Getting Information Using Google Sheets

This page dives into detail on how we can get information using Google Sheet's

Interactive Guide

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Why use BotPenguin with Google Sheets

• Real-time Data Sync – Automatically store chatbot conversations, leads, and customer queries in Google Sheets for easy tracking and analysis.

• Automated Workflows – Eliminate manual data entry by using Google Sheets as a backend for appointments, orders, feedback, and more.

• Instant Customer Engagement – Fetch and update customer details dynamically from Google Sheets to provide personalized responses.

• Effortless Integration – No coding or third-party tools required—simply connect and automate.

• Scalable & Flexible – Perfect for sales, support, marketing, and surveys, adapting to your unique business needs.

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Benefits of Google Sheets Integration

• 🎯 Real-time Data Sync: Automatically store chatbot conversations, leads, and customer queries in Google Sheets for easy tracking and analysis.

• 🟢 Automated Workflows: Eliminate manual data entry by using Google Sheets as a backend for appointments, orders, feedback, and more.

• ⚡ Instant Customer Engagement: Fetch and update customer details dynamically to provide personalized responses.

• 🔧 Effortless Integration: No coding or third-party tools required—simply connect and automate.

• 📈 Scalable & Flexible: Suitable for sales, support, marketing, and surveys, adapting to your unique business needs.

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Prerequisites:

The following conditions must be fulfilled to use Google Sheet Integration with BotPenguin:

1. BotPenguin Account: The user must have an active BotPenguin Account, and must have an active bot which they wish to connect.

Google Sheets integration is not available for MS Teams, Facebook, Instagram or Telegram.

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Step 1 of 3: Login to BotPenguin and Integrate with Google Sheets

1. Login to your BotPenguin account. Now, select and click the chatbot you want to integrate with Google Sheets. Click on the “Third-party Apps Integration”.

1. Go to Google Sheets integration either by:

   1. Searching for Google Sheets on the search bar available, or

   2. Scrolling down to Google Sheets.

2. Now Click On The ‘Connect’ Button As Shown

1. Click on the "Connect" button to continue to the integration.

1. Click on the "Sign-in with Google" to start the connection process.

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Step 2 of 3: Establish Connection with Google Sheets

1. After you click the “Sign In With Google” button, it will redirect you to a Google login window. Here, fill out your account credentials and sign in.

1. Now, click allow for BotPenguin to access your Google account.

1. After you click allow, the connection between BotPenguin and Google Sheets is established, and you will be redirected back to Botpenguin onto the following page.

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Step 3 of 3: Configuring "Google Sheet" Component:

1. Now that the Google Sheet integration has been set up, we now need to configure the chatflow to get the information from selected Google Sheet.

2. Click on the back arrow till we get on the Dashboard, then click on “Edit your Chatflow”.

1. Go to your chatflow, and and select the flow in which you want the data to be entered.

2. Choose the Google Sheet’s component, and place the component at the desired place in your chatflow.

1. In the “Customization Bot Messages”, or the right hand ride of the integration screen, select the following:

   1. The Default Sheet: Select the sheet from which the data will be extracted from.

b. Select the default sub-sheet, or tab inside the spreadsheet.

c. Select “Get Details” from the “Choose Action” dropdown

1. A new section will open post selecting “Get Details”.

1. In the “Search Options” box:

   1. In the “Search Key” box, enter the value against which you what to search the sheet. In other words, enter the cell information against which you will search for another cells. If the value you are searching against is variable, or will change every time, please make use of a custom variable.

   2. Choose the Range of the sheet where you expect the data to be found in the “Search Range” box.

   3. Enter the index of the column(in numerical form 1,2,3….) where you want the information to be extracted from.

1. In the Success box:

   1. Choose the custom attribute in which you want to store the information retrieved from the Google Sheet.

   2. Select the message that we want the chatflow to go to next.

1. In case of failure, we select the message we want the chatflow to go to if some trouble is faced.

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FAQs

Can I integrate Google Sheets with all BotPenguin bots?

No. Google Sheets integration is available only for certain bots and is not supported on MS Teams, Facebook, Instagram, or Telegram.

Do I need coding knowledge to use Google Sheets integration?

No. The integration is designed to work without coding. You can connect and configure it directly through the BotPenguin dashboard.

What should I do if my search value changes dynamically?

Use a **custom variable** in the “Search Key” field to handle dynamic values for searching data in your spreadsheet.

How do I specify which sheet or tab to use?

Select the **Default Sheet** and then the **Default Sub-Sheet (tab)** from the integration configuration screen.

What happens if the data retrieval fails?

You can configure the **failure path** in the chatflow to specify which message or component the flow should go to in case of an error.

Can I extract data from multiple columns?

Yes. Use the **Index Column** field to specify the column number (1, 2, 3, …) from which to retrieve the information.

How is the retrieved information stored in the chatbot?

Select a **Custom Attribute** where the retrieved data will be stored for use in subsequent chatflow steps.

Can I test the integration before going live?

Yes. After configuration, use the **Test Flow** option to verify that data is correctly fetched and the chatflow behaves as expected.

If everything is correct and you are still unable to move forward, write to us at [email protected]. We will respond back within 48 business hours.