AI Sheets App Overview
Create, share, and analyze structured data with an AI-powered spreadsheet that lives inside your workplace platform — no separate tool, no switching tabs, no per-seat add-ons.
What is the AI Sheets App?
AI Sheets is a collaborative spreadsheet application built directly into MangoApps Workforce. It combines the familiar grid-editing experience of traditional spreadsheets with AI-powered column generation, natural-language data querying, and enterprise-grade sharing — all without leaving your workplace platform.
Unlike traditional spreadsheets that focus on complex formulas, AI Sheets focuses on structured data collection and analysis. Describe what you want to track and AI suggests the column layout. Ask a question in plain English and AI filters, summarizes, or charts your data.
Core Value Proposition:
- 🎯 Instant Structure — Describe your use case and AI generates the right columns in seconds
- 🤝 Built-in Collaboration — Share sheets with teammates as viewers or editors, or publish a public read-only link
- 📊 AI-Powered Analysis — Ask questions about your data in plain English and get filters, summaries, or charts
- 💰 Zero Extra Cost — Included in your MangoApps Workforce subscription with no per-seat spreadsheet licenses
At a Glance
| ⏱️ Setup Time | 🔗 Integrations | 📂 Column Types | 🗄️ Row Limit |
|---|---|---|---|
| Under 1 minute | Forms, Google Sheets, CSV/Excel, Webhooks | 8 types | Up to 50,000 |
Perfect For:
- 🏢 Operations Teams — Track inventory, inspections, shift coverage, and field visit data in shareable grids
- 👥 Project Managers — Organize tasks, deadlines, and assignees with real-time collaboration
- 📈 HR & People Ops — Build employee directories, onboarding checklists, and recruiting pipelines without IT involvement
How It Works
Sheet Lifecycle
┌─────────────────────────────────────────────────────────────────────────┐
│ AI SHEETS WORKFLOW │
├─────────────────────────────────────────────────────────────────────────┤
│ │
│ ┌──────────────┐ ┌──────────────┐ ┌──────────────┐ │
│ │ CREATE │───▶ │ POPULATE │───▶ │ ANALYZE │ │
│ │ │ │ │ │ │ │
│ │ • Blank │ │ • Type data │ │ • AI query │ │
│ │ • AI columns │ │ • Paste │ │ • Filters │ │
│ │ • CSV import │ │ • CSV import │ │ • Charts │ │
│ │ • Google imp │ │ • Google imp │ │ • Summarize │ │
│ │ • From Form │ │ │ │ │ │
│ │ • Template │ │ │ │ │ │
│ └──────────────┘ └──────────────┘ └──────────────┘ │
│ │ │
│ ┌───────────────┼───────────────┐ │
│ ▼ ▼ ▼ │
│ ┌──────────────┐ ┌──────────────┐ ┌──────────────┐ │
│ │ SHARE │ │ EXPORT │ │ VERSION │ │
│ │ │ │ │ │ CONTROL │ │
│ │ • Viewers │ │ • CSV │ │ │ │
│ │ • Editors │ │ • Excel │ │ • History │ │
│ │ • Public URL │ │ • Template │ │ • Revert │ │
│ └──────────────┘ └──────────────┘ └──────────────┘ │
│ │
└─────────────────────────────────────────────────────────────────────────┘
Integration Ecosystem
┌─────────────────┐
│ AI SHEETS │
└────────┬────────┘
│
┌─────────┬──────────┬─────────────┼────────────┬──────────┬──────────┐
▼ ▼ ▼ ▼ ▼ ▼ ▼
┌────────┐┌────────┐┌────────┐ ┌──────────┐ ┌──────────┐┌────────┐┌────────┐
│ Google ││ CSV / ││ Forms │ │ Real-time││ Webhooks ││ Ask AI ││Notifi- │
│ Sheets ││ Excel ││(Bridge)│ │WebSocket ││(HTTP Req)││ Agent ││cations │
└────────┘└────────┘└────────┘ └──────────┘ └──────────┘└────────┘└────────┘
Key Features
🧠 AI-Powered Column Generation
Describe what you want to track in plain English and AI generates a complete column schema with appropriate types.
| Feature | Description |
|---|---|
| Natural-language prompts | Type “Employee onboarding checklist with status, due dates, and assignee” and get a ready-made schema |
| 8 column types | Text, Number, Date, Boolean, Select, Email, URL, Currency — all auto-detected |
| Select options | AI generates dropdown choices for Select-type columns |
| Instant review | Preview and customize suggested columns before saving |
Use Case: A manager needs a safety inspection log. They type “Track safety inspections with findings, severity, location, and remediation status” and get a structured sheet in seconds — no manual column setup required.
