How to integrate Google Sheets with TOKIUM to automatically reflect vendor information from Google Sheets into TOKIUM

Google Sheets is widely used by many companies as a tool for easy data management and sharing. By integrating Google Sheets with TOKIUM, you can automate the registration of client information. This article provides a detailed explanation of the benefits of integrating Google Sheets with TOKIUM and a simple integration method using the no-code tool Yoom, complete with images.

Please read to the end!

Benefits of Integrating Google Sheets with TOKIUM

Benefit 1: Prevention of Human Error

By automating the flow of "registering a client in TOKIUM when a row is added to Google Sheets," you can reduce the risk of human error. When manually entering information into multiple systems, input mistakes and information omissions are likely to occur, especially when managing a large amount of client information, which can increase both effort and risk.

Data entered in Google Sheets is automatically reflected in TOKIUM, allowing for the management of information in an always accurate state, enabling the construction of a highly reliable database. This leads to improved operational efficiency and eliminates the need for correcting mistakes later.

Benefit 2: Speeding Up Response

By simply adding client information to Google Sheets, data is automatically registered in TOKIUM, saving the effort of manually re-entering data. Especially for those who frequently add clients, it is necessary to register information in both applications each time, which takes time. Additionally, if data entry takes time, those responsible for expense reimbursement or billing processing must wait until entry is complete, potentially delaying responses. By integrating applications and automating this flow, subsequent operations using TOKIUM data can proceed smoothly. Moreover, reducing the time staff spend opening systems for entry or updates allows them to focus more on other important tasks, which is another positive aspect.

[About Yoom]

Next, we will introduce how to create a flowbot that registers a client in TOKIUM when a row is added to Google Sheets.

How to Create a Workflow for Integrating Google Sheets with TOKIUM

This time, we will introduce an automation process where "when a row is added to Google Sheets, a vendor is registered in TOKIUM".

When a row is added to Google Sheets (App Trigger)
Register a Customer in TOKIUM
Update the Record in Google Sheets

The structure of the app integration is as shown above.
It's surprisingly simple, so it should be easy to set up!

From here, we will explain the flow of the integration with images, showing the actual Yoom screen.

Copy an Existing Template

By using the above template, you can easily automate the process.
※A Yoom account is required.>>Register here
Just press "Try it" to complete the copy!

If a popup like the one below appears, the template has been successfully copied.
Let's proceed with the actual setup!

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Step 1: Connect Google Sheets and TOKIUM to My Apps

First, as preparation, connect Yoom and the app.

After logging into Yoom, select "My Apps" from the left menu.

After the screen transition, please press "+ New Connection".

Enter the name of the app you want to connect in the search window, and follow the on-screen instructions to log in or sign in to complete the connection.
This time, we will register "Google Sheets" and "TOKIUM".
Once registration is complete, icons will be displayed in the My Apps list.

For details on what you can do by connecting with Google Sheets, clickhere

Step 2: When a row is added to Google Sheets (App Trigger)

For the behavior when testing with the Google Sheets trigger, clickhere

First, let's set up the app trigger.
Click on the "When a row is added" enclosed in a red frame.
Enter the account information to be linked and press "Next".

When the screen transitions, it will look like the screen below.

Let's proceed with the input while checking the supplementary information at the bottom of the input fields.
※Especially, please set the column with a unique value to a column that always has a unique value. If the values are duplicated, it may not work correctly.

【Notes】

The trigger can be set to activate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
※The shortest activation interval varies depending on the plan. For details, please see this page.

In this example, it is set to operate at "5 minutes".
Try customizing it to suit your environment!

Scroll down to see the output displayed.
It can be used in the settings on the linked app side, but you can skip it here as we won't set it.
Press "Save" to return to the initial screen.

Step 3: Register a Customer in TOKIUM

Next, proceed with the settings for "Register a Customer in TOKIUM".
Enter the account information to be linked and press "Next".

Since we want to automatically reflect the information from Google Sheets in TOKIUM, we will use the output here. ※You can select the output by clicking on the input field.

There is supplementary information at the bottom of the input fields, so please proceed while checking it.
As an example, I set the output obtained from Google Sheets to "Client Name".

Please refer to the image below and enter the other items in the same way.

Once the settings are complete, press "Save" to return to the initial screen!

Step 4: Update Records in Google Sheets

For the definition of range settings for "Connect with Apps" and "Operate Database" in Google Sheets, clickhere

Finally, proceed with the settings for "Update Records in Google Sheets".
Enter the account information to be linked and press "Next".

"Database Integration" will appear, so please fill in all the items below.

Let's proceed while checking the supplementary information at the bottom of the input fields!
※You can select the output by clicking on the input field.

The image is to filter with ① and update the condition with ②.
In this example, I set it to "Select and update the update date for those that match the client name".

Try customizing it to suit your environment!

Once the input is complete, scroll down to check the detailed settings.
※Here you can set errors and intervals.

When you press "Save", the following popup will appear.
Press "Turn on Trigger", and if the trigger at the top of the initial screen looks like the image, it's OK!

This completes the setup for "Register a client in TOKIUM when a row is added to Google Sheets".

Well done!

Other Automation Examples Using Google Sheets and TOKIUM

There are many other examples of automation using Google Sheets and TOKIUM in Yoom, so here are a few introductions.

① This is a flow that sends a notification to Slack when expenses are registered in TOKIUM. It seems to streamline the approval process.

② When a reservation is made through the form, this flow adds the customer information to the database and also adds the event to Google Calendar. It seems like schedule management and data management will become easier.

Summary

In this article, we introduced a method to automatically register client information in TOKIUM when a row is added to a Google Spreadsheet. Google Spreadsheets are widely used by many companies as a tool for efficient information management and data sharing. By integrating with TOKIUM, it becomes possible to automatically register client information, reducing the workload.

By utilizing Yoom, anyone can easily integrate applications without specialized programming knowledge, so please refer to this article and try automating the process!