I run a business where the staff need to fill out a weekly spreadsheet. I want to automate the duplication of this and make my involvement as minimal as possible, but I need to have remote access to it when needed. I also want to avoid giving staff access to the master file. We’re an iPad-only business.
Below is my current process — are there any steps I can simplify or remove my involvement from?
- I have a Shortcut which duplicates the master file from my iPad and saves it into a Dropbox that accessible on the staff iPad. I’m reminded to run this each week.
- Staff open this file and are instructed to add me as a collaborator, so I can view it.
One idea I’m wondering is whether it’ll be easier to keep all duplicates on my main iPad and simply send a collaboration link to the staff each week — but can this be automated in Shortcuts in any way? Also, currently relying on me to duplicate the file each week is a risk in case I’m ever incapacitated or don’t have access to do the Sunday duplication, it would cause an issue for the team). Would love to hear any ideas.
Note: I tried an alternative system where we simply shared access to the file directly within Dropbox, but this resulted in conflicts when multiple of us accessed it at the same time.