Google Forms

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Introduction

The Google Forms Integration allows you to interact with the Service Manager app by allowing Google forms to create new requests or to interact with existing requests. Using Google Forms can provide another path into Service Manager for the creation of new requests based on a set of questions within the Google Forms. Using the request's BPM Workflow, additional information can be requested using Google Forms and stored back into a request's custom fields.

At a Glance

Update an Existing Request

The following steps will be used to allow for a Google Form link to be sent via email from an existing request using either the BPM Workflow or an Auto Task.

1. Setup an API Key
2. Create Your Google Form
3. Adding the Integration Script
4. Customizing the Integration Script
5. Setting the Project Trigger
6. Create a Pre-filled Link
7. Add the Pre-filled Link to an Automated Email
8. Map Questions to Custom Fields

Setup an API Key

The creation of an API Key allows for secure authentication for the Google Forms to interact with Hornbill. The API Key will be used within the Integration Script

1. Open the Admin Portal
2. Navigate to System > Organizational Data > Users
3. Select a user that you wish Google Forms to authenticate as. This user will required the rights needed to create and modify requests in Service Manager
4. On the User Account, select the API Key tab
5. Create a new API Key using the name Google Forms
6. Keep this page available to you as you will need to copy the API Key into the Integration Script.

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Create Your Google Form

This part of the setup requires that you have a Google account.

1. Open your Internet Browser and navigate to google.com and login into the account you wish to use to create the Form
2. From the Google Apps menu, find the Forms app and select to open
3. Under the Start a New Form section select Blank
4. Add a title to your form
5. Click on the default question that has been provided
6. Change Untitled Question to Request Reference. This first question will be used to hold the Request ID that it is linked with and will be prepopulated (Create a Pre-filled Link)
7. Change the question type to Short Answer
8. At this point you can optionally add more questions, but it is not required. Additional questions will be covered in Map Questions to Custom Fields

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Adding the Integration Script

This section will take you through taking the provided example script and adding it to your Google Form.

Downloads

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• media:https://github.com/hornbill/gsGoogleFormsToHornbill/blob/main/Code.gs