Build AI Business Solutions with Workflow Automation | NappAI - Template: Gestión, envío y revisión de formularios

graph TD %%{init: {'theme': 'mc','layout': 'elk'}}%% googlecalendarcomponent-jaqxl[Crear evento] style googlecalendarcomponent-jaqxl stroke:#a170ff GmailMesageComponent-uj25t[<div><img src="/_astro/gmail.CLxyIGOu.svg" style="height: 20px !important;width: 20px !important"/></div>Enviar correo] style GmailMesageComponent-uj25t stroke:#a170ff GDriveFilesComponent-0mjfr[<div><img src="/_astro/google_drive.wKmDsV2c.svg" style="height: 20px !important;width: 20px !important"/></div>Mover a carpeta de formularios] style GDriveFilesComponent-0mjfr stroke:#a170ff GSheetCellComponent-fmnmq[Obtener datos para preguntas] style GSheetCellComponent-fmnmq stroke:#a170ff googleFormscomponent-aowyt[Crear formulario] style googleFormscomponent-aowyt stroke:#a170ff googleFormsDatacomponent-gtnj5[Crear preguntas de formulario] style googleFormsDatacomponent-gtnj5 stroke:#a170ff GDriveFolderComponent-4gs0x[<div><img src="/_astro/google_drive.wKmDsV2c.svg" style="height: 20px !important;width: 20px !important"/></div>Obtener carpeta de formularios] style GDriveFolderComponent-4gs0x stroke:#a170ff ParseData-hsneb[<div><img src="/_astro/braces.Djq0PW4_.svg" style="height: 20px !important;width: 20px !important"/></div>Obtener id de carpeta] style ParseData-hsneb stroke:#a170ff ParseData-l0t0p[<div><img src="/_astro/braces.Djq0PW4_.svg" style="height: 20px !important;width: 20px !important"/></div>Obtener Datos] style ParseData-l0t0p stroke:#a170ff Prompt-63lqj[<div><img src="/_astro/square-terminal.BMOXc-nZ.svg" style="height: 20px !important;width: 20px !important"/></div>Consulta] style Prompt-63lqj stroke:#a170ff TextInput-m37hp[<div><img src="/_astro/type.Dy26vmDy.svg" style="height: 20px !important;width: 20px !important"/></div>Email a enviar] style TextInput-m37hp stroke:#a170ff OpenAIModel-4xmn9[<div><img src="/_astro/openAI.BhmuxEs3.svg" style="height: 20px !important;width: 20px !important"/></div>OpenAI] style OpenAIModel-4xmn9 stroke:#a170ff ChatOutput-9yddi[<div><img src="/_astro/messages-square.BaSDmT6g.svg" style="height: 20px !important;width: 20px !important"/></div>Chat Output] style ChatOutput-9yddi stroke:#a170ff TextInput-60yea[<div><img src="/_astro/type.Dy26vmDy.svg" style="height: 20px !important;width: 20px !important"/></div>Nombre del formulario] style TextInput-60yea stroke:#a170ff AdvancedAgent-drbs4[Agent] style AdvancedAgent-drbs4 stroke:#a170ff GSheetCellComponent-fmnmq -.- googleFormsDatacomponent-gtnj5 linkStyle 0 stroke:#a170ff googleFormsDatacomponent-gtnj5 -.- googleFormscomponent-aowyt linkStyle 1 stroke:#a170ff GDriveFolderComponent-4gs0x -.- ParseData-hsneb linkStyle 2 stroke:#a170ff googleFormscomponent-aowyt -.- ParseData-l0t0p linkStyle 3 stroke:#a170ff ParseData-l0t0p -.- Prompt-63lqj linkStyle 4 stroke:#a170ff TextInput-m37hp -.- Prompt-63lqj linkStyle 5 stroke:#a170ff TextInput-m37hp -.- googlecalendarcomponent-jaqxl linkStyle 6 stroke:#a170ff TextInput-60yea -.- googleFormscomponent-aowyt linkStyle 7 stroke:#a170ff ParseData-hsneb -.- GDriveFilesComponent-0mjfr linkStyle 8 stroke:#a170ff Prompt-63lqj -.- AdvancedAgent-drbs4 linkStyle 9 stroke:#a170ff googlecalendarcomponent-jaqxl -.- AdvancedAgent-drbs4 linkStyle 10 stroke:#a170ff GmailMesageComponent-uj25t -.- AdvancedAgent-drbs4 linkStyle 11 stroke:#a170ff OpenAIModel-4xmn9 -.- AdvancedAgent-drbs4 linkStyle 12 stroke:#a170ff AdvancedAgent-drbs4 -.- ChatOutput-9yddi linkStyle 13 stroke:#a170ff GDriveFilesComponent-0mjfr -.- AdvancedAgent-drbs4 linkStyle 14 stroke:#a170ff

