[No Programming Required] How to Automatically Update Data in Bubble

Automatically Update Schedule Tool Data in Bubble

Often overlooked changes, such as storage file names and schedule modifications, are covered by the following flow.
By executing the flow at a specified time each day or triggering it with updates from other apps, you can synchronize the latest status with Bubble.

Automatically Update Data from Database/CRM Services to Bubble

Even if different departments use different database/CRM services, you can integrate and manage them centrally.
Automatically reflect updates from spreadsheets or Notion databases in Bubble. This will prevent information discrepancies and double management, making cross-departmental operations smoother.

Let's Create a Flow to Automatically Update Bubble Data

Let's get started with creating a flow to automatically update Bubble data!

This time, we will proceed with the setup using Yoom, a no-code platform.
If you do not have a Yoom account yet, please create one from the Yoom account creation link.

[What is Yoom]

<span class="mark-yellow">In this article, we will create the flow introduced earlier: "Update Bubble's Thing when Google Form is submitted."</span>
The creation process is broadly divided as follows.

• Integration of Bubble and Google Form with My Apps
• Copying the Template
• Retrieving Form Responses and Setting the Thing to Update
• Preparing for Flow Operation (Setting the Trigger to ON)

Step 1: Integrating Bubble and Google Forms with My Apps

Register Bubble and Google Forms in My Apps and integrate them with Yoom.

1. After logging into Yoom, select "My Apps" from the workspace sidebar.
2. Click "+ Add" on the right side of the My Apps screen.

3. When the "App List" is displayed, search and select the app name using the search bar at the top right.

Let's start by integrating Bubble.

1. Select Bubble from the app list.

2. Set any name for "Account Name".
   It's easier to manage if the name can identify the API being integrated.

3. After logging into Bubble, access the edit screen of the API to be integrated.
   Open the API screen from the gear (Settings) on the left.

4. Check the items in the diagram under "APIs and Backend Workflows".

5. Click "Generate a new API token" under "API Tokens".
   Copy the generated "Private key" and set it in the "Access Token" on Yoom's integration screen.

6. Copy the red-framed part from the API root URL under "APIs and Backend Workflows" and set it in the "Subdomain" on Yoom's integration screen.

7. Once the settings are complete as shown in the diagram below, click "Add".

Return to the "My Apps" screen, and if Bubble has been added, the integration is complete. For more details on Bubble integration, please refer to this help page.

Next, let's integrate Google Forms.

1. Select Google Forms from the app list.

2. Click "Sign in with Google".

3. Select any Google account and sign in.

4. Review the content and click "Continue".

5. Review the access permissions and click "Continue".
6. If "Select the information Yoom can access" is displayed, check "Select All".

Return to the "My Apps" screen, and if Google Forms has been added, the integration is complete.

Step 2: Copying the Template

Once the integration of Bubble and Google Forms is complete, copy the template you will use.
Click "Try it" on the banner below.

This will copy the template to your Yoom workspace.
Click "OK" to proceed to the flow settings.

Step 3: Setting the Trigger for Google Forms

First, set up the trigger action that will initiate the flow.

1. Click on "When a response is submitted to the form" in Google Forms.

2. Check the linked account and action details, then click "Next".

3. Select the desired interval from the "Trigger Interval" dropdown.
   The trigger timing can be set to 5, 10, 15, 30, or 60 minutes. Depending on your plan, the shortest interval you can set may vary, so be sure to check.
   
   We recommend using the shortest interval available for your plan.

4. Set the ID of the form you want to use as a trigger in "Form ID".

5. Click "Test".
   This will retrieve the most recent response from the specified form.
   If no response has been submitted within the last hour, an error will occur. In that case, please submit a response to the form for testing purposes.

As an example, we will retrieve responses from the form shown below.

When the "Test Successful" result is displayed, the latest response will be added to "Retrieved Value".

By default, the items to be retrieved are fixed, and responses to the form are not included.
<span class="mark-yellow">Click "Add Values to Retrieve" to add items you want to reflect in Google Forms.</span>
For more details on how to add items, please refer to this help page.

Once added, you can see that the retrieved content has been updated as shown below.

Once the values are added, click "Save" at the bottom of the page.
Return to the flow screen, and if there is a checkmark next to "When a response is submitted to the form", you are done.

Step 4: Setting the Thing to Retrieve

Next, retrieve the Thing to update.

1. Click "Search Thing" in Bubble.

2. Check the linked account and action details, then click "Next".

3. Set the data type to be searched in "Data Type Name".

Access the API editor screen in Bubble, select "Data" on the left, and the value entered in "Type name" is the data type.‍

When setting the data type name, it must be entered in lowercase without spaces.
For more details, please refer to this help page for "How to Check Data Type Names in Bubble".

4. Set the field name to be searched in "Field Name".

The red box in the image below is the field name. Please set any field name you want to search for.

5. Set any conditions in "Search Conditions".
   You can select from the dropdown.

6. Set the value obtained in Step 3 in "Search Value".
   After clicking the input field, you can select the values retrieved from Step 3.
   
   In the example, it is set to "Company Name", and each time a response is submitted, it searches for a Thing that matches (equals) the company name in the response.

7. Once the settings are complete, click "Test".
   It will search for a Thing that matches the specified conditions.

When the "Test Successful" result is displayed, the information of the Thing that matches the conditions will be added to "Retrieved Value".
If multiple Things match, only the most recent one will be included.

If there are no issues with the values, click "Save" at the bottom of the page.
Return to the flow screen, and if there is a checkmark next to "Search Thing", you are done.

Step 5: Setting the Thing to Update

Finally, update the Thing searched in Step 4.

1. Click "Update Thing" in Bubble.

2. Check the linked account and action details, then click "Next".
3. Set the data type to be updated in "Data Type Name".
   Set it in the same way as in Step 4.
4. By default, the Thing ID obtained in Step 4 is set in "Thing ID".

5. Set the update content in "Thing".
   You can select the value obtained in Step 3 from the menu when clicking the input field.
   It is also possible to set a fixed value.

‍

6. Once the settings are complete, click "Test".
   The Thing searched in Step 4 will be updated with the specified content.

Once the "Test Successful" result is displayed, confirm that the Bubble Thing has been updated as specified, and click "Save".

Step 6: Preparing to Run the Flow (Set Trigger to ON)

Return to the flow screen, and if "All settings are complete!" is displayed, the flow setup is complete.
If you want to run the flow immediately, click "Turn Trigger ON".

If you want to run it later, you can turn the trigger ON by clicking the trigger switch on the flow screen.

Based on this flow bot, you can automate various other tasks!
Please try out the convenient features of Yoom.

Convenient Automation Examples Using Bubble

In this article, we introduced how to automatically update Bubble based on actions from various apps, but it is also possible to synchronize data from Things created in Bubble to other databases, or send notifications to email or chat tools.

Please give it a try!

Conclusion

This time, we introduced a method to automatically update data by connecting Google Forms and Bubble.
Reducing manual work while streamlining information exchange is a significant advantage, isn't it?

Moreover, even without programming knowledge, anyone can easily create flows using Yoom.
Why not register for Yoom for free and expand the range of what you can do?