BEECN Journaling System Back-end: Difference between revisions
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This is not necessary reading for BEECN volunteers, and only PBEM staff have access to the back end of the BEECN Journaling System. The main purpose of this part of the article is to preserve institutional knowledge. | This is not necessary reading for BEECN volunteers, and only PBEM staff have access to the back end of the BEECN Journaling System. The main purpose of this part of the article is to preserve institutional knowledge. | ||
[[File:BEECN Sheets Screenshot.png|alt=The sheets in Smartsheet that make up the back end (and dashboard) of the BEECN Journaling System.|thumb|The sheets in Smartsheet that make up the back end (and dashboard) of the BEECN Journaling System.]] | |||
Inputs to the BEECN Journal Entry Form on SmartSheet are reflected in five PBEM-internal spreadsheets and a public-facing BEECN dashboard. The section following explains each of these sheets individually. | Inputs to the BEECN Journal Entry Form on SmartSheet are reflected in five PBEM-internal spreadsheets and a public-facing BEECN dashboard. The section following explains each of these sheets individually. | ||
<p><span style="color:#ffffff">...</span></p> | <p><span style="color:#ffffff">...</span></p> | ||
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#'''#''' <span style="background:firebrick; color:firebrick">'''_'''</span><span style="background:firebrick; color:white">'''''locked'''''</span><span style="background:firebrick; color:firebrick">'''_'''</span> - The number column is there to make it easy to sort the resources. By right clicking on the column and selecting "Sort Ascending", BEECN caches appear on top, followed by fire station, followed by anything else. | #'''#''' <span style="background:firebrick; color:firebrick">'''_'''</span><span style="background:firebrick; color:white">'''''locked'''''</span><span style="background:firebrick; color:firebrick">'''_'''</span> - The number column is there to make it easy to sort the resources. By right clicking on the column and selecting "Sort Ascending", BEECN caches appear on top, followed by fire station, followed by anything else. | ||
#'''Resource Name -''' The name of the BEECN resource. If adding a resource, it is ''very'' important to follow the common naming conventions. For example, if you wanted to add the fifty-first BEECN and it was located at Pier Park in St. Johns, its name would be "BEECN N-51 Pier Park". | #'''Resource Name -''' The name of the BEECN resource. If adding a resource, it is ''very'' important to follow the common naming conventions. For example, if you wanted to add the fifty-first BEECN and it was located at Pier Park in St. Johns, its name would be "BEECN N-51 Pier Park". | ||
#'''Site: Hexad''' - Indicates Northwest, Northeast, Southeast, Southwest, or North Portland. If a cache site is east of 82nd Avenue, a PBEM staffer can also indicate "East" in addition to Southeast or Northeast. | #'''Site: Hexad''' - Indicates Northwest, Northeast, South, Southeast, Southwest, or North Portland. If a cache site is east of 82nd Avenue, a PBEM staffer can also indicate "East" in addition to Southeast or Northeast. | ||
#'''Site: Location -''' The exact address of the parcel the BEECN site (not necessarily the cache) is located on. | #'''Site: Location -''' The exact address of the parcel the BEECN site (not necessarily the cache) is located on. | ||
#'''Site: Location Property''' - The type of property owner (school, park, private, etc) associated with the BEECN site. This should only be applied to BEECN caches and ''not'' orange kits or other resources. | #'''Site: Location Property''' - The type of property owner (school, park, private, etc) associated with the BEECN site. This should only be applied to BEECN caches and ''not'' orange kits or other resources. | ||
===Volunteer information (color coded light orange)=== | ===Volunteer information (color coded light orange)=== | ||
