Thursday, 5 June 2014

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 = 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.

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