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@arnodeceuninck
Last active May 13, 2023 00:54
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Import events from a Spreadsheet into Google Calendar. Written in Google Apps script, allows you to create a planning in Google Sheets, and then sync the dates written in the sheet to your calendar.
// ID of the calendar, can be found in sharing settings of the calendar
var calendarID = "winak.be_7somerandomcharacters@group.calendar.google.com"
// Input data from the sheet with name "Final Planning"
let planning = SpreadsheetApp.getActive().getSheetByName('Final Planning')
// Get cell values as strings in 2D array format
let eventsData = planning.getDataRange().getValues()
// Column name shortcuts, their index get determined in setRowIndices based on the column header
let dateRow, clubRow, eventRow, openHouderRow1, openHouderRow2, facebookEventRow, calendarEventIDRow, calendarLinkRow, lastUpdateRow, startDateTimeRow, endDateTimeRow, availableRow, shiftLinkRow, lastCalendarUpdate;
setRowIndices();
// calendar to output to
let eventCal = CalendarApp.getCalendarById(calendarID);
// When opening a spreasheet, this functions adds the menuitems to add and remove the events
function onOpenTrigger() {
var ui = SpreadsheetApp.getUi();
ui.createMenu('Hagarkalender')
.addItem('Soft update all events to calendar', 'updateCalendarEvents')
.addItem('Remove all events from calendar', 'removeCalendarEvents')
.addItem('Remove and readd all events', 'addCalendarEvents')
.addToUi();
}
function updateCalendarEvents() {
addCalendarEvents(true);
}
// Returns the number of the row of which the header has given name
function getRowWithHeader(headerName){
headers = eventsData[0];
// Stops at 50 to prevent infinite loop, but still allow some empty columns
for(var i = 0; i < 50; i++) {
if (headers[i] == headerName) {
return i;
}
}
throw "Error: Header with name " + headerName + " not found"
}
// Sets the variables for their respective row number
function setRowIndices() {
dateRow, clubRow, eventRow, openHouderRow1, openHouderRow2, calendarLinkRow, startDateTimeRow, endDateTimeRow
dateRow = getRowWithHeader("Datum");
clubRow = getRowWithHeader("Club");
eventRow = getRowWithHeader("Event");
openHouderRow1 = getRowWithHeader("Openhouder 1");
openHouderRow2 = getRowWithHeader("Openhouder 2");
facebookEventRow = getRowWithHeader("Facebook Event");
calendarEventIDRow = getRowWithHeader("Event ID")
calendarLinkRow = getRowWithHeader("Calendar link");
lastUpdateRow = getRowWithHeader("Last row update");
lastCalendarUpdate = getRowWithHeader("Last calendar update");
startDateTimeRow = getRowWithHeader("Start datetime");
endDateTimeRow = getRowWithHeader("End datetime");
availableRow = getRowWithHeader("Beschikbaar");
shiftLinkRow = getRowWithHeader("Shift link");
}
function containsWINAK(string) {
return string.includes("WINAK");
}
function getEventTitle(rowData) {
let searchingPeople = rowData[openHouderRow1] || containsWINAK(rowData[clubRow]) ? "" : rowData[availableRow] ? "'" : "*"
return searchingPeople + rowData[clubRow] + " - " + rowData[eventRow]
}
function getStartTime(rowData) {
return rowData[startDateTimeRow]
}
function getEndTime(rowData) {
return rowData[endDateTimeRow]
}
function getDescription(rowData) {
var facebook = rowData[facebookEventRow] ? "Facebook event: " + rowData[facebookEventRow] + "\n\n" : "";
var openhouders = "Openhouders: " + rowData[openHouderRow1] + " " + rowData[openHouderRow2] + "\n";
