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.
Creating the Intake Form
Connecting Google Sheets to Clio through Zapier
Adding Google Sheets as the Trigger Application
Adding "Create Person" (Clio) as the First Action
Adding "Create Matter" (Clio) as the Second Action
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 "View Responses" button.
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.
Back in the Google Form screen, click on "View live form".
Complete the form with the details for a 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.
Finally, on the "Responses" tab of the Google Form page, click the Google Sheets icon to create the spreadsheet which will house the information recorded in the form. This step is required for the Zap to work.
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.
Once clicking "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 "Fetch & Continue" to complete the Trigger set up.
In step 2, select "Clio" as you Action app and "Create Person" as the Action type. Next, you will be prompted to connect your Clio account to Zapier and authorize the connection.
Once you have connected to Clio, you will be able to match up fields from your Google Form to a Clio Contact.
Starting with the "Name" field, click the "Insert a Field" button to the right of the field and select the first name field that you created in your form. This will add a tag for that field. Click to the right of the "first name" tag and add a space, then click on the "Insert a Field" button again and select the last name field.
Continue matching up the Clio Contact fields with the form fields that you have created; including any Clio Custom Fields that you want to match to your intake form.
After matching Contact fields, Zapier will need to test the Action.
- If the test returns the error "Required field "Name" is missing" then check to make sure that you have entered in a first Contact into your Google Form and check to make sure that there is a space between the "first name" and "last name" tags in the Name field, as detailed above.
- If you receive a "Success!" then you can check your Clio account in a different window to see if the Contact that you added to the form has appeared.
To add a second Action, click on the large button below the "Create Person" Action.
In step 3, select "Clio" as you Action app and "Create Matter" as the Action type. Next, you will be prompted to again select your Clio account.
Once you have connected to Clio, you will be able to match up fields from your Google Form and Clio Contact 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 "Create Person". This will allow you to connect information from the new Contact that the Zap will create to this new Matter.
Scroll down through the available Contact fields and select "Contact Name".
Next, you are required to match the "Description" field. Since this information will be taken from the Google intake form, click the "Insert a Field" button and select "New Spreadsheet Row".
From the fields on your intake form, select the comments or details field.
Continue matching up the Clio Matter fields with the intake form fields that you have created; including any Clio Custom Fields that you want to match to your intake form.
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 in Clio linked to the Contact that was created when you tested the "Create Person" Zap. If you do not want this new Matter in your Clio account, delete it in your Clio account. Do not delete rows from the intake form spreadsheet.
Finally, give the Zap a name, and turn it on.