Google: Drive, Documents and Apps Script - How to work efficiently and happily

Google: Drive, Documents
and Apps Script
GDG DevFest Pisa 2019
How to work efficiently and happily

whoami?
Alessandra Santi
email: santi.info@gmail.com
● Chartered Accountant and Auditor
● Linux User

Table of Contents
● Google Drive
● Google Documents
● Sharing documents
● Google Apps Script
● Automate jobs
Drive

Table of Contents
● Google Drive
● Automate jobs
Docs, sheets, forms, slides

Table of Contents
● Google Drive
● Automate jobs
Apps Script

where?
● App Google
● Drive

what is it?
Drive
container where:
- to save,
- to organize,
- to manipulate,
- to share
files

container where to save, organize, manipulate and share files

container where to save, organize, manipulate and share files
zoom
Right click

Working with documents
● Docs
● Sheets
● Slides
● Forms
● ….

Word processor and Spreadsheet

Spreadsheet functions
download in different formats

Forms → like a Mask → to record data

Slides → These slides with Slides :)

With or WithOut Net
Open files offline
To turn on offline access:
● You must be connected to the internet.
● Use the Google Chrome browser.
● Don't use private browsing.
● Install and enable Google Docs offline Chrome extension.
● Make sure you have enough free space on your device.
Open Google Docs, Sheets, and Slides offline
1. Open Chrome. Make sure you're signed in to Chrome.
2. Go to drive.google.com/drive/settings.
3. Check the box next to Sync Google Docs, Sheets ... files
https://support.google.com/drive/answer/2375012?co=GENIE.Platform%3DDesktop&hl=en

Apps script
Script
Bound
Script
Standalone

Apps Script Where to learn!
https://developers.google.com/apps-script/

Apps Script Documentation

Apps Script A lot of documentation!

Apps Script A lot of documentation!
Beginners: Ohhhh!!!!
Title: Skrik - Author: Edvard Munch

Apps Script
Don’t worry! No Panic!
● https://developers.google.com/apps-script/overview
● https://developers.google.com/apps-script/articles/
Scripts run on Google’s Servers
Nothing to install
Help: Guides, Tutorials...
Language: JavaScript

Apps Script
“You see, but you do not observe.
The distinction is clear.”
Sherlock Holmes Quote
scripts

Apps Script Observe code
https://codelabs.developers.google.com/codelabs/apps-script-intro/#4
function sendMap() {
var sheet = SpreadsheetApp.getActiveSheet();
var address = sheet.getRange('A1').getValue();
var map = Maps.newStaticMap().addMarker(address);
GmailApp.sendEmail('friend@example.com',
'Map',
'See below.',
{attachments:[map]})
}
function declaration
class method

Manipulating sheets: Formatting Cells
● Add headers
● Customize background cells (color, fonts …)
● Adjust columns size
● ….
Sheet: new style :)

Bounds
Script
Special Methods:
● getActiveSpreadsheet()
● getActiveSheet()
● getActiveRange()
● getActiveCell()
● setActiveSheet(sheet)
● setActiveRange(range)
https://developers.google.com/apps-script/guides/bound
Allow bound scripts to refer
to their parent file without
referring to the file's ID
Let the script determine the user's
current Sheet, selected Range of
cells, or selected individual Cell
Let the script change
getActive* selections

function formatStyle() {
var ss = SpreadsheetApp.getActiveSpreadsheet();
var sheet = ss.getSheets()[0];
//var sheet = ss.getSheetByName( 'Sheet1' );
var range1 = sheet.getRange( 'A1:C1' );
var range2 = sheet.getRange(2, 1, 1, 3); //(row, column, numRows, numColumns)
range1.mergeAcross()
.setBackground( 'green' )
.setValue( 'report' )
.setFontSize(12);
range2.setBackground( '#3bf59b' )
.setValues( [['Name', 'LastName', 'Value']] )
.setFontSize(10);
sheet.getRange(1, 1, 2, 3)
.setBorder(true, true, true, true, true, true) /(top, left, bottom, right, vertical, horizontal)
.setHorizontalAlignment( ['left', 'left', 'right'] )
.setVerticalAlignment( 'bottom' )
.setFontWeight( 'bold' );
var columnWidth = [150, 150, 80];
for ( var i = 0; i < columnWidth.length; i++ ) {
sheet.setColumnWidth(i+1,columnWidth[i]);
}
sheet.setFrozenRows(2);
SpreadsheetApp.flush();
}
Observe code
run =
video1