var lastUpdate = "This event was last updated on " + new Date() + "\n";
if (containsWINAK(rowData[clubRow])){
openhouders = rowData[openHouderRow1] || rowData[openHouderRow2] ? openhouders + '\n' : "Dit is een WINAK activiteit, en heeft dus geen openhouders nodig. \n\n";
return facebook + openhouders + lastUpdate;
}
var openHoudLink = rowData[openHouderRow1] && rowData[openHouderRow2] ? "" : "Registreer om open te houden: " + rowData[shiftLinkRow] + "\n\n"
var beschikbaar = "Beschikbare openhouders: " + rowData[availableRow] + "\n\n";
return facebook + openhouders + beschikbaar + openHoudLink + lastUpdate;
}
// Creates an event in eventCal based on the data found in rowData
function createEvent(rowData, eventCal) {
var eventTitle = getEventTitle(rowData);
var startTime = getStartTime(rowData);
var endTime = getEndTime(rowData);
var options = {
location: 'Den Hagar, Fort VI, 2610 Antwerpen',
description: getDescription(rowData)
};
var event = eventCal.createEvent(eventTitle, startTime, endTime, options)
// Custom colors aren't allowed in Google Calendar :(
// So using function to get the closest color instead
// let club = rowData[clubRow];
// let clubColorHex = getClubColor(club);
// let color = getClosestColor(clubColorHex);
// event.setColor(color);
// People didn't like different color, so making everything gray instead
// Color codes can be found here: https://developers.google.com/apps-script/reference/calendar/event-color
event.setColor("8");
return event;
}
// Looks at the eventsData (from the spreadsheet) and creates Google Calendar events from it
// Also updates the event id, link and last updated date in the sheet
// softmode checks the last edited date and only updates if recently edited. Note: Only user edits are captured
function addCalendarEvents(softmode=false) {
setRowIndices();
var lock = LockService.getScriptLock();
lock.waitLock(30000); // wait 30s max on the lock
eventsData = planning.getDataRange().getValues();
var rowNumber = 1;
while(true) {
var rowData = eventsData[rowNumber];
if(rowData[0] == "") {
break;
}
if(rowData[calendarEventIDRow] != "") {
var lastRowUpdate = planning.getRange(rowNumber+1, lastUpdateRow+1).getValue();
var lastEventUpdate = planning.getRange(rowNumber+1, lastCalendarUpdate+1).getValue();
if (softmode && lastRowUpdate && lastEventUpdate && lastRowUpdate < lastEventUpdate){
// Overwritten events must all be removed manually, so let's not do it
// console.log("Skipping existing event...");
rowNumber++;
continue;
}
// There already exists a row, removing it first
var eventID = planning.getRange(rowNumber+1, calendarEventIDRow+1).getValue();
removeCalendarEvent(rowNumber, eventID);
}
var event = createEvent(rowData, eventCal)
// Get a link to the event
var splitEventId = event.getId().split('@');
var eventURL = "https://calendar.google.com/calendar/u/2/r/event?eid=" + Utilities.base64Encode(splitEventId[0] + " " + calendarID);
var eventHyperlink = "=HYPERLINK(\"" + eventURL + "\", \"Click here\")";
// Update event info in sheet
planning.getRange(rowNumber+1, calendarEventIDRow+1).setValue(event.getId());
planning.getRange(rowNumber+1, calendarLinkRow+1).setValue(eventHyperlink);
planning.getRange(rowNumber+1, lastCalendarUpdate+1).setValue(new Date());
SpreadsheetApp.flush();
console.log("Updated rowNumber ", rowNumber);
rowNumber++;
}
lock.releaseLock();
}
// Remove all events from the Google Calendar
// Note: Their id must be in the sheet for this
function removeCalendarEvents() {
setRowIndices();
var rowNumber = 1;