#'''Vol: Coordinator''' <span style="background:firebrick; color:firebrick">'''_'''</span><span style="background:firebrick; color:white">'''''locked'''''</span><span style="background:firebrick; color:firebrick">'''_'''</span> - Provides the name of the Coordinator for that BEECN crew. Vacancies appear highlighted in bright orange. This column pulls data from sheet "3.) BEECN Volunteers" and the individual cells cannot be changed. When volunteer records need updating, that should '''''ALWAYS''''' be done in the BEECN Volunteers Sheet. <span style="background:yellow">Formula is:</span> ''=IFERROR(INDEX({VolSscontactX}, MATCH([*Vol: CoordID]@row, {VolTypeID}, 0), 1), "Vacant")'' | #'''Vol: Coordinator''' <span style="background:firebrick; color:firebrick">'''_'''</span><span style="background:firebrick; color:white">'''''locked'''''</span><span style="background:firebrick; color:firebrick">'''_'''</span> - Provides the name of the Coordinator for that BEECN crew. Vacancies appear highlighted in bright orange. This column pulls data from sheet "3.) BEECN Volunteers" and the individual cells cannot be changed. When volunteer records need updating, that should '''''ALWAYS''''' be done in the BEECN Volunteers Sheet. <span style="background:yellow">Formula is:</span> ''=IFERROR(INDEX({VolSscontactX}, MATCH([*Vol: CoordID]@row, {VolTypeID}, 0), 1), "Vacant").'' EXAMPLE: <u>=IFERROR(INDEX({'''C: BEECN Volunteers;''' Smartsheet Style Contact''}, MATCH('''''A.) BEECN Master Tracker'''; type of coordinator...coordinator or assistant coordinator@row''', {C: BEECN Volunteers;''' type of coordinator}, 0),1), if nothing there display "Vacant".</u> | ||
#'''Vol: Asst Coordinator''' <span style="background:firebrick; color:firebrick">'''_'''</span><span style="background:firebrick; color:white">'''''locked'''''</span><span style="background:firebrick; color:firebrick">'''_'''</span> - Provides the name of the Assistant Coordinator for that BEECN crew. Vacancies appear highlighted in bright orange. This column pulls data from sheet "3.) BEECN Volunteers" and the individual cells cannot be changed. When volunteer records need updating, that should '''''ALWAYS''''' be done in the BEECN Volunteers Sheet. <span style="background:yellow">Formula is:</span> ''=IFERROR(INDEX({VolSscontactX}, MATCH([*Vol: AsstCoordID]@row, {VolTypeID}, 0), 1), "Vacant")'' | #'''Vol: Asst Coordinator''' <span style="background:firebrick; color:firebrick">'''_'''</span><span style="background:firebrick; color:white">'''''locked'''''</span><span style="background:firebrick; color:firebrick">'''_'''</span> - Provides the name of the Assistant Coordinator for that BEECN crew. Vacancies appear highlighted in bright orange. This column pulls data from sheet "3.) BEECN Volunteers" and the individual cells cannot be changed. When volunteer records need updating, that should '''''ALWAYS''''' be done in the BEECN Volunteers Sheet. <span style="background:yellow">Formula is:</span> ''=IFERROR(INDEX({VolSscontactX}, MATCH([*Vol: AsstCoordID]@row, {VolTypeID}, 0), 1), "Vacant")'' | ||
#'''Vol: Assigned''' <span style="background:firebrick; color:firebrick">'''_'''</span><span style="background:firebrick; color:white">'''''locked'''''</span><span style="background:firebrick; color:firebrick">'''_'''</span> - The number of BEECN volunteers assigned to that resource, as summed from "3.) BEECN Volunteers". <span style="background:yellow">Formula is:</span> ''=COUNTIF({VolNameX}, [Resource Name]@row)'' | #'''Vol: Assigned''' <span style="background:firebrick; color:firebrick">'''_'''</span><span style="background:firebrick; color:white">'''''locked'''''</span><span style="background:firebrick; color:firebrick">'''_'''</span> - The number of BEECN volunteers assigned to that resource, as summed from "3.) BEECN Volunteers". <span style="background:yellow">Formula is:</span> ''=COUNTIF({VolNameX}, [Resource Name]@row)'' | ||
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A number of filters are built into this sheet to help find information quickly: | A number of filters are built into this sheet to help find information quickly: | ||
* '''Geographic filters:''' Will filter by Portland sextant (East, Northeast, Northwest, North, Southwest, or Southeast). | *'''Geographic filters:''' Will filter by Portland sextant (East, Northeast, Northwest, North, Southwest, or Southeast). | ||
* '''Site Location filters:''' Depending on filter selected, will filter for BEECN sites that are located at schools or at parks. | *'''Site Location filters:''' Depending on filter selected, will filter for BEECN sites that are located at schools or at parks. | ||
* '''Status filters:''' Will filter for caches not deployed (stored or missing/stolen). | *'''Status filters:''' Will filter for caches not deployed (stored or missing/stolen). | ||
