123FormBuilder Now Seamlessly Connects with Google Drive

We’re excited to announce that 123FormBuilder now seamlessly connects with Google Drive, giving you a powerful new way to collect, store, and manage your form submissions. This integration bridges the gap between your form data and your productivity tools, creating a smoother workflow for teams of all sizes. 

Key Features of the Google Drive Integration 

Automatic File Storage 

• Send new form submissions directly to Google Drive  

• Automatically upload files submitted through your form  

• Store submission PDFs with either form layout or simplified format 

Customizable Organization Options 

• Create a custom folder structure in your Google Drive 

• Set up individual subfolders for each submission 

• Customize folder names using form fields and submission data 

• Organize submissions logically with variables like Entry ID, name fields, or any form data 

Seamless Workflow Management 

• Access your form data anywhere through Google Drive 

• Share submission folders with team members 

• Keep your data organized without manual transfers 

• Perfect for teams that collaborate on Google Workspace 

How to Set Up the Google Drive Integration 

Setting up the integration takes just a few minutes: 

1. Access the integration:  

• Click on the Setup tab and choose the Integrations section from the drop-down menu.  
• Navigate to the Integrations section and find Google Drive under the “Most used” tab 

Note: Google Drive integration is available starting from the Gold plan. Users on lower-tier plans will see the premium icon. 

2. Connect your account:  

• Click on the “Connect” button to begin. If you don’t have a Google account linked to your 123FormBuilder account, you’ll need to click “Sign in with Google” and follow the authentication steps.  
• If you already have a Google account, you’ll see a drop-down list of available accounts. Simply select the account you want to use.  

3. Configure Your Folder Structure: 

Once connected, you’ll see the Google Drive integration setup screen with various options:  

• Folder Name Configuration 
  • By default, the folder name will be the same as your form name  
  • You can easily customize this to any name that suits your organizational needs 

• Subfolder Organization 
  • Create a subfolder for each submission: Enable this option to have each form submission stored in its own subfolder If disabled, all submissions will be stored in a single folder  
  • Submission folder name: By default, this uses the Entry ID of each submission 
  • Customize by clicking the plus sign to access various variables: 
    • Submission variables: Entry ID, IP, Country, Browser, Device Type, Reference ID & Form name  
    • Form variables: Any fields from your form (labels are displayed for easy identification)  
    • Search functionality: Quickly find the field/variable you need 

Tip: For complex fields like multiple choice, first/last name, or address, you can use the entire field or specific parts of that field. You can even combine submission variables, form variables, and custom text. 

4. Select What to Send to Google Drive  

Now it’s time to choose exactly what data you want to send to Google Drive:  

• Send a Submission PDF to Google Drive 
  • Enable this option to receive a PDF of each submission   
  • Choose your preferred PDF format from the dropdown:  
    • Submission PDF with form layout: Maintains the exact layout & design of your form, filled with the respondent’s information   
    • Submission PDF: A minimalist version with a simple table of field names and responses  

• Send Uploaded Files to Google Drive  
  • If your form has file upload fields, enable this option to save uploaded files to Google Drive   
  • Choose File Upload fields: Select which specific file upload fields should be transferred to Google Drive   
  • All your file upload fields will be displayed with their respective labels 

5.  Save and Test Your Integration  

After configuring all settings, click “Save” to activate your integration. The system will verify: 

• Folder name (cannot be empty) 
• Submission folder name (if enabled, cannot be empty)  
• File upload selection (if enabled, at least one field must be selected) 

Note: If any of these are missing, you’ll see an error message prompting you to complete the required information.  

Managing Your Google Drive Integration  

Once saved, your integration is automatically enabled and ready to use. Here’s how you can manage it:  

Accessing Your Drive Folder 

• Click on the hyperlink under the account email address to go directly to your Google Drive folder 

Editing Your Integration  

You can modify your integration settings anytime to: 

• Change subfolder creation preferences  

• Modify submission folder naming conventions  

• Adjust which PDFs are sent to Google Drive  

• Update which file upload fields are included 

How Files Appear in Google Drive  

Based on your configuration, here’s what you’ll see in Google Drive: 

• A main folder created with your specified folder name  

• Subfolders for each submission (if enabled) named according to your settings 

• Inside each folder/subfolder: 
  • Files from your selected file upload fields  
  • Submission of PDF in your chosen format 

Advanced Features and Scenarios 

The integration handles various scenarios intelligently: 

• Edited submissions: When submissions are edited, new versions of files and PDFs are saved with timestamps, maintaining the history of changes 

• Custom naming conventions: Name your folders using any combination of form fields and submission data 

• Error handling: The system verifies configurations before saving to prevent common setup issues 

Video Tutorial 

Prefer visual learning? Watch our step-by-step guide to setting up the Google Drive integration in minutes:

Industry-Specific Use Cases

Organizations can leverage this integration effectively in numerous operational scenarios:

• HR departments: collecting resumes and application documents 

• Event organizers: managing registration forms and uploaded materials 

• Customer service teams: tracking support requests with attached files 

• Marketing teams: collecting lead generation data with supporting documents 

• Educational institutions: gathering assignments and student submissions 

Load more...