Google Forms is a useful tool for gathering user requests and feedback, isn't it? However, manually transferring responses to other tools can be a hassle. By integrating Google Forms with development tools like Jira Software, you can aim for even greater work efficiency.
Additionally, automatic data reflection should lead to improved accuracy in your work.
In this article, we will explain in detail how to automatically register data collected from Google Forms as issues in Jira Software. It's easy to set up without any coding, so please give it a try!
Recommended for
Those who regularly use Google Forms and Jira Software.
Those who register Google Forms responses in Jira Software.
Those who want to integrate Google Forms with Jira Software to prevent task registration omissions.
For those who want to try it immediately
In this article, we introduce the integration method using the no-code tool "Yoom".
No complicated settings or operations are required, making it easy for non-engineers to achieve.
You can also start right away using the template below, so please give it a try!
Create an issue in Jira Software using the responses submitted in Google Forms.
The process to complete the flow will proceed as follows.
Integrate Google Forms and Jira Software with My Apps
Copy the template
Set triggers for Google Forms and configure Jira Software
Turn on the trigger and confirm the actual activation
Let's proceed with the new connection of the apps to be integrated.
・Integrate Google Forms and Jira Software with My Apps
(1) First, connect Google Forms to My Apps. After logging into your Yoom account, click "My Apps" on the left panel and search for Google Forms from "New Connection".
Search for the Google Forms app icon and click on it.
(2) Click "Sign in with Google" to proceed to the account selection screen, and choose the account you want to integrate from the right management account. After selection, proceed to the sign-in screen and complete the authentication. The first Google Forms connection is now complete.
(3) Next, let's connect Jira Software. Search for the Jira Software app in the same way as the new connection for Google Forms.
(4) After entering "Account Name", "Email Address", and "API Token", click "Add". For more information on how to register Jira Software with My Apps, please check this page.
After clicking, you will be taken to the My Apps screen of your Yoom account with the two apps added. Now, the two apps are connected to your Yoom account.
・Copy the Template
After confirming that the new connection of the target app to your Yoom account is complete, click the "Try it" icon for the template below.
Create an issue in Jira Software using the responses submitted in Google Forms.
The template will be copied, so click the "OK" button.
Move to the "My Projects" screen of your Yoom account and check the template content.
There are two setup flows.
・Google Form Trigger Setup
(1) First, set up the Google Form app trigger.
From "My Projects" on the left side of your Yoom account screen, click "【Copy】Create an issue in Jira Software using the content answered in Google Form".
After clicking, the template content will be displayed as shown in the following screen.
(2) First, click on the trigger "When a response is submitted to the form".
(3) Enter the account information to be linked and click [Next]. On the next screen, enter information such as "Trigger Interval" and "Form ID".
Select any of the following for "Trigger Interval": 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. * The trigger interval varies depending on the plan, but a shorter setting is generally recommended.
(4) After entering the information, click [Test], and if there are no issues, click [Save].
Output information can be referenced and utilized in subsequent steps as noted in the annotation "This value can be used in other operations." If you want to increase the outputs you can obtain, it is recommended to use 'JSONPath' to obtain other values (such as slugs or titles). For details on how to write JSONPath, please check here.
By utilizing the Google Form app trigger, you can start a flowbot based on the response content of the Google Form. For more details, please check the help page and make the necessary settings in advance.
・Jira Software Setup
(1) Finally, click on the second action "Add Issue".
(2) Add the account information for the Jira Software you want to link and click [Next].
(3) In the next screen, enter information such as "Subdomain" and "Project Key" according to the annotations. You can obtain information from the entered content and reference it from 'Candidates', so make use of this as well.
As shown in the following screen, you can also utilize the output obtained in the previous step by clicking the input bar.
(4) After entering the information, click [Test], and if there are no issues, click [Save]. This completes the setup.
・Turn on the Trigger
By clicking the red-framed part "Turn on Trigger" in the following screen, the flowbot will start automatically.
Here is the template used this time
Create an issue in Jira Software using the responses submitted in Google Forms.
Other Automation Examples Using Google Forms and Jira Software
In addition to the integrations introduced today, various automations can be achieved by utilizing the APIs of Google Forms and Jira Software.
If you find something interesting, please give it a try!
Automation Examples Using Google Forms
Create a Web Meeting When a Response is Submitted via Google Forms
When a response is submitted via Google Forms, a meeting is automatically created in Google Meet or Zoom. (For Google Meet, a meeting URL is automatically created when an event is added to Google Calendar.)
When a response with interview reservation information is submitted to Google Forms, create an appointment in Google Calendar.
■ Overview After receiving files via Google Forms, manually storing them in a specific Google Drive folder and organizing them by file type can be a labor-intensive task. By using this workflow, when a response with files is submitted to Google Forms, it automates the entire process of storing the files in the specified Google Drive folder according to their type, eliminating the complexity of manual file management.
