Google Forms
Generate standard contracts instantly using Google Form submissions
🛠️ Installing the Google Forms Integration
Generate standard contracts instantly using Google Form submissions
📄 Index:
🚀 Introduction
Discover the power of automation with SpotDraft's Google Forms integration, a solution meticulously crafted to transform the way you create contracts. With this integration, every Google Form submission initiates the creation of a detailed contract record in SpotDraft, streamlining your workflow and ensuring precision in every contract generated.
For this seamless experience, ensure the email used to submit the form matches a user account in SpotDraft. This link is vital for creating an accurate and authorized contract record.
Here's the essence of the integration:
- Simplified Contract Creation: Fill out a Google Form designed to capture all necessary details for your contract. Each submission is a step towards an accurate and complete contract in SpotDraft.
- Instant Contract Drafting: Once you hit submit on the form, the data flows directly into SpotDraft, populating a contract template that's tailored to your requirements.
- Efficient Notification System: Configured to support up to 50 recipients, the integration ensures that the right people are alerted via email as soon as a new contract is initiated, facilitating prompt review and action.
Embrace a smarter way to create contracts with the SpotDraft-Google Forms integration, designed to save time, reduce manual input, and multiply efficiency across your contract management processes.
📝 Prerequisites
Guidance for Business Users and Google Form Administrators: This section ensures you have all the prerequisites in place for a smooth integration journey.
Checklist for Google Form Integration Setup:
Note. Repeat this process for each SpotDraft contract template you plan to integrate with Google Forms. This ensures that each template's unique data needs are met and properly mapped for seamless integration.
⚙️ Installation & Configuration
Insights for System Administrators: While this section is detailed for the technical setup, we encourage business users to engage in the process for insights into how their systems and processes integrate.
1 - Login to your SpotDraft workspace and navigate to Settings → Integrations.
2 - Open the Collaborating section and select Google Forms .
3 - Open the Setup section and click Add Integration on the ‘Create Template Contracts option.
Google Form Creation
Overview
This form will directly feed data into your SpotDraft contracts, so precision here is key.
Essentials for Form Creation:
- Align with SpotDraft Mapping Sheet: Use the mapping sheet from SpotDraft as your guide to ensure your form fields match the contract template fields exactly.
- Exact Field Labeling: It's vital to use the same field labels as your SpotDraft template for accurate data mapping.
- Check Field Types: Align your form’s field types (text, date, dropdown, etc.) with those expected in the SpotDraft template.
1 - Login to Google Forms and create a new form.
Note. It’s useful to have your mapping sheet and Google form side by side and ensure to copy the names from the mapping sheet to use as the Questions in your Google Form
2 - Give your sheet a name such as Create Contract - NDA.
3 - Create a section called SpotDraft Template with a single dropdown question called Template Name. The drop-down options should correspond to your SpotDraft Templates e.g. NDA, CPQ.
4 - Create a Section called Organization with a short-answer question called Organization Name (as per your mapping sheet).
5 - Create a Section called Point of Connect (POC). With the following short answer questions (as per your mapping sheet):
- First Name
- Last Name
6 - Create a Section called Address. With the following short answer questions (as per your mapping sheet):
- Country
- Street
- City/Town
7 - Map any other fields specific to your Contract Template by creating a new section and adding each field ensuring to copy and paste from the mapping sheet.
SpotDraft Contract Template Configuration
Overview
Template Integration is the initial step in linking SpotDraft with your Google Forms. For each contract template in SpotDraft—be it an NDA, MSA, or any other type—you create a dedicated Template Integration. This step involves generating a unique webhook for each template, which later plays a crucial role in the overall integration process.
Key Points of Template Integration:
- Individual Webhook Creation: Generate a distinct webhook for each contract template in SpotDraft.
- One-to-One Template Connection: Each webhook directly corresponds to a specific contract template.