<p><span style="color:#ffffff">...</span></p> | <p><span style="color:#ffffff">...</span></p> | ||
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=== Unhidden Columns === | === Unhidden Columns === | ||
# '''Reference Number''' ''<span style="background:firebrick; color:firebrick">'''_'''</span><span style="background:firebrick; color:white">'''locked'''</span><span style="background:firebrick; color:firebrick">'''_'''</span>'' - This column automatically gives a unique reference number to every new row added. This can make tracing an individual submitted form easier through the rest of the sheets that data is routed to. It is not governed by a formula but is automated. | #'''Reference Number''' ''<span style="background:firebrick; color:firebrick">'''_'''</span><span style="background:firebrick; color:white">'''locked'''</span><span style="background:firebrick; color:firebrick">'''_'''</span>'' - This column automatically gives a unique reference number to every new row added. This can make tracing an individual submitted form easier through the rest of the sheets that data is routed to. It is not governed by a formula but is automated. | ||
# '''Created ''<span style="background:firebrick; color:firebrick">_</span><span style="background:firebrick; color:white">locked</span><span style="background:firebrick; color:firebrick">_</span>''''' - Like the Reference Number column, this column is automated. It date stamps each new row as it comes in. | #'''Created ''<span style="background:firebrick; color:firebrick">_</span><span style="background:firebrick; color:white">locked</span><span style="background:firebrick; color:firebrick">_</span>''''' - Like the Reference Number column, this column is automated. It date stamps each new row as it comes in. | ||
# '''Resource Name -''' Name of the BEECN resource, under the same naming convention found in 1.) BEECN Master Tracker. | #'''Resource Name -''' Name of the BEECN resource, under the same naming convention found in 1.) BEECN Master Tracker. | ||
# '''Journal Type''' - The type of report submitted: visual check, inventory, test results, theft, or a note. | #'''Journal Type''' - The type of report submitted: visual check, inventory, test results, theft, or a note. | ||
# '''Review Date''' - The date that the BEECN resource was reviewed (e.g. date a visual check was made or an inventory taken). This is ''not'' the same as when the report was submitted, which is the '''"Created"''' date mentioned earlier. | #'''Review Date''' - The date that the BEECN resource was reviewed (e.g. date a visual check was made or an inventory taken). This is ''not'' the same as when the report was submitted, which is the '''"Created"''' date mentioned earlier. | ||
# '''Reporter Name''' - Name of the volunteer making the report. | #'''Reporter Name''' - Name of the volunteer making the report. | ||
# '''VC Report''' - Binary choice for a Visual Check, either "Looks Good" or "There is a problem". If "There is a problem" is selected, a text box opens on the form and the volunteer can provide details. | #'''VC Report''' - Binary choice for a Visual Check, either "Looks Good" or "There is a problem". If "There is a problem" is selected, a text box opens on the form and the volunteer can provide details. | ||
# '''VC Problem''' - Details on any problems a volunteer observed concerning the BEECN resource while doing a visual check. | #'''VC Problem''' - Details on any problems a volunteer observed concerning the BEECN resource while doing a visual check. | ||
# '''INV: Notes''' - Notes field for a volunteer to report any inventory problems with the cache. | #'''INV: Notes''' - Notes field for a volunteer to report any inventory problems with the cache. | ||
# '''INV: Rolling Cart, INV: Radio, INV: Support, INV: Notebooks, INV: Small Duffel, INV: Large Duffel,''' and '''INV: Clean''' are all checkboxes that guide a volunteer through completing a cache inventory. | #'''INV: Rolling Cart, INV: Radio, INV: Support, INV: Notebooks, INV: Small Duffel, INV: Large Duffel,''' and '''INV: Clean''' are all checkboxes that guide a volunteer through completing a cache inventory. | ||
# '''TEST Signal''' - The quality of radio reception (on a one to five scale) received by the radio during a test. | #'''TEST Signal''' - The quality of radio reception (on a