Streamline Your Data: Connecting FormStory to Google Sheets for Automatic Updates

Managing form submissions can be a chore. While FormStory offers an export feature, the real power comes from automating the process. Manually exporting and transferring data from your forms to spreadsheets is time-consuming and can lead to errors. This article will guide you through the process of automatically connecting your FormStory form submissions to a Google Sheet using Zapier, a powerful automation tool. This connection will save you time and effort by instantly transferring new submissions, allowing you to focus on analyzing your data instead of manual data entry.

What You’ll Need:

Before we begin, make sure you have the following:

• An active FormStory account with at least one form created. You can create one here.
• A Zapier account (a free account is sufficient for this tutorial).
• A Google account with a Google Sheet to receive your form data. Make sure to set up the column headers in your sheet to match the fields in your FormStory form.

Setting Up the Connection (The Zap):

The connection between FormStory and Google Sheets is created using a “Zap” in Zapier. Think of a Zap as a bridge between two apps.

1. Log in: Sign in to both your FormStory and Zapier accounts.
2. Create a New Zap: In Zapier, navigate to your “Zaps” dashboard and click on “Create”
3. Name Your Zap: Give your Zap a clear and descriptive name, like “FormStory to Google Sheets (Automatic Updates).” This will help you organize your Zaps later.

The Trigger: What Starts the Process?

A “trigger” is the event that initiates the Zap. In this case, the trigger is a new form submission in FormStory.

1. Choose FormStory: In Zapier, search for and select “FormStory” as the trigger app.
2. Select the Trigger Event: Choose “New Form Entry” as the trigger event. This means the Zap will run automatically every time someone submits your form.

Connecting FormStory to Zapier:

Now, you need to link your FormStory account to Zapier so Zapier can access your form data.

1. Connect Your Account: Zapier will prompt you to connect your FormStory account.
2. Obtain Your API Key: Go to your FormStory dashboard and find the “API Keys” section in the right corner side. Create a new API key. Make sure to copy this key immediately, as you won’t be able to view it again. Treat it like a password.
   
3. Paste the API Key: Return to Zapier and paste the API key and your FormStory account email address into the required fields. Click “Connect.”
4. Select Your Form: Choose the specific FormStory form whose submissions you want to send to your Google Sheet.
5. (Optional) Test the Trigger: Zapier might offer a trigger test. This is recommended to ensure the connection is working. If prompted, select a recent form submission. Click “Continue.”

The Action: Where Does the Data Go?

The “action” is what happens after the trigger. Here, the action is creating a new row in your Google Sheet with the form data.

1. Choose Google Sheets: Search for and select “Google Sheets” as the action app.
2. Select the Action Event: Choose “Create Multiple Spreadsheet Rows.” This ensures each new submission creates a new row.
3. Connect Your Google Account: Connect your Google account to Zapier, granting Zapier permission to write to your Google Sheets.
4. Select Spreadsheet and Worksheet: Choose the specific Google Sheet you created for this purpose and the worksheet within it where you want the data to be stored.

Mapping the Data: Matching Fields:

This is the most critical step. You need to map the fields from your FormStory form to the corresponding columns in your Google Sheet. This tells Zapier where to put each piece of data.

1. Match the Fields: Zapier will display the form fields from FormStory and the column headers from your Google Sheet. Carefully match them. For example, if your FormStory form has a “Name” field, match it to the “Name” column in your sheet. Accurate mapping is essential for correct data transfer. Click “Continue.”

Testing and Going Live:

Before fully activating your Zap, test it to ensure everything is working correctly.

1. Test the Step: Zapier will let you test the connection to Google Sheets by sending a sample submission. Check your Google Sheet to verify the data appears correctly.
2. Publish the Zap: If the test is successful, click “Publish” to activate your Zap.
3. (If Necessary) Run the Zap: Some Zaps might require a manual “Run” after publishing. Look for this option in the Zap editor.

Success!

Your FormStory form is now connected to your Google Sheet. Every new form submission will automatically populate a new row in your sheet, saving you the hassle of manual exports and transfers. If you encounter any issues, Zapier’s documentation is a valuable resource. You can also review the steps above to ensure you haven’t missed anything.