Question

Unable to find and update Calendly record in Notion via Typeform.

  • 15 September 2023
  • 7 replies
  • 35 views

The goal is to update a specific item in Notion…. 

1 - A podcast guest to schedules interview via Calendly.

  • → ACTION: a new guest is created in Notion. 

2 - An email is sent with podcast information to fill out details in Typeform. (Separate automation)

3 - When the podcast guest fills out the Typeform entry with bio and headshot 

  • → ACTION: the record in Notion is updated with the Typeform info.

The issue I’m running into is finding the Calendly item in Notion for the Typeform to update… it keeps creating a new item or an error. 

Typeform to Notion 
1 - Trigger ⚡️ Typeform - New Entry

2 - Find Database Item

  • ACTION: ???
  • Search by email results in duplicate. How to I find the Calendly record?

3 - Update Database Item

  • ACTION: Currently have “ID” from 2. Find Database Item in Notion
  • What do I put in the “Item” field?

 

Any thoughts???


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7 replies

Userlevel 7
Badge +14

Hi @rachbear 

Good question.

Try logging the Calendly Event UUID in Notion on the Item.

Then use Typeform Hidden Fields to pass the Calendly Event UUID.

This will be returned as a variable value to use when the Typeform is submitted.

Then you can use the Calendly Event UUID from the Typeform Submission to find the Notion Item.

https://www.typeform.com/help/a/using-hidden-fields-360052676612/

@Troy Tessalone -- Thanks for the quick response. This is a new process for me.

I’m stuck on how this part is done: 

Then use Typeform Hidden Fields to pass the Calendly Event UUID.

I added the Calendly UUID to the first workflow into the notes section of Notion. 

The issue:

The Calendly UUID shows up… 1234-1234-1234 - with dashes

To add it as a hidden field in Typeform, it needs to start with a letter and cannot have dashes. 

So… I’m stuck.

Also -- is the event UUID always the same?

 

Userlevel 7
Badge +14

@rachbear

Make sure to review the Typeform help article: https://www.typeform.com/help/a/using-hidden-fields-360052676612/

We would need to see screenshots with how your are trying to configure your Typeform Hidden Field.

The name of the Typeform Hidden Field would be something like: CalednlyEventUUID

Examples of the UUIDs from Calendly.

You want to use the Event UUID, which will be unique for each scheduled Event.

DO NOT USE the Event Type UUID.

 

 

 

@Troy Tessalone I appreciate your help.  I guess I’m not tracking what I need to do/automate to replace the “xxxxx” with to pull the info from Calendly.

Userlevel 7
Badge +14

@rachbear 

We would need to see screenshots with how your are trying to configure your Typeform Hidden Field.

So, the link looks like this… https://btc0iei9yz2.typeform.com/to/e6rwCHpY#eventuuid=xxxxx


Here’s the calendly to notion workflow

Then Typeform to notion with Find to Notion

 

Userlevel 7
Badge +14

@rachbear

You can create the URL with the set parameter value by using a combo of static text and dynamic variables.

https://btc0iei9yz2.typeform.com/to/e6rwCHpY#eventuuid=[EVENT_UUID]

Replace [EVENT_UUID] with the dynamic variable.

EXAMPLE

 

Then you can either copy/paste that into the link into the email OR programmatically send the email as a Zap step and pass thru this link.

 

Similarly you could have a Typeform field for ItemID.

You would pass in the Notion Item ID, since that’s the record you want to update when the Typeform is submitted.