How to import information to a Pipe using Zapier and Google Sheets!

Isabelle Wuilleumier Salemme

Wouldn’t it be great if there was a way you could import information into your pipes from, let’s say, a spreadsheet and create one or more cards from the lines of said spreadsheet?

Well, that’s possible by creating a simple integration with Google Sheets via Zapier and I’m here today to show you how!

First of all, why would I use this integration?

Let’s consider you’ve just started using Pipefy and you want to migrate the information you controlled previously by using simple spreadsheets or other task/project management apps that allow you to export the information.

Think about how much work it would be to manually create cards with all that information…that’s boring, right? And who has time for all that? Well, if you use this simple integration that allows you to import information, you don’t need to spend a second longer thinking about that!

All you’ll need is your Pipefy account, a Google Sheets spreadsheet and a Zapier account. There’s no hard work involved in setting up the integration either! Once you inform Zapier which information from the spreadsheet you want to be included on each field of the cards, that’s it, Zapier does all the hard work!

Ok, but what is Zapier?

Zapier is a cloud application that allows you to optimize and automate your processes by connecting over 500 webapps in thousands of different possibilities.

Each zap (integration) on Zapier consists on a trigger (the activity/situation that sets your zap in motion – in the case of this integration, adding one or more lines of information to a spreadsheet) and an action (what happens once the trigger is, well, triggered, aka creating one or more cards on Pipefy with the information from the spreadsheet).

That’s cool, but how can I integrate Pipefy to all those apps using Zapier?

Using Zapier to integrate Pipefy with hundreds of web apps is a lot easier than you think (really, even I could do it!), here’s what you must do:

1. First things first, you’ll begin by creating your account on Zapier – Zapier offer both free and paid plans (if you have up to 5 active zaps generating less than 100 tasks/month, you’ll do just fine with the free plan but, if you need more than that, paid plans start at U$D20/mo).

2. Then, whenever you wish to create a new integration you’ll need to connect your Pipefy account on Zapier account (for further detail on how to connect your Pipefy account to Zapier, click here to check out our knowledge base content).

We’ll include the complete step-by-step instructions on how to setup this integration below but to kick things off you can choose to use this pre-designed integration available on Pipefy’s Zapier zapbook and specify the details according to the instructions below.

How to create this integration to import information?

As previously explained, all integrations on Zapier work with based on a trigger and an action app.

1 – To begin with, you’ll click on the button that says “Make a Zap” on your dashboard on Zapier.

2 – Then, the first step for creating an integration is choosing Google Sheets as your trigger app.

3 – Then, we’ll determine the trigger from Google Sheets – in this case, “New Spreadsheet Row”.

4 – You’ll then be asked to add or select your Google Sheets Account from which you’ll want Zapier to retrieve the spreadsheet from. I had already added my account so all I had to do was select it.

5 – Now you’ll choose the name of the spreadsheet you’ll want Zapier to retrieve the information out of as well as the worksheet (tab) from within the spreadsheet.

6 – You’re done with the trigger, now let’s move on to the action app. This time you’ll search for and choose Pipefy from all the available action apps.

7 – As you did with the trigger once before, you’ll now choose the action you wish Zapier to perform on the action app once the integration is triggered. This part is easier because “create new card” is the only option available.

8 – Now it’s time to select or add your Pipefy Account where you’ll want to import the information into. If you have any question regarding how to add your Pipefy account to Zapier, click here and check out the help content on the subject.

9 –  The first step for setting up the action is selecting from the list of pipes available on your account the one where you’ll want the information to be imported into – where the cards will be created.

10 – Then it’s time to match the rows on the spreadsheet (from where the data will be retrieved) to the fields you’ll want the information to be added to the cards.

11 – After you’re done testing, it’s time to name the zap and turn it on.

Pay attention, however, that due to the fact that we’re using a free account, information will be retrieved from the spreadsheet every 15 minutes so the updates won’t happen instantly.

To use your awesome new integration all you have to do is copy the data from wherever you want to copy it…

And paste it on to the google spreadsheet you’ve setup the integration to.

After Zapier retrieves the information from the spreadsheet (remember, it can take up to 15 minutes if you’re using a free account) the magic happens and the cards are created on the selected pipe!

How awesome is that?

Written by
Isabelle Wuilleumier Salemme
Head of Customer Support @Pipefy. She uses her extensive Pipefy knowledge to help users make the best of Pipefy via support and writing informative content pieces. Besides being in charge of support, she's an avid reader, a coffee lover, and a professional photographer.

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