To integrate Google Sheets with Harvest and create a user in Harvest when a row is added in Google Sheets

Google Sheets is a cloud-based spreadsheet tool that can be accessed from anywhere with an internet connection. Whether you're at the office, at home, or on the go, you can easily view and edit the same data, allowing for flexible work styles. However, if you're managing employee information with Google Sheets, you might find it burdensome to create new users in Harvest every time the number of employees increases. This article explains the benefits of integrating Google Sheets with Harvest and how to set it up. This article is recommended for: - Those who use Google Sheets and Harvest in their work and aim to improve the efficiency of data entry. - Those who want to automate routine tasks and focus on more value-added work. - Representatives of companies looking to integrate HR data or project management data across multiple tools. Benefits and Examples of Integrating Google Sheets and Harvest Benefit 1: Reducing Human Errors If you manage employee or project member information in Google Sheets and perform time tracking in Harvest, user registration tasks may frequently occur. Manually creating users in Harvest every time new information is added to Google Sheets is not only time-consuming and labor-intensive but also carries the risk of input errors. The risk of human error increases when there are many entries or when multiple people are involved in the task. Automation allows user creation in Harvest to occur automatically by simply adding information to Google Sheets, eliminating the need for manual data entry. As a result, errors from manual entry are reduced, enabling analysis and decision-making based on accurate data. Benefit 2: Reducing the Burden of Routine Tasks Managing employee or project member information in Google Sheets and performing time tracking in Harvest can be a significant burden for those responsible for data entry. This is especially true during periods of personnel changes, which can increase the workload. By implementing automation, users are automatically created in Harvest, eliminating the need for HR personnel to manually update data, allowing them to focus on more important tasks such as recruitment activities or employee skill development. For project managers, it becomes easier to concentrate on project management and team support. As a result, business processes become smoother, allowing more focus on higher value-added tasks. Benefit 3: Reducing the Effort Associated with Information Management When registering the same information in multiple systems, each system needs to be operated individually, which can complicate management. Automation can reduce the effort involved in managing such information. For example, by automatically reflecting information in Harvest, project managers no longer need to check user information with other departments and can proceed with work based on the latest member information. This is expected to streamline member assignment tasks and facilitate smoother project initiation and operation. As a result, the effort involved in information management, particularly for HR departments and project managers, can be reduced. In this article, we will proceed with integration using Yoom. If you haven't used it yet, please check out "First Time with Yoom." Now, let's explain how to use the no-code tool Yoom to "Create a user in Harvest when a row is added in Google Sheets." [What is Yoom] How to Create a Google Sheets and Harvest Integration Flow It is possible to achieve this by receiving the addition of a row in Google Sheets using the Google Sheets API and creating a user in Harvest using the API provided by Harvest. Generally, programming knowledge is required to achieve this, but with the no-code tool Yoom, it can be easily accomplished without programming knowledge.

The integration flow is broadly created through the following processes.

Register Google Sheets and Harvest as My Apps
Set up a trigger to activate when a row is added in Google Sheets
Configure user creation in Harvest
Testing and verification

Step 1: My App Integration with Google Sheets and Harvest

First, log in to your Yoom account.
If you do not have an account, please create one on the Yoom account creation page.

1. Click on My Apps, then click on New Connection.

2. You can search by app name in the input field.
Search for and register Google Sheets and Harvest respectively.

Register Google Sheets as My App

Let's start by registering Google Sheets. Enter "Google Sheets" in the input field, and the Google Sheets icon will appear. Click on the icon.

1. The following screen will appear.
Click on "Sign in with Google".

2. Select the account to integrate.

3. Review the content and click "Next".

4. Review the content and click "Continue".
This completes the registration of Google Sheets as My App.

Register Harvest as My App

Similarly, search for Harvest and click on the icon.

1. The following screen will appear.
Enter the account name and access token.

This concludes the registration of Google Sheets and Harvest as My Apps.

