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# How to use feature Google Spread File Template in Assisty?


# Google Spreadsheet Feature - User Guide

## Introduction

The Google Spreadsheet feature allows you to create, manage, and share spreadsheets based on predefined templates. These spreadsheets can automatically sync with your data, ensuring you always have up-to-date information formatted in a consistent, easy-to-use manner.

## Getting Started

### Accessing the Feature

1. Log in to your Assisty platform account
2. Navigate to the sidebar menu
3. Click on **Google Spreadsheet Templates** to view available templates

## Working with Templates

### Viewing Available Templates

When you access the Google Spreadsheet Templates section, you'll see a list of all available templates:

![List of templates](https://storage.crisp.chat/users/helpdesk/website/4a116e5f64029800/image_1wg0nhh.png)

Each template displays:
- **Name**: The template identifier
- **Description**: A brief explanation of the template's purpose
- **Version**: The current version number (e.g., v0.0.1)
- **Actions**: Options to view details or create a spreadsheet

### Understanding Template Details

To learn more about a specific template:

1. Click on the template name or the view icon in the templates list
2. You'll see the template detail page with comprehensive information:

![Example detail of a template](https://storage.crisp.chat/users/helpdesk/website/4a116e5f64029800/image_6gs3d4.png)

The template detail page includes:
- **Basic Information**: Name, version, and description
- **Settings**: Configuration options that you can customize
- **Sheets**: The structure of spreadsheet tabs with their types and descriptions

### Types of Sheets Within Templates

Templates typically contain two types of sheets:

1. **Report Sheets**: Automatically populated with data based on scheduled queries
   - These update on a regular schedule (daily, weekly, monthly)
   - You don't need to manually update the data

2. **Custom Sheets**: Contain formulas, calculations, and custom layouts
   - May reference data from report sheets
   - Provide summaries, visualizations, or analysis

## Creating a Spreadsheet from a Template

You can create a new spreadsheet from a template in two ways:

### Method 1: From the Templates List

1. Navigate to **Google Spreadsheet Templates** in the sidebar
2. Find the template you want to use
3. Click the **Clone** icon (copy icon) next to the template
4. In the dialog that appears, enter:
   - **Spreadsheet Name**: A descriptive name for your spreadsheet
   - **Email Addresses**: Email addresses of users who should have access (separated by commas)
5. Click **Clone**

![Method 1: Clone template from the listing page](https://storage.crisp.chat/users/helpdesk/website/4a116e5f64029800/image_176407g.png)

### Method 2: From Template Details

1. Navigate to the template detail page by clicking on a template name
2. Click the **Clone Template** button at the top of the page
3. Fill in the required information as described above
4. Click **Clone**

![Method 2: Clone a template from detail page](https://storage.crisp.chat/users/helpdesk/website/4a116e5f64029800/image_1hll6ef.png)

### What Happens After Cloning

After you click **Clone**:
1. The system creates a new Google Spreadsheet based on the template
2. The spreadsheet is shared with the email addresses you provided
3. Initial data is populated (if applicable)
4. You'll receive a notification when the process is complete
5. The new spreadsheet appears in your Google Spreadsheet Files list

## Managing Your Spreadsheets

### Viewing Your Spreadsheets

To see all spreadsheets you've created:

1. Go to **Google Spreadsheet Files** in the sidebar
2. You'll see a list of all your created spreadsheets with:
   - **Name**: The name you gave the spreadsheet
   - **Version**: The template version used
   - **File URL**: Direct link to the Google Spreadsheet
   - **Actions**: Options to view details or perform actions

![List of your cloned Google Spreadsheet files](https://storage.crisp.chat/users/helpdesk/website/4a116e5f64029800/image_8e00k7.png)

### Spreadsheet Details

For more information about a specific spreadsheet:

1. Click on a spreadsheet name or the view icon
2. The spreadsheet detail page shows:
   - **Basic Information**: Template used, version, and other metadata
   - **Settings**: Current configuration options
   - **Shared Access**: List of emails that have access
   - **Scheduled Reports**: Information on when data updates

