Google Form is a great tool for data collection and creating surveys. Integrating Google Forms with Gmail allows you to quickly access responses and take prompt action.
In this article, we’ll walk you through the benefits of integrating Google Forms with Gmail and provide a step-by-step guide using the no-code tool Yoom.
Meet Yoom: No-Code Automation
Yoom is a next-generation no-code automation that lets you connect and automate tasks between your favorite apps. Connecting different apps can be challenging for non-engineers, but Yoom makes automation accessible to everyone.
🌐 Connect with apps like Google Forms, Gmail, and more.
📖 Use automation templates - no technical setup required
📈 Boost productivity and reduce human errors
You don't need to go through a complex setup and IT jargon, you can build your automation workflows with just a few clicks :) It's designed for those who want to streamline their daily work and save hours of time and stress from repetitive work.
🚀 Let’s Set Up a Flowbot to Automatically Create Gmail Responses for Google Form Submissions
Let's walk through how to set up a flow that automatically sends a reply via Gmail when a Google Form is submitted.
⏱️ Setup time: 5 minutes
🔧 What You’ll Need
A free Yoom account
Access to Google Forms and Gmail
If you don’t have a Yoom account yet, register now from thisregistration form!
Step 1: Register Apps in Yoom I
After logging into Yoom, go to "My Apps" from the left side menu and click "+ Add".
Connecting Google Forms
Search for Google Forms and click on it.
Log in using your Google account to link with Yoom.
Since Google Forms and Gmail are both part of the Google ecosystem, they can be integrated using the same procedure. Therefore, you can follow the same steps to integrate Google Forms as well.
Step 2: Copy the Template
Click the "Try It" button to copy the pre-built template into your project.
When a Google Form is submitted, automatically send a Gmail reply to the respondent.
Click "OK" and assign a name to the Flowbot for recognition.
The template will be copied to your "My Project".
Step 3: Set Up Google Forms Trigger
Click on the trigger action with the Google Forms icon.
The next screen is pre-configured. You can change the title if you want.
Then, set your trigger interval (how often you want Yoom to check Google Forms for new updates). It can be set to 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. We recommend setting the trigger to the shortest activation interval available for your plan.
⚠️ Note: The trigger interval varies depending on your Yoom plan. Be sure to check your current plan’s limit.
Once all the required fields are filled, click "Test" to check for errors. If the test is successful, the retrieved value will get updated.
If there are no issues, click “Save”.
Step 4: Send Email with Gmail
Click on the action with the Gmail icon.
The next screen is pre-configured. You can change the title if you want.
Scroll down to configure the email content.
Recipient (To):
For testing purposes, it’s recommended to use your own email address for now.
Subject & Body:
Set the subject and message to be shared.
Use the retrieved values from the previous actions and customize your message.
Attachments
Depending on the content you wish to send, you can also add attachments
📚 Reference: For more details on retrieved values and how to set them up, see theguide here.
To enable automatic replies, make sure to disable ‘require confirmation before executing’ in the detailed settings.
Once everything is set, click “Next”.
Click “Test” to verify the setup.
If the test is successful, the following screen will appear.
Once the test is complete, set the Recipient (To) field in the previous settings section using the Google Form retrieved value, as shown below. This will extract email addresses from Google Form responses and send automatic replies.
Step 5: Activate the Flowbot
Toggle the "Trigger On" button to activate your flow! Check if the Flowbot you set up is working properly.
That’s it! 🎉 The Flowbot is now complete!
When a Google Form is submitted, automatically send a Gmail reply to the respondent.
💡 Other Automation Examples Using Google Forms and Gmail
By using Google Forms and Gmail, you can unlock a wide range of automation possibilities that simplify your workflows. Here are some examples you can explore for your next automation!
Automation Examples Utilizing Google Forms and Gmail
Add Google Form Responses to a Database Tool and Notify via Gmail
Add Google Form responses to Notion and send event information via Gmail.
■Overview The "Add Google Form responses to Notion and send event information via Gmail" workflow is a business workflow that improves the efficiency of event management.
■Recommended for - Event organizers who want to efficiently manage participant information - Those who accept event applications using Google Forms and want to centrally manage that data in Notion - Those who want to automate the sending of information to event participants via Gmail and save effort - Those who feel that the scale of the event has grown and manual management is no longer sufficient - Event operation managers or team leaders who want to improve business workflows and save time and effort
■Notes - Please integrate Google Forms, Notion, and Gmail with Yoom. - For information on how to obtain response content when using Google Forms as a trigger, please refer to the following. https://intercom.help/yoom/ja/articles/6807133 - Triggers can be set to activate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. - Please note that the shortest activation interval varies depending on the plan.
This is a flow where when a new response is submitted to a Google Form, the response content is added as a record to a Google Spreadsheet and sent via Gmail.
This is a flow to retrieve customer information from Microsoft Excel and automatically send it to Google Forms using RPA.
