Gravity Forms Zapier Tutorial – Send Entries to Spreadsheet

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you so much for watching the press have
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a new YouTube channel my name is John
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and today we're talking about automating
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WordPress a little bit with zapier and
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gravity forms over on our website press
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Avenue comm we have our latest blog
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posts and tutorials so if you don't see
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one on YouTube you can definitely find
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them all here alright so let's get to it
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first off this is AP r which is Z API e
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R if you've never heard of it it's
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similar to if this then that
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so ifttt.com it's the same kind of thing
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but this allows for more apps more
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flexibility and different ways to
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integrate with different services so
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this is just our home page it shows you
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how it works there's a trigger when I
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get a new gmail do something the action
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for this particular example is to copy
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the attachment from Gmail to Dropbox
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automatically and then alert you on
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slack when there's a new Dropbox file um
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so it's just kind of how you want to use
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different things what I like about
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zapier some people call it sap here is
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their 1500 ish apps to integrate with so
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you don't have to go and learn an API
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you don't have to use any code you
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really just come through here and pick
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what you want for example we're gonna be
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using Google sheets in this particular
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one and then this shows you how the
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workflow works etc so if any questions
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about it
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capi er calm if you go to apps you can
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go through the 1500 there's way too many
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to go through I will say do use the
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slack one quite a bit I use the
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MailChimp google drive sheets and Gmail
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as you'll see in this upcoming tutorial
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after that we'll be using gravity forms
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so gravity forms is a very popular
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WordPress forms plugin let me zoom in
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I've had this one for ever it is really
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great and it's super powerful it allows
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you to connect gravity forms to zapier
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zapier to Google sheets so it's a peers
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the middleman they also have great
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add-ons if you ever need to take money
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sign people up for a newsletter or just
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have very advanced forms we do recommend
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grab
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forms alright lastly if this is helpful
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in any way go ahead and hit that red
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subscribe button and also leave a
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comment if you have any questions about
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what's working not working or if this
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helped you in any way thanks so much for
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watching
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alright so let me just give you the
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preliminary of what's happening here
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number one we've created a forum which
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is for registering for a seminar but it
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could be a forum for anything doesn't
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have to be order details it could be
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your favorite cat your favorite ice
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cream etc and then what we're going to
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do is after a form is submitted it's
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going to run over to zapier zapier is
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gonna process that information and put
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it in another app this could be slack
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this could be emailing it could be
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anything it's completely up to you what
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we're gonna do in this setup is first
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they'll fill out a gravity form and then
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it'll say thank you but for our our work
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flow it'll go gravity forms a peer into
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a Google sheet now you can log into
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WordPress go to forms which is the
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gravity form go to entries and export it
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as a CSV but the only problem is you
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don't have the most recent version if
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someone else fills this out what I like
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about this method is the Google sheet is
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live the second someone submits
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something it'll pop up saying hey Jane
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Smith registered for this seminar this
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is the details so that's why I like it
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also from the clients perspective it's
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very easy to open a Google sheet than it
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is to log in go to entries download the
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CSV twice a week or whatever it is so
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let's get to it
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so for a preliminary we've created a
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form if you want to know how to create a
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form and gravity forms or you have
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questions about that just leave a
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comment below and I'd love to make a
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video for you but here's a basic form it
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says we need your order details and a
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verified payment so date stamp is just a
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hidden field but we want to know when it
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was submitted when they place their
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order at least so when they think they
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did and then they compare the names
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against stripe their name on the order
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what class they're attending the
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attendees name company address etc you
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want to be notified etc etc so we can
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put all of this
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Google sheet additionally it says would
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you like to be notified at future
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seminars that can go into MailChimp
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Constant Contact whatever you use now
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gravity forms can do that but also
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zapier can do that so you can pick and
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choose how you'd like to automate things
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the second thing you've we have to do
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right out of the gate is create a Google
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sheet so let me see if this lets me zoom
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in so basically they've taken each field
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so if we come back here to the form I
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have a date date stamp and then when
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your order was date of order is here and
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then this first one is the time stamp um
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I'm actually named this alright so
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there's my Google sheet so I have my
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time stamp and then here's all the other
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stuff that's in that form alright so
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those are the two preliminary things you
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need next we're gonna go over to zapier
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simply log in sign up they have a free
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trial and this is kind of your dashboard
