This topic describes how to configure a Google Sheets Data Destination, as well as the expected behavior of the Data Destination.
Supported on all tiers:
The Google Sheets Data Destination sends data from submitted forms to a Google Sheets spreadsheet. Use form data to create a new spreadsheet or add information to an existing spreadsheet and keep track of related submissions in a single file. Create custom spreadsheet and folder names based on data in the form to logically organize and manage files.
Tip:To set up a Data Destination, follow the instructions in the topic Creating and Maintaining Data Destinations.
Data Destinations automatically back up data collected in the field. They reduce the need to visit the Web Portal by making the information in submitted forms available through the services you already use. Different documents can also be sent to different services with a single Form Submission.
Info:The topic Data Destinations Overview describes Data Destinations in more detail.
Google Sheets allows users to create, share, and store spreadsheets in the cloud. Google Sheets is directly integrated with Google Drive, making stored spreadsheets available on several desktop or mobile device environments.
Info:The topic ProntoForms and Google: Two-Way Integration describes the ProntoForms and Google integration in more detail.
Go to Manage Forms > Data Destinations > CREATE DATA DESTINATION.
Select Google Sheets.
Configure the Data Destination as specified in the topic Creating and Maintaining Data Destinations.
In the Sheet Configuration tab, configure the following information:
- Spreadsheet Name
- This is the name of the spreadsheet your data will be sent to. If it exists already, your data will be added as a new row. If it doesn't exist yet, it will be created. Use the Data Record Expression Language (DREL) to customize the spreadsheet name based on data collected in forms.
- Worksheet Name
- This is the name of the worksheet within the spreadsheet your data will be sent to. The Worksheet Name is static and does not process DREL.
- This is the folder your documents will be sent to. If the folder doesn't exist yet, it will be created.
For a single folder, enter the folder name.
Example: For a folder named Inspections, enter Inspections.
For multiple folders, use the following Data Record Expression Language expressions:
%fto sort submissions into folders by form name.
%uto sort submissions into folders by user name.
%a[Unique ID]to sort submissions into folders named with the answer to a specific question. Read our documentation on Unique IDs.
Optionally add static text for formatting
%f for customer %a[CustomerName]returns Building inspection for customer Hansen Co.
For a subfolder, enter a forward slash (/) following the first folder, and then the name of the subfolder.
%f/%a[Customer Name]to sort submissions into folders by form name, and subfolders by customer name.
- Metadata columns
- Optionally customize which metadata columns are included in your spreadsheet. The Data Record Name and Reference Number columns are commonly added to the export to make rows of data more identifiable. The system generates a Data Record ID column by default.
Use the button to add columns to the Selected Metadata Columns list.
Click on the column in the Selected Metadata Columns list, and then use the and arrows to reorder the columns as desired.
The Available Metadata Columns are:
Data Record Name
The address where the form is submitted from, based on geo location data.
This is the name and username of the user submitting the form.
The version of the form being filled out.
The operating system of the device the form is filled out on.
A unique reference number for the form.
Server Receive Time
The time the data record is received by the ProntoForms server.
Device OS Version
The operating system on the device the form is filled out on.
The FormSpace where the form is saved.
Local Submitter Entry Time
The local time when the form is submitted.
Mobile Application version
The version of the ProntoForms app when the form was filled out.
Device Entry Time
What time the device accessed the form.
The name of the form.
The geo location collected when the form is submitted.
- Send All Answers
If selected, all questions from submitted forms will be sent to the spreadsheet.
If not selected, only data from the specified questions will be included.
Under Question Labels to Send (which appears when the Send All Answers box is not selected), enter the question labels to include, separated by a comma, semicolon, or line break.
Info:The topic Overview: Unique IDs describes Question Labels in more detail.
Result: The system saves your new Data Destination.
Once the Data Destination processes a form submission, the relevant Google Sheet shows the new entry with the following characteristics:
The new entry is in the specified folder and Sheet. If the folder or Sheet don’t exist, the system creates a new one.
The entry includes Metadata columns as the first columns in the sheet, and the Answer columns following them. Answer columns appear in the same order as they appear in the form, and the column headers are the Question Unique IDs.
Note:If you change a question Unique ID, the system adds a new column for this question.
Answers not collected in a repeatable section appear as a single row.
Answers collected in a repeatable section generate a new row for each answer. The system repeats other information, such as metadata, on every row.
Example: The following table shows a single Form Submission in which Part, Quantity, and Price are questions within a repeatable section. In this case, the section has three entries.
Data Record ID Customer PO Part Quantity Price 123456789 Company ABC 123 Compressor 1 $250.00 123456789 Company ABC 123 Control Board 1 $100.00 123456789 Company ABC 123 Switch 3 $25.00
Data Destinations should be configured and tested carefully before using them in production. This is key to ensure that ProntoForms data is received correctly.
Info:The topic Troubleshooting Data Destinations describes how to troubleshoot a Data Destination in more detail.
Note:Google Sheets does not support multiple edits to a spreadsheet at the same time. If your team has a very high volume of Form Submissions, use a different Data Destination type.
If there are two or more data records submitted to a Google Sheets destination at or around the same time, one of them will receive the error message, "Connection to Google Sheets is overloaded, please try again later".
The destination will try to resubmit up to five times and, for a typical submission, it takes from four to ten seconds for a single Google Sheets destination to execute. When the first execution finishes, the other executions will be retried. If multiple re-submissions occur at the same time, the error will occur again.
Note:Google Drive no longer supports adding shared files to your own Google Drive Account. If you previously configured a Data Destination with a shared Google Sheet owned by another user, you might notice that the Data Destination now creates a new file stored in your own account.