How to Share Google Forms Responses with Attachments via Gmail Using Pabbly Connect

Learn how to share Google Forms responses with attachments via Gmail using Pabbly Connect in this step-by-step tutorial. Automate your workflow efficiently! Follow this definitive guide to creating powerful automated workflows with straightforward, efficiency-focused solutions that save valuable time.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Google Forms Integration

To share Google Forms responses with attachments via Gmail, we will use Pabbly Connect. Start by visiting the Pabbly Connect homepage at Pabbly.com/connect. If you are new to Pabbly Connect, click on ‘Sign Up Free’ to create an account and receive free tasks. Existing users can simply log in.

After signing in, you will see the Pabbly Connect dashboard. Here, you can create a new workflow by clicking the ‘Create Workflow’ button. Name your workflow something like ‘Share Google Forms Responses with Attachments via Gmail’ and choose an appropriate folder for organization. This is the starting point for automating your Google Forms responses.

2. Setting Up the Trigger for Google Forms

In this step, we will set up the trigger that initiates the workflow in Pabbly Connect. Select Google Forms as your trigger application and choose the trigger event as ‘New Response Received’. This event ensures that every time a new form is submitted, it triggers the workflow.

• Choose Google Forms as the trigger application.
• Select ‘New Response Received’ as the trigger event.
• Copy the webhook URL provided by Pabbly Connect.
• Ensure your Google Form has a file upload field for attachments.

Once you have set up the trigger, you will need to configure your Google Form. Make sure it includes fields for name, email, and a file upload option. After creating your form, navigate to the responses section and link it to a new Google Sheets spreadsheet to store the form responses.

3. Connecting Google Sheets with Pabbly Connect

Now that we have our Google Form set up, we will connect Google Sheets to Pabbly Connect. In your Google Sheets, go to Extensions > Add-ons > Get add-ons. Search for ‘Pabbly Connect Webhooks’ and install it if you haven’t already. This add-on will facilitate the connection between Google Sheets and Pabbly Connect.

• Install the Pabbly Connect Webhooks add-on.
• Go to Extensions > Pabbly Connect Webhooks > Initial Setup.
• Paste the copied webhook URL into the setup form.
• Enter the trigger column (e.g., E) for data submission.

After configuring the initial setup, click on ‘Submit’. You will receive a message confirming that the setup was successful. Next, go back to the Extensions menu, select Pabbly Connect Webhooks, and click on ‘Send on Events’. This ensures that responses are sent to Pabbly Connect whenever a new submission occurs.

4. Setting Up Actions in Pabbly Connect

With the trigger set, we will now configure the action steps in Pabbly Connect. First, select ‘Text Formatter by Pabbly’ as your action application and choose the ‘Split Text’ event. This action will help us extract the file ID from the response data we received from Google Forms.

Select ‘Text Formatter by Pabbly’ as the action application. Choose ‘Split Text’ as the action event. Map the image URL from the Google Forms response. Set the separator to ‘=’ to isolate the file ID.

After successfully splitting the text, add another action step by selecting Google Drive. Choose the ‘Get File or Folder by ID’ event to retrieve the uploaded file from Google Drive. Map the file ID obtained from the previous step to fetch the correct file. Finally, set up the last action by selecting Gmail as the action application and configuring the email details to send the response along with the attachment.

5. Testing and Finalizing the Integration

To ensure everything is functioning correctly, we will test our integration using Pabbly Connect. Go back to your Google Form and submit a dummy response. Fill out the required fields and upload a photo. After submission, check your Google Sheets to confirm that the response has been captured.

Next, verify that you received an email in your Gmail account with the participant’s details and the uploaded photo as an attachment. If everything is set up correctly, you should see the email with the subject ‘New Participation’ and the attached photograph.

This testing process confirms that your workflow is operational. You can now automate sharing Google Forms responses with attachments via Gmail seamlessly using Pabbly Connect. This integration not only saves time but also improves efficiency in managing submissions.

Conclusion

In this tutorial, we demonstrated how to share Google Forms responses with attachments via Gmail using Pabbly Connect. By following the steps outlined, you can automate your workflow effectively, ensuring that every submission is promptly shared with your team.