Core Features Reference

This document provides comprehensive technical documentation for all triggers, actions, and conditions available in the ExploraBI Automation system.

Table of Contents

1. Triggers
2. Actions
3. Conditions
4. Dynamic Values & Placeholders
5. Advanced Configuration

Triggers

Triggers define when your automations execute. Every automation requires exactly one trigger.

Sheet Change Trigger 📝

Responds to modifications in your spreadsheet in real-time.

Configuration Fields:

Range Specifications:

• Full Column: A:A monitors entire column A
• Full Row: 1:1 monitors entire row 1
• Specific Range: A1:C10 monitors only that rectangular area
• Multiple Columns: A:D monitors columns A through D
• Empty Field: Monitors the entire sheet

When to Use:

• Monitor form submissions or data entry
• Track status changes in specific columns
• Respond to data updates in real-time
• Validate or process new information

Schedule Trigger ⏰

Executes automations on a time-based schedule.

Configuration Fields:

Frequency Details:

• Every Hour: Runs every hour on the hour
• Daily: Runs once per day at specified time
• Weekly: Runs once per week on specified day and time
• Monthly: Runs once per month on specified day and time

Time Zone: All times are in your Google account’s time zone.

When to Use:

• Generate daily, weekly, or monthly reports
• Clean up old data periodically
• Send scheduled notifications
• Perform regular data backups

Actions

Actions define what happens when a trigger fires. Automations can have multiple actions that execute in sequence.

Update Cell ✏️

Modifies the value of a specific cell.

Configuration Fields:

Cell Reference Options:

• Static: A1 always targets that exact cell
• Dynamic: B{{row_number}} targets column B in the edited row
• Cross-sheet: Works when sheet name is specified

Value Types:

• Static Text: Any text like “Completed” or “High Priority”
• Formulas: Spreadsheet formulas like =TODAY() or =SUM(A1:A10)
• Dynamic Values: Placeholders like {{NOW}} or {{EDITED_VALUE}}
• Combined: Mixed content like “Updated on {{NOW}} by {{editing_user}}”

Common Use Cases:

• Add timestamps when data is entered
• Update status fields automatically
• Calculate derived values
• Cross-reference data between sheets

Add Row ➕

Inserts a new row with specified data into a target sheet.

Configuration Fields:

Row Data Format:

• Comma-separated values: Value1, Value2, Value3
• Mixed content: Combine static text, formulas, and placeholders
• Empty cells: Leave blank between commas for empty cells

Insert Positions:

• End of sheet: Appends to the last row with data
• After header row: Inserts at row 2, pushing existing data down

Common Use Cases:

• Log activities and changes
• Archive completed items
• Create audit trails
• Generate summary reports

Copy Data 📋

Copies data from one range to another location.

Configuration Fields:

Range Specifications:

• Static Range: A1:C10 copies that exact area
• Dynamic Range: A{{row_number}}:C{{row_number}} copies the edited row
• Full Columns: A:C copies entire columns
• Single Cell: A1 as destination will paste starting there

Common Use Cases:

• Archive completed tasks to another sheet
• Create data backups
• Consolidate information
• Duplicate important records

Delete Row 🗑️

Removes rows based on specified criteria with safety controls.

Configuration Fields:

Delete Modes:

• Specific row number: Deletes exactly one numbered row
• Rows matching condition: Deletes all rows where condition is true

Safety Features:

• Limited to 100 rows maximum per execution
• Requires confirmation for bulk operations
• Cannot be undone - deleted data is permanently lost

⚠️ Important: Always test deletion automations with sample data first.

Common Use Cases:

• Clean up old completed tasks
• Remove archived records
• Data maintenance and cleanup
• Automated housekeeping

Hide Row 👁️

Hides or unhides rows based on conditions while preserving the data.

Configuration Fields:

Actions:

• Hide rows: Makes rows invisible but preserves data
• Unhide rows: Makes hidden rows visible again

Common Use Cases:

• Hide completed tasks while keeping records
• Organize data presentation
• Create filtered views
• Manage data visibility

Sort Sheet 🔽

Sorts data in ascending or descending order with multi-level sorting.

Configuration Fields:

Sort Orders:

• Ascending: A-Z, 0-9, earliest dates first
• Descending: Z-A, 9-0, latest dates first

Multi-Level Sorting: Primary sort is applied first, secondary handles ties, tertiary handles remaining ties.

Common Use Cases:

• Maintain leaderboards automatically
• Sort by priority or status
• Organize by date or time
• Alphabetical organization

Conditional Formatting 🎨

Applies visual formatting based on cell values and conditions.

Configuration Fields:

Condition Types:

• Value equals: Exact match
• Value greater than: Numeric comparison (>)
• Value less than: Numeric comparison (<)
• Value contains: Text contains substring
• Value is empty: Cell has no content
• Value is not empty: Cell has content
• Custom formula: Advanced formula-based conditions

Common Use Cases:

• Highlight high-priority items in red
• Color-code status values
• Format overdue dates
• Visual data organization

Send Email 📧

Sends automated email notifications with dynamic content.

