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Steps to add a static recipient:
  1. Click the 'Add static recipient' icon.
  2. Enter the recipient's email address.
  3. Click Save.

Steps to add a dynamic recipient:
  1. Add a question to your form that captures the recipient's email address. Tip: The question used can be a Short answer, Multiple choice or Drop down question type.
  2. Click the 'Add dynamic recipient' icon and select the question that asks for the recipient's email address. If you make amendments to your form while the add-on is open, click the refresh icon to refresh dynamic recipient lists.
  3. Click Save.
This video tutorial (at 2m:25s) includes an example of adding a dynamic recipient.

Steps to add a dynamic recipient (that includes other info):
  1. Add a Dropdown or Multiple choice question to your form.
  2. Add options that include the email addresses between < and > symbols. For example, if you need the approval to go to a particular department, enter the department name followed by the recipient's email address between < and > symbols. Similarly, you could replace the department name with a person's name. The add-on will detect the < and > symbols and use the email address in between.
  3. Once the question has been added to your Form, within the add-on click the 'Add dynamic recipient' icon and select the question that asks for the recipient's email address.
  4. Click Save.

Steps to add a dynamic recipient look-up table:
  1. Add a question to your form that influences the recipient required. For example, if it is the requestor's Department or Line Manager, add a Drop down or Multiple choice question of all possible Departments or Line Managers. If you have a large number of Line Managers, see Tip #1 below.
  2. Open the spreadsheet that is linked to your form
  3. Create a new sheet (by clicking the + icon in the bottom left corner) and give it a relevant name.
  4. Enter all potential response values (e.g Department names) in column A and associated recipient email addresses in column B.
  5. Within the add-on sidebar, add a 'dynamic recipient'.
  6. Select the question title that captures the information you entered in column A.
  7. Click the 'More' icon > then click 'Recipient look-up table'
  8. Select 'Add look-up table'
  9. Select the sheet that contains the look-up data
  10. Select the column that contains the recipient's email addresses
  11. Close the Recipient look-up table window, then click Save in the main screen.
This video tutorial (at 2m:56s) includes an example of adding a dynamic recipient look-up table.


Tip #1: If you want to create a workflow that sends requests to the requestor's Line Manager, you can: i) simply ask the requestor to enter their Line Manager's email address into a Short answer question, and use that question for your dynamic recipient; or ii) maintain a spreadsheet on Employees and Line Managers and use it as your look-up table in Step 3 above. When Collect Email Addresses is enabled in your Google Form Settings, Google Forms will capture the email address of the requestor. This email address can be used by selecting the question title Email Address in Step 5 above.

Tip #2: If you have an approval hierarchy that is determined based on the same form question you can use the same look-up table for additional recipients. In this case, you would add additional recipient email addresses in columns C, D, etc. For example, if you want two recipients, repeat steps 3 to 11 (above) but instead of entering the recipient email address in column B, enter it into column C. Refer to the images below.



The add-on will send the approval request to each person in the group. Once a response has been received from one member of the group, the add-on will move to subsequent recipients (if applicable). Should another member of the group attempt to respond, they will be advised that a response has already been received.

Tip: Group recipients can also be used in conjunction with the 'Receives a Copy' role type to notify a group of people when the workflow is complete. If using the role type "Receives a Copy" and you need to notify groups with more than 10 people, we recommend using a Google Group or distribution list instead.

Steps to add a static group recipient:
  1. From your Google Form, open the add-on
  2. Go to the 'Settings' tab
  3. Click the 'Group recipients' button
  4. Enter a name for your group
  5. Enter the email addresses
  6. Click the yellow 'Save & close' button
  7. Go back to the 'Recipients' tab
  8. Click the 'Add static recipient' icon and enter the group name between { and } symbols. When you type the group name, it will autocomplete. If you only recently created the group and the name does not autocomplete, click the refresh icon.
This video tutorial (at 5m:27s) includes an example of adding group recipients.


Steps to add a dynamic group recipient:
  1. From your Google Form, open the add-on
  2. Go to the 'Settings' tab
  3. Click the 'Group recipients' button
  4. Enter a name for your group
  5. Enter the email addresses
  6. Click Save & close
  7. Go back to the 'Recipients' tab
  8. Add a dynamic recipient look-up table (refer to Option 2 (c) above). Instead of entering the recipient email address in column B, enter the group name between { and } symbols.
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