What alternative approach can I take to resolve the issue with my multi-reference field in Webflow that is causing my Zap to occasionally not work?
TL;DR
- Replace multi-reference fields with plain text or single-reference fields to simplify data.
- Use Zapier Webhooks or a middleware like Airtable or Make to fetch and manage referenced data reliably.
A multi-reference field in Webflow can cause issues with Zapier when the data structure is inconsistent or too complex. If your Zap fails intermittently, it's likely due to how Webflow handles multi-reference fields in the CMS API.
1. Understand the Problem with Multi-Reference Fields
- Multi-reference fields return arrays of item IDs, not the full data, in Webflow’s API (used by Zapier).
- Zapier may struggle to retrieve and parse those IDs into usable content unless you build logic to handle it.
- If the referenced items are deleted, missing, or unpublished, this can also break the Zap.
2. Use Plain Text or Single References Instead
- Replace the multi-reference field with a plain text field where you manually add comma-separated values (e.g., author names or tags).
- Alternatively, switch to a single reference field if only one item is typically needed.
3. Fetch Referenced Items Separately in Zapier
- Use Zapier’s Webhooks or Code by Zapier step to fetch full referenced item details using their IDs from the Webflow API.
- This requires parsing the array of multi-ref IDs and performing GET requests for each item to pull the full data.
4. Use a Middle Layer (like Airtable or Make)
- Set up a middle platform like Airtable or Make (formerly Integromat) that syncs your Webflow CMS content.
- These tools can better handle complex data structures and simplify what Zapier has to process.
5. Preprocess Multi-Reference Data in Webflow
- In your Webflow CMS item, create a calculated text field (e.g., with Zapier or Make) that combines the names/titles of all references.
- Store this field in a plain text field in Webflow, which Zapier can read directly without extra lookups.
Summary
To avoid Zapier issues with multi-reference fields, consider replacing them with plain text or single-reference fields, use external tools to preprocess the data, or fetch referenced items manually with additional logic. These approaches improve reliability by simplifying how Zapier interacts with your CMS.