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Make your first flow

Make your first flow

The best way to understand viaSocket is by diving in and trying it yourself! This guide will walk you through creating your first automated workflow: the Automatic Lead Follow-up Email Workflow.

By the end, you'll have a solid understanding of viaSocket's core features and be ready to create your own custom workflows with ease.

What You'll Build

You’ll create a system to send a follow-up email whenever someone fills out the lead form via Typeform. The scenario will:

  • Monitor a Typeform submissions for new leads.

  • Send follow-up personalized mail.

What You'll Need

  • A viaSocket account (Sign up here)

  • A Typeform account (Create one here)

  • A Gmail Account (Create one here)

All of these accounts are free to create. Although this guide uses Typeform and Gmail, you can adapt the steps to work with your preferred apps.

Successful automation starts with understanding what to automate. For any viaSocket workflows, follow these steps:

  1. Define the apps to connect

    • Check if the apps (like Gmail, Typeform) are available in viaSocket.

    • Ensure you have access and the necessary permissions for these apps.

  2. Outline the actions needed

    • Identify the trigger (e.g., new email, form submission, or spreadsheet update).

    • Determine the information to process (e.g., contact details, order info).

    • Define the actions (e.g., create a contact, send a notification, or update a database).

For our Lead Follow Up mail scenario:

  • Apps: Typeform, Gmail

  • Trigger: New form submitted in Typeform

  • Action: Send Follow up mail via Gmail

Plan your Workflow
May 1, 2025

Before building your first workflow, set up your accounts and apps:

Required Accounts

  • viaSocket account (Create one here)

  • Typeform account (Sign up for Typeform)

  • Gmail account (Create an account)

Set up Typeform

  1. Sign up at Typeform and log in.

  2. Click "Create" and choose "Start from scratch" or a lead generation template. Add fields like First Name, Last Name, Email, Phone Number, and Message.

  3. Personalize the look and set up a Thank You screen after submission.

  4. Click "Publish" and share the form link or embed it on your website.

Set Up Gmail

  1. Create a Gmail Account: If you don’t have one, sign up at Gmail.

Set Up your Apps
May 1, 2025

Before publishing the flow, ensure that both modules are tested and working together properly.

To test the flow, click on the button “Test Flow”.

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After testing your flow, if you are satisfied that the workflow runs correctly with the correct data, you can now publish the workflow by clicking on "Publish Changes."

With the workflow successfully published, you’ve streamlined your process for optimal performance and can now focus on achieving greater productivity and automation.

Publish the Flow
May 1, 2025

Now that your Typeform trigger is working correctly, you need to configure action.

  1. Click on “Add Step” to add an action.

    Untitled design (9).png

  1. Select the action “Send Mail” from the following action list of gmail.

    Untitled design (10).png

  1. Established the connection and fill up the all the necessary information by mapping up the required data.

    Screenshot 2025-05-02 at 10.41.40 AM.png

  2. Test and click on Create to save all the changes.

With your Gmail module added to the workflow, you're now ready to configure it to send mail using data from your Typeform trigger.

Set Up the Action
May 2, 2025

To set up your Typeform trigger:

  1. Click on the “Create New Flow”.

    Untitled design.png

  1. Click on “Select on Tigger”.

    Untitled design (1).png

3. Select Typeform App and select the trigger “New Entry”.

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  1. Configure the connection and select your form and click on create.

    Untitled design (8).png

Your Typeform trigger is now configured to detect new form responses. Next, you'll test the module to ensure it works properly.

Set Up the Trigger
May 1, 2025

While creating any workflow , triggers are the starting points that initiate a workflow. They define when a workflow should run by listening to specific events or conditions. Once a trigger occurs, it activates the rest of the steps in the workflow.

Types of Triggers

Here's an overview of the commonly used ones:

  1. App Integrations

    • These are event-based triggers that start a workflow when something happens in a connected app.

    • Example: When a new row is added in Google Sheets, or when a new lead is created in a CRM, the trigger fires, and the workflow begins.

  2. Webhook

    • Webhooks are used to receive real-time data from external applications.

    • A unique URL is generated, and when data is sent to this URL, the workflow is triggered.

    • Example: An e-commerce app sends order details to a webhook URL when a new order is placed, triggering a workflow to send a confirmation email.

  3. Cron - Scheduler

    • These are time-based triggers that run workflows at specific intervals or schedules (e.g., hourly, daily, weekly).

    • Example: A workflow runs every day at 9 AM to check for overdue tasks and send reminders.

Why Triggers Are Important

Triggers reduce manual work by starting workflows automatically based on predefined conditions. This helps ensure timely responses, minimizes errors, and improves overall efficiency.

Selecting the right trigger is the first and most important step in designing a workflow.

It ensures the automation runs at the right time and in response to the right events. When setting up a workflow, always start by identifying what event should kick off your automation—this becomes your trigger.

What are Triggers in a workflow
May 7, 2025
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