Upon successful registration, the following screen will appear.
Check if the icons for Google Sheets and Harvest are displayed on the My Apps screen.

For more detailed information about Yoom, please check the Yoom Help Center.

Select a Template and Prepare the Storage Location

Click on "Try it" from the link below.

If the following display appears, the template copy was successful.

Step 2: Setting up a trigger to activate when a row is added in Google Sheets

This time, we will use Google Sheets as an app trigger, so please refer to the following link.
Notes on using Google Sheets as an app trigger

1. First, click on "When a row is added" at the top.

2. You can set the title freely.
Enter the account information to link with Google Sheets.
Select "When a row is added" as the trigger.
Once you have finished entering, click "Next".

3. Set each item.
You can select the trigger activation time interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, and 60 minutes.
※Please note that the shortest activation interval varies depending on the plan.
Spreadsheet ID, Sheet ID will show suggestions when you click the input field, so select from them.
Once the setup is complete, click "Test", and if there are no issues, click "Save".

Step 3: Setting up user creation in Harvest

1. Return to the flow. Next, click the "Create User" icon.

2. Enter the account information to link with Harvest.
Select "Create User" as the action.
Once you have finished entering, click "Next".

3. Set each item.
Be sure to enter the required fields.
When you click the input field, the output or suggestions obtained earlier will be displayed.
Account ID should be selected from the suggestions.
For example, if you are managing employees with Google Sheets, you can set it up so that the employee's email address obtained from Google Sheets is inserted into Harvest.
Once the setup is complete, click "Test", and if there are no issues, click "Save".

4. Finally, click the "Update Record" icon.

5. Enter the account information to link with Harvest.
Select "Update Record" as the action.

6. Set up the database integration.
Spreadsheet ID, Spreadsheet tab name will show suggestions when you click the input field, so select from them.
Once the setup is complete, click "Next".

7. Set the values of the record you want to update.
When you click the input field, the output will be displayed.
In the following case, the output obtained from Google Sheets is being inserted.

8. Set the values of the updated record.
The User ID obtained from Harvest will be inserted into Google Sheets.
By transcribing this value into Google Sheets, you can conveniently maintain a common unique value between the two apps.
For example, if there is a need to change employee information, you can identify the update target with this UserID and make changes.
Once the setup is complete, click "Test", and if there are no issues, click "Save".

9. With this, the flow of [Create a user in Harvest when a row is added in Google Sheets] is complete.

Step 4: Testing and Verification

Once the setup is complete, the following screen will be displayed.
Click the "Turn on Trigger" button to activate the flow bot.

With Yoom, you can set it up without programming knowledge.
Try this convenient flow from the link below.

Other Automation Examples Using Google Sheets and Harvest

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

1. A flow where an invoice is created in Harvest when a row is updated in Google Sheets.
By using this template, every time you update the status of expenses or billing in Google Sheets, an invoice is automatically created in Harvest.
This will help reduce manual work and prevent issuance errors or delays.

2. This is a flow to update client information in Harvest when a row is updated in Google Sheets.
‍ By utilizing this template, any changes made to client information in Google Sheets will be automatically reflected in Harvest.
This will not only reduce the need for manual data entry but also help maintain data consistency.

3. This is a flow for creating a task in Harvest when a row is added in Google Sheets.
By using this template, a new task added in Google Sheets will automatically create a task in Harvest.
It is recommended for those who want to smoothly manage project progress.

Summary

By integrating Google Sheets with Harvest, you can now automatically create users on Harvest when a new row is added to Google Sheets.
This reduces the time required for data entry, allowing you to focus on more strategic and value-added tasks such as project planning and enhancing team collaboration.
With Yoom, you can easily automate time-consuming repetitive tasks like data organization, monthly invoice processing, and task progress tracking by utilizing templates.
Why not aim for a more efficient working environment by leveraging Yoom?