- Foundation for Data Mapping: This setup is essential for accurately mapping the responses from Google Forms to the right fields in your SpotDraft contracts.
Follow the Setup wizard to:
1. Authenticate your account.
1.1 - Click Next.
Note. if you prefer to install on Sandbox and or use a different API version, amend this before clicking on Next.2. Contract Template
2.1 - Select the Contract Template that relates to the mapping sheet completed in the prerequisites e.g. NDA.
2.2 - Click Next.
3. Map the counterparty fields
Note. It’s useful to have your Google Form open as well as SpotDraft and have them side by side.
3.1 - Review the SpotDraft Fields (right side) and check that each one is present on your Google form with the identical field name.
3.2 - Copy and paste each field from your Google form to the corresponding field in SpotDraft.
3.3 - Click Next.
4. Map the Entity fields
4.1 - If your Google Form includes the Entity field, enter it
4.2 - Click Next.
5. Map contract data fields
There are 3 pages of the wizard to map the contract data and set units for duration field types and currency for amount fields.
The mapping sheet will detail all of the Contract Template’s questions and have them mapped to Google Form fields.
5.1 - With your mapping sheet at hand, locate the fields whose SpotDraft ‘Field Group’ is ‘Contract Template‘.
5.2 - Click Add a new mapping such that all SpotDraft Fields (right column) have a mapping row.
Note. Questions that were given the Type ‘Duration’ or ‘Currency’ will have multiple fields available, only create a mapping row for the ones that have the suffix ‘ > Value’.
5.3 - Enter the corresponding Google Form field for each mapping row based on the mapping sheet.
5.4 - Click Next.
6. Define duration Units
For any contract template questions that have the SpotDraft Data Type set to Duration in the mapping sheet, we need to define the duration’s unit e.g. Days, Weeks, etc.
6.1 - Check your mapping sheet for the SpotDraft questions whose Type is Duration (these were highlighted when the mapping sheet was created).
6.2 - If there are none, click Next.
6.3 - If there are some, click Add a new mapping such that all Duration field types have a mapping row.
6.4 - Set the duration unit for each mapping row.
6.5 - Click Next.
7. Map Currency fields.
For any Contract Template questions that have the SpotDraft Data Type set to Currency in the mapping sheet, we need to define which currency e.g. USD, GBP etc..
7.1 - If there are no currency type fields, simply click Next.
7.2 - Check your mapping sheet for the SpotDraft questions whose Type is Currency (these were highlighted when the mapping sheet was created).
7.3 - Click Add a new mapping such that all Currency field types have a mapping row.
7.4 - Set the Currency for each mapping row e.g. Pound Sterling.
7.5 - Click Next.
8. Specify email recipients
8.1 - If you would like people to be notified when a contract is created, add their email addresses.
8.2 - Click Next.
9. User role check
9.1 - If the Google Form user should be added to a SpotDraft role ID, enter the role ID.
9.2 - Click Next.
10. Solution details.
10.1 - Enter the name.
10.2 - Enter the Description.
10.3 - Click Next.
11. Workflow URLs
This last step provides you with the webhook URL needed to set up the ‘Generic Integration’.
11.1 - Copy and paste the webhook URL to a document for easy access.
11.2 - Click Finish.
12. After finalizing the wizard by clicking Finish, you will be directed back to the Google Forms Integration Setup page. A confirmation message stating 'Installed Successfully' will appear.
12.1 - To complete the process, simply click the Connect button.
Note. To set the integration for a different Contract Template, follow the same process again.
SpotDraft Generic Integration Configuration
Overview
After setting up individual Template Integrations, the next step is configuring the Generic Integration. This process unifies all your Template Integrations into a singular workflow. The Generic Integration uses a single output webhook, added to your Google Form, to manage responses for various contract templates.
Essentials of Generic Integration:
- Single Output Webhook: Connects your Google Form to SpotDraft, channeling data from multiple template-specific webhooks.