one to five scale) received by the radio during a test. | ||
# '''TEST Issues''' - Any problems of note that a volunteer ran into during a BEECN test. | #'''TEST Issues''' - Any problems of note that a volunteer ran into during a BEECN test. | ||
# '''Stolen''' - If a volunteer is making a theft or missing equipment report, this input field opens so they can describe what they saw and why they think the cache or cache equipment is missing or stolen. | #'''Stolen''' - If a volunteer is making a theft or missing equipment report, this input field opens so they can describe what they saw and why they think the cache or cache equipment is missing or stolen. | ||
# '''Note''' - If someone wants to note something about a BEECN resource that is not a visual check, inventory, test result, or theft report, they can use this input field. It's like a "miscellaneous" field. | #'''Note''' - If someone wants to note something about a BEECN resource that is not a visual check, inventory, test result, or theft report, they can use this input field. It's like a "miscellaneous" field. | ||
# '''Submit Trouble Ticket?''' - This is not a column that appears in the form used by volunteers. But if a volunteer writes a '''Note''' that warrants further action or investigation, the BEECN | #'''Submit Trouble Ticket?''' - This is not a column that appears in the form used by volunteers. But if a volunteer writes a '''Note''' that warrants further action or investigation, the BEECN Program Manager can click the flag icon and the row will be copied to 4.) BEECN Trouble Tickets. | ||
=== BEECN Journal Automations === | === BEECN Journal Automations === | ||
The BEECN Journal sheet not only collects data inputs from volunteers, but uses automations to distribute that information. How the sheet distributes information depends on the report type a volunteer is submitting. | The BEECN Journal sheet not only collects data inputs from volunteers, but uses automations to distribute that information. How the sheet distributes information depends on the report type a volunteer is submitting. | ||
* '''Visual Check to Trouble Ticket Sheet:''' If a volunteer uses the "VC Problem" field, the row is copied over to 4.) BEECN Trouble Tickets, prompting an email to beecn@portlandoregon.gov. | *'''Visual Check to Trouble Ticket Sheet:''' If a volunteer uses the "VC Problem" field, the row is copied over to 4.) BEECN Trouble Tickets, prompting an email to beecn@portlandoregon.gov. | ||
* '''Inventory to Trouble Ticket Sheet:''' If a volunteer uses the "INV: Notes" field, the row is copied over to 4.) BEECN Trouble Tickets, prompting an email to beecn@portlandoregon.gov. | *'''Inventory to Trouble Ticket Sheet:''' If a volunteer uses the "INV: Notes" field, the row is copied over to 4.) BEECN Trouble Tickets, prompting an email to beecn@portlandoregon.gov. | ||
* '''Low Test Score to Trouble Ticket Sheet:''' If a volunteer reports a test score of 0, 1, or 2, the row is copied over to 4.) BEECN Trouble Tickets, prompting an email to beecn@portlandoregon.gov. | *'''Low Test Score to Trouble Ticket Sheet:''' If a volunteer reports a test score of 0, 1, or 2, the row is copied over to 4.) BEECN Trouble Tickets, prompting an email to beecn@portlandoregon.gov. | ||
* '''BEECN Theft Report to Trouble Ticket Sheet:''' If a volunteer selects and submits for "Reporting possible equipment theft", the row is copied over to 4.) BEECN Trouble Tickets, prompting an email to beecn@portlandoregon.gov. Additionally, PBEM Leadership Team members are notified. | *'''BEECN Theft Report to Trouble Ticket Sheet:''' If a volunteer selects and submits for "Reporting possible equipment theft", the row is copied over to 4.) BEECN Trouble Tickets, prompting an email to beecn@portlandoregon.gov. Additionally, PBEM Leadership Team members are notified. | ||
* '''Trouble Ticket Checkbox to Trouble Ticket Sheet:''' If a back-end user selects the trouble ticket flag on a row and then hits "save", the row is copied over to 4.) BEECN Trouble Tickets, prompting an email to beecn@portlandoregon.gov. | *'''Trouble Ticket Checkbox to Trouble Ticket Sheet:''' If a back-end user selects the trouble ticket flag on a row and then hits "save", the row is copied over to 4.) BEECN Trouble Tickets, prompting an email to beecn@portlandoregon.gov. | ||
=== BEECN Journal Sheet Filters === | === BEECN Journal Sheet Filters === | ||
