Conditional template: Generate different templates based on response submitted

This article explains how to generate different documents based on the response submitted. Form Publisher will send different documents based on response submitted. Please read this tutorial to learn more about this feature.

 

Conditional template

timer 20 min.

Click on the flowchart to zoom in

stars What you'll learn

• Link multiple templates
• Generate multiple files depending on the responses

check_circle Prerequisites

• Good knowledge of Google Form
• Knowing how to configure Form Publisher
• Understanding templates & markers

mode_edit Running a simple example

The event manager wants to know who is going to the event. Different templates will be sent based on the following conditions:

1. If Delphine answers ‘Yes’ to join the event: She will receive the invitation card
2. If Delphine answers ‘No’ or ‘Maybe’ to join the event: She will receive the planning of future events

 

 

1. Create your original Google Form

Create your Google Form with the questions you want.

To use the conditional template option, create at least one question as ‘Multiple choice’ or ‘Dropdown’ in your Google Form:

In our example, we selected ‘Multiple choice’.

Once you are done, open Form Publisher > ‘Get started’:

2. Configure your current template

Create and personalize your current template. In our example, we selected our own Google Doc as template.

Click 'I have my own template', check that all your markers are valid, and finally click 'Next':

3. Configure Form Publisher on your original form

Once you have configured everything, click ‘Next’ again:

In the ‘Sharing Options & Notifications’ sidebar, you can either:

• Add manually the <<Email address>> marker and the ‘Email address’ question into your original Google Form. Then, click ‘Done’:

• Or select ‘Collect email addresses’ into your settings. Then, click ‘Save’:

If you decide to select ‘Collect Email addresses’, go back to the ‘Sharing Options & Notifications’ sidebar. Select ‘Notify Form respondent’ (option which appears only if you have selected ‘Collect Email address’):

Once you will select 'Collect Email address' a new question will automatically appear at the top of your Google Form:

4. Add a new template to your current form

After completing the previous step, open the add-on menu again.

Then, click Form Publisher > 'Add new template' . A new sidebar appears. Click ‘Get started’:

Form Publisher will then duplicate the current Google Form into a new one (renamed ‘Connected to Event’), with the exact same questions. The connected form will be automatically linked to your current form. So every time someone submits the original form, data will be forwarded to the connected one.

In our example, delphine.leroy@revevol.eu will submit the form. We want to send the ‘Invitation card’ document to delphine.leroy@revevol.eu ONLY IF she chooses ‘Yes’. To do so, from your original template:

4.1. Select 'Only create current if'

4.2. Click on the ‘Questions’ field

Select the multiple choice question:

4.3. Click on the 'TO' field

All the possible answers are listed, so simply select the one you want. In our example, we selected ‘Yes’:

We want to generate the invitation card based on the answer of the multiple choice question 'Do you want to join us?'.

4.4. Once you are done, click ‘SAVE’

For the next step, you will have to open the duplicate form. Click ‘Connected to Event’:

To know if you are on your current form or on your connected form, read your form title at the top left corner of your form: It is either written 'Event' or 'Connected to Event'.

If you want to access your connected template from your original template, open Form Publisher. Then, you will see 'Additional template settings' instead of 'Add new template'. Click 'Additional template settings':

5. Configure your connected template

On the connected Google Form open Form Publisher > 'Get started':

Then, create and personalize your connected template with the markers you want, exactly as you did for your original Google Form.

In our example, we selected our own Google Sheet as template. Click 'I have my own template', make sure all your markers are valid, and click ‘Next’:

6. Configure Form Publisher on the connected form

Once you have configured everything click 'Next' again:

In 'Sharing Options & Notifications', we want the form respondent to receive the planning file of future events each time he answers ‘No’ or ‘Maybe’ to the question ‘Do you want to join us?’.

To do so, you can either:

• Add manually the <<Email address>> marker and the ‘Email address’ question into your connected Google Form. Then, click ‘Done’:

• Or select ‘Collect email addresses’ into your settings. Then, click ‘Save’:

Then select ‘Notify Form respondent’:

7. Add a third or more templates (optional)

This option is useful if you want to send more than 2 templates depending on your configuration. Check the following article to know more about this option: Create different sections based on conditional template

8. Send your Google Form

Once you are done with all the configuration, open your original form ('Event' file in our example).

Click 'Send':

8.1. Results if Delphine answered 'Yes':

If Delphine (the Form respondent) answers ‘Yes’ to the question 'Do you want to join us?' on the Google Form:

Then Form Publisher will send the invitation card (Google Doc) to her email address delphine.leroy@revevol.eu:

8.2. Results if Delphine answered 'No':

If Delphine answers ‘No’:

Then Form Publisher will send the planning of future events (Google Sheet) to her email address delphine.leroy@revevol.eu: