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 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 only. Finally, 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:
