"Also, creating and saving documents repeatedly in PDF... isn't there a way to improve this?" "I wish I could share PDF documents via chat tools..." If you have such concerns, why not let automation handle your tasks? Creating, saving, and sharing documents manually is not only cumbersome but also prone to errors.
This time, we will introduce a method to generate PDFs based on responses from Google Forms and save them to Box. By automating the entire process, you can reduce your workload. This is especially suitable for those who want to streamline application processes and document management! Additionally, you can also automatically send PDF documents via chat tools or email, making sharing a breeze! Why not consider implementing automation by referring to this article?
For those who want to try it as soon as possible
Yoom offers templates for automating workflows using Google Forms! If you want to try it right away, click the banner below to get started!
Generate a PDF based on the contents of the Google Form and store it in Box.
■Overview The workflow 'Generate a PDF based on Google Form content and store it in Box' streamlines document creation tasks. Documents are automatically generated and stored in Box, improving work efficiency.
■Recommended for ・Those who use Google Forms for information gathering ・Those who want to convert collected data into PDF for storage and sharing ・Those who want to quickly convert Google Form data into PDF and manage it by storing it in Box ・Those who want to quickly organize information and store it in an easy-to-view format ・Teams that share information and use Box for data storage and sharing ・Those who find manual data conversion and storage tasks cumbersome
■Notes ・Please link both Google Forms and Box with Yoom. ・You can select the trigger interval from 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan. ・Refer to the following for how to obtain response content when using Google Forms as a trigger. https://intercom.help/yoom/en/articles/6807133
Various Ways to Automatically Create PDFs from Google Forms
There are several ways to automatically create PDFs from Google Forms. We've picked out a few methods for you to check out!
Simply click "Try it out" on the automation example that interests you, register an account, and you can immediately experience automatic PDF creation. Registration takes just 30 seconds, so feel free to give it a try!
Automatically Create PDFs from Google Forms and Store Them in a Storage Service
You can automatically create PDFs based on response data from Google Forms and save them to a specified storage service. This allows you to quickly document and store information from forms, facilitating smooth management of applications and reports. It's recommended for those who want to promote paperless operations and automatic document organization.
Generate a PDF based on the contents of the Google Form and store it in Box.
■Overview The workflow 'Generate a PDF based on Google Form content and store it in Box' streamlines document creation tasks. Documents are automatically generated and stored in Box, improving work efficiency.
■Recommended for ・Those who use Google Forms for information gathering ・Those who want to convert collected data into PDF for storage and sharing ・Those who want to quickly convert Google Form data into PDF and manage it by storing it in Box ・Those who want to quickly organize information and store it in an easy-to-view format ・Teams that share information and use Box for data storage and sharing ・Those who find manual data conversion and storage tasks cumbersome
■Notes ・Please link both Google Forms and Box with Yoom. ・You can select the trigger interval from 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan. ・Refer to the following for how to obtain response content when using Google Forms as a trigger. https://intercom.help/yoom/en/articles/6807133
■Overview Do you find it cumbersome to manually create documents based on responses collected via Google Forms and save them to Dropbox? This series of tasks not only takes time but also tends to cause human errors such as transcription mistakes and missed saves. By using this workflow, when a new response is submitted to Google Forms, a PDF document based on its contents is automatically generated and stored in a specified folder in Dropbox. Free yourself from routine document creation tasks and focus on more important work.
■Recommended for ・Those who manually create documents based on information collected via Google Forms ・Those who want to automate the entire process from document creation to storage and improve operational efficiency ・Those who want to prevent human errors such as manual input mistakes and missed file saves
■Notes ・Please connect both Google Forms and Dropbox with Yoom. ・For the trigger, you can select a run interval of 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum run interval varies by plan. ・For how to retrieve response contents when using Google Forms as a trigger, please refer to the following: https://intercom.help/yoom/en/articles/6807133
Automatically Create PDFs from Google Forms and Automatically Send/Forward to Database
Automatically generate PDFs based on responses from Google Forms and automatically send/forward them to chat tools like Slack or Discord. This can enhance speedy information sharing and streamline reporting tasks. It is recommended for those who want to improve the overall work speed of their team.
Generate a PDF based on the responses from a Google Form and send a notification to Discord.
■Overview The workflow 'Generate a PDF based on Google Form responses and notify on Discord' contributes to document creation and rapid information sharing. Work efficiency is improved as the working time is shortened.
