BEECN Journaling System Back-end: Difference between revisions
From WikiNET
| (14 intermediate revisions by the same user not shown) | |||
| Line 1: | Line 1: | ||
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> | ||
| Line 14: | Line 14: | ||
#'''#''' <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)'' | ||
| Line 184: | Line 184: | ||
{{#ev:vimeo|811015364|350|inline|'''''Video: Adding a BEECN Volunteer in SmartSheet'''''|frame}} | {{#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? ===== | ||
| Line 200: | Line 200: | ||
===== Q: How do I change the name of an existing BEECN resource? ===== | ===== 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> | |||
