Google Visitor Manager

Overview

This web app provides the following functionalities:

• A google workspace user is able to share files or folders with any email holders for a period of time not longer than a year.

• When sharing multiple files and folders, a copy, that contains the multiple files and folders selected, will be created in your shared folder, and this copy will be shared

• The shared file permission will be revoked automatically when the specified date comes

• Every day at 1:00 AM, the rows of the expired files inside your Spreadsheet will be deleted, and the shared file will be deleted from your shared folder.

• Non-google users can be access to the shared file(s)

Requirements

• Node, npm and yarn:

  npm install --global yarn

• clasp:

  npm install @google/clasp

• Type definitions for Apps Script:

  npm i -S @types/google-apps-script

• Visual Studio Code (for TypeScript IDE autocompletion)

• A folder to store the a copy of the file(s) you want to share (sharedFolderId)

• A spreadsheet to keep track of your shared files (sharedSpreadId) with headers in the first row

  • Original | File ID | Copy File ID | Name | Shared Emails | Extra Message | Expiration Date ISO | Shared Date | Version

Installation

1. Clone this repo and install the dependencies listed in package.json

   git clone [REPO_URL]
   
   cd google-visitor-manager
   
   yarn install

2. Create a new google cloud platform project and store your Project ID

3. Create a new API key with the following parameters and store the generated key (sample API_KEY 🔑 : AIzaSyA8ywe****************wjXTPrBY)

   • Application restrictions -> HTTP referrers(websites)
   • Website restrictions
     • *google.com/*
     • *googleusercontent.com/*
   • API restrictions -> Don't restrict key

4. Create a new file 1_propertyService.ts(Google apps script run files alphabetically, so it will run first this file then go to 2_Code.ts) and add the following lines of code using your own ids and key (This file contains sensitive information 🔑, DON'T EXPOSE YOUR SENSITIVE INFORMATION 🚨)

   var scriptProperties = PropertiesService.getScriptProperties()
   scriptProperties.setProperties({
       sharedSpreadId: '********************************************',
       sharedFolderId: '*********************************',
       developerKey: 'YOUR_DEVELOPER_KEY',
   })

5. Enable APIs & services inside Google Cloud Platform project:

   • Setting up OAuth 2.0 with the following setting
     • Internal Application
   • Enable API Libraries
     • Google Picker API
     • Google Drive API
     • Apps Script API

6. Login to clasp and create a new GAS project

   yarn clasp login
   yarn clasp create --title [scriptTitle] --type webapp

7. Specify the id of the Google Cloud Platform project

   • Run clasp open or open your GAS page
   • Click Project Settings > Change project
   • Specify the project number ************

8. Add drive service to your GAS project by adding the following lines to the file appsscript.json

   "timeZone": "Asia/Tokyo",
   "dependencies": {
       "enabledAdvancedServices": [
       {
           "userSymbol": "Drive",
           "version": "v2",
           "serviceId": "drive"
       }
       ]
   },
   "webapp": {
       "executeAs": "USER_ACCESSING",
       "access": "DOMAIN"
   }

9. Push your changes

   yarn clasp push

10. Create a new deployment as a Web app

    • Web app -> Execute as : User accessing the web app
    • Web app -> Who has access : Anyone within YOUR_WORKSPACE_NAME

11. Finally, Add a time-driven trigger

    • Choose a function to run: removeExpiredFiles
    • Chose which deployment should run: Head
    • Select event source: Time-driven
    • Select type of time based trigger: Day timer
    • Select time of day: 1am to 2am