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

Go to Chatbot → Create Bot Flow. Add a keyword trigger.

Add an Ask a Question block: ask the user to enter their reference number (complaint ID, order number, etc.).

Save their answer to a Bot Field (e.g., Search Key).

Add a node → Automation App → Google Sheets → Lookup Spreadsheet Rows.

Authenticate your Google account if prompted.

Select the Spreadsheet and Sheet tab.

Set the Column to search (e.g., Column D for complaint number).

Set the condition to Equal to and map the value to the Bot Field from step 3.

Click Run to test with sample data. Check Run History.

Save the block output: number of rows found, and the full row data, into Bot Fields.

Add routing based on the result

Add a Router block with two paths:

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.

Path 2 — Match found: Send a message that maps the data fields from the Bot Fields into the reply text.

Save the workflow and enable it.

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Search Google Sheets data and respond to users in a bot

Build the flow

Add routing based on the result

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