Running a lucky draw for your event, campaign, or employee engagement activity used to mean spreadsheets, manual entry collection, and someone awkwardly pulling names out of a hat.
With Lark Base Workflow Lottery, the entire process — from collecting entries to randomly picking winners — runs on autopilot.
This guide walks you through how to set it up, step by step.
What Is the Lark Base Workflow Lottery?
It is a simple automation built inside Lark Base that lets you:
- Collect participant entries through a registration form
- Set a deadline to automatically stop accepting responses
- Randomly pick winners the moment the deadline hits — no manual work required
It is perfect for marketing campaigns, customer giveaways, employee appreciation events, festive promotions, or any moment where you need a fair, transparent random draw.
Use Case Example
Imagine your marketing team is organising a customer event. Anyone who wants to join must fill in a registration form. The form closes on 30 August 2025 at 5:30 PM.
The moment it closes, Lark Base automatically picks 3 lucky winners from all submitted entries — instantly, fairly, and without anyone touching the data.
That is exactly the kind of workflow this setup handles.
Step 1: Create the Registration Form
Start by building the form that participants will use to enter the draw.
a. Choose the Upgraded Form
Inside your Lark Base, add a new view and select Upgraded Form (not Classic Form).
The Upgraded Form gives you more customisation options like themes, settings, and submission controls.
b. Set an end time for submissions
Go to Form > Settings and look for the Set expiration option. Toggle it on, then set your End time (for example, 30 August 2025, 17:30:00).
After this time, the form will automatically stop accepting new responses — no manual closing required.
Tip: Always use the form’s built-in expiration rather than relying on a manual close. It guarantees a clean cut-off time, which is essential for a fair lucky draw.
Step 2: Set Up the Form Fields
Add the questions you need participants to answer.
a. Create the necessary fields
For a typical lucky draw, you will want at minimum:
- Submitted Date (auto-captured timestamp)
- Customer Name
- Email Address
- Any extra fields relevant to your campaign (phone number, company, preferred prize, etc.)
Keep the form short. The fewer fields, the higher your completion rate.
b. Watch responses flow in automatically
Once you publish the form and share the link, every submission will appear as a new row in your Lark Base table. You can monitor entries in real time without lifting a finger.
Tip: Add a Winner column (single-select or checkbox field) to your table now. The workflow will use this column later to mark the lucky winners automatically.
Step 3: Build the Workflow to Pick Winners Automatically
This is where the magic happens. Lark Base’s workflow automation handles the random selection for you.
a. Open Workflow
Inside your Base, click Workflow in the bottom-left corner and create a new workflow.
b. Set the trigger
Choose a time-based trigger and set it to fire at your form’s expiration time (in our example, 30 August 2025, 17:30). This ensures the lottery runs the exact moment entries close.
c. Add the random selection action
Configure the workflow to randomly select a set number of records from your entries table — for example, 3 random winners. Then add an action to update the Winner field for those selected records (for example, mark them as “Winner”).
d. (Optional) Send notifications
Add a final step to automatically notify the winners — either via Lark Messenger, email, or by posting an announcement in a group chat. This makes the entire experience seamless from entry to announcement.
Tip: Test your workflow before going live. Submit a few dummy entries, set the trigger to fire in 5 minutes, and confirm everything runs as expected. A small test run avoids embarrassing mishaps on the actual event day.
Step 4: Announce the Winners
Once the workflow runs, your winners are marked in the table. From here, you can:
- Filter the table by the Winner field to see all winners at a glance
- Export the winner list for record-keeping
- Share the results with your team or audience through a Lark Doc, dashboard, or chat announcement
The whole process — collection, deadline, random pick, notification — happens automatically, even if you are away from your desk.
Why This Beats a Manual Lucky Draw
| Manual lucky draw | Lark Base Workflow Lottery |
|---|---|
| Collect entries via spreadsheet or form | Auto-collect into a structured table |
| Manually close entries at deadline | Automatic expiration |
| Use a separate random picker tool | Built-in random selection in the workflow |
| Manually contact winners | Automated winner notifications |
| Risk of human error or bias | Transparent, fair, and fully automated |
For SMEs and startups running regular giveaways or engagement campaigns, the time savings add up fast.
Frequently Asked Questions (FAQ)
1. Can Lark Base really pick random winners automatically?
Yes. Using Lark Base’s built-in workflow automation, you can configure a trigger to randomly select a set number of entries from a table at a specific time, with no manual input required.
2. How many winners can I select in one workflow?
You can set the workflow to select any number of random winners, from one to as many as you need, depending on your campaign rules.
3. Can I use the Lark Base lottery for events other than marketing campaigns?
Absolutely. It works for employee appreciation draws, festive giveaways, customer loyalty programmes, internal team-building activities, and any scenario that needs a fair random selection.
4. Do I need coding skills to set this up?
No. The entire workflow is built using Lark Base’s no-code automation interface — just point, click, and configure.
5. Can I notify the winners automatically?
Yes. You can add a notification action to your workflow to send messages via Lark Messenger, email, or a group chat announcement the moment winners are selected.
Run Your Next Lucky Draw the Smart Way
A lucky draw should be exciting for your audience, not stressful for your team.
With Lark Base’s Workflow Lottery, you spend less time on logistics and more time on what actually matters — engaging your customers, celebrating your employees, and growing your brand.
Whether you are running a one-off giveaway or planning a recurring engagement programme, this is the kind of automation that makes Lark Base a genuine productivity multiplier for SMEs and startups.
Ready to Power Your Business with Lark?
Lark Base is just one part of an all-in-one platform that brings messaging, meetings, documents, approvals, and automations together for your entire team.
As the Platinum Partner for Lark in Malaysia, Exabytes offers tailored Lark plans, smooth onboarding, and dedicated local support to help you set up workflows like this one — and many more — for your business.
