Overview
The Diary Notes Updated trigger starts a workflow when diary notes are updated for an availability in your CaptainBook system.
When It Triggers
Diary notes are added or modified for an availability
Notes are updated through the CaptainBook interface or API
Use Cases
Notify team members when notes are added
Process availability notes for automation
Sync notes to external systems
Trigger follow-up actions based on note content
Archive or backup availability notes
Configuration
This trigger requires no additional configuration. It automatically triggers when diary notes are updated for any availability in your system.
Optional Filters
You can add filter conditions in your workflow to only process specific availabilities:
Filter by product type
Filter by availability date range
Filter by note content
Filter by resource
Available Data
When this trigger fires, it provides an availability object with comprehensive availability information.
Availability Object Structure
The availability object includes:
Basic Information
id- Availability IDfrom- Start date/timeto- End date/timenotes- Diary notes contentupdated_at- When notes were last updated
Product Information
product_id- Product IDproduct- Product details
Resource Information
resource_id- Resource ID (if assigned)resource- Resource details
Booking Information
bookings- Associated bookingsis_available- Availability status
Accessing Availability Data
In your workflow actions, you can access availability data using variables:
{availability.id}
{availability.from}
{availability.to}
{availability.notes}
{availability.updated_at}
{availability.bookable_id}Example Workflows
1. Notify Team on Note Update
Workflow Steps:
Trigger: Diary Notes Updated
Action: Send Notification
To: Team members
Subject: "Notes Updated for {availability.product.title}"
Body: Include availability and notes details
2. Process Notes Content
Workflow Steps:
Trigger: Diary Notes Updated
Action: Analyze Sentiment (
{availability.notes})Condition: If
{sentiment_analysis.sentiment}equalsnegativeAction (True): Send Notification to manager
Action (False): Log note update
3. Sync to External System
Workflow Steps:
Trigger: Diary Notes Updated
Action: Send Webhook
URL: External system endpoint
Payload: Availability and notes data
4. Archive Notes
Workflow Steps:
Trigger: Diary Notes Updated
Condition: If
{availability.notes}contains "ARCHIVE"Action (True): Send to archive system
Action (False): Continue normal processing
Testing
When testing this trigger:
Select an availability with notes from your system
The workflow will use that availability's data
Review execution logs to see the availability data used
Test Data
The trigger provides access to the last 20 availabilities with notes for testing purposes.
Best Practices
Filter when needed - Use conditions to only process relevant availabilities
Handle note content - Check if notes exist before processing
Respect privacy - Be mindful of sensitive information in notes
Use delays - Add delays before follow-up actions if needed
Log important updates - Store availability IDs for tracking