Definition

The Google Form Submission trigger starts a flow automatically whenever a response is submitted to a specified Google Form. This enables real-time processing of form data, allowing your automations to react instantly to new submissions. Key capabilities include seamless integration with Google Forms, easy selection of existing forms via Google Drive, and access to all answered fields from each submission for detailed flow customization.

Example Use Cases

1. Survey Response Handling

Automatically start a flow when a Google Form is submitted, enabling you to collect and process survey responses efficiently.

2. Lead Generation and Follow-up

Trigger actions to add new leads to your CRM and notify relevant teams immediately after form submission.

3. Automated Support Requests

Create support tickets or internal tasks based on form input to streamline customer service workflows.

4. Conditional Run: Process Submissions by Department

Run the flow only if a specific form field (e.g., “Department”) matches certain criteria, ensuring targeted processing.

5. Conditional Run: Skip Incomplete Forms

Skip the flow when required fields are missing or left empty, so only complete form submissions are processed.

6. Conditional Run: Restrict Processing to Business Hours

Run the flow only when form submissions occur within defined business hours, ignoring off-hours entries.

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Configuration

The Google Form Submission trigger configuration consists of two main parts: Settings and Conditional Run.

Settings

These fields define how the trigger connects to your Google Form and which form submissions it listens to:

1. Google Forms Connection

Connect your Zenphi flow to your Google account by authenticating through Google’s OAuth. This one-time setup grants Zenphi secure access to your Google Forms, enabling the trigger to listen for new submissions.

2. Form File ID

Use the Google Drive picker (represented by the Google Drive icon) to select the specific Google Form that will trigger the flow. The selected Form File ID uniquely identifies the form within your Google Drive, ensuring the flow only activates when that particular form is submitted.

Conditional Run

The Conditional Run feature lets you set specific conditions that must be true for the flow to start when a Google Form is submitted. If the form is submitted but these conditions are not met, the flow will be skipped and won’t run.

This is especially useful when you want your flow to trigger only for certain responses—for example, when a specific question’s answer matches a particular value, or when a numeric response meets a defined threshold.

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How Conditional Run Works

Once enabled, you can define one or more conditions using AND / OR logic. Each condition has four parts:

1. Condition Type

• When: The flow runs only if the condition is true.
• Except When: The flow skips running if the condition is true.

2. Value to Evaluate

Choose the form response field you want to check. This comes from the data collected in the form submission (see Outputs section) and also your Vaults. Examples include answers to specific questions like text fields, multiple-choice selections, dates, or numeric values.

Vaults – secure, static values such as API keys, secret tokens, or organizational parameters.

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Vaults are managed from your workspace under Settings → Vaults.Vault values are encrypted and cannot be viewed or modified inside the flow — they are only used securely during runtime.

3. Operator

Defines how the selected value will be compared. Available options:

• Equals / Not Equals
• Greater Than / Greater Than or Equal
• Less Than / Less Than or Equal
• Between
• Is Null / Is Not Null

4. Comparison Value

This is the value you want to compare against. It can be:

• A fixed value (e.g., a text string, number, or date)
• Another trigger output value

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Example Conditions for Google Form Submission

• Run the flow when the answer to the “Approval Status” question equals “Approved”
• Skip the flow except when the numeric rating field is greater than 3
• Run the flow when a required text field is not null (i.e., has an answer)
• Combine conditions to run the flow when the “Department” is “Finance” AND the “Submission Date” is within a certain range

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Using Conditional Run in this way helps ensure your flow reacts only to relevant form submissions, saving resources and improving the accuracy of your automation.

Outputs

When the Google Form Submission trigger activates, it captures all the answers submitted by the respondent. These outputs are accessible throughout your flow — both in actions via the Token Picker and in the Conditional Run section to control whether the flow proceeds based on specific response data.

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Form Responses

Each question in your Google Form corresponds to a specific output containing the respondent’s answer. These outputs include a wide variety of response types such as:

• Text answers — short or long-form text responses submitted by the user.
• Multiple choice selections — answers chosen from a predefined list of options.
• Checkboxes — one or more selected options from multiple choices.
• Dropdown menus — single selections from a dropdown list.
• Date and time — responses capturing specific dates or times.
• File uploads — if enabled, files submitted by the respondent are accessible as outputs.
• Linear scale or rating — numerical values submitted as ratings or scales.
• Grid or checkbox grid — structured responses capturing selections in matrix form.

These outputs reflect exactly what was submitted in the form, enabling you to dynamically use or process each answer throughout your flow. For example, you can route approvals based on a specific response, trigger notifications for certain answers, or log form data into external systems like spreadsheets.

The comprehensive capture of every response type ensures your flows can adapt to virtually any Google Form setup — from simple surveys to complex data collection forms.

Example: Automate Customer Feedback Processing

Trigger Setup:

• Google Forms Connection: Connect your Google account that holds the customer feedback form.
• Form File ID: Select the Google Form titled “Customer Feedback Survey” from your Google Drive.
• Conditional Run: Configure a condition to run the flow only when the response to the question “Would you recommend us?” is equal to “Yes”. This ensures the flow only processes positive feedback.

Flow Actions:

1. Save Responses to Google Sheets:
   Add an action to append the form responses to a designated Google Sheet for easy tracking and analysis.

2. Send Confirmation Email to Customer:
   Use the email address provided in the form response to send a personalized message (using our Gemini Actions) thanking the customer for their feedback. For example:“Thank you for your valuable feedback! We appreciate your recommendation.”