Record program outreach after sending an email
Finish the communication and recordkeeping together. Notis can use a sent Gmail message to submit the outreach details your approved CommCare form accepts.
Trigger
Email Sent
Triggers when a Gmail message is sent by the authenticated user. It polls the 'SENT' label and emits metadata including sender, recipients, subject, timestamp, and thread ID.
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
After sending participant or partner outreach, teams often have to revisit the message later to record that work in a program system.
- Reduce follow-up data entry after sending outreach.
- Use the message metadata available from Gmail Sent.
- Keep the record format grounded in your approved CommCare XForm.
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 and provide the approved XForm and required metadata.
- 4Pick Email Sent as the trigger and choose where run reports should go.
- 5Test with one real sent outreach email and review the submitted form.
Questions about this workflow
What information does the sent email trigger provide?
It polls Gmail's SENT label and emits metadata including sender, recipients, subject, timestamp, and thread ID. Provide the approved form structure and required CommCare submission metadata.
Will it record the full email body?
The listed trigger details guarantee message metadata, not the full body. Base the form on available details or provide any additional required information in your instruction.
Can it submit a form without an approved form definition?
No. Supply the XForm structure and required metadata fields before asking Notis to submit a form.
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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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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