How to use the Google Sheets Premium Workflow Action?

The following Workflow actions are supported in Google Sheets.

Create Spreadsheet Row

CRMX Premium Actions lets you send data directly to a Google Sheets document without requiring third-party integrations. All you need to do is integrate your Google account with our system and select the desired sheet from your Google Drive. From there, you can easily send data to the sheet using our intuitive user interface.


Choose a Google account:

All your integrated Google accounts in your CRMX account will be displayed in the dropdown menu for you to choose from.

Select a Drive:

Once you have selected a Google account from the dropdown menu, all associated Google Drives will be displayed for you to choose from. This allows you to select the specific Google Drive account containing the target Google Sheets document you want to send data.

Select a Spreadsheet:

Once you have selected a Google Drive from the dropdown menu, all Spreadsheets associated with the integrated Google Drive will be displayed for you to choose from.


This allows you to select the specific Google Spreadsheet document to which you want to send data.


Select a Worksheet:

Once you have selected a Google Spreadsheet from the dropdown menu, all Worksheets inside that Spreadsheet will be displayed for you to choose from.


This allows you to select the specific Worksheet to which you want to send data.

Selecting Starting Column and End Column in the Worksheet

When sending data to a Google Sheets document using our workflow system, the sheet's first row is automatically considered the header row, and each Column is labeled based on the header values in that row.


If you need to update the headers in the sheet, you can click the "Refresh Headers" button to fetch the latest header values from the sheet. This ensures that your data is correctly mapped to the correct columns in the sheet and that your workflow is up-to-date with the latest sheet configurations. 


By providing this functionality, our system makes it easy to automate data management processes and ensure the accuracy of your data workflows.


Insert values to create a new row in the Worksheet:

You can insert value and create a new row in your Google Sheets document.

Update Specific Spreadsheet Row

The "Update Specific Spreadsheet Row" action enables us to modify the contents of a specific row by specifying its row number. This action updates the values in the corresponding columns of that row.



Choose a worksheet:

Select a worksheet within your Spreadsheet that you wish to edit a row.

Insert Row Number:

Specify the row number that you wish to modify in the Spreadsheet.

You may also provide the Row Number using the Custom Variable Picker to use dynamic values.

Select Starting Column and ending column:

To update the desired columns, select the starting and ending columns.


You can leave it blank if you do not wish to update a particular column.


Delete Specific Spreadsheet Row

The "Delete Specific Spreadsheet Row" action enables us to delete the contents of a specific row by specifying its row number. This action will clear the values in all of the columns of that row.


Please Note:

When you use the "Delete Specific Spreadsheet" action, it clears the contents of the row, but it does not permanently remove the row itself.

Choose a worksheet:

Select a worksheet within your Spreadsheet that you wish to delete a row of.

Insert Row Number:

Specify the row number that you wish to delete in the Spreadsheet.


Please Note:

You may also provide the Row Number using the Custom Variable Picker to use dynamic values.


 Lookup Spreadsheet Row

The Google Sheet Lookup action allows you to look up data within your Google Sheets documents, providing you with a powerful tool for managing your data workflows.

  • Using our system, you can easily Lookup any row in your sheet and use the custom values associated with that row within your workflow.
  • This functionality allows you to automate complex data management processes, such as cross-referencing data from multiple sheets or databases. 
  • By leveraging the power of our workflow system, you can reduce errors, increase efficiency, and save time, all while ensuring the accuracy and completeness of your data.
  • With our lookup functionality, you can easily integrate your Google Sheets documents into your workflow processes, creating powerful data management workflows that help you to drive better outcomes.


Choose a worksheet:

Select a worksheet within your Spreadsheet that you wish to use for Looking up and retrieving data.



Select Search Order:

Select in which order the Google Sheet rows should be searched to find the matching row.

From the top of the Sheet - returns the first matching row

From the bottom of the Sheet - returns the most recent matching row

Select a Column and Lookup Value to find the matching row

The first row is considered Headers, shown as labels for each Column. You can fetch the latest headers from the sheet by clicking "Refresh Headers".columncolumn


Select an extra Column and Lookup Value.

If an extra column is added, then both the Column's values should match to determine the matching row.