while(true) {
var eventClub = eventsData[rowNumber][clubRow];
var eventID = eventsData[rowNumber][calendarEventIDRow];
if (eventClub == ""){
break;
}
if (eventID == "") {
rowNumber++;
continue;
}
removeCalendarEvent(rowNumber, eventID);
rowNumber++;
}
}
function removeCalendarEvent(rowNumber, eventID) {
try {
var event = eventCal.getEventSeriesById(eventID);
event.deleteEventSeries();
planning.getRange(rowNumber+1, calendarEventIDRow+1).setValue("");
planning.getRange(rowNumber+1, calendarLinkRow+1).setValue("");
planning.getRange(rowNumber+1, lastCalendarUpdate+1).setValue("");
SpreadsheetApp.flush();
} catch(e) {
// Expected error: Event does not exist
console.log(e.message);
}
}
function addAndRemove() {
// Does only remove for some reason
removeCalendarEvents();
SpreadsheetApp.flush();
addCalendarEvents();
}
// Update the last edited row every time a cell is editted
function onEditTrigger() {
var s = SpreadsheetApp.getActiveSheet();
if( s.getName() == "Final planning" ) { //checks that we're on the correct sheet
var r = s.getActiveCell();
var time = new Date();
var rowNumber = r.getRow()
if (planning.getRange(rowNumber, dateRow+1).getValue() != "" && rowNumber > 1) {
planning.getRange(rowNumber, lastUpdateRow+1).setValue(time);
SpreadsheetApp.flush();
updateCalendarEvents();
}
};
}
// Update the last row change time when a form is submitted
function onSubmitTrigger(e){
// Logger.log("%s", JSON.stringify(e));
// {
// "authMode":"FULL",
// "namedValues":{
// "Timestamp":[
// "01/09/2021 15:21:35"
// ],
// "Datum Activiteit":[
// "25/09/2021"
// ],
// "Naam Activitieit":[
// "DIEFKA - Overdrachtscantus"
// ],
// "Email address":[
// "arnodeceuninck@winak.be"
// ]
// },
// "range":{
// "columnEnd":4,
// "columnStart":1,
// "rowEnd":6,
// "rowStart":6
// },
// "source":{
// },
// "triggerUid":"8120067",
// "values":[
// "01/09/2021 15:21:35",
// "arnodeceuninck@winak.be",
// "25/09/2021",
// "DIEFKA - Overdrachtscantus"
// ]
// }
Logger.log("%s", JSON.stringify(e));
var formDateStr = e["namedValues"]["Datum Activiteit"][0];
var formEventName = e["namedValues"]["Naam Activiteit"][0];
var splittedDate = formDateStr.split('/');
// The month is 0-indexed
var formDate = new Date(splittedDate[2], splittedDate[1]-1, splittedDate[0])
var formDateFormattedStr = Utilities.formatDate(formDate, "GMT+2", "dd/MM/yyyy")
var dateColumn = dateRow;
var currentRow = 1;
while (true) {
let cell = planning.getRange(currentRow+1, dateColumn+1);
let cellDate = cell.getValue()
let clubName = planning.getRange(currentRow+1, clubRow+1).getValue();
let eventTitle = planning.getRange(currentRow+1, eventRow+1).getValue();
let eventName = clubName + " - " + eventTitle;
console.log(eventName, formEventName)
if (cellDate == ""){
throw "Date and title combination not found"
break;
}
var cellDateStr = Utilities.formatDate(cellDate, "GMT+2", "dd/MM/yyyy")
if (cellDateStr == formDateFormattedStr && formEventName == eventName) {
console.log("Row ", currentRow, " was changed")
var now = new Date();
planning.getRange(currentRow+1, lastUpdateRow+1).setValue(now);
SpreadsheetApp.flush();
break;
}
currentRow++;
}
updateCalendarEvents();
}
// Can only be triggered manually, removes all events in given time range, use with caution
// https://rishidhar.me/how-to-bulk-delete-google-calendar-events-via-google-apps-script/
function bulk_delete_events()
{
//Please note: Months are represented from 0-11 (January=0, February=1). Ensure dates are correct below before running the script.
