How to use Google Sheets with Reference Data

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14 comments

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    CJ Friedman

    Thanks Lauren. this seems to be a very positive update. my question is, since we can now connect and integrate GoCanvas to Google sheets, will we also be able to have submissions into Google sheet, instead of having to use Zapier or other third party connections?

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    Kenton Linthout

    Are there plans for the ref data to be updated directly from google sheets upon user sync? That would make this extremely useful. 

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    Lauren Sunday, Community Manager

    Hey ya'll!

    CJ Friedman , that is an interesting question! As of now, Zapier is the best bet for simple-trigger integrations. I can raise the question with product about including Google Sheets in our Standard Integration options! I don't believe we have a Community post for this feature request and we would love to see the response from other GoCanvas users. If you have a moment, we would be very appreciative you add this request to the Community!

    Kenton Linthout , that is another great question! There is discussion about including that as an update but there is not solid timeline. Obviously, more interest means more possibility that they will explore that update. However, now that this integration is available, creating a Zap to automatically update reference data is an option that you can explore on your own or with the help of GoCanvas ProServ.

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    Salvatore Piccolo

    So we still have to press a sync button to update the data?

     

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  • Hey Salvatore!

    Yes, you will still need to hit re-sync but this should be exponentially easier than all the steps necessary to update a CSV file now. We are on the lookout for feedback on automatic syncing and would be happy to consider building it out faster if the interest and need is there!

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    Kenton Linthout

    If this isn't triggered by a user sync and you have to manually go and re-sync sorry but all you're really doing is saving a little bit of time.  If it's user sync and you Zap every submission back to the same sheets you can make feedback loops with implications that are truly mind boggling.

    Use that Ref data to control conditional fields you could make the most complicated and dynamic workflow between users you could imagine.  You could actually build mutli user puzzles and games that's how much more powerful the platform suddenly becomes. 

    We run through lists of vehicles, tech's constantly select the wrong one and if it's already been done it just overwrites the data in google sheets and makes a mess that is difficult to sort out. Imagine 20,000 vehicles in sheets with 5% fat fingered and showing the wrong data. If I can feedback to the tech that the one selected has already been marked complete then have them verify in app if they're correct or the first submission was, it would completely eliminate this problem and you could self correct it.  I'm pretty sure that's barely scratching the surface of what you could really do. 

     

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  • Hey Kenton,

    I'm not sure I understand the first part of your comment. When I say re-sync, I mean when changes are made to the Google Sheet, those changes will be added to the reference data when the re-sync button is clicked within the Reference Data & Images page. Users always have to sync their device when new reference data is available, that did not change. This integration eliminates the steps of downloading the file, or hunting it down on your desktop, making changes, editing the file in GoCanvas, and re-uploading the file. This is much faster and allows you to make all changes to your reference data without leaving your browser.

    And just to make sure it is clear for others who may read this comment, submission data does not update the Google Sheets file with this integration, but a Zap can be created to mimic this action, or what we call dynamic reference data. The automatic sync that we are considering building out would simply eliminate the step where you click the re-sync button when you update your reference data in Sheets.

    With you second point I agree! This does allow for incredibly powerful use case opportunities and we look forward to hearing how our customers use this integration. You example is definitely a dynamic reference data function which can now be done with Zapier and not with a custom integration. 

     

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    Kenton Linthout

    Say when the user synced their mobile device it went straight to google sheets to get the ref data which is a list of 10 things to do.  User does #1 records it in a submission and then we use an integration to remove item #1 from the list.  User sycs again starts a new submission and now he only has items 2-10 to do on his ref data list.   As it is now until I go in and manually sync the sheet he will always have the list of 1-10 items to do no matter how many he's already done.  It's static ref data until I sync it and then it's an updated static list. 

    You couldn't have two users working on the same list of 10 things because they both might do #1, and 3 and 7 etc.  Until I manually sync their data they're both looking at the same list of 10 for the duration.  Say though that the integration took them off the list as they completed and submitted them, then every time they sync it went straight to sheets to get the updated list of remaining items. Truly dynamic ref data then and they could both work on the list without accidentally duplicating efforts. 

     

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  • Thank you for clarifying, Kenton! You are correct, although this is not a dynamic integration, a dynamic reference data equivalent can be developed using Zapier.

    For those that don't want to go that route, there is always dispatching tasks to specific users so no one repeats the efforts of their colleagues. 

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    MICHAEL EGAN

    Hello,

    Is there a limit to how many rows can be uploaded? I have 1349 rows in my google sheets tab and only 1004 are available. the rows below have not been included

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  • Hey Michael,

    Great question. There isn't necessarily a limit on rows but there is a limit on how many megabits are allowed. The limit is 20mb, but I don't think 1000+ rows would hit that limit. I am going to create a ticket out of your comment for support to help troubleshoot and escalate if necessary. 

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    Classic Installs

    Hello,

    I agree that this feature will be much more useful if changes to a Google Sheet can trigger the reference data to re-sync itself rather than manually clicking the button. Even a periodic schedule (hourly, daily, weekly) would be awesome. It would be great to see that in a new update. Thank you!

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  • Hey Classic Installs,

    We are keeping our product team up to date on this request, they love to hear that feedback!

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    Pesach Zirkind

    Hi Lauren Sunday, Community Manager This feature is a great step forward, and we are using already for all our reference data. We would also love if the data could refresh automatically when the sheets are updated in Google without us having to come back in each time and click Re-Sync.

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