Create Spreadsheet row if it doesn't exist yet:

If enabled, it will execute Create Spreadsheet Row action when the lookup could not find any matching row at the time of execution. This action will be logged and charged separately.

Using as Custom Variables:

One of the advantages of using Lookup is that when you search for a particular row, all of its data can be saved as a custom value that can be utilized throughout your workflow.


Consider the following Worksheet as an example. If you need to search for a specific row, you can enter the contact phone number or email address in the lookup section. Once the lookup function finds the matching row, it will store all the values under the corresponding header name as custom variables.


When you add a Lookup action, an index is automatically generated. This index is essential for mapping the row data to the custom variables and allows for easy identification of multiple lookup values. Removing or editing the index once it is added is impossible.



The values obtained from the lookup action for a particular row can be used in all other activities within your workflows, just like any other contact fields or custom variables.


Please Note:

As previously mentioned, the index generated by the lookup function serves as a reference and is used for internal mapping of the custom variables in lookup actions.

You can use {{sheet.x.rowNumber}} to get the row number of the lookup value.

Here x is the index of the lookup action.

Example:

The custom values of LookedUp Row can be utilized in all of the actions within your workflow. Some examples of how to do this are provided below.


In If/Else:

Important points to remember:

  • Referencing the Google Sheets Lookup Action cannot find a matching row; all subsequent Google Sheets Actions that reference this Lookup Action will be skipped due to lack of a result. Therefore, consider this when building workflows that include this Lookup Action and the Google Sheets: Update Spreadsheet Row using Lookup or Google Sheets: Delete Spreadsheet Row using Lookup.
  • Provide
  • since the Lookup Action results are available for If/Else Conditions, you can use those to decide whether to use Google Sheets: Create Spreadsheet Row or Google Sheets: Update Spreadsheet Row using Lookup, based on the condition of having a Lookup Result or not. use

Update Spreadsheet Row using Lookup.

Updating a spreadsheet row using Lookup involves searching for a specific row in your Spreadsheet based on a particular value using Lookup and then updating the values in that row with new data.


To update a specific row in a spreadsheet, you Should use Lookup Action to search for a column value in the data, which will return the corresponding row. Once you have located the desired row, you can use the "Update sheet using Lookup" Action to modify the data within that row.


Please Note:

If you want to use the "Update using lookup" action, it is necessary to first use the "Lookup" action to search for a specific row in your spreadsheet based on a particular value. Once you have found the desired row using lookup, you can then use the "Update using lookup" action to modify the data within that row. Therefore, using the lookup action prior to updating using lookup is a necessary step in this process.

Select Lookup Action

This action will only display the Lookup actions added above it for selection.


Selecting a Starting Column and End Column

To update the desired columns, select the starting and ending columns.

You can leave it blank if you do not wish to update a particular column.

Points to Remember:

  • In the "Update Specific Sheet Row" action, you can select only one Lookup Action at a time.
  • You can leave it blank if you do not wish to update a particular column.
  • If the Lookup Action does not return any rows, the workflow will skip this step and proceed to the next one.

Delete Spreadsheet Row using Lookup.

Deleting a spreadsheet row using Lookup involves searching for a specific row in your Spreadsheet based on a particular value using Lookup and then deleting all the values in that row.


To delete a specific row in a spreadsheet, you Should use Lookup Action to search for a column value in the data, which will return the corresponding row. Once you have located the desired row, you can use the "Delete Spreadsheet Row using Lookup" Action to clear the data in the row.

Please Note:

If you want to use the "Delete using lookup" action, it is necessary to first use the "Lookup" action to search for a specific row in your spreadsheet based on a particular value. Once you have found the desired row using lookup, you can then use the "Delete using lookup" action to clear the row data. Therefore, using the lookup action prior to delete using lookup is a necessary step in this process.

Select Lookup Action

Only the Lookup Actions added above this action will be listed for selection.

If a row is returned during a lookup, all the values associated with that row will be cleared.

Points to Remember: 

  • When you use the "Delete Spreadsheet Row" action, it clears the contents of the row, but it does not permanently remove the row itself.
  • If the Lookup Action does not return any rows, the workflow will skip this step and proceed to the next one.

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