Move referral details from Gmail into CommCare intake
Stop retyping referral emails. Ask Notis to submit an approved CommCare intake form when a referral arrives, using the form structure and metadata you provide.
Trigger
New Gmail Message Received Trigger
Triggers when a new message is received in Gmail.
Action
Submit Form to CommCare
Tool to submit an XForm to CommCare following the OpenRosa standard. Use when you need to submit form data with complete XML including required metadata fields (deviceID, timeStart, timeEnd, username, userID, instanceID).
Why this helps
Referral details sit in an inbox while someone has to open CommCare and enter them again, creating delays and missed follow-up.
- Reduce manual re-entry of referral details.
- Keep intake work moving from the inbox.
- Use the approved XForm and required metadata you supply.
Setup
Build it in a few focused steps.
- 1Connect Gmail and CommCare once in the Notis portal.
- 2Create an automation in the portal or tell Notis in plain language from any channel.
- 3Describe the outcome in one instruction, including the approved XForm structure and required metadata.
- 4Pick New Gmail Message Received as the trigger and choose where run reports should go.
- 5Test with one real referral email and review the submitted form.
Questions about this workflow
Does this workflow create a CommCare case?
It submits an XForm using the CommCare submission action. Provide an approved form that creates or updates the intended record; the workflow does not invent a form or case structure.
What information must I provide?
Provide the approved XForm structure and the required metadata, including deviceID, timeStart, timeEnd, username, userID, and instanceID. Notis can use details in the email where the form allows them.
Can it handle emails with missing details?
Tell Notis how to handle incomplete referrals in your instruction. Do not ask it to invent missing values; it can flag them in its run report for follow-up.
When this happens · Trigger
Do this · Action
Supported Triggers and Actions
Notis builds workflows that link Gmail to CommCare. A trigger fires from one place; an action lands in another.
Gmail triggers
CommCare actions
Recurring trigger
Notis starts this workflow on a schedule, such as daily, weekly, or during business hours.
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New Gmail Message Received Trigger
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Tool to submit an XForm to CommCare following the OpenRosa standard. Use when you need to submit form data with complete XML including required metadata fields (deviceID, timeStart, timeEnd, username, userID, instanceID).
Submit Form ODK Compatible
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Connect any two apps with Notis in the middle.
Gmail and CommCare, or any other combination from 1,000+ integrations.
When this happens · Trigger
Do this · Action
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