Posted on April 24, 2019 at 12:00 PM


How to parse an order notification from Fastspring sent to Outlook  and transfer the data to a Google Spreadsheet
by Stargate365

Here we’ll show you how to transfer the information from your FastSpring order notification email to a Google spreadsheet. In this case the notification was emailed to your Outlook email account. You only have to set it up once and then all future order notifications will be automatically updated in your Google Spreadsheet.

Requirements

  1. Fastspring Account
  2. Google or Outlook Email Account
  3. Google Sheet Account
  4. Stargate365 Account

Setting up the Requirements Accounts


1. FastSpring Account:

In your Fastspring account, set the Order Notification Address to your Gmail or Outlook email address.


2. Gmail or Outlook Account:

  • Create a “Trigger” folder (e.g. FastSpring Sales) in your Gmail or Outlook account. - When an email notification is placed in the FastSpring Sales folder, the process to place your sales data in your Google Sheet will start.
  • Copy a sample order notification from FastSpring and place it in your FastSpring Sales folder. - We’ll need this to set up the parsing process.
  • Create a filter in your Gmail or Outlook account to move email order notifications from your Inbox to the “Trigger” folder.

Tip - Although Gmail and Outlook email accounts will work, we suggest you use a Outlook email account because Outlook email notifications happens in real time whereas Google email notifications are delayed. (Outlook email can be fetched with web hooks whereas the Google email folder has to be polled.)


3. Google Sheet Account:

  • Create a Google Spread Sheet and name it Sales.
  • Create a work sheet in Sales and name it FastSpring.

4. Stargate365 Account:

Create the Stargate365 Work Flow

  • Log in to your Stargate365 account and choose your trigger app. In this case it would be either your GMail or Outlook account.
  • Choose your action app - This is where the data should be placed. In this case it would be Google Sheets.
  • Click on Create your work flow.

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Set up the Trigger Click on Select an event drop down and select New Email

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Click on Add a new account

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Now you have to select your Outlook (or Gmail) account

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Fill in your email and password and log in to your Outlook account.
Click on Allow to allow the Stargate365 app to parse the email in the trigger folder.

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Click on Auto-Copy and paste to copy the permission to Stargate365.
Select a mailbox - This is the Trigger mailbox folder. If an email lands in this folder, Gmail triggers Stargate365

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Stargate365 will access the Trigger folder, parse the sample email in the folder and display the fields found in the sample email on the left.

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Click on Save.
Click on Test this step. The contents of the fields in the email will be displayed in a Test Report.

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Click on close. The Trigger is now set up.
Set up the Action. Click on the Google Sheet action button

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Click on Select an event and on Create Spreadsheet Row.

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Now you have to specify the Google Account and Spreadsheet where the data should be placed. The steps are the same as when you specified the email account and approved access to the account.

Select a spreadsheet

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Select a worksheet in the spreadsheet

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The fields from the sample email will be displayed. The left hand column is the source email information (Microsoft Outlook) and the right hand column is the destination spread sheet (Google Sheets) information.

There are two ways to link the email fields with the spreadsheet headers. The easiest way is by using the Actions Drop Down button. Click on the Actions Button.

The following Action options are available:

Create Google sheet column headers on Server -This will create all the column headers from the available fields in the sample email.

Delete columns on the right below - This will clear the column headers in the set up.

Reload Google sheet column headers from your Google Sheet into right column below - This will load the current column headers set up from your Google Sheet.

Autolink left column to right column below - This will link the fields from the sample email to the current column headers on the Google sheet and place the information in the Google sheet.

Create the column headers in the spreadsheet

You can create the column headers yourself and then tie it up with the fields from the sample email or you can let Stargate create the headers for you. To do so, click on Create Google sheet column headers on Server. This will use the fields from the sample email and create column headers on the spreadsheet.

Link the column headers of the spreadsheet with fields from the sample email

Click on Autolink left column to right column below. This will link the email fields with the column headers.

Click Save and the Test this step.

You will notice that the spreadsheet data has been populated.

Changing spreadsheet headers

The email notification may have too much information that you do not want in the spreadsheet. If you want to change the spreadsheet headers, you can open the Google sheet in your browser, delete column headers that you don’t want and also move the headers around. Do not change the header text. If you want to use this changed headers as your template, click on Delete columns on the right below

Then click on Reload Google sheet column headers from your Google Sheet into right column below. Then click on Autolink left column to right column below. Click Save and the Test this step.


In the screen shots below only seven of the fields/columns were selected, the spreadsheet headers were underlined and made bold.

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Spreadsheet result

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Turn on your Stargate

Now switch your Stargate on.

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When you switch the Stargate on, all new emails that land in the trigger folder will be automatically parsed and the information will be placed in your spreadsheet. One credit will also be deducted from your account for every completed work flow.

Now you can run a test order from Fastspring and see if the test data is entered in the spreadsheet. Please note that there is a few minutes lag when using a Gmail account as trigger. There is almost no lag when you use an Outlook account as trigger.


Sign up for free

You can sign up for a free account at https://www.stargate365.com