When you receive an email in Gmail, retrieve Google Forms responses for a specified period
Launch this workflow to connect
Google Forms &
Gmail
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■Overview
Manually compiling survey responses collected through Google Forms for a specified period can be time-consuming, especially when done regularly. Manual tasks can also take time away from other important work. With this workflow, you can automatically retrieve Google Forms responses for a specified period whenever a specific email is received in Gmail. Automate your Google Forms workflows and eliminate the need for manual data compilation.
■Recommended for
- Those who regularly compile Google Forms responses and find manual work burdensome
- Those who want to automate retrieving Google Forms responses when a specific email is received
- Business improvement professionals looking for practical ways to automate Google Forms
■Benefits of using this template
- Automatically retrieve Google Forms responses when a specific email is received, reducing the time spent compiling data manually
- Prevent human errors such as specifying the wrong period or forgetting to extract data, enabling more accurate data collection
■Flow
- First, connect Google Forms and Gmail to Yoom
- Select Gmail as the trigger and set the action to “When an email matching specific keywords is received”
- Next, use the text extraction feature in Operations to extract the required text from the received email body and other content
- Then, set the Google Forms action “Get a list of responses (specify response period)”
- Finally, set the Gmail action “Send an email” to send the retrieved list of responses to the specified recipients
※“Trigger”: An action that starts the flow; “Operation”: An action that processes data within the flow after the trigger starts
■Customization options
- In the Google Forms “Get a list of responses” operation, set the ID of the form you want to include in the compilation
■Notes
- Connect both Google Forms and Gmail to Yoom.
- You can select a trigger interval of 5, 10, 15, 30, or 60 minutes.
- Note that the shortest available trigger interval varies by plan.
- Google Forms outputs can be retrieved using JSONPath. For details, see “How to add values to retrieve”, specifically “Advanced: Add values to retrieve using JSONPath.” You can retrieve the list by setting the JSONPath in the format “responses[*].answers~”.
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About the apps you use
Google Forms
Yoom allows you to integrate with Google Forms API without any code, enabling you to automate various tasks. For example, you can notify Slack or Chatwork of information submitted via Google Forms, or automatically store information in CRMs like kintone or Salesforce.
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When there is a response to a Google Form, the flow is to register the response in a Google Spreadsheet. Normally, when a response is submitted to a Google Form, the data is added to a specified Google Spreadsheet. However, in this flow, it is possible to add data to any specified Google Spreadsheet without complex settings in Google App Script. Additionally, it saves the effort of repeatedly entering data, allowing work to proceed smoothly, and records can be easily added to the Google Spreadsheet automatically, eliminating any gaps or omissions in information management.
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When a response is submitted to a Google Form, an event is added to Google Calendar and an email is sent. This flow allows for seamless automation from adding the event to sending the email, using only the form responses.
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