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If you are consolidating data from other database tools into your main Google Spreadsheet, do you ever struggle with managing duplicate data? Not only does dual management consume your time, but it also increases the frequency of detailed tasks such as data entry, making it easier for mistakes and missed updates to occur...
The solution to these problems is data integration that automatically updates your Google Spreadsheet!
By implementing this automation, you can send various data to Google Spreadsheet and automatically update your database. This may help you avoid situations where you're left wondering, "Which data is the most up-to-date?!"
Additionally, by utilizing the no-code tool Yoom, you can easily achieve automation using Google Spreadsheet. This method allows even those without programming knowledge to easily integrate. Give it a try!
Yoom offers templates for automating workflows using Google Spreadsheet! If you want to try it right now, click the banner below to get started!
There are several ways to automatically update data in Google Sheets. We've picked out a few methods for you to check out!
Simply click "Try it out" on the automation example that interests you, register an account, and you can immediately experience automatic updates in Google Sheets. Registration takes only 30 seconds, so feel free to give it a try!
This flow updates Google Sheets data starting from email apps like Gmail. You can transfer data without opening the email app.
This flow updates Google Sheets data starting from apps with data like Notion. It eliminates the hassle of double entry and is expected to improve information management efficiency.
This is a flow that updates Google Sheets data starting from form apps like Google Forms. It enables automatic aggregation and sharing of responses.
Let's get started by creating a flow that automatically updates Google Sheets data! We'll use Yoom to set this up without any coding, so if you don't have a Yoom account yet, please create one using this registration form.
[What is Yoom]
This time, we will create a flow bot that updates Google Sheets when an email with a specific label is received in Gmail!
The creation process is broadly divided into the following steps:
First, integrate Gmail and Google Sheets with My Apps.
Once you log in to Yoom, click "Add" from "My Apps" in the left menu.
[For Gmail]
(1) Search for "Gmail" and select Gmail from the list of apps.
(2) Click "Sign in with Google".
(3) Enter the email address and password of the Gmail account you want to integrate with Yoom.
Click "Continue" on the [Sign in to Yoom] screen.
(4) Select all the information Yoom can access and click "Continue".
Note: If you have already integrated another Google app, access permissions have already been granted.
This completes the integration of Gmail with My Apps.
[For Google Sheets]
(1) Search for "Google Sheets" and select Google Sheets from the list of apps.
(2) Click "Sign in with Google".
(3) Enter the email address and password of the Google Sheets account you want to integrate with Yoom.
Click "Next" on the [Sign in to Yoom] screen.
(4) Select all the information Yoom can access and click "Continue".
Note: If you have already integrated another Google app, access permissions have already been granted.
This completes the integration of Google Sheets with My Apps.
Once the integration with My Apps is complete, let's set up the template right away.
Click "Try it" on the banner below to copy the template.
When the template is copied to Yoom, the following screen will appear, so press "OK".
(1) First, set up the Gmail reception settings that will trigger the Flowbot.
Click on "When receiving an email with a specific label" at the top of the template.
(2) In "Account information connected to Gmail", select the Gmail account you want to use for the flow operation and click "Next".
(3) Select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
It is generally recommended to set the shortest time.
※ The shortest interval varies depending on the plan, so please be careful.
(4) Set the label you want to receive in the "Label" field.
Clicking on the input field will display suggestions from the linked account. Select the label you want to use for the flow operation from the "Options".
※ In Gmail, emails received can be automatically sorted into specified labels using the filter function. For more details, refer to the official site and make sure to label them when creating filters!
(5) Send a test email to the Gmail address that will trigger the flow. This time, we sent a test email assuming a task progress report!
After sending, click "Test" and confirm that the content and files of the sent email are extracted in the "Retrieved Value". After confirmation, click "Save" to complete the setup.
※ Retrieved Value refers to the values obtained when executing a "Test" during trigger or operation settings. The obtained data can be used as a value during subsequent operation settings, and the value changes each time the Flowbot is activated. For more details, please refer to here.
(1) Next, set up the extraction of text data from the received email content.
Click on "Extract data from text" in the template.
(2) Select the conversion type for the data you want to extract.
The default is set to 3,500 characters, but if you want to extract longer emails, select 7,000 characters or more.
(3) Set the content of the email you want to extract from Gmail in "Target Text".
Select "Body" under "When receiving an email with a specific label" in "Retrieved value".
(4) Set the items you want to extract from the email in "Items to Extract", separated by commas (,).
This time, we assumed a task progress report, so we set task name, status, detail, and due date.
Once the setup is complete, click "Test".
(5) If the test is successful, the text data of the items specified in "Items to Extract" from the email received in Gmail will be extracted as retrieved valuet. Make sure the text data is extracted correctly.
Once you have confirmed that the data is extracted correctly, click "Save" to complete the setup.
(1) Finally, set up the update of data in Google Sheets.
Click on "Operate the database" in the template.
(2) In "Account information linked with Google Sheets", select the account information of the Google Sheets you want to operate.
(3) Enter the ID of the Google Sheets you updated in "Spreadsheet ID".
You can enter the ID directly, but you can also set it from the list of sheets opened with the linked account displayed in "Options".
(4) Enter the target tab name within the set sheet in "Worksheet Tab Name".
The list of tabs within the set sheet will be displayed in "Options", so select the target tab name.
(5) Set the range of the table where the data you want to update is recorded in "Table Range". Once the setup is complete, click "Next".
(6) First, set the conditions for the record you want to update.
In the left cell, select an item with unique data from the cells within the sheet. For example, since "Task name" does not have duplicate data within the sheet, select "Task name".
(7) Select "Equals" in the middle cell.
In the right cell, select the data that matches the condition set in the left cell.
This time, select "Task Name" under "Extract data from text" in "Retrieved value".
(8) Next, set the "Updated Record Values".
If the input field is left blank, it will not be updated from the original value in the sheet. This time, we left the items "No.", "Task name", and "Detail" blank as they do not need to be updated.
On the other hand, select the data from "Extract data from text" in "Retrieved Value" for the items you want to update.
※ Just in case, set any items that might be updated from "Retrieved Value".
(9) Once the setup is complete, execute the test to update the data in Google Sheets. Open the target sheet and check if the data has been updated.
If the data has been updated correctly, click "Save" to complete the setup.
This completes all the settings.
After completing the settings, a pop-up like the one below will appear, so turn on the trigger.
Check if the flow operates correctly!
Yoom has many other automation templates using Dropbox!
Try searching for automation examples with apps you are familiar with.
By implementing automation to automatically update Google Sheets, you can simplify your tasks as data entry and writing are completed automatically!
This can reduce the need to continuously copy and paste data, be constantly caught up in daily updates, and face situations like "Which data is the latest?"
Moreover, Yoom is designed to be simple and user-friendly, allowing even beginners to easily implement automation. No complex programming knowledge is required.
Therefore, even those who have given up on implementing automation before should find it easy to try automating with Google Sheets!
<span class="mark-yellow">Registration takes just 30 seconds, and you can start using it immediately afterwards.</span> Try it out and see how it feels!
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