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. It's as easy as filling out a Google Form and submitting it.

The Forms to AODocs add-on creates 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 become attachments of the AODocs document.

This article explains 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
- check that the Google Form question matches 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 must follow some design 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 AODocs field it is supposed to feed.
For example, when you set up a question that feeds a Date field in AODocs, use a “Date” question type, not a “Short answer”.

The table below shows the compatibilities between Google Forms and AODocs Fields:

F2AOD.jpg

* Category sublevels are not supported

Legend:

ok2__1_.pngpairs that are always compatible

ok_orange.pngpairs that are compatible if all the options you specify are compatible with the AODocs property type (for example, 2, 4 and 42 are valid options for an Integer property)

ok_grey.pngpairs 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, provide a question named “Title” in your form.
If there is a “Title” question in the Google Form, AODocs documents are 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 doesn't have corresponding questions, the AODocs document is created without a value in the mandatory property.
- If your library contains properties with multiple values, the Forms to AODocs will not support them.
Read more about 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 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 therefore 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 make sure 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 in 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 you bind a form to a Team Folder or Secured Folder library, make sure that you add a mandatory file upload field in your form. If the end user doesn't upload a file, the import of the response in AODocs will fail.

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 fields (because none has the same name as 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 exactly the 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 fewer questions than you have properties, the unmatched properties will be empty when the document is created, 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 indication “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. Select the add-ons icon and select Forms to AODocs

image10.png

2. Select Get started in the central menu.

image11.png

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

Note: You can only select libraries where you have administrator rights.

image13.png

3. Select the document class to which you want the documents created by the Google Form to belong.

image12.png

4. Select the Save button.

image9.png

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.
Read more about how to preview the mapping of the Google Form questions to the AODOcs properties.

image1.png

Now every time a user of this form hits the Submit button, their answers will be imported into the selected library and document class in AODocs.


Preview mappings to AODocs

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

There are three types of mapping:

  • Success indicates that your question is correctly configured with respect to the AODocs property and that 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. Select the information icon next to it.

image5.png

2. View the detailed message and select OK to close it.

image7.png


Refresh mappings

When you make changes to your Google Form or to your Document Class properties, select 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. Select the filter icon in the sidebar.

image2.png

2. Select the field status to display. Choose 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 prevent the creation of further AODocs Documents, select Unlink at the bottom right of the sidebar.

image3.png

If you want your users to completely stop submitting forms, disable the Google Form option.

image8.png

Was this article helpful?
0 out of 0 found this helpful
Have more questions? Submit a request

Comments

0 comments

Please sign in to leave a comment.