Frequently asked questions

Unfortunately not. Due to the size and nature of the update, we are only able to make version 2 available to new forms used with the add-on. To migrate to the new version, simply create a copy of your form and re-configure your settings. Learn more about the features of the new version and how to migrate.

Please note, the existing version of the add-on will be decommissioned on October 13, 2018. Version 1 will continue to run when form submissions are made, accept approvals, and track requests up until this date.
  • 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, simply add a new 'Recipient' with the role type 'Receives a Copy' as the last level of the workflow. For example, if you have a sequential workflow set up with two recipients, add a third recipient (at level 3) with role type 'Receives a Copy'. As usual, this recipient can be a Static (including a Group recipient) or Dynamic recipient. Learn more about adding recipients and recipient role types.
The terminology 'requestor' and 'recipient' is used throughout our documentation. The requestor is the person completing the form submission (initiating the request). The recipient is the person receiving / 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.
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, you will need to use Dynamic or Group recipients. Learn more about adding dynamic or group recipients.
To change the add-on administrator, open the add-on from the current add-on administrators account, go to Settings > Other > then toggle the add-on OFF. You may now open the add-on from an alternate email address and toggle the add-on ON. It is important the new add-on administrator has edit access (as a minimum) to the Google Form, linked spreadsheet, file upload folder (if applicable), list of recipient spreadsheet (if applicable) and Google Contacts Groups (if applicable). If you no longer have access to the original account, contact support@formapprovals.com
Yes, in order for a request to be approved, each recipient or recipient group must individually approve the request.
If all recipients have responded to a submission the the status is set and next steps in the process may already be underway, therefore the submission may not be cancelled. While the submission is waiting to be responded to by one or more recipient, the requestor may cancel the submission. Current and previous recipients will be notified of the cancellation.
  • 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 subsequent recipients (if any).
  • 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. Once the changes are made to your spreadsheet, your settings must be re-saved in the add-on for it to take effect.
Yes, the add-on administrator can enable two settings which will enable this:
  1. Within the General tab of your Google Form settings, enabling 'Edit after submit' will include an 'Edit response' link on the 'Requestor Notification' sent to requestors.
  2. Within the Recipients tab of the add-on, under 'other recipient settings', you may set the role of a recipient to an 'Needs to Edit'. This will include an 'Edit response' link on the email notification sent to this recipient.
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 incude 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).
It is important to note, Google Forms does not give us the ability to identify who makes an edit to a form response. Therefore, if the requestor happens to edit the form response at the time when a recipient with an editor (Needs to Edit) role is due to edit the form submission also, the add-on will assume the edit was made by the editor (and not the requestor). To avoid this situation occuring, we recommend disabling 'Edit after submit' (in your Google Form settings) when using the 'Needs to Edit' recipient type.
Refer to our troubleshooting support article.
All Google accounts have quotas on services used and are shared across all applications / add-ons used on the same account. Depending on your usage, some of these quotas may limit your use of the add-on. The main quota you should be aware of is the number of emails sent. Gmail accounts have a limit of 100 emails sent per day. G Suite accounts have a limit of 1,500 emails sent per day. Note, these quotas are enforced by Google and not by the Form Approvals add-on. We will do our best to notify you before you reach your quotas.
Due to limitations in the number of triggers available to each user's Google account, the maximum number of active forms you may use the addon with is five (5). If you have configured the add-on on Google Forms that you are no longer using, you may free up allocation by opening the unused Forms, opening the add-on, removing all approvers, then clicking Save. Repeat this process across all forms that you have previously used the add-on with and are no longer using. This process will remove the trigger from your account. Once you are below 5 active forms, an allocation will be available for a new form.
When you receive this error message within the add-on, a question mark icon will appear next to the error message. If you are unsure which forms you have used the add-on with in the past, hover your mouse over the question mark icon and you will be able to remove all triggers from your account. Note, by removing all triggers the add-on will stop on all forms you have previously configured. To activate them again, open the add-on on each form and simply click Save.
A recent change made by Google is affecting users that are logged in to multiple Google accounts. This is a known error impacting many add-ons and Google is currently investigating. To avoid this error, sign out of your Google accounts and sign back in with one account only (the account used to set up the add-on initially).
To authorize the add-on, simply open your Google Form > open the add-on > click Settings > click Admin page. By accessing the Admin page, the add-on will capture the authorization it requires to run. Please note, the add-on requires authorization the first time it is used, when the add-on administrator changes their password, and when the authorization expires.
You can use the application if you are using Microsoft for mail, provided the email address used to configure the add-on has Google Mail enabled, or by contacting us to have mail sent from our domain.

When using the add-on with an email address that does not have Google Mail enabled, you will receive the message Error: Google account used must have Mail enabled. Version 2 of the add-on operates a little differently. All email notifications will now be sent from the add-on administrators account. This requires you to use a Google account that has Mail enabled. Since the add-on is currently free and there is a cost associated with sending email from our domain we are unable to offer this for free going forward.

To continue using the add-on, you will need to ask your IT team (G Suite admin) whether they have another domain set up that has incoming Mail (MX records) pointing to Google, so you can use an account within this new domain. Many other customers have found their organisation has multiple domains of which one is set up with Mail pointing to Google. Your IT team will be able to confirm. Alternatively, you can use a Gmail account. Alternatively again, we can have email sent from our domain but will be required to pass on the cost associated with this moving forward. If you would like email sent from our domain contact support@formapprovals.com