■Recommended for ・Those conducting surveys or research using Google Forms ・Those who want to quickly organize and share data obtained from Google Forms ・Those who need to automatically generate PDF documents based on responses and share them with stakeholders ・Those using Discord as a communication tool ・Those who want to quickly share information within a team ・Those who want to improve work efficiency and reduce human errors
■Notes ・Please link Google Forms, Discord, and Yoom. ・You can select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan. ・Refer to the following for how to obtain response content when using Google Forms as a trigger. https://intercom.help/yoom/en/articles/6807133
Automatically Create PDFs from Google Forms and Send/Forward Data via Email
You can automatically generate PDFs based on responses from Google Forms and send or forward them to specified email addresses. This is ideal for automating applications, reports, order confirmations, and is recommended for those who want to reduce manual handling and ensure reliable email notifications.
Create a contract using the information submitted through Google Forms and send it via CloudSign.
■Overview In this workflow, when a customer submits a response through Jotform, a contract can be automatically created in CloudSign. This enables the streamlining of the contract process and prevention of errors. By using Yoom, you can easily connect apps without the need for programming.
■Recommended for ・Sales representatives collecting information from customers using Jotform ・Business owners who want to automate contract creation in CloudSign ・Company administrators who want to reduce the time spent on contract procedures and improve operational efficiency
■Notes ・Please connect Jotform, Google Docs, and CloudSign with Yoom. ・For Jotform's webhook setup method, please refer to the following. https://intercom.help/yoom/en/articles/8105581-jotform-webhook-setup-and-how-to-get-the-latest-response
Let's Create a Flow to Automatically Generate PDFs from Google Forms
Let's get started on creating a flow to automatically generate PDFs from Google Forms! This time, we'll be using Yoom to proceed with the setup without any coding. If you don't have a Yoom account yet, please create one from this registration form.
[What is Yoom]
This time, we will create a flow bot to generate a PDF based on the content of a Google Form and store it in Box!
The creation process is broadly divided into the following steps:
Integrate Google Forms, Box, and Google Docs with My Apps
Copy the template
Set the trigger for Google Forms and configure actions for Box and Google Docs
Turn the trigger ON to complete the preparation for flow operation
Generate a PDF based on the contents of the Google Form and store it in Box.
■Overview The workflow 'Generate a PDF based on Google Form content and store it in Box' streamlines document creation tasks. Documents are automatically generated and stored in Box, improving work efficiency.
■Recommended for ・Those who use Google Forms for information gathering ・Those who want to convert collected data into PDF for storage and sharing ・Those who want to quickly convert Google Form data into PDF and manage it by storing it in Box ・Those who want to quickly organize information and store it in an easy-to-view format ・Teams that share information and use Box for data storage and sharing ・Those who find manual data conversion and storage tasks cumbersome
■Notes ・Please link both Google Forms and Box with Yoom. ・You can select the trigger interval from 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan. ・Refer to the following for how to obtain response content when using Google Forms as a trigger. https://intercom.help/yoom/en/articles/6807133
Step 1: Integrate Google Forms, Box, and Google Docs with My Apps
[Preparation] Since we are assuming the creation of a contract in PDF format based on information from a Google Form, we have prepared a response form as shown below. Please create a response form in advance according to the PDF you want to create.
■Overview The workflow 'Generate a PDF based on Google Form content and store it in Box' streamlines document creation tasks. Documents are automatically generated and stored in Box, improving work efficiency.
■Recommended for ・Those who use Google Forms for information gathering ・Those who want to convert collected data into PDF for storage and sharing ・Those who want to quickly convert Google Form data into PDF and manage it by storing it in Box ・Those who want to quickly organize information and store it in an easy-to-view format ・Teams that share information and use Box for data storage and sharing ・Those who find manual data conversion and storage tasks cumbersome
■Notes ・Please link both Google Forms and Box with Yoom. ・You can select the trigger interval from 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan. ・Refer to the following for how to obtain response content when using Google Forms as a trigger. https://intercom.help/yoom/en/articles/6807133
2) The following confirmation screen will appear, click "OK".
Once displayed as below, the template has been copied.
The title and details can be edited by clicking. The copied template is saved in My Projects, so you can also open it from there.
Step 3: Set a trigger to activate when a response is submitted to the form
Click the icons with "!" displayed on the right in order from the top to set the operation. 1) First, let's click "App Trigger When a response is submitted to the form"!
2) Ensure that the action "When a response is submitted to the form" is selected, then click "Next".
