Google Sheets Data Export Integration (Updated Setup & Sync Behavior)

Overview

The Google Sheets Data Export feature allows Luminous users to sync data into a connected Google Sheet for reporting and analysis.

This integration uses Google authentication to securely connect to a selected spreadsheet and automatically export data based on customizable templates.

Why This Update Matters

Recent improvements were made to resolve issues that caused inconsistencies between Luminous and Google Sheets.

Previous Issues

Tabs were not created if no data existed yet
Deleting templates did not remove corresponding tabs
New templates did not appear until the next sync
Google rejected the integration due to overly broad permissions

What's Improved

Tabs are now always created (even with no data)
Deleting a template also removes the Google Sheets tab
New templates create tabs immediately (no waiting)
Spreadsheet selection now uses a secure Google file picker (no manual ID entry)

These updates ensure a 1:1 match between Luminous templates and Google Sheets tabs and improve reliability and security.

What's New in This Release

Three additional capabilities have been added to the Data Exports feature:

🆕 New Schema Types: Work Orders, Production Runs, and Planning Forecast

Work Orders, Production Runs, and Planning Forecast are now available as schema types when creating an export template. Teams can now schedule recurring Google Sheets exports for manufacturing and planning data alongside existing types like Sales Orders and Inventory Stocks.

🆕 Per-Template Spreadsheet Assignment

Each export template can now be assigned its own dedicated Google Spreadsheet, separate from the organization-wide default. This means different templates (e.g., Sales Orders vs. Work Orders) can export to different sheets without interfering with each other.

🆕 Column Reordering and Custom Headers

When creating or editing a template, the new Column Order & Headers section allows columns to be dragged into any order and renamed with custom header labels. Use Suggest Headers to auto-generate readable names, or leave fields blank to keep system defaults.

How to Set Up the Google Sheets Integration

Step 1: Navigate to Data Exports

In Luminous, go to Tools
Select Admin Tools
Navigate to Data Exports
Select Open Data Exports

Step 2: Connect Google Sheets

Click Connect Google Sheets
Choose the Google account to connect
Allow access when prompted

Log back into Luminous if prompted.

Once connected, the Connection Status will confirm the integration is active.

Step 3: Select a Spreadsheet (Updated)

In the target spreadsheet section, select the Google Spreadsheet where exported data will be saved. This replaces the previous method of manually pasting a Spreadsheet ID and ensures secure, Google-compliant access.

Click the Change button
Click Select Spreadsheet
Use the Google file picker to choose the target sheet

⚠ Note for existing users: Disconnect and reconnect Google Sheets, then re-select the spreadsheet using the new picker.

Step 4: Create an Export Template

Click Create Template
Enter a Template Name (e.g., Sales Data)
Choose a Schema Type

The available fields will update based on the schema selected. Available schema types include:

Cost Layers
Inbound Shipment
Inventory Stocks
Invoices
Materialized Forecast Data
Forecast Data by Channel
Products
Product Orders
Receiving Reports
Sales Orders
Sold Products
Supplier Purchase Orders
Transfer Orders
Work Orders 🆕
Production Runs 🆕
Planning Forecast 🆕

Select fields to include
- Use search or toggle fields on/off
- Selected fields appear on the right
(Optional) Add Field Conditions or Field Transformations as needed
- Field Conditions – Filter exported data based on field values
- Field Transformations – Apply data transformations when exporting (e.g., format dates, truncate strings, format numbers)
(Optional) Assign a Target Spreadsheet 🆕 — By default, all templates export to the tenant-wide spreadsheet selected in Step 3. To send this template's exports to a different spreadsheet, click Choose Spreadsheet and select the target sheet using the Google file picker.
(Optional) Configure Column Order & Headers 🆕 — Control how columns appear in your spreadsheet output:
- Drag rows to reorder columns
- Enter a custom name in the header field next to each column to rename it — leave blank to use the system default
- Click Suggest Headers to auto-populate readable header names from system field names
- Click Clear Aliases to remove all custom names and revert to defaults
Click Create Template

✅ A new tab will now be created automatically in the selected Google Sheet.

Step 5: Sync Data to Google Sheets

Select the template
Click Sync icon

When the sync runs:

A tab is created (if not already present)
Column headers are added
Data populates automatically

What the Sync Produces

Raw API data in base tables
Formatted views for reporting
AI-powered transformations for cleaner data

This allows Google Sheets to function as a live reporting layer for Luminous data.

Updating or Managing Exports

Under the Action options, users can:

Edit templates (add/remove fields, reorder columns, update header aliases)
Manually re-sync data
Export as Excel
Delete templates (also removes the sheet tab)

Configuring a Schedule

Within the Schedule Configuration window, choose how often the export should run.

Available scheduling options include:

Every hour – Runs at the top of every hour
Every N hours – Runs at a custom hourly interval
Daily at specific time – Runs once per day at a selected time
Twice daily – Runs two times per day at selected times
Specific days of the week – Runs on selected days at a chosen time
Custom cron – Advanced scheduling for custom intervals

After selecting the schedule type, choose the time (24-hour format) when applicable.

The system will display:

Schedule validation
Preview of upcoming run times

Disabling the Schedule

Click Configure Schedule
Turn off the toggle
Confirm schedule preview
Save

Tips & Best Practices

Use incremental sync for large datasets
Use AI rules to simplify complex data
Use formatted views for client-ready reports
Create multiple views for different reporting needs
Use Suggest Headers before saving a template — system field names like closed_by_source are not user-friendly; auto-suggesting headers saves cleanup time in the sheet
Assign a dedicated spreadsheet per template when exporting multiple schema types — this keeps Work Orders, Sales Orders, and Planning Forecasts cleanly separated
Use Overwrite sync mode for live dashboards; use Append mode when a running historical log of records is needed

Troubleshooting / FAQs

The Google Sheet is not updating

Confirm the correct spreadsheet is selected
Ensure the Google account is still connected
Run a manual sync

Fields are missing from the export

Edit the template and confirm fields are selected
Ensure the correct schema type is used

The sync status shows "never synced" or outdated times

This can occur if no new data was available during sync
The export may still have completed successfully

Why do timestamps not match the sheet data?

The system may log run times before the sync fully completes
Delays or queue processing can cause timing differences

I don't see Work Orders, Production Runs, or Planning Forecast in the schema type list

These are newly available schema types. If they do not appear in your account, ensure Luminous is on the latest version. If the issue persists, contact Luminous support.

My column headers in the sheet don't match what I configured

Verify that aliases were saved before the last export ran
Confirm you did not click Clear Aliases after configuring headers
Re-open the template, check the Column Order & Headers section, and re-save

Additional Features

Manual Sync: Run an export at any time
Excel Export: Download data as a file

Please refer to this walkthrough video for further guidance: https://www.loom.com/share/428becf8ec884494844188783ae36c09

Need Help?

For assistance with setup, sync issues, or building templates, contact the Luminous support team.