Configure the Forms to AODocs Add-on

Forms to AODocs is an Add-on for Google Forms. It enables users to quickly create content in AODocs, as easy as filling out a Google Form and submitting it.

The Forms to AODocs Add-on will create a bridge between a Google form and an AODocs library. Users answer to the form questions that match the AODocs document properties. Files uploaded through the form will become attachments of the AODocs document.

You will learn in this article how to configure the Add-on.

Important:
To configure the Forms to AODocs Add-on, you need to:
- Be the administrator of the Library you want to bind to a Google Form.
- Configure your Google Form to match your AODocs Document properties.
- Link the Google Form to your AODocs Document Class.
- Verify that the Google Form question match your AODocs properties.

Configure your Google Form questions
Bind your Google Form to your AODocs Library
Preview mappings to AODocs
Refresh mappings
Filter field mappings
Unbind your form


Configure your Google Form questions

Your Google Form has to follow a some guidelines to be linked to an AODocs Library.

Google Form design guidelines

Question titles:
The title of a question must be the same as the name of the corresponding AODocs property.

Question types:
The question type you select should ‘naturally’ match the type of the AODocs field it is supposed to feed.
For instance, when setting up a question that is supposed to feed a Date field in AODocs, use a “Date” question type, not a “Short answer”.

Below is the Google Form and AODocs Fields compatibility table:

F2AOD.jpg

* Category sublevels are not supported

Legend:

ok2__1_.pngdesignates pairs that are always compatible

ok_orange.pngdesignates pairs that are compatible if all the options you specify are compatible with the AODocs property type (e.g. 2, 4 and 42 are all valid options regarding an Integer property)

ok_grey.pngdesignates pairs whose compatibility depends eventually on the end-user answer


Title of the AODocs document:
If you want your users to input the title of the AODocs document, you need to provide a question named “Title” in your form.
If there are “Title” question in the Google Form, AODocs documents will be automatically created with a default name composed of:

  • the name of the file uploaded, if there is exactly one file uploaded by the end-user
  • the form’s Title and the date of submission otherwise.

Note:
- If your library contains mandatory properties but your Google Form does not have corresponding questions, the AODocs document will be created without any value in the mandatory property.
- If your library contains multiple values properties the Forms to AODocs will not support them.
Learn more here: Forms to AODocs Add-on Best Practices and limitations

File upload:
Google Forms provides File uploads support for G-Suite customers in Google Forms.
Forms to AODocs Add-on takes full advantage of this new feature, even when multiple files are supplied by the end-user.

Important: 
- Google automatically restricts a form with file upload to the users of your domain. Form respondents hence have to be authenticated with a G Suite account of the domain to fill in the form.
- As owner of the Google form, if you enable file upload on your form, you need to ensure you have sufficient Google Drive storage, as files uploaded by form respondents will consume your storage quota before being owned by the library storage account. If the limit of your storage is reached, the form will be blocked until some storage is freed.


Multiple File upload:

  • In Document Management System (DMS) libraries: one document is created  into AODocs, and all the uploaded files are attached to it.
  • In Team Folder (TF) and Secured Folder (SF) libraries: one document is created per file uploaded. Document metadata gathered from form answers are duplicated across all the documents created.

Important: When binding a form to a Team Folder or Secured Folder library, make sure that you added a mandatory file upload field in your form. If no files have been uploaded, the import of the response in AODocs will fail when end users don’t provide any file.

Number of questions:

Important: Forms to AODocs Add-on imports user responses in best effort. If a user’s answer doesn’t match any AODocs field (because none has the same name than the question, or the question and field types are not compatible), this answer is added to the description field, alongside its question title.

If you have the exact same number of Google Form questions and AODocs properties with the same Title and the same type: all your fields should match.

If you have less questions than you have properties: the unmatched properties will be empty at the document creation. Even if the field is mandatory

If you have more questions than you have properties: the unmatched questions will be filled under the description of the document with the mention “Non recognized form answers:”

Notes:
The author of the documents created through the Add-on will always be the account of the Library administrator who configured the Add-on.


Bind your Google Form to your AODocs Library

 1. Click on the Add-ons icon, select the Forms to AODocs. Then click on Get started in the central menu.

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2. Wait for the sidebar to be displayed, then select the library you want the Google Form answers to be imported to.

Note: Only the libraries where you are an administrator can be selected.

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3. Then, select the document class you want the documents created by the Google Form to belong to.

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4. Click the Save button.

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5. The Forms to AODocs Connector will try to match the properties fields of your document class with the title of the questions of your Google Form.
To learn more how to preview the mapping of the Google Form questions to the AODOcs properties.

image1.png

Now every time a user of this form will hit its Submit button, his/her answers will be imported into the selected library and document class in AODocs.


Preview mappings to AODocs

The Forms to AODocs sidebar’s main view displays an overview of the mappings between your form questions and the properties of the AODocs document class you bound to the form.

Mappings are divided in 3 categories:

  • Success indicates that your question is correctly configured vis-a-vis the AODocs property, and user answers to it will be imported correctly.
  • Warning indicates there is a risk that answers to your question may not be imported correctly in the corresponding AODocs metadata, depending on the user answer.
  • Failure indicates that answers to your question won’t be imported to an AODocs metadata. User answers to such questions will be listed in the document’s Description property.

To get more details about a specific field mapping:

1. Click on the Details icon next to it.

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2. View the detailed message, and click on OK to close it.

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Refresh mappings

When you make changes to your Google Form or to your Document Class properties, click on the Refresh button in the sidebar to update the field mappings displayed.

image4.png


Filter field mappings

You can filter the fields displayed in the sidebar by mapping status.

1. Click on the filter icon in the sidebar.

image2.png

2. Select the field status you want to display, between Failure, Warning and Success.

image6.png

3. The filtered fields are displayed.

image14.png


Unbind your form

To unbind your form from the AODocs document class, and thus prevent further AODocs Document creations, click on the Unlink button at the bottom right of the sidebar.

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If you want your users to completely stop submitting form you should disable the Google Form option.

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