Export custom values to Google Sheets

This is a paid bot, and its usage will be counted toward your plan's credits limit. For more information about credit usage, refer to this article.

General

The Export custom values to Google Sheets bot helps you to complete Google Sheets with a data combined of information retrieved from documents and your custom values.

Use case: You need to update information about your employees in a Google Sheet, part of which you will export from the completed documents, and part of which you need to enter manually. By setting up the Export values to Google Sheet bot, data entered by the employees will be automatically transferred to the indicated columns in a Google Sheet after document completion in combination with the custom values.

How to set up

How to run the bot:

Currently, the Export custom values to Google Sheet bot is only available from the All bots section, which means that you cannot add it after a certain step in the diagram. To make the bot work the way you need it, you have to set up conditions indicating when the bot will be activated.

To add the bot to your workflow, go to All bots.

On the next page, click Add bot.

Search for the bot you need by category or using the search bar. Then, install the bot to your workflow by clicking Install bot.

Connection settings

To connect the bot to your Google account, click Connect in the Connection settings section.

Then, select the Google account you need to connect. Alternatively, connect a new account by clicking Add connection.

You’ll be redirected to the page where you have to select your Google account you want to connect. Make sure that you give all necessary permissions for to interact with your Google Drive content.

Once connected, proceed to the next section.

Action settings

In the Link and export data section, select the destination to export data to. First, click Select spreadsheet.

In the pop-up, browse for a spreadsheet to export data to and select it by clicking the Select button. This can be as a standalone spreadsheet as the one located inside the folder. To find the needed spreadsheet faster, use the search bar.

If you don’t have the needed spreadsheet on your Google Drive, create it by clicking Create spreadsheet. If you need to have it in a folder, create a folder first by clicking Create folder and then create a spreadsheet inside of it. Enter your spreadsheet or folder name in the field or use variables by clicking +Data variable. This feature comes in handy when you need to create, for example, spreadsheets dedicated to certain employees or the ones tied to a specific date. Thus, if you select a document field that will contain an employee's name, a new spreadsheet with another employee’s name will be created every time the bot works. And if you select Date and time, newly created spreadsheets will have the time of document completion for names, and so on.

Once you’ve selected a spreadsheet, select a sheet in this spreadsheet. If you don’t have the sheet you need, you can create a new one. The sheets creation is subject to the same logic as the spreadsheets creation.

Now, proceed to the field mapping. If you need to update already existing rows in the spreadsheet, set up a lookup to help the bot find the needed row. To do that, activate the updating section by moving the Update the existing rows toggle. If you only need to export new rows, skip this section and go directly to the mapping.

When setting a lookup, select a data variable from the document by clicking +Data variable or type your own value in the field. Then, select the Google Sheet and column in this sheet that must match the lookup. For example, if we select the Full Name variable from the document, the updated row will vary depending on the recipient’s full name. If we enter the full name we need in the field, the respective spreadsheet row will be only updated when the person with the indicated name completes the document.

Add as many lookups as you need by clicking Add match. The more lookups you add, the more you can be sure that the bot will find the correct row. If the bot doesn’t find the lookup, it will create a new row with the data mapped for export.

After setting the lookup, map your custom values with the spreadsheet columns you need to export to. Select a variable from the document or recipient data by clicking +Data variable or enter your constant value and match them with the spreadsheet columns. If you don’t have a needed column, create it by clicking Create column.

In our example, we’re going to update the address and T-shirt size for Emily Sanders. The address will be retrieved from the completed document, and the T-shirt size will be exported from the bot as soon as the full name in the document matches Emily Sanders.

To map more values, click Add another column and repeat the process. You can map as many values as you need.

Once you’ve finished the mapping. click Continue to proceed to the conditions.

Conditions

Since the bot is not tied to any workflow step, you have to set specific conditions to make it work when you need it. In our example, we want the bot to work after the first recipient, so we set the bot to work when the recipient step is equal to Recipient 1 in our diagram.