Frequently Asked Questions (FAQ)

What is Form Director?

Form Director is an add-on application for Google Workspace that directs your Google Form submissions to Google Workspace and external applications like Google Docs, Slides, Sheets, Calendar, Contacts, Tasks, Database, Trello, Slack, Asana, HubSpot, PayPal, Webhook, Insightly and Quickbooks & many more.

Can I use Form Director if I have a Gmail account?

Yes, you can use from Gmail account or Google workspace accounts.

What applications are supported in Form Director?

Please see Apps Page for the currently supported applications. We are continuously adding more and more applications into Form Director.

 What is meant by quota and usage in Form Director?

Quota refers to the limit provided on Form Director based on the current plan.

Usage refers to the successful execution of a service configured in Form Director.

 How usage is calculated in Form Director?

Usage is measured as one successful execution of a service configured in Form Director. It encompasses all activities done within a service including notifications. Refer below for records (rows) processed.

Learn more @ pricing 

Does my plan get renewed automatically?

• If you have taken the plan via PayPal or Stripe, it gets renewed automatically until cancellation.

• If you have taken the plan through a manual request, it does not get renewed automatically.  You need to renew it manually again or can pay via PayPal or Stripe to get renewed automatically.

What is a transaction?

Users can configure one or more services in Form Director. 

A transaction is measured as one successful execution of a service configured in Form Director.  It encompasses activities done within a service including notifications. The total number of transactions is calculated by 

1. the "number of form responses" multiplied by the "number of services" plus

2.  the number of approvals or rejections done (in case approval feature is used)

Transaction Calculation Example

For example, consider the below scenario 

• You have configured Form Director on 2 forms. 

• The first form has 1 service and the second form has 3 services. 

• The second form has approval feature configured for 1 of the 3 services

• There are 10 responses submitted in the first form and 5 responses submitted in the second form. 

• Assume that approval/ rejection done for all responses submitted in the second form

• Then the number of transactions is calculated as 10 X 1 + (5 X 3  +  5 X 1) = 30 (assuming all the services are executed successfully)

Form Director calculates the usage based on the number of transactions made for applying quota restrictions.

Note: Transactions are calculated by summing up the number of usage of all apps in a month.

How is my usage calculated?

• On subscription/ upgrade, your account will be assigned to your purchased plan.

• There will be a quota (usage limit) for every plan. For example, the Business plan has 10000 transactions per month.

• For every successful service execution, your usage increases by 1.

• The usage resets and usage becomes 0 on the 1st day of every month irrespective of your subscription/ renewal date.

I see the quota is for a month. When does my quota reset?

I had purchased a Pro plan in Form Director and now I have upgraded it to Premium plan but my usage is not reset?

The usage resets on the 1st of every month irrespective of the subscription/ renewal cycle of the user. The quota is defined as per the current plan. If you want more quota within the calendar month, you need to upgrade to a higher plan. 

When you upgrade the plan, your quota gets increased as per the new plan, however, the usage gets reset only on the 1st day of the coming month. 

Basic features of "Form Director" is FREE for basic usage and familiarising with Form Director

• Quota per month

  • 25 transactions on each of the Google Workspace Apps (Google Docs, Slides, Sheets, Contacts, Calendar, Tasks, Drive, and Gmail). 

  • 10 transactions in each of  the Other Supported Apps (e.g. Trello, Slack, Asana, Insightly, Salesforce etc)

• Form Director runs on top of users' Gmail or Google Workspace user accounts and uses Google Services internally

• Google has certain quota limits that users needs to be aware. Google can limit the usage of your service and apply rate-limiting.

• For example - Email Service - Google allows only 100 emails/day for Gmail users and 1500 emails/day for Google workspace users

• Please see Google Services Quota and Limitation for more details.

• It is important that users understand that Form Director cannot override these Google Services Quota and Limitation

• To Manage Email Quota limitation of Gmail, you can configure for any of the custom email providers .

• To know more about Custom Email Providers please go through the next section.

I am seeing no menu under Form Director add-on other than Help. Why?

This could happen if your internet connection is slow or too many add-ons installed or G Suite servers are slow. 

Please check your internet connection and refresh / reload the Google Form and launch Form Director again. You should see a "Setup". If not retry refreshing/ reloading the Google Form.