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here we're gonna start off by clicking
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make his app and let me zoom in there we
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go that's way better all right so let's
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make his app
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so it's what we're doing is we're taking
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different api's that's why it's z AP ier
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and we're merging them together so I can
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search for hundreds of apps
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here's apps I've already used recently
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so it's suggesting those these red ones
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are built in zaps
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so I can use code email parser RSS web
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hooks etc and then down here are popular
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ones so we're just going to search for
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app at the top I'm going to type gravity
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and we get gravity forms so if you look
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over here on the left hand side our
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trigger is gravity forms and it's going
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to say select the gravity forms trigger
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the only option for gravity forms is a
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new form submission other apps actually
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have a list of options based on what
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they do so new form submission so I'll
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hit save then it says pick a sample to
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set up your zap so what we need to do is
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hook this link into our form so we'll
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copy we'll go back to WordPress here is
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our form make sure you have it saved
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I've already saved it I'm going to go to
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settings and then go to zapier
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now I will say I jumped the gun a bit if
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you go to add ons under gravity forms
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you do have to install the zapier add-on
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so I didn't miss that if you need help
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with that let me know in the comments
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all right so here we have ZP er feeds
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will click add new and then it gives you
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a name at the top
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I usually just name it the date and
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today is July 12th just so I know when I
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did this namespaces I put in the webhook
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active yes or no so if you're not using
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it you can technically turn it off you
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can also just turn it off and say peer
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which i think is easier use admin labels
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so this takes the admin labels that
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you've created within the forum and
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pushes them through I'll leave that I'll
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turn it on and then conditional logic if
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you don't want to send it to zapier for
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whatever reason you can add a condition
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so if you're asking what their favorite
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ice cream is and they choose chocolate
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maybe it doesn't go to ZP or maybe it
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goes somewhere else so you can say that
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within here but I'm going to leave that
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off I'm gonna go ahead and hit save if
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you use any kind of caching I would come
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back and make sure this is actually in
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the list so here it is maybe your feeds
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and then if not clear the cache and see
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if it's here because a peer doesn't see
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this hook through gravity forms then
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none of this works alright so we're
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gonna go ahead and go back and say okay
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I did this
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so it says pick a sample to set up your
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zap form submission a I open this up and
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it has sample data so it's just random
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stuff he's from middle-earth he paid the
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source URL just random stuff was added
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in here so we're gonna go ahead and
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click continue and it says almost
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finished here your zap currently lacks
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an action step now add one so we've
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connected our trigger new form
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submission but that's as far as we've
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gone now the action is what do we do so
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now we're going to connect to Google
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sheets it's read my mind and I'm gonna
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search for a Google sheet action oh no
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I'm not I'm just going to create a
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spreadsheet row so I click here so this
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one so in gravity forms you only have
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three options for creating on sheets you
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have additional options so you can
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actually look through the sheet and see
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if that person already exists maybe
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based on a first and last name if they
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don't you can create a new row if they
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do it just stops so that's up to you or
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you can update the row I'm going to
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create a new row so save and continue
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that is my account so I'll hit test to
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see if it works if you don't have an
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account setup it'll ask you to connect
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to your Google account
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now hit next alright the Google Drive
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let's see my Google Drive I choose the
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spreadsheet actually let's copy the name
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here there it is so I've connected to my
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drive I've connected to my spreadsheet
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and then it's actually actually asking
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for the worksheet so on this particular
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one I'm not going to pull them all up
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but past years are in here with people
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that have registered so let me turn this
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off right now
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registrations is the worksheet to add a
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worksheet you hit plus down here
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additionally this has form responses a
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Google Form can manually be used if
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someone registers via check or telephone
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and the company can put in registrations
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without going through a shopping cart or
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gravity forms all right so it's called
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registrations so I'll just copy this
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because I'm lazy go back here actually
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it's gonna let them all I select a
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registrations now it pulls up all the
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information from this worksheet so if
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you look it says time stamp date of
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order name on order if I come back here
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it says time stamp date of order name of
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order does it make sense alright so next
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it needs to know what the fields are
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called so under time stamp if I hit this
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it has four lines in an arrow it wants
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to know where in the gravity form is the
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time stamp so it says time stamp here
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we're gonna map this to let me come back
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to the edit this right here so this
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hidden field and this one's called field
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ID 13 and you can name them but they