Once entered, try entering and submitting the response form. After submission, click test to succeed, then "Save".
Step 4: Set an action to issue a document in Google Docs
1) Return to the flow and click the "Issue Document" icon.
2) Ensure that the action "Issue Document" is selected and enter the "Document File ID".
The Document File ID will be displayed when you click the box, showing the linked IDs. Select the ID you want to use.
Additionally, you can select from the output for the output file name to reflect the form content. Please utilize this. About Output | Yoom Help Center
3) Enter the replacement string. The "String to be replaced" contains the replacement parts of the created contract, so select and enter the relevant information from the Google Form output in the "Replacement string".
Once input is complete, click "Test". After the test is complete, click "Save".
Step 5: Set an action to send and remind documents with Google Forms
1) Return to the flow and click the "Integrate with App Upload File" icon.
2) Ensure that the action "Upload File" is selected, then click "Next".
3) The file name can be selected and inserted from the Google Form output obtained earlier. Ensure that the file attachment method is "Use obtained value" and the file is "Issued Document", then test.
After the test is complete, click "Save".
This completes the flow of 【Issuing a PDF based on Google Form content and storing it in Box】.
Step 6: Test and Confirm
Once the setup is complete, the following display will appear, click "Turn on the trigger". Activate the flow bot and check if it operates correctly.
Other Automation Examples Using Google Forms
Convenient Automation Examples Using Google Forms
When a user responds to a form, it can automatically reflect in Asana or save data in Microsoft Excel. Furthermore, it is possible to create tasks or records by integrating with other tools! Streamline regular surveys and application tasks to prevent team oversight.
Enter the responses from the Google Form into Excel.
■Overview Manually transcribing survey and inquiry responses collected via Google Forms into Microsoft Excel one by one can be time-consuming. Manual copy & paste can also cause input errors and missed entries. With this workflow, as soon as a response is submitted to Google Forms, its contents are automatically entered into Microsoft Excel, resolving these issues and enabling smoother data management.
■Who we recommend this template for ・Those who manually transcribe responses collected via Google Forms into Microsoft Excel ・Those who want to quickly share inquiries or application information from the form with stakeholders ・Operations staff who want to eliminate manual data entry errors and improve data accuracy
■Notes ・Connect both Google Forms and Microsoft Excel with Yoom. ・You can choose a trigger interval of 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum trigger interval varies by plan. ・For how to retrieve response content when using Google Forms as a trigger, please refer to the following: https://intercom.help/yoom/en/articles/6807133 ・Microsoft 365 (formerly Office 365) has consumer plans and business plans (Microsoft 365 Business). If you are not subscribed to a business plan, authentication may fail. ・For configuring the operation that manipulates the Microsoft Excel database, please refer to the following: https://intercom.help/yoom/en/articles/9003081
■Overview The "Request Signature for Google Form Response Information via DocuSign" workflow automatically sends data collected from Google Forms to DocuSign to quickly obtain signatures. It eliminates the hassle of manual data transfer and signature requests, achieving an efficient and accurate process.
■Recommended for ・Those who collect customer information or application data using Google Forms ・Personnel who want to use DocuSign for electronic signatures on contracts or approval documents ・Business people who spend time on manual data transfer and signature requests ・Companies considering automating business processes to improve efficiency ・Those who are apprehensive about API integration or RPA implementation and want to start easily
■Notes ・Please integrate Google Forms, DocuSign, and Yoom. ・Refer to the following for how to obtain response content when using Google Forms as a trigger. https://intercom.help/yoom/en/articles/6807133
■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
This time, we introduced an automation process that creates documents in PDF format based on responses from Google Forms and saves them to Box. By centralizing everything from document creation to storage, you should be able to reduce errors caused by manual work. This can lead to improved work speed and prevention of document loss. This automation is especially recommended for those involved in tasks that regularly handle applications and contracts.
If you are even slightly interested in Yoom, click here to register for free. Registration takes just 30 seconds!
By utilizing templates, the introduction of automation becomes smoother, and the ability to set it up without any coding is a major attraction. If you have been spending time on document creation and storage, please try this automation! The time saved through automation can be allocated to other tasks.
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
While exploring ways to improve operational efficiency in a small to medium-sized enterprise in a region with limited human resources, we discovered Yoom. I was amazed at how much efficiency could be achieved by implementing Yoom, something I had casually wished for. Even without any knowledge or experience in systems or programming, our operations have significantly transformed, and I am writing to share this experience with many others who might feel the same way.
.avif)
