cvonk / gas-sheets-project_role_alloc

Create project role allocation pivot table based on projects names, users and their roles.

Project Role Allocations (Google Apps Script for Sheets)

Create project role allocation pivot table based on projects names, users and their roles.

Use

The names of tables at the far end of this code. Even if you don't ready anything else, please read through the examples below. The script can be used as a continuation of the sheet generated by the script gas-sheets-merge.

Dependencies

This script requires the Sheets API. Failure to enable the API / list it as a resource in the script editor causes the error Reference error: Sheets is not defined). To enable the API and use it, refer to stackoverflow. This API has a default quota of 100 reads/day. After that it throws a meaningless error message such as Internal Error Encountered on the line with Sheets.Spreadsheets.get().

Example 1

In the first example, we start with a sheet containing the project names, users and their roles. We filter out the items we're interested in, and generate a Pivot Table showing the project role allocations.

Input

Starting with the projects names, users and their roles in sheet persons. Note that multiple projects may be assigned to a single username.

Username	Preferred Name	Person Type	Role	Project Allocation 1	Project Allocation 2
jvonk	Johan	Employee	Student	School	Java
svonk	Sander	Employee	Student	Reading	School
brlevins	Barrie	Employee	Adult	BoBo
tiger	Tiger	Cat	Pet	Purr
owen	Owen	Cat	Pet	Purr	Sleep

Filter

Filter out the people using Data > Create a Filter > filter to filter on Person Type == Employee

Username	Preferred Name	Person Type	Role	Project Allocation 1	Project Allocation 2
jvonk	Johan	Employee	Student	School	Java
svonk	Sander	Employee	Student	Reading	School
brlevins	Barrie	Employee	Adult	BoBo

Run the script

Create a script such as onopen.gs that contains an opOpen() function to add an item to the Google Scripts menu bar. Remember to fill in your srcColumnLabels and sheet names.

    function onOpen_prjRoleAlloc() {
      onPrjRoleAlloc({srcColumnLabels: ["Project Allocation*", "Username", "Role" ],
                     srcSheetName: "persons",
                     pvtSheetName: "role-alloc"});
    function onOpen() {
      SpreadsheetApp.getUi()
         .createMenu("YourName")
         .addItem("Merge with go-persons example1", 'onOpen_prjRoleAlloc').addToUi();
    }

The srcColumnLabels uses a wildchard in Projects* to indicate that all columns starting with Projects should be considered.

Running onProjectRoleAlloc() generates a sheet called role-alloc-raw and the pivot table role-alloc.

The script will not include the lines that are hidden by the filter.

Intermetiate output

Underwater, the script creates a sheet that forms the raw input for the Pivot Table (role-alloc-raw). If the sheet already exist, it will reuse it.

Project Allocation	Username	Role	Ratio
School	jvonk	Student	0.5
Java	jvonk	Student	0.5
Reading	svonk	Student	0.5
School	svonk	Student	0.5
BoBo	brlevins	Adult	0.5

Output

The script creates a project role allocation Pivot Table (role-alloc). If the sheet already exist, it will preserve the formatting and only update its datarange.

Project Allocation	Username	Student	Adult
School	jvonk	0.5
	svonk	0.5
Java	jvonk	0.5
Reading	svonk	0.5
BoBo	brlevins		1.0

Example 2

In this example we show that projects can be grouped together into themes.

Input

Starting with the same filtered input from the first example in sheet persons

Username	Preferred Name	Person Type	Role	Project Allocation 1	Project Allocation 2
jvonk	Johan	Employee	Student	School	Java
svonk	Sander	Employee	Student	Reading	School
brlevins	Barrie	Employee	Adult	BoBo

Themes

The projects are grouped into themes using the sheet themes

Project Allocation	Theme
School	Study
Java	Study
Chef	Chores
Reading	Relax
BoBo	Work

Run the script

This time, we pass an extra parameter to OnPivot.main() that specifies the themes sheet name.

Change the onopen.gs script from example 1, to include the name of the Themes Sheet.

    function onOpen_prjRoleAlloc() {
      onPrjRoleAlloc({srcColumnLabels: ["Project Allocation*", "Username", "Role" ],
                     srcSheetName: "persons",
                     pvtSheetName: "role-alloc",
                     theSheetName: "themes"});
    function onOpen() {
      SpreadsheetApp.getUi()
         .createMenu("YourName")
         .addItem("Merge with go-persons example1", 'onOpen_prjRoleAlloc').addToUi();
    }

Intermetiate output

The sheet that forms the raw input for the Pivot Table (role-alloc-raw), now starts with the column Theme.

Theme	Project Allocation	Username	Role	Ratio
Study	School	jvonk	Student	0.5
Study	Java	jvonk	Student	0.5
Relax	Reading	svonk	Student	0.5
Study	School	svonk	Student	0.5
Work	BoBo	brlevins	Adult	0.5

Output

The script creates a project role allocation Pivot Table (role-alloc)

Theme	Project Allocation	Username	Student	Adult
Study	School	jvonk	0.5
		svonk	0.5
	Java	jvonk	0.5
Relax	Reading	svonk	0.5
Work	BoBo	brlevins		1.0

Example 3

This example extends the previous example by allowing allocation percentages in the input

Input

Starting with the same filtered input from the first example in sheet persons

Username	Preferred Name	Person Type	Role	Project Allocation 1	Project Allocation 1 %	Project Allocation 2
jvonk	Johan	Employee	Student	School	80%	Java
svonk	Sander	Employee	Student	Reading		School
brlevins	Barrie	Employee	Adult	BoBo