google-apps-script

Google Apps Script

Build automation scripts for Google Sheets and Workspace apps. Scripts run server-side on Google's infrastructure with a generous free tier.

What You Produce

• Apps Script code pasted into Extensions > Apps Script
• Custom menus, dialogs, sidebars
• Automated triggers (on edit, time-driven, form submit)
• Email notifications, PDF exports, API integrations

Workflow

Step 1: Understand the Automation

Ask what the user wants automated. Common scenarios:

• Custom menu with actions (report generation, data processing)
• Auto-triggered behaviour (on edit, on form submit, scheduled)
• Sidebar app for data entry
• Email notifications from sheet data
• PDF export and distribution

Step 2: Generate the Script

Follow the structure template below. Every script needs a header comment, configuration constants at top, and onOpen() for menu setup.

Step 3: Provide Installation Instructions

All scripts install the same way:

1. Open the Google Sheet
2. Extensions > Apps Script
3. Delete any existing code in the editor
4. Paste the script
5. Click Save
6. Close the Apps Script tab
7. Reload the spreadsheet (onOpen runs on page load)

Step 4: First-Time Authorisation

Each user gets a Google OAuth consent screen on first run. For unverified scripts (most internal scripts), users must click:

Advanced > Go to [Project Name] (unsafe) > Allow

This is a one-time step per user. Warn users about this in your output.

Script Structure Template

Every script should follow this pattern:

/**
 * [Project Name] - [Brief Description]
 *
 * [What it does, key features]
 *
 * INSTALL: Extensions > Apps Script > paste this > Save > Reload sheet
 */

// --- CONFIGURATION ---
const SOME_SETTING = 'value';

// --- MENU SETUP ---
function onOpen() {
  const ui = SpreadsheetApp.getUi();
  ui.createMenu('My Menu')
    .addItem('Do Something', 'myFunction')
    .addSeparator()
    .addSubMenu(ui.createMenu('More Options')
      .addItem('Option A', 'optionA'))
    .addToUi();
}

// --- FUNCTIONS ---
function myFunction() {
  // Implementation
}

Critical Rules

Public vs Private Functions

Functions ending with _ (underscore) are private and CANNOT be called from client-side HTML via google.script.run. This is a silent failure -- the call simply doesn't work with no error.

// WRONG - dialog can't call this, fails silently
function doWork_() { return 'done'; }

// RIGHT - dialog can call this
function doWork() { return 'done'; }

Also applies to: Menu item function references must be public function names as strings.

Batch Operations (Critical for Performance)

Read/write data in bulk, never cell-by-cell. The difference is 70x.

// SLOW (70 seconds on 100x100) - reads one cell at a time
for (let i = 1; i <= 100; i++) {
  const val = sheet.getRange(i, 1).getValue();
}

// FAST (1 second) - reads all at once
const allData = sheet.getRange(1, 1, 100, 1).getValues();
for (const row of allData) {
  const val = row[0];
}

Always use getRange().getValues() / setValues() for bulk reads/writes.

V8 Runtime

V8 is the only runtime (Rhino was removed January 2026). Supports modern JavaScript: const, let, arrow functions, template literals, destructuring, classes, async/generators.

NOT available (use Apps Script alternatives):

| Missing API | Apps Script Alternative | |-------------|------------------------| | setTimeout / setInterval | Utilities.sleep(ms) (blocking) | | fetch | UrlFetchApp.fetch() | | FormData | Build payload manually | | URL | String manipulation | | crypto | Utilities.computeDigest() / Utilities.getUuid() |

Flush Before Returning

Call SpreadsheetApp.flush() before returning from functions that modify the sheet, especially when called from HTML dialogs. Without it, changes may not be visible when the dialog shows "Done."

Simple vs Installable Triggers

| Feature | Simple (onEdit) | Installable | |---------|-------------------|-------------| | Auth required | No | Yes | | Send email | No | Yes | | Access other files | No | Yes | | URL fetch | No | Yes | | Open dialogs | No | Yes | | Runs as | Active user | Trigger creator |

Use simple triggers for lightweight reactions. Use installable triggers (via ScriptApp.newTrigger()) when you need email, external APIs, or cross-file access.

Custom Spreadsheet Functions

Functions used as =MY_FUNCTION() in cells have strict limitations:

/**
 * Calculates something custom.
 * @param {string} input The input value
 * @return {string} The result
 * @customfunction
 */
function MY_FUNCTION(input) {
  // Can use: basic JS, Utilities, CacheService
  // CANNOT use: MailApp, UrlFetchApp, SpreadsheetApp.getUi(), triggers
  return input.toUpperCase();
}

• Must include @customfunction JSDoc tag
• 30-second execution limit (vs 6 minutes for regular functions)
• Cannot access services requiring authorisation

Quotas and Limits

| Resource | Free Account | Google Workspace | |----------|-------------|-----------------| | Script runtime | 6 min / execution | 6 min / execution | | Time-driven trigger runtime | 30 min | 30 min | | Triggers total daily runtime | 90 min | 6 hours | | Triggers total | 20 per user per script | 20 per user per script | | Email recipients/day | 100 | 1,500 | | URL Fetch calls/day | 20,000 | 100,000 | | Properties storage | 500 KB | 500 KB | | Custom function runtime | 30 seconds | 30 seconds | | Simultaneous executions | 30 | 30 |

Modal Progress Dialog

Block user interaction during long operations with a spinner that auto-closes. Use for any operation taking more than a few seconds.

Pattern: menu function > showProgress() > dialog calls action function > auto-close

function showProgress(message, serverFn) {
  const html = HtmlService.createHtmlOutput(`
    <style>
      body { font-family: 'Google Sans', Arial, sans-serif; display: flex;
        flex-direction: column; align-items: center; justify-content: center;
        height: 100%; margin: 0; padding: 20px; box-sizing: border-box; }
      .spinner { width: 36px; height: 36px; border: 4px solid #e0e0e0;
        border-top: 4px solid #1a73e8; border-radius: 50%;
        animation: spin 0.8s linear infinite; margin-bottom: 16px; }
      @keyframes spin { to { transform: rotate(360deg); } }
      .message { font-size: 14px; color: #333; text-align: center; }
      .done { color: #1e8e3e; font-weight: 500; }
      .error { color: #d93025; font-weight: 500; }
    </style>
    <div class="spinner" id="spinner"></div>
    <div class="message" id="msg">${message}</div>
    <script>
      google.script.run
        .withSuccessHandler(function(r) {
          document.getElementById('spinner').style.display = 'none';
          var m = document.getElementById('msg');
          m.className = 'message done';
          m.innerText = 'Done! ' + (r || '');
          setTimeout(function() { google.script.host.close(); }, 1200);
        })
        .withFailureHandler(function(err) {
          document.getElementById('spinner').style.display = 'none';
          var m = document.getElementById('msg');
          m.className = 'message error';
          m.innerText = 'Error: ' + err.message;
          setTimeout(function() { google.script.host.close(); }, 3000);
        })
        .${serverFn}();
    </script>
  `).setWidth(320).setHeight(140);
  SpreadsheetApp.getUi().showModalDialog(html, 'Working...');
}

// Menu calls this wrapper
function menuDoWork() {
  showProgress('Processing data...', 'doTheWork');
}

// MUST be public (no underscore) for the dialog to call it
function doTheWork() {
  // ... do the work ...
  SpreadsheetApp.flush();
  return 'Processed 50 rows';  // shown in success message
}

Common Patterns

Toast Notifications

SpreadsheetApp.getActiveSpreadsheet().toast('Operatio