Google Sheets Premium Workflow Action is a feature designed to make your life easier when dealing with data in Google Sheets. Imagine you have a magic tool that can perform tasks like adding, updating, and deleting rows in your Google Sheets without having to do it all manually. That's what the Google Sheets Premium Workflow Action is all about. It's like having a helpful robot assistant for your spreadsheets.
Connect your Google account to the CRM under the Settings > Integrations section. In your workflow, choose a suitable Trigger, then Click the “+” icon to search and add the Google Sheets Action.
NOTE: The Google Sheet action is Premium.
Here are the Workflow actions that are supported in Google Sheets.
Create Spreadsheet Row.
Create Multiple Spreadsheet Rows.
Lookup Spreadsheet Row.
Lookup Multiple Spreadsheet Rows.
Update Specific Spreadsheet Row.
Update Multiple Spreadsheet Rows.
Update Spreadsheet Row using Lookup.
Delete Specific Spreadsheet Row.
Delete Spreadsheet Row using Lookup.
NOTE: The preliminary steps are similar within the different types of actions.
First, choose the Google account you want to use.
Then add the Google Drive where your spreadsheet is located.
Select the spreadsheet you want to use.
And then the worksheet you want to work on.
Within the Create Spreadsheet Row action, choose the columns where you want to add or update data. If you want your data to be flexible and adaptable, you can also use special names.
The Create Multiple Spreadsheet Rows action allows you to insert multiple rows into your Google Sheet at once. This is especially useful when dealing with bulk data, such as importing a list of contacts or records from another source. By specifying starting and ending columns, you ensure that only the relevant data fields are populated, reducing errors and maintaining a clean sheet structure.
Here's how to put this data detective to work.
Select the part of your spreadsheet where you want to search for data. Think of it as telling the detective where to look.
Decide if you want to start searching from the top or the bottom of your spreadsheet. It's like telling the detective where to begin the investigation.
This is where you tell the detective what to look for. Imagine you're searching for a person's name in a phone book (your spreadsheet). The column is like the section of the phone book, and the lookup value is the name you're searching for.
Sometimes, one clue isn't enough. You can add an extra clue (another column and value) to help the detective narrow down the search.
If the detective can't find what you're looking for, you can ask it to create a new row for you. It's like telling the detective to make a new entry in the phone book.
The detective is really smart. It not only finds what you want but also remembers it for you. You can use this information later in your work, just like you'd remember a phone number you found.
Each time you use the detective, it gets a special index (a bit like a case number). This helps you keep track of different searches.
Here's how it shows up in other workflow steps.
Once you start a detective case, you can't change or delete it. So be careful when you set it up. You can use the information the detective finds in other parts of your work. For example, if you find someone's phone number, you can use it in an "If/Else" situation or any other action in your workflow.
The Lookup Multiple Spreadsheet Rows action allows you to search and retrieve multiple rows of data from your Google Sheets based on specific criteria. Unlike a standard lookup that returns only one row, this feature enables you to find and work with several rows at once, making it particularly useful for tasks like bulk updates, reporting, or filtering data for targeted actions.
Let's say you want to change some information in a row. You can use this tool to do that too. Just tell it which row you want to edit, and it will make the changes for you. This is handy for keeping your data up-to-date without manually editing each row. You can add the number of rows or use a custom value.
Then add the columns you want to update.
NOTE: You can be very precise with this action, changing only the information you need. If you want to update multiple rows, you'll need to use this action for each row individually. You can leave columns blank if you don't want to make changes in a particular part of the row.
You can add the Row number or a custom value, then add the columns you want to be updated.
Updating a row in a spreadsheet can be a bit like making corrections in a book. You want to find the right page (row) and then fix the errors (update data). With the "Update Spreadsheet Row using Lookup" action, it's like having an editor for your spreadsheet. Here's how it works:
Finding the Right Row: Before you can update anything, you need to find the row you want to work on. This is where the "Lookup" action comes in. Think of it as a magnifying glass that helps you pinpoint the exact location (row) in your spreadsheet based on a specific value (clue).
The Update Mission: Once you've located the row you want to update using the "Lookup" action, it's time to make changes. This is where the "Update using Lookup" action steps in. It's like your editing pen for the spreadsheet. Please Note: To use the "Update using Lookup" action, you must first use the "Lookup" action. It's like solving a mystery—you need to find the clues (row) before you can take action. So, the order matters: Lookup first, then Update using Lookup.
Choosing the Right Lookup Action: When you use the "Update using Lookup" action, you'll need to pick the specific "Lookup" action that you used earlier. It's like telling your editor which magnifying glass to use for the corrections.
Now, let's say you found the row, but you only want to update certain parts of it (like fixing a few words in a book). You can choose the starting and ending columns for the updates. If you want to update the entire row, you can leave these blank.
NOTE: You can only select one "Lookup" action at a time when using the "Update using Lookup" action. If the "Lookup" action doesn't find any rows (like not finding any clues in the mystery), the workflow will move on to the next step without making any updates.
Sometimes, you need to get rid of some data. This tool can help with that as well. It can clear out all the information in a particular row, which is like erasing it. But remember, it doesn't delete the row itself, just the stuff inside it.
Important Note: When you use the "Delete Specific Spreadsheet Row" action, it only clears the contents of the row; it doesn't permanently remove the row itself. It's like removing text from a page but leaving the page in the book.
NOTE: You can be very specific about which row to delete, ensuring you only remove the data you want. If you need to delete multiple rows, you'll need to use this action for each row individually.
Once you've located the row you want to get rid of using the "Lookup" action, it's time to clear it out. This is where the "Delete using Lookup" action steps in. It's like the delete button for that specific row.
NOTE: To use the "Delete using Lookup" action, you must first use the "Lookup" action. It's like opening a drawer (Lookup) to see what's inside before you can decide what to remove (Delete using Lookup). So, the order is crucial: Lookup first, then Delete using Lookup.
Selecting the Right Lookup Action: When you use the "Delete using Lookup" action, you'll need to pick the specific "Lookup" action that you used earlier. It's like telling the system which detective found the clue you're acting on.
When you use the "Delete using Lookup" action, it wipes out all the values in the row. It's like clearing a whiteboard.
However, it doesn't permanently remove the row itself. The row is still there, but it's empty.
Choosing the Correct Lookup Action: You can only select one "Lookup" action at a time when using the "Delete using Lookup" action. It's like telling the system which detective you want to assign to this case.
The workflow will continue without deleting anything if the "Lookup" action doesn't find any rows (like when the detective can't find any clues).
The Google Sheets Premium Workflow Action is a powerful tool for anyone looking to optimize their data management processes. From creating rows to updating and deleting data, these actions offer precision and automation that save time and reduce manual errors. By integrating these tools into your workflows, you can focus more on strategic tasks and less on mundane data management.
Q: Can I update multiple rows at once?
A: Yes, but you must configure the action separately for each row. The tool is designed for precision, ensuring only the intended data is updated.
Q: What happens if the Lookup action doesn’t find a match?
A: If no match is found, subsequent actions like Update or Delete are skipped, and the workflow continues to the next step.
Q: Does the "Delete Specific Spreadsheet Row" action permanently remove rows?
A: No, it only clears the content within the row. The row remains in the spreadsheet but is empty.
Q: Can I use custom variables with these actions?
A: Yes, Custom variables allow you to dynamically reference data, making your workflows more adaptable and efficient.
Q: How do I ensure my actions are set up correctly?
A: Test your workflows thoroughly. Check if the right rows and columns are being referenced, and use the Preview or Test options in your CRM to identify any errors before execution.