This sheet has filters built in based on the type of report submitted: | This sheet has filters built in based on the type of report submitted: | ||
* '''Visual Check Reports:''' Filters for all visual check reports submitted. | *'''Visual Check Reports:''' Filters for all visual check reports submitted. | ||
* '''Inventories Only:''' Filters for all BEECN inventories. | *'''Inventories Only:''' Filters for all BEECN inventories. | ||
* '''Test Results:''' Filters for all inventory reports. | *'''Test Results:''' Filters for all inventory reports. | ||
* '''Theft Reports:''' Filters for all cache and equipment theft reports. | *'''Theft Reports:''' Filters for all cache and equipment theft reports. | ||
<p><span style="color:#ffffff">...</span></p> | <p><span style="color:#ffffff">...</span></p> | ||
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=== Unhidden Columns === | === Unhidden Columns === | ||
# '''Last Change ''<span style="background:firebrick; color:firebrick">_</span><span style="background:firebrick; color:white">locked</span><span style="background:firebrick; color:firebrick">_</span>'' -''' Date/time stamp of when the information in that row was last changed by someone. This is a locked and automated column. | #'''Last Change ''<span style="background:firebrick; color:firebrick">_</span><span style="background:firebrick; color:white">locked</span><span style="background:firebrick; color:firebrick">_</span>'' -''' Date/time stamp of when the information in that row was last changed by someone. This is a locked and automated column. | ||
# '''Resource Name -''' Name of the BEECN resource as a drop-down menu, under the same naming convention found in 1.) BEECN Master Tracker. | #'''Resource Name -''' Name of the BEECN resource as a drop-down menu, under the same naming convention found in 1.) BEECN Master Tracker. | ||
# '''Type''' - The type of BEECN volunteer the individual is: BEECN Volunteer, BEECN Coordinator (highlighted in dark green), BEECN Assistant Coordinator (highlighted in light green), Fire Station Volunteer (highlighted in purple), or a Fire Station ARO (highlighted in blue). | #'''Type''' - The type of BEECN volunteer the individual is: BEECN Volunteer, BEECN Coordinator (highlighted in dark green), BEECN Assistant Coordinator (highlighted in light green), Fire Station Volunteer (highlighted in purple), or a Fire Station ARO (highlighted in blue). | ||
# '''Last Name,''' '''First Name,''' '''Email, Primary Phone,''' and '''Cell Phone -''' Relevant information about the volunteer. | #'''Last Name,''' '''First Name,''' '''Email, Primary Phone,''' and '''Cell Phone -''' Relevant information about the volunteer. | ||
# '''SmSh Contact''' - The volunteer's profile name in SmartSheet. Having a profile in SmartSheet means the volunteer can be subject to SmartSheet automations. | #'''SmSh Contact''' - The volunteer's profile name in SmartSheet. Having a profile in SmartSheet means the volunteer can be subject to SmartSheet automations. | ||
# '''Call Sign''' - FCC issued radio call sign, if the volunteer has one. | #'''Call Sign''' - FCC issued radio call sign, if the volunteer has one. | ||
# '''Notes''' - Any special notes that the BEECN | #'''Notes''' - Any special notes that the BEECN Program Manager cares to add about this volunteer (e.g. "Speaks Spanish"). | ||
=== BEECN Volunteers Sheet Filters === | === BEECN Volunteers Sheet Filters === | ||
Filters on this sheet will filter for volunteer types: | Filters on this sheet will filter for volunteer types: | ||
* '''BEECN Coordinators:''' Coordinators only. | *'''BEECN Coordinators:''' Coordinators only. | ||
* '''BEECN Coordinators/Assistants:''' Both Coordinators and Assistants. | *'''BEECN Coordinators/Assistants:''' Both Coordinators and Assistants. | ||
* '''Fire Station AROs:''' FS AROs only. | *'''Fire Station AROs:''' FS AROs only. | ||
* '''Fire Station Crews:''' Both AROs and Fire Station Volunteers. | *'''Fire Station Crews:''' Both AROs and Fire Station Volunteers. | ||
<p><span style="color:#ffffff">...</span></p> | <p><span style="color:#ffffff">...</span></p> | ||
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* An email is automatically sent to BEECN@portlandoregon.gov when a new row appears in this sheet, alerting PBEM to the issue. | * An email is automatically sent to BEECN@portlandoregon.gov when a new row appears in this sheet, alerting PBEM to the issue. | ||
