Add Calendar events received from JotForm AutoResponders (via Gmail) to Google Calendar

  • Profile Image
    grade4pagasa
    Asked on August 13, 2016 at 09:54 AM

    I was experimenting with the JotForm date fields to find out if the default output in the email body can be recognized by Gmail and if it can be clicked to automatically add the event in Google Calendar

    Good News:

    * It is possible. 

    * Date (with Time) can be clicked or Added to the Gmail Calendar.

    * The Date (with Time) and the email subject will be entered / accepted in Google Calendar

    Not sure if this is bad news or not:

    * Additional details from the collected form data cannot be included in the Calendar event [fig. 1]. 
    (Is there a way to include other details to the Google Calendar like description and other {field tag values}?)

    Findings:

    If the default AutoResponder is untouched, the date will be recognized by Gmail [fig. 2]. You will see the cursor with the Gmail Add to Calendar option. 

    Another unfavorable outcome

    But when I modified the email subject in the AutoResponder (but the Data Table is still Locked & untouched) [fig. 3], the date isn't recognized by Gmail anymore since it's just becomes a regular text [fig. 4].

    What could be causing this? 

    It's not desirable for the email subject just to be the default name of the form. A descriptive email subject would be nice if it can be personalized with a few important {field tags}.

    Any ideas on how to fix the unrecognized date once the email subject is changed?

    Thanks.

    - Randy 

     

     

    fig. 1

     

     

     

    fig.2 

     

     

     

    fig. 3

     

     

    fig. 4

     

  • Profile Image
    grade4pagasa
    Answered on August 13, 2016 at 12:31 PM

    Update:

    I just found out that the glitch / bug has nothing to do with the email subject being modified.

    IF the {date field tag} is included in the email subject, the date will automatically render as plain text only in Gmail (and not as date format). 

    We've identified the culprit. The question is why?

  • Profile Image
    Boris
    Answered on August 13, 2016 at 04:36 PM

    I have cloned your form into my account for testing, Randy, and made some test submissions with my Gmail address.

    I see the same as you've described - those emails that had a date inside their subject line couldn't pick up the date as clickable inside the table of the email itself:

    However, when subject line doesn't contain a date, it gets picked up by Gmail as a clickable date:

    I have directly compared the source code of emails we are sending from our system, and it is structurally the same between those where the date is in the subject line, and where it is not in the subject line.

    This seems to be behavior of Gmail, where they are not be able to render a date inside an email if it is also included in the subject line. To confirm this is indeed an issue from the Gmail side, I've also sent myself a couple of direct emails from my other addresses, and those that had a date in the subject line couldn't be added to Google Calendar by clicking on a date:alendar:

    Direct emails without a date in the subject line could be added to Google Calendar:

    As this is a behavior of a third party app, Gmail, I'm afraid there is not much we can do to change it. Instead, for passing dates from your submissions to your Google Calendar, may I suggest taking a look at our Zapier integration:

    https://www.jotform.com/blog/164-Automating-Your-Forms-with-Zapier

    Most specifically, this would be the zap to use:

    https://zapier.com/zapbook/zaps/2606/create-google-calendar-event-from-new-jotform-submission/

    I hope this helps, Randy. Please let us know should you encounter any issues setting up the zap, or if there is anything else we may do to help. Cheers

  • Profile Image
    grade4pagasa
    Answered on August 14, 2016 at 12:17 AM

    Thanks for the investigation & clarification, Boris

    Nice to know it's not a JotForm issue.

    I'll now ferret how other email web services (or clients) will handle this.

    - Randy