Set up your first automation (using Pipedream)

Language: English

This article describes how you can set up a simple automation for a common workflow: sending the details of each new Record to an external application as it is added to a Form.

In this tutorial, we assume the role of a Country Manager who is responsible for coordinating projects in a humanitarian response. As the Country Manager, we need to be notified as soon as new projects are submitted so that we can conduct our project review process in a timely manner.

Phase 1: Creating a workflow in an external application

First, let's set up a workflow in the external application of your choice by following these steps:

  1. Log in to your external application, Pipedream in this example.
    For an example using Power Automate, see Setting up an email notification on new registration with Power Automate.
  2. Create a new workflow for sending email notifications.
  • For the trigger, select the option that refers to Webhook requests.
  • For the action, select the option that refers to email notifications and enter an email address that you have access to for testing.
Selecting “HTTP/Webhook” as the trigger in Pipedream
Selecting “HTTP/Webhook” as the trigger in Pipedream
  1. Copy the webhook URL generated by the chosen application. We recommend that you copy and paste the URL into a note or file.

Phase 2: Adding an Automation in ActivityInfo

Follow these steps to add an automation in ActivityInfo:

  1. Navigate to the Database that contains the Form you wish to set up an automation in.
    In this example, we use the Who's doing what where (3W) database template. If you do not yet have a Form, create a copy of this template.
  2. Go to your Database settings in ActivityInfo.
  3. Click on “Database design” to reveal the list of Forms.
  4. Select the “Projects” Form.
  5. On the right side panel, click on the “Automations” tab, then click on the “Add automation” button.
Select “Add automation”
Select “Add automation”
  1. Give your automation a name that clearly describes what it does, in this example: “Notify the country manager when a new record is added.”
  2. Click “Click here to get started” and choose the On record added trigger.
  3. Give the trigger a label, click Select form, choose the “Projects” Form, and confirm. Click Done.
TODO screenshot: the trigger editor with the Projects form selected
TODO screenshot: the trigger editor with the Projects form selected
  1. Click Add a new step, choose Action, then Fire webhook.
  2. Give the step a label, and paste the URL generated by your external application into the “Webhook URL” field.
  3. Leave the Payload format set to “Standard”: the request will carry every field of the new Record as JSON. See the webhook step reference for the other formats.
  4. Click Done.
  5. Click the “Save” button. The automation is now active.

Phase 3: Testing the Automation

Time to test the automation, follow these steps to see the notification workflow in action:

  1. Add a new Record in your “Projects” Form.
  2. Check the email address used for the notification to see if an email has arrived or not.
  3. You can also check the application you used to set up the notification to see if an event was logged.
New event in Pipedream
New event in Pipedream
  1. Check the event details to see if all the expected information from the Record is included.

If the action has been executed correctly, then no further action is required. New Records added to your “Projects” Form should automatically send an email to the designated email address.

Success, you created your first automation!

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