There are several ways to automatically create PDFs with Google Form responses:
- Google Forms Email add-on: This add-on has a built-in PDF generator that will convert the Google Form response into a PDF document and sends it as a file attachment with the notification email. The PDF file contains a list of all answers submitted by the user, formatted as a table, and the name of the PDF document can be customized with dynamic form fields.
- Portant Workflow: This tool allows you to convert Google Form responses into PDFs in a few easy steps. After selecting your Google Form, you can connect either a Google Slide or Google Doc template, add question tags to your template, and select ‘Save as PDF’ to automate the process of generating PDFs whenever you receive a response.
- Document Studio: With this tool, you can easily generate PDF files, or documents of any other file type, when someone submits your Google Form. The generated documents are stored in Google Drive, and you can email them to the form respondent, share the file with team members, or even print the documents via Google Cloud Print. You can personalize the file name to include form answers, and the tool allows you to configure email templates.
- Google Document Merge: This tool allows you to save your Google Form responses in a customized PDF file in Google Drive and have it emailed automatically to one or more recipients via Gmail. The workflow is using a Google Document to merge the Google Forms data into a PDF file. You can generate documents in any format, including Word documents, Excel Spreadsheets, PowerPoint Slides, ePub, and more.
- Form Publisher: This tool allows you to generate PDFs from Google Forms. After creating a blank form, you can build your form and use Form Publisher to generate a PDF from the form responses. The PDF file can be customized with dynamic form fields, and you can choose to save the PDF to your computer or Google Drive.
- PerformFlow: This tool allows you to generate PDFs from Google Forms. You can choose to generate a PDF/document only or generate and send PDFs. You can set up PDF generation by choosing the destination, such as Save as PDF or Save to Google Drive, and clicking Print/Save. While Google Forms itself does not inherently have an automation feature for PDF generation, PerformFlow can automate the process of generating PDF files automatically every time a new submission arrives.
How to Customize the PDF file Name with Dynamic form Fields
To customize the PDF file name with dynamic form fields, there are several methods available:
- Dynamic Field Renaming in PDF Studio: This method involves renaming multiple form fields with a certain pattern. To do this, enter form editing mode, select the form fields that need to be renamed, right-click, and select Sequential Renaming. Then, type the Field Name Pattern, Start Number, and click OK.
- PDF Form Field Properties in Adobe Acrobat: To edit a single form field, double-click it or right-click it and choose Properties. To edit multiple form fields, select the fields that you want to edit, right-click, and choose Properties. In the Properties dialog box, you can change the name of the form field in the General tab.
- Create Dynamic PDF Documents in Adobe InDesign: In InDesign, create the document you want to use for the form. Use tables and text boxes to create the placeholders for the fields. You can also add interactive buttons in InDesign. Export the document to Adobe PDF. Start the form wizard to convert the placeholders into form fields. Use the form tools to add and edit the form. Specify a name and location for the file. Select Use InDesign Document Name As The Output Filename, if you want the exported PDF to have the same name as the name of the document from the next export. For Save As Type (Windows) or Format (Mac OS), choose Adobe PDF (Interactive), and then click Save. Specify options in the Export To Interactive PDF dialog box, and then click OK.
- Editing Form Field Names with AutoMailMerge Form Tools: With a PDF containing interactive form fields open in Acrobat, select “Plug-Ins > Form Tools > Edit Form Field Names…” to open this tool. Use this dialog to rename PDF form fields in the currently-open document via a ‘search and replace’ operation. This searches the document for field names containing specific text, and automatically changes all occurrences to a user-specified replacement. Begin by checking “Perform search and replace on form field names”. First, enter the field name text to search for in the “Find text:” box. Press “Apply” to run the operation. Note: this operation creates a new PDF file containing any renamed fields – the original file is unaffected.
- Change the PDF Attachment’s Filename in Jotform: In the PDF File Name section, click on Form Fields, then select the form fields to include in the filename.
- Set a Dynamic File Name to Your Generated Document in FormTitan: In the document settings, under the email category, set the dynamic file name. Use a hidden field to store the dynamic name. Then, map a Salesforce field to your hidden field in the Get action. You can also set a custom name instead of mapping to an SF field.
