Home Building Flows How to Create a Controlled Flow Accessing Information in Google Sheets

How to Create a Controlled Flow Accessing Information in Google Sheets

Last updated on Aug 26, 2026

When to Use

  • You have data in a Google Sheets (order status, schedules, balance, eligibility) and want the Controlled Flow to query it directly

  • You update this spreadsheet manually or via automation (system dump at specific times, for example)

  • You do not have (or do not want to expose) an API for this use case

Prerequisites

  • Google Sheets with header in the first row and structured data

  • A Google account (personal or corporate Gmail — it does not need to be an @cloudhumans email) with access to this sheet, to connect the integration

About This Article

The Google Sheets integration allows the Controlled Flow to query a spreadsheet as if it were a database — useful when you need to return status, values, or simple flags without exposing an API.

📌 Update: the video above mentions the need to connect an @cloudhumans domain email. This is no longer required — you can connect any Google account (personal or corporate Gmail) that has access to the spreadsheet.

Usage Example

Let's use a spreadsheet with two columns:

  • id — order code

  • status — current situation (e.g., "in progress", "delivered", "late")

Step-by-step

Step 1 — Create a New Controlled Flow

Create a new Controlled Flow and set the entry point with a text input, so the customer can provide the order number.

Give the variable a descriptive name, such as order_id.

Step 2 — Connect Google Sheets

In the Integrations tab, select Sheets:

  • If your account is not yet connected, connect your own Google account (any Gmail — personal or corporate) that has access to the spreadsheet. You no longer need to use an @cloudhumans email or ask the Cloud Humans team for a service email

  • Choose the spreadsheet, the correct sheet/tab, and the header row (usually 1)

  • Use the operation Get data

  • Apply a filter: id column == {{order_id}}

Step 3 — Extract Desired Information

Choose the status column as output and store it in a new variable (e.g., status_response).

Step 4 — Return Response to Customer

Use a text block to format the message:

"Your order is currently: {{status_response}}."

To test, just click Preview and use a real ID (e.g., 234567).

Step 5 — Define Forwarding Rules to N2

Use conditional blocks to automatically redirect:

  • If status_response == "late" → send the chat to N2 (human support)

  • Otherwise, continue with standard support

Step 6 — End or Transfer Support

At the end of the flow, use the Return to Cloud block and set:

  • None → just end the flow with the response to the customer

  • N2 → signals that ClaudIA should transfer to a human agent

Step 7 — Publish and Test with Real Tickets

Click Publish. Only then will the flow be available for real tests with ClaudIA, including in the panel / Playground.

Conclusion

With this flow, you:

  • Automate data lookup in Google Sheets

  • Avoid manual responses and typing errors

  • Scale to human support only when necessary (e.g., delays)

  • Replicate the model for queries like CPF, schedules, eligibility, and other cases

Notes