On Data Source Created

Run an automation when a new record is added to a data source of the chosen data type.

On Data Source Created runs when a new record is added to a data source of the chosen data type. Use it to turn incoming data into tasks, or to pass new records on to another system.

Required permission:

• View automation
• Create automation
• View data source

When it runs

The event runs when a record is created by any of these:

• Web app: a user adds the record on the Data Source page.
• Import: records uploaded from a spreadsheet.
• API: records created through the API.
• External data source: records synced from an integrated external system.

It runs only when the record is saved, belongs to the data type chosen in Trigger Data Type, and matches every rule.

Set it up

On Workflow › Automation, click New.

1. Event: On Data Source Created.
2. Trigger Data Type: required. The data type whose new records start the automation, for example Customer Orders.

Then choose the Automation Type:

• Create Task: pick the task type to create and map the record’s fields to the task’s fields, for example

  Record field	Task field
  Customer Name	Customer Name
  Customer Phone	Phone
  Customer Address	Address
  Order Number	Order ID

  Fields not in the record can be given fixed values.

• Webhook: send the record to a URL, for example https://api.example.com/data/created with an Authorization header.

Optionally add Rules on the record’s fields, click Submit, make sure the automation is Active, and add a record to test it.

Use cases

Scenario	Trigger Data Type	Automation Type	Result
Orders become deliveries	Customer Orders	Create Task	Each new order creates a Delivery task with the order’s customer, address, phone and items.
Leads become visits	Sales Leads	Create Task	Each new lead creates a Customer Visit task.
Sync inventory	Product Inventory	Webhook	New records are sent to a warehouse system.

Webhook payload

An example request body:

{
  "event": "on_data_source_created",
  "timestamp": "2024-01-15T09:00:00.000Z",
  "dataSource": { "id": "datasource_id_123", "name": "Customer Orders", "typeId": "datatype_id_456" },
  "entry": {
    "id": "entry_id_789",
    "createdAt": "2024-01-15T09:00:00.000Z",
    "fields": {
      "orderNumber": "ORD-2024-001",
      "customerName": "Budi Santoso",
      "customerPhone": "[phone]",
      "customerAddress": "Jl. Sudirman No. 123, Jakarta",
      "deliveryCoordinate": "-6.2088,106.8456",
      "orderItems": [
        { "productCode": "PROD-001", "productName": "Product A", "quantity": 2, "price": 50000 }
      ],
      "totalAmount": 100000,
      "paymentType": "COD",
      "notes": "Handle with care"
    }
  },
  "hub": { "id": "hub_id_789", "name": "Jakarta Hub" },
  "creator": { "id": "user_id_101", "name": "Operations Manager", "email": "[e-mail]" },
  "createdFrom": "WEB"
}

entry.fields follows the fields of your data type.

Troubleshooting

The automation doesn’t run when records are created.

• Check that its Active switch is on and the record’s data type matches Trigger Data Type.
• Check that the rules don’t exclude the record, and that the record was saved.

Created tasks have missing or wrong values.

• Review the field mapping. Empty record fields give empty task fields.
• Give required task fields a fixed value when the record may not have them.

The automation runs several times for one record.

• Look for several active automations on the same data type. The event runs on new records only, not on updates.
• Make your webhook endpoint idempotent, using the record ID.