You have successfully enabled the integration
You have successfully disabled the integration

Tracking Requests

The status of requests can be tracked at any time, using the following methods:
  1. Add-on administrators have the ability to track the status of requests via their Dashboard. To access the Dashboard, open any Google Form, open the add-on, click Settings, then click Dashboard. From the Dashboard, click the My Forms tab, then locate and select the relevant form. This will route you to a tracking page designed for the administrator, allowing you to track requests, view form submission details, view approvals and signatures, send reminders, amend recipients, resend past notifications and cancel requests.
  2. Add-on administrators (and anyone with access to the spreadsheet linked to the Google Form) also have the ability to:
    • review the status of all requests in the Detailed Approval Records sheet. The add-on will record detailed information related to each request like the recipient email address, issue date, status of their response, response date, and any comment left by the recipient.
    • review the status of all requests in the Form Responses sheet. The add-on will record the Request # and Overall Status on the right hand side of form response data.
    Please note, manual changes to these sheets can disrupt the add-on. Where possible, always use your My Forms page, described above.
  3. Requestors have the ability to track the status of requests via email notifications they receive. The request number at the top of email notifications is hyperlinked allowing requestors to track the status of their request at any time during the workflow process.
  4. Recipients have the ability to track the status of requests via email notifications they receive also using the hyperlinked request number at the top of email notifications.
  5. When on our Team plan, other members of the team can track the status of requests via the Admin tracking page. Simply add the user to your Team plan by following the steps on this support article.
  6. When on our Team plan, Recipients can track the status of requests (and respond) via the Recipient tracking page. For details on the Recipient tracking page, refer to this support article.

Amend a recipient on an in-flight request

To amend a recipient on a request that has already been processed by the add-on, follow these steps:
  1. Open any Google Form, open the add-on, click Settings, then click Dashboard. From the Dashboard, click the My Forms tab.
  2. Locate and select the relevant form.
  3. Locate and select the relevant request.
  4. Click on the participant you want to amend, then click Actions > Amend recipient.
Note, the above steps will amend a recipient on in-flight requests. If you want to amend the recipient on all future requests made also, make sure to amend the recipient within your workflow settings also.

Resend notifications / send reminders

To resend a notification, follow these steps:
  1. Open any Google Form, open the add-on, click Settings, then click Dashboard. From the Dashboard, click the My Forms tab.
  2. Locate and select the relevant form.
  3. Locate and select the relevant request.
  4. Click on the participant you want to have notification resent to, then click Actions > then click either Resend notification or Send reminder (it will show you one or the other depending on the status of your workflow).

Understanding the statuses recorded by the add-on

The add-on records two types of statuses:
  1. Overall Status: the status of the request as a whole. The Overall Status may be one of the following:
    • In progress - the request is awaiting the response of one or more recipients.
    • Complete - the request has been completed by all recipients.
    • Declined - the request was declined by a recipient.
    • More info requested - more information was requested by a recipient.
    • Cancelled - the request was cancelled by the Requestor or the Administrator.
  2. Recipient Status: the status of individual recipients. The Recipient Status may be one of the following, depending on the role of your recipient.
    • Current - the request is currently awaiting the response of this recipient.
    • Waiting - the recipient is waiting for one or more previous recipients to respond before it will be sent to them for approval. This status is only applicable when you have set up your workflow to be a multi-level process.
    • Approved - the request was approved by this recipient.
    • Declined - the request was declined by this recipient
    • More info requested - more information was requested by this recipient.
    • Signed - the request was signed by this recipient.
    • Recommended - the request was recommended by this recipient.
    • Not Recommended - the request was not recommended by this recipient.
    • Acknowledged - the request was acknowledged by this recipient.
    • Edited - the request was edited by this recipient.
    • Accepted - the request was accepted by this recipient and is waiting for them to action the task.
    • Actioned - the request was actioned by this recipient.

Approval records

Approval records will be automatically stored in the spreadsheet that is linked to your form. This gives you total control over your data and allows you to report, analyse or even perform more advanced functions like connect with other systems or processes.
A sheet named Form Responses 1 will be automatically created by Google Forms in your linked spreadsheet. This sheet will store all form responses received on your form.
A sheet named Detailed Approval Records [Form:XYZ] will be automatically created by the add-on in your linked spreadsheet. This sheet will store all approval records relating to the application. Note, this sheet contains privileged information that should not be shared with requestors or recipients.
XYZ represents the ID of the Form the sheet relates to.
The add-on will read and write to these sheets each time you or your recipients use the application, so be careful not to modify the data. To track requests or amend recipients, we recommend use the admin tracking page. To perform analysis, we recommend using formulas from other sheets, or using Filter Views (i.e do not sort or filter the underlying data).

What's next: