Google Spreadsheet Feature - User Guide

Introduction

The Google Spreadsheet feature allows you to create, manage, and share spreadsheets based on predefined templates. These spreadsheets can automatically sync with your data, ensuring you always have up-to-date information formatted in a consistent, easy-to-use manner.

Getting Started

Accessing the Feature

1. Log in to your Assisty platform account
2. Navigate to the sidebar menu
3. Click on Google Spreadsheet Templates to view available templates

Working with Templates

Viewing Available Templates

When you access the Google Spreadsheet Templates section, you'll see a list of all available templates:

Each template displays:

• Name: The template identifier
• Description: A brief explanation of the template's purpose
• Version: The current version number (e.g., v0.0.1)
• Actions: Options to view details or create a spreadsheet

Understanding Template Details

To learn more about a specific template:

1. Click on the template name or the view icon in the templates list
2. You'll see the template detail page with comprehensive information:

The template detail page includes:

• Basic Information: Name, version, and description
• Settings: Configuration options that you can customize
• Sheets: The structure of spreadsheet tabs with their types and descriptions

Types of Sheets Within Templates

Templates typically contain two types of sheets:

1. Report Sheets: Automatically populated with data based on scheduled queries

• These update on a regular schedule (daily, weekly, monthly)
• You don't need to manually update the data

2. Custom Sheets: Contain formulas, calculations, and custom layouts

• May reference data from report sheets
• Provide summaries, visualizations, or analysis

Creating a Spreadsheet from a Template

You can create a new spreadsheet from a template in two ways:

Method 1: From the Templates List

1. Navigate to Google Spreadsheet Templates in the sidebar
2. Find the template you want to use
3. Click the Clone icon (copy icon) next to the template
4. In the dialog that appears, enter:

• Spreadsheet Name: A descriptive name for your spreadsheet
• Email Addresses: Email addresses of users who should have access (separated by commas)

5. Click Clone

Method 2: From Template Details

1. Navigate to the template detail page by clicking on a template name
2. Click the Clone Template button at the top of the page
3. Fill in the required information as described above
4. Click Clone

What Happens After Cloning

After you click Clone:

1. The system creates a new Google Spreadsheet based on the template
2. The spreadsheet is shared with the email addresses you provided
3. Initial data is populated (if applicable)
4. You'll receive a notification when the process is complete
5. The new spreadsheet appears in your Google Spreadsheet Files list

Managing Your Spreadsheets

Viewing Your Spreadsheets

To see all spreadsheets you've created:

1. Go to Google Spreadsheet Files in the sidebar
2. You'll see a list of all your created spreadsheets with:

• Name: The name you gave the spreadsheet
• Version: The template version used
• File URL: Direct link to the Google Spreadsheet
• Actions: Options to view details or perform actions

Spreadsheet Details

For more information about a specific spreadsheet:

1. Click on a spreadsheet name or the view icon
2. The spreadsheet detail page shows:

• Basic Information: Template used, version, and other metadata
• Settings: Current configuration options
• Shared Access: List of emails that have access
• Scheduled Reports: Information on when data updates

Editing Spreadsheet Settings

To modify a spreadsheet's configuration:

1. On the spreadsheet detail page, click the Edit button
2. You can change:

• Spreadsheet Name: Update the name
• Email Addresses: Add or remove people who have access
• Custom Settings: Modify template-specific settings

3. Click Save to apply your changes

Accessing Your Google Spreadsheet

There are multiple ways to access your actual Google Spreadsheet:

1. From the spreadsheet listing page:

• Click the File URL link

2. From the spreadsheet detail page:

• Click the Open Spreadsheet button

The spreadsheet will open in a new tab, directly in Google Sheets.

Working with Spreadsheet Data

Understanding Data Updates

For spreadsheets with report sheets:

• Data is automatically updated according to the schedule defined in the template
• You can view the schedule in the Spreadsheet Details page
• No manual data refresh is typically required

Making Changes in Google Sheets

When working in the actual Google Spreadsheet:

• You can freely modify custom sheets and add your own data
• Be cautious about modifying report sheets, as changes may be overwritten during scheduled updates
• You can add your own sheets for additional analysis

Best Practices

Naming Your Spreadsheets

Use clear, descriptive names that help you identify:

• The template used
• The time period covered (if applicable)
• The purpose of the spreadsheet

Examples:

• "Q1 2025 Sales Analysis"
• "Inventory Status - March 2025"
• "Marketing Campaign Performance - Spring Campaign"

Managing Access

• Only share spreadsheets with users who need access
• Remember that anyone with the link can view the spreadsheet depending on your sharing settings
• Periodically review the email list to ensure it's current

Using the Data Effectively

• Review the template description to understand what insights each sheet provides
• Use the data to inform your business decisions
• Consider setting up regular reviews of key spreadsheets with your team

Troubleshooting

Common Issues and Solutions

Getting Help

If you encounter issues not covered in this guide:

1. Check if there's an error message in the spreadsheet details
2. Contact your system administrator for assistance
3. Provide the spreadsheet name and specific issue you're experiencing

FAQ

Q: Can I modify the template itself?

