Set up your first automation (using Pipedream)

This article describes how you can set up of a simple automation for a common workflow: sending notifications when a new Record 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 notification 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 API token 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. Fill out the Automation information with the following information:
  • Give your automation a label. Use a label that clearly describes what the automation does, in this example: “Notify the country manager when new record is added.”
  • Select the “On record added” trigger.
  • Paste the URL generated from your external application into the “Webhook URL” Field.
  • Select “Active” to enable the automation.
Webhook ready
Webhook ready
  1. Click the “Save” button.

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.
Event details in Pipedream
Event details in Pipedream

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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