![Spreadsheet details page](https://storage.crisp.chat/users/helpdesk/website/4a116e5f64029800/image_1n65qku.png)

### Editing Spreadsheet Settings

To modify a spreadsheet's configuration:

1. On the spreadsheet detail page, click the **Edit** button
2. You can change:
   - **Spreadsheet Name**: Update the name
   - **Email Addresses**: Add or remove people who have access
   - **Custom Settings**: Modify template-specific settings
3. Click **Save** to apply your changes

### Accessing Your Google Spreadsheet

There are multiple ways to access your actual Google Spreadsheet:

1. From the spreadsheet listing page:
   - Click the **File URL** link

2. From the spreadsheet detail page:
   - Click the **Open Spreadsheet** button

The spreadsheet will open in a new tab, directly in Google Sheets.

## Working with Spreadsheet Data

### Understanding Data Updates

For spreadsheets with report sheets:
- Data is automatically updated according to the schedule defined in the template
- You can view the schedule in the Spreadsheet Details page
- No manual data refresh is typically required

### Making Changes in Google Sheets

When working in the actual Google Spreadsheet:
- You can freely modify custom sheets and add your own data
- Be cautious about modifying report sheets, as changes may be overwritten during scheduled updates
- You can add your own sheets for additional analysis

## Best Practices

### Naming Your Spreadsheets

Use clear, descriptive names that help you identify:
- The template used
- The time period covered (if applicable)
- The purpose of the spreadsheet

Examples:
- "Q1 2025 Sales Analysis"
- "Inventory Status - March 2025"
- "Marketing Campaign Performance - Spring Campaign"

### Managing Access

- Only share spreadsheets with users who need access
- Remember that anyone with the link can view the spreadsheet depending on your sharing settings
- Periodically review the email list to ensure it's current

### Using the Data Effectively

- Review the template description to understand what insights each sheet provides
- Use the data to inform your business decisions
- Consider setting up regular reviews of key spreadsheets with your team

## Troubleshooting

### Common Issues and Solutions

| Issue | Possible Cause | Solution |
| ---- |
| Spreadsheet not appearing in your list | Creation still in progress | Wait a few minutes and refresh the page |
| Data not updating | Schedule issue or query error | Check update schedule in spreadsheet details |
| Access denied to spreadsheet | Not added to share list | Ask an admin to add your email to the shared access |
| Formatting issues | Template version changes | Check if a newer template version is available |

### Getting Help

If you encounter issues not covered in this guide:
1. Check if there's an error message in the spreadsheet details
2. Contact your system administrator for assistance
3. Provide the spreadsheet name and specific issue you're experiencing

## FAQ

**Q: Can I modify the template itself?**
A: No, templates are managed by administrators. You can only create spreadsheets based on existing templates.

**Q: What happens if I delete data in a report sheet?**
A: The data will likely be restored during the next scheduled update.

**Q: Can I change the update schedule?**
A: Update schedules are defined in the template and cannot be modified by users.

**Q: Is there a limit to how many spreadsheets I can create?**
A: Check with your administrator, as limits may vary by organization.

**Q: Will my changes to custom sheets be overwritten?**
A: No, custom sheets are not typically overwritten during data updates.

**Q: Can I download my spreadsheet?**
A: Yes, you can use Google Sheets' standard download options to export in various formats.
# Google Spreadsheet Feature Guide

## Overview

The Google Spreadsheet feature allows you to create, manage, and share spreadsheets based on predefined templates. This guide will walk you through how to use this powerful functionality effectively.

