Collect API user data and store in Google Sheets with CSV backup

🧾 Overview

This n8n workflow automates the process of fetching user data from an API, verifying its validity, transforming the response, and then saving it to Google Sheets for team collaboration. Additionally, it generates a CSV backup file of the same data for offline access or external integrations.

Perfect for developers, analysts, or teams who want an automated, no-code data ingestion and backup solution.

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⚙️ Key Features

• 🔌 Fetches data from any REST API endpoint (e.g., RandomUser API)
• ✅ Validates successful API responses before processing
• 🧠 Transforms JSON response into simple key-value pairs (name and country)
• 📊 Appends data directly into Google Sheets
• 💾 Generates a downloadable CSV backup file
• 🧱 Modular design — easily customizable and extendable

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🧱 Workflow Steps

1. Start Workflow Manually (Manual Trigger Node)

The workflow starts manually by clicking Execute Workflow. You can later replace this with a Cron or Webhook trigger for automation.

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2. Fetch User Data from API (HTTP Request Node)

Makes an HTTP GET request to the configured API endpoint defined in the environment variable BASE_URL.

Example:

https://randomuser.me/api/?results=10

This node fetches raw user data in JSON format.

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3. Verify API Response Success (If Node)

Checks if the API response returned an HTTP 200 status code.

• ✅ If status = 200 → Continue processing data
• ❌ If status ≠ 200 → Trigger Stop and Error node to halt execution

This prevents saving invalid or failed responses.

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4. Transform API Data to Name and Country (Function Node)

Formats the raw JSON data to extract key details (name and country) from each user record.

Input Example:

{
  "results": [
    {
      "name": { "first": "John", "last": "Doe" },
      "location": { "country": "United States" }
    }
  ]
}

Output Example:

[
  { "name": "John Doe", "country": "United States" }
]

This step makes the data compatible with Google Sheets.

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5. Append Data to Google Sheets (Google Sheets Node)

Appends the formatted data to your specified Google Sheet.

Environment Variables Required:

• GOOGLE_SHEET_ID → ID of your target Google Sheet

Configuration:

• Range: A:B
• Columns: Name (A) and Country (B)

Example Google Sheet:

Name	Country
John Doe	United States
Jane Smith	Canada

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6. Create CSV Backup File (Spreadsheet File Node)

Generates a .csv file named users_backup_export.csv containing all saved user data.

This file can be:

• Stored locally
• Sent via email
• Uploaded to cloud storage (e.g., Google Drive, Dropbox)
• Used for external analytics tools

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⚠️ Error Handling

If the API response is invalid (non-200), the Stop on API Failure node halts the workflow and logs the error:

> ❌ API request failed — status code not 200. Workflow stopped.

This ensures only valid data is stored.

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🧰 Setup Instructions

1. Add Environment Variables:

   BASE_URL=https://randomuser.me/api/?results=10
   GOOGLE_SHEET_ID=<your_google_sheet_id>
   

2. Add Credentials:

   • Google Sheets OAuth2 credentials
   • API (if authentication is required)

3. Run Workflow:

   • Start manually or configure a Cron node to run periodically

4. Check Output:

   • Data appears in your Google Sheet
   • CSV file is created in n8n’s file system

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🧩 Customization Options

Goal	How to Modify
Change API fields	Edit Transform API Data function to extract desired fields
Add columns	Expand output object and update Google Sheets range (e.g., A:D)
Automate execution	Replace manual trigger with a Cron or Webhook node
Filter users	Add an If node after transformation to include/exclude data
Send email notification	Add Gmail or SMTP node after CSV creation

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🧠 Example Use Case

• A recruiter fetches random candidate data daily from an HR API.
• Data (Name + Country) is saved to Google Sheets.
• A CSV backup is automatically generated for offline analysis.

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✅ Benefits

• Hands-free automated data collection
• Centralized storage in Google Sheets for team access
• Built-in CSV export for reporting and backups
• Protects data integrity with API validation
• Fully customizable for any API format

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✨ Tip: Add a Slack or Telegram node at the end to notify your team whenever new data is added successfully!