Using Google Forms actions in action flows

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<p id="docs-hc-snippet" style="display: none;">Before you can include external actions in your action flows, you must connect the action builder to the external system.</p>
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<p id="docs-ai-summary-toggle">Summary: <span id="up-triangle">◀</span><span id="down-triangle">▼</span></p>
<p id="docs-ai-summary-content">You can connect action flows to Google Forms to automate workflows involving form lookups and response searches. Use a dedicated service account for connections and authorize necessary scopes. Available actions include looking up forms by ID or name and searching survey responses with filters. This integration helps streamline collaboration and data retrieval from Google Forms within your support processes.</p>
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<div class="p">By connecting the <a class="xref" href="https://support.zendesk.com/hc/en-us/articles/8855513857306" target="_blank">action builder</a> to external systems, such as Google Forms,
admins can integrate Zendesk with external systems in automated workflows, improving
collaboration and maintaining a seamless experience across multiple platforms.<div class="note" id="zug_action_flow_external_Google_Forms__note_i2z_jtz_v3c">
<span class="notetitle">Note:</span> The steps associated with external systems in action flows are
referred to collectively as <em class="ph i">external actions</em>.</div>
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<div class="p">This article contains the following topics:<ul class="ul" id="zug_action_flow_external_Google_Forms__ul_ysp_sn4_zgc">
<li class="li"><a class="xref" href="#topic_fcs_gtn_g3c">Connecting Google Forms to action builder</a></li>
<li class="li"><a class="xref" href="#topic_z1q_htn_g3c">Using Google Forms actions in action flows</a></li>
</ul>
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<div aria-labelledby="ariaid-title2" class="topic nested1" id="topic_fcs_gtn_g3c">
<h2 class="title topictitle2" id="ariaid-title2">Connecting Google Forms to action builder</h2>
<div class="body">
<p class="p">Before you can include external actions in your action flows, you must connect the
action builder to the external system.</p>
<div class="p">When connecting to external systems for use in action flows, the following best practices are recommended:<ul class="ul" id="topic_fcs_gtn_g3c__d8e13">
<li class="li">All external actions performed by an action flow are attributed to the user who connected the
external system. Therefore, it's a best practice to use a dedicated service
account rather than personal credentials when connecting to each external
system.</li>
<li class="li">All integrations request access to necessary scopes. However, it's important that you review and validate the scopes before authorizing the connection to the external system.</li>
<li class="li">When managing credentials for API key-based tools, such as OpenAI, it's best to store keys in a secure vault or credential manager.</li>
</ul>
</div>
<div class="p">
<strong class="ph b">To connect action builder to Google Forms</strong><ol class="ol" id="topic_fcs_gtn_g3c__ol_psh_lk4_zgc">
<li class="li"><span class="ph">In <a class="xref" href="https://support.zendesk.com/hc/en-us/articles/4581766374554#topic_hfg_dyz_1hb" target="_blank">Admin Center</a>, click <img class="image" src="https://zen-marketing-documentation.s3.amazonaws.com/docs/en/ac_apps_integrations_icon.png">
<strong class="ph b">Apps and integrations</strong> in the sidebar, then select <strong class="ph b">Actions &gt; Action
flows</strong>.</span></li>
<li class="li">
<a class="xref" href="https://support.zendesk.com/hc/en-us/articles/8855601898266" target="_blank">Create</a> or <a class="xref" href="https://support.zendesk.com/hc/en-us/articles/9052312956570" target="_blank">edit</a> an action flow.</li>
<li class="li">Open the step sidebar.</li>
<li class="li">Under <strong class="ph b">External actions</strong>, click <strong class="ph b">Google Forms</strong>.</li>
<li class="li">Click <strong class="ph b">Connect</strong>.</li>
<li class="li">Follow Google Form's prompts to authenticate and complete the
connection.<p class="p">The <code class="ph codeph">forms.body.readonly</code>,
<code class="ph codeph">forms.responses.readonly</code>, and