📊 AI Data Analysis
Ask questions about your data in plain English. The AI can return three types of responses: filters applied to the grid, text summaries with insights, or chart suggestions.
| Feature | Description |
|---|---|
| Filter responses | “Show rows where stage is Negotiation” → applies JSONB filters directly to the grid |
| Summary responses | “What are the top trends?” → returns a concise text analysis |
| Chart responses | “Chart deals by stage” → suggests bar, line, pie, or doughnut visualizations |
| Context-aware prompts | Suggested questions generated dynamically based on your column types |
📝 Spreadsheet Editing
A full-featured grid powered by Handsontable with autosave, undo/redo, find & replace, and keyboard shortcuts.
| Feature | Description |
|---|---|
| Inline editing | Click any cell to edit; changes autosave |
| Copy-paste | Paste data from Excel or Google Sheets directly into the grid |
| Undo / Redo | Ctrl+Z / Ctrl+Y with full history |
| Find & Replace | Ctrl+F for search, Ctrl+H for find-and-replace |
| Keyboard navigation | Tab, Enter, arrow keys, Delete to clear cells |
| Bulk row operations | Select multiple rows to duplicate or delete in batch (up to 500) |
| Column width persistence | Drag column borders to resize; widths are saved automatically |
| Conditional formatting | 15 conditions (equals, greater than, contains, empty, etc.) with 5 color styles |
🔗 Import & Export
Bring data in from multiple sources and export in multiple formats.
| Direction | Method | Details |
|---|---|---|
| Import | CSV file upload | Auto-matches columns by header label or key |
| Import | Google Sheets URL | Fetches public sheets via CSV export API |
| Import | Create from Form | Maps form fields to sheet columns automatically (15+ field types) |
| Export | CSV (all data) | Server-side export with formula injection protection |
| Export | CSV (visible rows) | Client-side export of currently filtered/visible data |
| Export | Excel (.xlsx) | Formatted workbook with typed columns (currency, dates, numbers) |
| Export | Template CSV | Headers-only CSV for offline data entry |
💡 Pro Tip: Use the “Download Template” button to generate a CSV with your column headers, fill it in offline, then import it back — great for collecting data from teams without MangoApps access.
👥 Sharing & Collaboration
Share sheets internally with granular permissions or publish a read-only link for external audiences.
| Feature | Description |
|---|---|
| Viewer permission | Can view data but cannot edit |
| Editor permission | Can edit data and columns |
| Owner permission | Full control: edit, share, delete, manage settings |
| Public link | Token-based read-only URL — anyone with the link can view |
| Require authentication | Optionally require login for public links (restricts to business members) |
| Regenerate link | Invalidate existing public links instantly |
🔄 Real-Time Collaboration
When multiple users open the same sheet, edits sync in real-time via WebSocket (ActionCable).
| Feature | Description |
|---|---|
| Live row sync | Row creates, updates, and deletes broadcast to all connected users |
| Presence indicators | See who else is viewing the sheet in the toolbar |
| Heartbeat TTL | Presence auto-clears after 60 seconds of inactivity |
💬 Cell-Level Comments
Leave comments on specific cells (row + column) for threaded discussions without cluttering the data.
| Feature | Description |
|---|---|
| Scoped to cell | Each comment targets a specific row and column |
| Edit / Delete | Authors can edit their own comments; sheet owners can delete any |
| Collaboration context | Discuss data quality, request changes, or flag issues inline |
📋 Saved Views
Save combinations of filters and sorting as named views for quick access.
| Feature | Description |
|---|---|
| Personal views | Each user can create their own saved views per sheet |
| Filter operators | 10 operators: equals, not equals, greater than, less than, contains, starts with, empty, not empty, and more |
| Sort direction | Sort any column ascending or descending |
| Default view | Mark one view as your default when opening the sheet |
📈 Charts & Visualization
Generate visual charts from your data directly inside the sheet.
| Feature | Description |
|---|---|
| Chart types | Bar, Line, Pie, Doughnut |
| AI-suggested charts | Ask “Chart deals by stage” and the AI suggests the right chart type and axes |
| Inline chart panel | Charts render in a collapsible panel above the grid |
🕰️ Version History & Audit Trail
Full change tracking with the ability to view and revert previous versions.
| Feature | Description |
|---|---|
| Sheet versioning | Tracks changes to name, description, and column schema via PaperTrail |
| Row versioning | Tracks changes to individual row data |
| Revert | Restore a previous version of the sheet schema with one click |
| Activity log | 11 tracked actions: created, updated, deleted, imported, exported, shared, duplicated, columns_changed, row_created, row_deleted, and more |
📄 Templates
Start from pre-built templates or save your own sheets as reusable templates.
