Google Forms
Google Forms can be used in conjunction with Close and Zapier to standardize questions and answers you collect on the calls. Those answers can be then automatically added as a call log to your lead page, note, custom field, etc.
In this tutorial, we will
- create a Google Form where answers will be added to a Google Spreadsheet
- create an integration link for easy form filling from a lead page
- set up Zapier integration to automatically add our answers in a form of a note
What you’ll need
- A Google account to access Google Forms
- A Close account and your API key
- A Zapier account (a free account is enough as we have a 2-step Zap)
How the integration works
Whenever you are on a call with the lead, you can click on the "Google Form questionnaire" integration link which will open up the Google Forms page. As you are writing down the answers and finishing the call and clicking "Save" on the form, those answers will be saved into a Google Spreadsheet. In the end, that will trigger Zapier integration that will take those answers and add them as a standardized note on a lead page.
Google Forms & Integration link setup
Create a Google Form
First, we need to create a Google Form with questions you'd like to use for your calls. Go to Google Form and create a new form alongside all of your questions. When created, create a Short answer type question for a Lead ID (pre-filled) as this will be pre-filled automatically by Close to match answers with your leads using their lead identifiers.
Lead ID (pre-filled) placeholder
After you are satisfied with your Google Form, go to the upper-right ... (three dots) and click Get prefilled link in the dropdown menu.
Get pre-filled link button
Fill in a Lead ID question with lead_ and a string of random numbers (e.g. lead_12345), scroll to the bottom and click, Get Link.
Pre-fill Lead ID question and Get Link
An option will pop-up to copy the link to your clipboard. Select “Copy Link”.
Copy link with pre-filled responses
The link will look something like:
<code>https://docs.google.com/forms/d/e/1FAIpQLSfF1e7y1jjtP1Xxu7oBibEezlJQjkqoUGdzlQk2uYSb3Q/viewform?usp=pp_url&entry.1216772858=lead_12345
Add integration link in Close
With that link copied, log in into your Close account and go to Settings > Customizations > Integration Links and select Add New Integration Link
Add a new integration link
Name your Integration Link and select Lead under the Type field. Paste your Google Form URL into the URL field
Google Form Integration Link
The URL that you copied from your Google Form will contain the placeholder Lead ID with the random string of numbers you entered in your Google Form to get the prefilled link (e.g. lead_12345). You will need to edit the URL within the Integration Link screen to include a “template variable”. In order to do so, scroll to the end of your URL in the URL field and delete the lead_12345 and replace with <span ng-non-bindable>{{lead.id}}</span> like so:
Replacing the lead_12345 placeholder with the Close template variable
The new link will look like this:
Google Form integration link URL
Click Save to add the integration link.
Go to any lead and click on Google Form link in the lower-left.
Your Google Form will open with the Lead ID prefilled. Submit a test form with sample answers to all of your questions.
Store answers in Google Sheet
Once a sample form is submitted, go back to your Google Form setup page and click the Google Sheets icon in the right corner of your Google Form Responses:
Creating a Google Spreadsheet
Select an option to create a new Google Spreadsheet to store your responses
Creating a spreadsheet to store form responses
Once the Google Sheet is created to store your Google Form answers, you are ready to set up your Zap in Zapier.
Sample responses spreadsheet
Zapier setup
Zapier will allow us to create a note on a lead as soon as you submit your answer to a Google Form.
Start by using the template we provided by clicking on the "Use this Zap" button. By using the template the only thing you'll already have steps and some variable predefined so there is fewer things you need to do yourself.
Step 1 - New Spreadsheet Row in Google Sheets
In the first section authorize Google Sheets under the "Choose Account" section.
Authorize Google Spreadsheets in Zapier
Click Continue and select your Google Form responses spreadsheet and worksheet.
Select Spreadsheet and Worksheet
Click Continue, and again Test & Continue.
Step 2 - Create Note in Close
In the first Choose App & Event section just click Continue
Create Note in Close step
and then authorize Close by using the API key provided in the Settings > API Keys section.
Authorize Close
Click Continue and in Customize Note section we need to tell Zapier which column to use to match with our Close leads and format of the note.
For Lead field use the Use a Custom Value (advanced)
Select Custom Value option for a Lead
and select the Lead ID column we've set up earlier.
Selecting Lead ID column for a Lead ID
That will tell Zapier to match that particular Google Form response with a lead in Close.
For a Note format use the Text field. For example, in our case, we have 2 questions so our finished section will look like this:
Finished Customize Note section
Click Continue, and again Test & Continue.
Your test Note should appear under your Close lead:
Note in Close lead
Turn Zap On and you're good to go!
