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Google Sheet: Rows are randomly being deleted (disappearing)

  1. #1
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    Google Sheet: Rows are randomly being deleted (disappearing)

    Hi there! I am using google sheets to track my stocklists for my gallery. We use google sheets because it means I can work remotely and my manager and my business partner can also access the data as needed. We also use google sheets for tracking bookings in our jewellery classes. These sheets are stored on different Google drives.

    We're all very careful and have been using Google Sheets for YEARS. Recently we're experiencing issues where data is randomly disappearing. When you go into the version history, you can eventually find a version where the data exists. In the stocklist, I have found multiple issues where different days have had data disappear, and in different areas of the workbook.

    How can I rule out user error? We all know how to use the filter option, and how to hide and unhide rows and columns. It's not that. The numbering of the rows is still in sequence, so you can see it's not a hidden row. And the filter is off, so it's not hidden that way.

    I have searched for errors like this and there's a few mentions of this happening to others but no answers as to why this is happening. Has anyone heard of this before ?

    We do have all the sheets saving automatically - and we try to close the sheets down at the end of each day.

    Any ideas?
    I am grateful for any help you can offer.
    Cheers
    Vaune

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    Re: Google Sheet: Rows are randomly being deleted (disappearing)

    First things to check:
    Are the permissions set to specific users?
    Do those users allow anyone else access to their computers?

    You might be able to implement an Apps Script that timestamps and logs the email address of the user who performed the edit, and possibly also sends an email notification (with the timestamp and user email).

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    Re: Google Sheet: Rows are randomly being deleted (disappearing)

    Hi there, thanks for looking into this.
    No permissions are set at this stage - we all need to have the same level of access. It is possible others are able to access the computers - but it should
    all be staff / co workers (not total randoms or kids)

    This App script you speak of... I am not overly computer tech savvy - can you recommend one?
    Cheers
    Vaune

  4. #4
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    Re: Google Sheet: Rows are randomly being deleted (disappearing)

    Since anyone can access the files, this is the first place to make enquiries, and consider restricting who has access.

    Using an apps script to send email when file edits are done will mean getting emails for EVERY EDIT, so if there are many edits every day then your email will be flooded. This solution should only be used when there are minimal edits expected and you simply want to catch when the file is edited. So if this is the case then you should also consider setting up a device (tablet, smartphone etc) to give banner/sound notifications whenever email is received.

    Heres a basic procedure.....

    Open the G-Sheets file

    Go to `Extensions > Apps Script`

    Paste the following code before or after other existing code

    Please Login or Register  to view this content.
    Change the email address to oyur own email address

    Click the `Save Project` icon (it's to the left of the Run icon)

    Click on the clock icon on the left hand side to open the Trigger settings.

    Click the blue `+ Add Trigger` button in the lower right corner of your screen.

    Choose the following settings to configure your trigger correctly:

    * Function to run: processEdit
    * Deployment: Head
    * Event source: From spreadsheet
    * Event type: On edit

    Then click `Save` to create the trigger.

    When you click `Save`, you might be asked to authorise your script again and grant it additional permissions. In particular, you need to "Allow this application to run when you are not present". Once you click `Allow`, the trigger will be created.

    Close the Apps Script editor and return to your file.

    Edit the file to ensure the trigger is working and sending email.
    Last edited by janmorris; 11-25-2021 at 07:08 AM.

  5. #5
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    Re: Google Sheet: Rows are randomly being deleted (disappearing)

    Here is a more complete script that will notify you WHO and WHEN the file was edited, but it will require you to enable Google Drive API in the Google Developers API Console before it will work.

    After you have enabled the Google Drive API in the console, then go into Apps Scripts, and enable Drive API in the Apps Script "Services"

    Then go back to the editor window and put this script in place, and edit to your needs:

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    After the script has been saved, go to Triggers (on the left, and setup a trigger to run "On Edit", and save it.

    Now try running the script and authorise it when prompted to do so.

    Go back to your file, and edit it, then check your email.

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