Gestión, envío y revisión de formularios

🧩 Overview

This workflow automates the creation, distribution, and management of a Google Form. It begins by fetching question data from a Google Sheet to construct a new form. Once created, the workflow coordinates an AI agent to move the form to a designated Google Drive folder, schedule a review event in Google Calendar, and send an email with the form's response link via Gmail. This process streamlines the end-to-end lifecycle of a form for review and collaboration.

⚙️ Main Features

Fetches structured question and answer data from a Google Sheet to populate a form.
Creates a new Google Form with multiple-choice questions based on the retrieved data.
Employs an AI agent to orchestrate subsequent actions using integrated Google Workspace tools.
Automatically moves the created form to a specified folder in Google Drive.
Schedules a calendar event for form review and sends a notification email with the form's response link.

🔄 Workflow Steps

Component Name	Role in the Workflow	Key Inputs	Key Outputs
Get Data for Questions	Retrieves the raw question and answer data from a specified Google Sheet.	Selected Google Spreadsheet and Sheet	Spreadsheet Data
Create Form Questions	Transforms the raw spreadsheet data into a structured format suitable for creating Google Forms questions.	Spreadsheet Data	Formatted Question Data
Create Form	Creates a new Google Form using the provided title and the structured question data.	Form Title, Formatted Question Data	New Form Data
Get Form Data	Extracts key information (ID, URL, response link) from the newly created form for use in subsequent steps.	New Form Data	Formatted Form Details
Get Forms Folder	Locates the target Google Drive folder where the form needs to be moved.	Target Folder Name	Folder Data
Get Folder ID	Parses the folder data to extract the specific folder ID required for the file move operation.	Folder Data	Folder ID
Email to Send	Provides the recipient's email address for the calendar event and notification email.	User Input (Email Address)	Email Text
Query	Constructs a detailed instruction prompt for the AI agent, combining the form details and the target email.	Formatted Form Details, Email Text	Agent Instruction Prompt
OpenAI Model	Provides the large language model that powers the reasoning and decision-making of the AI agent.	Model Configuration	Language Model
Create Event	Serves as a tool for the agent to create events in Google Calendar.	Tool Configuration	Calendar Tool
Send Email	Serves as a tool for the agent to send messages via Gmail.	Tool Configuration	Gmail Tool
Move to Forms Folder	Serves as a tool for the agent to move files within Google Drive.	Tool Configuration	Drive Tool
Agent	The central AI agent that interprets the instruction prompt and uses the available tools (Calendar, Gmail, Drive) to execute the required tasks.	Agent Instruction Prompt, Language Model, Calendar Tool, Gmail Tool, Drive Tool	Agent Response
Chat Output	Displays the final response and outcome from the AI agent in the chat interface.	Agent Response	Displayed Message

🧠 Notes

The workflow requires valid Google credentials with appropriate permissions for Google Sheets, Forms, Drive, Calendar, and Gmail.
The AI agent's effectiveness depends on the clarity of the instruction prompt and the correct configuration of the provided tools.
The target Google Drive folder must exist and be accessible for the file move operation to succeed.
The workflow assumes the source Google Sheet has a specific structure with columns for questions and multiple-choice answers.