Merge Rows in Excel - Data Consolidation for Zapier

PDF4me Merge Rows in Excel cleans up messy datasets by intelligently consolidating duplicate rows. Whether you have multiple customer orders that need combining, product variations to aggregate, or category data to group, this action identifies duplicates based on key columns and merges their values automatically. It combines non-key column data with semicolon-separated formatting while removing duplicate values within merged cells—so you get clean, consolidated data without manual processing. Perfect for organizing order data, cleaning up customer records, or preparing category-level summaries.

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Key Features

• Intelligent Row Grouping: Group duplicate rows based on specified key columns
• Value Consolidation: Merge values from non-key columns with "; " separator
• Duplicate Detection: Automatically identify and consolidate duplicate records
• Multiple Worksheet Support: Process multiple worksheets in single operation
• Flexible Key Selection: Use specific columns as keys or all columns for exact duplicates
• Multiple Output Formats: Save as XLSX, XLS, XLSB, or CSV

Parameters

Complete list of parameters for the Merge action. Configure these parameters to control row merging behavior.

Important: Parameters marked with an asterisk (***) are required and must be provided for the action to function correctly. Both worksheet and column numbers use 1-based indexing (1 = first worksheet, 1 = column A).

Parameter	Type	Description	Example
File Name***	String	Excel Document Name • Filename with .xlsx or .xls extension • Used for processing and output identification • Supports dynamic naming from Zap variables	data.xlsx
Document***	File	Excel File Content • Map from previous step (Drive/Dropbox/HTTP) • Binary Excel document for row merging • Must be valid Excel format	[File]
Worksheet Numbers***	String	Comma-Separated Worksheet Numbers (1-based) • List of worksheet numbers to process • Format: "1,2,3" (1 = first worksheet) • Required - at least one worksheet • 1-based indexing	1,3,5
Merge Key Columns	String	Comma-Separated Key Column Numbers (1-based) • Columns to use as merge keys (1 = A, 2 = B, etc.) • Key columns identify duplicate rows • Non-key columns get merged with "; " separator • Empty = all columns: Removes exact duplicates only • Duplicate values automatically removed from merged results • 1-based indexing	1,2
Output Format	String	Output File Format • XLSX - Excel 2007+ (default) • XLS - Excel 97-2003 • XLSB - Excel Binary (faster, smaller) • CSV - Comma-separated values • Case-insensitive	XLSX

Output

The PDF4me Merge Rows in Excel action returns comprehensive output data for seamless Zapier workflow integration:

Table

Table View

Response data in a structured table format:

Parameter	Type	Description
File	URL	Direct URL to access the Excel with merged rows
File Name	String	The filename without extension
Full File Name	String	Complete filename with .xlsx extension
File Extension	String	File extension (.xlsx, .xls, .xlsb, or .csv)

JSON

JSON Response Format

The raw JSON response from the action:

{
  "File": "https://...",
  "File Name": "merged_rows",
  "Full File Name": "merged_rows.xlsx",
  "File Extension": ".xlsx"
}

Zap Integration

Zapier Workflow Usage

Use Excel with merged rows in subsequent steps:

• Customer/Order Consolidation: Group orders by customer ID
• Exact Duplicate Removal: Remove completely identical rows
• Category-Level Rollups: Group products by category
• Data Cleanup: Consolidate fragmented data records

Scenario Examples

The PDF4me Merge Rows in Excel action in Zapier provides comprehensive scenario templates designed for real-world data consolidation needs:

Customer Consolidation

Automated Customer Order Consolidation Workflow

Consolidate multiple order rows per customer into single customer records:

Complete Scenario Steps:

1. Trigger: Daily order consolidation scheduled at midnight
2. Get Order Export: Retrieve daily orders Excel from e-commerce system
3. Merge by Customer: Set Worksheet Numbers = "1", Merge Key Columns = "1" (CustomerID column)
4. Consolidate Orders: Non-key columns (OrderID, Product, Amount) merged with "; "
5. Set Output Format: OutputFormat = "XLSX" for further processing
6. Remove Duplicate Values: Automatic deduplication in merged cells
7. Upload Consolidated: Save to Google Drive customer data folder
8. Email Customer Service: Send consolidated view to customer service team
9. Archive Source: Move original order export to archive folder
10. Log Consolidation: Record consolidation event with row count reduction

