Workflows: Find Submissions

This page covers the ‘Find Submission’ workflow. This workflow node can be used to find submissions in other Clappia apps from your workplace based on triggers from the app on which the workflow is configured. It can be used to decide whether any submissions matching a specific criteria exist in the app. Depending on the result of this node, different actions can be taken, you can add other workflow nodes below it for these actions. For help related to how to add workflows to your app, click here.

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Configuring the workflow

After you have added the ‘find submission’ workflow node to the app, you will be able to configure it. Once you have added the node or clicked on it, a right panel will appear where you can proceed to configure that node.

The details for each field is as shown below.

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Step Name

This is the name of the step. The name set here would be what would appear on the workflow graph on the left. This field is required and you cannot leave it blank.

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Select App

This shows the list of apps for which the workflow can be configured. If you don't have access to any other apps in the workplace, it would show an error. Select any app from the list to proceed. In the image above, an app for inventory MIS is selected.

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Filters

Filters are used to configure which submission in the target app needs to be found. To add a filter click on the 'Add Filter' option in the right panel.

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You can add multiple filters to the workflow. Each filter would consist of 2 fields. The first one is to select the field in the target app. The second field is a formula field to provide the value to be filtered. It is like a formula block to provide the value for the filter. To know more about formula blocks, refer to this article. You can also pull fields from the current app to match with the target app by typing ‘@’ followed by the variable name of the field.

In the image above, ‘Item type’ is the field selected from the target app, while the variable ‘select’ is from the current app where the workflow is being configured.‍

Click on ‘add filter’ again to add multiple filters.

Selection Fields

You can select as many fields from the target app that you need to find as you require.

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Sort Fetched Data By

The fetched data can be sorted according to the fields from the target app.

It is not necessary to sort your data unless required. For the below example it is not selected.

This is useful if multiple submissions are found in the target app.

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Parent Step

Parent step refers to the function which is just above the WhatsApp node. Here, it is the Start function. This can be changed by selecting other nodes for it to go under.

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Enable this Step

This step is enabled by default. Disable this step for the node and the whole workflow below the node to stop from executing.

Example: The first app is a ‘Stock’ app where a user makes a selection to get notified on the inventory details of the second app ‘Inventory MIS’.

After the find submission workflow node is configured (see images above), an email node is added after it. To know how to configure the email node, click here.

Within the body of the email node, you can pull the fields from the submissions of the target app that is to be found. Type in ‘@’ followed by ‘find’, and you will get all the fields that you can pull based on your selected fields from the ‘find submission’ node.

Note: If the node has found multiple submissions, you can also get a count of the number of submissions. Type ‘@’ find, and you will find the variable for getting the count: find_submi#count

In this example, the fields selected are the item type, brand, code, price and current stock.

The above image is the submissions existing in the target app ‘Inventory MIS’.

Once a submission has been made in the current ‘Stock’ app, based on the selections, the workflow is triggered, and an email notification is sent with the details found from the target app ‘Inventory MIS’.

Note: If multiple submissions have been found, you can use the ‘Repeat’ node before the ‘Find Submission’ node, to run iterations and multiple notifications can be sent for every submission.