Services used

 Google Sheets
 Google Forms
 Google Apps Script
  Gmail

Department

 Product Development

Time to setup

 15 minutes

Bug Tracking Ticket System

This blog post presents an easily configurable bug tracking ticket system which integrates various components of Google’s G Suite and is free to use. A bug tracking system is a way to keep track of issues reported in a project or in software development. It is a necessary part of the infrastructure, and in many cases considered one of the pillars which support a good software team.

Google Sheets + Google Form + Google Apps Script + Gmail = Solution

Sheetgo has created a simple yet elegant solution for teams with more than 1 developer to assign bugs and track their progress. Members of the support team who are in direct contact with users submit bugs through a Google Form. The Google Form is connected to a Google Sheet which is used as a centralized database with limited access for developers only.

Every new bug is reviewed by the product manager or lead developer who assigns it to the appropriate developer to fix it. Every developer works on his/her own custom filter view throughout the entire process, until testing and release of the fix. A connected Google Apps Script supports the developer in sending emails for test input from their colleague from the user support team, and a final email to the end user to confirm the release of the fix.

The solution, which we will configure below, provides you with one central database that properly separates tasks between the user, the support and the development team, yet keeps them all connected using intelligent logic in the background. Being built on modern online technology provided by Google Drive, this solution is a free system applicable to small and medium-sized organizations that require a properly managed bug tracking ticketing system.

Let’s set it up!

How to Configure Your Bugbuster solution

Step 1: Google Sheet

Create a copy of the Google Sheet by clicking on the link and clicking “Make a Copy” that will be used as the central database for bug submissions. It includes the following tabs:

  1. Dashboard: Statistics around your bug tracking process
  2. Bugs: Central database of all reported bugs
  3. Input Developers: Where you assign names and emails to your developers.

Ignore all hidden tabs (only for advanced users who want to modify their solution). If you want to manipulate those, please contact support@sheetgo.com.

Step 2: Input Developers

On the tab ‘Input Developers‘, add your developer team. You can have up to 10 developers in your team. Provide an email and name for each of them. Consequently, every developer has his/her own custom filter view to work on only his/her bugs on the ‘Bugs’ tab. They can even bookmark their filter view URL to directly access only their bugs.

Step 3: Bugs tab

On the ‘Bugs‘ tab, only edit the white columns G:J. Grey columns are not meant to be edited. For every new bug on this tab, fill in columns G:J to assign it to a developer. Developers in turn only need to work on the columns K:N.

Remember: As the one assigning bugs, don’t be in any custom filter view!

Step 4: Google Form

At step 1, you created a copy of the Google Sheet which also created a copy of the Google Form that is used by the user support team to submit new bugs. Now, go to the menu ‘Form’ > ‘Edit form’ and open the Google Form that had been created automatically. If you are prompted to restore the folder that is used to hold uploaded screenshots or videos, press ‘Restore’. Every new bug submitted using this Google Form will be added as a new row to your Google Sheet on the tab ‘Bugs’.

To submit your first bug, click on the ‘Preview‘ icon to open the form in preview mode. You can send this link to your support team, for them to submit new bugs.

Step 5: Installing the Google Emailing Script

Let us now focus on the last integral part of this bug tracking system: the email component. The idea is that as soon as the developer has fixed a bug and requires testing feedback from the support member, he/she can check column L on the ‘Bugs’ tab. Once this column has been checked for a bug, a script sends an automatic email to the support member (column C) to test and give feedback by replying to the email.

This is an iterative process. As soon as the bug has been fixed, sufficiently tested, and finally released, the developer can check column N to send a final confirmation email to the user who had experienced the bug.

To set up this emailing script, on the Google Sheet, select ‘Tools‘ from the menu and then ‘Script Editor’. Click on the icon for current project triggers.

Set up your project triggers as shown in the below screenshot:

Congratulations!

You have just set up your own bug tracking ticketing system. Now, have one of your user support people submit a new bug using the Google Form and let your developers play with killing the bugs. 🙂

Rate this post