<code class="ph codeph">drive</code> scopes must be authorized during the
connection process.</p>
<div class="note" id="topic_fcs_gtn_g3c__note_ilr_mtz_v3c">
<span class="notetitle">Note:</span> All external actions
performed by an action flow are attributed to the user who connected the
external system. Therefore, it is a best practice to use a dedicated
service account rather than personal credentials when connecting to each
external system.</div>
</li>
</ol>
</div>
<p class="p">After you've connected to the system, you'll see an indicator that it's connected and
details about the instance you're connected to, as well as the actions available for
Google Forms.</p>
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<div aria-labelledby="ariaid-title3" class="topic nested1" id="topic_z1q_htn_g3c">
<h2 class="title topictitle2" id="ariaid-title3">Using Google Forms actions in action flows</h2>
<div class="body">
<p class="p">Google Forms action steps can be used to look up forms and search for survey
responses.</p>
<div class="p">The following Google Forms actions are available:<ul class="ul" id="topic_z1q_htn_g3c__ul_jby_q44_zgc">
<li class="li"><a class="xref" href="#topic_lck_r44_zgc">Lookup form</a></li>
<li class="li"><a class="xref" href="#topic_kdh_jvj_1jc">Search responses</a></li>
</ul>
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<div aria-labelledby="ariaid-title4" class="topic nested2" id="topic_lck_r44_zgc">
<h3 class="title topictitle3" id="ariaid-title4">Looking up forms</h3>
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<p class="p">Use the <em class="ph i">Lookup form</em> action to look up forms.</p>
<p class="p">This action has the following inputs and outputs:</p>
<div class="p">
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<th class="entry cellrowborder" id="d89e202" style="text-align:left;vertical-align:top;"> </th>
<th class="entry cellrowborder" id="d89e204" style="text-align:left;vertical-align:top;">Variables</th>
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<td class="entry cellrowborder" headers="d89e202" style="text-align:left;vertical-align:top;">Inputs</td>
<td class="entry cellrowborder" headers="d89e204" style="text-align:left;vertical-align:top;">Required: <code class="ph codeph">Form ID</code> or <code class="ph codeph">Form
name</code> (at least one is required)</td>
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<td class="entry cellrowborder" headers="d89e202" style="text-align:left;vertical-align:top;">Output</td>
<td class="entry cellrowborder" headers="d89e204" style="text-align:left;vertical-align:top;">Form details</td>
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<div aria-labelledby="ariaid-title5" class="topic nested2" id="topic_kdh_jvj_1jc">
<h3 class="title topictitle3" id="ariaid-title5">Searching for responses</h3>
<div class="body">
<p class="p">Use the <em class="ph i">Search responses</em> action to search for responses on the survey.</p>
<p class="p">This action has the following inputs and outputs:</p>
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<thead class="thead" style="text-align:left;">
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<th class="entry cellrowborder" id="d89e271" style="text-align:left;vertical-align:top;"> </th>
<th class="entry cellrowborder" id="d89e273" style="text-align:left;vertical-align:top;">Variables</th>
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<tbody class="tbody">
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<td class="entry cellrowborder" headers="d89e271" style="text-align:left;vertical-align:top;">Inputs</td>
<td class="entry cellrowborder" headers="d89e273" style="text-align:left;vertical-align:top;">Required: <code class="ph codeph">Form ID</code><p class="p">Optional:
<code class="ph codeph">Response since</code>, <code class="ph codeph">Response
count</code>, <code class="ph codeph">Page
token</code></p>
</td>
</tr>
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<td class="entry cellrowborder" headers="d89e271" style="text-align:left;vertical-align:top;">Output</td>
<td class="entry cellrowborder" headers="d89e273" style="text-align:left;vertical-align:top;">Response details as an array of objects. You can use the
“Custom code” node to parse and extract information from the
response.</td>
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