- Central Hub for Multiple Templates: Allows for diverse contract creations from one Google Form based on the user's selection.
By carefully configuring both the Template and Generic Integrations, you ensure a smooth flow of data from your Google Forms to the appropriate contract templates in SpotDraft, enabling automated, efficient contract creation
Log into SpotDraft, navigate to Settings → Integrations → Collaboration, open the Google Forms card and select Setup from the top menu, then hit the Connect button on the Google Forms - Generic option to open the setup wizard.
Follow the Setup wizard to:
1. Map Template Field
1.1 - Review your Google Form and locate the Section that determines the Contract Template type.
1.2 - Copy the question name i.e. Template Name and paste it into the Template Field
2. Map Webhooks
2.1 - Select the Contract Template that was configured in the previous Integration i.e.’ NDA’.
2.2 - Past the Webhook that was obtained at the end of the previous Integration for the same Contract template.
2.3 - Click Next.
3. Workflow URLs
This last step provides you with the webhook URL needed for the Google Form.
3.1 - Copy and paste the Google Forms Selector Public URL webhook to a document as you will need it shortly.
3.2 - Click Finish.
4. After finalizing the wizard by clicking Finish, you will be directed back to the Google Forms Integration Setup page. A confirmation message stating 'Installed Successfully' will appear.
4.1 - To complete the process, simply click the Connect button.
Note. It’s now time to return to Google Forms to update the Form with the ‘Google Forms Selector Public URL’ webhook.
Google Form Configuration
Overview
Now that you've set up both the Google Form and SpotDraft, the final step is to link them. This is done by adding the Generic Integration's webhook into your Google Form via a script.
Key Actions:
- Add the Webhook: Use the Google Form's script editor to embed the webhook from your SpotDraft Generic Integration.
- Script Activation: Implement a script that triggers the webhook upon form submission, connecting your form responses directly to SpotDraft.
This final integration step bridges your Google Form with SpotDraft, enabling automated and efficient contract creation.
1 - Navigate to your Google Form and select Script editor from the side menu.
2 - Edit the Placeholders in the following script:
Script with placeholders:
var POST_URL = "SpotDraft ‘Google Forms - Generic’ Webhook URL";
function onSubmit(e) {
var form = FormApp.getActiveForm();
var allResponses = form.getResponses();
var latestResponse = allResponses[allResponses.length - 1];
var response = latestResponse.getItemResponses();
var contract_data = {};
const formId = form.getId();
const responseId = latestResponse.getId();
for (var i = 0; i < response.length; i++) {
var question = response[i].getItem().getTitle();
var answer = response[i].getResponse();
contract_data[question] = answer;
}
var payload = {
"contract_data" : contract_data,
"form_details" : {
"user_email": latestResponse.getRespondentEmail(),
"form_id": formId,
"response_id" : responseId,
"organisation_name" : "Name of your organization"
}
};
var options = {
"method": "post",
"contentType": "application/json",
"payload": JSON.stringify(payload)
};
UrlFetchApp.fetch(POST_URL, options);
};Script without placeholders:
2.1- Replace the 1st Placeholder
From: SpotDraft ‘Google Forms - Generic’ Webhook URL
To: The Google Forms Selector Public URL webhook you obtained at the end of the SpotDraft Generic Integration Configuration e.g. https://cccf0af1-d86e-4de1-8c7e-addc5c5a31a4.trayapp.io
Ensure the URL is within the double quotes.
2.2- Replace the 2nd Placeholder
From: Name of your organization
To: The name of your Company e.g. ABC Solutions
Ensure your organization name is within double quotes.
2.3 - Copy the edited script and paste it into the Google Form script editor.
2.4 - Click the Save Project icon in the top menu.
2.5 - Click the Alarm icon in the left side menu to open the Triggers
2.6 - Click Add Trigger.
2.7 - Select On form submit from the Select event type field.
2.8 - Click Save.
