Google's Google Workspace is an enterprise collaboration solution used by many organizations. It consists of many different apps like Gmail, Calendar, Drive and Docs. The GoFormz - Google Workspace integrations let you seamlessly upload form data from GoFormz into various Google Workspace apps, as well as use Google Workspace apps as GoFormz inputs.

GoFormz currently has integrations with two Google Workspace apps: Google Drive and Google Sheets. However, the only integration that has been productized as a workflow recipe is the integration with Google Drive that automates the process of uploading your completed form PDFs to the appropriate folder in your Google Drive account, so this is the integration that we cover in this document. If you are interested in other Google Workspace integrations — such as uploading image attachments from your forms to Google Drive, storing form data in a Google Sheet, or using Google Sheet data as an input for GoFormz – please contact your GoFormz account representative.

The integration covered in this document automates the process of uploading your completed form PDFs to the appropriate folders in your Google Drive account. There are two steps to configuring this integration:

This integration includes versioning. This means that if a form is completed multiple times in GoFormz, Google Drive will store each successive form PDF as a new version of the same form, overriding the previous version — rather than storing multiple PDFs for the same form.

Creating a new Google Workspace connection

Before you begin, make sure that you have an existing Google account and you know the credentials for the account. To create a Google Workspace app connection, do the following:

  1. Select Connected Apps from the More dropdown at the top of the GoFormz interface to navigate to the App Connections screen.

2. Select Google Workspace & Add Connection.

3. Choose the Google account you want to connect, or click Use another account to log into a Google account that isn’t listed.

4. Follow the steps to log into your Google account. (This step is omitted if you are already logged into your chosen Google account.) Please confirm that this is the appropriate account for your connection. If you do not want it to be tied to your personal account, you may need to enter incognito mode. Note, any future password changes associated with this account will require you to re-authenticate.

5. Click Allow on the screen displayed below to complete the integration. This will allow GoFormz to save PDF files to your Google Drive account. GoFormz will not manage any of your Google Workspace settings.

Please note that whoever makes the connection of the application will be tied to the integration activity. For example, on the Upload File step, it will show the person who connected the app as the uploader of the file. We recommend creating a 'GoFormz Integration' account for your Google Workspace account, if you don't want the activity tied to your personal Google Workspace.

The new Google Workspace connection will appear on your connections list with a generic name like “Google Workspace Connection 1”. We recommend renaming your connection with a more descriptive name (e.g. including your Google username in the connection name), especially if you plan to use multiple Google Workspace connections. This will make it much easier to tell your connections apart from each other.

Creating a Google Drive workflow

Workflow automation provides a way to automatically upload PDF versions of your completed forms to your Google Drive account. To set this up, follow the steps below. See here for more on automated workflows in general.

  1. Initiate workflow creation. Navigate to the Workflow Tab and click the Create button in the top right corner.

2. Select the Google Drive workflow recipe. In the Add Workflow dialog box that appears, select the Google Drive File Upload recipe from the dropdown and click Next. An empty workflow will appear on your screen with the following steps: Form Completed trigger, Export Form to PDF, and Upload File.

3. Change the name of your new workflow. Click the icon to the right of the default name and type in the new one. While this is not necessary, we strongly recommend making your workflow name more specific than the default “Google Drive File Upload” — for instance, you may want to include the name of the form template to which this workflow applies.

4. Set up the Form Completed trigger. The trigger options allow you to select who the form was completed by (Anyone, Specific User, or Group) as well as the Template the form is based on. If the Template input is left blank it will trigger based on Template. Additionally you can set if the Workflow should trigger only after the initial form completion.. Click Next when you are done.

5. Set up the Export Form to PDF action. Specify which form Pages should be included in the PDF. Leave this field blank if you want to export all form pages. Otherwise, use dashes to specify page ranges and commas to separate page ranges and numbers. For instance, “1,3-5,8” means that pages 1, 3, 4, 5, and 8 would be exported. Click Next when you are done.

6. Set up the Upload File action. This will upload your PDF to Google Drive. The following fields must be specified for this step:

  • Connection: From the dropdown, select the Google Workspace app connection that should be used for this upload. See above for more on creating a new Google Workspace app connection.

  • File URL(s): Do not change this field! This field determines which PDF is uploaded to Google Drive. It is automatically set to be the PDF that is output by the Export Form to PDF step.

  • Destination Path: This determines the Google Drive folder where the PDF will be placed, as well as the name of the PDF. If the Google Drive folder you specify does not already exist, it will automatically be created for you. Workflow variables can be used in filling out this step. In the example below, the text “GoFormz/#{trigger.[Customer]}/#{trigger.[formName]}.pdf” contains the variables "#{trigger.[Customer]}" and “#{trigger.[formName]}”. The first refers to the form field containing the name of your customer, and the second refers to the name of the completed form. So, the completed form will be saved to a subfolder with the customer's name within the “GoFormz” folder in your Google Drive account, and the PDF will bear the name of the completed form. See here for more on workflow variables and how to use them.

  • Unique Identifier: Do not change this field! This field is used for versioning uploaded forms. It adds a custom property called “uniqueIdentifier” to the PDF stored in Google Drive. The form’s 32-digit hexadecimal ID is used as this unique identifier. This way, if a form is reopened and completed a second time, it will have the same "uniqueIdentifier" as the PDF that was uploaded when the form was originally completed. This will tell Google Drive to save the new upload as a new version of that original PDF, rather than a brand new form.

7. Save and activate the workflow. If you want the workflow to go into effect as soon as you save it, activate it by clicking the Inactive slider in the top right to change it to Active. Finally, click Save in the top right to complete your Google Drive workflow creation.

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