How to Import and Auto-Sync Google Sheets with GearChain

To use Google Sheets Sync, you must sign up or log in with a Google account, such as a personal Gmail account or Google Workspace account.

Web App:

1. Go to Import/Export > Import and select the form you want to import data into. Select Connect Google Sheets and enter the Google Sheets URL. The spreadsheet must be set to Anyone with the link can view so GearChain can access it. After entering the URL, select the worksheet you want to import from the dropdown menu.
2. On the Match Field Names screen, match your GearChain form fields with the corresponding spreadsheet columns.

Make sure:

• The first row of your spreadsheet contains the column headers.
• There are no duplicate values in the Barcode column.

If you import an existing item with stock data, GearChain will ask you to choose:

• Replace: Replaces the existing stock quantity with the imported quantity.
• Add: Adds the imported quantity to the existing stock quantity.

Mobile App:

1. Select Google Sheets Sync > Import.
2. Enter the Google Sheets URL. The spreadsheet must be set to Anyone with the link can view so GearChain can access it.
3. Select the worksheet you want to import from the dropdown menu.
4. On the Match Field Names screen, match your form fields with the corresponding spreadsheet columns.
5. Complete the import.

Make sure:

• The first row of your spreadsheet contains the column headers.
• There are no duplicate values in the Barcode column.

If you import an existing item with stock data, choose:

• Replace: Replaces the existing stock quantity with the imported quantity.
• Add: Adds the imported quantity to the existing stock quantity.

Once the import is complete, your data will be added to GearChain.

• Web App: A confirmation message will appear. You can also check the import progress by clicking the Refresh button on the Dashboard or by going to Settings > Form Settings to view the updated data.
• Mobile App: A confirmation message will appear. You can also check the import progress under View Import/Export Activity.

How to Export and Sync with Google Sheets

• Web App: Go to Import/Export > Export and click the Google Sheets tile. Click Faster Export (Beta) or Export. A pop-up will ask you to confirm that you want to create or update the GearChain spreadsheet.
  NOTE: Ensure that AutoSync Google Sheets is enabled for real-time syncing to Google Sheets. If AutoSync Google Sheets is disabled, updates will not be synced to the sheet.
• Mobile App: Go to Google Sheets Sync > Export and click Faster Export. A pop-up will ask you to confirm that you want to create or update the GearChain spreadsheet.

Once the export is complete, a confirmation message will appear. You can then find the GearChain spreadsheet in Google Drive.

Note: The GearChain spreadsheet is created in the Google Drive of the admin account that set up the Google Sheets integration.

After the initial export, updates made in GearChain can be automatically synced to the GearChain spreadsheet.

Each form includes two worksheets:

• Form Worksheet: Contains the latest inventory or asset data.
• Form History Worksheet: Contains the complete activity history and audit trail.