Student Applications Automation
- Catherine Foss (Unlicensed)
This automation takes info collected from a webform on http://cda.org and maps the information from the Outlook notification to a Sharepoint list which can then be imported into Aptify.
Business owner/s: April Mahoney or Karen Atienza
IT contacts (forms): Marcus Castille or Chris Jackson
Components:
Webform: https://www.cda.org/Home/Forms/student-membership-application
Email notification: Sent to websites@cda.org
Sharepoint list: “Student Membership Applications” in the space “CDA.Org Website Projects”
Flow: Conditional element of the existing flow Website Platform: Outlook Email Routing
Overview:
Step 1: User submits the application form (currently on cda.org)
Step 2: Auto-response is received in a shared mailbox in Outlook.
Step 3: Emails are moved to a specified folder.
Step 4: New item is created in the Sharepoint list
Details:
Webform submission triggers an auto-response to be sent to the Outlook email “websites@cda.org” with the subject “Student to Active Membership Application. The current webform is located on http://cda.org but this automation will work with any webform as long as it triggers an auto-response to the specified folder with correct subject line.
Flow trigger: “When a new email arrives in a shared mailbox”
Condition: “Subject contains “Student to Active”
If yes, move the email to the folder “Forms: Student applications”
If no, do nothing
Next step: Convert content from HTML to text
Sample:
Final step: create a new item in the Sharepoint list. Map each form field to the corresponding cell in the Sharepoint list using this expression:
first(skip(split(first(split(body('Html_to_text_2'),'TOKEN2:')),'TOKEN1:'),1))
End Result
The purpose of this flow is for the membership team to be able to export the results into a spreadsheet that matches the format required by Aptify.
