Google Spreadsheet is a popular, free platform used for creating and maintaining spreadsheets. This has resulted in it becoming a commonly accepted means of sharing data between systems. One of the easiest ways to automate your process is connecting your form data entries to a Google Spreadsheet. For example, if a time-sheet form is captured, it would be helpful to have that information appear in a time-sheet spreadsheet automatically.

Note: Google Spreadsheets currently have a limit of 2,000,000 cells per spreadsheet. If your expected output will grow beyond this limit, you will either need to create a new Spreadsheet, and update the spreadsheets name in your connector, or consider an alternative connector option. For more information refer to Google's help center found here.

Before adding a Google spreadsheet connector, you must ensure that you have a valid Google connection set up for your organization.

Adding a Google Spreadsheet connection

You must be an administrator level user to see this option. To add a connection, click Connected Data from the navigation menu, select Connections from the drop down. 

The page will refresh, showing a new Google connection row. Click 'AUTHORIZE',  you will be taken to the Google accounts page where you must log in with your desired Google account.

Note: Be sure to log in with the correct account as this is the account that all Google connectors will use.

You will need to grant the access requested so our connectors can create and update entries on your Google account. This will send you back to the connections page. Your connection will be verified automatically, and you will see a green check mark if everything is working.

Once you have a valid connection, you can add as many connectors as you like to a form. This is done via the connectors page.


Adding a Google Connector to your form

1. Hover over a form, and select the 'Connect' option.

2. Click on 'ADD CONNECTOR' to see a list of the available connectors.

3. A 'Choose Connector' window with many connector options will appear. Click 'Google Spreadsheets'. This will refresh the page and display your email connector, ready for configuration.


Note
: At this stage nothing has been saved - you must click 'SAVE' to save your connector after you've finished setting it up.

5. Enter the name of spreadsheet. Our system will create and keep it updated as form entries are received from the app.

6. Click 'SAVE' to save your changes and activate the Connector.

Add a Run Condition

You may have a connector that you only want to fire in the event that the form entry has a given answer value. For example, you have an audit form, which has a risk rating question with options 'Low', 'Medium' and 'High'. If the user answers the risk rating as 'High', you want an email to be sent to a supervisor for follow up and action.

This is where a run condition comes in. Run conditions are defined by creating a true/false formula. The connector will only run if the formula you define in the run condition has a true result. In the example above, the run condition formula would be something like:

###{{riskRating}} = 'High'

When you hover over the run condition field, you will see a hammer icon appear. Clicking the hammer icon will take you into the formula builder, which helps you to create the formula you desire.

See the Creating a formula article to learn more about form formulas.

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