Tutorials
How to use Data
1. Introduction
In this tutorial, we will explore the Data section of Yala in detail—a powerful tool that integrates artificial intelligence into Google Sheets to automate and optimize your workflows. The Data section lets you manipulate records in any sheet of your spreadsheet—such as inserting, editing, and deleting data—seamlessly integrated into your workflow. Understanding how to use this feature is essential to make the most of Yala’s capabilities.
In your sheet (for example, the Nutritionist tab), you might have columns like Task, Category, Product, Composition, and Data Prompt. The Data Prompt column defines the data actions to perform in various sheets.
2. How Data Works
The Data section is responsible for carrying out actions on your spreadsheet’s data based on your instructions. These can involve creating new records, updating existing ones, or removing data entries. Yala interprets your instructions and performs the operations automatically, allowing you to manage your data efficiently and accurately.
Operational Flow
Providing the Data Prompt
You enter clear instructions about the actions to be performed on the data (e.g., insert, update, or delete).
Processing
Yala interprets the Data Prompt, locates the relevant sheets and records, and executes the specified actions.
Results
Once done, you receive confirmations and details of the completed operations, ensuring your instructions were carried out as intended.
Interactions with Other Components
Parsing
The Parsing Output can supply structured data to be handled by Data.
Variables
Variables you’ve defined (e.g., Category, Product) can be referenced in the Data Prompt to specify values or conditions.
Next Action
After performing data actions, you can use an Action Prompt to define subsequent workflow steps (e.g., “Update line 3 to Ignore and go to line 4.”).
3. Required Parameters and Inputs
Input Data
Data Prompt
Detailed instructions on the data actions you want Yala to perform.
Prerequisites
Clarity in Instructions
Write specific instructions so Yala knows exactly which actions to take.
Existing Data and Sheets
Check that the sheets and records you mention exist or that Yala is authorized to create them if instructed.
4. Explanation of the Data Column
Data Prompt
Description
Instructions for inserting, editing, or deleting records in any sheet of your spreadsheet.
How to Use
Write clear commands about the actions you want, indicating:
Which sheet the action should apply to.
Which record(s) will be manipulated.
Which fields and values will be added or modified.
Use natural language, but be specific to avoid ambiguity (e.g., “Insert rows into the Nutritional Table tab with the columns Category, Product, Serving Size, etc.”).
5. Practical Examples
Example 1: Inserting a New Record
Scenario
You want to add a new row in a sheet called Nutritional Table with product details.
Steps
In Data Prompt, enter:
Set Status to Pending.
Result
Yala will create a new record in the Nutritional Table sheet with the specified data.
Example 2: Updating an Existing Record
Scenario
You want to update the serving size for an existing product in the Nutritional Table sheet.
Steps
In Data Prompt, enter:
Set Status to Pending.
Result
Yala will locate “Traditional Carrot Cake” in the Nutritional Table sheet and update its serving size to 80 grams.
Example 3: Deleting a Record
Scenario
You want to remove an obsolete product from the Nutritional Table sheet.
Steps
In Data Prompt, enter:
Set Status to Pending.
Result
Yala will remove the record with the specified product name or code from the Nutritional Table sheet.
6. Best Practices
Specificity in Instructions
Clearly indicate the sheet, records, and fields involved.
Avoid ambiguity that can lead to errors or unintended actions.
Use of Variables and Parsing Output
Reference columns defined in Variables (e.g., Category, Product) to customize data actions.
Leverage structured data from Parsing Output for more complex manipulations.
Check Sheets and Data
Confirm the existence of referenced sheets (e.g., Nutritional Table) or instruct Yala to create them if needed.
Verify that the records exist before updating or deleting them.
Clear Criteria
When updating or deleting records, specify precise criteria.
Example: “Update all rows where Category = Cake to have Fats (g) = 12.”
7. Troubleshooting
Action Not Performed or Incorrect
Review the Data Prompt to ensure instructions are clear and complete.
Check sheet and record names to confirm they match existing ones.
Errors During Processing
If the outcome indicates errors, consult the message to find the cause.
Possible errors could be “Sheet not found” or “Record not found.”
Processing Not Started
Verify that Status was set to Pending.
Ensure no required fields contain errors preventing the process from starting.
8. Relationship with the Status
Pending
Set Status to Pending after configuring the Data Prompt so Yala will perform the data actions.
Processing
Indicates Yala is executing the instructions specified in the Data Prompt.
Success
The data actions have been successfully completed, and you can check the updated sheets.
Failure
An error occurred. Check any error messages and the previous sections to fix your inputs.
9. References and Additional Resources
Complementary Guides
See the Parsing tutorial to learn how to extract data that can be used in the Data Prompt.
Consult any Action or “Next Action” tutorials to set further steps after data manipulation.
Advanced Customization
Use conditionals and loops in your instructions for more elaborate manipulations.
Example: “For each product in the Nutritional Table with Category = Cake, set Fats (g) to 12.”
Support
If you still have questions or issues, contact the Yala support team.
With an understanding of the Data section, you can automate record manipulation in any sheet of your spreadsheet, making your processes more efficient and free from manual errors. Use this feature to keep your data up to date and respond quickly to changes and requirements in your project!