Google Sheets + Process Street Integration

You can integrate Process Street with Google Sheets, using Process Street’s Automations.

This integration allows you to send data collected in your workflow runs automatically into a new row in a Google Sheet, either when a task is checked or when a workflow run is completed.

Plan: This Automation is available to customers on all pricing plans.

Users: In order to create or update Automations, you must be an Administrator or a Full Member with “edit” permissions.

Example use cases

  • Your IT team update their server reports for clients in workflow runs, and once those workflow runs are complete, all the data is pushed into a Google sheet for reporting and tracking progress
  • You have completed onboarding a new customer and you want to store their contact details and some additional data. When you check off a task, all your chosen data is pushed into a new row in a Google sheet

How to set up an automation with Google Sheets

Before you get started you’ll need to have a few things set up in Google Sheets and in your Process Street workflow.

Preparations in Google Sheets

  1. Create a new spreadsheet in Google Sheets
  2. Give your spreadsheet a name and add column headers for the data you would like to capture
  3. Optional: You can add more sheets to the same spreadsheet as required. Give your sheets names to help identify them when creating your automation

Preparations in Process Street

  1. Open the workflow you’d like to use for your integration and edit it
  2. Add form fields in your tasks for any fields you would like to map into your Google Sheet. (Best practice: Give these fields the same names as your column headers in Google Sheets to allow you to map them easily when setting up your automation)
  3. Save changes to your workflow

Now you’re ready to go ahead and start creating your automation!

Head to your library and open up the workflow you’d like to create an automation for. When viewing the workflow you will see the “Automations” tab next to the workflow tab, as shown below.

Note: Your Google Sheet must be located in “My Drive” for your automation to work, i.e you must be the owner of the sheet to create an automation with it.

Choose a trigger

Start by selecting the trigger for your automation, from the left side of your screen.

For Google Sheets automations, you can choose from these two triggers:

  1. When a task is checked then
  2. When a workflow run is complete then

Click the + button on your chosen trigger to get started.

Let’s walk through examples for each of these triggers and their respective actions.

1. When a task is checked

In this example, completing a task in our construction proposal workflow run adds a new row of data into a Google Sheet so that all projects can be tracked, costs estimated and reported on.

Choose your trigger

Select “When a task is checked” from the left side of your screen.

Choose task

Start by selecting the task in your workflow that will act as your trigger.

Choose app

Next, click the Google Sheets icon and a small tick will appear to confirm your selection.

Choose an action

Select the action “add a row to a Google Sheet”.

Authentication

When you select the action, you will be prompted to choose a Google account to run your automation through, as shown above.

If it’s the first time you are connecting to Google Sheets via Process Street, click “New authentication” and another pop-up window will appear for you to be able to create a new authentication.

Note: You will need to disable pop-ups blockers to allow you to authorize an app.

Select the permissions to allow:

  • See and download all your Google Drive files
  • View your Google Spreadsheets
  • See, edit, create and delete your spreadsheets in Google Drive

If you already have an account connected, then you can continue with the one shown, or select another account to add.

Choose Google Sheet

Select the name of the sheet you would like to pass data into and click “Next”.

Note: Your sheet will need to be in “My Drive” and not a shared drive, for example.

Choose sheet or tab

Select the tab or individual sheet you would like to update within this document.

Map fields

Next, you need to map the fields from your workflow run, that you would like to pull into your Google Sheet.

These could be global variable fields like Workflow Run Name, Workflow Run URL, Task Name, or they could be the names of form fields that you added into your workflow.

Click “Add a new mapping” to map more fields from your workflow run to your sheet. When you’re done mapping fields, click “Next”.

Capture created range (optional)

Optional: If you would like to capture the range of your newly created sheet row, in your workflow run, you can do that by adding a form field such as a website form field into it.

Once that’s added, you can use this step to capture a link to the new record you created in Google Sheets.

Or if you prefer to skip this part, click “Finish”.

Activate this automation

Now you’re ready to turn on your automation. Use the toggle switch to turn it on.

Now every time your task is checked, a new row of data from your Process Street workflow run will be added to your chosen Google sheet.

