Must-read Tips to Set Up Your First Workflow

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 make your first workflow easier.

1. Tips for multi-level workflow

You can edit the level number of recipients to be the same as each other. This will form a new workflow in which, at a certain level, two (or more than two) recipients need to approve the email if they want to move to the next level. The image below is an example for your reference.

2. Tips to save monthly quota

The number of emails in your monthly quota can greatly be saved by not sending final emails to all recipients or only sending final emails to recipients you set conditions for. In the Advanced Options, find ‘Send final Email to’, and select ‘None’ or ‘Matched condition only‘.

3. Setting in Advanced Options

To ensure your workflows have better security, you can force the recipients to sign in if they want to see the Report Sheet (turn ON the ‘Force recipients to sign-in‘ in the Advanced Options).  

Another tip for a higher secured setting is not showing the Report Sheet in the final email. Some of our users find the Report Sheet unnecessary to be shown in the final email, or they do not want to make the Report Sheet available to the recipients. To do this, find ‘Show Sheets report on final email‘ in the Advanced Options and switch it OFF.

4. Tips to avoid wrong answers to question for respondent's email address

When you ask for an email address, you want to make sure the person leaves a valid email address. Sometimes the respondent will type other things into the answer box and you want to make sure they leave an actual email. Therefore, you should adjust the setting of the question in Google Form setting with our add-on:

  1. The question type must be “Short answer.”
  2. The “Required” button must be turned ON.
  3. The “Response validation” must be “Text” and “Email”.

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:

Finally, click “Refresh” and “Save” your modification.

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