Skip to main content

Email Me When Someone Edits a Google Document


Someone asked me if they could receive an email when a document has been edited.


function document_checker() {
  var doc_id = "YOUR_DOCUMENT_ID_GOES_HERE"

  var doc = DriveApp.getFileById(doc_id)
  
  var last_update = doc.getLastUpdated()
  
  var scriptProperties = PropertiesService.getScriptProperties() 
  var last_checked = new Date( scriptProperties.getProperty('LAST_CHECKED') )
  
  Logger.log( "Last checked: " + last_checked + " " + typeof last_checked )
  Logger.log( last_update > last_checked )
  
  if (last_update > last_checked){
    Logger.log( "Sending mail" )
    MailApp.sendEmail("YOUR_EMAIL_GOES_HERE", "Document has been edited", doc.getUrl() )
    scriptProperties.setProperty('LAST_CHECKED', new Date() )
  }
  
}

function setup(){
 var scriptProperties = PropertiesService.getScriptProperties();
 scriptProperties.setProperty('LAST_CHECKED', new Date() );
}

So... follow these steps.

a. Create an Apps Script in Google Drive ( you may need to "Connect more Apps" first and search for "Apps Script".

b. Paste in this script

c. Add your document ID. It's the long ugly bit in the URL of your document ( sometimes called a key ). Also change the YOUR_EMAIL_GOES HERE" bit.

d. Choose "setup" in the function menu and click "Run".

e. At this point you will need to authorize it.

f. Lastly, you create a Project Trigger to check ( once a day, once an hour, it's up to you ) and set it to run the "document_checker" function.


Crikey... it sounds difficult when you write it down. It's not that bad, trust me. I just thought this might be handy for someone. C'mon, it's easier than checking every hour :-)



p.s You might want to fancy up the email that gets sent. That's up to you, you design guru you.


Comments

Popular posts from this blog

Inserting A Google Doc link into a Google Spreadsheet (UPDATED 6/12/2017)

This article looks at using Apps Script to add new features to a Google Spreadsheet. At the University of York, various people have been using Google spreadsheets to collect together various project related information. We've found that when collecting lots of different collaborative information from lots of different people that a spreadsheet can work much better than a regular Google Form. Spreadsheets can be better than Forms for data collection because: The spreadsheet data saves as you are editing. If you want to fill in half the data and come back later, your data will still be there. The data in a spreadsheet is versioned, so you can see who added what and when and undo it if necessary The commenting features are brilliant - especially the "Resolve" button in comments. One feature we needed was to be able to "attach" Google Docs to certain cells in a spreadsheet. It's easy to just paste in a URL into a spreadsheet cell, but they can often

A Working Booking System In Google Sheets

Working with Andras Sztrokay we had another go at a booking system. This time it was to enable staff to book out a number of iPads over a number of days. You select the days you want, then select the Booking menu. Andras did an amazing job. It even creates a daily bookings sheet so you can see who has which iPads. To see this in action, go  here  and  File > Make a Copy (I won't be able to support you this is just provided to maybe give someone else a leg up, good luck!)

One-To-Many Relationship in a Google Spreadsheet

It's often the case that you want and need to be creating a database to store your data, but Google Spreadsheets are just so handy aren't they? But Google Spreadsheets are very good at relational data. Here's an example where, you want to have one column for the name of your recipe and another for the ingredients ( comma separated ). How you use this script is you click on the cell you want to be relational and choose the Admin > Show Relationship Editor. This opens up a dialog window showing you all the options included so far. You then alter the ingredients and it saves a comma separated list into the spreadsheet. Here's the spreadsheet . Use File > Make a copy to see it work and rummage around in the code. If anyone can help make the UI prettier I'd be grateful, thanks.