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About Cool Card Workflows

Cards are sent and updated through Integration & Automation. The following sections walk through the “team-building feedback collection” scenario to show how to implement it with integration & automation.

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Business Scenario

  1. A “Team-building feedback collection” form is available. After an employee submits the form, the submitted content is sent to a group chat as a card.
  2. Other employees can see the card in the group, like it, or submit their own team-building feedback.
Form example:
Card example in the group:

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1. Integration & Automation

Integration & Automation: a business orchestration/workflow triggered by an event. Submitting the “Team-building feedback” form and sending a card to the group — in this scenario, form submission is the “event”, and sending the card to the group is the “workflow”.
For more information about integration & automation, see Integration & Automation. This article focuses on how to send and update cards through integration & automation. Integration & Automation entry point
Example workflow for “Send team-building card”

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2. Form Event Trigger

Feature: triggers a workflow when a form is submitted, updated, or deleted. Example scenario: A “Team-building feedback collection” form is available. After an employee submits the form, the submitted content is sent to a group chat as a card.
  1. Create an integration & automation with a “Form event trigger”: click Create > enter a name > select the “Team-building feedback submission” form.
  1. Enter the workflow designer and select the form event trigger.
  1. Add a “Send card” node.
  1. Configure the “Send card” node, including “Select card” -> “Configure card content” -> “Attribute configuration”. For details on each configuration item, see section 4, “Send card node configuration”.

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3. Manual Card Trigger

Feature: triggers a workflow when a button on a card is clicked. Example scenario: an employee sees the team-building feedback card in the group and clicks the “Like” button to add a like.
  1. Create an integration & automation with a “Manual card trigger”: click Create > enter a name > select the “Team-building feedback submission” form.
Rule for selecting the form: since the card is sent by a form event trigger workflow, the form selected for the manual card trigger must be the same as the form selected for the form event trigger, so that the card context stays consistent.
  1. Enter the workflow designer and add a “Get single record” node to filter out the team-building feedback record whose like count is about to be updated.
  2. Add an “Update data” node to update the like count of the team-building feedback filtered in the previous “Get single record” node.
  1. Add an “Update card” node to update the like count on the corresponding card in the group to the latest value.

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4. Send Card Node Configuration

This section focuses on card node configuration. Note that this covers card configuration, not card design. For card design, see the Cool card design document. A card has three elements: style, data, and buttons/links. Card design mainly handles style, while card configuration focuses on the other two elements (data, and buttons/links). Configuration steps: 1) select the card to send/update; 2) bind data to the card; 3) configure the actions of card buttons/links; 4) define the send scope and rules. 1) Select the card to send/update
Choose an official card template or a custom card template. After selecting, click “Open card preview” to preview the card style. 2) Bind data to the card
Bind the data obtained from each node in the workflow to the corresponding data variables on the card. (Card three elements: style, data variables, buttons/links.) 3) Configure the actions of card buttons/links
A card button can be bound to a “Manual card trigger” workflow, or to a link. Whether a button is bound to a link or to a workflow is decided during card design. When designing the card, a button click can be mapped to different event types. Typically, choose Custom action or Link redirect.
Custom action: bind a “Manual card trigger” workflow. Clicking the button runs the corresponding workflow. Link redirect: clicking the button opens the corresponding link. The link value can be a fixed value (entered during card design) or a variable (configured in the card node of the integration & automation).
4) Define the send scope and rules Card send scope: send to individual users or to groups.
A group can be set to “Current group”. “Current group”: after the Cool App is installed in a group, when form data is submitted through the form link in that group, setting the target to “Current group” sends the card to the group where the form was submitted.
Card send rules: Scenario 1: send one card per submitted form record — select the “Form instance ID” field. Scenario 2: send only one card per day for all form records submitted that day — select a field that represents the current date.

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5. Update Card Node Configuration

Cards have one distinctive feature: their content can be updated. This is what sets them apart from ordinary chats and prevents the group from being flooded. Update card configuration steps: 1) select the card to update; 2) define the card update rule; 3) configure the data to update. Two key points:
  1. A card must be sent before it can be updated.
  2. The field configured in the card update rule must match the field configured in the card send rule of the Send card node, so that the correct card is updated.

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Other Best Practices (Order-Meal Activity Configuration as Example)

In the “Order-meal Cool App”, both “Start a healthy meal booking activity” and “Join a healthy meal booking activity” need a unique identifier (serial number) to link and mark the activity. Here is how to configure this serial number. 1. Start a healthy meal booking activity
First, enable the serial number feature on the “Start a healthy meal booking activity” form and set the serial number rule. Go to Page settings -> Basic settings -> Premium settings -> Automatically generate serial number after user submits form/workflow, then save.
Next, add a “Single-line Text Box” component to the “Start a healthy meal booking activity” form as the “Activity serial number”, set it to “Hidden”, and set data submission to “Always submit”.
Finally, add a global form event that uses the function SETSERIALNO(Activity serial number) to automatically generate a serial number. After a new form instance is submitted, the system automatically generates a serial number and fills its value into the text box. All subsequent settings match and associate records based on this serial number.
2. Join a healthy meal booking activity First, in the “Join a healthy meal booking activity” form, similarly add a “Single-line Text Box” component as the “Activity serial number”, set it to “Hidden”, and set data submission to “Always submit”.
Then, in the didMount function, get the serialNumber parameter from the url and assign its value to the “Activity serial number” component. Here, textField_l3wp3mge is the fieldId of the “Activity serial number” component.
3. Integration & Automation settings
First, in the “Start activity” integration & automation configuration, add the “System serial number” parameter (the serial number generated above) to the buttons on the card, so that the serial number is passed to the form. Then, in the “User submits order” integration & automation configuration, filter the “Currently started order-meal activity” by “Activity serial number”.
In the “Get order-meal user list” node, match the corresponding order-meal user list based on the “Activity serial number” submitted from the current form.
On the “Order data summary Kanban card”, also add the serial number parameter to the “View orders” and “In-depth analysis” buttons, so that the form can retrieve it for data filtering and analysis.