Google Sheets + Document360
  • 04 Oct 2021
  • 3 Minutes to read
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Google Sheets + Document360

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    Light
  • PDF

Many organisations use spreadsheets as the go to tool for collecting and organizing data, which is among the simplest of its uses. Google Sheets is a free, web-based spreadsheet platform by Google that allows users to organize, collaborate, analyse, and edit distinct types of information. Multiple users can format and edit files in real-time, and any changes made to the spreadsheet can be tracked by a revision history.


Use-Case

You are a company who is very much engaged and integrated with the Google environment and app. You have chosen Document360 to be your knowledge base platform. You maintain a log sheet of all the articles in your knowledge base. Each time a new article is added on to the Knowledge base project, an entry has to be made in the respective Google sheet. Yes, you can do it manually, but it takes more effort and is quite time consuming.

Currently, there is no direct integration option available between Google Sheets and Document360 from either of the platforms.


Workaround

As a workaround you can use Zapier integration to bridge this gap. By connecting Document360 and Google sheets on Zapier, you can easily facilitate the content flow between these platforms.

Ensure that you have logged into your Zapier account.

Go to the URL https://zapier.com/apps/document360/integrations/google-sheets/478512/update-google-sheets-rows-from-new-document360-articles
And click Try this template button

1_Screenshot_Zapier_GitHub_Zap_Template_Updated


Update Google Sheets rows from new Document360 articles

1. Setting up the trigger

  1. Click on the Sign in to Document360 button and a new window would open with the API token field

API token generation

Obtain the Zapier token (API key) generated from the Document360 portal (Settings → Knowledge base portal → Extensions → Team collaboration), click on the generate icon, and copy the token by clicking on the copy button
1_Screenshot-Generating_API_token_from_Document360

  1. Paste the generated API key in the Zapier window and select Yes, continue button
  2. Now back in the Zapier action setup page click on Continue again

11_Screenshot-Document360_and_Google_sheet_setting_up_action

  1. In the Set up action add the correct Title and Content fields from the previously used test trigger document. Select the Category from your knowledge base
    (The categories would be displayed from the main version of your knowledge base)
  2. Click on the Test trigger button and if the trigger is successful Continue button

12_Screenshot-Document360_and_Google_sheet_setting_up_trigger_test

2. Setting up the action

  1. By default, the Choose app & event section would be selected
    • App → Google Sheets
    • Action event → Create spreadsheet row
  2. Click on Continue button
  3. In the Google Sheets account field, click on connect a new account
  4. Key in your Google account credentials, click on the Allow button in the authorize window

13_Screenshot-Document360_and_Google_sheet_action_authorization_window

  1. In the Set up action field
    • Drive → My Google Drive/Choose the drive from the list
    • Spreadsheet → Select the desired Spreadsheet file from your Google Drive
    • Worksheet → Choose the desired worksheet in the selected spreadsheet file above

14_Screenshot-Document360_and_Google_sheet_action_mapping_the_fields

  1. As soon as you select the worksheet you can find the column headings listed. Select the Document360 article attribute you want to map with the respective field. Click on the Continue button
  2. Since you’re building a Zap that uses Google Sheets to add data there are a few things you will need to do to get that sheet ready to work with Zapier. These steps are necessary to ensure we can interact with your sheet effectively. Here is the How to guide →
Note

Zaps are intended to only add rows to the end of the spreadsheet and not any other row.

  1. Select either the Test and Review or Test and Continue

Click on Turn on Zap and you’re good to go

15_Screenshot-Document360_and_Google_sheet_action_test_and_review

Note

If you rename your Sheet and/or worksheet(s) within the Sheet, you'll need to reselect them in the Zap Editor to update to the new names.


Zap runs

When a team member adds an article on the connected Document360, a new row would be added on the connected Google Sheets. The article title and created date information would be added in consecutive rows.


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