Introducing: Google Sheets as a Data Source. Now you can easily map, manage, and dynamically update all of your account data from Google Sheets, right within Crossbeam.
Google Sheets serves as a goldilocks data source for companies that aren't quite ready to connect their CRM, but are tired of maintaining stale CSVs in Crossbeam. Getting started is super easy and only requires a few steps. Let's get into it!
Rather watch a video? Here's a 3 minute overview:
First: Prepare your Google Sheets for syncing with Crossbeam
To ensure your Google Sheet syncs properly, please title your Google Sheet with a unique name and include at a minimum:
Company Name, Website URL*, Email* Created At date, and Unique ID
Once you've mapped these required columns in Crossbeam, do not change them or your sync will return an error.
*Website URL is not required for mapping columns, but can help produce better account matches in Crossbeam if included.
*Email is not required for mapping columns, but can help produce better account matches in Crossbeam if included.
Each column must be uniquely named. For example, you cannot have two columns labeled "website" in your Google Sheet.
For your CreatedAt column, please ensure the formatting follows the below currently acceptable structure:
GSheet CreatedAt Format Example
Please keep in mind, only one user can authenticate with Google Sheets within a single org. This means that any Sheet you wish to bring into Crossbeam must be shared (in the Google Sheet) with the user that authenticated with Google Sheets in your Crossbeam account.
We suggest connecting as a team, and deputizing your Crossbeam account admin as your Google authenticator to maintain clear ownership and accountability.
Okay, let's dive in:
First, log in to Crossbeam and navigate to your user avatar in the top right corner. Next, click Data Sources.
2. From there, you'll see Google Sheets ready to be added as a Data Source.
3. Next, someone from your team (only one member) will authenticate your Google account with Crossbeam. Important reminder, any Google Sheets that you'd like to bring into Crossbeam must be shared with your account's authenticator.
4. Select which Google account you want to authenticate, and then click "Allow" to start the authentication process.
5. Upon authenticating your Crossbeam account with Google, you'll be ready to start syncing your sheets. (This is super quick!)
6. Remember that trusty Google Sheet we prepared? Well it's time to bring it on over. Copy your unique Google Sheet URL and add it to Crossbeam within the "Google Sheet URL" section:
7. Great, now move down the modal and select the individual tab within your Spreadsheet that you'd like to use.
7. Identify the data type you'd like to map with: Companies or People
You can sync by company or people type using the following fields:
Company: Company Name, Website (recommended but not required), Created At Time, and Unique ID
People: Email, Created At Time, and Unique ID
Company Mapping Preview
People Mapping Preview
Once you've mapped your data, you can add your Google Sheet. Nice job!
REMINDER: do not change your Gsheet headers once they are mapped into Crossbeam.
Now your Google Sheet is synced and ready for to start fueling what's next like: population building, account mapping, reporting and more.
Viewing Google Sheets in Crossbeam
Once you have your Google sheets in the system, you can use the toggle icon to view your sheets in a list
Set Sync Frequency or Remove the sheet under Google Sheets Settings:
To kick off a sync manually, click "Sync Now"
Common questions and answers:
What are the best practices to prepare data for your Google sheet where Crossbeam replicates the file? Google sheets need two additional columns outside of the columns required for matching to operate at its best: Created at date column (this helps us send notifications to your partners when things overlap) and Unique ID column. This allows us to support updating items in your sheet and maintain things like threads with partners. Unique IDs allow us to make Google sheets work more like a CRM than a CSV
What are the typical / example upstream data sources that can create a Google Sheet for your Crossbeam data replication? The best example is data from a CRM! Do we support your CRM? Do you not have permission to connect to your production CRM? Export your data, import it into a Google Sheet, and you're ready to go. Even better, set up an automated workflow (Zapier, Workato) to add any new accounts into a Google sheet to keep your CRM and Google Sheets in sync.
Will you be able to collaborate with partners using Google sheets? Sure! Any columns that are outside of the columns you're collaborating with your partner on, will be pulled into Crossbeam and viewable in reports (and shareable) as "Account information".
How do you authenticate with Google Sheets from Crossbeam? We authenticate with your Google account so we can view your sheets. Any sheet you want to include in Crossbeam must have a unique name and be shared with the person that authenticated Google in Crossbeam.
What if I'm having trouble authenticating with Google? For special circumstances where you need assistance with your Google Authentication, please reach out to your IT team with the following instructions:
Log into admin.google.com with an account with sufficient privileges such as Super Admin
Click 'Security' on the left
Click 'API Controls'
Click 'Manage Third-Party App Access'
Click 'Configure New App'
Select 'Oauth App Name or Client ID'
Enter 'Crossbeam' and click Search
Hover over 'Crossbeam' in the search results and click 'Select'
Check the box 'Oauth Client ID' to select all client ID's
Check 'Trusted: Can access all Google services' (please note the scopes for this app are only Google Drive, this does not grant access to all of your Google services to Crossbeam)
How do I create a Unique ID and what is it for?
The Unique ID column allows us to reliably track changes that occur in your data. There are many ways to classify your Unique ID. We suggest either:
Using a pre-established Unique ID (UUID) from a relevant data source like CRM, Data Warehouse, or another source.
Or if you do not have an associated Unique ID - create one using some simple formulas in Google Sheets. You can build Unique IDs using the following formula:
Create a "Unique ID" column and add a "Numbers" to your Sheet. You will not need to map your numbers column, this is just for Unique ID generation.
Next, in the Numbers column - Add "1" in the first cell. Move one cell below and use formula =(cell above +1) hit enter. Then copy and paste that cell formula for all associated cells in your Numbers column.
Great! Now move into your Unique ID column. For this part, you'll need to use a string of unique identifiers in the formula. Anything will do! I'm going to use "tx" for this example.
In the first cell of your "Unique ID" column, add the formula:
Then pull in the second cell in your "Numbers" column that includes our formula
Hit enter and you'll have your Unique ID
Copy and paste this cell into remaining cells in your Unique ID column.
Watch this quick overview to see this formula building in action:
What is the Created At column for?
This allows us to notify you and your partners about when new overlaps occur.