If the destination spreadsheet is unlinked or deleted Form Director loses all the saved configuration. So if you open the Form Director after deleting the linked destination spreadsheet, you will not be able to see your previously configured services. 

• To fix this, do not de-link or delete the destination spreadsheet. 

• If you have done it accidentally, link the same destination spreadsheet to get back all services

• If you have deleted the spreadsheet by mistake, try to restore it from the Trash folder.

Note: If you have deleted the spreadsheet and could not recover from Google Drive, you will need to recreate and configure the services in Form Director again.

Another case is that - If the logged in user does not have access to destination spreadsheet, then also Form Director cannot read and show the services. In this case, you can either share the destination spreadsheet with the logged in user or use Form Director from the user who has access to the destination spreadsheet.

When will my services get  executed?

Once your form is filled and submitted  your service gets automatically triggered and save the data based on your configuration

In case of any errors, there will be an email sent to all editors of the Form with details of error message.

I have setup everything but why my service is not getting executed?

I am not getting notification from Form Director. Why?

Please check the following

1. Check whether Form Director is Activated. Refer Switch On/Off Form Director & Services for instructions. Try switching off and on.

2. Check whether the user who setup Form Director (if other than form owner) is having edit access to the form.

3. Check whether you have any Service Conditions that are not satisfied in the form response. Refer Execute service on condition for instructions

4. Try reprocessing response using menu > Tools > Resubmit responses. See instructions at Reprocess old From responses

5. If your service is executing and email is not sending. this could be email quota limit from Google. Please check Gmail Quota for more details.  

If nothing above solves the issue

6. Clone the Form using menu > Tools > Clone. See instructions at Clone your services

If Form Director was working for the form earlier but not now, if could be due to transfer of Form or change in configuration. With the above steps, you can easily troubleshoot and fix it yourself. If you need support, please check the support section below to reach us.

When I create a Google Sheet service and execute it, the required file is created but it always include the Sheet 1 which is blank so the PDF file which is sent in email has the first page as an empty page. What should I do now?

Form Director usually identifies the default empty sheet with name "Sheet 1" and deletes it. In certain scenarios the drive language may be different so the default "Sheet 1" name will vary according to that so, Form Director will not be able to identify the default sheet and delete it. In this case, users can change the drive language to English and try it again.

Why emails are blocked by Gmail and how to resolve them?

Gmail can block and bounce emails when it is sent using programs such as Apps Script or add-ons. For details and solutions, you can check our Article.

Why do we get the error "Service invoked too many times for one day: urlfetch"?

"UrlFetch" service error is from Google Service. Form Director uses the UrlFetch service to get data by sending requests to target applications through HTTP API calls.

Google service provides a maximum of 20k UrlFetch requests per day. If the Url requests exceed the daily limit, it will give this error. For more information about the Google service, you can visit the official document of Google here https://developers.google.com/apps-script/guides/services/quotas. 

And on the next day, it will work fine as you get a new daily quota from Google.

Why are attachments not showing up in email notifications?

Attachments may not be included in email notifications due to various reasons such as misconfigurations in the email template, storage limitations, or technical issues.

To fix this issue, check if the email notification template includes instructions to include attachments by checking the checkbox option.

Ensure that there are no storage limitations or space issues in the configured folder in the File Upload fields that might prevent attachments from being included."

How do I disable branding for applications?

To disable the branding, go to Settings, where at last you will see the Form Director Branding section. Within the section is switch "Use Form Director Branding", you can switch it off.

Note: Only paid users can on/off the branding switch. For basic users, the switch will always be on, and can't be turned off.

How do I stop receiving automated emails from the Form Director?

Automated emails are the notifications sent from the Form Director when the autorun is configured, to stop these notifications, please disable the switch from Form Director >> Menu >> Settings>> Switch off "Activate Form Director" .

Can you connect to more than one table from one form?

Yes, of course. Simply create as many as services of "Database" app and choose different table in each service. If you need to insert into 2 tables, then create 2 services connecting to database, choose the table and map the fields to be inserted. In fact, different services can connect to different databases or different type (MySQL, Oracle etc) of databases. You have complete flexibility.

Connectivity Issues 

I am not able to connect Form Director with my database. Why?

Please check whether your connection credentials are correct (host, user, password, database). Check whether your database is connect-able from Internet and access enabled. Check with your database administrator if you are not sure. 

For more details on connectivity, please check Database Browser Support Page