How to submit to Google Drive and Google Sheets

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You can submit your Formotus mobile business forms to Google Drive (the cloud-based Google file storage service). Formotus forms will integrate with both Google Drive and Google Sheets (Google's spreadsheet app) so that you can create both an archive of submitted forms and a Google Sheets-based dashboard for aggregating form data.

Here is a short video overview of how it works:

HOW TO SUBMIT TO GOOGLE DRIVE AND GOOGLE SHEETS

Step 1: Set up Google Drive and Google Sheets

If you don't have a Google Drive account you can create one for free. You will need at least one folder for storing all the files (PDF and XML) submitted from your Formotus forms, and you will also need to create a Google Sheet to store your data and links to your files.

You can organize your folders and sheets in whatever way you like. For example, each form can submit files to its own folder, or you can set things up so that all of your Formotus forms will submit to the same folder. In a similar way, you can set things up so that the data from each Formotus form submits to a unique spreadsheet, or you can configure your settings so that all of the data from all of your forms submit to a single spreadsheet. Set up your Google account any way you choose, as long as you are able to provide a "can edit" link to each folder or sheet.

Below is an example of how you might organize your files on Google Drive:

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In this example, you will create one folder named Formotus to contain everything Formotus related. Inside that folder, you create one Google spreadsheet (here Formotus Data Sheets) to aggregate all your form data, and one folder (here Formotus Forms) to contain all your submitted files.

Step 2: Configure your data connection in your Formotus form

Open the Formotus form you've created. (Note: This data connection is not available for uploaded InfoPath forms.)

Important: You should not set up this data connection until all the fields in your form are finalized. Adding, deleting or renaming data fields after the data connection is created can cause issues with the way you have set up your Google account.

Log in to your Formotus account and open the form, then follow the steps below:

1. In the right pane, click on the Data button. On the Submit tab, click +Data Destination.

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2. In the wizard that pops up select Google, then click Next.

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3. See how to configure your data connection in the screen below:

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Steps to complete the Google submit data destination shown above:

The Name is just what this data connection will be called within the form creator, and can usually be left as the default name.

1. Google Information

Sheet Name refers to the sheet within your spreadsheet where the data will be submitted. By default, a blank Google spreadsheet creates a sheet named Sheet1, and by default, Formotus matches that name. You can modify it if necessary to match your Google Sheet name.

Spreadsheet URL and Folder URL are special links generated by Google that let you share access with Formotus. Do not copy a URL out of the browser. Instead, select the item (spreadsheet or folder) and click the Get Shareable Link button in the menu bar (alternatively, you can right-click the item and select Share):

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Make sure that the setting reads: Link sharing on, and click Sharing Settings. On the Share with others screen below, make sure it is set to Anyone with the link can edit, then click Copy link.

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2. Submit Options

File Name defines the name that will be given to each submitted form file. By default, Formotus inserts a concat() formula that will generate a unique name for each submitted file based on the form name and a timestamp. Learn more about using formulas.

Set as default data connection is only useful if your form has more than one data destination. The destination set as the default will be the one used by the menu in the mobile app if enabled.

What happens to the form after submit can only be set for the default data connection, and it applies to all data connections. Normally the form will be closed after it is submitted, but you can set it to stay open or to open a blank new draft after submit.

Leaving the form open after submitting can be useful, for example, if you want the user to submit again to a different destination, or if the user will be submitting a series of drafts that all contain identical information that won't need to be re-entered.

Note: This setting only applies to users of the Formotus Pro app. The Formotus Now app will always close after submit.

3. Promote Fields

Click the PROMOTE FIELDS button if you want to include data fields from your form as additional columns in your sheet. This lets you aggregate submitted data in a sheet where it can be searched, sorted, graphed and analyzed.

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[Note: This is an advanced feature that is not available in the Basic plan.]

When you submit to a Google Sheet, the columns that are created in the sheet always include the file name, links to the PDF and XML files, time submitted and the name of the user who submitted the form (if available).

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Pictured above: Selected fields that will be promoted in the Google Sheet.

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Pictured above: A form instance submitted from a mobile device to the Google Sheet data destination.  Bordered in red are the promoted fields. Edit, View, Title, Created, and Created By columns are all included by default.

[Note: Do not promote fields that contain images such as photos, signatures or maps. Images will not be visible in sheet cells, but will instead appear as long base64 strings.] To see any images in a form, click the link to the PDF file and view the whole form including images.

 

 Keywords: Google Drive, Google Sheets, FormDesigner
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