Introduction to Automations

  • Updated

With Spreadsheet.com Automations, you can quickly and easily automate repetitive work and integrate with other popular work tools. For example, you can create automations to:

  • Notify task owners 2 days before each task’s start date
  • Send a Slack notification to the entire team when a deal is closed
  • Move a row to a different worksheet when a ticket is archived

Automations can be created by anyone. You don’t need to know how to write code or create complicated scripts.

Video: Introduction to Automations and Integrations (6 mins):

 

Topics in this article:

Note: Only Managers and Editors in a workbook can see or add automations. Automations are not private to one user, but can be seen and edited by every manager or editor in a workbook.

Creating and Editing Automations

To create an automation click the robot icon in the upper right of your workbook’s header:

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You’ll be taken to a library of over 50 automation recipes. Recipes are ready-to-use automation templates that are fast and easy to start from. AutomationRecipesList.png Automation recipes available today include:

  • Send a custom notification to Spreadsheet.com users when a date arrives
  • Create, update, copy, or move a row from one worksheet to another when a column value changes
  • Send a notification to Slack or Microsoft Teams when a column value changes
  • Send an email from your Gmail account when a Form is submitted

Or create and name your own new automation by selecting  + Start from scratch or + New automation.

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Triggers, Actions, and Conditions

Spreadsheet.com automations are defined visually in a workflow editor. Each automation always has one Trigger block and one or more Action blocks. The trigger block determines when the automation will run, and the action blocks define the actions that will be performed.

For instance, below the trigger goes off when our status column changes to "Completed". And two actions are performed, first, creating a row in an our "Archived Tasks" spreadsheet and, second, posting a message on our "Channel" channel in Slack.

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You can optionally add conditional logic by inserting any number of condition blocks.

For instance, below we send a notification only if our task hasn't been started two days before the scheduled start date.

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Each action block can have multiple actions and you can reorder them to determine the execution sequence:

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See our article on trigger types for complete details on how to set up each existing trigger, or our articles on Spreadsheet.com standard action types and actions that integrate with other applications.

 

Notifications

Custom notification messages and emails can include row data by inserting column placeholders in the subject and message body:

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Rows in Automations

When creating, moving, copying, or updating rows in an automation, a row mapper dialog provides an easy way to map data from the source row to the target – even when mapping data across worksheets in different workbooks:

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Validation and Testing

Spreadsheet.com validates each automation before saving it, highlighting any incomplete blocks and showing you what needs to be added before the automation can be run:

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Automations can be easily tested before they are deployed using the Test run feature, allowing you to select a row from the worksheet to do a test run on. This results in a run log that you can inspect for accuracy:

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Automation Activity and Run History

From the Worksheet Automations tab on the Automations dialog you can rename, edit, turn off, copy, and reorder your automations. Turn your automation on and off via the On checkbox, or access more options in the breadcrumb drop-down.

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Spreadsheet.com stores a run log of every automation execution. You can access the run history and individual run logs for each automation from the Worksheet Automations panel:

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You can also see a full history of automation activity at the workbook and individual worksheet level in the Automation Activity panel, which also shows workspace-level automation quota information:

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For more on automations, see all of our automations articles, including more details on creating automations, recurring automations, and automation action types.