The Google Sheets Premium Workflow Action lets you create, update, and delete rows in your Google Sheets automatically, straight from your workflows, without touching the spreadsheet manually.
How to Get Started
Connect your Google account to the CRM under Settings > Integrations. 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.
How To Use the Google Sheet Actions
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.
Create Spreadsheet Row
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.
Create Multiple Spreadsheet Row (s)
The Create Multiple Spreadsheet Rows action lets you 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 keeping your sheet tidy.
Lookup Spreadsheet Row
Here's how to use this action.
Choose a Worksheet
Select the part of your spreadsheet where you want to search for data.
Select Search Order
Decide if you want to start searching from the top or the bottom of your spreadsheet.
Pick a Column and Lookup Value
Specify the column to search in and the value you're looking for.
Extra Clues (Optional)
You can add an additional column and value to help narrow down the search.
Create a Row if It Doesn't Exist
If the action can't find what you're looking for, you can ask it to create a new row for you.
Custom Variables
The action not only finds the data you need but also stores it for use later in your workflow.
Some Tips
Each time you use the action, it gets a special index. This helps you keep track of different searches.
Here's how it shows up in other workflow steps.
You can use the information the action finds in other parts of your workflow. For example, if you find someone's phone number, you can use it in an "If/Else" condition or any other action.
Lookup Multiple Spreadsheet Row (s)
The Lookup Multiple Spreadsheet Rows action lets you 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 lets you find and work with several rows at once, which is particularly useful for bulk updates, reporting, or filtering data for targeted actions.
Update Specific Spreadsheet Row
Use this action to edit information in a specific row. Tell it which row you want to update and it will make the changes for you, keeping your data current without manual editing. 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.
Update Multiple Spreadsheet Row (s)
You can add the Row number or a custom value, then add the columns you want to be updated.
Update Spreadsheet Row using Lookup
The "Update Spreadsheet Row using Lookup" action works in two stages: first you locate the row, then you update it.
- 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, helping you pinpoint the exact row in your spreadsheet based on a specific value.
- The Update Mission: Once you've located the row using the "Lookup" action, it's time to make changes. This is where the "Update using Lookup" action steps in. Please Note: To use the "Update using Lookup" action, you must first use the "Lookup" action. 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.
Selecting Columns to Update
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, the workflow will move on to the next step without making any updates.
Delete Specific Spreadsheet Row
This action clears all the information in a particular row. It doesn't delete the row itself, just the content within 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. The row remains in the spreadsheet but is empty.
📌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.
Delete Spreadsheet Row using Lookup
Once you've located the row you want to remove using the "Lookup" action, the "Delete using Lookup" action clears it out.
📌NOTE: To use the "Delete using Lookup" action, you must first use the "Lookup" action. The order is important: 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.
Points to Remember
- When you use the "Delete using Lookup" action, it clears all the values in the row.
- 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.
No Row, No Deletion
The workflow will continue without deleting anything if the "Lookup" action doesn't find any rows.
The Google Sheets Premium Workflow Action is a practical tool for automating data management in Google Sheets. From creating rows to updating and deleting data, these actions give you 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 routine data management.
FAQ
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 that the right rows and columns are being referenced and use the Preview or Test options in the CRM to identify any errors before execution.