How to Create Tookan Appointment Tasks on Form Submissions Using Pabbly Connect

Learn how to automate the creation of Tookan appointment tasks from Typeform submissions using Pabbly Connect. Follow this detailed tutorial for seamless integration. Navigate the automation landscape confidently with clear, structured guidance suitable for professionals regardless of prior technical experience.

Watch Step By Step Video Tutorial Below

1. Setting Up Pabbly Connect for Automation

To create Tookan appointment tasks from Typeform submissions, you need to set up Pabbly Connect. This automation tool simplifies the integration process without requiring coding skills. Start by signing up for a free account on the Pabbly Connect website, where you will get free automation tasks each month.

After signing up, log in and navigate to the dashboard. Click on the ‘Create Workflow’ button to initiate your integration. Name your workflow something like ‘Typeform to Tookan’ to keep it organized. This is where you will set up the connection between Typeform and Tookan through Pabbly Connect.

2. Choosing Applications and Setting Triggers

Within the workflow page of Pabbly Connect, you will find two sections: Trigger and Action. The trigger will be the submission of a form in Typeform, which initiates the automation process. Search for Typeform in the trigger section and select it.

• Select ‘New Entry’ as the trigger event.
• Connect your Typeform account by clicking on ‘Connect’ and granting access.
• Choose the specific form from which data will be collected.

After selecting your form, click on ‘Save and Send Test Request’. This will prepare Pabbly Connect to capture data from a test submission, which is essential for the next steps in the integration process.

3. Creating Appointment Tasks in Tookan

Once the trigger is set, the next step is to create an appointment task in Tookan. In the action section of Pabbly Connect, search for Tookan and select it as your action application. Choose the action event as ‘Create New Appointment Task’ to proceed.

Connect your Tookan account by entering the API key found in the Tookan settings. Once connected, you will need to map the fields from the Typeform submission to the Tookan task creation fields. This includes details like Order ID, Customer Name, and Address.

• Map the Order ID from the Typeform response to the corresponding field in Tookan.
• Ensure all necessary details like Customer Name and Address are correctly mapped.

After mapping the fields, click on ‘Save and Send Test Request’ to finalize the task creation process. This will create a new appointment task in your Tookan application based on the Typeform submission data.

4. Formatting Date and Time for Tasks

In order to accurately set the appointment times in Tookan, you may need to format the date and time received from Typeform submissions. Use the datetime formatting feature in Pabbly Connect to convert the date into the required format.

To do this, add a new action step in Pabbly Connect and select the ‘Date Time Format’ action. Map the date received from Typeform and specify the original format. Then, choose the desired output format and set the time zone, such as Asia/Kolkata, to ensure the appointment reflects the correct local time.

Select the original date format from the dropdown. Specify the new format you want the date to be converted into.

Once formatted, you can proceed to map this date to the Tookan task creation fields, ensuring that the appointment times are accurate.

5. Testing and Verifying the Integration

After setting up the entire workflow in Pabbly Connect, it’s crucial to test the integration. This ensures that the automation works as expected without any manual intervention. Submit a test form through Typeform and monitor the workflow in Pabbly Connect.

Check the response section to verify that a new task has been created in Tookan with all the correct details mapped from the Typeform submission. Refresh the Tookan dashboard to see the newly created task.

Confirm that the Order ID and Customer details match the submitted form data. Ensure that the appointment times reflect the adjustments made via Pabbly Connect.

Once verified, your automation is complete, and you can rely on Pabbly Connect to handle future submissions automatically, streamlining your logistics management effectively.

Conclusion

By following this detailed guide, you can successfully create Tookan appointment tasks from Typeform submissions using Pabbly Connect. This automation saves time and reduces manual data entry, allowing you to focus on your logistics management efficiently.