A row is copied from 2.) BEECN Journal to 4.) BEECN Trouble Tickets also if, in the former sheet, the BEECN | A row is copied from 2.) BEECN Journal to 4.) BEECN Trouble Tickets also if, in the former sheet, the BEECN Program Manager clicks the flag icon in the column labeled "'''Submit Trouble Ticket?"''' | ||
A Trouble Ticket remains open until the BEECN | A Trouble Ticket remains open until the BEECN Program Manager closes it. Tickets are closed by placing a date in the '''"Close Date"''' column. | ||
=== Unhidden Columns === | === Unhidden Columns === | ||
# '''Resource Name -''' Name of the BEECN resource as a drop-down menu, under the same naming convention found in 1.) BEECN Master Tracker. | #'''Resource Name -''' Name of the BEECN resource as a drop-down menu, under the same naming convention found in 1.) BEECN Master Tracker. | ||
# '''Review Date''' - When the volunteer observed the resource (not when they reported it). | #'''Review Date''' - When the volunteer observed the resource (not when they reported it). | ||
# '''Close Date''' - Date the BEECN | #'''Close Date''' - Date the BEECN Program Manager closed the ticket. | ||
# '''Duration ''<span style="background:firebrick; color:firebrick">_</span><span style="background:firebrick; color:white">locked</span><span style="background:firebrick; color:firebrick">_</span>''''' - The number of days between '''Review Date''' and '''Close Date''' (and therefore, it only appears after a close date is inputted). <span style="background:yellow">Formula is:</span> ''=IFERROR(NETDAYS([Review Date]@row, [Close Date]@row), " - ")'' | #'''Duration ''<span style="background:firebrick; color:firebrick">_</span><span style="background:firebrick; color:white">locked</span><span style="background:firebrick; color:firebrick">_</span>''''' - The number of days between '''Review Date''' and '''Close Date''' (and therefore, it only appears after a close date is inputted). <span style="background:yellow">Formula is:</span> ''=IFERROR(NETDAYS([Review Date]@row, [Close Date]@row), " - ")'' | ||
# '''Type''' - This is the type of problem associated with the trouble ticket. '''The BEECN | #'''Type''' - This is the type of problem associated with the trouble ticket. '''The BEECN Program Manager must select this.''' It is a drop-down with the following options: | ||
#* Cache box - lid/lock | #* Cache box - lid/lock | ||
#* Cache box - contents | #* Cache box - contents | ||
#* Cache box - relocation | #* Cache box - relocation | ||
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#* Stolen Equipment | #* Stolen Equipment | ||
#* OTHER | #* OTHER | ||
# '''Journal Type''' - The type of report made by the volunteer (e.g. Visual Check, Inventory, etc). | #'''Journal Type''' - The type of report made by the volunteer (e.g. Visual Check, Inventory, etc). | ||
# '''Reporter Name''' and '''Reporter Email''' - Contact info about the volunteer who submitted the report. | #'''Reporter Name''' and '''Reporter Email''' - Contact info about the volunteer who submitted the report. | ||
# '''VC Problem, INV: Notes, TEST Signal, TEST Issues, Stolen,''' and '''Note''' are all data copied over from 2.) BEECN Journal and make up the content of the trouble ticket. Blank cells should simply be ignored | #'''VC Problem, INV: Notes, TEST Signal, TEST Issues, Stolen,''' and '''Note''' are all data copied over from 2.) BEECN Journal and make up the content of the trouble ticket. Blank cells should simply be ignored | ||
=== BEECN Trouble Tickets Automations === | === BEECN Trouble Tickets Automations === | ||
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* A row will lock and grey out when a date is added to '''"Close Date"'''. | * A row will lock and grey out when a date is added to '''"Close Date"'''. | ||
<p><span style="color:#ffffff">...</span></p> | <p><span style="color:#ffffff">...</span></p> | ||
== Definitions == | |||
Definitions of some of the technical terms on this page: | |||
* '''BEECN Program Manager:''' The PBEM staff person who administers the BEECN program. | |||
* '''Relays:''' | |||
