Google Sheets is one of the convenient tools for data management, and I think many companies use it. However, when you're busy, you can't always check if the data has been updated.
Many people must think, "It would be convenient if I could be automatically notified of data updates..."
The solution to this is the integration of Google Sheets and Google Chat. With this, when information is updated in Google Sheets, a notification is automatically sent to Google Chat. This article introduces a simple no-code method for integration, so please give it a try!
Recommended for
Those considering improving work efficiency with Google Sheets and Google Chat.
Those who share information on Google Chat when data is updated in Google Sheets.
Those who want to prevent information sharing omissions by integrating Google Sheets and Google Chat.
For those who want to try it immediately
This article introduces the integration method using the no-code tool "Yoom".
No complicated settings or operations are required, and even non-engineers can easily achieve it.
You can start immediately with the template below, so please give it a try!
Notify Google Chat when a row is updated in Google Sheets
If you want to know more about Yoom before registering, please check out the list of integrated apps and list of templates. You can check the apps that can be integrated and the operations and business flows that can be automated.
How to Create a Workflow Integrating Google Sheets and Google Chat
Now, let's actually set up the integration and automation of workflows between Google Sheets and Google Chat.
This time, we will introduce the procedure for creating a workflow that notifies Google Chat when a row is updated in Google Sheets using a template.
Step 1: Integrate Google Sheets and Google Chat with My Apps
*If you have already integrated the apps, please proceed to Step 2.
1. Select "My Apps" from the left menu and click "+ Add" on the right side of the screen.
2. From the list of new connections in My Apps, select Google Sheets and Google Chat respectively and integrate the apps.
＜For Google Sheets＞
・Click "Sign in with Google".
・Select the account to integrate.
・Confirm the account to log in and click "Next".
・Click "Continue" to complete the registration in My Apps.
＜For Google Chat＞
・Enter "Account Name" and "access Token", then click "Add".
Once registered in My Apps, click "Try it" on the banner below to copy the template.
Notify Google Chat when a row is updated in Google Sheets
Step 2: Set a Trigger to Activate When a Google Spreadsheet Row is Updated
1. Open the copied template. ※ You can change the title to any desired one by entering it in the red frame part in the image below.
2. Click on the Flowbot's "App Trigger When a Row is Updated".
3. Set up "Select Integration Account and Action". Change the "App Trigger Title" as needed and click "Next".
4. Set up the API connection for the app trigger. Trigger activation interval: Select any time. A shorter setting is generally recommended. The shortest selectable time varies depending on the plan. Each item from Spreadsheet ID to the column you want to detect updates: Select or enter the ID or range of the target file. ※ The image below is an example of input.
5. If the test is successful, click "Save". ※ If there is additional output information you want to reference in the Google Chat message, please refer to here.
Step 3: Set an Action to Send a Message to a Google Chat Space
1. Click on the Flowbot's "Integrate with App Send a Message to Space".
2. Set up "Select Integration Account and Action". Change the title as needed and click "Next".
3. Set up the API connection. Space ID, Key, Token: Enter any value referring to the note at the bottom of the field. Message content: Enter the content of the notification message. You can reference the output information obtained in Step 2.
Other Automation Examples Using Google Sheets and Google Chat
In addition to the integrations introduced today, it is possible to achieve various automations by utilizing the APIs of Google Sheets and Google Chat.
If you find anything interesting, please give it a try!
Automation Examples Integrating Google Sheets and Google Chat
You can set up notifications in Google Chat when a row is added in Google Sheets or add content posted in Google Chat to Google Sheets. Additionally, it is possible to retrieve records in Google Sheets that match today's date and send a batch notification to Google Chat daily.
Add content posted in a specific room on Google Chat to a Google Spreadsheet
This is a flow to store survey results received in Gmail into Google Spreadsheet.
■ Notes ・Please connect both Gmail and Google Spreadsheet with Yoom. ・The trigger interval can be selected from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest trigger interval differs depending on the plan. ・AI operation is a feature available only in the Team Plan and Success Plan. In the case of the Free Plan or Mini Plan, operations of the flow bot you set will result in errors, so please be cautious. ・Paid plans such as Team Plan and Success Plan can be tried for free for two weeks. During the free trial, you can use restricted apps and AI features (operations).
This is a flow to store survey results received in Outlook into Google Sheets.
■Notes ・Please connect both Outlook and Google Sheets to Yoom. ・Triggers can be set to activate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest activation interval may vary depending on your plan. ・Microsoft365 (formerly Office365) has home plans and business plans (Microsoft365 Business), and authentication may fail if you are not subscribed to the business plan. ・AI operations are features available only in the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, operations set in the flowbot will result in errors, so please be aware of that. ・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations).
