Organizing is very essential; it ensures that all tasks are being done efficiently. Being organized prevents confusion and unnecessary delays and it helps employees stay on top of tasks, allowing them ample time to finish tasks as methodical, systematic and productive as possible.
Thanks to the automation tools that are readily available, information that are being maintained in one platform can easily be pushed into another document in another platform without the need for manual steps. In this walkthrough, what we will explore is the automation of doing an update in Google Sheets for actions that will be done in Whale.
What is Google Sheets?
Google Sheets is a web-based spreadsheet application that allows creation of files in the cloud, and can be accessed and edited anywhere. It is a free tool that is bundled with the web-based Document Editors suite with other tools such as Google Drive, Docs and Slides. Sheets is supported by any device: web-based core version or via mobile applications that are available for both iOS and Android systems.
The look and feel of this utility is same as any spreadsheet tool, and familiarity with Microsoft’s Excel would ensure ease of adopting use of Google Sheets as both tools are very similar.
Google sheets allow creation and editing of files online; this is perfect for collaboration. Changes in a spreadsheet are automatically saved to the servers of Google. It features viewing of revision history for documents, allowing review of and reverting to chosen updates.
What is Whale?
Whale is a knowledge-sharing and training platform that allows collation and management of SOP’s business policies, company information and documentation in a secure and collaborative solution. To learn more about Whale, read our full review.
Whale and Google Sheets Integration
Whale and Google sheets can be integrated using Zapier, to automatically update a spreadsheet once an event in the former occurs, like when a new assignment has been created.
This integration point will automate creation of data in Google sheets and can be useful if data in a spreadsheet is used as basis for status reports, list of tasks or an accountability chart. With this automation, it would be easy to keep track of assignments and tasks that have been distributed to team members. This is beneficial for teams and organizations that rely on data from spreadsheets in keeping tabs on tasks’ progress, thereby promoting efficiency and productivity.
This document explains the steps needed in integrating Google sheets with Whale using Zapier whereby updating data in a spreadsheet in Google Sheets will be automated when an assignment is marked as done in Whale.
Prerequisites:
- Whale account with Administrator role or access to the User Management menu
- Google account and access to Google Sheets
- Zapier account
| Step | Description | Screenshot |
| 1 | Obtain an account in Whale, with access to and view of User Management. Take note of the API key/token for integration. |  |
| 2 | Create or obtain a Google account and ensure that there is access to Sheets. |  |
| 3 | Prepare a spreadsheet that will be used for automatic updates. |  |
| 4 | Configure the link between Whale and Google Sheets. In Zapier, choose Whale as the source application and Google Sheets as the target application for the integration. |  |
| 5 | Specify the triggering event and the automated event that will be effected by the trigger. For this walkthrough, triggering event is a new assignment from Whale. The automated event is creation of a new row in Google Sheets. |   |
| 6 | Choose the account associated with Whale and Zapier. For new Zap items that will be created, the Whale and API key should be specified. If there is an existing Zap or connection already, the existing accounts associated with the Zapier account can be chosen from the drop-down list. |  |
| 7 | Specify the type of content that will be considered from Whale. |  |
| 8 | Specify the Google account that will be linked to Whale by signing in. Grant access to the chosen Google account. |  |
| 9 | Specify the source of the spreadsheet (Google Drive), spreadsheet file, and specific worksheet that will be used for the integration. |    |
| 10 | Test the Zap to determine if the linkage is working. |   |
| 11 | Map the fields from Whale to columns in Sheets. |  |
| 12 | Test the Zap. |   |
| 13 | Publish and enable the Zap. |   |
| 14 | Name the Zap for proper identification and documentation. |  |
| 15 | To test the link, identify a new assignment in Whale and assign it to a particular user or users. |  |
| 16 | Check the worksheet that has been created. |  |