[Mock Exam 4] [Google Forms × Microsoft Teams] How to Automatically Notify Form Contents

For those collecting information or conducting surveys with Google Forms, isn't it a hassle to manually check the responses every time?
By integrating Google Forms with Microsoft Teams, you can automatically receive notifications each time a response is submitted.
This article introduces the integration method and benefits using the no-code tool Yoom.
Let's aim for efficiency and speedy responses.

Recommended for

・Customer support representatives at companies who want to collect customer feedback via Google Forms and respond quickly
・Project managers who use Microsoft Teams for team communication and want to automatically share Google Forms information
・Administrative staff considering ways to prevent input errors and improve work efficiency due to frequent data entry errors and workload
・HR and general affairs personnel who handle application tasks with Google Forms but want to reduce the hassle of manual checks and data entry
・IT administrators looking to reduce app management costs and streamline operations by integrating Google Forms with Microsoft Teams

Benefits and Examples of Integrating Google Forms with Microsoft Teams

Achieving Speedy Customer Response

By implementing a system where inquiries or feedback submitted via Google Forms are automatically notified to Chatwork, speedy customer response becomes possible.
For example, the customer support team can check the notifications and immediately start addressing issues if necessary.
Especially when there are multiple representatives, notifications are sent to all of them simultaneously, ensuring that someone can respond promptly, thus reducing customer wait times.
This leads to quick and appropriate responses, improving customer satisfaction and experience.
It also reduces missed inquiries, effectively preventing issues caused by response oversights.

Preventing Human Error

With automatic notifications of form contents to Microsoft Teams, the need for manual data entry is eliminated, preventing errors such as input mistakes or omissions during data transfer.
For instance, when an employee submits a leave request via a form, the request details are directly notified to Microsoft Teams, ensuring no transcription errors by the responsible person.
Manual data entry often leads to mistakes in crucial information like dates and times, but this integration reduces such errors by directly notifying the information.
Additionally, since no manual data entry is needed, the effort of data verification is reduced, making the application process smoother.

Reducing Management Costs

Integrating Google Forms with Microsoft Teams reduces the hassle of switching between separate tools and managing information on both, thus cutting management costs.
Typically, after aggregating customer or employee surveys with Google Forms, data was transcribed to report results via Microsoft Teams or email.
However, with the integration, notifications are automatically sent to Microsoft Teams, eliminating the need for the responsible person to check data and re-enter it into another tool.
Moreover, by eliminating the need to use multiple tools, inconvenient apps can be integrated, significantly reducing overall management costs.

[About Yoom]

How to Create a Google Forms and Microsoft Teams Integration Flow

So far, we have introduced the benefits of integrating Google Forms with Microsoft Teams.
Let's quickly proceed to link the apps we'll use this time with Yoom!
Once the registration of My Apps is complete, we will create a flow bot to "Notify Microsoft Teams of information submitted via Google Forms."

This time, we will follow the process below.
Let's set it up together!

Integrate Google Forms with Microsoft Teams in My Apps.
Copy the template.
Set up the trigger for Google Forms, which is the starting point of the flow, and configure the subsequent operations in Microsoft Teams.
Turn on the trigger button and verify the operation of the integration flow between Google Forms and Microsoft Teams.

Step 1: My Apps Integration

‍Integrating My Apps first will make the subsequent settings proceed smoothly.
First, we will integrate the Google Forms you are using with Yoom.
Select My Apps → New Connection from the left side of the Yoom page.

Search for Google Forms and log in with your Google account.
Next, integrate with Microsoft Teams.
Please log in with your email address and password.
Note: Microsoft365 (formerly Office365) has both a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.

Once Google Forms and Microsoft Teams are displayed in My Apps, the integration is complete.

Next, copy the template to My Projects and create a Flow Bot.
Please copy the Flow Bot template from below.

1. Hover over the banner and click on "View Details"
2. Click on "Try this template" on the page you navigated to
3. Register for Yoom
* If you have already registered, the login screen will be displayed, so please log in.

‍

Step 2: Set Triggers and Actions

‍This time, we will use this template.
Open the template page and click 'Try this template'.
If you are using Yoom, log in, and if you are new, please register.
Once completed, the template is automatically copied to your workspace.
The template name can be changed as needed.
Click on My Projects on the left to display the template you just copied.
Click on the ellipsis (...) on the right and select Edit.

Items to Prepare

A Google Form with the question content set.
This time, we set it as follows.

Now, let's set up the app trigger.
Select "When a response is submitted to the form".
The title can be changed as desired.
After confirming the account information to be linked, proceed to the next step.

Trigger Interval: You can choose from intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
* The selection of trigger intervals changes depending on the plan.

After setting up to this point, we made a test response in Google Forms as follows.

Let's go back to the flowbot settings and test it.
The default output does not reflect the response, so we will retrieve the response using JSONPath.
Click on "Add value to retrieve".

As shown in the figure, click the + mark next to the response content you want to retrieve.

When you hover over the item to add, a pencil mark will appear, so click it.

The edit screen will appear, so change the name to an easy-to-understand item.

This time, we matched the item name to the Google Form.
Repeat the same work for the number of items you want to add.
Once the work is completed, click Add and save.

Next, select "Notify Microsoft Teams".
Check the linked account and proceed to the next step.
Set the required items.

The message content was created using the output.

Once the selection from the output is complete, test and save.
Check on the Microsoft Teams side.

The response content was successfully notified!
Finally, turn on the app trigger.
Thank you for your hard work.

Even I, who am not familiar with programming, was able to set it up easily.

The flowbot used this time is here↓

Other Automation Examples Using Google Forms

1.When there is a response to a Google Form, add text to a Notion page flow.

By using this automation, responses from Google Forms are automatically accumulated in Notion.
This should make it easier to analyze the responses.

2.This is a flow to create a Zoom meeting when there is a response to a Google Form.

You can have respondents provide necessary details such as date and time for the meeting in the Google Form and reference that information.
It is recommended for managers or executives who need to hold meetings with multiple members individually.

3.This is a flow where, when interview reservation information is submitted via Google Forms, a reservation is created in Google Calendar and a notification is sent to Google Chat.

Previously, when an interview reservation was made, it was necessary to manually register the event in Google Calendar.
However, by using this flow, the event is automatically added to Google Calendar and a notification is sent to Google Chat, preventing any oversight.

Summary

This time, we introduced a "Flow Bot that notifies Microsoft Teams of information submitted via Google Forms".
The integration of Google Forms and Microsoft Teams will contribute to improved efficiency and accuracy in business operations.
By utilizing this flow, you can expect faster response times, prevention of human errors, and reduced management costs.
Please refer to the method introduced in this article and try integrating Google Forms with Microsoft Teams.

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