Creating and Managing Spreadsheet Files - Step-by-Step Tutorial

This tutorial will guide you through the complete process of creating a Google Spreadsheet from a template and managing it effectively within the Assisty platform.

Creating a New Spreadsheet

Method 1: Creating from the Templates List

Step 1: Navigate to Templates
Log in to your Assisty platform account
In the sidebar menu, click on Google Spreadsheet Templates
Browse the list of available templates



Step 2: Select a Template
Review the template descriptions to find one that meets your needs
Once you've identified the right template, locate the Clone icon (copy icon) next to it
Click on the Clone icon

Step 3: Configure Your Spreadsheet
In the dialog that appears, enter a descriptive name for your spreadsheet
- Choose a name that clearly identifies its purpose (e.g., "Q1 2025 Sales Analysis")
Enter the email addresses of users who should have access
- Separate multiple email addresses with commas
- Make sure email addresses are entered correctly
Adjust any template-specific settings that appear
- These vary depending on the template
- Hover over the information icon for more details about each setting
Click the Clone button to create your spreadsheet

Method 2: Creating from Template Details

Step 1: View Template Details
From the templates list, click on the template name to view its details
Review the detailed information about the template's structure and purpose



Step 2: Initiate Spreadsheet Creation
Click the Clone Template button at the top of the template details page

Step 3: Configure Your Spreadsheet
Complete the configuration dialog as described in Method 1, Step 3
Click Clone to create your spreadsheet



Step 4: Wait for Processing
After clicking Clone, the system begins creating your spreadsheet
This process may take a few moments to complete
You'll receive a notification when your spreadsheet is ready

Accessing Your Spreadsheets

Step 1: Navigate to Your Spreadsheets
In the sidebar menu, click on Google Spreadsheet Files
This displays a list of all spreadsheets you've created



Step 2: Review Your Spreadsheet List
Each entry shows:
- Spreadsheet name
- Template version used
- Direct link to the Google Spreadsheet
- Actions menu for additional options

Step 3: Open a Spreadsheet
Click on the File URL link to open the actual Google Spreadsheet
The spreadsheet will open in a new tab in Google Sheets

Managing Spreadsheet Details

Step 1: View Spreadsheet Details
From your spreadsheets list, click on a spreadsheet name or the view icon
This opens the detailed view of your spreadsheet



Step 2: Review Detailed Information
Examine the sections:
- Basic Information: Template used, version, creation date
- Settings: Current configuration values
- Shared Access: Who has access to the spreadsheet
- Scheduled Reports: When data updates occur

Editing Spreadsheet Settings

Step 1: Initiate Editing
On the spreadsheet details page, click the Edit button
This opens the editing form with current values pre-filled

Step 2: Modify Settings
Update the spreadsheet name if needed
Add or remove email addresses for shared access
Adjust any template-specific settings
- Note that changing some settings may trigger data refreshes

Step 3: Save Changes
Review your changes carefully
Click Save to apply the updates
Click Cancel if you want to discard your changes

Working Inside Your Google Spreadsheet

Step 1: Navigate the Spreadsheet
Open your Google Spreadsheet using one of the methods described above
Familiarize yourself with the different tabs (sheets)
Note which sheets contain automatically updated data (report sheets)

Step 2: Interact with Data
Review the data in report sheets
- Remember this data updates automatically on schedule
- Avoid making changes to these sheets as they may be overwritten
Use custom sheets for analysis
- These typically contain formulas that reference data from report sheets
- You can modify these sheets to suit your needs

Step 3: Add Your Own Analysis
You can add your own sheets for additional analysis
- Click the + icon at the bottom of the sheet tabs
- Name your new sheet appropriately
Create formulas that reference data from report sheets
- Use standard Google Sheets formulas
- Reference cells in other sheets using the sheet name (e.g., '=Sheet1!A1')

Managing Spreadsheet Access

Step 1: Review Current Access
On the spreadsheet details page, check the Shared Access section
This shows all email addresses that currently have access

Step 2: Modify Access
To add new users, edit the spreadsheet settings as described above
Add the new email addresses to the sharing list

Step 3: Understand Access Levels
By default, users added through the platform get view access
To change access levels (to edit or comment):
- Open the actual Google Spreadsheet
- Click the "Share" button in the top-right corner
- Adjust permissions for individual users

Managing Data Updates

Step 1: Check Update Schedule
On the spreadsheet details page, review the Scheduled Reports section
Note the frequency and timing of scheduled updates

Step 2: Manual Data Sync (If Available)
Some spreadsheets support manual data synchronization
If available, a Sync button will appear on the spreadsheet details page
Click this button to trigger an immediate data update

Step 3: Monitor Update Status
After a sync, check that data has updated correctly
If you notice issues, review the spreadsheet details for error messages

Troubleshooting Common Issues

Issue: Spreadsheet Creation Failed
Check for any error messages on the creation confirmation screen
Verify that all email addresses were entered correctly
Try creating the spreadsheet again

Issue: Data Not Updating
Check the update schedule to confirm when updates should occur
Verify that enough time has passed since the last scheduled update
Check for any error messages in the spreadsheet details

Issue: Access Problems
Confirm your email address is in the shared access list
Check your email for any sharing notifications from Google
Try accessing the spreadsheet through the Google Drive interface

Conclusion

You've now learned how to create, access, and manage Google Spreadsheets from templates in the Assisty platform. Remember these key points:

- Choose the right template for your needs
- Use descriptive names for your spreadsheets
- Be mindful of which sheets update automatically
- Share access only with those who need it
- Regularly review your spreadsheets for insights

For additional help, refer to the platform's documentation or contact your system administrator.

Updated on: 24/03/2025