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BCMB AER Responses Script

This is a Google Apps Script for automatically sending email responses to Boston College Marching Band Instructors and Section Leaders based on the selections in an AER form.

Installation

I was able to package my code into a library, making installation a little easier and any future updates much easier. To install, follow these steps closely:

  1. Ensure that you are signed out of all Google accounts except the EBoard account that owns the AER form. Otherwise the Google Apps Scripts page sometimes refuses to load (don't worry this is only for when you install it).

  2. Open the Google Sheet that receives the AER Form data. To make sure you get the right Sheet, you can go to the AER form on Google Forms, click the Responses tab, and click View in Sheets.

  3. Click the Extensions menu and click Apps Script. This should create a new Apps Script project and bind it to the Sheet, giving you a page like this:

    Google Scripts Screenshot

  4. Click the plus button next to the Libraries list on the left sidebar. Paste in the following Script ID and press the Look up button: 1AI6Lqv2gGOPDSBl2we24BbfzK0OI49-FGZAQeXUNISKuRU_hbX3vRM6l

  5. In the version dropdown, select the highest number (unless I tell you otherwise). Ensure that the Identifier is BCMBAERResponses, which should be the default. Click the Add button.

  6. Delete the placeholder code that was placed automatically in the Code.gs file, and replace it with the entire contents of the Code.gs file from this repository. Save the project. Now is also a good time to give the project a better name than "Untitled project."

  7. Go back to the Google Sheet that receives form responses and refresh the page. After a few seconds you should see a new BCMB AER Responses dropdown in the toolbar (this might take a few seconds after the Sheet loads). Click Send AER response emails in the dropdown. It will ask for authorization, and may show a warning that "Google has not authorized this app", which you can get past by clicking Advanced and then Go to <project name> (unsafe). Then click Allow.

  8. Click AER Responses again, and click Send AER Response Emails again (you have to do it twice because the first time just asks for authorization).

  9. Done! AERs should now automatically send out responses!

Updating

If I deploy a new update (I'll let you know), just go to the Google Script Project and click BCMBAERresponses under the Libraries list. Click the Version dropdown and select the new version. Click Save and you're done.

Caveats

If you ever change the format of the AER Google Form, I'll have to update the library, which would be quick and easy but would need to be done or the email responses would stop working.