This article explains how you can fill a survey using Jotform and convert it into a PDF document using PDF.CO, and send it via email using the Gmail application.
Jotform is a service that allows you to create online surveys. The integration of Jotform and PDF.CO can help solve many everyday use cases associated with online surveys.
For instance, you may want every time a Jotform survey is completed, it to be sent to a specific email address as an email attachment. With the integration of Jotform. PDF.CO, and Gmail via Zapier, you can achieve this task. And this is what you will see in this article.
The article consists of three main parts:
- Creating a New Zap in Zapier
- Adding Trigger for Jotform Submission
- Adding Action for converting Jotform to PDF using PDF.co
- Adding Action for Sending PDF as Email Attachment
Creating a New Zap
The first step is to create a new Zap in Zapier. To do so, log into your Zapier dashboard.
To create a new Zap, click the “Create New Zap” button at the left sidebar of the Zapier dashboard, as shown in the following screenshot.
Adding Trigger for Jotform Submission
The next step is to add a trigger that fires whenever there is a new submission for a survey.
As an example, you will be using this survey. You can create your own survey if you want.
Whenever the above survey is submitted by a user, the trigger for Jotform submission will fire.
To create the trigger, search for the text “Jotform” in the following window and select the first item from the list.
In the event field of the trigger, select “New Submission,” as shown in the screenshot below. Click the “Continue” button.
Next, you select the Jotform account used to create your online survey. Select the account as shown in the screenshot below. Click the “Continue” button.
The next step is to select the survey for which you are creating a trigger. The name of the survey in this example is “UserInfo.” You can have a different survey name. Click the “Continue” button.
Finally, you can test your trigger to see if Zapier can access the Jotform survey. Click the “Test trigger” button on the following screenshot.
You should see the following window if everything works fine. You can see the values, e.g., name, first name, email, etc., from your submitted survey. Click the “Continue” button.
Adding Action for Converting Jotform to PDF using PDF.CO
You created your trigger for the survey submission. The next step is to convert the submitted survey to PDF format. You will use the PDF.CO API to do so.
Once you create the trigger for the Jotform submission, you will see the following “Action” window. Here select “PDF.co”
The next step is to add the event that will be performed once the trigger (Jotform Submission) is fired.
Select “Anything to PDF Converter” in the event field. Click the “Continue” button.
Select the PDF.CO account that you want to use for converting Jotform submission to PDF. If you do not already have an account with PDF.CO, go to this link and create an account and get your API key.
Select your PDF.CO account in the following window.
The next step is to set up the action, as shown in the following screenshot. Select the following options:
- For the “Input Type” field, select “Raw HTML Code.”
- In the “Input” field, select the HTML formatted fields from your Jotform survey. The Jotform fields will automatically appear; you just have to select the fields that you want to appear in your generated PDF.
- You have to give a name to your PDF document. We name our form “UserForm.pdf.”
Click the “Test Trigger” button to see if everything works fine. You should see the following window if the trigger is successful.
Adding Action for Sending PDF as Email Attachment
You created a trigger for Jotform survey submission, and you created an action that uses PDF.CO to convert the Jotform survey to a PDF document. The last and final step is to send this PDF document via email.
To do so, click the “+” sign at the bottom of the window in the last screenshot. The following action window will appear.
In the search bar, search for “Gmail.”
Choose your Gmail account that you want to integrate with Zapier. Click the “Continue” button as shown in the screenshot below:
In the “Event” field, select “Send Email” and click the “Continue” button. Here is a screenshot for your reference.
The next step is to set up the action you want to perform. Following are the steps performed in this regard:
- In the “To” field, write the email address where you want your survey to be sent.
- In the “From” field, write the email address used to send the email.
- In the “From Name” field, you need to write the name of the email sender. You can select the value from the “Fields Name” field of your Jotform survey.
- Enter the subject of your email in the “Subject” field.
- The “Body Type” field is set to “plain.”
- Enter the email content in the “Body” field.
The following two screenshots show the aforementioned steps.
In the attachment field, select “Url” of the PDF.CO cloud link, as shown in the screenshot below. This link stores the PDF version of the Jotform survey. Click the “Continue” button.
Click the “Test & Review” button to see if your action is successful.
If everything goes fine, you should see the following window.
Now, if you log in to your email where the survey is sent, you should see an email with the attached PDF.
Click the attachment from in the above email. You will see the following PDF document.