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5 Ways You Can Automate Workflows with Google Apps

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Managing remote teams has become a global trend. With this, the office setup has seen creative ways to address approval processes, namely, the shift to cloud-based and digital solutions. However, dealing with a piling number of leave requests, purchase orders, or budget approvals remains an organizational challenge.

What many don’t realize is that there are online tools that can help ease this burden. A Gmail (or Google) account for example, is a powerful key to accessing apps for workflow management. Here are 5 ways you can free up time by efficiently managing workflows using Google apps.

Capture request details with Google Forms and organize them with Google Sheets

Workflows start with capturing the essential information of a request. Instead of filling up paper forms, the digital way uses clickable links and online resources. As admins or managers, Google Forms is an effective tool for designing forms for leave requests, purchase orders, invoicing, etc. You can easily share these via email, shareable link, or even embed them in your website.

You can track responses from the Google Forms interface or link it to a Google Sheet. The ability to use spreadsheet tools such as filtering data or applying array formulas makes for a powerful duo for organizing requests.

Setup your workflow with Google Forms, Google Sheets, and Gmail

So you have a Google Form collecting responses on a Google Sheet. What’s next? Google apps such as Sheets and Forms are built for online collaboration. You can find the ever present Share button at the top right corner of these apps pages.

The sheet where responses are collected can be shared with the relevant people. They can manually run through the collected responses and indicate approval using built in features such as comments or notes. The admin can then use Gmail to notify requesters about the approval status.

The above scenario introduces a degree of organization when managing digital requests. There are still potential problems though when teams scale up or the approval workflow requires multiple steps of reviewers. This is where an approval workflow comes in handy.

Use a workflow app to automate your approval processes

A workflow app automates the repetitive tasks of organizing requests, informing reviewers, and notifying requesters. An effective workflow app must be built around ease of setup, native integration with existing apps (i.e., G Suite or Gmail), and feature-packed to accommodate complex multi-step approval workflows.

Form Workflow Plus is one tool that meets the above criteria and even goes the extra mile by empowering users with a versatile web application. Designed by Wizy to work with G Suite and Gmail accounts, the add-on can be installed from the G Suite marketplace and run on Google Sheets. Its notable features include:

  • 3-step setup
  • Multi-step approval with the ability to assign multiple reviewers per step
  • Automated routing capability using conditions
  • Assign reviewer based on form entries
  • Customizable approval email
  • Creating a calendar event from request details
  • Requests tracking via web app or on the add-on sidebar

Our add-on has been installed by users across 30 countries spanning fields in finance, education, manufacturing, social works, etc. Form Workflow Plus has helped automate:

  • Leave requests
  • Budget approvals
  • Purchase orders
  • Contractor invoicing
  • Facilities rentals
  • Academic appeals
  • Patient care

Take advantage of Google’s Security and Privacy features

You can find third party apps to extend the functionality of apps such as Sheets, Forms, or Gmail on the G Suite marketplace. These are properly vetted by Google to meet its strict security and privacy requirements.

At Wizy, we’ve taken the necessary steps to make sure Form Workflow Plus meets Google’s standards. We’re trusted by reputable universities in the US, K-12 schools, logistics companies, and counselling centers to handle their validation processes.

Tap into a robust Support system to make sure your workflows work

Save precious time searching for solutions by reaching out to Google communities. Apps published on the G Suite marketplace usually include a support link if you need further assistance.

Form Workflow Plus has a well curated Help Center for how-to articles and video tutorials. You can access this resource here:

Also, reach out to our friendly Customer Success Managers via support@wizy.io or book a demo:

Marko Arcega5 Ways You Can Automate Workflows with Google Apps
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September Updates for Form Workflow Plus and Our Social Media Presence

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The Wizy Team is excited to launch a series of new features for Form Workflow Plus! Over the next few weeks, we’re rolling out enhancements to make sure our popular add-on meets your workflow needs. We started with a new UI designed around ease of setup. On the web app side, reviewers can now display custom columns. This makes it easier to decide which requests to work on first and allows for better control on the information relevant to our users.

If you want to learn more about this exciting new feature, head over to this guide. We also prepared a video walkthrough:

Form Workflow Plus is now on your favorite Social Media platforms!

The month of September marks our venture into the world of social media. Be on the loop on our latest updates, reach out if you have questions, or simply let us know how Form Workflow Plus has worked for you! Follow us on these platforms:

Do you want to know more about Form Workflow Plus? Visit our page or book a demo:

Marko ArcegaSeptember Updates for Form Workflow Plus and Our Social Media Presence
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Form Workflow Plus has a New UI!

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We launched a new version of Form Workflow Plus with improvements centered on ease of setup and better settings organization. What are the exciting changes?

The add-on initially checks if a Google Form is linked to the Google Sheet

Since having a Google Form collecting responses to a sheet is essential for Form Workflow Plus to work, we’ve made this the first thing the add-on checks. If you don’t have a form yet, you can choose from our list of starter templates!

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Get the Edit Form URL to link an existing form

  1. The easiest way to use an existing Google Form is to run Form Workflow Plus on the Google Sheet collecting form responses.
  2. If your Google Form is not linked to a sheet yet, make sure to get the Edit Form URL. Have this handy before running the add-on. Search for the Google Form in your Google Drive then double click it to open the “Edit Form” view in a new tab. Take note of the URL, similar to the following:
Screen_Shot_2020-08-24_at_12.58.12_PM.png

The general format of the URL should be: //docs.google.com/forms/d/”Your_Google_Form_ID”/edit

Related article: Step 2 – Create your Form or link an existing one

Basic Setup in 4 easy steps!

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Now more than ever, we’ve placed the user’s experience at the front and center of our UI redesign. Taking inspiration from user feedback, we’ve put the essential settings to create a basic workflow in a single tab. The setup flow would proceed as follows:

  1. Select form response sheet – Let the add-on know which sheet collects the form responses.
  2. Select requester’s email column – Don’t leave your requesters hanging! Here you can specify the column containing the requester email address. That way, they would receive email notifications at each step of the approval process.
  3. Set approval steps and reviewers – This is the heart of the basic setup where you specify the approval steps and conditional approvals. Add as many as you need depending on your use case.
  4. Save and activate workflow – Once you’re all set, clicking this button will save all changes done and activate your workflow. Each form submission will trigger the add-on and forward the details to your specified reviewers.

Deactivate the workflow to update settings

Activating the workflow would lock the settings from any changes. If you need to update the basic or advanced setup, simply deactivate the workflow by toggling the activation button to the left then click on “Setup and Activate Workflow.”

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Here’s the updated setup flow

  1. Step 1 – Getting started
  2. Step 2 – Create your Form or link an existing one
  3. Step 3 – Select Form Response sheet and Requester Email column
  4. Step 4 – Specify your reviewers
  5. Step 5 – Advanced Settings
  6. Step 6 – Web App Settings
  7. Step 7 – Reviewers validate responses from the web app
Marko ArcegaForm Workflow Plus has a New UI!
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