Analyze Google Forms responses with ChatGPT and send emails

■Overview

Reviewing and analyzing survey or inquiry responses collected through Google Forms one by one can be time-consuming. Even when using ChatGPT to summarize the responses, manually copying and pasting the content is inefficient and has its limits.
This workflow streamlines the entire process by having ChatGPT automatically analyze responses whenever a Google Forms response is submitted, then email the results to a specified address for faster information sharing.

■Who Should Use This Template

• Anyone who spends significant time reviewing Google Forms responses or analyzing them with ChatGPT
• Anyone looking to automate routine tasks such as summarizing and categorizing form responses
• Marketing and sales professionals who want to speed up initial customer follow-ups and internal coordination after form responses are submitted

■Benefits of Using This Template

• When a response is submitted through Google Forms, everything from ChatGPT analysis to email notification runs automatically, reducing the time spent on manual tasks.
• Automating response copying and pasting and email creation helps prevent human errors such as transcription mistakes and missed notifications, ensuring consistent response quality.

■Flow Bot Steps

1. First, connect Google Forms and ChatGPT to Yoom.
2. Select Google Forms as the trigger and set the action to “When a response is submitted to a form.”
3. Next, select ChatGPT as the operation and configure the “Generate text” action to analyze and summarize the form response.
4. Finally, set up Yoom’s “Send an email” action as the operation to send an email containing the text generated by ChatGPT.

※ “Trigger”: An action that starts the flow. “Operation”: An action that processes data within the flow after the trigger starts.

■Customization Options

• For the Google Form used as the trigger, specify the ID of any form you want to use.
• You can freely customize the prompt that ChatGPT uses. Set instructions based on your needs, such as summarizing form responses, determining whether they are positive or negative, or drafting a reply.
• You can set any email address as the notification recipient. Dynamic information, such as form responses and ChatGPT-generated results, can be inserted as variables in the subject and body.

■Notes

• Connect both Google Forms and ChatGPT to Yoom.
• To run ChatGPT (OpenAI) actions, you need an OpenAI paid API plan (you must be able to make payments when the API is used).
• OpenAI charges for ChatGPT API usage based on the number of tokens used during API communication. If you are unable to make payments when using the API, an error will occur.
• You can choose a trigger interval of 5, 10, 15, 30, or 60 minutes.
• Please note that the shortest available trigger interval varies by plan.
• For instructions on how to retrieve response data when using Google Forms as a trigger, see this guide.