Send automated emails and WhatsApp messages with form submissions

Built with KoboToolbox: User Solutions
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Hi everyone, I’m Michael de St. Aubin, Kobo’s Partner Services lead, and I wanted to start off this new forum category by sharing a workflow I built that combines KoboToolbox REST Services, Microsoft Power Automate, and Twilio WhatsApp.

The goal was to automatically send respondents a unique ID code after they filled a beneficiary registration form. That code can then be used again in later forms (baseline, endline, etc.) without needing to re-enter personal details. Respondents can choose how to receive their code either email, WhatsApp, or both.

This post walks through the setup step by step.

Overview

  1. Respondent fills KoboToolbox registration form.
  2. REST Service pushes selected fields from the submission data to Power Automate.
  3. Power Automate evaluates communication preference.
  4. If email → send automated email with code.
  5. If WhatsApp → send approved WhatsApp template with code.
  6. Respondent keeps their code safe for future surveys without re-entering personal details.

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1. Setting up the KoboToolbox REST Service

External references: Beginners guide to Power Automate flows, Support article on REST Services

To start, you need to create a Power Automate flow that can receive data from KoboToolbox.

In Power Automate, create a new Instant Cloud Flow and choose the trigger “When an HTTP request is received.”

Once the flow is saved, Power Automate generates a unique endpoint URL. This is what KoboToolbox will call every time a form submission is made.

Copy this URL.

Then, go to your KoboToolbox project settings → REST Services and create a new REST Service:

Endpoint URL: Paste the Power Automate URL here

Type: JSON

Select fields subset: Choose only the fields you want to send (e.g., first name, phone, email, unique ID, communication preference).

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2. Define the data schema in Power Automate

Back in Power Automate:

  • Add a Request Body JSON Schema to match the fields Kobo is sending.

  • This makes it easier to reference fields later in the flow (e.g., first_name, uniqueID, code_distribution).

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3. Conditional branching based on communication preference

In the registration form, respondents could indicate whether they preferred to receive their code via email or WhatsApp.

I added two conditions in Power Automate:

  • Condition 1: Email → If code_distribution contains email → send email

  • Condition 2: WhatsApp → If code_distribution contains phone → send WhatsApp

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4. Sending email notifications with dynamic fields

External References: Power Automate mail documentation

For the email branch, I used the Send an email notification (V3) action.

  • The subject line and body include dynamic fields (first name and unique code).

  • The email text can include instructions, links, or branding.

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5. Twilio WhatsApp prerequisites + pre-approved templates

External References: Twilio WhatsApp messages and Business account docs

This step can be a bit tricky and requires Twilio and Whatsapp Business accounts. It took a few tries and variations for Twilio to approve the body of my Whatsapp message.

Account setup:

  • Have a WhatsApp Business Account (WABA) in Meta Business Manager and register a WhatsApp sender (phone number) in Twilio. This links your brand/number so you can send on WhatsApp.

Templates are required:

  • For business-initiated messages, WhatsApp requires a pre-approved template. Templates are approved per language and must follow Meta policy (correct category, clear copy, placeholders like {{1}}, etc.). Facebook for Developers

Using the template in your flow (what you’ll need in Step 6):

  • Create the template in Twilio’s Content Template Builder, submit for approval, then use the returned Content SID and pass values via Content Variables (e.g., map {{1}} to your uniqueID).

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6. Sending WhatsApp messages via Twilio

For the WhatsApp branch, I connected Power Automate to Twilio’s WhatsApp Business API using an HTTP POST request.

  • Endpoint: Twilio Messages API

  • Headers: Content-Type: application/x-www-form-urlencoded

  • Body parameters:

    • To = whatsapp:+<recipient_number> (field from form)

    • From = whatsapp:+<your_twilio_sender>

    • ContentSid = your approved template SID

    • ContentVariables = JSON mapping, e.g., {"1":"@{triggerBody()?['.../uniqueID']}"}

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7. Save & test the flow

  • Power Automate: Click Save and make sure the flow is Turned on.

  • Submit a test record: Fill the KoboToolbox form with a real test email/WhatsApp number (E.164 format, e.g., +15551234567).

  • Verify in Power Automate: Open Run history → confirm the run fired → expand the trigger to see the payload → check which condition path ran.

  • Check delivery:

    • Email: confirm receipt (and spam).

    • WhatsApp: in Twilio Console → Monitor → Messaging → Logs, verify status = sent/delivered.

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@ambassadors for your reference and use! :books:

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