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Google Sheets is a very useful tool for information sharing and data management!
However, gathering data from multiple applications and manually updating it to ensure it's always up-to-date can be a bit of a hassle...
For instance, some people might be copying and pasting inquiry details from web forms, customer information from CRM services, and reports from chat tools into their spreadsheets each time.
Such manual tasks are time-consuming and prone to human errors like copy mistakes and missed updates.
If you could automate these data updating tasks, it would reduce the effort and errors in data entry, allowing you to quickly make decisions and take the next actions based on the most current information.
With Yoom, you don't need programming knowledge!
This article will clearly explain how to automatically update Google Sheets data, triggered by various applications.
Yoom offers templates for automating workflows that "automatically update Google Sheets data, triggered by various applications."
If you want to try it right away, click the banner below to get started!
Data updates to Google Sheets can be automated starting from a wide range of applications. For example, you can build flexible automation flows tailored to your business when there is a form response, when data in a database/CRM service is updated, or when a specific message is posted in a chat tool!
Here, we will introduce some real examples, so why not find a template that suits your business and try automating it right away?
When a new response is submitted to a web form (such as Google Forms or Jotform), the content is automatically appended or updated in the specified row of a Google Sheet. This eliminates the need for manual transcription work in inquiry management or survey aggregation, allowing for the reflection of the latest information.
When information is updated in database or CRM tools like Salesforce or Notion, those changes are automatically reflected in Google Sheets.
This ensures data consistency across multiple tools and allows you to always check the latest customer information and project status in Google Sheets.
It also helps prevent the hassle of double data entry and synchronization omissions.
When there is a post containing specific keywords in chat tools like Slack or Discord, or when a post is made in a specific channel, the data in Google Spreadsheets is updated. By automating data accumulation initiated by chat communication, such as daily report aggregation or incident management, you can reduce the effort required for information gathering.
In this example, we will introduce the process of creating a flow with Yoom for a common use case: "When there is a response in Google Forms, update the data in Google Sheets."
This automation aims to free you from the task of manually transferring form responses, allowing you to immediately utilize the response data!
If you do not yet have a Yoom account, please issue one from this registration form.
[What is Yoom]
We will create this flow through the following main processes:
〈Preparation〉
Before integrating with My App, create the Google Forms and Google Sheets that will be used in the template you are creating this time.
This time, we have prepared a form to report task information and a sheet to compile task information as shown below!
(If you create them after integrating with My App, there may be issues with the integration, so please be careful.)
Click the "+ Add" button from the My App screen.
A search window will appear, so please search for Google Forms and Google Sheets.
Once you can log in, click "Next".
Click "Continue" on the next screen.
This completes the integration with My App!
Now, let's create the automation!
There is a template available for easy setup, so please copy it first.
First, click "Try it" on the banner below.
The template will be copied to your Yoom management screen, so click OK to start setting it up!
First, let's set up the item "When a response is submitted to the form".
The next page is already pre-configured.
Once you confirm that the account information linked to the Google Form you want to use is selected, proceed to the next page!
You can set the trigger activation timing to 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
The shortest interval for setting triggers varies depending on your plan, so be sure to check that.
We generally recommend using the shortest activation interval for your plan.
Obtain and set the Form ID from the form URL created during preparation.
For detailed settings, check the annotations outside the frame!
Once you have entered the Form ID, send a sample response to the configured Google Form.
Once this is complete, click the "Test" button.
If the test is successful, make sure that the "retrieved values" are displayed!
To retrieve the content answered in Google Forms (such as task names and details), click "Add values to retrieve" in the red frame on the screen below.
When the screen below is displayed, check here to retrieve the responses.
Once you confirm that the retrieved values have been added, save them!
Next, let's set up "Update records" for the Google Sheets icon!
The following items are already pre-configured.
Make sure the account information linked to Google Sheets is correctly selected!
Set up the database connection.
Click inside the frame and select the Spreadsheet ID from the displayed options.
Similarly, set the tab name of the spreadsheet from the options.
For the table range, please refer to the "Range settings for operations on databases" section on this help page: here.
In this example, the range "A1:E5" is set.
Once you have completed the settings so far, press the "Next" button to proceed!
On the next page, set the conditions for the record you want to update.
In this case, update the row where the task name answered in Google Forms matches the task name listed in Google Sheets.
Set the conditions as shown on the screen below.
Next, set the "Values of the record after update".
To update the "Content" and "Status" items answered in Google Forms, set them as shown in the image below!
If you leave the input fields blank, the original values in the sheet will not be updated, so it's okay to leave the "Task Name" and "Deadline" items blank if they don't need updating.
Once the settings are complete, click the "Test" button.
Open the target sheet in Google Sheets and check if the data has been updated with the content answered in Google Forms.
If there are no issues, click the "Save" button.
Finally, enable the flowbot (turn it ON) to complete the setup!
Try sending a test response to Google Forms and check if the data in Google Sheets is automatically updated.
Google Sheets can be used not only as a data entry destination but also as a starting point for automating other actions based on the data.
Here are some other automation templates related to Google Sheets.
In this article, we explained how to automatically update Google Sheets data without programming, using specific templates.
You may have realized that you can automate the process of transferring and updating data in Google Sheets, triggered by various applications.
This not only reduces the effort and errors associated with manual input but also ensures that the latest information is always reflected in the spreadsheet, enabling quick decision-making and actions based on data.
<span class="mark-yellow">Automation like the one introduced here can be easily achieved without specialized knowledge by utilizing tools like Yoom.</span>
Additionally, Yoom offers a variety of templates, including those for Google Sheets integration, allowing you to try automation immediately.
If you are facing challenges with daily data update tasks, consider exploring business automation.
You can start with a free plan, so feel free to give it a try!
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