Keep Versa reports refreshable in Google Sheets

Versa Live Sheets sends a supported Versa report to Google Sheets and keeps that report connected to its source data. Instead of downloading a new file whenever figures change, you can refresh the managed Google Sheet tab from Versa or from the workbook’s Versa menu.

Live Sheets is useful when you want to build formulas, charts, pivots, forecasts, or other working analysis around a report while keeping the underlying Versa data easy to update. Versa manages only the report tab it creates; your other workbook tabs are not changed.

Who can use Live Sheets?

You need the Reports permission and access to the report you want to export.
The report must support Live Sheets. Supported reports show an Export to Google Sheet button below the report results.
You need a Google account that can create a workbook or edit the existing workbook you choose.
You can use a personal Gmail account or a managed Google Workspace account. Workspace security policies may require administrator approval.
Exports belong to the Versa user who creates them and to the currently selected entity.

There is no separate Live Sheets permission to assign. If you can run a supported report, your normal report access controls whether you can export and refresh it.

Where to find Live Sheets

From a report

Sign in to Versa and select the entity you want to report on.
Go to Reports → View Reports.
Run a supported report with the filters and date range you want.
Below the report results, select Export to Google Sheet.

After you create an export, the report also shows View live Google Sheet exports. Use this to see all Live Sheets connections for that report in the current entity.

From the central Live Sheets screen

After you have created at least one export, go to Reports → Live Sheets. This screen shows your Live Sheets connections for the selected entity. A Firm Admin can see connections owned by other users as well.

Export a report to Google Sheets

Run the report with the filters you want the Live Sheet to remember.
Select Export to Google Sheet.
Choose a destination:
- New Google workbook — Enter the workbook name Versa should create.
- Existing Google workbook — Paste the Google Sheet link or spreadsheet ID. Your connected Google account must be allowed to edit it.
Select Export to Google Sheet in the window.
If this is your first export, sign in to Google and review the permissions requested by Versa. Use the Google account that should own and refresh the connection.
When the export finishes, open the workbook from the Live Sheets screen.

Versa creates a tab whose name begins with Versa_, such as Versa_Inventory_Quantity_On_Hand. If a tab with that name already exists, Versa creates a new tab with a number at the end instead of replacing the existing tab.

What Versa manages in the workbook

The Versa_ tab is a managed source-data tab. It includes:

A notice showing the report name and last refresh time.
The report’s visible column headings.
The current report rows returned by the saved filters.
Summary formulas for supported report total and average columns.

Do not place permanent formulas, notes, or manually entered data inside the managed Versa tab. A refresh rewrites that tab and can remove your changes. Create separate workbook tabs for your formulas, pivots, charts, planning assumptions, and presentation layouts.

Versa does not overwrite, rename, or delete other tabs in the workbook. Disconnecting a Live Sheet also leaves the Google workbook and its existing data in place.

How saved filters work

Live Sheets remembers the filters used when the export was created. Every refresh reruns the report with those saved filters—not with whatever filters are currently visible on another Versa browser tab.

To review the source report and its saved filters, go to Reports → Live Sheets and select the report name or Open report.
To use a different date range, entity selection, dimension selection, or other report filter, run the report again and create a new export.
Creating a new export adds a new managed tab and a separate Live Sheets connection. It does not change the filters on the earlier export.
Columns hidden through the report’s column controls are left out of the managed tab. If the export owner changes visible report columns, the next refresh updates the managed tab’s columns.

Refresh a Live Sheet

Refresh from Versa

Go to Reports → Live Sheets, or select View live Google Sheet exports below the source report.
Find the active connection.
Select Refresh.
Versa shows that the refresh has started. The Google tab updates shortly afterward.

If a refresh is already running, wait for it to finish before requesting another one. The Live Sheets screen shows the last refresh time, row count, and any refresh message.

Refresh from Google Sheets

Open the workbook in a desktop web browser.
Select the managed Versa_ tab you want to update.
Select Versa → Refresh this tab.
When Google confirms that the refresh started, allow a short time for the tab to update.

The first Google user to refresh may need to select Versa → Authorize refresh access and complete Google’s authorization step. For menu setup and Google Workspace permission help, see the companion article Live Sheets: set up the Versa menu in Google Sheets.

Understand the Live Sheets screen

Report — Opens the report with its saved source filters.
Workbook — Opens the Google workbook.
Tab — Shows the managed Versa_ tab name.
Saved filters — Summarizes the filters frozen for this connection.
Created and Last refreshed — Display in your browser’s timezone. The timestamp written inside Google Sheets uses the workbook’s timezone.
Status — Shows whether the connection is active, refreshing, or disconnected.
Versa menu — Installed means Versa attached the workbook menu script. Setup required means additional Google setup is needed.
Actions — Refresh, open, finish menu setup, or disconnect the connection.

Use the status filter at the top of the Live Sheets screen to show all, active, or disconnected connections.

Disconnect a Live Sheet

Go to Reports → Live Sheets.
Find the active connection.
Select Disconnect and confirm.

Disconnecting stops future refreshes and removes the connection’s refresh access. It does not delete the Google workbook, the managed tab, or any other workbook tabs. To start again later, run the report and create a new export.

A connection can also be disconnected when its owner is inactive or no longer has access to the source report. This protects report access after a user’s permissions change.

Sharing and access

Google Sheets sharing controls who can view or edit the workbook after export.
Only share edit access with people who are allowed to refresh the underlying Versa report data.
People with access to the workbook can see the data already written there even if they do not have a Versa login. Disconnecting does not remove that existing Google Sheet data.
If an export owner loses Versa report access or becomes inactive, Versa prevents future refreshes for that connection.

Troubleshooting

No Export to Google Sheet button — Confirm you have the Reports permission and access to the report. Some report types do not support Live Sheets.
No Live Sheets item under Reports — The menu item appears after you have created at least one Live Sheets export in the selected entity.
Google authorization failed or expired — Start the export again and reconnect the intended Google account.
Setup required — Open Reports → Live Sheets and select Set up menu. If it still fails, follow Live Sheets: set up the Versa menu in Google Sheets.
The Versa menu is missing in Google Sheets — Reload the workbook in a desktop browser. Confirm you have edit access and that the Live Sheets screen shows the menu as installed.
Refresh uses the wrong date range or filters — Refresh uses the filters saved when that connection was created. Run the report with the new filters and export a new tab.
Refresh failed after a permission change — Confirm the export owner is active and can still open the source report in Versa.
The report has too many rows — Narrow the report filters and export again. Live Sheets supports up to 100,000 report rows per managed tab.
Changes made directly in the Versa tab disappeared — Refresh replaces the managed tab contents. Keep manual work on a separate workbook tab.

Tips

Name the workbook for its purpose, such as weekly inventory planning or open-order review.
Keep the Versa_ tab as source data and reference it from separate analysis tabs.
Check the last refresh timestamp before using the workbook for a meeting or decision.
Use Open report in Versa when you need to confirm which filters created the connection.
Create separate exports when different teams need different saved filters.

What Live Sheets does not do

It does not send edits from Google Sheets back into Versa.
It does not automatically refresh on a schedule.
It does not manage formulas or layouts that you build on separate workbook tabs.
It does not replace Google’s workbook sharing and access controls.

Versa Live Sheets