System Templates (built-in):
| Template | Category | Columns |
|---|---|---|
| Project Tracker | Project | Task, Status, Due Date, Assignee, Priority, Notes |
| Budget Tracker | Finance | Item, Category, Amount, Date, Notes |
| Contact List | General | Name, Email, Phone, Company, Role |
| Inventory | General | Item, SKU, Quantity, Price, Location |
| Event Planning | Project | Task, Responsible, Deadline, Status, Budget |
User Templates:
- Save any sheet as a template (owner only)
- Create new sheets from your saved templates
- Delete templates you no longer need
Sample Data (Admin):
- Load 4 pre-built demo sheets (Sales Pipeline, Product Roadmap, Employee Directory, Bug Tracker) with realistic sample data — ideal for training and demonstrations.
🔔 Notifications
| Type | Description |
|---|---|
| Collaborator Added | Notifies a user when they are added as a viewer or editor on a sheet |
| Import Complete | Confirms how many rows were imported after a CSV or Google Sheets import |
| Sheet Duplicated | Notifies the original owner when someone duplicates their sheet |
⚡ Automation Workflows
Build trigger-condition-action rules that fire automatically when your data changes — no code required.
6 Trigger Types:
| Trigger | When It Fires |
|---|---|
| Row Created | A new row is added to the sheet |
| Row Updated | Any field in a row is modified |
| Row Deleted | A row is removed |
| Field Changed | A specific column’s value changes (optionally from/to specific values) |
| Schedule | On a recurring interval (minimum 5 minutes) |
| Rows Imported | After a CSV or Google Sheets import completes |
6 Action Types:
| Action | What It Does |
|---|---|
| Notify Collaborators | Send in-app notifications to all sheet collaborators |
| Notify User | Send a notification to a user identified by a column value |
| Send Email | Send an email to a fixed address or address from a column |
| Update Fields | Auto-set field values on the triggering row (e.g., set status to “Reviewed”) |
| Create Row | Auto-create a new row with template-driven data |
| HTTP Request | Send a webhook (POST/GET/PUT) with row data to an external URL |
Rules support conditions (filter by column values) and template variables ({{col_key}}) in all text fields. Up to 25 rules per sheet, with 10 actions and 50 conditions per rule.
AI Rule Builder: Describe your automation in plain English (e.g., “When status changes to Completed, notify all collaborators”) and AI generates the trigger, conditions, and actions for you.
💡 Pro Tip: Combine a “field_changed” trigger with an “http_request” action to push sheet updates to Slack, Teams, or any webhook-compatible tool in real time.
🤖 AI Agent
AI Sheets includes an AI Agent accessible from the Ask AI sidebar throughout MangoApps. The agent provides 6 tools:
| Tool | What It Does |
|---|---|
| List My Sheets | Browse your recent sheets with column and row counts |
| Get Sheet Data | View rows and columns from a specific sheet |
| Search Sheet Data | Search within a sheet’s rows for specific values |
| Get Sheet Summary | Get an AI-generated summary of a sheet’s data |
| Create Sheet | Create a new sheet with AI-suggested columns |
| Query Sheet with AI | Ask natural-language questions about any sheet’s data |
⭐ Organization & Navigation
| Feature | Description |
|---|---|
| Star/Favorite | Star important sheets for quick access in the Starred tab |
| Tags | Add comma-separated tags to sheets; filter by tag on the index page |
| Search | Search sheets by name with instant ILIKE filtering |
| Tabs | My Sheets, Starred, Shared with Me, Templates, Trash |
| Soft delete | Deleted sheets move to Trash; restore or permanently delete from there |
⚙️ Admin Settings
| Setting | Description | Default |
|---|---|---|
| AI Features | Toggle AI column suggestions and data querying on/off | Enabled |
| Public Links | Toggle whether sheet owners can generate public read-only links | Disabled |
| Max Rows Per Sheet | Configurable limit from 100 to 50,000 | 5,000 |
| Sample Data | Load or delete pre-built demo sheets for training | — |
User Roles & Permissions
| Role | Capabilities |
|---|---|
| Employee (Sheet Owner) | Create sheets, edit data & columns, share with collaborators, generate public links, export, duplicate, star, tag, delete, view history |
| Employee (Editor) | Edit data & columns, import data, add comments, view history, export, duplicate |
