Managing tasks and reminders through Google Apps Script

Thursday, November 29, 2012 | 1:16 PM

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Editor’s Note: Guest author Romain Vialard works at Revevol, an international service provider dedicated to Google Apps and other Cloud solutions. -- Arun Nagarajan

There are many tools available to help you manage a task list and Google Apps comes with its own simple Tasks app. But sometimes it is more convenient and collaborative to simply manage your task list in a shared spreadsheet. This spreadsheet can be a simple personal task list or a project-management interface that requires team-wide coordination.

Google Spreadsheets come with a set of notification rules that might come in handy. For example, you can be notified each time someone adds a new task to the list or each time the status of a task is updated. Furthermore, it is very easy add to add basic reminders through Apps Script with just a few lines of code:

function remindMe() {
  var sheet = SpreadsheetApp.getActiveSpreadsheet().getSheets()[0];
  var data = sheet.getDataRange().getValues();
  for(var i = 1; i < data.length; i++){
    if(data[i][2] > new Date()){
      MailApp.sendEmail(message);
    }
  }
}

The simple remindMe function performs a standard JavaScript-based date comparison on every row and sends an email for tasks that are due. You can then schedule the remindMe function via a programmable trigger based on the settings.

This script is already available in the Script Gallery today. Try it out for yourself!

Once you have installed the script, you get a new menu option in the spreadsheet that opens a simple user interface to set the options you want. As a developer, you can extend this interface further to provide more options and capabilities.


Romain Vialard   profile | YouTube

Romain Vialard is a Google Apps Change Management consultant at Revevol. Romain writes scripts to automate everyday tasks, add functionality and facilitate rapid adoption of cutting edge web infrastructures. As a Google Apps Script Top Contributor, he has also built many of the top scripts in the Apps Script Gallery, including the very popular Gmail Meter.

3 comments:

Susan Tew said...

This is very usable right away. But I will try to modify for our own purposes so as to provide a digest in a single email of outstanding items at specific times of day (since I will see how it works within the context of a team using a spreadsheet as a task list).

Also this gives me a lot of best practice to learn from wrt preferences handling.

Thank you very much Romain as usual. David Tew

Cassiano said...

Romain;

incredible script, but I have onw question. If I need to send the e-mail to another address than mine, what I should change in the code? Is that possible?

Real thanks for the script anyway

My best wishes

RK said...

Romain,

This works great for my requirement. I can make it e-mail for dates found on a single column.

But I hope the script is also built to accept dates to be searched in more than 2 columns. What is the syntax that I should fill the "Check dates in column(s)" box if I should make it search for dates in two columns, say B & C. I tried with B:C & B,C, but the box turns Red indicating it is a wrong value. Which is the correct way? It is not discussed in the documentation page.