In this article, we introduce prototype examples of how Google Apps Script (GAS) can be used to streamline and automate routine tasks or irregular but recurring work scenarios.
We’ll walk through two use cases that demonstrate how automation and efficiency improvements can be achieved using Google Apps Script.
Use Case 1: Send an Email When New Data is Added to a Spreadsheet
There are many tasks in the workplace that are not major enough to be considered part of a digital transformation (DX) project, but still consume valuable time—tasks that could benefit from simple automation.
In this scenario, we’ve created a prototype where simply adding data to a spreadsheet automatically sends an email notification.
As the title suggests, this is implemented using Google Apps Script. The script reads the spreadsheet and, based on certain conditions, automatically sends emails.
Example Scenario:
You’re running a time-limited video campaign. Some users haven’t watched the video yet. You want to send a reminder email only to those who:
- Haven’t watched the video
- Haven’t received a previous reminder
You can trigger the script manually by clicking “Run,” or automate it using time-based triggers to send emails at specific intervals—or even send them immediately upon data changes.
While this use case focuses on sending reminder emails, similar logic can be applied to handle occasional irregular inquiries efficiently.
Additionally, this kind of script can be embedded into web applications. For example, input submitted through a form can be written to a spreadsheet, and a corresponding email sent automatically.
Use Case 2: Add Custom Menu Items to a Spreadsheet and Write to Other Sheets
This scenario imagines a three-person team working on shared tasks, with one person managing task assignments. To avoid accidental overwrites or task conflicts, each team member works on their own separate spreadsheet.
This setup is common—but it can lead to extra overhead from task tracking and manual copy-pasting between sheets.
To address this, we built a prototype using Google Apps Script.
How it works:
- The manager spreadsheet contains two custom menu options.
- Clicking the first menu item automatically updates each team member’s spreadsheet with their assigned tasks.
- Clicking the second menu item merges the individual spreadsheets back into the manager’s main sheet.
This allows task assignment and progress tracking with just a click—eliminating repetitive manual work.
Why Use Google Apps Script?
Google Apps Script enables you to:
- Add custom menus to Google Sheets
- Automate data input and merging across multiple spreadsheets
- Reduce human error and repetitive manual work
- Build lightweight web-based tools that integrate with Google Workspace
In workflows where data entry, tracking, or task distribution is common, Apps Script can significantly improve efficiency.
At FLOURISH, we help businesses future-proof their operations through tailored Google Apps Script development.
