Send email notification to submitter after validation (Approved/Not Approved)?

User Support Data Management
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Hi everyone,

I’m trying to build a workflow where our team can notify a form submitter after their submission has been validated by an admin.

Here is what i want:

  1. A user submits a form (e.g., a leave request) and includes their email address.

  2. An admin goes into the Kobo data table and changes the _validation_status for that submission from ‘-’ to ‘Approved’ (or ‘Not Approved’).

  3. I want this action to automatically trigger an email to the submitter email address, informing them of their new status.

My first thought was to use a Webhook. I have a Google Apps Script endpoint ready to receive a POST request, fetch the submission data (including the submitter email and the new _validation_status), and then send the email.

However, after searching the community forums, I found an older post where a Core Team member mentioned that webhooks do not trigger for changes made in the data table (like an admin changing the validation status). It seems they only trigger for new submissions or edits made by the enumerator.

My questions for the community are:

  1. Is this information still correct? Do webhooks (or the “Trigger on data update” setting) still not fire when an admin changes the _validation_status in the data table UI?

  2. If webhooks are not the solution, has anyone else found a reliable way to automate this process? For example, is there a different method using the API, or perhaps a third-party integration that can poll for these changes?

Any advice on how to achieve this would be greatly appreciated!

Thank you.

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Welcome to the community, @ziman_123! This previously discussed community post should help you set up a REST service to receive notifications once a validation is approved.