How to use a Shared folder for output

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Joseph Schmidt

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Sep 19, 2025, 5:35:30 PM (4 days ago) Sep 19
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I have created a script that will automatically move files from a User folder to a Shared folder.

That means that you can now use a Shared drive with Autocrat.

You need to create a folder in a User account to receive the output from Autocrat.

The script will automatically move the files from the User folder to the Shared drive folder.

See Copy an example.  The copy will contain the script.  The instructions are at the top of the script.

Let me know if you have any questions.  I think I have tested but there is nothing better than a user testing.

I used a lot of AI to produce and modify the script.

Thanks,

Sergio RV

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Sep 19, 2025, 6:35:20 PM (3 days ago) Sep 19
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Hi,Joseph,

I'm working with Google Sheets, where I store information about credits and payments received from customers. For a single credit, I can have multiple payments throughout the month, which means I have multiple rows for the same credit. I want to generate a statement for each customer using this information, but the problem is that I don't know how to make Autocrat interpret a loop of records that make up the payment details for a customer, similar to the transactions you see on a credit card statement, where multiple records or rows appear. Can you help me figure out if it's possible to solve this with Autocrat? Best regards from Mexico City


Sergio



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Joseph Schmidt

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Sep 19, 2025, 6:55:57 PM (3 days ago) Sep 19
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You might want to change the subject next time.

Look at invoice using a spreadsheet for a template.

You have the freedom of sorting by date if you have a column for debit and credits.

If you prefer all of the credits and debits, sort on credit/debit.

Then with one filter you can bring in all transactions for a month.

You can make the first row contain a formula to add all the rows below.  That way you would have totals at the top and the detail below.



Sergio RV

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Sep 19, 2025, 11:16:54 PM (3 days ago) Sep 19
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Hi Joseph!

I appreciate your time and recommendation, although I think I should have explained in more detail. I use Google Sheets where I have a record of credits by client, as well as payments made over time. All this information is in a single sheet tab. I designed a template in Google Docs that shows an elegant format for the monthly statement, which I send to each client with a summary of total charges, credits, and balance to settle. In this template, there is also a section where the transactions made during the month should be displayed, which are used to calculate the summary I mentioned. A third sheet shows only information about bank accounts where a payment transfer can be made. This last one is just informative and is the same for all clients. In other projects, I have used Autocrat and it works perfectly when one row in my Google Sheet corresponds to a single client, and I don't have any major issues. My current problem is that I want to generate a statement in PDF using the template I designed in Google Docs, but in my Google Sheet, for the same client, I can have many rows, each one corresponding to a transaction of charge or credit that needs to be integrated into the detail section of transactions. With all these elements, how can I use Autocrat to merge the information and generate PDF files by client?

Best regards
Sergio 

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Joseph Schmidt

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Sep 20, 2025, 12:09:40 AM (3 days ago) Sep 20
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You have managed to create the output format without a plan to populate it 

Notebooklm created this podcast from the video you probably didn't watch.  Here is the video that notebooklm created.

I think that a modification of the process should work for you.  The key is to get all of the data about debits and credits into the same format.  One entry per row.

There are other ways but you still have to reformat the data into a new sheet if you want to combine rows.

Perhaps, you could share the template and a spreadsheet with some dummy data.

Joseph Schmidt

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Sep 20, 2025, 12:30:14 AM (3 days ago) Sep 20
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My method splits the work into two parts.  \

formatting all of the data into a standard format.

You also need one record per invoice that contains the other information.

Letting the formula in the template pull in just the data you want.

You could stack the credits and debits in a single variable which is entry CR entry CR until all of the values are summarized That is a similar process but I'm not sure I have made a video on it.  I don't know if I can locate it.
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Joseph Schmidt

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Sep 20, 2025, 10:55:48 AM (3 days ago) Sep 20
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Here is a video that creates a list to be used in a document template.

It might be easier to format the row in the list by concatenating the values and spaces.  

You then wouldn't have to deal with the tabs.

You can also use a filter instead of the query function to find all the entries for a single invoice. 

Joseph Schmidt

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Sep 20, 2025, 6:20:29 PM (2 days ago) Sep 20
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I added a menu when you open or refresh the spreadsheet with the script.

The script should be able to move the output files from the User folders to a Shared folder.  Just paste the appropriate URLs and run the script manually.

Any triggers will still have to be turned off by the person leaving the merge and reset by the sender.  A Shared drive is a place to share information.  It can't be used to send emails.

Joseph Schmidt

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Sep 20, 2025, 7:46:11 PM (2 days ago) Sep 20
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If you don't use Tabs, make sure to use a fixed width font.  

Sergio RV

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Sep 21, 2025, 1:15:14 PM (2 days ago) Sep 21
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"Hi Joseph, The proposals you've recommended are great. I analyzed the ones you sent me and understood that a lot depends on how the data is structured. Without making many changes, since I don't see a correctly designed structure, I added some fields to have the information I need in a single row to generate the PDF statement. I have some doubts that you might be able to help me with. For example, not all credits have the same charges. Currently, each charge is in a column, but I wouldn't want the label to appear in Google Docs if the charges are zero. For instance, some credits are charged with late interest, but if there's no interest generated, it's zero, and I wouldn't want the label to appear in that case. On the other hand, and I'm not sure if it's possible, but with your experience, I'd love to get a recommendation. I'd like to send the statement via email, and if possible, also send messages via WhatsApp and SMS to those credits."

Best regards,
Sergio

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