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Information for Administrators

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Dan Smith edited this page Dec 3, 2022 · 24 revisions

This page is for the person tasked with managing user access to the app.

You will need

Provide access to a collector

Collectors will email you to request access to the app and its accompanying spreadsheet.

You will need their @gmail.com email address.

1. Share the MASTER SPREADSHEET with any editors and app users

  1. Open the MASTER SPREADSHEET
  2. Share > Add people and groups > [Enter email] > Editor

Note:

  • The app reads and writes organisational data, therefore users require permission to edit the spreadsheet in order to access the app.
  • If the spreadsheet is not shared, the user may still be able to view it, but they will not see the drop-down menus or the App Help menu item, and the app will not be able to write to it.

2a. Spreadsheet users - share the APPS SCRIPT PROJECT, which is linked to the spreadsheet as a code library

  1. Open the APPS SCRIPT PROJECT
  2. Share this project with others > Add people and groups > [Enter email] > Editor.

Note:

  • Viewer access only provides access to the STABLE (deployed) version of the app
  • Editor also provides access to the Deploy menu and in turn the DEV (head) version of the app.

2b. App users - share the GCP PROJECT (during development)

GCP stands for Google Cloud Platform.

Part of setting up a GCP project (for use with Clasp) is selecting a User Type:

Internal: Only available to users within your organisation. You will not need to submit your app for verification.

External: Available to any test user with a Google Account. Your app will start in testing mode and will only be available to users you add to the list of test users. Once your app is ready to push to production, you may need to verify your app.

During development, the app has a status of testing rather than in production. If you use the External user type then only test users may access the app while it is in testing.

Add a test user:

  1. Open the script's parent GCP PROJECT
  2. OAuth user cap > Test users > + ADD USERS
  3. This user is now allowed to access the STABLE version. The DEV version will show a prompt to 'Request access'.
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