AppsScriptPulse

A tiny Google Apps Script tool to synchronize Google Drive permissions which can also process large amounts of data

Image credit: Inclu Cat

Are you using Google Drive to share information with your staff? As the number of staff members increases, it can become increasingly difficult to manage permissions properly. I faced a similar issue. As the members of the team changed from time to time, setting access rights for each folder became a cost that could not be ignored. So I used Google Apps Script to create a tool to synchronize the permissions management table with the actual permissions.

We’ve previously featured Inclu Cat’s posts on ways to deal with Google Apps Script’s 6-minute execution limit [Ref 1 & Ref 2]. These posts continue to prove to be incredibly popular and usually feature in our most read list. Even if you aren’t interested in programmatically managing Google Drive file/folder permissions this post is a nice example of using the authors LongRun solution to process large amounts of data with Google Apps Script. From the source link you can find the GitHub repo with all the code you need and setup instructions.

Source: [Google Drive] A tiny tool to synchronize permissions

Removing Google Drive file access permissions via a Google Apps Script Web App

Remove a users edit access to a Google Drive file via an Apps Script Web App.

Web App code sample

Web App code sample

The following Google Apps Script is designed to remove a person’s edit access from a Google Drive file via a Web App. The reason for using a Web App in this instance is because removing a person’s access to a file whilst they are running Apps Script code typically results in an error (or most certainly the inability to cleanly end the code). In the project I was working on prior to this step the code needs to send some automated emails before finishing with removing the person’s access.

Source: The Gift of Script: Remove File Access via a Web App

Bulk convert Excel files to Google Sheet files

Iterate through a Google Drive folder of Microsoft Excel files and convert them into individual Google Sheet files.

Bulk convert Excel files to Google Sheets

Bulk convert Excel files to Google Sheets

The following Google Apps Script is designed to iterate through a Google Drive folder of Microsoft Excel files and convert them all to individual Google Sheet files.

Source: The Gift of Script: Bulk convert Excel files to Google Sheet files

How to Auto-Download Podcasts to Google Drive with Google Sheets [and Google Apps Script] – Digital Inspiration

You use Google Sheets as your own Podcast Manager that will automatically download your favorite podcasts to Google Drive and instantly sync across all your devices.

Amit Agarwal is always coming up with creative uses for Google Apps Script. His latest project is a great example of what can be achieved with a little code and a lot of know-how. Even if you aren’t a podcast fan this project is worth checking out as Amit is expert at writing concise and efficient code.

Some highlights to check out once you make a copy of the ‘Podcast Manager’ Google Sheet are use of CacheService for getting/putting a last update time and using the .filter(Boolean) trick for ignoring blank cells when using .getValues() on Google Sheets data. There is plenty more going on and worth spending some time using the Script Editor debugger and breakpoints to learn from a master.

Source: How to Auto-Download Podcasts to Google Drive with Google Sheets – Digital Inspiration

Email notification of Drive file changes within last x hours

Periodically check for any changes in a given Google Drive file and receive an email notification if there are any, within your given time-frame.

Email notification of Drive file changes. Image credit: Phil Bainbridge

The following Google Apps Script is designed to periodically check for any changes that have occurred to a given Google Drive file (ie edits to it) and send an email to notify of that. It goes through the Revision (Version History) of the file and looks at the modification dates for those that match with your given timeframe, to then collect the Username & Email address of the person that made those edits for inclusion in the email.

So as an example you may have a Google Sheet where you want to setup a check every 4 hours, to then be emailed if there have been any edits to it, along with who made those edits.

Source: The Gift of Script: Email notification of Drive file changes within last x hours

Importing data from MS Excel to Google Sheet with Google Apps Script

In this post we’re going to look at how we can get data from an Excel spreadsheet and import some of it into a Google Sheet. As an example, we’re going to upload an Excel which contains the current month’s royalty data from Amazon and add it to a central sheet which contains all the previous month’s royalties.

Similar to the post on converting a PDF document to text, this tutorial from Baz Roberts uses a similar approach of using the Google Drive API for file conversion, this time converting a MS Excel file into Google Sheets to make it possible to easily extract and update a master spreadsheet. The post includes a detailed explanation of the shared code.

Source: Importing Amazon royalty data from Excel to Google Sheet – Learning Google Workspace & Apps Script

How to extract text from PDF files with Google Apps Script – Digital Inspiration

Image credit: Amit Agarwal

This tutorial explains how you can parse and extract text elements from invoices, expense receipts and other PDF documents with the help of Apps Script.

We’ve previously featured a method for extracting text from a PDF from Scott Donald. This latest post from Amit Agarwal uses a similar technique of sending a PDF document to Google Drive API to convert to a text file and then using RegEx to extract the content you need. Given the number of PDF documents flying around between organisations both of these posts from Amit and Scott are worth being aware of for potential future projects.

Source: How to Extract Text from PDF Files with Google Apps Script – Digital Inspiration

Retrieving Google Docs summaries using Google Apps Script (hint: it’s using the existing Google Drive description property)

This is a sample script for retrieving the summary of Google Document using Google Apps Script. Recently, a blog of Auto-generated Summaries in Google Docs has been posted. I thought that this is very interesting function. I thought that when this function is released, checking each summary of a lot of Google Document will be much useful for simply confirming the document content. And also, I thought that when all summaries can be retrieved using a script, it will be also useful. In this post, I would like to introduce to retrieve the summary of Google Document using Google Apps Script.

There are a couple of pieces of interesting information highlighted by this post by Kanshi Tanaike that caught my eye . First, useful to have a reminder that Google announced automatically generated summaries in Docs in February 2022. This might be a premium feature for the paid Workspace accounts as like Kanshi I’m not seeing this yet in my own free Google Workspace domain. The bit that really caught my eye is Google Docs summaries are using the existing Google Drive description property, which means it is not currently available via DocumentApp or if using the Google Docs API as an Advanced Service Docs . I’m sure this will catch some people out and hopefully this post will point people in the right direction.

Source: Retrieving Summary of Google Document using Google Apps Script

Manage Shared Drives in Google Drive with Google Apps Script – Digital Inspiration

Image credit: Amit Agarwal

These code samples show how you can use Google Apps Script to manage and search through the content of shared drives in Google Drive using the Drive API.

Some handy Google Apps Script snippets from Amit Agarwal for interacting with Shared Drives. The post includes solutions for:

  • Create a Shared Drive
  • Share a Shared Drive with a User
  • List all Shared Drives
  • List Files in a Shared Drive
  • Move Files in Shared Drives
  • Copy Files in Shared Drives

Source: Manage Shared Drives in Google Drive with Google Apps Script – Digital Inspiration

Use Google Apps Script to pull all Google Shared Drives and permissions into Google Sheets

If you’re a Google Workspace Super Admin, you’ve probably been thinking of ways to inventory and keep a handle on Google Shared Drives. They are a really great addition to the Workspace offering, but there are still some gaps in reporting & oversight that some people have wanted. This solution uses Google Apps Script and the Drive API to pull information about all the Shared Drives in a domain into a Google Sheet. Then, it uses the Drive API again to loop through all the drives and get the top-level permissions.

For Google Workspace admins Nick Young has provided a nice solution for auditing Google Shared Drives within your Workspace domain. This post covers all the steps to setup, a link to the code on GitHub and some notes on limitations to be aware of.

Source: Use Apps Script to pull all Google Shared Drives and permissions into a Google Sheet

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