■ Recommended for ・People responsible for managing in Google Drive the files received via Google Forms ・Those who spend time on manual file sorting and face issues such as misplacement ・Those who want to integrate Google Forms with Google Drive to streamline file intake operations
■ Notes ・Please connect Yoom with both Google Forms and Google Drive. ・For how to retrieve response contents when using Google Forms as a trigger, please see the link below. https://intercom.help/yoom/en/articles/6807133 ・You can choose trigger intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum trigger interval varies by plan. ・The maximum downloadable file size is 300 MB. Depending on the app specifications, it may be less than 300 MB. ・For details on the file sizes that can be handled by the trigger and each operation, please refer to the link below. https://intercom.help/yoom/en/articles/9413924
■Overview When receiving files with Google Forms, checking each file and manually saving it to Dropbox is time-consuming and may lead to mistakes such as forgetting to save. By using this workflow, when a response is submitted to Google Forms, the attached file is automatically uploaded to a specified folder in Dropbox, eliminating such manual tasks and improving the accuracy and speed of file management.
■Recommended for ・Those who manually manage files received via Google Forms ・Those who want to prevent missed saves and errors caused by manual work ・Those who want to automate and streamline routine tasks between Google Forms and Dropbox
■Notes ・Please connect Google Forms, Google Drive, and Dropbox with Yoom. ・For how to retrieve the response contents when using Google Forms as a trigger, please refer to the link below. https://intercom.help/yoom/en/articles/6807133 ・You can choose trigger intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum trigger interval varies by plan. ・The maximum downloadable file size is 300 MB. Depending on the app specifications, it may be less than 300 MB. ・For details on the file size limits handled by the trigger and each operation, please refer to the link below. https://intercom.help/yoom/en/articles/9413924
■Overview Are you manually registering information such as inquiries or event applications acquired via Google Forms into Salesforce one by one? This work not only takes time, but it also tends to cause human errors such as copy-and-paste mistakes or missed entries. By leveraging this workflow, when a response is submitted to Google Forms, lead information will be automatically registered in Salesforce, eliminating the burden of such routine tasks and enabling prompt customer responses.
■Who we recommend this template for ・Marketing personnel who manage information collected via Google Forms in Salesforce ・Sales representatives who want to eliminate mistakes and delays caused by manual data entry ・Those who want to automate repetitive data-transfer tasks and focus on more core work
■Notes ・Please connect Yoom with both Google Forms and Salesforce. ・Salesforce is available only with the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the configured flowbot operations and Data Connect will result in errors, so please be careful. ・Paid plans such as the Team Plan and Success Plan offer a two-week free trial. During the free trial, you can use apps that are otherwise restricted. ・You can select the trigger interval from 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum trigger interval varies by plan. ・For how to retrieve the response content when using Google Forms as a trigger, please refer to the following: https://intercom.help/yoom/en/articles/6807133
■Overview Are you manually registering lead information captured via Google Forms into Mailchimp? This task is not only time-consuming but also prone to human errors such as input mistakes. By using this workflow, when a response is submitted to Google Forms, a contact is automatically added to Mailchimp, eliminating manual work and enabling efficient list management. Seamless customer management is possible without building complicated integrations.
■Recommended for ・Those who use Google Forms and Mailchimp and find manual list registration burdensome ・Those who want to leverage APIs to streamline preparation for email campaigns ・Those who want to automate the entire flow from lead acquisition to customer management and focus on core tasks
■Notes ・Please connect both Google Forms and Mailchimp with Yoom. ・You can choose the trigger interval from 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum trigger interval varies depending on your plan. ・For how to retrieve response content when using Google Forms as a trigger, see below. https://intercom.help/yoom/en/articles/6807133
■Overview ・When an issue is registered in Jira Software, the issue details will be notified to a specified channel in Microsoft Teams.
■Notes ・Please integrate both Jira Software and Microsoft Teams with Yoom. ・For the method of integrating Jira Software with My Apps, please refer to the following. https://intercom.help/yoom/en/articles/5700600 ・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. ・The trigger 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.
Benefits and Examples of Integrating Google Forms with Jira Software
1. Reduction in Work Time
By automatically reflecting data received from Google Forms into Jira Software, you can reduce the time spent on creating issues. Imagine a scenario where multiple feedbacks and requests frequently occur. The task of manually reflecting the responses from Google Forms into Jira Software can be time-consuming and burdensome for the person in charge. With the automation of issue creation, the time saved can be focused on more important tasks.
2. Prevention of Human Errors
With this automation, the input from Google Forms is accurately reflected in Jira Software, preventing human errors from manual entry. For example, customer inquiries or bug reports may be submitted via Google Forms. In such cases, you can accurately register the content in Jira Software, preventing transcription errors and omissions. As a result, you can verify the situation and take follow-up actions based on accurate data.
3. Achieving Smooth Task Execution
Automatically reflecting the responses collected from Google Forms into Jira Software leads to quickly grasping the progress of projects and tasks. For instance, if customer requests or feedback are automatically registered as issues in Jira Software. This allows you to easily check what stage the work is at. If information is quickly grasped, work can be carried out efficiently, potentially leading to improved quality of operations.
Conclusion
Integrating Google Forms with Jira Software leads to increased operational efficiency. It eliminates the hassle of manual data entry, prevents human errors, and allows for smooth tracking of project progress. This enables the team to focus on more important tasks, potentially improving the overall quality of work.
With Yoom, you can implement automation without code, so be sure to give it a try!
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
As a customer support representative, I have been dedicated to resolving users' questions and concerns. I was impressed to learn that by utilizing yoom, the increasingly complex daily tasks can be handled more efficiently. For those aiming to improve operational efficiency, we will continue to deliver clear and understandable content to ensure smooth service utilization.
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