How to integrate Google Sheets with Smartsheet to automatically reflect updates made in Google Sheets into Smartsheet

When using Google Sheets and Smartsheet together in your daily tasks, do you find yourself troubled by the complexity of manual data updates? Especially when it comes to reflecting frequently occurring data changes, the process can be time-consuming and inefficient.

That's why we recommend integrating with the no-code tool "Yoom." By setting up a flow that automatically reflects updates from Google Sheets to Smartsheet, you can maintain data consistency while reducing work time. In this article, we will explain how to set it up using Yoom and detail its benefits. Please read to the end!

Recommended for

Those who manage data or projects using both Google Sheets and Smartsheet
Project managers or team leaders who feel burdened by manually updating information between the two tools
Those who want to efficiently utilize Google Sheets data by integrating it with other tools
Those who wish to improve the accuracy of progress and schedule management using Smartsheet
Those aiming to reduce work errors and achieve accurate data management through automation

Benefits of Integrating Google Sheets and Smartsheet and Specific Use Cases

Benefit 1: Centralized Information Management and Data Consistency

By integrating Google Sheets and Smartsheet, information between the two tools is automatically synchronized, allowing you to always maintain the latest information. This enables the entire project team to share information and maintain data consistency.

For example, when the sales team enters customer information into Google Sheets, that data is automatically reflected in Smartsheet, allowing the entire project team to share the latest customer information. This mechanism helps prevent errors and delays in information due to manual updates, aiding in accurately understanding project progress.

Benefit 2: Increased Work Efficiency by Reducing Manual Tasks

Eliminating the need to manually transfer data can significantly reduce work time. This allows employees to focus on more important tasks, potentially improving overall work efficiency.

For instance, when the progress of tasks entered in Google Sheets is automatically updated in Smartsheet, the person in charge no longer needs to manually record progress. This automation can save time spent on complex data transfer tasks and lead to quicker decision-making.

Benefit 3: Reduced Risk of Work Errors and Accurate Information Management

Manual data updates can lead to human errors, but integrating Google Sheets and Smartsheet can significantly reduce this risk. Automation ensures data accuracy, allowing you to manage information reliably, which serves as the foundation for important decision-making.

For example, when delivery date information recorded in Google Sheets is automatically reflected in Smartsheet, it is possible to prevent troubles caused by input or transcription errors. This can lead to smoother project progress and the formation of a more reliable information base.

Now, let's explain how to use the no-code tool Yoom to "update a row in Smartsheet when a row is updated in Google Sheets."

[What is Yoom]

How to Automatically Reflect Updates from Google Sheets to Smartsheet

It is possible to achieve this by receiving updates in Google Sheets using the Google Sheets API and updating the corresponding row in Smartsheet using the API provided by Smartsheet. Generally, programming knowledge is required to achieve this, but with the no-code tool Yoom, it can be easily accomplished without programming knowledge.

The general flow of setting up is as follows:

Integrate Yoom with Google Sheets and Smartsheet as a My App
Copy the template
Detail the flow settings
Turn on the trigger

If you are not using Yoom, please register for free from here.
If you are already using Yoom, please log in.

Step 1: Integrate Google Sheets and Smartsheet with My Apps

First, let's integrate the apps used in this flow with Yoom.
After logging into Yoom, click "+ New Connection" from "My Apps" in the left menu.

When the app search window appears, search for each app by name.

Integrate Google Sheets with My Apps

※Before integrating Google Sheets with My Apps, prepare the sheet you will use.
‍If you prepare the sheet after integration, information retrieval may not work properly. (There is no problem if you change the sheet content later.)

The sheet created for testing this time is as follows.
It is used in the settings of the Flow to Add Rows, and the one with the row ID entered is used.

Next, proceed to integrate Google Sheets.
Integration with Google Sheets requires logging in with a Google account.

When you search for Google Sheets in "New Connection", click "Sign in with Google" in the image above.
Then select your Google account, proceed to the "Log in to Yoom" screen, and click "Next".

When you proceed, a screen will appear asking Yoom for access to your Google account, so click "Continue".

Clicking "Continue" will automatically return you to the My Apps list page in Yoom.

Integrate Smartsheet with My Apps

First, log in to Smartsheet.

After logging in, a consent screen for the privacy policy, etc., will appear, so click "Continue".

Finally, when asked for permission to access, click "Allow" to complete the integration with My Apps.

Once the integration with My Apps is complete, it will be added to the list.

Once confirmed, proceed to the detailed settings of the flow.
Click "Try it" from the banner below to copy the template.

Step 2: Set Up App Trigger

The initial setting is "When a row is updated".
Set the flow to trigger when the information in a specified sheet's row is updated.

On the first page, the Google Sheets account information linked with My Apps is reflected.

The title can be changed to something more understandable for the person setting it up.
After checking the account information, proceed to the next step.

On the next page, set the trigger activation interval.

The trigger activation interval can be selected from 5 to 60 minutes, and it checks for row updates in Google Sheets at the set time intervals.

Note that the trigger activation interval may not be selectable depending on the plan, so please be careful.

Spreadsheet ID: Select the name of the Google Sheet to use from the options
Sheet ID: Select the tab name to use from the options
Column with unique values: Specify a column where values do not duplicate within the same column (A=No)
Column to detect updates: Specify the column that triggers the flow (D=Due Date)

In this article, for testing purposes, the flow is set to trigger when the due date information is updated. Please customize the settings according to the sheet you created and your business content.

Once the necessary settings are made, update the specified column and click "Test".
This time, change the due date from 1/10 to 1/31.

The test was successful, and the output was obtained.
The updated due date information is also reflected, so click "Save" to complete the app trigger setup.

Step 3: Set Up Row Update in Smartsheet

The next setting is "Update Row".
Reflect the information obtained from Google Sheets in Smartsheet.

Originally, the due date was saved as 1/10 in Smartsheet.

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On the first page, as with the Google Sheets settings, check the account information and modify the title, then proceed to the next step.

On the next page, perform detailed settings to update the row.

Enter each item using the output.
Once entered, click "Test".

The test was successful, and the information on Smartsheet was updated.

Once confirmed, click "Save" to complete all settings.

Finally, turn the trigger ON.

Now, when a row is updated in Google Sheets, the information in Smartsheet will also be automatically updated.
The flow you set up is as follows.

Other Automation Examples Using Google Sheets and Smartsheet

Yoom has several flows using Google Sheets and Smartsheet, so let me introduce them.

Streamlining Data Management by Integrating Google Sheets and Smartsheet

Automatically Reflect Add/Update Row Operations in Smartsheet
When a row is added in Google Sheets, a new row is automatically created in Smartsheet, allowing for smooth sharing of the latest data. Additionally, a mechanism can be built to delete the corresponding row in Smartsheet when a row is updated.

This helps prevent duplicate data and is expected to improve the efficiency of data management. These flows will be useful for improving the accuracy of operations and saving time.

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Register Users in Smartsheet When a Row is Added in Google Sheets

This flow automatically registers a corresponding user in Smartsheet every time a new row is added in Google Sheets. This integration streamlines the process of adding team members and reduces the workload for administrators.

It is particularly beneficial for managing large teams or when there are frequent changes in team members, as it can help reduce the operational burden.

Summary

By integrating Google Sheets and Smartsheet, you can reduce the complexity of manual tasks and achieve efficient and accurate data management. With the no-code tool Yoom, even beginners in app integration can easily set up workflows.

Utilizing Yoom is expected to improve work efficiency and reduce human errors, allowing for smoother project management and team operations. Why not register for a 2-week free trial of Yoom now and experience hassle-free business integration?