BEECN Journaling System Back-end: Difference between revisions
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===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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{{#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? ===== | ||
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'''''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: | '''''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. | # 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 | # 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. | # 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. | # 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. On the left side, input the old name of the resource. On the right side, input the new name. Then click "Replace All". | # 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. | # Repeat steps 3 - 6 for the BEECN Volunteers sheet and the BEECN Trouble Tickets sheet. | ||
# JVK...check dashboard, wiki and printed materials... | # '''''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> | |||