How to Share the PDFs via Customized Emails
There are several ways to share PDFs via customized emails:
- Mail Merge with Microsoft Word or Adobe: You can accomplish a mail merge of the PDF with Microsoft Word or Adobe. Here are the steps to accomplish mail merges with Microsoft Word:
- Open Word and prepare your mail merge PDF.
- Navigate to Mailings.
- Click on Start Mail Merge.
- Click Select Letters.
- Now click the Select Recipients option, as well as select your data source (Excel File or CSV).
- Click the Insert Merge Fields option, then customize your document further if required.
- Click on Merge to Adobe PDF.
- Create the name for your PDF.
- Go to Email Options and check the Automatically send Adobe PDF files by Email box.
- Create a message in the Message box.
- Click OK to send the PDF.
- Manually in Gmail: You can manually accomplish a mail merge of the PDF in Gmail. Here are the steps:
- Create a Google Sheet.
- Create columns named Recipient, Address, and File Attachment.
- Paste your data into the sheet.
- Paste Google Drive links to the PDFs in the File Attachment column.
- Install the Mail Merge with Attachments add-on.
- Open your Gmail account and compose a new email.
- Click the Mail Merge with Attachments icon.
- Choose your Google Sheet as the data source.
- Customize your email message.
- Click Send.
- Using an app that automates the process: You can use an app that automates the process of mail merging PDFs. For example, GMass is a Chrome extension that allows you to send mass emails with personalized PDF attachments. Here are the steps:
- Host your PDF files on Google Drive.
- Create a spreadsheet with two columns representing each of the PDF attachments so that it will send both personalized PDFs to each recipient.
- Install the GMass Chrome extension and connect it with your Gmail.
- Compose a new email in Gmail.
- Click the GMass button.
- Choose your Google Sheet as the data source.
- Customize your email message.
- Click Send.
- Using Adobe: You can distribute PDF forms to recipients using email or an internal server using Adobe. Here are the steps:
- Click Distribute in the lower-right corner of the right-hand pane.
- Respond to the onscreen instructions as needed, and save the form.
- Choose a distribution and collection method: Collect responses in your email inbox or internal server.
- Using DocHub: You can send your document via email as a PDF attachment using DocHub. Here are the steps:
- Open your document.
- Click on the Share or Send button.
- Choose ‘Send as Attachment’.
- Fill out the To: field and use the subject and message fields as desired.
- Click Send.
- Using Constant Contact: You can add a PDF to your Constant Contact email. Here are the steps:
- Log in to your Constant Contact account.
- Create a new email.
- In the top right corner, you’ll see an option called ‘PDF to email.’ Select that to upload the PDF you want to use.
How to Convert Google Forms to other file types using Document Studio
To convert Google Forms to other file types using Document Studio, follow these steps:
- Install the Document Studio add-on for Google Sheets.
- Open the Google Form and launch the Document Studio add-on.
- Configure the Document Template by selecting the template you want to use and personalizing the file name to include form answers.
- Configure the Email Template by adding the {{All Answers}} marker anywhere in the message body to replace it with an HTML table containing all the form answers.
- Save the rule and the add-on will generate the file and store it in Google Drive.
Document Studio can generate PDF files, or documents of any other file type, when someone submits your Google Form. The generated documents can be emailed to the form respondent, shared with team members, or even printed via Google Cloud Print.
FAQs (Automatically Create PDFs with Google Form Responses)
Question: Can I customize the design and layout of the generated PDFs?
Answer: Yes, you can customize the design and layout of the generated PDFs by creating a template in Google Docs or Google Slides and mapping the form responses to specific merge tags within the template.
Question: Can I generate multiple PDFs from a single form submission?
Answer: Yes, the Form Publisher add-on allows you to generate multiple PDFs from a single form submission. This can be useful when you need to distribute personalized documents to different recipients based on the form response.
Question: Can I include images or logos in the generated PDFs?
Answer: Yes, you can include images or logos in the generated PDFs. Simply add the image or logo to your template and ensure that the corresponding merge tag is correctly mapped to the image field.
