How to update a record in Ninox when a row is updated in Google Sheets by integrating Google Sheets with Ninox

Google Sheets is a convenient tool that allows for flexible customization of functions and easy creation of graphs. It is highly useful for tasks that require data processing and visualization. However, if you want to use registered data in Ninox, manually transferring data every time you update information can be burdensome. This article explains the benefits and setup methods for integrating Google Sheets with Ninox. This article is recommended for those who: - Are using Google Sheets and Ninox and find manual data transfer cumbersome. - Want to reduce data entry errors and human errors to improve work accuracy. - Share frequently updated data, such as inventory management or customer information, across multiple departments. Benefits and Examples of Integrating Google Sheets and Ninox Benefit 1: Streamlining Data Entry Tasks By integrating Google Sheets with Ninox, you can reduce the manual data transfer work. Updates to rows can be automatically reflected in Ninox records, eliminating the need for personnel to repeatedly enter the same data across multiple applications. This is particularly effective when dealing with frequently updated data, such as inventory management. For example, when you edit a product list in Google Sheets, the changes are automatically reflected in the inventory data on Ninox, reducing the burden on data management personnel and enabling more efficient operations. As a result, you can expect to improve work efficiency by proceeding with tasks based on more up-to-date information. Benefit 2: Preventing Human Errors Integrating Google Sheets with Ninox can reduce the risk of human errors caused by manual data entry. Manual data transfer is prone to input errors, especially when handling large amounts of data or when multiple personnel are involved in data updates, increasing the risk of such human errors. However, by integrating the apps, you can expect to suppress input errors that are prone to occur manually. For example, in quote management, when customer information on Google Sheets is modified, integration eliminates the need for manual reflection in Ninox's customer data, reducing the likelihood of human input errors. As a result, typos and omissions are less likely to occur, allowing for consistent management of customer information across both tools. Benefit 3: Facilitating Information Sharing Between Departments The automatic integration of Google Sheets and Ninox makes it easier to keep data used simultaneously by multiple departments up-to-date. For example, when the sales department updates a customer's contract status, the change is quickly shared with the development department, allowing them to proceed with development promptly based on the latest contract information. Additionally, the management department can always grasp accurate inventory numbers, preventing overstock or stockouts and minimizing opportunity losses. By smoothing information sharing between departments, each department can proceed with tasks based on the latest information. As a result, you can expect to avoid rework due to communication errors between departments and confusion due to information discrepancies. This article will proceed with integration using Yoom. If you haven't used it yet, please take a look at "First Time with Yoom." Now, let's explain how to use the no-code tool Yoom to update Ninox records when a row is updated in Google Sheets. [What is Yoom] How to Create a Google Sheets and Ninox Integration Flow It is possible to achieve this by receiving updates to rows in Google Sheets using the Google Sheets API and updating Ninox records using the API provided by Ninox. Generally, programming knowledge is required to achieve this, but with the no-code tool Yoom, it can be easily achieved without programming knowledge.

The integration flow is broadly created through the following processes.

Register Google Sheets and Ninox as My Apps
Set up a trigger to activate when a row is updated in Google Sheets
Configure settings to update records in Ninox
Test and verify

Step 1: My App Integration with Google Sheets and Ninox

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 and then click on New Connection.

2. You can search by app name from the input field.
Search for Google Sheets and Ninox respectively and register them.

Register Google Sheets as My App

Let's start by registering Google Sheets. Enter Google Sheets in the input field, and when the Google Sheets icon appears, click on it.

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 Ninox as My App

Similarly, search for Ninox and click on the icon.

1. The following screen will appear.
Enter the account name and API Key.
Once entered, click "Add".

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

Upon successful registration, the following screen will appear.
Check if the icons for Google Sheets and Ninox 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 "Try it" from the link below.

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

Step 2: Setting a Trigger to Activate When a Row is Updated in Google Sheets

This time, since we are using Google Sheets as an app trigger, please refer to the following link.

Notes on Using Google Sheets as an App Trigger

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

2. You can set the title freely.
Enter the account information to link with Google Sheets.
Select "When a row is updated" 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, or 60 minutes.
*Please note that the shortest activation interval varies depending on the plan.
For the Spreadsheet ID and Sheet ID, click the input field to display candidates and select from them.
Once the setup is complete, click "Test" and if there are no issues, click "Save".

Step 3: Setting to Update Ninox Records

1. Return to the flow. Finally, click the "Update Record" icon.

2. Enter the account information to link with Ninox.
Select "Update Record" as the action.
Once you have finished entering, click "Next".

3. Set each item.
When you click the input field for each item, candidates or outputs will be displayed, so please use them as needed.
For example, if you are managing tasks with Google Sheets, by setting it as follows, when there is a change in the task deadline in Google Sheets, the new deadline will be automatically reflected on the Ninox side.
Once the setup is complete, click "Test" and if there are no issues, click "Save".

4. With this, the flow of [When a row is updated in Google Sheets, update the record in Ninox] is complete.

Step 4: Testing and Confirmation

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

Yoom, which can be used without programming, completes the setup with no code.
Try this convenient flow from the link below.

Other Automation Examples Using Google Sheets and Ninox

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

1. This flow creates a record in Ninox when a row is added in Google Sheets.
By utilizing this template, you can automatically sync data added to Google Sheets with Ninox.
This reduces manual data entry, thereby minimizing the risk of missing or duplicate entries.

2. This is a flow to delete a Ninox record when a row is updated in Google Sheets.
‍ By using this template, you can automatically delete Ninox records according to updates in Google Sheets.
This will reduce the need to manually check and delete records, thereby streamlining administrative tasks.

3. This is a flow that notifies Slack when a row is added in Google Sheets.
This flow is useful for those who want to quickly share information added to Google Sheets.
When information is added to Google Sheets, a notification is automatically sent to Slack, making it easier for the entire team to quickly grasp updates and less likely to miss important information.

Summary

By integrating Google Sheets with Ninox, it is now possible to automatically update Ninox records when a row is updated in Google Sheets.
This eliminates the need to manually transfer data or check for updates, thereby improving business efficiency.
If you are interested in automation but lack confidence in your technical knowledge, consider trying Yoom.
Yoom allows you to automate data entry and organization without any programming knowledge, simply by using templates.
Utilize Yoom to aim for more efficient work processes.