A: No, templates are managed by administrators. You can only create spreadsheets based on existing templates.

Q: What happens if I delete data in a report sheet?

A: The data will likely be restored during the next scheduled update.

Q: Can I change the update schedule?

A: Update schedules are defined in the template and cannot be modified by users.

Q: Is there a limit to how many spreadsheets I can create?

A: Check with your administrator, as limits may vary by organization.

Q: Will my changes to custom sheets be overwritten?

A: No, custom sheets are not typically overwritten during data updates.

Q: Can I download my spreadsheet?

A: Yes, you can use Google Sheets' standard download options to export in various formats.

Google Spreadsheet Feature Guide

Overview

The Google Spreadsheet feature allows you to create, manage, and share spreadsheets based on predefined templates. This guide will walk you through how to use this powerful functionality effectively.

Templates

Templates are predefined spreadsheet structures that serve as the foundation for your Google Spreadsheets. They contain:

• Predefined settings
• Sheet configurations
• Automated reports
• Scheduled data updates

Viewing Templates

1. Navigate to the Google Spreadsheet Templates section in the sidebar.
2. You'll see a list of available templates with their names, descriptions, and versions.
3. Each template displays:

• Name: The template identifier
• Description: A brief explanation of the template's purpose
• Version: The current version number (e.g., v0.0.1)

Template Details

To view detailed information about a template:

1. Click on a template name in the list.
2. The template detail page shows:

• Basic Information: Name, version, and description
• Settings: Configuration options that users can modify
• Sheets: The structure of spreadsheet tabs with their types and descriptions

Creating Spreadsheets from Templates

There are two ways to create a new spreadsheet from a template:

Method 1: From Templates List

1. Go to Google Spreadsheet Templates
2. Find the template you want to use
3. Click the Clone icon (copy icon) next to the template
4. Fill in the required information:

• Spreadsheet Name: A descriptive name for your spreadsheet
• Email Addresses: Email addresses of users who should have access to the spreadsheet

5. Click Clone

Method 2: From Template Detail

1. Navigate to the template detail page
2. Click Clone Template button
3. Fill in the required information as described above
4. Click Clone

Managing Your Spreadsheets

Viewing Your Spreadsheets

1. Go to Google Spreadsheet Files in the sidebar
2. You'll see a list of all your created spreadsheets with:

• Name: The name of the spreadsheet
• Version: The template version used
• File URL: Link to the actual Google Spreadsheet
• Actions: Options to view details

Spreadsheet Details

When you click on a spreadsheet name or the view icon, you'll see the detailed view with:

1. Basic Information:

• Template used
• Version
• Merchant ID (if applicable)

2. Settings:

• Configuration options specific to this spreadsheet
• These settings control how data is processed and displayed

3. Shared Access:

• List of emails that have access to this spreadsheet
• You can manage who has access to your spreadsheet

4. Scheduled Reports:

• Automated reports configured in the spreadsheet
• Preview of report data
• Information on update schedules

Editing Spreadsheet Settings

1. On the spreadsheet detail page, click the Edit button
2. You can modify:

• The spreadsheet name
• Email addresses for sharing
• Custom settings values

3. Click Save to apply your changes or Cancel to discard them

Opening the Google Spreadsheet

From any spreadsheet detail page, click the Open Spreadsheet button to access the actual Google Spreadsheet in a new tab.

Understanding Sheet Types

Templates can contain different types of sheets:

1. Report Sheets: Automatically populated with data from your system

• These sheets have schedules for data updates (daily, weekly, etc.)
• Data is refreshed according to the configured schedule

2. Input Sheets: Designed for manual data entry

• These sheets may have predefined structures for consistent data input

Best Practices

1. Use Descriptive Names: When creating a spreadsheet, use a name that clearly identifies its purpose
2. Share Wisely: Only share spreadsheets with team members who need access
3. Check Update Schedules: Be aware of when your data will refresh
4. Review Template Documentation: Each template has a specific purpose - make sure it fits your needs

Troubleshooting

If you encounter issues:

• Spreadsheet Not Updating: Check the status of the spreadsheet in the detail view
• Access Issues: Verify the email addresses in the shared access section
• Data Discrepancies: Review the settings to ensure proper configuration

For additional help, contact your system administrator.

Updated on: 24/03/2025