How to Automatically Notify Google Chat When a Google Form is Submitted

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How to Create a Workflow Integrating Google Forms and Google Chat

This time, let's set up the template for "Notify Google Chat when there is a response to a Google Form."
There are only two steps, so anyone can set it up quickly.

1. Set up a trigger that activates when there is a response to a Google Form
2. Set up an action to notify Google Chat

First, register your Google Form in My Apps.
Select "My Apps" on the left and click "New Connection."
Search for Google Forms using "Search by App Name" or find it from the app list.

Once you transition to this screen, sign in.

For registering Google Chat in My Apps, please refer to this guide.
Once the My Apps registration is complete, the app name will appear in My Apps.

Now that you're ready, let's create the above flow bot.
Click "Try it" on the banner below.

This screen will be displayed, so if you want to change the "Title" and "Description", you can do so here.
Since it is done from the Google Forms settings, click on the section "When a response is submitted to the form".

Once this screen is displayed, please check the following settings.

• "App Trigger Title" → Set as desired
• Account information linked with Google Forms → Confirm if it's the account you want to use
• "Trigger Action" → When a response is submitted to the form
  

Next, set the "Trigger Activation Interval" as desired.
※ The trigger activation timing can be set to 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. The shortest interval you can set depends on your plan, so please check that point. It is generally recommended to use the shortest activation interval for your plan.

The "Form ID" can be obtained from the relevant form URL.
※ The "●●●●●●" part in "https://docs.google.com/forms/d/●●●●●●/edit" is the Form ID.

Please "Test" → "Test Successful" → "Save".

Next, set up Google Chat by selecting "Send a message to space".
Once this screen is displayed, please check the following settings.

• "Title" → Set as desired
• Account information linked with Google Chat (OAuth) → Confirm if it's the account you want to use
• "Action" → Send a message
  

Once this screen is displayed, select the "Space Resource Name" from the candidates.
※ It can be obtained from the URL of the target space or direct message. In the case of the URL "https://mail.google.com/mail/u/0/#chat/space/AAAAgSu7BjA", "spaces/AAAAgSu7BjA" is the resource name. Please note that it is "spaces/" and not "space/". Example: spaces/AAAAgSu7BjA

The "Message Content" can be set as desired, but be sure to input the Google Form output.
{{Response Creation Date}} ← This is the output, and the output can be selected from the red frame below.
Here is an example of how it was input.

Once you turn the app trigger "ON", all settings are complete.

Other Automation Examples with Google Forms and Google Chat

In addition to the flow introduced this time, you can achieve various business automations by using the APIs of Google Forms and Google Chat. All of them can be used with simple settings, so if there is something you are interested in, please give it a try!

Example of Automation Using Google Forms

Register Information Submitted via Google Forms to Asana

Not only does this save the effort of manually transferring information from Google Forms, but it also helps prevent transcription errors.

Enter Google Form Responses into Microsoft Excel

Recommended for those who want to manage Google Form responses collectively in Microsoft Excel.

Integrate with Salesforce when a response is submitted through Google Forms

This can be useful if you want to register user information submitted through an inquiry form as a lead!

Automation Example Using Google Chat

Notify Google Chat When a Row is Added in Google Sheets

In addition to Google Forms, you can also notify Google Chat when Google Sheets are updated.

Notify Google Chat when information is added to any Notion database

The trigger is activated by registration or update to the Notion database, allowing you to create advanced flows that branch routes for registration and updates using creation and update timestamps.

After the meeting ends on Zoom, transcribe and summarize the minutes, and notify via Google Chat

In this flow, the transcription and summarization of the minutes are done automatically, and you will be notified. It seems that post-meeting processing will become significantly easier.

Benefits of Integrating Google Forms with Google Chat

1. Quickly Review Form Content

When there is a response to a Google Form, you are automatically notified in Google Chat, eliminating the need to manually enter the form responses into Google Chat.
Being notified when a form is answered allows you to quickly verify the information.
Additionally, you can notify Google Chat of the form content, making it easier to manage the form details.

2. Prevent Data Loss

When there is a response to a form, such as a survey, the content can be consolidated in Google Sheets and notified in Google Chat.
This ensures that data can also be managed in Google Sheets, reducing the likelihood of data loss.
Since the data is stored in Google Sheets, it becomes easier to manage. Moreover, for those using multiple apps, it is a significant advantage to avoid cumbersome data entry.‍

3. Automate Daily Routines to Prevent Input Oversights

You can have progress updates entered into Google Forms at a set time each day and synchronize that content with Google Chat.
This makes progress management easier and prevents input oversights by form respondents.
Additionally, being able to notify Google Chat of progress updates allows you to share individual progress with the team, which is very convenient.
Visualizing which progress is stalled can also lead to improvements in operations.

Conclusion

This time, we introduced a template for "notifying Google Chat when there is a response to a Google Form."
By integrating Google Forms with Google Chat, you can quickly review form content and prevent data loss, among many other benefits.
Yoom can be used without coding, making it perfect for streamlining operations.
Be sure to use the advanced templates to further shorten your tasks.