Question: Can I edit the generated PDFs after they are created?
Answer: Yes, the generated PDFs are stored in Google Drive, allowing you to access and edit them if needed. However, any changes made to the PDFs will not affect the original form response or subsequent PDF generation.
Question: Is it possible to automatically send the generated PDFs via email?
Answer: Yes, the Form Publisher add-on provides the option to automatically send the generated PDFs as email attachments. You can configure the add-on to send the PDFs to specific recipients or include them in the form submission notification emails.
Question: Can I generate PDFs in languages other than English?
Answer: Yes, the Form Publisher add-on supports generating PDFs in multiple languages. You can create your template and specify the desired language for the generated PDFs.
Question: Can I generate PDFs with different formats, such as landscape orientation?
Answer: Yes, you can customize the format of the generated PDFs, including the orientation. By adjusting the layout of your template, you can generate PDFs in landscape or portrait orientation as per your requirements.
Question: Can I use the Form Publisher add-on with existing Google Forms?
Answer: Yes, you can use the Form Publisher add-on with existing Google Forms. Install the add-on, configure the settings, and link it to your desired Google Form to start generating PDFs from its responses.
Question: Are there any limitations on the number of PDFs that can be generated?
Answer: The Form Publisher add-on has certain limitations depending on your Google account type and the add-on version. Review the documentation or refer to the add-on’s website for details on any limitations related to the number of PDFs that can be generated.
Question: Can I generate PDFs from a Google Form with multiple pages?
Answer: Yes, the Form Publisher add-on supports generating PDFs from Google Forms with multiple pages. Each form response is converted into a separate PDF, including all the pages of the form.
FAQs (How to Customize the PDF file Name with Dynamic form Fields)
Q: What does it mean to “expand the background” in an image? A: Expanding the background in an image refers to extending or increasing the canvas size around the main subject to create more space or add extra background area.
Q: Why would I need to expand the background in an image? A: Expanding the background is useful when you want to add more space for creative compositions, accommodate specific aspect ratios, or create room for text and graphics in a design.
Q: What tools can I use to expand the background in an image? A: In image editing software like Photoshop, you can use tools like the Crop Tool, Canvas Size, or Content-Aware Fill to expand the background.
Q: How do I use the Crop Tool to expand the background in an image? A: To use the Crop Tool, select it from the toolbar, and drag the corners or edges to expand the canvas. Make sure to uncheck the “Delete Cropped Pixels” option to keep the original image intact.
Q: Can I expand the background while maintaining the original image’s content? A: Yes, you can use the Content-Aware Fill option in Photoshop to expand the background while preserving the original content. This feature automatically fills in the expanded areas with similar pixels from the existing image.
Q: What is the Canvas Size option, and how can I use it to expand the background? A: The Canvas Size option in Photoshop allows you to change the size of the canvas. To expand the background, go to Image > Canvas Size, enter new dimensions, and choose where to anchor the image content while expanding.
Q: Are there any considerations to keep in mind when expanding the background of an image? A: Yes, when expanding the background, consider the composition and make sure the expanded area complements the main subject. Pay attention to textures and patterns to maintain a seamless look.
Q: Can I choose a specific color or pattern for the expanded background? A: Yes, you can choose a specific color or pattern for the expanded background. After expanding the canvas, you can fill the new area with a solid color or apply patterns or gradients as desired.
Q: Is it possible to expand the background with complex or detailed subjects in the image? A: Expanding the background with complex or detailed subjects can be challenging. Content-Aware Fill can handle some cases, but manual retouching may be required in certain situations to blend the expanded background seamlessly.
Q: Are there any automated tools or plugins available to help with expanding the background in images? A: While Content-Aware Fill is an automated option in Photoshop, there are also plugins and scripts available that can assist in expanding the background or automate the process for specific scenarios.
FAQs (How to Share the PDFs via Customized Emails)
Q: What does it mean to share PDFs via customized emails? A: Sharing PDFs via customized emails involves sending PDF files as attachments in personalized email messages, where the content and layout of the email are tailored to the recipient.