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haven't been named in this one so let's
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see
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I named it by a date stamp
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so I can scroll down here and there it
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is date stamp so the time stamp is
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called date stamp in gravity forms next
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date order
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date of order so over here please select
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the date of your order I'll come back
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here hit plus and right please name
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something different date of order
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name on the order or go to plus and I'll
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search for name
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so it does name I can do first that I
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can hit space and I can type name and I
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can do last or you can just select the
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attendee name but I wanted to show you
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that you can add multiple things in one
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area class that they're attending so if
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I scroll through here
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and then
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Oh name on the order hold on I got this
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backwards let me make this easier for
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you and for me we will shrink this down
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we will open this up and put it over
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here get rid of this all right now I
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won't go crazy thankfully I have a large
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Martin monitor all right so date name on
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the order so the reason we have this
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particular one if you're wondering
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because there's name here at a name here
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someone can buy this thing this class
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for 20 people in our company so the name
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on the order will be Bilbo Baggins
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but the attendee would be Jane Smith or
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John Doe etc so this particular one they
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need to know the name on the order so
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name on the order I'll just do the full
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name what class they're attending is
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this one right here seminar you're
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attending first name is the attendee
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first name
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I'll go here attendee first and go Plus
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attendee last company name it's right
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there
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address so gravity forms breaks up the
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address so you have entering your
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address and we'll get the full address
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are the first line second line city
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country State Street etc so this is the
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address I'm going to do the street
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address
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line to address line to the city so an
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update reason I may be knocked out
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recently but when you click in these
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boxes it automatically puts you in that
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search bar I didn't used to do that so
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I'm thankful there is a update for that
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as it makes this process easier
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phone phone too
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email
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class attendings on here twice
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oh yeah so we have class attending and
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class attending so we don't need it
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twice we're not going to fill that out
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and then how did you hear about us
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and then
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is something else where you can verify
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so we can enter this data in we can also
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check the name on the order versus that
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name within stripe to see if it's paid
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or not paid if it's failed etc and that
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will be a whole nother video but that's
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why that one is there so go ahead and
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continue if you do happen to add or take
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away fields I did it in this particular
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one you can also refresh that list but
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you do have to start over alright so now
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we're gonna test Google sheets we're
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gonna send test spreadsheet row to
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Google sheets this is what it's gonna
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send right here and then these fields
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are empty which is just fine so hit Send
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so typically this takes a minute or so
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it's taken a little longer before so it
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says a test spreadsheet row list sent so
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if I go here we have oh it's putting it
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in the this if you see it here it's
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colored and it shouldn't be so I'll
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check why um so let's just remove the
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formatting there we go so sample value
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timestamp data border name class first
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and last and it fills out the whole row
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based on test data if this test data
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comes in then it works so you don't have
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to go fill out some mile-long form just
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to test it if this is here then this
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form to Google sheets connection works
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all right so now come down here you can
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read test it if something doesn't quite
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work right you want to try it again or
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you can add an additional step another
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step would be do they want to be
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notified of a of another seminar so
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that's right here send to MailChimp or
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another one could be someone registers
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for your seminar you want to know send
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me a text message so all sorts of stuff
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can happen I'm gonna go ahead and hit
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finish and then it's gonna tell me to
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name it so I'm gonna say seminar
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registration and then um you can select
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a folder and then you can turn it on or
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off I turn them off based on if it's
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being used or not so if it's not being
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used I turn it off just because it
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doesn't need to be using my zaps alright
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so that's it for connecting gravity
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forms to zapier and then to Google
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sheets if you have any questions about
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this please leave them in the comments
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below additionally we have a Facebook
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page called WordPress tutorials and help
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which is a Facebook group I should say
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facebook.com slash group slash press
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Avenue I'll leave a link in the
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description where you and 400 other
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people can talk about the different
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tutorials if you want a little bit more
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help or you're not quite sure about a
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particular thing again you can leave
18:21
them in the YouTube comments
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you can also post on Facebook lastly you
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can check out our website pres Avenue
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com give us a thumbs up if this was
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helpful and go ahead and hit that red
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subscribe button thanks again for
18:32
watching