2. When a workflow run is completed

In this example, completing a workflow run from our employee onboarding process sends links for files the candidate has shared with us, into a Google Sheet.

Choose your trigger

Select “When a workflow run is complete” from the left side of your screen.

Choose an app

Next, click the Google Sheets icon and a small tick will appear to confirm your selection.

Choose an action

Select the action “add values to a spreadsheet”.

Authentication

When you select the action, you will be prompted to choose an account to run your automation through.

If it’s the first time you are connecting to Google Sheets via Process Street, click “New authentication” and another pop-up window will appear for you to be able to create a new authentication.

Note: You will need to disable pop-ups blockers to allow you to authorize an app.

If you already have an account connected, then you can continue with the one shown, or select another account to add.

Choose Google Sheet

Select the name of the sheet you would like to pass data into and click “Next”.

Note: Your sheet will need to be in “My Drive” and not a shared drive, for example.

Choose sheet or tab

Select the tab or individual sheet you would like to update within this document. Click “Next”.

Map fields

Next, you need to map the fields from your workflow run, that you would like to pull into your Google Sheet. These could be global variable fields like Workflow Run Name, Workflow Run URL, Task Name, or they could be the names of form fields that you added into your workflow.

Click “Add new mapping” to map more fields from your workflow run to your sheet. When you’re done mapping fields, click “Finish”.

Activate this automation

Now you’re ready to turn on your automation. Use the toggle switch shown below, to switch it on.

Now every time your workflow run is completed, a new row of data from your Process Street run will be added to your chosen Google sheet.

Advanced

If you’re looking to create a more advanced integration with Google Sheets, you might consider sending a link for your updated sheet, to your sales or finance team in Slack. You can do this by adding a Slack automation into your workflow.

You can also embed your sheet into another workflow so that you can refer to it from other processes, or run multiple workflow runs from a CSV of your sheet data.

For enterprise teams, utilize our Reporting API to create insights and overviews of your data.


 

Edit an automation

To be able to edit the fields you have mapped in your automation, or change the triggers or actions, you first need to turn off your automation using one of the toggle switches.

Delete an automation

To remove an automation from a workflow, you can delete it, but first, you will need to ensure that it has been switched off. Turn the toggle switch to the “off” position and then click the trashcan icon in the top right of your view to delete the automation.

Limitations

There are no filters, delays, or formulas built into automations at the moment. To be able to utilize these types of functions, you might want to consider using a Zapier integration instead.

Request another app

If you would like to request that we add another app to our automations, you can do that from the help button in the bottom right corner of your screen. Click “Suggestions” and send us your request.

Troubleshooting

If your automation stopped running, isn’t working as expected, or is showing errors, there might be a few reasons for this. Please check the following:

  • Did you turn the automation on once you set it up? Each automation has a separate “on/off” toggle switch
  • Did you edit your workflow, change or delete a form field that you were mapping in your automation? If you did, then this may cause your automation to stop running
  • Did you edit your workflow but not save the changes? You need to have saved any edits to your workflow to have the latest version pull through to your automations
  • Each time your automation runs you will see a record of success or failure, in your run logs

Run logs

You can check your automation run logs to see how your automations are running, or check for errors. You will find the automation run logs in two places, on your workflow or on workflow runs.

In your workflow on the automations tab, select an existing automation from the left side of your screen (highlighted in blue below). At the bottom of your page, you will see a list of all of the automation runs for that workflow. If your automation hasn’t run yet, you’ll see something similar to the below.

In a workflow run, in the upper right-hand corner of your task list, you’ll see the lightning bolt icon. Click the icon to see the run logs for that particular workflow run.

If you have any errors, click the word “Error” to expand more information on why your automation didn’t run.

The lightning bolt icon will only show up on workflow runs that have automations configured on them. This is an automation’s idle state.

When an automation is running, you’ll see the bolt change to the icon.

Once the automation finishes running, you’ll see either for success or for failure. If it’s a failure, you can click on the X to see the run logs and then click on the “Error” log for more information.

If you have any questions about using Automations, please reach out to our Process Pros team.


 

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