Understanding the Workflow
The core of Smart Form Notifications revolves around automated sets of instructions that trigger every time a respondent submits your form.
Video: Visual Guide: How Automated Routing Works
The Anatomy of a Workflow
1. Settings (The Identity)
Define the basic status and name of your automation.
- Workflow Name: Clear labels like 'Sales Team Alert'.
- Status Toggle: Enable or disable without deleting.
2. Email Template (The Message)
Define what the notification looks like and who receives it.
- Dynamic Recipients: Use fixed addresses or {'{{Email}}'} tags.
- Merge Tags: Insert real-time data like {'{{Name}}'} markers.
- Rich Text Styling: Custom branding and professional formatting.
3. Conditions (The Intelligence)
Turn on Smart Alerts using custom If/Then rules.
- Selective Processing: Only run if 'Department' equals 'Marketing'.
- Multiple Rules: Create different workflows for different scenarios.
Choosing Your Logic Path
All Responses
Standard mode. Sends a notification for every single form entry regardless of content.
Conditional Logic
Intelligence mode. Only sends notifications if answers match your specific rules.
How the Data Flows
The sequence of events from submission to confirmation.
Submission
A user submits your Google Form.
Trigger
Global Trigger detects the new entry.
Evaluation
Add-on checks all Active Workflows.
Logic Check
Checks if the Conditions are met.
Execution
Generates and sends the email.
Logging
Details are recorded in Execution Logs.
Advanced Capabilities: Beyond Text
Automatic Attachments
If a respondent uploads a file (like a resume or receipt), the workflow can attach it directly to the notification email automatically.
Intelligent Routing
Route data to entirely different teams based on user input. Workflow A goes to Sales, while Workflow B goes to Support.
Pro Tip
Always check your Execution Logs after setting up a new workflow to ensure your logic is correctly filtering submissions as intended.