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Webhooks Example: Add Outlook Entry When OMS Task Is Created

This example shows how to connect Cartegraph OMS to Zapier using the Webhook automation block. In this example, we will add an entry to an Outlook calendar when a task is created in Cartegraph for a specified owner named Greg along with a scheduled start and scheduled stop.

  1. Before you create an automation, add these three custom fields to Tasks:
  • Scheduled start: A new DateTime field.
  • Scheduled stop: A new DateTime field.
  • Owner: A Lookup to a Labor record.
  1. These three fields can be added to the Task Setup section of the detail view for Tasks in Layout Manager.

WebHEx StructureMgr.png

Now we will create an automation. We will go back and forth between Cartegraph and Zapier.

  1. Click iAdministration_sm.png>Automation Manager.
  2. Select the Send a notification after a task is created trigger.
    WebHEX NewAutomation.png
  3. Go to https://zapier.com/ and set up a free account or access your existing account.
  4. Click Make a Zap.
  5. In the Choose a Trigger App field, start to type Webhooks and select Webhooks by Zapier.WebHEx TriggerApp.png
  6. Select the Catch Hook option and click Save and Continue.
  7. Click Copy to copy the Zapier-supplied URL.
    WebHEX CopyURL.png
  8. Switch back to Cartegraph and drag the Webhook block into the Actions section.
  9. When the Properties panel displays on the right, paste the Zapier URL from your clipboard into the URL field.
  10. Select Trigger Record as the record source and click Test.
    WebHEx TestTriggerRecord.png
  11. Switch back to Zapier, click OK, I did this, and, on the next screen, click Continue.
  12. On the left side of the screen, click Edit Options, enter cgTasksClass as shown, and click Continue.
    WebHEX cgTasksClass.png

We will do additional testing and refine the Webhook and the automation.

  1. Click Get More Samples.
    WebHEX Onemoretest.png
  2. Go back to Cartegraph and click Test again.
  3. Return to Zapier, select the Hook A option, expand the section to see that some of the values from Cartegraph are available.
    WebHEx ExpandedCartegraph.png
  4. Click Continue. You should now see this screen in Zapier. 
    WebHEx AddActiontoZap.png
  5. Click Your Zap lacks an Action step. Add one now!
  6. Start to type Outlook and select Microsoft Outlook from the list.
    WebHEx AddOutlook.png
  7. Click the Create Event option, then click Save and Continue.
    WebHEX CreateEvent.png
  8. Select the Microsoft Outlook account to use (create one if necessary) and click Save + Continue.
    For this example, we will use Greg.
  9. Enter the subject and the start and stop dates and time as shown below. When you get to a part of the message that uses values sent from Cartegraph, click WebHEx iZapier.png.
    WebHEX SubjStartStopTime.png
  10. Fill out all four fields as shown below and click Continue.
    WebHEx 4Fields.png
  11. Click Send Test Event to Microsoft Outlook.
    WebHEX TestOutlook.png
  12. After the successful test, click Finish.
  13. Name your Zap and turn it on.

Click the Dashboard link in the top left corner to see a list of all your Zaps.

  1. In Cartegraph, name, save, and turn on the automation.
    WebHEX Finished Automation.png

Whenever you create a Task with an owner of Greg and specify a scheduled start and scheduled stop, an entry will be added to Greg's Outlook calendar.
WebHEX GregsOutlookCalendar.png

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