Have you ever dealt with an issue that you wanted to transfer your XTRF Platform data to the external spreadsheet? XTRF for Sheets enables you to export your data stored in XTRF Language Business Platform to Google online spreadsheets where you can process them further. In an easy and expedient way you can prepare the desired data view in XTRF Platform for projects, quotes, vendors or clients and transfer this data to the Google spreadsheet. In addition, you can strictly define which data you want to share with your associates and how the data should be displayed. Want even more? The exported data can be automatically refreshed in real-time, therefore each single change made in XTRF Platform can be transferred to the Google spreadsheet immediately. The concept behind that is to make browse data available in the external sheet where your associate only needs to have a link to the required view in the XTRF Platform instance and a generated access token.
Does your associate use their own tool while working on data? XTRF for Sheets is a perfect solution whenever your partner use any external application to process data without gaining access to XTRF Platform directly.
Tired with the copy and paste options whenever exporting your data to the Google documents? Not any more while using the XTRF for Sheets. Exporting your data to the Google spreadsheets gives you an opportunity to export your data. Afterwards, you can enhance your data using any other external Add-Ons available in the Google Add-Ons library.
The purpose of this guide is to present you how to:
Install the add on
Generate an access token for a newly created abstract user account to set up a connection between XTRF Language Business Platform and Google Sheets.
Prepare a customized view in XTRF Language Business Platform with a list of data which you want to share with your associate.
Gather all information which should be transferred to your associate to allow display required data in Google Sheets.
In a nutshell
XTRF for Sheets is a tool that automatically synchronizes data between any Smart View pane and the Google Sheets platform. Using simple steps, you define the range of cells into which data are to be inserted and provide the URL of the Smart View pane from which data is to be imported (the URL is the address taken from the browser bar when displaying data in XTRF).
Many different views can be synchronized within one sheet simultaneously, and data can be synchronized on demand by means of the "synchronize all" option. A very useful option is automatic synchronization: with just one click you can switch the extension into a mode in which data is imported from XTRF automatically every hour, even if the sheet is not actually open in a browser window!
How to start
All that you need is access to the API in your XTRF installation. XTRF for Google Sheets is currently in beta, so you will not find it in Google’s Add-On Store, although you can easily install it using the link below.
After opening the link, click "Free" to install the add-on in your Google Sheets. Then follow the instructions, providing the additional required consents. Your "add-ons" menu will now have the "XTRF for Sheets" option. After selecting "Import Smart View", a mechanism for synchronization with XTRF will appear on the right.
The configuration process is simple - you need only two items: API access token and a URL of a Smart View containing your data.
To use, enter the "XTRF API access token" created in your XTRF user settings under the "Access token" tab. We encourage you to use a dedicated API user account instead of you own to access the API - detailed instructions can be found here.
Smart View URL
You can import data of any XTRF Smart View. When logged in to XTRF, simply copy the URL of the smart view from your browser and use it in XTRF for Sheets.
The detailed guide of SmartViews configuration is available here.
Assuming you know how to manage Smart Views in XTRF, we mention only few important aspects:
The view needs to be accessible to the user for which an access token has been created. If you want to access the view of other user it has to be shared to this user (share option in the view configuration).
You can use Custom Fields and Custom Columns (aka. Virtual columns) - they will be displayed correctly.
Mind the formatting - the date, currency and number formats you use in XTRF should match your settings in Google so it can be understand correctly by Sheets (as values not simple text).
You can now define further data sources by linking a Smart View pane in your XTRF instance with the Sheets cell address where the data is to be inserted.
The spreadsheet can contain as many data source configured as required by your reports. If you do need configuration anymore remove it using "remove" button available at the bottom in configuration edit mode.
Your data can be always uptodate. Simply enable automatic synchronization at the bottom of the screen and all the configuration will be automatically refreshed once an hour.
The token may be changed by using the "key" button at the bottom of the page. The token is shared by all configuration so your spreadsheet can access one XTRF instance at the time.
To make your request to XTRF even more flexible, it is possible to change the URL to a Smart View on the fly right in the sheet. Here is how:
- Prepare your XTRF Smart View URL in a preferred cell of the sheet. You may use formula calculation rules and functions for regular sheet cells, so your resulting URL reflects your preference, i.e. you may limit the date range by applying current date as a filter value in the URL.
- Now, instead of using the URL in the connection configuration panel, set a Sheet!A1 notation reference to the cell containing the URL. The connector will be using the URL value from the sheet instead of the hard-coded one.
Price & Support
The add-on is currently in a trial version and will remain free until June 2020. After this date, a small fee will be introduced.
Seek assistance and contribute to discussions on this XTRF User Echo.
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