Apr 27, 2020
Sharing Single Sheet Options
My question is, what is the best way to share the individual student tab/sheet with their parents? I want them to only view that one sheet within the document file. Would IMPORTRANGE & creating 31 separate files be the best solution for this? Could I publish each single sheet to the web and just share the link created from that? Pros & Cons of each?
Thank you!
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Last edited Apr 27, 2020
Apr 27, 2020
So, the flaw in the plan was this: When multiple tabs from the same document are Published to the Web, all the URLs share a common base code, with a unique ending that directs the link to that particular tab. However, a motivated student can simply delete the unique part of the URL and will then be able to flip through any / all published tabs. (Only those tabs that are published will be visible). Depending on the type of content you're managing, this may or may not be acceptable.
In Jennifer's case, a teacher who wants to share grades for individual students, it was not acceptable to allow any student to view other student's grades.
I met with Jennifer on the sheet and we worked our way to a fairly streamlined and secure solution.
Nutshell version:
1. On the teacher's master sheet, individual report tabs will be created for each student, 31 students in this case.
2. Next, 31 new document will be created, and the data from the 31 report tabs will be ImportRange()'d to each of these documents.
3. We now felt, that as there was only one set of data in the document, it was safe to Publish to the Web that document, creating a unique URL for each of the 31 students. The document has info for only one student, and therefore does not suffer from the weakness in my original proposed sharing plan.
Pleasure to work with you Jennifer! Post back if / when you hit bumps in the road.
Best,
Lance
Product Expert Alumni Lance.NYC recommended this
Original Poster Jennifer Paterson marked this as an answer
All Replies (8)
Apr 27, 2020
Hello Jennifer,
I totally understand your question, and have in fact looked this in detail in the past.
And my thinking is that PUBLISH TO THE WEB will be a fabulous, easy, and secure method for you to do this.
EDIT: Testing proved that while convenient, this is NOT a secure concept. Be sure to read entire thread before adopting this for your own use.
The 31 files with ImportRange plan, if done right, to make sure the clever students can't view other students pages, is complicated and tedious. WRONG
In contrast, publishing each tab to the web will require only a simple menu selection, and a well organized list of which URLs belong to which students.
Here is a link to a sheet I use daily for testing formulas. It has about 20 tabs. This link leads to only one tab, published to the web. I don't believe there is any way for you to use the URL to discover the other tabs. WRONG The URL code is distinct from the URL of my Sheet , AND my sheet is not set up for Sharing. So, that's several layers of Keep Out that should let you sleep at night.
On tab on my daily test "scratch pad"
Happy to answer questions!
Best,
Lance
Last edited Apr 27, 2020
Apr 27, 2020
I just wanted to be sure I was picking the most efficient, secure method for this. Sounds like publishing to the web is the way to go!
Apr 27, 2020
As with all things, do a test run first, just one or two tabs published and make sure you're good with all the options in the publish dialog. The big one to watch out for it to be sure you don't accidentally publish the "ENTIRE DOCUMENT". It would be an easy mistake to make.
I know that teachers are suddenly wearing even more hats these days, and can tell you that everyone here on the Sheets forum is very motivated to help with your projects. Don't hesitate to ask questions, even if only to save yourself 10 minutes of head scratching. There are no stupid questions :-)
See you next time,
Lance
Apr 27, 2020
Lance
Apr 27, 2020
Apr 27, 2020
Oh no! Luckily I haven't generated the links yet, but what is the flaw?
Apr 27, 2020
https://docs.google.com/spreadsheets/d/1FEySlI5koG9j092Jo0dJisAWWU_caqufU457ai-YyiM/edit?usp=sharing
Lance
So, the flaw in the plan was this: When multiple tabs from the same document are Published to the Web, all the URLs share a common base code, with a unique ending that directs the link to that particular tab. However, a motivated student can simply delete the unique part of the URL and will then be able to flip through any / all published tabs. (Only those tabs that are published will be visible). Depending on the type of content you're managing, this may or may not be acceptable.
In Jennifer's case, a teacher who wants to share grades for individual students, it was not acceptable to allow any student to view other student's grades.
I met with Jennifer on the sheet and we worked our way to a fairly streamlined and secure solution.
Nutshell version:
1. On the teacher's master sheet, individual report tabs will be created for each student, 31 students in this case.
2. Next, 31 new document will be created, and the data from the 31 report tabs will be ImportRange()'d to each of these documents.
3. We now felt, that as there was only one set of data in the document, it was safe to Publish to the Web that document, creating a unique URL for each of the 31 students. The document has info for only one student, and therefore does not suffer from the weakness in my original proposed sharing plan.
Pleasure to work with you Jennifer! Post back if / when you hit bumps in the road.
Best,
Lance
Product Expert Alumni Lance.NYC recommended this
Original Poster Jennifer Paterson marked this as an answer