How to Connect Smartsheet as Data Search

Integration with Smartsheet is implemented as a separate Search stage, which can be placed between the Data Source and Data Destination. This will allow you to get data fields in the Data Source, query Smartsheet to find a row, and pass the data row to the Data Destination fields. This way, through search, you can automatically get data from Smartsheet and transfer it to the services and systems you use.

The function allows you to search Rows in Smartsheet and update data

Navigation:

Connecting Google Sheets as a Data Source:

1. What data can be get from Google Sheets?
2. How to connect your Google Sheets account to ApiX-Drive?
3. Selecting the table and sheet from which rows will be exported.
4. An example of data that will be transferred from Google Sheets.

Connecting Smartsheet as a Data Search:

1. What data can be get from Smartsheet?
2. How to connect your Smartsheet account to ApiX-Drive?
3. How to set up data search in Smartsheet in the selected action?
4. An example of data that will be transferred from Smartsheet.

Setting up row updates in Google Sheets:
1. What will the Google Sheets integration do?
2. How to connect your Google Sheets account to ApiX-Drive?
3. How to set up data transfer to Google Sheets in the selected action?
4. An example of data that will be sent to your Google Sheets.
5. Auto-update and update interval.

Setting Data SOURCE: Google Sheets

Let's look at how the Search function works using the example of updating a Row in Google Sheets.

First you need to create a new connection.

Select the system as the Data Source. In this case, you must specify Google Sheets.

Next you need to specify the action "Get ROWS (all)".

The next step is to select a Google Sheets account from which data will be uploaded.

If there are no accounts connected to the system, click “Connect account”.

Select which account you want to connect to ApiX-Drive and grant all permissions to work with this account.

When the connected account appears in the "active accounts" list, select it.

Attention! If your account is on the "inactive accounts" list, check your access to this login!

Select the Google Sheets table and sheet where the data you need is located.

At this step, you can add a data filter to load not all rows, but only those for which data needs to be updated, for example:

1. Select a column from the table in which you have the data you are looking for.

2. Select the "Does not contain" action.

3. Write the value by which filtering will take place, for example “Done”.

With such a filter, you will not be able to unload rows that already have this status. Why take the extra steps to overwrite this status if the status is already specified?

Now you can see the test data for one of the rows in your Google Sheets.

If you want to update the test data - click "Load test data from Google Sheets".

If you want to change the settings - click "Edit" and you will go back one step.  

Now we connect an additional Data Search stage. To do this, click on the "+" and select "Add data SEARCH" from the list.

As the system in which the search will be performed, select "Smartsheet".

Next select the action “Find ROW by column value”.

The next step is to select a Smartsheet account.

If there are no accounts connected to the ApiX-Drive system, click “Connect account”.

Enter your Smartsheet Account Email and Password.

Give your permission to ApiX-Drive to work with this account.

When the connected account appears in the "active accounts" list, select it.

Specify the Sheet in which to search for data.

In the “Search column” field, select the column by which the line will be searched, in this example, we indicate “Column Order №”.

In the “Search” field, you must indicate the variable from the Data Source in which the data to be searched is located, that is, the variable with which the column in the Data Destination will be compared, for example, phone number, order number or email. In this example we specified the variable Column E, which contains the order number. If a match is found, the row is updated.

Also you need to specify the Search Type in case several lines with the same order number are found.

Now you see test data for one of the Rows. You can pass this data to your receive table.

If the test data does not appear automatically, click "Search in Smartsheet."

If something does not suit you - click "Edit", go back one step and change the settings for the search fields.

This completes the Data Search setup!

Now we can start setting up Google Sheets as a Data Destination system.

To do this, click "Add Data DESTINATION".  

Setup Data Destination system: Google Sheets

Select the system as Data Destination. In this case, you must specify Google Sheets.

Next you need to specify the action "Update ROW".

The next step is to select a Google Sheets account into which the status from Smartsheet will be transferred. If this is the same account, then we select it.

If you need to connect another accounts to the system, click “Connect account” and repeat the same steps described when connecting Google Sheets as a Data Source.

Now you need to select the File (Table) and Sheet in which the Smartsheet Row data will be updated.

In the "Search column" field, you need to select the column by which the data will be searched. That is, where to look for data in the table.

Next, in the “Search” field, you need to select a variable from the drop-down list or enter the data manually, by what value the system will search for data, to update the row you need. In our case, we select column “E”, which contains information about the order number. The system will update the data in the required line only if it matches the order number.

Also you need to specify the Search Type in case several lines with the same order numbers are found:

"First found row" - searching and updating data will occur in the first found row that satisfies the search conditions.
"Last found row" - searching and updating data will occur in the last found row that satisfies the search conditions.
"All found rows" - search and update of data will be performed on all found rows that satisfy the search conditions.

Also specify the option how to Overwrite data:

- Overwrite old data - new data will be written over the old ones.
- Append to old data - new data from the Data Source will be appended to the old data.

Now you need to assign the order status variable to the empty column, which we take from the Data Search satge. In the future, this column will be updated with information on the status of your order.

After setting, click “Continue”.

Thus, the Data Search stage takes the field in the Data Source in which you have registered the order number, queries Smartsheet for the row data, in this case the column in which you registered the status, and transfers this status to the Data Destination field, for example, in the column "F".

This completes the Data Destination system setup!

Now you can start choosing the update interval and enabling auto-update.

To do this click "Enable update".   

On the main screen, click on the gear icon to select the required update interval or set up scheduled launch. To start the connection by time, select scheduled start and specify the desired time for the connection update to be triggered, or add several options at once when you need the connection to be triggered.

Attention! In order for the scheduled run to work at the specified time, the interval between the current time and the specified time must be more than 5 minutes. For example, you select the time 12:10 and the current time is 12:08 - in this case, the automatic update of the connection will occur at 12:10 the next day. If you select the time 12:20 and the current time is 12:13 - the auto-update of the connection will work today and then every day at 12:20.

To make the current connection transmit data only after another connection, check the box "Update connection only after start other connection" and specify the connection after which the current connection will be started.      

To enable auto-update, switch the slider to the position as shown in the picture.

To force a connection, click on the arrow icon.

This completes the Smartsheet Rows Data Search setup! See how easy it is!?

Now you don’t have to worry, ApiX-Drive will do everything on its own!