var fromDate = new Date(2021,8,11,0,0,0); //This represents Sept 11th 2021
var toDate = new Date(2021,11,31,0,0,0); //This represents Dec 31th 2020
var calendar = CalendarApp.getCalendarById(calendarID);
//Search for events between fromdate and todate with given search criteria
var events = calendar.getEvents(fromDate, toDate);
for(var i=0; i<events.length;i++) //loop through all events
{
var ev = events[i];
Logger.log('Event: '+ev.getTitle()+' found on '+ev.getStartTime()); // Log event name and title
ev.deleteEvent(); // delete event
}
}
// Functions below this are only for coloring the Events based on a color table defined in Google Sheets
// Google Calendar only supports a few colors, so there are also help functions to find the closest matching color
// Convert a hex color string (e.g. "#A4BDFC") to it's RGB values (max. 255 each)
function hexToRgb(hex){
return {
red: parseInt(hex.slice(1,3), 16),
green: parseInt(hex.slice(3,5), 16),
blue: parseInt(hex.slice(5,7), 16)
}
}
// Convert a RGB color to a HSV color, so we can use the Hue to find the closest matching color
// Note: Euclidean distance for colors doesn't give a good result, so we have to use Hue instead
// https://stackoverflow.com/questions/8022885/rgb-to-hsv-color-in-javascript
// input: r,g,b in [0,1], out: h in [0,360) and s,v in [0,1]
function rgb2hsv(r,g,b) {
let v=Math.max(r,g,b), c=v-Math.min(r,g,b);
let h= c && ((v==r) ? (g-b)/c : ((v==g) ? 2+(b-r)/c : 4+(r-g)/c));
return [60*(h<0?h+6:h), v&&c/v, v];
}
// Determines how similar two colors are based on the Hue value
function colorDistance(colorHue1, colorHue2) {
// https://stackoverflow.com/questions/9018016/how-to-compare-two-colors-for-similarity-difference
var avghue = (colorHue1 + colorHue2)/2
var distance = Math.abs(colorHue1-avghue)
return distance;
// Euclidian -> Gives colors that doesn't seem familiar for humans, so don't use this
// return (colorRgb1.red - colorRgb2.red)^2 + (colorRgb1.green - colorRgb2.green)^2 + (colorRgb1.blue - colorRgb2.blue)^2
}
// Returns the Hue
function getHue(rgbColor) {
return rgb2hsv(rgbColor.red / 256, rgbColor.green / 256, rgbColor.blue / 256)[0];
}
// Given a color hex, this gives the ID of the closest matching color in Google Sheets
// All colors and their ID's can be found here https://developers.google.com/apps-script/reference/calendar/event-color
function getClosestColor(colorHex) {
var clubColor = hexToRgb(colorHex);
var clubHue = getHue(clubColor)
// Colors from the Enum EventColor docs (obtained with inspect element on the colors)
// https://developers.google.com/apps-script/reference/calendar/event-color
var colorRGBs = ["#a4bdfc", "#7AE7BF", "#BDADFF", "#FF887C", "#FBD75B", "#FFB878", "#46D6DB", "#E1E1E1", "#5484ED", "#51B749", "#DC2127"]
var minDistance = Infinity;
var closestColor = 0;
for (var index in colorRGBs) {
var color = colorRGBs[index];
var colorRGB = hexToRgb(color);
var colorHue = getHue(colorRGB);
var distance = colorDistance(clubHue, colorHue);
if (distance <= minDistance) {
minDistance = distance;
closestColor = index;
}
}
return parseInt(closestColor) + 1;
}
// In the calender view spreadsheet, there is a column with each club on it, this returns the background color of that cell
function getClubColor(club) {
let calenderView = SpreadsheetApp.getActive().getSheetByName('Calendar view')
var colorColumn = 15+1;
var currentRow = 3+1;
while (true) {
let cell = calenderView.getRange(currentRow, colorColumn);
let cellClub = cell.getValue()
if (cellClub == ""){
break;
}
if (cellClub == club) {
let backgroundColor = cell.getBackground()
return backgroundColor;
}
currentRow++;
}
}
@gunvirdhillon
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Do you have a download link for the original spreadsheet you used by any chance please?

@gunvirdhillon
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