Start a CommCare invitation when an onboarding file is shared
Use the moment an onboarding roster is shared as a cue to prepare CommCare access.
Trigger
File Shared (Permissions Added)
Triggers when new sharing permissions are granted to a file or folder. Uses Drive's `changes.list` endpoint with inline `permissions` in the `fields` mask so each change carries the file's current permission set provider-atomically. We diff that against `seen_permission_keys` to identify newly added grants. Drive page tokens are the primary cursor; if Drive rejects a stored token, the trigger raises `PollingTriggerError` without clearing state rather than silently re-baselining and dropping events. Limitation: truly ephemeral permissions (added and revoked between two polls without any other file modification in between) are not detected. Drive Activity API would catch those but requires an additional OAuth scope and a different payload contract.
Action
Create Web User Invitation
Tool to create an invitation for a new web user in CommCare. Use when you need to invite a user with specific role and permissions. Requires 'Edit Web Users & Edit Access API' permissions.
Why this helps
Sharing an onboarding roster does not itself create the access invitation the new teammate needs.
- Connect a shared onboarding file to the next access step.
- Reduce missed invitations after a roster handoff.
- Specify the invite role and permissions in the automation instruction.
Setup
Build it in a few focused steps.
- 1Connect Google Drive and CommCare once in the Notis portal.
- 2Create an automation in Automations, New Automation, and give it a name.
- 3In one instruction, describe which shared files qualify and provide invite details, role, and permissions.
- 4Pick Google Drive File Shared as the trigger and choose where run reports go.
- 5Test with one real shared onboarding file and review the invitation result.
Questions about this workflow
Does any file sharing event contain an onboarding roster?
No. Describe in your instruction how to identify the relevant file and ensure the file provides the invite details.
What permissions does the invitation action require?
CommCare requires Edit Web Users and Edit Access API permissions for creating a web user invitation.
When this happens · Trigger
Do this · Action
Supported Triggers and Actions
Notis builds workflows that link Google Drive to CommCare. A trigger fires from one place; an action lands in another.
Google Drive triggers
CommCare actions
Recurring trigger
Notis starts this workflow on a schedule, such as daily, weekly, or during business hours.
Create Lookup Table
Tool to create a new lookup table in a CommCare domain. Use when you need to set up reference data structures like product catalogs, price lists, or configuration tables. Requires 'Edit Apps' permission.
Webhook trigger
Notis starts this workflow when an external tool or custom backend sends an HTTP request.
Create Web User Invitation
Tool to create an invitation for a new web user in CommCare. Use when you need to invite a user with specific role and permissions. Requires 'Edit Web Users & Edit Access API' permissions.
Comment Added (Docs/Sheets/Slides)
Triggers when a new comment is added to Google Docs, Sheets, or Slides.
List Reports
Tool to retrieve available reports configured in a CommCare project. Use when you need to discover what reports exist before downloading report data via the Download Report Data API.
File Created
Triggers when a new file is created in Google Drive.
Single Sign On
Tool to validate login credentials and retrieve user profile for a mobile worker or web user. Use when you need to authenticate a user and obtain their profile information including roles, permissions, locations, and configuration details.
File Deleted or Trashed
Triggers when a file is moved to trash or permanently deleted in Drive.
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).
File Shared (Permissions Added)
Triggers when new sharing permissions are granted to a file or folder. Uses Drive's `changes.list` endpoint with inline `permissions` in the `fields` mask so each change carries the file's current permission set provider-atomically. We diff that against `seen_permission_keys` to identify newly added grants. Drive page tokens are the primary cursor; if Drive rejects a stored token, the trigger raises `PollingTriggerError` without clearing state rather than silently re-baselining and dropping events. Limitation: truly ephemeral permissions (added and revoked between two polls without any other file modification in between) are not detected. Drive Activity API would catch those but requires an additional OAuth scope and a different payload contract.
Submit Form ODK Compatible
Tool to submit form data using ODK-compatible endpoint for Android client compatibility. Use when submitting XForm data to CommCare. Requires properly formatted XML with metadata including unique instanceID.
File Updated
Triggers when a file's metadata or content changes in Google Drive.
Google Drive Changes
Triggers when changes are detected in a Google Drive.
Connect any two apps with Notis in the middle.
Google Drive and CommCare, or any other combination from 1,000+ integrations.
When this happens · Trigger
Do this · Action
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