.setFontSize(12);
.setFontSize(10);
}
}
Observe code

.setFontSize(12);
.setFontSize(10);
}
}
Observe code
count from 0 (0, 1, 2)
count from 0 (0, 1, 2)

function onOpen(e) {
.setFontSize(12);
.setFontSize(10);
}
}
Observe code
Trigger
onOpen()
open file

● Add data
● Create and apply formulas
● Create charts
● Apply SQL queries
● ...
Customize your
work tools :)

Observe code/**
* A custom function that calculate tot price.
*
* @param {values} range of two cells
* @return {tot_price} Un_Price * Q_ty
*/
function TOTPRICE(values) {
var tot_pr = 1;
for ( var i = 0; i < values[0].length; i++) {
tot_pr *= values[0][i]; //tot_pr = tot_pr * values[0][i];
}
return tot_pr;
}
Custom function
Create a function with formula
video2

Observe code/**
* A custom function that calculate tot price.
*
* @param {values} range of two cells
* @return {tot_price} Un_Price * Q_ty
*/
function TOTPRICE(values) {
var tot_pr = 1;
for ( var i = 0; i < values[0].length; i++) {
tot_pr *= values[0][i]; //tot_pr = tot_pr * values[0][i];
}
return tot_pr;
}
Custom function
Create a function with formula

Observe codefunction addChart() {
var range1 = sheet.getRange("A1:B6")
var chart = sheet.newChart()
.setChartType(Charts.ChartType.LINE)
.addRange(range1)
.setPosition(1, 4, 0, 0) //(anchorRowPos,anchorColPos,offsetX, offsetY)
.build();
sheet.insertChart(chart);
}
Embedded a Chart
video3

Observe codefunction addChart() {
var range1 = sheet.getRange("A1:B6")
var chart = sheet.newChart()
.setChartType(Charts.ChartType.LINE)
.addRange(range1)
.setPosition(1, 4, 0, 0) //(anchorRowPos,anchorColPos,offsetX, offsetY)
.build();
sheet.insertChart(chart);
}
Embedded a Chart

Observe code
function addProfit() {
var sh = ss.getActiveSheet();
var range = sh.getRange(2, 3, 20, 2).getValues();
var profits = range.map( function(row) { return [ row[0] - row[1] ]; } );
sh.getRange(2, 5, profits.length, profits[0].length).setValues(profits);
sh.getRange(1, 5).setValue("profits").setFontWeight('bold');
}
.map
Populate a Range of Values
https://www.youtube.com/watch?v=985XJOeigpA

Observe code
function PROFIT(sales, cogs) {
var profit = sales - cogs;
return profit;
}
method .map

Observe codefunction addProfit() {
var range = sh.getRange(2, 3, 20, 2).getValues();
var profits = range.map( function(row) {
return [ row[0] - row[1] ];
}
);
sh.getRange(2, 5, profits.length, profits[0].length).setValues(profits);
sh.getRange(1, 5).setValue("profits").setFontWeight('bold');
}
.map
video4

Apps Script
attention … please! other considerations

Apps Script
Tutorial:
https://codelabs.developers.google.com/codelabs/apps-script-intro/#5
Run Authorization
Required
attention … please!

Apps Script
Alt +
space
Auto-complete
code

Drive: Ocr text in Docs
video5

End
Thank you for your attention!
GDG DevFest Pisa 2019 - 13/04/2019 - Alessandra Santi - licence: CC BY-NC-SA

Google: Drive, Documents and Apps Script - How to work efficiently and happily

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Google: Drive, Documents and Apps Script - How to work efficiently and happily