Add Static & Dynamic Recipients

General Introduction

Select a Mode

Tips to Set Up Your First Workflow

Mode 1: Create Approval Workflow Only

1.1 Add Static & Dynamic Recipients

1.2 Set Multi-level Workflow

1.3 Set Conditions for Recipient

1.4 Add Form Respondent

1.5 Request Response Edit

1.6 Check Tracking Report

1.7 Add & Use Recipient Group

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

Mode 4: Combine All Modes

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

4.5 Customize Email Template

4.6 Dynamic Fields of Custom Email Template

Team Plan:

5.1 Add/Remove Users 

5.2 Share Edit Permission

Additional Features: 

6.1 Set Reminder & Auto Approve/Reject

6.2 Resend All Pending Requests

6.3 Manage Forms in Dashboard

6.4 Unique Request Number

6.5 Approval Link Authentication

6.6 Transfer Forms Data

6.7 Transfer Paid Plan To Other User

6.8 Avoid Automatic Approval/Rejection

6.9 Sign a Request

Quotas & Billing

Refund Policy

Learn how to add static & dynamic recipients to your workflow.

1. How to Add Static Recipients

To add a static recipient field, click on the Add static email button:

Next, you will see a new static recipient field created above. Enter the recipient’s email address on this created field.

If you do not want a recipient to have approval authorization, select the Get notified only option for the box below your recipient’s email.

After clicking Save, the added recipient will receive an approval email when a request is submitted. If the added recipient is designated as Get notified only, this recipient will still receive the email but without the ability to approve/reject.

2. How to Add Dynamic Recipients

First, you should create a question where your respondent enters a recipient’s email address on your Google Form (e.g., Your Manager’s Email Address). 

The question can either be:

  • Multiple-choice question: asking the respondents to choose one of the listed email addresses
  • Short-answer question: asking the respondents to enter a valid email address
  • Checkboxes question: allows respondents to select multiple answers from the available choices

  • Dropdown question: allows respondents to select an answer from a list of options

After that, you will see a new dynamic field created above. Click on this field and select the question you have made before (e.g., Your Manager’s Email Address).

If you do not see the created question, click Refresh so that the add-on will update the question list.

NOTE: After clicking Refresh, questions must be set as required questions (by turning the “obligatory/required” switch ON) so that you can see the question list. See this image below for your reference.

If you do not want this dynamic recipient to have approval authorization, click on the box below that recipient and select Get notified onlyFinally, click Save.

When a respondent submits a request, the recipient from this dynamic recipient will receive an approval or notification email accordingly.

Easy tip to avoid wrong answers to short-answered questions about respondents’ emails

When you ask for an email address, you want to make sure the person leaves a valid email address. Sometimes the responder will type other things into the answer box and you want to make sure they leave an actual email. Therefore, you should turn ON the response validation for those questions.

Click on the 3 dots in the bottom right hand corner and choose “Response validation.” Then, change from the default of looking for a “Number” to expect a “Text” response, and the next field will be set as “Email” format. The setting should look like this:

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