This tutorial will show you how you can connect an intake form created with Google Forms [Google Sheets] to Clio via Zapier which will automatically create a new Person Contact and Matter in Clio. This form needs to be created in Google first before continuing. For general information about getting started with Zapier, please see the Zapier Support article HERE.
In Google Drive, click "New" then select "Google Forms".
This will open the Google Forms editing screen. Start by renaming the untitiled form then create the fields that you would like to have in your intake form.
In order to have your intake form create a new Person Contact and Matter in Clio, you are required to create a first name and last name field, and a field that will be used as the Matter Description (i.e. a comments or details field). Other optional contact fields that you may want to connect are a phone number field, an email address field, and fields for the client's mailing address. Clio Contact Custom Fields are also supported through Zapier, so feel free to create a form field for any of your Clio Contact and Matter Custom Fields.
When you are happy with your form, click the Responses button at the top of the form.
Next, click the Spreadsheet Icon to create a Google Sheet which will correspond with the Intake Form.
This will open a new Google Sheet that you will connect to Clio through Zapier. When the Sheet opens, please don't make any changes to the Sheet as changes may effect the ability to sync data between the connecting form and Clio.
Now, go back to the Google Intake Form and click the Preview Icon in the top right of the screen.
Complete the form with the details for a test Contact and associated Matter that you would like to add to Clio. This first Contact/Matter entry is required for Zapier to validate the connection between Google Forms and Clio. This Contact and Matter will be added to Clio when Zapier validates the connection between Google Forms and Clio.
Open Zapier and click Make a New Zap
In step 1, select Google Sheets as you Trigger app and New Spreadsheet Row as the Trigger type. Next, you will be prompted to connect your Gmail account to Zapier and authorize the connection.
Finally, you will be required to select the Google Spreadsheet connected to your intake form. Select the Google Spreadsheet you created.
For the "Worksheet", select "Form Responses 1".
Click on Continue.
Zapier will need to test the connection with Google Sheets. For the test to work, you must already have at least one submission to your intake form.
Click Continue to complete the Trigger set up.
To add the Action, click on the large button below the Create Person Action.
In step 2, select Clio as your Action app and Create Matter as the Action type. Next, you will be prompted to select your Clio account.
Once you have connected to Clio, you will be able to match up fields from your Google Form to the new Clio Matter.
To match the "Client Name" field, click the "Insert a Field" button to the right of the field and select the First name and Last name fields.
Fill in the relevant fields (Client email, Description, any custom fields, etc.) and set the field Create new client if not found to Create new person.
After matching Matter fields, Zapier will need to test this Action.
You should already have some data in the intake form spreadsheet if you followed the steps at the beginning of this tutorial. A successful test of the Zap will create a new Matter and Contact in Clio. The Contact will have the name, email, and phone number from the Intake Form, and the Matter will have the description from the Intake Form. The Contact will be linked to the Matter as the Client.
Warning: Do not delete rows from the intake form spreadsheet! This could break the Zap.
Finally, give the Zap a name, and turn it on. Congratulations! You've streamlined your client intake process!