-read the Zap after.
27 SepKnown Publishing and switching on are manual for now. Those two actions have not been captured as API calls yet. The first time they are done in the editor, the network calls get recorded so the rest can run through the API.
27 SepKnown Out of scope. 10 other Zaps also write to the old sheet (Organoid, Electrophysiology, PCLS Liver, Compresstome, Cryo, Tumor Slicing, Rotary Microtome, Tissue Embedding, Pure Chat, Calendar demo invite). They stay as they are.