Integrating Google Forms with MySQL and Gmail Using Pabbly Connect

Learn how to automate data retrieval from MySQL on form submission using Pabbly Connect, Google Forms, and Gmail. A step-by-step guide for seamless integration. Explore efficient methods for automating routine tasks with clear, concise instructions suited for both newcomers and experienced professionals.

Watch Step By Step Video Tutorial Below

1. Setting Up Pabbly Connect for Google Forms Integration

To start the automation process, we will utilize Pabbly Connect to connect Google Forms with MySQL and Gmail. First, create a free account on Pabbly Connect by following the sign-up link provided. Once logged in, navigate to the dashboard and click on ‘Create Workflow.’

Name your workflow, for instance, ‘Google Forms to MySQL to Gmail,’ and click on ‘Create.’ This action opens a new workflow with a trigger and action window. The trigger will capture data from Google Forms, while the action will process this data through MySQL and send it via Gmail.

2. Connecting Google Forms to Pabbly Connect

In the trigger window of Pabbly Connect, search for ‘Google Forms’ and select it. Choose the trigger event as ‘New Response Received.’ Upon selection, Pabbly Connect will provide a webhook URL. This URL is essential for linking your Google Form to Pabbly Connect.

• Copy the webhook URL from Pabbly Connect.
• Open your Google Form and navigate to the Responses tab.
• Create a new Google Spreadsheet to collect form responses.

After setting up the spreadsheet, go to Extensions, select Add-ons, and click on ‘Get Add-ons.’ Search for ‘Pabbly Connect Webhooks’ and install the add-on. Once installed, refresh your Google Sheets, then navigate to Extensions > Pabbly Connect Webhooks > Initial Setup.

3. Connecting MySQL Database to Pabbly Connect

In the action window, search for ‘MySQL’ and select it. Choose the action event as ‘Get Rows.’ Click on ‘Connect’ and add a new connection by entering your MySQL database credentials, including username, password, and host database. using Pabbly Connect

After establishing the connection, select the table from which you want to fetch customer data. For this example, choose the ‘customer_data’ table. Next, specify the column name containing the email address and set the operator to ‘equals to.’ Map the email address value received from the Google Form response in the value field.

• Select the table name from the dropdown.
• Map the email address from the Google Forms response.
• Set the limit for the number of rows to retrieve.

Click on ‘Save and Send Test Request’ to confirm that Pabbly Connect can successfully retrieve the required data from your MySQL database.

4. Sending Customer Data via Gmail

Next, we will set up Gmail to send the retrieved customer data. In the action window, search for ‘Gmail’ and select it. Choose the action event ‘Send Email.’ Connect your Gmail account by clicking on ‘Connect with Gmail’ and selecting your account. using Pabbly Connect

In the email setup, map the recipient email address to the email address collected from the Google Form. Specify the sender’s name, email subject, and the email body content. For example, you can start the email with ‘Hello’ and include the customer’s details retrieved from MySQL, such as name, email, mobile number, and username.

Map the recipient’s email address from the Google Form response. Set the email subject as ‘Requested Data of the User.’ Compose the email body to include customer details.

After completing the setup, click on ‘Send Test Request’ to verify that the email is sent successfully.

5. Testing the Automation Workflow

To ensure everything works correctly, go back to your Google Form and submit a test response. Fill in the required fields, including the customer’s email address you wish to query from the MySQL database.

Once the form is submitted, check your Gmail inbox. You should receive an email containing the customer data that corresponds to the email address entered in the form. This confirms that your automation setup using Pabbly Connect is functioning as intended.

By following these steps, you have successfully integrated Google Forms, MySQL, and Gmail using Pabbly Connect. This automation allows you to retrieve specific customer data securely and efficiently without giving direct access to your database.

Conclusion

In conclusion, using Pabbly Connect allows you to automate the process of retrieving specific data from MySQL upon form submission. This integration enhances data accessibility while maintaining security, making it an invaluable tool for teams.