Recipe Overview
This recipe adds the responses from a Google Form as either a Task or Project Note in GUIDEcx and updates the task status when a Google Form receives a response.
Note: This recipe does not use the Google Forms connector in Recipe Builder. Instead it uses the Google Sheets connector.
Integration Setup
Installing the Recipe
Prerequisites: A Google Form that contains a column with the GUIDEcx Project ID (such as the form used in the Create Google Form URL for GUIDEcx recipe), with responses linked to a Google Sheet.
Follow the steps outlined in the video below to install the recipe:
Configuring Individual Steps
This recipe requires some of the steps to be updated in order to work properly. Follow the instructions to configure all of the steps listed below before the recipe is ready to run.
Note: Sometimes, after selecting the Spreadsheet in the dropdown for Steps 1 - 3 there is a refresh issue and the option to select the Sheet disappears. This can be resolved by saving the recipe and then refreshing the browser window.
Step 1 (Trigger)
In addition to connecting to the google account that contains the spreadsheet with the form responses, the correct spreadsheet and sheet needs selected.
Follow these steps to select the form.
Connect to Google Sheets.
Under Spreadsheet, Select the the spreadsheet containing the form responses.
The first dropdown determines if you want to enter the spreadsheet ID, or select it by name from the second dropdown.
Under Sheet, select the name of the sheet containing the form responses from the dropdown.
Step 2 (Get Rows from Sheet in Google Sheet)
This step retrieves the column headers from the spreadsheet. Follow these steps to configure the Recipe for your use-case.
Select the same Google Sheets Connection as the trigger.
Under Spreadsheet, Select the spreadsheet containing the form responses.
The first dropdown determines if you want to enter the spreadsheet ID, or select it by name from the second dropdown.
Under Sheet, select the name of the sheet containing the form responses from the dropdown.
For Range enter "1:1"
Step 3 (Get Rows from Sheet in Google Sheet)
This step retrieves the row containing the response that triggered the recipe from the spreadsheet. Follow these steps to configure the Recipe for your use-case.
Select the same Google Sheets Connection as the trigger.
Under Spreadsheet, Select the the spreadsheet containing the form responses.
The first dropdown determines if you want to enter the spreadsheet ID, or select it by name from the second dropdown.
Under Sheet, select the name of the sheet containing the form responses from the dropdown.
For Range select the Row Number datapill from Step 01's output, type a colon ":", and select the Row Number datapill from Step 01's output again. This will retrieve the row containing the responses that triggered the recipe.
Step 4 (Get Project by ID in GUIDEcx)
The Project ID field needs to be updated to include the datapill for the column containing the GUIDEcx Project ID.
Note: Check out the Create Google Form URL for GUIDEcx Recipe to automate the creation of a Merge Tag that contains a pre-filled google form link with the Project ID already filled out.
Follow these steps to populate the Project ID field.
Clear out any existing entry.
In the Recipe Data Pane, under Step 01 Output, select the Datapill for the column in the spreadsheet that contain the GUIDEcx Project ID.
Optional: Step 14
Step 14 is skipped by default. It includes an example of how to retrieve an item from the list created in Step 13 in order to be used in conditional steps. This allows you to add more logic to customize the recipe based off of the submission. For example, marking tasks in a project as Not_Applicable depending on the response to a specific question in the form.
For more information, see Creating Your Own Recipes in Recipe Builder.
Configuration Parameters
This recipe has parameters that can be configured to adjust its behaviour. Scroll to the bottom of the recipe and click configuration parameters to finish setting up the recipe.
Add form answers as internal note?
Select whether you want the form responses added as an internal note on the Project, an internal note on the Task, or not added at all.
GUIDEcx task to add form answers to
If you choose to add an internal note to a task, specify the name of the task. This response is case-sensitive.
Update a task status when a form is submitted?
Select whether you want the recipe to update a task's status when the form is submitted.
GUIDEcx task to update when a form is submitted
If you choose to update a task status when the form is submitted, specify the name of the task. This response is case-sensitive.
New GUIDEcx Task status
If you choose to update a task status when the form is submitted, select the status you want the task set to by the recipe from the dropdown.
Starting the Recipe
From within Recipe Builder, click the 3-dot menu to the right of each of the three recipes and select "Start Recipe". The Zendesk integration is now live.
Recipe Testing
Follow these steps to test the recipe:
In Google Forms, fill out the form, with the GUIDEcx project ID as the response in the specified column and click submit.
The Recipe Should Run.
In the GUIDEcx project, check to see if the response has been added as a note.
If you want the responses added as a task note, check the notes for that specific task.
If you want the responses added as a project note, check the project notes.
If the response was added in the wrong place, wasn't added at all, or added when you didn't want it, check your response to the first dropdown in the Configuration Parameters.
In the GUIDEcx project, check to see if any task statuses were updated.
If a task status was updated, ensure that it was the task specified in the Configuration Parameters.
If a task status was updated, ensure that the status was changed to what was specified in the Configuration Parameters.
If no task was updated, and you expected a task to change, ensure that the third dropdown in the Configuration Parameters is set to Yes, and that the name of the task is spelled correctly with the same capitalization as the task.