| Employee (Viewer) | View data (read-only grid), export, view activity log and version history |
| Public Link Visitor | View data only (read-only, no editing, no login required unless configured) |
| Admin | All Employee capabilities + manage app settings (AI toggle, public links, row limits, sample data) |
How We Compare
See how MangoApps AI Sheets stacks up against leading spreadsheet and data management platforms:
| Feature | MangoApps AI Sheets | Airtable | Smartsheet | Google Sheets |
|---|---|---|---|---|
| AI Column Generation | ✅ | ✅ | ❌ | ❌ |
| AI Data Querying (NL) | ✅ | ✅ | ✅ | ✅ |
| Real-time Collaboration | ✅ | ✅ | ✅ | ✅ |
| Version History & Revert | ✅ | ✅ | ✅ | ✅ |
| Cell-level Comments | ✅ | ✅ | ✅ | ✅ |
| Public Sharing Links | ✅ | ✅ | ✅ | ✅ |
| Built-in Templates | ✅ | ✅ | ✅ | ✅ |
| CSV & Excel Export | ✅ | ✅ | ✅ | ✅ |
| Google Sheets Import | ✅ | ❌ | ❌ | N/A |
| Form-to-Sheet Bridge | ✅ | ✅ | ✅ | ✅ |
| Conditional Formatting | ✅ | ✅ | ✅ | ✅ |
| Automation Rules (triggers + actions) | ✅ | ✅ | ✅ | ⚡ Limited |
| AI Agent (Ask AI sidebar) | ✅ | ❌ | ❌ | ✅ |
| Integrated in Workplace Platform | ✅ | ❌ | ❌ | ❌ |
| No Per-Seat Spreadsheet License | ✅ | ❌ | ❌ | ❌ |
Why MangoApps AI Sheets?
- 🔗 Unified Platform — AI Sheets lives inside MangoApps alongside Forms, Tasks, Notifications, and your org directory — no separate tool to manage
- 💰 No Hidden Costs — Included in your subscription; no per-seat spreadsheet licenses or AI add-on fees
- 🤖 AI-Native — Column generation and natural-language querying are built in, not bolted on as a premium tier
Getting Started
For Employees
- Navigate to Apps > AI Sheets from the sidebar
- Click New Sheet and give it a name
- Type a description and click Suggest Columns to let AI generate your schema, or add columns manually
- Start typing data or paste from an existing spreadsheet
- Click the Share button to invite teammates
For Managers
- Create sheets for your team’s workflows (project tracking, inspection logs, coverage trackers)
- Use Templates to standardize data collection across your team
- Share sheets with team members as Editors for collaborative data entry
- Use the AI button to analyze trends and generate charts
For Administrators
- Navigate to AI Sheets > Settings from the sidebar
- Configure AI Features, Public Links, and Max Rows Per Sheet
- Click Load Sample Data to create demo sheets for training
- Review the Templates gallery and create organization-wide templates
Best Practices
- ✅ Use AI column generation for new sheets — it picks the right column types (currency, date, email) and dropdown options automatically
- ✅ Download the template CSV before asking others to fill in data offline — ensures headers match
- ✅ Star your most-used sheets so they appear in the Starred tab for quick access
- ✅ Use saved views to create filtered perspectives (e.g., “My Tasks”, “Overdue Items”) without affecting other users
- ✅ Check version history before making large changes — you can always revert
- ✅ Use tags to organize sheets by project, department, or category
Frequently Asked Questions
Q: Can I import data from CSV or Google Sheets?
A: Yes. You can import CSV files by uploading them directly, or import from Google Sheets by pasting a public URL. Both methods auto-match column headers to your sheet’s schema. You can also create a brand-new sheet from a CSV or Google Sheet import.
Q: Is there a row limit?
A: The default limit is 5,000 rows per sheet, but administrators can adjust this from 100 to 50,000 in Settings.
Q: Who can see my sheet?
A: Only you (the owner) can see a sheet by default. You can explicitly share it with specific users as Viewers or Editors. If your admin has enabled public links, you can also generate a read-only URL for external sharing.
Q: Does AI Sheets support formulas?
A: AI Sheets does not support cell formulas like SUM or VLOOKUP. Instead, use the AI assistant to analyze and summarize your data — ask “What is the total by category?” and get an instant answer.
Related Resources
- Apps & Extensions Overview — Browse all MangoApps marketplace apps
- Forms App Overview — Collect structured data with AI-powered forms (create sheets directly from form responses)
- Tasks App Overview — Manage work items and collaborate on task boards
Turn any data challenge into a structured, shareable, AI-analyzed spreadsheet — right inside your workplace.