Export data from a document to Google Sheets

Export data from the documents to Google Sheets. No need to transfer data from signed contracts and completed surveys to Google Sheets manually — the Export data from a document to Google Sheet bot does it for you.

When the bot runs by default:

The Export data from a document to Google Sheets bot activates once the documents are completed by recipients specified in the step after which this bot was added.

To add the bot to your workflow, select where you’d like to put it on the diagram and click the plus icon.

Then, select Bot from the list.

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

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 to interact with your Google Drive content.

Once connected, proceed to the next section.

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 spreadsheet can be a standalone one orhe one located inside the folder. Use the search bar to find the needed spreadsheet faster.

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 (1). You can create a new one if you don’t have the sheet you need (2).

The sheet creation is subject to the same logic as the spreadsheet creation.

Next, select a data transfer method. Single line method means that you transfer one data instance from field to field, such as Name, Email, and Address, while the table method transfers data from table to table, such as lists of customers or products.

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 if the identifying data will be taken from the document or the recipient. For the document lookup, first, select the document from which the identifier will be taken and match it with the sheet you need. Second, match the document field with the column that must match this field.

Add as many lookups as you need by clicking Match document to match data from a different document or Match another field to match data from the same document. 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.

For the recipient lookup, first match the recipient with the sheet you need, second click Add recipient. From the dropdown, select recipient’s data (Email, First name, or Last name) and match it with the column containing this data.

After setting the lookup, map document fields with the spreadsheet columns you need to export. To make mapping faster, use automatic mapping when your document fields and columns have similar names, or choose to automatically create spreadsheet columns with the names of the selected document fields.

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

Conditions
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Configure the bot execution conditions based on simple “if-this-then-that” rules. For example, you can set conditions based on document field information, recipient data, date of document signing, document data, and decline reason. Learn more about bot conditions usage in the dedicated article.

In this section, you can set additional bot configurations:

Learn more about adjusting Advanced settings in this article.