Platform
Chatbot Builder Bulk Messaging Team Inbox Mini CRM API & Webhooks AI Integration WhatsApp Flows
Industries
E-commerce & D2C Real Estate Education Healthcare Finance & BFSI Logistics Hospitality Retail
Integrations
Learn
Learning Hub Help & Docs Connect Guides Automation Codex Blog Message Templates
Pricing Log in to Dashboard Get Started →
Home › Help & Docs › Bot Builder › Search Google Sheets data and respond to users in a bot
Bot Builder

Search Google Sheets data and respond to users in a bot

This flow lets a user send a reference number — a complaint ID, order number, membership number, or any key — and receive the matching data from a Google Sheet as an instant WhatsApp reply. No spreadsheet access needed by the user; the bot handles the lookup silently.

Before you start

Connect your Google account to WA.Expert via Integrations before building this flow. You also need a Google Sheet with a column that acts as the lookup key.

Build the flow

1
Go to Chatbot → Create Bot Flow. Add a keyword trigger.
2
Add an Ask a Question block: ask the user to enter their reference number (complaint ID, order number, etc.).
3
Save their answer to a Bot Field (e.g., Search Key).
4
Add a node → Automation App → Google Sheets → Lookup Spreadsheet Rows.
5
Authenticate your Google account if prompted.
6
Select the Spreadsheet and Sheet tab.
7
Set the Column to search (e.g., Column D for complaint number).
8
Set the condition to Equal to and map the value to the Bot Field from step 3.
9
Click Run to test with sample data. Check Run History.
10
Save the block output: number of rows found, and the full row data, into Bot Fields.

Add routing based on the result

1
Add a Router block with two paths:
2
Path 1 — No match (rows = 0): Send 'No record found. Please check the number and try again.' Add a GoTo block back to the question to let the user retry.
3
Path 2 — Match found: Send a message that maps the data fields from the Bot Fields into the reply text.
4
Save the workflow and enable it.

Was this helpful? If you are stuck, message us and a real person will help — the only platform that answers you live on WhatsApp.

Ask us on WhatsApp
More in Bot Builder

Create a WhatsApp chatbot

This walks through a simple chatbot flow that greets a customer, offers a menu, and…

Bot triggers explained

A trigger is the starting point of a flow. It decides when the bot runs. Choosing the…

Message blocks: text, media, and more

Message blocks send content to the customer. They cover everything from a line of text…

The Ask a Question block

The Ask a Question block collects information from the customer and stores the reply…

View all 28 articles in Bot Builder →
Want the bigger picture? See the Chatbot feature guide for use cases and strategy.
Read more →
Related guides

Google Sheet blocks in a bot

Full reference for all Google Sheet action blocks available in the bot builder.

Read guide →

Dynamic buttons from Google Sheet data

Show users a dynamic list of options built from Google Sheet rows.

Read guide →

The GoTo block: reuse flow steps

Use GoTo to loop users back when their input does not match.

Read guide →
1