Turn New Outlook Emails into CommCare Intake Forms
Stop retyping referral details from email. Notis reads each new Outlook message and submits the right CommCare intake form.
Trigger
New Outlook Message
Triggered when a new message is received in the Outlook mailbox.
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 email while staff manually reenter them into CommCare, causing delays and omissions.
- Reduce duplicate data entry
- Capture referrals while context is fresh
- Keep a consistent form submission record
Setup
Build it in a few focused steps.
- 1Connect Outlook and CommCare in the Notis portal.
- 2Create a new automation and describe the intake outcome in one instruction.
- 3Pick New Outlook Message as the trigger.
- 4Choose where run reports should be sent and test with one real referral email.
Questions about this workflow
What does Notis send to CommCare?
It submits an XForm with the details and metadata required by the selected CommCare intake process.
Can it handle incomplete emails?
Yes. Tell Notis to flag missing required details in the run report instead of submitting an incomplete form.
When this happens · Trigger
Do this · Action
Supported Triggers and Actions
Notis builds workflows that link Outlook to CommCare. A trigger fires from one place; an action lands in another.
Outlook 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.
New Contact Added
Triggered when a new contact is added in the Outlook contacts.
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.
Calendar Event Changes
Triggered when a new calendar event occurs (created, updated, or deleted) in the Outlook calendar.
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.
New Calendar Event
Triggered when a new calendar event is created in the Outlook calendar.
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).
New Outlook Message
Triggered when a new message is received in the Outlook mailbox.
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.
New Sent Message
Triggered when a new message is sent from the Outlook mailbox.
Connect any two apps with Notis in the middle.
Outlook and CommCare, or any other combination from 1,000+ integrations.
When this happens · Trigger
Do this · Action
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