Configuration Fields:

Email Address Options:

• Static addresses: [email protected]
• Dynamic addresses: Use placeholders like {{column_B}} for cell values
• Multiple recipients: Separate with commas

Content Features:

• Dynamic placeholders: Insert real-time data
• Line breaks: Use line breaks normally in the text area
• Plain text format: Emails are sent as plain text

Setup Requirements:

• Email permissions must be configured (one-time setup)
• First use may require authorization

Common Use Cases:

• Status change notifications
• Form submission alerts
• Daily/weekly reports
• Task assignment notifications

Send Webhook 🔗

Sends HTTP requests to external systems and services.

Configuration Fields:

HTTP Methods:

• POST: Send data to create or update
• GET: Retrieve information
• PUT: Update existing data
• DELETE: Remove data

Payload Format: JSON format with dynamic placeholders for real-time data

Common Use Cases:

• Slack notifications
• External API updates
• Third-party integrations
• Real-time data synchronization

HTTP Request 🌐

Makes custom HTTP requests with advanced options and response handling.

Configuration Fields:

Advanced Features:

• Response handling: Store API responses in spreadsheet cells
• Authentication: Support for API keys and tokens
• Error handling: Graceful handling of failed requests
• Timeout protection: Automatic timeout for slow requests

Common Use Cases:

• Retrieve data from external APIs
• Validate information against external services
• Fetch real-time data (weather, stock prices, etc.)
• Integration with business systems

Conditions

Conditions determine whether automation actions should execute. They are optional but provide powerful control over when automations run.

Column Value Condition 📊

Evaluates values in specific spreadsheet columns.

Configuration Fields:

Available Operators:

Common Use Cases:

• Check task completion status
• Validate required fields
• Filter based on categories
• Numeric threshold conditions

System Variable Condition 🔧

Evaluates system variables like current user, time, and context.

Configuration Fields:

Available Variables:

Common Use Cases:

• User-specific automations
• Time-based conditions
• Day-of-week restrictions
• Context-aware processing

Checkbox Condition ☑️

Evaluates the state of checkbox cells.

Configuration Fields:

Checkbox States:

• Checked: Checkbox is marked (TRUE)
• Unchecked: Checkbox is empty (FALSE)

Common Use Cases:

• Task completion tracking
• Approval workflows
• Feature toggles
• Boolean conditions

Multiple Conditions Logic

Combine multiple conditions using AND/OR logic for complex decision-making.

Configuration Options:

Complex Scenarios: You can create sophisticated logic by combining multiple conditions:

• High-value expenses AND travel category
• Urgent priority OR specific user
• Completed status AND approval checkbox

Best Practices:

• Start with simple conditions and add complexity gradually
• Test complex logic with sample data
• Use descriptive automation names to clarify intent
• Document complex logic for future reference

Dynamic Values & Placeholders

Dynamic values insert real-time data into your automations. These placeholders are replaced with actual values when the automation executes.

Cell & Range References

Time & Date Values

Edit Context (Sheet Change Triggers)

User & System Information

Schedule-Specific (Schedule Triggers)

Advanced Usage Examples

Email Subject with Context:

Task Update: {{column_A}} - {{TODAY}}

Log Entry with Details:

{{editing_user}} changed {{EDITED_CELL}} from '{{OLD_VALUE}}' to '{{EDITED_VALUE}}' at {{NOW}}

Conditional Cell Updates:

Last updated: {{NOW}} by {{editing_user}}

Cross-Sheet References: Use dynamic placeholders in cell references like B{{row_number}} to target the same row as the trigger.

Advanced Configuration

Condition Logic

AND Logic (All conditions must be met):

• Every condition must be true for actions to execute
• More restrictive - fewer executions
• Good for precise targeting

OR Logic (Any condition can be met):

• At least one condition must be true
• More permissive - more executions
• Good for multiple trigger scenarios

Performance Considerations

Trigger Optimization:

• Use specific cell ranges instead of monitoring entire sheets
• Avoid very frequent triggers on large datasets
• Consider schedule triggers for batch operations

Action Efficiency:

• Group related actions in single automations
• Use batch operations when possible
• Test with sample data before production use

Error Handling

Built-in Safety Features:

• Automatic retry for failed email sends
• Timeout protection for HTTP requests
• Row limits for deletion operations
• Graceful handling of missing data

Best Practices:

• Monitor the Logs tab for execution status
• Test automations with sample data first
• Use descriptive names for easy troubleshooting
• Start simple and add complexity gradually

Troubleshooting Common Issues

Automation Not Triggering:

• Check trigger configuration (sheet name, range)
• Verify conditions are properly set
• Ensure automation is active

Email Not Sending:

• Confirm email permissions are set up
• Check recipient email addresses
• Verify dynamic placeholders are correct

Incorrect Data in Actions:

• Validate dynamic placeholder syntax
• Check column references match your sheet
• Test with sample data first