** '''Primary Relay:''' Each BEECN has a primary fire station assigned to it for communicating to; the primary relay is that fire station. | |||
**'''Secondary Relay:''' Each BEECN has a secondary point of contact assigned to it in case the Primary Relay is not reachable; the secondary relay is that point of contact. These are usually fire stations, but occasionally are other BEECN caches. | |||
* '''Resource:''' A general term referring to any component of the BEECN system. However, it most often refers to a BEECN cache or an orange kit radio at a fire station. | |||
<span style="color:#ffffff">...</span> | |||
== BEECN Journaling System Frequently Asked Questions (FAQ) == | == BEECN Journaling System Frequently Asked Questions (FAQ) == | ||
===== Q: How do I add a new BEECN volunteer and assign them a resource? ===== | ===== Q: How do I add a new BEECN volunteer and assign them a resource? ===== | ||
{{#ev:vimeo|811015364|350|inline|'''''Video: Adding a BEECN Volunteer in SmartSheet'''''|frame}} | |||
===== Q: I don't see a | ===== Q: I don't see a Maintenance Ticket I was notified about. Where do I find it? ===== | ||
===== Q: What steps should I take if a cache is stolen? ===== | ===== Q: What steps should I take if a cache is stolen? ===== | ||
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# ''Consider whether a new location for the cache should be considered, or a new security solution. Leave conclusion in the "Note" column as well.'' | # ''Consider whether a new location for the cache should be considered, or a new security solution. Leave conclusion in the "Note" column as well.'' | ||
# ''Replace cache and/or contents as resources allow. Once resolved, go back to [https://app.smartsheet.com/sheets/fcgR5Hmqr6Vx7p2R8pqVGgH9jRwv4XjV4p7MqgH1?view=grid 1.) BEECN Master Tracker] and revert status back to "Stored" or "Deployed" as appropriate.'' | # ''Replace cache and/or contents as resources allow. Once resolved, go back to [https://app.smartsheet.com/sheets/fcgR5Hmqr6Vx7p2R8pqVGgH9jRwv4XjV4p7MqgH1?view=grid 1.) BEECN Master Tracker] and revert status back to "Stored" or "Deployed" as appropriate.'' | ||
===== Q: How do I add a new BEECN resource to this whole system? ===== | |||
===== Q: How do I change the name of an existing BEECN resource? ===== | |||
'''''A: Changing most information about a BEECN resource, such as an address, is easy. But names are trickier because a resource name is attached to many data elements in the system.''''' So here are the steps you need to take: | |||
#You'll need to work in the following sheets (for workflow, I recommend opening all of them in tabs side by side): [https://app.smartsheet.com/sheets/fcgR5Hmqr6Vx7p2R8pqVGgH9jRwv4XjV4p7MqgH1?view=grid 1.) BEECN Master Tracker]; [https://app.smartsheet.com/sheets/74Fjcp9RrXv4962XMMjqVxhhmw3Mxfv8r9PfhHf1?view=grid 2.) BEECN Journal]; [https://app.smartsheet.com/sheets/R28g68pHrF7mcGWgJjxj9h7Hvj3cmJQFgj62Vqr1?view=grid 3.) BEECN Volunteers]; [https://app.smartsheet.com/sheets/fCFH5jMCC5w7mpfrvHJfvXFrpP7wvqr6hQ5p9J21?view=grid 4.) BEECN Trouble Tickets]. The column you'll be working in all of these sheets is the one with the heading "Resource Name". | |||
# Starting with the Master Tracker: in the column labeled "Resource Name", find the resource you want to rename and then rename it. Then, hit Ctrl+S to save your work. Move to the BEECN Journal sheet. | |||
# For the next three sheets, you will follow the same process. Double-click the column header box labeled "Resource Name". When you do this, a dialogue box similar will open (screenshot labeled "Step 3" below). Find the resource you want to rename and rename it. Then, and this is '''''very''''' important, scroll to the bottom of the dialogue box and click "OK". If you ignore this step, your changes will not take. | |||
# When you click "OK" you might get an error message. If you do, just click "OK" to ignore it. | |||
# Next, single-click the column header labeled "Resource Name"; doing so should highlight the column. | |||
# Hit Ctrl-F to open the "Find/Replace with" dialogue box (screenshot labeled "Step 6" below). On the left side, input the old name of the resource. On the right side, input the new name. Then click "Replace All". | |||
# Repeat steps 3 - 6 for the BEECN Volunteers sheet and the BEECN Trouble Tickets sheet. | |||
# '''''JVK...check dashboard, wiki and printed materials...''''' | |||
<gallery perrow="2" widths="400" caption="Screenshots of Steps 3 (l) and 6 (r); click to enlarge."> | |||
File:Step 3- Changing the resource name in the dialogue box..png|alt=Screenshots of Steps 3 (l) and 6 (r) | |||
File:Step 6.png | |||
</gallery> | |||
