Spreadsheet Splitter - Google Apps Script

gistfile1.js

// Creates new spreadsheets based on a column containing email addresses 
// in the starting spreadsheet.
// Each new spreadsheet will contain the full set of rows for that email address.
// It will then be shared with that email address and a link emailed.
var EMAIL_COLUMN = 2; //Use the number: A=1,B=2,Z=26 etc
var ALSO_SHARE_WITH = ""; // Add any additional addresses here. Separated multiples with commas.
var NUM_HEADER_ROWS = 1; // The number of header rows.

// Do not change anything below this line 
// 24 Nov 2010 - test mode works correctly after Google changes (session broke after Browser.msgBox)
var FLAG_COLUMN_HEADER_NAME = "Processed to spreadsheet"; 
var TEST = true;
var activeUserEmail = Session.getActiveUser().getEmail();
function doSegmentation() {
  try{
    // Get the currently selected sheet
    var sheet = SpreadsheetApp.getActiveSpreadsheet().getActiveSheet();
    // Test mode
    var answer = Browser.msgBox("Run in test mode?", 
                                "This will process the current sheet \"" + sheet.getName() +
                                "\". If you run in test mode, the full process is run as normal but any spreadsheets "+
                                "that are created are not shared and email is only ever sent to you " +
                                "and no one else. Do you want to run in test mode?",
                                Browser.Buttons.YES_NO_CANCEL);
    switch (answer) {    
      case "yes":  
        TEST = true;
        break;  
      case "no":  
        TEST = false;;
        break;  
      case "cancel":  
        sheet.getParent().toast("Processing cancelled.");
        return; 
    }  
    
    // Get index of flag column - create if necessary 
    var flagColumnIndex = getFlagColumnIndex_(sheet,FLAG_COLUMN_HEADER_NAME);
    //Browser.msgBox(flagColumnIndex);
    //Logger.log(flagColumnIndex);
    
    // Get the full range of data to process
    var range = sheet.getDataRange();
    var values = range.getValues();
    
    // get the first key to process
    var key = getNextUnprocessedKey_(values, EMAIL_COLUMN-1, flagColumnIndex);  
    // get each key and process the rows containing that key
    while (key) {
      var rowIndexes = [];
      rowIndexes = getUnprocessedByKey_(values, EMAIL_COLUMN-1, key, flagColumnIndex);
      var message = "Processing " + key + ". " + rowIndexes.length + " rows to process.";
      sheet.getParent().toast(message, "Progress");
      //Browser.msgBox(rowIndexes.toString());
      process_(sheet, values, key, rowIndexes, flagColumnIndex);
      var values = range.getValues(); //reset values after processing (flags loaded)
      key = getNextUnprocessedKey_(values, EMAIL_COLUMN-1, flagColumnIndex);  
    }
     sheet.getParent().toast("Processing completed successfully.", "Progress", -1);
  } catch(error){
      //sheet.getParent().toast("Error: " + error, -1);
      Browser.msgBox("Error: " + error);
      //logToSheet_("Error (doEmailToBeDeletedUsers): " + error);
  }
}
function process_(sheet, values, key, rowIndexes, flagColumnIndex) {
  // rowIndexes is required so we can "stamp" the rows as processed
 
  //create spreadsheet
  var ssNew = SpreadsheetApp.create(sheet.getParent().getName()+" for " + key);
  var collabs = ALSO_SHARE_WITH ? key + ", "+ ALSO_SHARE_WITH : key;
  // bug (logged) with emailing collabs so we do it manually later in this function
  // http://code.google.com/p/google-apps-script-issues/issues/detail?id=170
  if (!TEST) {
    ssNew.addCollaborators(collabs, {editorAccess:true, emailInvitations:false});
  }
  var sheetNew = ssNew.getSheets()[0];
  
  // Set header rows
  var headerValues = sheet.getRange(1,1,NUM_HEADER_ROWS, sheet.getLastColumn()-1).getValues();
  sheetNew.getRange(1,1,NUM_HEADER_ROWS, sheet.getLastColumn()-1).setValues(headerValues);

  // get rows to copy
  var rowsToCopy = [];
  for(var i = 0; i < rowIndexes.length ; i++) {
     rowsToCopy.push(values[rowIndexes[i]]);
  }

  // add rows to sheet
  sheetNew.getRange(NUM_HEADER_ROWS+1,1,rowsToCopy.length,rowsToCopy[0].length).setValues(rowsToCopy);
  
  // tweak example - set the fifth column to 500pixels wide
  //sheetNew.setColumnWidth(4, 500)
  
  //send ss link email
  var testmsg = TEST ? "This is a test that would have been sent to " + collabs + "." : "";
  var html = "Here is a link to <a href=\"" + ssNew.getUrl() + "\">" +
      ssNew.getName() + "</a><br><br>";
  var body = "Here is a link to "+ssNew.getUrl()+": "+ssNew.getName()+"\n\n";
  var recipients = TEST ? activeUserEmail : collabs;
  //Browser.msgBox("recipients:"+recipients+ "."); //debug
  MailApp.sendEmail(recipients, ssNew.getName(),
                    testmsg + "\n\n" + body, {htmlBody:  testmsg + "<br><br>" + html});
  // mark each row as processed
  for(var i = 0; i < rowIndexes.length ; i++) {
     sheet.getRange(rowIndexes[i]+1, flagColumnIndex+1).setValue(ssNew.getUrl());
  }
}
    
function getFlagColumnIndex_(sheet, headerName) {
// Looks for the specified column header name in the first row of the sheet
// and returns the column index (0 based index). 
// Creates column if required (appends to end). Returns -1 if not found.
  var row = 1; // look in the first row only
  var headerColumnIndex = -1;
  var value = "";
  for (var i = 0; i < sheet.getLastColumn(); ++i) {
    value = sheet.getRange(row, i+1).getValue();
    if (value === headerName) {
      var headerColumnIndex = i;
    }
  }
  // if no column found, create one
  if (headerColumnIndex === -1) {
    sheet.insertColumnsAfter(sheet.getLastColumn(), 1);
    var headerColumnIndex = sheet.getLastColumn();
    sheet.getRange(1,headerColumnIndex+1).setValue(headerName);
  }
  return headerColumnIndex;
}

function getNextUnprocessedKey_(values, keyColumnIndex, flagColumnIndex) {
// Returns the value of the key column where the data in flagColumnIndex is blank

  // Process each row (not header so start at 1)
  var key = "";
  for(var i = NUM_HEADER_ROWS; i < values.length ; i++) {
    var value = values[i][flagColumnIndex];
    if (value === "") {
      return values[i][keyColumnIndex];
    }
  }
}
function getUnprocessedByKey_(values, keyColumnIndex, key, flagColumnIndex) {
// Returns an array containing row indexes (0 based) of rows
// where the row key matches and the flagColumnIndex is blank
  
  // Process each row (not header so start at 1)
  var rows = [];
  for(var i = NUM_HEADER_ROWS; i < values.length ; i++) {
    var keyVal = values[i][keyColumnIndex];
    var flagVal = values[i][flagColumnIndex];
    if ((flagVal === "") && (keyVal === key)) {
      rows.push(i);
    }
  }
  return rows;  
}
function onOpen() {
  var ss = SpreadsheetApp.getActiveSpreadsheet();
  var menuEntries = [ {name: "Create split sheets...", functionName: "doSegmentation"} ];
  ss.addMenu("Spreadsheet Splitter", menuEntries);
}