Which number should I use?
The saved Orders page and its CSV export are the source of truth. A Google Sheet is a copy, never a second place to edit orders. Compare the same product and the same variant: Full Kit and Half Kit are separate variants, and EZFormz does not convert or combine their quantities. If a Sheet disagrees, use the saved order data while the Sheet is repaired.
Connect a managed order mirror
- Use the workbook already connected to this form, or create a **new, empty,
dedicated** Google spreadsheet. Do not use a workbook connected to another form. Google grants Editor access to the whole spreadsheet, not just one tab.
- Share a new spreadsheet as Editor with
ezformz-sheets@ezformz-integrations.iam.gserviceaccount.com. An already connected workbook must still grant that access.
- Open the form in Dashboard, then **Settings → Integrations →
Google Sheets** and save the Sheet URL. EZFormz automatically backs up the existing order tabs inside that workbook and switches it to the managed mirror. Other tabs are not directly edited, but linked formulas may recalculate. This transition happens automatically; no manual mode switch is needed.
- EZFormz updates the three order tabs automatically, including orders placed
before you connected the Sheet. The initial build may take more than one scheduled pass for a large form. Use the saved Orders page for authoritative counts.
EZFormz owns the live Orders, Product Summary, and Order Items tabs and may replace their cells during refresh. Put private notes, formulas, and other manual work in a separate tab. The separate P&L Sheet output has its own controls; it is not part of this three-tab order mirror.
The Orders tab keeps one row per saved order, including cancelled and archived orders, and marks archived rows. Its TOTALS row, Product Summary, and Order Items match the Orders page's default Product Summary: cancelled orders are included, while archived orders and unsupported old statuses are not. Product quantities are summed by the saved product and variant IDs, even if a label changes or a variant is later removed. The optional Transaction ID and P&L columns keep their existing opt-in meaning; they are not substitutes for the full P&L report. Product Summary and Order Items show the saved Product ID and Variant ID, so identically named variants remain distinguishable. For a large catalogue, Orders uses a compact Items column instead of thousands of variant columns; Product Summary and Order Items still retain each variant separately.
Refresh from saved orders
A new order, status change, cancellation, tracking/shipping change, payment update, or catalogue change requests a background update. EZFormz checks the generated tabs behind the scenes and retries incomplete updates. These internal verification and migration states are not shown as customer-facing warnings. The saved Orders page remains the source of truth.
Check access only checks whether EZFormz can reach the spreadsheet. It does not check quantities or mark data verified. Refresh from orders queues a full rebuild from saved data; repeated clicks do not make Google process faster. Disconnect stops future updates and leaves existing Google cells in place. If access is lost, share the workbook with the service account again, then refresh. A manual edit to a generated tab is not imported into EZFormz; make the correction on the order page.
Existing legacy connections
Older connected workbooks enter the automatic backup-first queue; no owner click is required. A paused Sheet, invalid link, disabled legacy auto-sync settings, missing Editor access, shared workbook, unrecognized orders tab, or insufficient space cannot be switched safely. Internal delivery diagnostics remain available to support. Temporary Sheet update or rate-limit failures retry after about 30 minutes; use saved orders for authoritative counts. Legacy sync history remains available for diagnosis. The old Reconcile and Rebuild buttons are removed from the default interface because neither establishes a verified mirror.