Tips to Set Up Your First Workflow
Mode 1: Create Approval Workflow Only
1.1 Add Static & Dynamic Recipients
1.3 Set Conditions for Recipient
Mode 2 & 3: Generate & Send PDF/document only
2.1 How to generate PDF/document
2.2 Common file template errors
2.3 Send PDF/documents to recipients
2.4 Send PDF/documents to respondents
3.1 Combine Modes – Setup File Template
3.2 Combine Modes – Add recipients
Email Settings & Features:
4.1 Options for Sending Final Email
4.2 Enable/Disable Sheets Report on Final Email
4.3 Show File Attachment Link On Emails
4.4 Resend Email to Recipient & Edit Recipient Email
4.6 Dynamic Fields of Custom Email Template
Team Plan:
Additional Features:
6.1 Set Reminder & Auto Approve/Reject
6.2 Resend All Pending Requests
6.5 Approval Link Authentication
6.7 Transfer Paid Plan To Other User
Learn how to add recipients in Combine All Modes.
To begin, make sure that your Configuration is in Recipients tab.
Step 1: Add static/dynamic recipient
First, scroll-down the add-on until you see “Add static email” button
Clicking on “Add static email” will create a static field above, allowing you to enter specific email address as recipient.
Step 2: Add static/dynamic recipient’s Roles & Received files
After adding recipient, you can decide each recipient’s:
- Approval Role: which determines whether this recipient can make approval decision (Can approve)
- or simply receive the notification email (Get notified only).
And…
- Received File: which determines which file type a recipient can receive and what can they do with it, including 4 options:
- Receive PDF: meaning this recipient will receive a PDF file
- Can view document: meaning this recipient can read the generated Google Document only
- Can edit document: meaning this recipient can directly edit the generated Google Document
- Can comment document: meaning this recipient can comment on the generated Google Document
Step 3: Add Form Respondent and decide their Role & Received Files (optional)
In certain approval workflows, you may want to add form respondent to the workflow.
To do this, scroll-down the add-on to the bottom where you can see “Form Respondent” section.
Click on “Create Form Respondent” button and the add-on will automatically create a new question called “Respondent’s Email Address” & a new dynamic field under “Form Respondent” section.
*Note 1: You can also edit this auto-created question to something else; however, remember to Refresh the add-on, then reselect the question again for Form Respondent field.
*Note 2: If you create a new question this way and get back to Document & PDF tab, you may see a yellow error saying <<Respondent’s Email Address>> field does not appear on your file template. In case you don’t want to show respondent’s email on your generated file, you can just ignore this error.
*Note 3: If you already have a question asking respondents to enter their email address; you can just delete the auto-created question and reselect your own question for the Form Respondent field.
*Note 4: You can add Form Respondent to your approval workflow by adding a new dynamic recipient to your Recipient List. Select the question asking for your respondent’s email for both the new dynamic recipient field & this Form Respondent field. After adding correct question to your Form Respondent dynamic field, you can finally select which file type your respondent can receive (similar to your recipients), or receive none at all (by selecting None).
Finally, click Save to save your configuration and enjoy generating & sending PDF/document and automating approval workflow at the same time!