The Google Forms integration within itemit is a powerful feature that simplifies data collection and enhances asset management. By linking form responses directly to your asset records, you can streamline inspections, maintenance checks, and other updates, eliminating the need for manual data entry. This integration allows you and your colleagues to easily complete forms straight from an item’s profile, making it perfect for seamless tracking and documentation.
In this article, we’ll walk you through the steps to seamlessly integrate Google Forms with itemit. We will cover:
How to create a Google Form
How to add the Google Form to an item's profile in itemit
How to use the Bulk Editing feature in itemit
Step 1 : Set up a Google Form
First, you will need to create a google form. From your Google Forms account, click "Start a new form"
Create a form. When you create a form (e.g., for an inspection) and follow the next steps, the asset name and serial number will automatically be filled in when accessing the form from an item's profile page within itemit.
Rename "Question 1" (e.g., Name)
Change to your preferred option (e.g., short answer, paragraph, multiple choice questions, etc)
And set this as "Required"
You can also click the "Duplicate" button and repeat the steps from 2. Create a form.
You can add any other questions you need the team to fill in as part of the inspection.
When you've finished, click on the three dots next to your profile picture and select "Get pre-filled link"
Add in the responses that are required and in all capitals like the example below. You may leave the others blank.
Scroll down and click "Get link"
Then from the bottom of the form, press copy link in the "COPY LINK bottom left.
Once this step is complete, Google Forms will confirm that the link has been copied to your clipboard. You can then easily add this copied link as an information property within itemit.
Step 2 : Go back to the itemit web portal and add the Google Form link to itemit’s weblink information property
From itemit, find the asset and open it's profile
Click on the "+" next to information
Add "Weblink" as the field
Add a relevant name (e.g., inspection) and paste the link, then click "Save"
To complete the inspection for this asset, click the link and fill in the form
The asset name, description and serial are populated automatically.
You can instantly review form responses and compare them, allowing you to see the number of completed checks and any that have failed.
Step 3 : Using the Bulk Editing feature in itemit
If you need to apply the same form to other assets, simply navigate to the "Reports" tab in the itemit portal and click the "+" button next to "Filter."
Use the Bulk editing feature and add the relevant filters (e.g., Assignee > is any of > John Smith > Apply Filter)
Select relevant assets
Then click on "Bulk Edit" and select "information"
And add the Google form link to those assets in bulk and click "save"
We hope this guide has helped you understand how to make the most of this feature to optimise your asset management process.
For more details and a guided walkthrough, you can refer to our short video on Google Forms Integration: