Real-time notification system with flows: Step-by-step guide to automation

In today's digitalized world of work, it is essential to not only manage information, but also to be able to react to it in real time. ApptiveGrid offers just that: a flexible platform that allows you to structure your data and create automated workflows without having to write a single line of code. Whether you're managing projects, tracking inventory or structuring customer information, ApptiveGrid gives you the tools to centrally store, organize and access it all.

In this article, I'll show you how to use ApptiveGrid Flows to set up a real-time notification system that informs you about important events in your database.

What are ApptiveGrid Flows?

ApptiveGrid Flows are a powerful tool to automate your workflows. With Flows, you can monitor events in your databases and react to them in real time, for example by sending notifications or synchronizing data between different areas of your ApptiveGrid environment. A big advantage of ApptiveGrid is that Flows are integrated directly into the platform, so no external software such as Zapier is required.

Prerequisites

Before we get started, make sure you have the following:

• An ApptiveGrid account
• A space in ApptiveGrid that organizes your projects or databases
• A grid in ApptiveGrid that serves as a table to store your data
• Basic knowledge of the use of ApptiveGrid

Step 1: Setting up your ApptiveGrid structure

Before you start with automation, you need a well-organized structure in ApptiveGrid.

1. Create a Space: Log in to ApptiveGrid and create a new Space. A space is the superordinate area in which you organize your various grids and flows.
2. Create a grid: Create a new grid within your Space. This grid is your table in which you will store the relevant data, e.g. a table for "Tasks" with fields such as "Task name", "Due date" and "Status".
3. Add sample data: Add some sample data to your grid to test the functionality of your flows later.

Step 2: Create ApptiveGrid Flow

Now let's create a flow in ApptiveGrid that triggers a notification every time a new row is added to your grid.

1. Create a flow: Within your Space, select the "Flows" area and create a new flow. This is where the actual automation process begins.
2. Select trigger: Select "New entry" as the trigger. This will ensure that the flow is activated every time a new row is created in your grid. Another option is to trigger flows through form submissions. This means that when someone fills out and submits a form, the flow is triggered and executes the defined actions.
3. Define action: Determine what should happen when the trigger is activated. For example, you could send an email notification to your team, post a message in a Slack channel or make a status change in another table.
4. Configure details: Make sure that all the necessary details for the action are filled in correctly - e.g. the recipient address for an email notification or the content of the message in Slack.

Step 3: Test and optimize flow

Testing is a crucial step to ensure that everything works smoothly.

1. Add a new row or submit a form: Go back to your grid and add a new row or submit a form. This triggers the flow.
2. Check the results: Check whether the flow performs the action as desired. For example, if you have set up an email notification, check your inbox to see if the message has been received.
3. Fine-tuning: If the flow does not work as expected, go back to the editor and adjust the settings. Take the opportunity to add additional conditions or actions to further optimize the workflow.

Step 4: Activate and extend workflow

Once you have successfully tested your flow, you can activate it and set up additional workflows to make your workflows even more efficient.

Extended use cases for ApptiveGrid Flows

The possibilities with ApptiveGrid Flows are almost limitless. Here are some advanced scenarios to show you how to realize the full potential:

• Real-time data synchronization: Ensure that data is synchronized automatically and without delay between different grids or even ApptiveGrid spaces.
• Automated reporting: Automatically create and send reports as soon as certain criteria are met, such as the achievement of a project milestone.
• Stock management: Monitor stock levels in real time and be notified when reorders are necessary. This helps you avoid bottlenecks and keep your stock levels up to date.
• Customer Relationship Management (CRM): Automate the updating of customer data in your CRM system by using ApptiveGrid Flows. This keeps all information up to date without you having to intervene manually.
• Approval workflows: Implement automated approval processes where changes in ApptiveGrid are sent to managers or other teams for review.
• Quality assurance: Use flows to ensure the integrity of your data. For example, you can set up warnings if certain data does not meet the desired criteria.

Conclusion

You've done it! With ApptiveGrid Flows, you've set up a powerful, automated notification system that responds to changes in your data in real time. And the best part? You didn't have to write a single line of code.

This no-code solution is not only time-saving, but also extremely customizable. You can easily extend it to automate exactly the workflows that add the most value to your company.

Keep experimenting with ApptiveGrid Flows and discover the many ways you can make your processes more efficient. Good luck with that!

‍