Google Sheets action - Search rows using query (old version)

Note: This article is about action Search rows (old version), using Google Sheets API v3 which will be deprecated in the near term. We recommend using this new action Search rows instead.

The Search rows action allows you to get specific rows using a search query.

It's often used together with an Update row action. So that you will first search for the rows you want to update, then update those rows.

How to use this action

Setting up the Google sheet

First, in order for us to retrieve the custom data in a sheet, the sheet must contain at least 1 header row and 1 data row, as shown the following screenshot.

Google sheet sample Sample Google sheet with 1 header row and 1 data rows

Configuring the Search rows action

To configure the action, we need to select the spreadsheet and the sheet to search within.

unconfigured Unconfigured search action

configured Configured search rows action with selected spreadsheet and sheet

Search query structure

Assuming we are searching in this sheet:

Google sample sheet to search

Search query has to be structured in a certain way for the API to process them. For example, if I want to search for an attendee with the name "Jennifer Avery", with an age older than 30, and shirt size "M", I'd input the following query:

name = "jennifer avery" and age > 30 and shirtsize = "M"

The following are of the common things to take note when forming queries:

  • Column names Column names have to be a single word. Even if your column names have 2 or more words in them, simply remove the spaces, e.g. "Shirt size" column label becomes "shirtsize".

  • Queries are not case sensitive Column names or values doesn't have to be case sensitive.

  • Operators The common operators are equal to (=), greater than (>), greater than or equal to (>=), lesser than (<), lesser than or equal to (<=). All these operators can be used for numbers and datetime timestamps (e.g. comparing ages). Only equal to (=) can be used for strings (e.g. comparing names and shirt sizes as in the example sheet). Only exact matches will be fetched in this case.

  • AND and OR Use AND as well as OR for a variety of queries. You can combine them as well, using parentheses to signify order of operations (i.e. we evaluate whatever is within the parentheses first). For example, age < 35 or age > 50 and name = "jennifer avery" will return nothing, but age < 35 or (age > 50 and name = "jennifer avery") will return you rows 3 and 5.

Query errors

If your query has the wrong structure, or if your operators are incorrect (e.g. if you tried using unsupported operators such as LIKE or CONTAINS, the search rows action will fail with the following error message.

Failed jobs Failed job because of an incorrect search query

Testing the search rows action

If configured correctly, the search rows action should return you a list of rows that match the search conditions. In this case, I have only one matching row.

Input for search Input for search rows action, as viewed form the job details page

Output Results retrieved from the search rows action, as viewed from the job details page's output tab

Okay, we know that our specific query works. Now, we don't want to search for someone called Jennifer Avery every single time a new contact comes into Salesforce, so we need to replace these hardcoded values with variables (AKA pills from the datatree, in Workato context). We'll be replacing these hardcoded values with pills in the following scenario.

Example Scenario

In this case, let's assume that we wish to move any new or updated contacts from Salesforce into this Google sheet. Sample Google sheet

The following pictures show the recipe and data mappings I've done to ensure my search will find the right row in Google Sheets, and direct new data coming in from Salesforce to the matching fields in Google Sheets.

Complete recipe Completed recipe to move new or updated Salesforce contacts to selected google sheet

Row searching Using Search rows action to search for rows in my sheet with query. Here, we search for Google Sheet row that has email column matching the Salesforce Contact's Email.

Data Tree We pass Row ID from Search rows action's output to this Update row action, to indicate what row it should update. Then map data pill from the Salesforce new/updated Contact into the Update row action.

Be careful to pull data from the right datatree! A common mistake is to use the pills from the Search rows action, which would take the existing data from your Google Sheets row and write that back into the exact same row. That's essentially doing nothing at all, so it's not very useful!

Running the recipe

Now that we have the trigger and action configured, let's run our recipe!

Configured recipe Configured recipe for testing

Customized report Customized job report with showing details of the job processed

Now we will update the name of a contact in Salesforce from Anna Sharpay to Anna Mccoy. Notice the email address is anna@workato.com.

Updated Salesforce contact

Let's take a look at the job report to see how the recipe picks up this change:

Trigger data The trigger picked up the updated contact, as viewed in the job details page's output tab

Corresponding row The Search rows action tries to find email anna@workato.com. It finds 1 row and passes the Row ID to the Update row action. Update row action then update the name to Anna Mccoy

And here is the result sheet after recipe has updated the row. Notice that the name has been changed from Anna Sharpay to Anna Mccoy. Sample Google sheet Original sheet Update row Updated sheet

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