Automate Maintenance Requests with Pabbly Connect, Google Chat, and Google Forms

Learn how to automate maintenance requests using Pabbly Connect to integrate Google Chat and Google Forms effectively. Build sophisticated automated workflows in less time than you think. This guide translates complex integrations into straightforward steps for immediate implementation.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Automation

To automate maintenance requests using Pabbly Connect, first, access the platform. Pabbly Connect serves as the integration hub between Google Forms and Google Chat.

Begin by signing into your Pabbly Connect account. If you are a new user, you can sign up for free and receive 100 free tasks each month. Once logged in, you will see the Pabbly apps window where you can select Pabbly Connect to create your automation.

2. Creating a Workflow in Pabbly Connect

After selecting Pabbly Connect, click on the ‘Create Workflow’ button located in the top right corner. A dialog box will prompt you to name your workflow.

• Enter a name for your workflow, such as ‘Automate Maintenance Request with Google Forms and Google Chat’.
• Select a folder to save your workflow, like ‘Google Forms Automations’.
• Click on the ‘Create’ button to finalize the workflow setup.

Your workflow is now created, and you will see two sections: Trigger and Action. The trigger will be Google Forms, while the action will be Google Chat, facilitating the automation process through Pabbly Connect.

3. Setting Up the Trigger with Google Forms

To set up the trigger in Pabbly Connect, click on the trigger section and select Google Forms as your trigger application. The event you need to choose is ‘New Response Received’.

Pabbly Connect will provide you with a unique webhook URL. Copy this URL, as it will be used to connect Google Forms with Pabbly Connect. Open the Google Form you created for maintenance requests and link it to a new Google Sheet for response storage.

• Click on ‘Responses’ in your Google Form.
• Select ‘Link to Sheets’ and create a new spreadsheet.
• Install the Pabbly Connect Webhooks add-on from Google Sheets.

After installation, go to Extensions, select Pabbly Connect Webhooks, and paste the copied webhook URL into the dialog box. Set the trigger column to the final column where data will be added, typically Column G.

4. Configuring the Action with Google Chat

Next, configure the action step in Pabbly Connect. Click on the action section and select Google Chat as the action application. Choose the action event ‘Create Message’.

Pabbly Connect will prompt you to enter the Google Chat webhook URL. To obtain this, go to your Google Chat space, select ‘Apps and Integrations’, and then add a webhook. Name your webhook and provide the Avatar URL if necessary.

Copy the generated webhook URL from Google Chat. In Pabbly Connect, paste the webhook URL. Map the fields such as requester name, machine name, description, and urgency from the previous step.

Once you’ve mapped the fields, click ‘Save and Send Test Request’. This will send a test message to your Google Chat space, confirming that the integration is working correctly via Pabbly Connect.

5. Testing and Verifying the Integration

To ensure everything is set up correctly, perform a test submission of your Google Form. Fill in the required fields and submit the form. This action should trigger the workflow in Pabbly Connect.

Check your Google Sheet to verify that the data has been captured correctly. You should see the new response reflected in the spreadsheet. Then, check your Google Chat space to see if the maintenance request notification has been sent successfully.

Confirm that the details such as requester name and urgency are correctly displayed in the message. If everything appears correct, your integration is successful.

Repeat the process with different submissions to ensure the automation is consistently working, demonstrating the power of Pabbly Connect in automating tasks between Google Forms and Google Chat.

Conclusion

In summary, using Pabbly Connect to integrate Google Chat and Google Forms allows for efficient automation of maintenance requests. This setup ensures that every submission is promptly communicated to the team, enhancing workflow and response times.