Google Sheets/Drive Integrations.

We can connect our Clappia apps to Google Drive so that all submissions get synced to Google Sheets and all images and files get synced to Google Drive in real-time. The connected Google Drive gets updated on the following events:

1. New Submissions
2. Submission edits
3. Status change
4. Submission deletes
5. Bulk upload of data

Help video

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Here are the steps to connect Clappia apps to Google Drive.

1. Sign in to Clappia and select the app you wish to connect with to Google Drive. Go to the ‘Design App’ tab and click on ‘Configuration’. Then click on the ‘Google Sheets/Drive’ button.

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2. On the right panel, enable the option and click on the button Connect with Google Sheets/Drive. This will take you to Google Account authentication.

3. You will get a Google Sign In prompt. Select your Google Account or and Sign-in to your Google Account.

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Click on allow. This will authorize Clappia to write data to the Google Drive and you are done.

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Note: In case you get an error message while connecting to Google Drive, try checking your browser settings or updating your browser.

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4. Once connected successfully, the right panel will be updated with syncing options. You can click on Show Google Sheets and Show Google Drive Folders option to view the connected Sheet and Folder. 

Existing submissions of the app will get synced to Google Sheets and all submission events after this step will also update the Sheet in real-time. Any images or files data will be synced only for new submissions. Old image data cannot be back-filled.

Sync Specific Fields

After connecting your app to Google Sheets or Drive, you have the flexibility to control which fields from your submissions are synced.

In the right panel, under Columns Selected, click the dropdown. You will see a list of all fields currently available in your app's submissions.

Deselect any fields you do not want to sync to your Google Sheet.
Once you make your selections, click Save. A success message will appear confirming the changes.
Only the selected fields will be visible in your connected Google Sheet.

Note:

• If you add new fields to your app later, they will not automatically sync to your Google Sheet. You must manually select them in the Columns Selected list and save again.
  
  
• If you deselect any fields, they will immediately be removed from the Google Sheet. If you want them back, simply reselect and save.
  
  

Resync Data

• If your connection to Google Drive gets interrupted or some submissions fail to sync, you can use the Resync button at the bottom of the panel.
  
  

Clicking Resync will refresh the sync and ensure your Google Sheet is updated based on the current data in your app.

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Key considerations

1.   Google Sheets can support up to a maximum of 5,000,000 cells. So if a Clappia App has 10 fields, then every app submission will occupy 10 cells and so up to 500,000 submissions will be accommodated in the Google Sheets. The number of supported submissions will keep reducing as the number of fields in the app increase.

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2.   On disconnecting the Google Sheets once, the Sheet is deleted from the user's account and on connecting again, a new Sheet will be created. So it is not possible to pause the sync by disconnecting for some time and then connecting again.

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3.   If there are any changes in the structure of the app, like field additions/removals, Google Sheets need to be disconnected and connected again. This is because the Header Row of the Sheet gets fixed on the initial connection and it never changes.

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4.   If you want to create more sheets that have dependencies on the connected Sheet, it is advisable to do so in a separate Google Sheet, not as a sub-sheet of the connected Sheet. You can use the IMPORTRANGE function to do this. Otherwise you run into the risk of the entire sheet getting deleted if an App Admin disconnects the Google Sheet from the App.

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5.   If you are having multiple print templates then only the first one will be synced to the Google Drive folder, as of now.