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"Are we really checking the form responses properly...?"
Are you overwhelmed with manually checking responses, planning schedules, and contacting stakeholders every time? Many companies use Google Forms for submissions and applications, but if the follow-up relies entirely on human effort, errors and omissions are likely to occur. This is where the automatic integration of Google Forms and Microsoft Teams comes in handy. For example, when a preferred interview date is entered into a form, you can automatically create an event in the Microsoft Teams calendar or notify Microsoft Teams of the submission details, making it easier to share with stakeholders.
In this article, we will introduce what you can do by integrating Google Forms and Microsoft Teams, as well as detailed instructions on how to set it up. Anyone can easily integrate without any coding, so if you're interested in automation, be sure to read to the end!
By using Yoom, you can easily integrate Google Forms and Microsoft Teams without any coding.
Yoom provides templates for integrating Google Forms and Microsoft Teams, so you can achieve integration immediately just by registering, even without API knowledge.
By integrating the APIs of Google Forms and Microsoft Teams, you can automatically transfer data from Google Forms to Microsoft Teams!
For example, you can automatically perform data transfers like the ones below without any manual intervention.
Create a calendar event in Microsoft Teams from Google Forms responses
This flow is recommended for recruitment teams that use Google Forms for scheduling interviews and similar tasks!
Once a response is submitted in Google Forms, an event can be automatically added, helping to prevent any oversights or errors in scheduling.
You can check the contents of Google Forms from Microsoft Teams, saving you the hassle of switching between tools.
If you want to reduce the risk of missing information, please give it a try.
You can automatically share updates from Google Sheets, eliminating any time lag in information sharing.
This flow is recommended for those who manage tasks using shared Google Sheets and want to be notified of any updates.
Let's get started by creating a flow that integrates Google Forms with Microsoft Teams!
This time, we'll use Yoom to proceed with the integration of Google Forms and Microsoft Teams without any coding.
If you don't have a Yoom account yet, you can create one using the registration form here.
[What is Yoom]
This time, we will create a flow bot that "creates a schedule in the Microsoft Teams calendar based on the responses from Google Forms"!
The creation process is broadly divided into the following steps.
Before setting up the flow bot, let's integrate Yoom with each app.
Steps to Register My Apps for Google Forms
Once you log in to Yoom, select My Apps and click on Add.
Use the search box to select Google Forms from the list of apps.
Click on "Sign in with Google".
Select the account you want to integrate.
Click "Next".
Select "Continue".
You have now registered My Apps for Google Forms.
Note: Microsoft365 (formerly Office365) has plans for home use and general business use (Microsoft365 Business). If you are not subscribed to a general business plan, authentication may fail.
Next, integrate Microsoft Teams.
Select My Apps → Add in the same way as before.
Use the search box to select Microsoft Teams from the list of apps.
Enter the account information to integrate.
Enter your password.
You have now registered My Apps for Microsoft Teams.
Next, copy the template from the Yoom site.
It is possible to set up without using a template, but here we will introduce a method that utilizes templates for easier operation.
If you are familiar with the operation, please try creating from scratch!
Now, please click the banner below.
Click "Try this template".
Please select "OK".
Now you have a copy of the template.
The copied template is saved in My Projects.
Once the preparation is complete, proceed to the Flowbot settings!
Click on "When form response is submitted" in the copied template.
The title is entered at the time of copying, but it can be changed!
For the account information linked with Google Forms, make sure to check the linked account.
Ensure that the trigger action is set to "When form response is submitted" and click Next.
Set the trigger activation interval.
The trigger activation timing can be set to 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
The shortest interval that can be set for the trigger varies depending on your plan, so be sure to check that.
The trigger activation interval is the time to check whether the trigger action (when form response is submitted) is executed at the set time.
It is generally recommended to set it to the shortest activation interval for that plan.
Enter the Form ID while checking the annotations.
After setting, execute the trigger action (when form response is submitted) and click Test.
If the test is successful, manually add the Google Form response information from "Add values to retrieve".
Click the + button for the items you want to add, and once you've selected everything, choose "Add".
All the added item names are labeled as Value, so click the pencil icon to change the name.
Change the item name and save it.
For how to retrieve response content when using Google Forms as a trigger, please refer to here.
Once everything is set, save it.
Next, click "Add/Subtract Date and Time" and set it up.
This step is necessary to set the end time of the schedule when creating a schedule in the Microsoft Teams calendar!
The title can be changed.
For the date and time to be converted, select "Interview Date" and "Interview Time" from the values obtained from Google Forms.
If you enter manually without using "Values to Retrieve", the same time will continue to be converted.
Be sure to select from the values to retrieve!
Check the details here. Please refer to here.
For the addition/subtraction settings, set the end time from the start time of the schedule in Google Forms.
Here, we want the end time to be 1 hour later, so we set it to 60 minutes.
The format of the date and time to be converted is selected to match the date and time format set in Microsoft Teams, as shown in the attached image.
Once set, click Test.
If the converted end time value is added to the retrieved values, save it.
Finally, the last setting item!
Click "Create an event in the calendar" and proceed with the settings.
The title can be changed!
Check that the account information linked with Microsoft Teams is set to the account you want to link.
After confirming that the action "Create an event in the calendar" is selected, click Next.
Select the user you want to link from the candidates for the User ID.
Enter the subject as the title of the schedule.
For the start date and time, select "Interview Date" and "Interview Time" from the values obtained from Google Forms.
When selecting, insert a half-width space between the interview date and interview time.
For the end date and time, select "Calculated Value" from the values obtained from the addition/subtraction of date and time.
Check the annotations and set the time zone.
Once set, execute the test, and if it can be added to the Microsoft Teams schedule, save it.
Finally, turn on the trigger and check the operation!
Now the Flowbot setup is complete!
Once posted in Microsoft Teams, it will automatically be reflected in Google Sheets, preventing manual transcription errors or omissions.
By utilizing the APIs of Google Forms and Microsoft Teams, various automations can be achieved.
When a response is submitted to Google Forms, the content can be automatically registered as a task in Asana or transcribed into Microsoft Excel. Additionally, it is possible to integrate data with Salesforce or upload attachments to Box.
In Microsoft Teams, it is possible to automatically send notifications at the end of each month and create folders in OneDrive based on posted messages. Additionally, you can trigger an email in Outlook from a channel post in Teams.
How was it? By integrating Google Forms with Microsoft Teams, you can potentially solve issues like "wanting to automate form response confirmations," "wanting to reduce the hassle of scheduling and notifications," and "wanting to speed up information sharing." Automating data entry and notification tasks can prevent oversights in operations and facilitate smooth team collaboration.
<span class="mark-yellow">With the no-code tool Yoom, you can easily integrate Google Forms and Microsoft Teams without any programming knowledge!</span> If you're interested, start by creating a free account and see how it works for yourself. Registration takes just 30 seconds! You can experience automatic integration right away.
Why not achieve an efficient workflow without any confirmation oversights by integrating Google Forms with Microsoft Teams?
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