■Overview This is a flow to issue a document and save it to Google Drive when a row in Google Sheets is updated. With Yoom, you can easily connect apps without programming.
■Recommended for 1. Those who manage data with Google Sheets ・If you manage data such as customer information using Google Sheets but find it cumbersome to issue documents manually
2. Companies that use Google Drive for file storage and sharing ・If you use Google Drive regularly and want to utilize it for saving and sharing invoices ・If you want to automate but don't know where to start
■Notes ・Please connect both Google Sheets and Google Drive with Yoom. ・You can select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan. ・Branching is a feature (operation) available in plans above the mini plan. In the case of the free plan, the operation of the flow bot set will result in an error, so please be careful. ・Paid plans such as the mini plan offer a 2-week free trial. During the free trial, you can use apps and features (operations) that are subject to restrictions.
■Overview Based on the information managed in Google Sheets, the task of manually creating a folder in OneDrive each time is not only labor-intensive but also tends to cause omissions and naming mistakes. By leveraging this workflow, simply adding a new row to Google Sheets will automatically create the specified folder in OneDrive, enabling you to improve operational efficiency while maintaining accuracy in file management.
■Recommended for ・People who manage projects or customer information using Google Sheets and OneDrive ・People who want to eliminate the effort of manual folder creation and mistakes such as omissions ・People who want to automate file management tasks and create an environment that allows them to focus on core work
■Notes ・Please connect both Google Sheets and OneDrive with Yoom. ・Microsoft 365 (formerly Office 365) has consumer plans and commercial plans (Microsoft 365 Business). If you are not subscribed to a commercial plan, authentication may fail. ・For the trigger, you can choose a run interval of 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum run interval varies by plan.
■Overview The workflow "After ending a meeting on Google Meet, convert the meeting content into minutes and notify on Google Chat" is a business workflow designed to facilitate follow-up after meetings. By automatically summarizing the content of meetings held on Google Meet into minutes and notifying on Google Chat, all participants can easily review the content.
■Recommended for - Leaders of teams implementing remote work - Those facing challenges in sharing and following up on meeting content as online meetings increase - Administrators of companies frequently using Google Meet - Those who want to efficiently manage multiple meetings and automate the creation and sharing of minutes - Project managers looking to improve team communication - Those who want to smoothly share information after meetings and facilitate project progress - Administrative staff spending time on creating minutes - Those who want to focus on other tasks by automating and reducing effort - Executives wanting to maintain consistency in information sharing - Those who want to create an environment where minutes are shared in a unified format across the team, allowing everyone to act based on the same information
■Notes - Please integrate Yoom with Google Meet, Google Drive, and Google Chat. - Integration with Google Chat is only possible with Google Workspace. For details, please refer to the following: https://intercom.help/yoom/en/articles/6647336 - AI operations for OCR or transcribing audio are features available only in the Team Plan and Success Plan. In the case of the Free Plan or Mini Plan, the operations set in the flowbot will result in an error, so please be careful. - Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations). - The maximum downloadable file size is 300MB. Depending on the app's specifications, it may be less than 300MB, so please be careful. - For details on the file size that can be handled by triggers and each operation, click here - Triggers can be set to activate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. - Please note that the shortest activation interval varies depending on the plan.
Benefits of Integrating Google Sheets with Google Chat
Benefit 1: Automatic Information Sharing
When using Google Sheets for information sharing with clients or within the company, it's desirable to share updates smoothly. For example, when customer information in Google Sheets is updated, being able to quickly grasp this information can prevent input errors in customer data during invoice creation. By setting up automatic update notifications through integration with Google Chat, such smooth information sharing becomes possible and convenient.
Benefit 2: Streamlining Task Management
Google Sheets can also be used as a database for task management. For project managers or team leaders, keeping track of task progress is one of the important duties. When each person updates their task status in Google Sheets, integrating with Google Chat allows for smooth information tracking. This enables managers to quickly issue further instructions or consider plan adjustments due to delays.
Additionally, using both tools with the same Google account allows you to immediately check Google Sheets information after receiving update notifications from Google Chat, which is very convenient.
Conclusion
By integrating Google Sheets with Google Chat, you can send automatic notifications in line with data updates. This should lead to smoother information sharing both internally and externally.
Automatically notifying data updates can facilitate smoother information sharing with clients and internal communication.
With Yoom, you can easily implement various integrations without code, so be sure to give it a try!
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
I have experience in administrative roles in specialized trading companies and the e-commerce industry. My responsibilities have spanned a wide range of areas, including sales administration, accounting, general affairs, human resources, and legal affairs. While I have worked on improving the efficiency of individual tasks, I believe that utilizing various support tools and Yoom could have made operations even more convenient. I hope to leverage my professional experience to publish articles introducing Yoom, assisting everyone in streamlining their operations.
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