Zapier allows you to integrate Pipefy with over 500 web applications, one of them is Google Sheets. As you probably remember from our article on Zapier integrations, Zapier works as a trigger – action system. Today, Google Sheets will be the trigger, Pipefy the action.
In order to show you how it works, we'll set a fictional case where we want to import our client base we have stored on a spreadsheet into our Sales Pipeline on Pipefy. Normally, you would fill out your start form in order to create a card. After you created this integration, every time you add a new row on your Google Sheet, a new card is created automatically. You can even mass-upload cards, but more on that later.
In order to integrate Pipefy with Google Sheets, some attention is required setting up your spreadsheet. In this article, we’ll share how to get this integration running without any problems in 2 simple steps.
Step 1: Prepare your sheet
This integration will create cards on Pipefy pulling information from your rows on Google Sheets. In order to create cards on Pipefy, a start form needs to be filled out. In this first step, you have to make sure your sheet is ready to fill out Pipefy's start form, meaning each column on your sheet represents a field on your start form. The information you will later fill out on rows will be the information you insert on the fields to create the card.
Let's prepare the sheet!
1. Use the first row to indicate the name of your fields, so for example: 'Name of the client', 'Phone number', 'Email address' and 'Adress'.
2. Fill out one of the rows that will be used to create a test card later when we create the Zap.
3. As soon as your Zap is created and activated, every time you add a new row, a new card is created on Pipefy. You can also mass upload cards by simply adding multiple rows at the same time. This is especially useful if you wish to migrate from storing information in sheets to storing information in Pipefy.
This shows here the card was created from the test row we inserted on step 2:
In order to prevent making frequently made mistakes, we have some tips here before creating the Zap:
First, make sure you don't have any blank rows before the end of your sheet, like here in these two examples:
Also worth to mention is that Zapier will only add new cards based on newly created rows at the end of the spreadsheet. Deleting or replacing any row, especially in the middle of data your Zap has already recognized, can cause errors. To illustrate this with an example: in order to create a new card successfully in the following sheet, you will have to create a row after the client called Anna Jones.
And last but not least, make sure that the information you fill out on your sheet can be inserted on Pipefy's field types. If you installed an e-mail type of field on your start form (format: firstname.lastname@example.org), for example, and you fill out just a client name on your spreadsheet, you will hit an error.
Step 2: Create the Zap
Now that we have our sheet ready, let's create the Zap. If you don't have a Zapier account yet, you can learn more here on how to get started.
1. In order to create a new Zap, click the orange ‘Make a Zap!’ button on the header of Zapier's homepage.
As soon as you clicked, you'll be asked to set a trigger and an action for this zap. Google sheets will be the trigger, Pipefy the action.
2. Configure your trigger app by searching for Google Sheets
3. Connect your Google Sheets account.
If you already connected your account, select your account. If you haven't yet, click 'Connect a New Account'. You should then get a pop-up window from Google asking you to log-in to authorize the connection between that Google Sheets account and Zapier.
Click Save + Continue as soon as you selected your Google Sheets Account.
4. Select the Google Sheets Trigger, in this case 'New Spreadsheet Row'
5. Choose your spreadsheet and your worksheet. In our case it's our 'Client data' spreadsheet and worksheet 'Sheet 1'.
6. Test Google Sheets. Make sure you have at least one recent spreadsheet row created (we did this in step 1) and make sure it matches the spreadsheet and worksheet your configured.
Click 'Fetch&Continue', you'll get a confirmation your test was successful after.
7. Configure your action app by searching for Pipefy.
8. Select Pipefy Action, which in this case is 'Create Card'
9. Connect your Pipefy Account.
If you already connected your account, select your account. If you haven't, click 'Connect a New Account'.
Click 'Save + Continue' as soon as you selected your Pipefy Account.
10. Select the pipe you want to create cards on. In our case it's our Sales Pipeline.
As soon as you selected the pipe, the fields of the start form you configured on your pipe pop up.
Configure what information from your Google Sheet needs to be filled out on your fields in Pipefy. At our 'Contact email' field of our start form, we select the 'E-mail' field on our Google Sheet, for example.
11. Test Pipefy.
After selecting all fields that should be filled in, you will receive a draft of which information would go where from Zapier:
12. Click 'Fetch&Continue', you'll get a confirmation your test was successful after.
13. Click 'Finish', give your Zap a name and start uploading cards on Pipefy as soon as you create a row on your sheet!
Your 'Zapier-proof' worksheet
The rows on your sheet appear as cards on your pipe
Pipefy Tip: You can also mass upload cards by simply adding multiple rows at the same time. This is especially useful if you wish to migrate from storing information in sheets to storing information in Pipefy.
In this case, make sure you have one worksheet with all your information, and a seperate worksheet (containing only the column titles and one row of data) for the integration with Pipefy. As soon as you made your Pipefy worksheet 'Zapier-proof' and created the Zap, you can do a mass upload of cards by copying rows from one sheet to the other. Please do not paste more than 100 rows at a time, and be aware that all cards will land in the first phase of your pipe.