Frequently asked questions

  • To notify the requestor, enable 'Collect email addresses' in your Google Form settings.
  • To notify recipients, enable 'Notify recipients when complete' within the 'Settings' tab of the add-on. This will notify all recipients when the workflow is complete (i.e approved by all recipients).
  • To notify others when the workflow is complete, add a new recipient, then change the role type to 'Receives a Copy', then set the receiving order to the last level of the workflow. For example, if you have a workflow already set up with one recipient, set the receiving order so that the new recipient has a receiving order of 2.
Within our documentation, we refer to 'requestor' and 'recipient' quite often:
  1. The requestor is the person completing the form submission (initiating the request).
  2. The recipient is the person receiving and responding to the request. The recipient may have one of the following roles: 'Needs to Approve', 'Needs to Recommend', 'Needs to Acknowledge', 'Needs to Edit' or 'Receives a Copy'. Learn more about recipient role types.
Recipients are not required to have a Google account, nor are they required to install anything. Each time a submission is made on your form, an email is sent to your recipients with a unique link to respond directly from their email without having to log in.
In addition, unlike other add-ons, recipients are not required to have access to your Google Form or linked Google Sheet.
Note however, we are committed to data privacy, so any functionality of the add-on that displays form response data on our webpage (e.g the recipient portal) will require the recipient to authenticate using a Google account.
You may have up to 10 static or dynamic recipients. Note, the add-on has the capability to include dynamic recipients which are selected by the requestor. For example, you may have a question in your form that asks the requestor to select the approver (from a dropdown list) or enter the approver's email address (via a free text field). This will be considered 1 recipient. If you find yourself needing more than 10 recipients, try using Dynamic or Group recipients. Learn more about adding dynamic or group recipients.
To change the add-on administrator:
  • Sign out of all Google accounts
  • Sign back in with the original account that set up the add-on
  • Open the add-on
  • Go to Settings > Account > then toggle the add-on OFF
  • Sign out of your Google account
  • Sign in with new account that you want it to run from
  • Go to Settings > Account > then toggle the add-on ON
Note, if you are changing the add-on administrator to another account you own, you must sign out of your Google accounts and sign back in (as described above) or the add-on may inadvertently be installed on both accounts.
You will also need to ensure the new add-on administrator account has owner level access to the Google Form, linked spreadsheet, file upload folder (if applicable), dynamic recipient look-up table spreadsheet (if applicable) and Google Contacts Groups (if applicable). If you no longer have access to the original account, contact support@formapprovals.com
If you have purchased a subscription using the original add-on administrator's account, contact support@formapprovals.com requesting the subscription be transferred from the old to the new account.
You may change the add-on administrator at most once every 6 weeks, when there is available quota on your plan.
  • Requestor Notification - If 'Collect email addresses' is enabled in your Google Form settings, the person submitting the request will receive a notification confirming receipt of their request.
  • Recipient Notification - each time a form submission is made, the first recipient(s) will receive a notification with details of the request and links to action the request. Once they have responded, a notification will be sent to the second recipient (if any), and so on.
  • Approved / Declined / More Info Required / Cancelled - These notifications state the outcome of the request and are sent to the requestor if 'Collect email addresses' is enabled in your Google Form settings. These notifications will also be sent to recipients with role 'Receives a Copy' if they are in the final position of the workflow. See FAQ 'Can the requestor, recipients, or others be notified when the workflow is complete?' for more information.
The language and timezone is taken from the settings of the spreadsheet linked to your Google Form. Should you wish to change the language (locale) or timezone refer to this Google support article.
Yes, the add-on administrator can enable two settings which will enable this:
  1. To include an 'Edit response' link on the 'Requestor Notification' sent to requestors, enable 'Edit after submit' (in your Google Form settings) and then re-save your settings within the add-on for it to take effect.
  2. To include an 'Edit response' link on the email notification sent to recipients, within the add-on, under 'other recipient settings', set the role of a recipient to 'Needs to Edit'.
How does the add-on treat edited form submissions?
The add-on treats edited form submissions in the following ways:
  • When the form response is edited by the requestor, the workflow will re-commence from the beginning. The request number will be the same, and will also include a revision number.
  • When the form response is edited by a recipient (with role Needs to Edit), the workflow will advance to the next level (if applicable).
Refer to our troubleshooting support article for guidance on how to avoid the following known errors and how to troubleshoot reasons why the add-on may not be sending notifications to your recipients.
Common error messages include:
  • There was a problem: The add-on does not have sufficient authorization to run
  • ScriptError: Authorization is required to perform that action
  • Error: Logged in with multiple Google accounts. Sign in with one account only.
We recommend the add-on administrator sets up the add-on using a Google account that has Google Mail enabled. It's not an issue if you don't, however since Google add-ons run and send emails from your Google account, you will be required to purchase the Mail option (send emails from the formapprovals.com domain) when subscribing to one of our paid plans.