Business Benefits:

• Consolidates 1000+ order rows into 200 customer records daily
• Customer service sees all orders per customer in single row
• Reduces report row count by 80% improving readability
• Eliminates manual customer order grouping saving 3 hours daily

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Duplicate Removal

Automated Exact Duplicate Row Removal Workflow

Remove completely identical rows from data exports automatically:

Complete Scenario Steps:

1. Trigger: New data file uploaded to Dropbox import folder
2. Get Data File: Retrieve uploaded Excel with potential duplicates
3. Remove Exact Duplicates: Set Merge Key Columns = "" (empty for all columns)
4. Process All Sheets: Set Worksheet Numbers to include all data worksheets
5. Keep First Occurrence: First instance of duplicate kept, rest removed
6. Set XLSX Output: OutputFormat = "XLSX" maintains formatting
7. Upload Clean Data: Save deduplicated file to Dropbox clean folder
8. Generate Report: Create summary showing duplicate count removed
9. Email Data Team: Send deduplication report to data quality team
10. Archive Original: Store original file with duplicates in archive

Business Benefits:

• Removes 500+ exact duplicate rows weekly automatically
• Improves downstream system data quality by 100%
• Prevents duplicate record processing errors
• Eliminates manual duplicate detection saving 2 hours weekly

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Category Aggregation

Automated Product Category Aggregation Workflow

Roll up product data to category level by merging category rows:

Complete Scenario Steps:

1. Trigger: Weekly category rollup scheduled every Sunday at 11 PM
2. Get Product Data: Retrieve product sales Excel from SharePoint
3. Merge by Category: Set Merge Key Columns = "1,2" (Category, Subcategory)
4. Aggregate Products: Product names and SKUs merged with "; "
5. Process Sales Sheet: Set Worksheet Numbers = "1" for sales data sheet
6. Consolidate Values: Sales amounts combined showing all products per category
7. Set CSV Output: OutputFormat = "CSV" for database import
8. Upload Aggregated: Save category rollup to database import folder
9. Email Marketing: Send category performance summary to marketing team
10. Log Aggregation: Record aggregation with category count

Business Benefits:

• Aggregates 5000+ product rows into 200 categories weekly
• Category managers see all products in category consolidated
• Reduces category report complexity by 95%
• Enables category-level analysis and planning

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Industry Use Cases & Applications

Sales & E‑Commerce

• Customer Order Consolidation: Merge multiple order rows per customer into single record showing all orders
• Product SKU Aggregation: Consolidate product variants by parent SKU grouping all variants together
• Account Rollup: Merge account activity rows by account ID combining all transactions
• Territory Consolidation: Group sales data by territory merging all rep activities per territory
• Channel Aggregation: Consolidate sales by channel (direct, partner, online) showing all products per channel

Finance & Accounting

• GL Account Consolidation: Merge transaction rows by GL account combining all entries
• Vendor Rollup: Consolidate invoice rows by vendor ID showing all invoices per vendor
• Cost Center Aggregation: Group expenses by cost center merging all expense types
• Project Consolidation: Merge project cost rows by project ID combining labor, materials, expenses
• Department Rollup: Consolidate budget/actual rows by department showing all accounts

Human Resources

• Employee Timesheet Consolidation: Merge timesheet rows by employee ID combining all time entries
• Training Record Aggregation: Group training records by employee showing all courses completed
• Department Headcount Rollup: Consolidate employee rows by department combining all employees
• Benefits Enrollment Consolidation: Merge benefit selection rows by employee combining all elections
• Performance Record Aggregation: Group review data by employee merging all rating categories

Operations

• Inventory Location Consolidation: Merge stock rows by SKU combining quantities across locations
• Equipment Maintenance Rollup: Group maintenance records by asset ID showing all service events
• Quality Inspection Aggregation: Consolidate QC rows by batch number combining all inspection results
• Production Run Consolidation: Merge production rows by work order combining all operations
• Supplier Performance Rollup: Group supplier data by supplier ID merging delivery and quality metrics

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