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A spreadsheet can still exist in Drive while an AppSheet table points to an old location, uses a different worksheet tab, or lacks permission to access it. Check each table’s configured source and worksheet separately from AppSheet Ref columns, which connect rows by key values.
What to check when AppSheet cannot find a spreadsheet
There are two separate kinds of references to inspect:
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- Source reference: the provider, file or source path, and worksheet qualifier configured for an AppSheet table. This determines where the table’s data comes from.
- Relational reference: a Ref column’s stored value, which identifies a row in another table by that row’s key. It does not identify a spreadsheet or worksheet.
A source path can be correct while a Ref value points to a missing or wrong row. Conversely, Ref values can be valid while AppSheet cannot access the file. Diagnose the layer that matches the symptom.
Find the source path and worksheet for every table
- Open the app in the AppSheet editor and inspect each table’s Storage settings. Record the data source or provider, source path, and worksheet name or qualifier. Note the provider-specific source ID if it helps distinguish similarly named files.
- Compare the settings with the live spreadsheet. Check that the configured file is at that location and that the named worksheet tab still exists. Do this for every table: an app may draw from several tabs in one spreadsheet, multiple spreadsheets, or a mix of spreadsheet and other sources.
- Check provider access. Confirm that the account AppSheet uses still has permission to access the file. A file visible to you in Drive is not proof that the app’s configured access can reach it.
Editor labels can change, so look for the table’s storage or source configuration rather than relying on a particular screenshot or menu wording.
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Use the error code to narrow down an access problem
AppSheet’s Errors with spreadsheets help page describes different clues for different failures:
| Error | What it indicates | What to check |
|---|---|---|
| 404 | The document may not exist at the configured location, or may not be accessible there. AppSheet lists deletion, renaming, moving, and lack of access as possible causes. | Verify the current file location and name, then check provider permissions. |
| 401 | AppSheet lacks permission to work on behalf of a user. | Check the relevant account’s authorization and access. |
| 403 | The storage provider denied access. | Review the provider’s permissions for the account AppSheet uses. |
A 404 is not proof that the file was deleted. AppSheet’s help page asks: “Perhaps you have deleted, renamed, or moved the document? Perhaps you never had access to it?” Use the configured path and permissions to distinguish those possibilities.
Repair a moved or renamed spreadsheet
If the spreadsheet moved, update the source settings for each affected table to the new location and confirm the worksheet qualifier still matches the intended tab. AppSheet’s Manage data sources guidance documents updating the source path and worksheet qualifier when moving data. If the current editor offers a save-and-verify option, use it after changing the source to check external dependencies.
Do not assume a move or rename will always be detected or repaired automatically. AppSheet documents that it may detect and sometimes automatically fix spreadsheet structure issues, but its guidance also describes warnings and manual updates.
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Check for spreadsheet column changes
If someone added, removed, or renamed columns, compare the spreadsheet’s current columns with the table structure AppSheet has extracted. A mismatch warning may require you to regenerate the table structure so AppSheet reflects the changed columns.
After a structure change, inspect formulas, views, and other app configuration that refers to affected columns. Updating the extracted structure does not by itself establish that every dependent part of the app still behaves as intended. AppSheet’s Manage table schema help explains structure updates.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Check Ref columns when a related-row link is wrong
If the file opens but a dropdown, related record, or row link is missing or incorrect, inspect the relational reference rather than changing the spreadsheet path:
- Identify the Ref column that should link to the other table.
- Confirm that its target table is the intended table and that the table has the correct key column.
- Check the stored Ref values against actual values in that key column. A Ref stores the key value AppSheet uses to retrieve the referenced row; the label shown to a user may be different from the key.
AppSheet’s References between tables help describes how Ref columns identify rows. Check those key values independently of the spreadsheet file path and worksheet name.
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Keep spreadsheet access stable when teams change
AppSheet’s Manage data sources guidance recommends shared data sources so data availability does not depend on one individual account. A shared source can also make transferring an app between owners easier without migrating the data. That does not mean every ownership change is automatic: an individual app owner may still need to transfer the app before their account is closed.
Before deleting a source, remove its related tables from existing apps as appropriate. AppSheet warns: “Before you delete a data source, be sure to remove any related tables from existing apps. Otherwise, the apps may no longer execute as expected.”
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