Manual data entry is a pain point for many businesses. It’s time-consuming, prone to errors, and can stifle your team’s efficiency. Thankfully, platforms like Baserow and Zapier help streamline these processes.
In this blog post, we’ll guide you through the process of setting up Zaps (Zapier’s automated workflows) to sync your Baserow data with Excel. We’ll explore the benefits of this integration, and common use cases across different industries.
Why automate data transfer?
Baserow is an open-source, no-code database and application platform that allows you to store, organize, and manage your data. Zapier is an automation tool that helps you automate repetitive tasks between two or more apps without a single line of code. With Zapier, Baserow users can automate entire processes from beginning to end and transfer data into other apps.
By integrating Baserow and Excel with Zapier, we can eliminate repetitive tasks altogether. Here’s how it benefits you:
- Save time: Zaps automate data transfer, freeing you and your team from manual copy-pasting. This translates to more time spent on analysis, decision-making, and other strategic tasks.
- Reduce errors: Manual data entry is a breeding ground for errors. Zaps eliminate this risk by ensuring data accuracy and consistency across both platforms.
- Improved collaboration: With Baserow, you can easily collaborate in real-time, making it a great tool for team projects or shared data analysis. Seamless data flow between Baserow and Excel fosters better collaboration within your team. Everyone has access to the latest information, leading to more informed decisions.
- Enhanced productivity: By automating data transfer, you can streamline your workflows and achieve more in less time. This translates to a significant boost in overall team productivity.
Example workflows for different industries
With a database, you can streamline your data management, automate tasks, and gain powerful insights into your business operations. Here are some real-world examples of how different industries can leverage Baserow:
- Project management: Track project tasks and deadlines in Baserow and automatically generate reports for progress monitoring.
- Inventory management: Sync new product entries in Baserow with your inventory list, maintaining accurate stock levels.
- Marketing: Capture lead data in Baserow for further analysis and campaign targeting.
- Sales: Automatically populate customer order details in Baserow for inventory management and invoicing.
- Human resources: Maintain employee information in Baserow and automatically update for payroll purposes.
These are just a few examples, and the possibilities are endless.
Now that we understand the advantages of syncing Baserow and Excel with Zapier, let’s dive into the setup process.
What we’ll need
We’ll integrate no-code tools. These are the tools we need:
- A Baserow account to handle the data
- Zapier to connect Baserow with other apps by setting a trigger and action
- Access to Microsoft Excel
Let’s explore how easy it is to take your data management to the next level.
Automate data entry between Baserow and Excel
1. Set up Excel spreadsheet
To automate this process, we need to have a worksheet and columns in your Excel spreadsheet.
In this tutorial, we will use a Booking.com hotel dataset. This worksheet has been designed to aggregate reviews from a wide selection of hotels on Booking.com. It includes column headers: Hotel Name, Review, Total Review, Rating, and Location.
2. Set up a Baserow database
First, log into Baserow. Storing data in a Baserow database makes it easier for everyone on the team to access and work with the data.
Create a workspace by clicking the + Create workspace button in the dashboard. Name the workspace, then click the Add workspace button to save the newly-created workspace.
After you’ve created a workspace, create a new database from scratch or add a database from the template library. For this tutorial, we will create a database from scratch. A default table will be added to the newly-created database when you start a database from scratch.
Next, mirror the spreadsheet column headers in Baserow as field types: Hotel Name, Review, Total Review, Rating, Location.
3. Create a new Zap
Log in to your Zapier account and create a new Zap to get started with integrating Baserow with Zapier. A Zap is an automated workflow that connects your apps and services together. A Zap tells your apps to follow this simple command: “When this happens, do that.”
Start your Zapier integration by clicking + Create Zap from your Zapier dashboard.
Each Zap consists of a trigger and one or more actions. A trigger is an event that starts a Zap. An action is an event a Zap performs after it is triggered.
4. Add an Excel trigger in Zapier
The trigger is the event that initiates the automation.
- Search for apps and choose Microsoft Excel as the trigger app.
- Choose the trigger event that will start the workflow. In this case, we’ll choose “New row” as our trigger. This will trigger when a new row is added to a worksheet in a spreadsheet.
- Connect a Microsoft Excel account.
- Select the Storage Source, Folder, Spreadsheet and Worksheet.
- Click Test trigger. Zapier will attempt to find a recent row in your account to use in the Zap. The information can be used as test data in an action step later in the Zap.
If Zapier is having trouble finding data for your trigger, try adding new data for the event in your trigger app.
Now that we have set up the trigger, we can set up the rest of the Zap by adding an action.
5. Add a Baserow action
The action is what happens in response to the trigger. We’ll select “Create Row” as our action.
With the Baserow action, we can:
- create a new row
- delete an existing row
- update an existing row
- find a single row in a given table
- find a page of rows in a given table
In the Zap editor, click the plus + icon to add an action step.
- Search and select Baserow from the list of available apps.
- Click the Event dropdown menu and select the “Create Row” event. This will create a new row when the Zap runs.
- Connect your Baserow account and select the base and table.
- Enter the table ID where the row must be created in. You can find the table ID by clicking on the three dots next to the table. It’s the number between brackets.
6. Customize your Zap
Here’s where the magic happens! Map the fields from Baserow to the corresponding columns in the Excel spreadsheet. Zapier allows you to customize this mapping to ensure your data is transferred accurately.
Once your mapping is complete, run a test to ensure your Zap functions as intended. If everything looks good, turn on your Zap and watch your data flow seamlessly between platforms!
Zapier will create a row in Baserow every time a new row is created in Excel. Now, you can add more reviews and collaborate with travelers who are looking for the ideal accommodation for their next trip.
Summary
Manually copying and pasting data between Baserow and Excel is a recipe for errors and wasted time. This repetitive process not only hinders efficiency but also leaves room for human error.
Whenever a new row is added to your spreadsheet, Zapier will automatically create a new row in your Baserow database and table with the corresponding data. You can customize this workflow to suit your specific needs by adding more steps or by changing the trigger and action apps.
- How to transform any spreadsheet into a database!
- Databases vs. spreadsheets: Which is better for your business?
- Building your own database without technical experience
- How to model your Baserow data
In case you’ve run into an issue while following the tutorial, feel free to reach out to ask for help in the Baserow community.