- Authorizing SpotDraft Integration with Google Forms
When setting up the SpotDraft-Google Forms integration, you'll need to authorize the connection. Here's a brief guide:
3.1 - Select the Google account linked to your Google Forms.
3.2 - Addressing Google's Security Warning: Encounter a standard warning from Google: "Google hasn’t verified this app."
3.3 - Click Advanced to proceed.
3.4 - Click Go to SpotDraft Contracts (unsafe).
Note. Despite the alarming wording, this is a common label for custom integrations not published through Google’s Marketplace.
3.5 - Click Allow
3.6 - The trigger is now saved and the Google Form is ready to be used!
Verification ✅
Joint Review by Business Users of Google Forms and SpotDraft as well as the System Administrator: Confirm that the integration functions as expected and delivers the intended value to your operations.
Verifying the integration is a vital step in ensuring that the value promised by the SpotDraft and Google Forms integration is delivered effectively to the business user. Here's how to conduct this:
1. Google Forms submission
1.1 - Complete the Google Form ensuring the Email aligns with a SpotDraft user’s email and click Next.
1.2 - Select the correct Template and click Next.
1.3 - Complete the form fields and you’ll receive the message advising ‘Your response has been recorded’.
- Email Notification
2.1 - Login to the email of a recipient specified in the Template Integration
2.2 - Check that they received the notification email
2.3 - Click the View Contract button
Note. The recipient of the email must have a SpotDraft account with the same email address.
2.4 - Check the Contract aligns with the data added to the Google Form
FAQs 💬
What should I do if the contract draft isn't created in SpotDraft after submitting the Google Form?
First, verify that the integration setup is complete and that the correct permissions are in place. Ensure that all prerequisites are met, including having a SpotDraft account with the same email used in the Google Form submission.
Is the integration capable of supporting Third-Party Contract or Upload and Sign workflows?
The integration is currently designed to work with the Template workflow in SpotDraft. Other contract workflows, such as Third-Party Contract or Upload and Sign, are not supported at this time.
Can I use dynamic table fields with this integration?
Since Google Forms does not support table fields, dynamic table fields are not available within this integration. For contracts requiring table inputs, you would need to enter this data manually in SpotDraft after the initial contract draft has been created.
How many recipients can be notified when a form is submitted?
You can configure notifications for up to 50 recipients when a form linked to a specific contract template is submitted, ensuring broad visibility among stakeholders.
Can I edit the contract in SpotDraft after it's created from a Google Form submission?
Absolutely. Once the contract draft is created in SpotDraft, you can edit it as necessary before finalizing.
Does the form submitter need a SpotDraft account?
Yes, the individual submitting the Google Form must have a SpotDraft account with an email address that matches the one used for the form submission.
What happens if there's a mismatch in field data types between Google Forms and SpotDraft?
The integration relies on compatible data types. If there's a mismatch, the integration may not work correctly. Ensure that the Google Form fields correspond appropriately to the data types expected by the SpotDraft template.
Can the integration support multiple contract templates?
Yes. Simply create a SpotDraft Contract Template Integration for each Contract Template e.g. one for NDAs and another for MSAs. Then update the SpotDraft Generic Integration with the additional template’s webhook and then simply update the Google Form Template Selection adding an option to the dropdown of the new Template e.g. adding ‘MSA’.
🏁 Conclusion
Congratulations on setting up the SpotDraft-Google Forms integration. You're all set to streamline your contract creation process, turning form submissions into complete contract records with ease and precision. With SpotDraft, you're not just creating contracts; you're building a more efficient and responsive contract management system.
👋 Remember, should you encounter any challenges or require further assistance, our team is always ready to support you. We're committed to ensuring your continued success with this powerful integration.
📚 Additional Resources
- Engaging Your Customer Success Manager for Maximum Value: Discover how to leverage your CSM's expertise to get the most out of your SpotDraft subscription.