Q: How can I customize emails when sharing PDFs? A: You can customize emails by using the recipient’s name, organization, and other personalized information in the email body. Additionally, you can include a personalized subject line and introductory message.
Q: What tools or software do I need to share PDFs via customized emails? A: You can use email clients like Gmail, Outlook, or third-party email marketing tools that offer email customization features to share PDFs via customized emails.
Q: Can I send multiple PDFs in a single customized email? A: Yes, you can attach multiple PDFs to a single customized email. Some email clients allow you to attach multiple files, or you can create a compressed archive (ZIP) containing all the PDFs.
Q: Are there any specific formats or file size limitations for the PDFs when sharing them via email? A: Most email clients have file size limitations for attachments. Compress the PDFs if necessary to reduce their size, and consider using a common format like PDF, which is widely supported.
Q: Can I track the delivery and open status of customized emails with shared PDFs? A: Email marketing tools often provide tracking features that allow you to see if the email was delivered, opened, and if any links or attachments were accessed by the recipient.
Q: How do I ensure that the PDF attachments are easily accessible to the recipients in the customized emails? A: Provide clear instructions or hyperlinks within the email body for recipients to download or view the attached PDFs. Avoid large blocks of text and use bullet points or numbered lists to improve readability.
Q: Can I use merge fields or variables to automate the customization of emails when sharing PDFs with multiple recipients? A: Yes, if you are using email marketing tools or some email clients, you can use merge fields or variables to automate the customization of emails, making it efficient for sending to multiple recipients.
Q: Is it possible to use HTML or rich media in the customized emails to enhance the presentation of shared PDFs? A: Yes, you can use HTML and rich media elements like images and hyperlinks in the email to create visually appealing messages and provide context for the shared PDFs.
Q: What are some best practices for sharing PDFs via customized emails? A: Some best practices include personalizing the email subject and salutation, keeping the email content concise and relevant, providing clear download instructions, and ensuring that the PDFs are error-free and well-formatted.
FAQs (How to Convert Google Forms to other file types using Document Studio)
Q: What is Document Studio, and how does it convert Google Forms to other file types? A: Document Studio is a Google Workspace add-on that allows you to merge Google Forms data with templates to generate various file types, such as PDFs, Google Docs, Sheets, or even email drafts.
Q: How can I install Document Studio and start converting Google Forms to other file types? A: To install Document Studio, go to the Google Workspace Marketplace, search for “Document Studio,” and click on the “Install” button. Once installed, you can access it from within your Google Forms.
Q: Can I convert Google Forms to PDFs using Document Studio? A: Yes, Document Studio supports converting Google Forms data into PDF files. You can use it to create customized PDFs based on the responses collected in the Google Form.
Q: What other file types can I convert Google Forms to using Document Studio? A: Apart from PDFs, you can convert Google Forms data to Google Docs, Google Sheets, or even send personalized emails using Document Studio.
Q: Are there pre-made templates available in Document Studio to simplify the conversion process? A: Yes, Document Studio offers a wide range of pre-made templates for different file types, making it easier to get started with the conversion process.
Q: Can I customize the templates used in Document Studio to match my branding or specific design requirements? A: Absolutely! You can customize the templates to match your branding, add logos, change fonts, and format the layout to fit your specific design preferences.
Q: Does Document Studio support merging data from multiple Google Forms into a single file? A: Yes, Document Studio can merge data from multiple Google Forms into a single file, allowing you to consolidate information from various forms into one document.
Q: How can I automate the conversion process using Document Studio? A: Document Studio allows you to schedule the conversion process to run automatically at specified intervals. You can set up regular intervals for generating files without manual intervention.
Q: Are there any privacy or security concerns when using Document Studio for conversions? A: Document Studio adheres to Google’s security and privacy standards. However, ensure that your Google Forms data and the resulting files are shared securely and only with authorized users.
Q: Can I review the conversion results before finalizing and distributing the files to recipients? A: Yes, Document Studio allows you to review the converted files before distributing them. You can preview the documents and make any necessary adjustments before sharing them with recipients.