## Templates

Templates are predefined spreadsheet structures that serve as the foundation for your Google Spreadsheets. They contain:
- Predefined settings
- Sheet configurations
- Automated reports
- Scheduled data updates

### Viewing Templates

1. Navigate to the **Google Spreadsheet Templates** section in the sidebar.
2. You'll see a list of available templates with their names, descriptions, and versions.
3. Each template displays:
   - **Name**: The template identifier
   - **Description**: A brief explanation of the template's purpose
   - **Version**: The current version number (e.g., v0.0.1)
![List of templates](https://storage.crisp.chat/users/helpdesk/website/4a116e5f64029800/image_1wg0nhh.png)
### Template Details

To view detailed information about a template:

1. Click on a template name in the list.
2. The template detail page shows:
   - **Basic Information**: Name, version, and description
   - **Settings**: Configuration options that users can modify
   - **Sheets**: The structure of spreadsheet tabs with their types and descriptions
![Example detail of a template](https://storage.crisp.chat/users/helpdesk/website/4a116e5f64029800/image_6gs3d4.png)
## Creating Spreadsheets from Templates

There are two ways to create a new spreadsheet from a template:

### Method 1: From Templates List
1. Go to **Google Spreadsheet Templates**
2. Find the template you want to use
3. Click the **Clone** icon (copy icon) next to the template
4. Fill in the required information:
   - **Spreadsheet Name**: A descriptive name for your spreadsheet
   - **Email Addresses**: Email addresses of users who should have access to the spreadsheet
5. Click **Clone**
![Method 1: Clone template from the listing page](https://storage.crisp.chat/users/helpdesk/website/4a116e5f64029800/image_176407g.png)
### Method 2: From Template Detail
1. Navigate to the template detail page
2. Click **Clone Template** button
3. Fill in the required information as described above
4. Click **Clone**
![Method 2: Clone a template from detail page](https://storage.crisp.chat/users/helpdesk/website/4a116e5f64029800/image_1hll6ef.png)
## Managing Your Spreadsheets

### Viewing Your Spreadsheets

1. Go to **Google Spreadsheet Files** in the sidebar
2. You'll see a list of all your created spreadsheets with:
   - **Name**: The name of the spreadsheet
   - **Version**: The template version used
   - **File URL**: Link to the actual Google Spreadsheet
   - **Actions**: Options to view details
![List of your cloned Google Spreadsheet files](https://storage.crisp.chat/users/helpdesk/website/4a116e5f64029800/image_8e00k7.png)
### Spreadsheet Details

When you click on a spreadsheet name or the view icon, you'll see the detailed view with:

1. **Basic Information**:
   - Template used
   - Version
   - Merchant ID (if applicable)

2. **Settings**:
   - Configuration options specific to this spreadsheet
   - These settings control how data is processed and displayed

3. **Shared Access**:
   - List of emails that have access to this spreadsheet
   - You can manage who has access to your spreadsheet

4. **Scheduled Reports**:
   - Automated reports configured in the spreadsheet
   - Preview of report data
   - Information on update schedules
![](https://storage.crisp.chat/users/helpdesk/website/4a116e5f64029800/image_1n65qku.png)
### Editing Spreadsheet Settings

1. On the spreadsheet detail page, click the **Edit** button
2. You can modify:
   - The spreadsheet name
   - Email addresses for sharing
   - Custom settings values
3. Click **Save** to apply your changes or **Cancel** to discard them

### Opening the Google Spreadsheet

From any spreadsheet detail page, click the **Open Spreadsheet** button to access the actual Google Spreadsheet in a new tab.

## Understanding Sheet Types

Templates can contain different types of sheets:

1. **Report Sheets**: Automatically populated with data from your system
   - These sheets have schedules for data updates (daily, weekly, etc.)
   - Data is refreshed according to the configured schedule

2. **Input Sheets**: Designed for manual data entry
   - These sheets may have predefined structures for consistent data input

## Best Practices

1. **Use Descriptive Names**: When creating a spreadsheet, use a name that clearly identifies its purpose
2. **Share Wisely**: Only share spreadsheets with team members who need access
3. **Check Update Schedules**: Be aware of when your data will refresh
4. **Review Template Documentation**: Each template has a specific purpose - make sure it fits your needs

## Troubleshooting

If you encounter issues:

- **Spreadsheet Not Updating**: Check the status of the spreadsheet in the detail view
- **Access Issues**: Verify the email addresses in the shared access section
- **Data Discrepancies**: Review the settings to ensure proper configuration

For additional help, contact your system administrator.