How to make the chatgpt assistant query a Google Sheets spreadsheet and return to the user whether that item exists or not?

How To
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1

What are you trying to achieve?

simulating a trade: I want to ask the AI ​​agent if there is x item and he consults the spreadsheet, returning the product and the price.

Steps taken so far

I simulated a question via webhook, and the GPT module answers the question, but it doesn’t query the spreadsheet. I’ve tried adding the spreadsheet before the GPT module, but to no avail.

3

Hey Pablo!

The issue is that you need to set up GPT Function Calling (also called Tools/Actions in ChatGPT). Simply putting Google Sheets before the GPT module won’t work because GPT doesn’t automatically know to query it.

Here’s the correct workflow:

Scenario Structure:

Webhook → GPT Assistant (with Functions) → Router → Google Sheets Search → GPT Assistant (return results)

Step-by-Step Setup:

1. Create your Google Sheets Search function: First, set up a route that searches your spreadsheet:

  • Module: Google Sheets > Search Rows
  • Search in: Your product spreadsheet
  • Filter: Product Name contains the search term

2. Configure GPT with Function Calling: In your ChatGPT module, enable “Functions” and define your tool:

{
  "name": "search_product",
  "description": "Search for a product in the inventory spreadsheet and return the product name and price",
  "parameters": {
    "type": "object",
    "properties": {
      "product_name": {
        "type": "string",
        "description": "The name of the product to search for"
      }
    },
    "required": ["product_name"]
  }
}

3. Add a Router after GPT:

  • Route 1: If GPT calls the function (check if function_call exists)
  • Route 2: If GPT returns a normal response

4. On Route 1 (Function Call):

  • Google Sheets > Search Rows: Use the parameter from GPT’s function call
  • Map: {{function_call.arguments.product_name}}
  • Router/Filter: Check if results exist
    • If found: Format the response with product details
    • If not found: Return “Product not found”
  • ChatGPT > Create a Completion: Send the results back to GPT with the function response

5. Final response: Return GPT’s final answer to the webhook response

Simplified Alternative (If you don’t need conversational AI):

If you just need a simple lookup without conversation:

Webhook → Google Sheets Search Rows → Router → Webhook Response
  • Router Route 1 (if found): Return “Product: [name], Price: [price]”
  • Router Route 2 (if not found): Return “Product not found”

Example Google Sheets Setup: Make sure your spreadsheet has columns like:

  • Column A: Product Name
  • Column B: Price
  • Use “Search Rows” with filter: Product Name = {{webhook.query}}

Which approach do you prefer? The AI agent with function calling gives you natural language responses, while the direct search is simpler and uses fewer operations.

Sam @ Flow Digital