Google Apps Script: How to force subscribe Google Group Members to a Google Calendar for G Suite

Google Apps Script, G Suite Admins, Google Calendar, Calendar API,  AdminDirectory, GroupsAp

Note! This article is for G Suite users and admins. You won’t be able to apply the same code to Consumer accounts. 

Google Groups in  G Suite can be a really convenient and clean way to share users to drive folders and file locations, email users and set up Google+ community locations. However, I have come across some issues with sharing Google Calendar to Google Groups.

When you assign a Google Group email to a Google Calendar it sends out an email inviting the users in the group to accept the calendar into their list of shared calendars. The user must then accept the invitation before the calendar is added to their Google Calendar list of shared calendars…calendar.

The users receive an email message like this:

Hello Goat_GroupAlpha,

We are writing to let you know that Billy.Goat@yagisanatode.com has given you access to view events on the Google Calendar called “Test”.

Click this link to add the calendar.

– The Google Calendar Team

The Problem

In a large organisation, not all users in a group will add the calendar using the link. This might be okay but if the calendar is important or the user, as is often the case, simply just forgot to add it, then there will be emails to you the admin in the future asking you why they don’t have the calendar that everyone else has and has now missed some important event…sigh.

Another issue is that when a new user is added to a group when the group has already been added to a calendar, then that user will not receive an email invitation to the calendar and won’t be able to see the calendar.

Almost a Solution

Continue reading “Google Apps Script: How to force subscribe Google Group Members to a Google Calendar for G Suite”

How to stop getting Google document requests to edit from users outside your organisation from publicly viewable files.

G Suite – Paid editions, Gmail, Google Sheets, Google Docs, Google Slides, Google Drive

Recently, I had updated all the course materials in a learning management system (Not Google Classroom. Sorry Google) to only use G Suite files like Docs, Sheets and Slides for students to access.

For me, this was a pretty logical step. It allowed course creators to update their files live when they had to correct errors or make minor changes quarter-to-quarter or year-to-year. Administratively, it meant that files did not have to be accounted for, deleted and updated every time a change was made.

The Problem

While time-consuming, the changeover went well as we changed all of the student resources into Google files. We set all the files to be accessible to anyone with the link can view (The organization does not have student accounts on the same domain as the staff).

Google sharing settings

However, in the back of my mind, there was a problem I knew I needed to address. The dreaded request for access to edit. With over 3,500 students on the program and hundreds of files for them to access, it would be a huge pain if some of these students clicked that view and requested edit access.

Google Docs View Only - Request Edit Access

There is no way to prevent users from not being able to do this within the document’s share options. Likewise, my organisation may want to allow requests inside the domain (for example name@yagisanatode.com is okay, but name@gmail.com is not).

The Solution – Gmail Filters

Continue reading “How to stop getting Google document requests to edit from users outside your organisation from publicly viewable files.”