Google Sheets

Before adding actions, plug Google Sheets, add a table, select a sheet and set up columns.

In the current version of ChatRex, four Google Sheets actions are available:

1. Add a line.
2. Update the line.
3. Find the lines.
4. Receive a line by key.

Add a line

Add a new line to the end of the selected page.

Adjustment:

1. Select the connected Table.
2. Check the selected Sheet from the table.
3. In the data block, select Field.
4. Specify Value - fixed text or data from a variable bot.
5. Press Add the field to write the remaining values.
6. If necessary, enable automatic date and time recording.

You cannot save the action without a filled field and value. One column should not be added to the form twice.

Example: After a lead qualification, the bot writes the name, phone, service, and dialog summary into a new line.

Update the line

Searches for a row by key column and updates specified fields. This action replaces the previous separate versions of Update and Upsert.

Adjustment:

1. Select a table.
2. Check Key field - it is taken from the setting of the columns and does not change in the action card.
3. Send The value of the key, such as phone number or order number.
4. Add fields and new values.
5. Select behavior if a line is not found:
   • do nothing;
   • create a new line.

The key column cannot be updated among conventional fields. If you need to change the key itself, use a different process or create a new string.

Example: Find a customer by phone and record a new status. If you don't have a client yet, create a string with that phone and the rest of the data.

Find the lines

Searches for several lines on the specified column and returns the result to the bot list.

Adjustment:

• Search field
• Value - text or variable
• coincidence
  • Contains - Suitable for part of the title or description
  • Exact - the value must be the same.
• maximum number of lines;
• fields to be returned to the bot.

By default, the number of results is limited. Do not return all columns unnecessarily: select only the data you need to answer or take the next action.

Example: find up to five services whose name contains a user request and return the name, price and description.

Get a line by key

Returns one line with a unique key.

Adjustment:

1. Select a table.
2. Specify the value of the configured key field.
3. Select columns for return.

If the string is not found, the action returns the result without data. In the prompt, provide a separate response: ask the user to check the value, perform a normal search, or offer to contact an employee.

Example: find the order by number and return to the client its status, amount and date of renewal.

Data types

ChatRex uses types defined according to columns:

• The phone is brought to a single format;
• the number is processed as a numerical value;
• the date and date shall be transmitted over time in an agreed format;
• Text and email are recorded in the corresponding columns.

Check the variable format before calling an action. This is especially important for the phone, date, amount and key values.

Example of instructions for a bot

When the user left the name and phone and confirmed the submission of the application, call the action “Add a request to Google Sheets”. Transmit the name in the client_name field, the phone in client_phone, the selected service in service. After successful recording, inform that the application has been accepted. Do not repeat the action within one appeal.

For update:

If a user with a known phone reported new data, call “Update Customer in Google Sheets”. Find the line on the phone and change only the received fields. If the string is not found, create a new one only after the user confirms.

Verification

Before launching, check:

• adding a new line;
• updating the existing line by key;
• behavior with the missing key;
• search with exact and partial coincidence;
• lack of results;
• call again so that the bot does not create doubles.