■Notes ・Please integrate Yoom with both Microsoft Excel and Google Forms. ・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. ・Operations that manipulate the browser are features available only in the Success Plan. In the case of the Free Plan, Mini Plan, or Team Plan, operations set in the flow bot will result in an error, so please be careful. ・Paid plans such as the Success Plan offer a 2-week free trial. During the free trial, you can use operations that manipulate restricted apps and browsers. ・Please refer to the following for how to set up operations that manipulate the browser. https://intercom.help/yoom/ja/articles/9099691
■Overview This is a flow to retrieve customer information from Salesforce and automatically send it to Google Forms using RPA.
■Notes ・Please integrate Yoom with both Salesforce and Google Forms. ・Operations that control the browser are only available in the Success Plan. For Free Plan, Mini Plan, or Team Plan, the flow bot operations set will result in errors, so please be careful. ・Paid plans such as the Success Plan can be tried for free for two weeks. During the free trial, you can use operations that manipulate restricted apps and browsers. ・Please refer to the following for the settings of browser control operations: https://intercom.help/yoom/en/articles/9099691 ・Please refer to the following for setting triggers using the Chrome extension: https://intercom.help/yoom/en/articles/8831921
■Overview Are you manually uploading attachments such as invoices and reports received in Gmail to Microsoft SharePoint? As the number of items increases, this work becomes a heavy burden and also carries the risk of missed saves. By leveraging this workflow, you can use email receipt in Gmail as a trigger to automatically upload attachments to Microsoft SharePoint, freeing you from such routine tasks and helping improve operational accuracy.
■Recommended for ・Those who manually save attachments received in Gmail to Microsoft SharePoint ・Those in departments that handle important files such as invoices and want to prevent missed saves due to manual work ・Those who want to automate routine file management tasks and focus on more important work
■Notes ・Please connect Yoom with both Gmail and Microsoft SharePoint. ・Microsoft 365 (formerly Office 365) has consumer plans and commercial plans (Microsoft 365 Business). If you are not subscribed to a commercial plan, authentication may fail. ・Branching is a feature (operation) available on the Mini plan and above. On the Free plan, operations configured in Flow Bots will result in errors, so please be careful. ・Paid plans such as the Mini plan offer a two-week free trial. During the free trial, you can use restricted apps and features (operations). ・For triggers, you can choose a run interval of 5, 10, 15, 30, or 60 minutes. ・The minimum run interval varies by plan, so please note. ・The maximum downloadable file size is 300MB. Depending on the app specifications, it may be less than 300MB, so please be aware. ・For details on the file sizes that can be handled by triggers and each operation, please refer to the following. https://intercom.help/yoom/en/articles/9413924
■Overview The "Notify Discord when receiving emails with specific conditions in Gmail" flow is a business workflow that streamlines email management. By automatically sending important emails received in Gmail to Discord, information sharing within the team can be done quickly and reliably. This supports the smooth progress of work without missing important notifications.
■Recommended for ・Business users who use Gmail daily and do not want to miss specific emails ・Those who want to enhance information sharing within the team using Discord ・Managers who want to automate email reception and notifications to improve work efficiency ・IT personnel in companies who want to optimize business workflows using IT tools
■Notes ・Please link Gmail and Discord with Yoom. ・You can select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, and 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan.
By setting up automatic Gmail replies when Google Form responses are submitted, you can ensure timely communication with respondents. For example, when a company runs a customer survey, an automatic reply can be sent immediately after the form is submitted. This email confirms the submission and thanks the respondent, giving them reassurance that their response was received. Similarly, for inquiries or support requests, sending automated confirmation emails keeps customers informed about the status of their requests, making communication smoother.
Benefit 2: Improved Efficiency
Managing seminar registration forms often requires sending manual confirmation emails, which can be time-consuming. By automating Gmail replies when a response is received through Google Forms, you reduce the manual work involved, allowing the team to focus on other tasks. This improves the overall operational efficiency. Additionally, you can take it further by customizing follow-up actions, such as "requesting internal follow-up”.
📖 Summary
In this article, we’ve shown you how to set up automatic Gmail replies when responses are received from Google Forms. This integration allows for quick responses to respondents, enhancing customer service and communication for businesses. By automating these workflows, you reduce manual tasks for the team, giving them more time to focus on other activities.
Yoom is designed for anyone who wants to try automation. You can easily set it up! Ready to simplify your workflows? Sign up for Yoom and try it today!
I have four years of experience as a supervisor in the BPO division of a publicly listed company and approximately three and a half years in editing and writing media articles. Due to the nature of my work, which involves handling outsourced tasks from other companies, I have had the opportunity to use a wide variety of applications. I still remember the moment I discovered Yoom while struggling to improve work efficiency, and how impressed I was by its ability to easily integrate different applications and create automated workflows. By leveraging my experience in media article creation, I am eager to clearly convey the appeal of Yoom and assist you in enhancing your work efficiency.
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