Technical Report – Analysis and Secure Alternatives for the User’s Request

1. Purpose of the Report

This report provides a technical analysis of a user request posted in the Google Apps Script Community , based on the content extracted from Gmail-Apps-Script-Password-for-Sheet.pdf.

The user (Robert Lee) asked:

“How can I set a password on a Google Sheet, besides the native sharing permissions, so that anyone with the link can access, but only those who know the password can edit?”

This document evaluates:

1. The technical limitationsof Google Sheets and Apps Script for implementing “password protection”.

2. The risksof creating a script-based password layer.

3. Secure, realistic alternativesto achieve the user's goal.

2. Case Summary & Timeline

From the PDF:

22 Nov 2025 – Robert Lee

Asks if it is possible to set a password on a Google Sheet beyond native sharing.

24 Nov 2025 – Response from Michael O’Shaughnessy

Requests more details and explains that:

• sharing permissions

• sheet/range protectionare the only existing ways to restrict access.

25 Nov 2025 – Robert clarifies

He wants:

• a login-like pageasking for a password before editing;

• “anyone with the link” should be able to access;

• Apps Script should enforce the password.

3. Requirement Analysis

3.1 Functional Requirements

• Public access via link.

• Ability to edit only afterentering a password.

• Avoid manually managing sharing permissions for each editor.

3.2 Non-functional Requirements

• Reasonable security.

• Simple user experience.

• Maintainable and not easily breakable.

4. Technical Analysis: Why a Password Layer Is Not Possible

4.1 How Google Sheets Security Works

Google Sheets access is governed onlyby:

• Drive file sharing permissions.

• Google Account authentication.

Apps Script cannot overrideor add new authentication layers to the document.

4.2 Specific Limitations

1. No “pre-access password” mechanism
   Apps Script triggers ( onOpen ) only run after the user already has access.

2. Permissions override scriptsIf shared with edit rights, the user can:

   • Remove the script,

   • Copy the file,

   • Export the file,

   • Delete protected ranges.

3. Scripts are visible to editorsAny editor can open Apps Script and read or remove the validation logic.

4. Public editing and password control are incompatible
   When a file is set to “Anyone with the link can edit,” Apps Script cannot restrict editing.

4.3 Conclusion

A password implemented via Apps Script cannot provide real security.
It can only create a visual barrier , not actual protection.

5. Risks of Implementing a Script-Based Password

If you try to enforce a password inside the Sheet:

• Users can simply make a copyof the file and bypass restrictions.

• Passwords stored in script are visibleto editors.

• Users can disable the script.

• The file can be downloadedand edited offline.

• It provides a false sense of security, which is worse than no security.

6. Real Secure Alternatives

Below are stable, secure approaches that actually achieve the user’s goal.

6.1 Use Google Workspace Groups + Sharing Permissions

How it works:

1. Create a Google Group (e.g., sheet-...@domain.com ).

2. Share the Sheet with the group as editor .

3. Share the Sheet publicly only as viewer (if needed).

4. Add/remove editors by managing the Group, not per person.

Pros:

• Strong, native security.

• No code.

• Scalable for organizations.

Cons:

• Requires accounts (preferably same domain).

• Not suitable for public anonymous editors.

6.2 Use an Apps Script Web App as a Secure Front-End (Recommended)

Architecture:

• The Sheet is not sharedwith editors.

• A Web App manages:

  • login/password entry,

  • form-like editing,

  • validation logic,

  • writing data to the Sheet via script.

How it works:
Users access a Web App link, not the Sheet.
Only the script (Web App) writes to the Sheet.

Example (conceptual):

 
 
  const 
 SHEET_ID 
= 'YOUR_SHEET_ID' 
; const 
 PASSWORD 
= 'StrongPassword123' 
; function 
 doGet 
() { return 
 HtmlService 
. createTemplateFromFile 
( 'index' 
)
    .evaluate()
    . setTitle 
( 'Access Control' 
);
} function 
 validatePassword 
( pass 
) { return 
pass === PASSWORD 
;
} function 
 writeData 
( data, pass 
) { if 
(! validatePassword 
(pass)) throw 
 new 
 Error 
( 'Invalid password' 
); const 
ss = SpreadsheetApp 
. openById 
( SHEET_ID 
); const 
sh = ss. getSheetByName 
( 'Data' 
);
  sh. appendRow 
([ new 
 Date 
(), data. field1 
, data. field2 
]);
} 
 
 

Pros:

• The Sheet is fully protected.

• Password logic stays within the Web App.

• Any public user can access the interface.

Cons:

• Users do not edit the sheet directly – they use a UI.

• Password must be secured (hashing recommended).

6.3 Use Google Forms + Validation Logic

Workflow:

1. Users submit data through a Google Form.

2. Apps Script validates an “access code”.

3. Valid responses are written to the Sheet.

4. The Sheet is not directly edited by users.

Pros:

• Very easy to implement.

• The Sheet stays protected.

• Code-based filtering possible.

Cons:

• Does not allow free-form sheet editing (only submissions).

6.4 Domain-Based Access (Google Workspace)

If the users are within the same organization:

• Set the Sheet to “Anyone in the domain with the link can edit”.

• Enforce 2FA, SSO, or identity controls at the domain level.

Pros:

• Strongest authentication.

• No need for a password layer.

Cons:

• Not usable for anonymous or external users.

6.5 Logging, Monitoring, and Auditing (Optional)

You can complement any solution with:

• onEdit logs recording:

  • user who edited

  • before/after values

  • timestamps

• Email or Chat alerts for sensitive changes.

• Admin SDK Reports integration (activity tracking).
  Relevant to the Admin SDK Reports Service in the provided files.

These do not prevent editing but provide governance.

7. Comparison of Alternatives

8. Final Conclusion and Recommendation

Conclusion

Google Sheets does notsupport password protection beyond Drive permissions.
Apps Script cannotenforce secure access restrictions if the Sheet is shared publicly for editing.
Any “password inside the sheet” is easily bypassed and offers no real security.

Recommended Solution

To achieve the user’s goal:

✔ Best Overall Option

Use an Apps Script Web App as a password-protected front-end.

• Keep the Sheet fully private.

• Users interact with a secure UI.

• Editing occurs only after password or code validation.

✔ Best Simple/Corporate Option

Use Google Groups + Drive permissions.

• Editors managed via group membership.

• Public can still view the file if needed.

✔ Best Lightweight Option

Use Google Forms + Apps Script validation.