The diagram below is taken from the ETS Handbook (2013). The reservation request workflow for the Google form follows the same format, with “Google online form” replacing “on-line form”.
ETS Reservation Google Form – Workflow (Faculty/Grad Students)
1. Go on http://www.education.umd.edu/ETS/services/reservationForm/index.html to access the link to the online form.
2. The Google form will be hyperlinked to “Spring 2014 On-line Form”
3. The faculty member/student will fill out all information, including contact information, equipment requests, dates of pick up and drop off, and additional comments.
5. Once an ETS staff member confirms that the equipment is available and makes the reservation, the faculty member/student will receive a confirmation (or denial) email.
6. Should the equipment be unavailable, the faculty member/student will receive a denial email and submit another form with alternative dates/times, and the process will repeat.
ETS Reservation Google Form – Workflow (ETS Staff)
1. Once a reservation request is made through the Google form, an automatic email will be sent to [email protected]. This email can be viewed in the inbox on Microsoft Outlook, and it will contain all pertinent information, including contact info, equipment requested, dates/times, etc.
2. The staff member will check to see if the equipment is available during the requested date and times.
3. Once it is confirmed that the equipment is available, the staff member will go to the Google Spreadsheet titled, “ETS Reservation Form (Responses)”.
4. The staff member can find the patron’s information in two ways.
a. In case of one reservation, the staff member will simply locate the last row, which would be the latest reservation request.
b. In case of more than one request, the staff member will match the timestamp (Column A) with the time the email request was sent on Microsoft Outlook and/or search their full name (Column C)
5. Once the staff member has found the row with the patron’s information, he/she will go to Column M, labeled “Status”. In the drop down box, the staff member will select
Menu” menu on the tool bar above. After clicking this menu, the staff member will select “Send confirmation mail” submenu.
a. Once this button is clicked, a yellow box that says “Running script” à “Finished script” indicates the mail is sent to the patron’s email (it will run on the top for a few seconds and disappear).
“Denied Request” (go to Step 5)
7. If the equipment is not available, click “Denied” in the drop down menu in step 5. The box should be highlighted in red.
8. Click the relevant row, and locate the “Help Desk Menu” menu on the tool bar above. After clicking this menu, select the “Send denial mail” submenu.
Additional Information Viewing Equipment Pictures
• Once on the live form, the patron will have the option to view a picture of all the current equipment in circulation through a hyperlink. This will be provided under the “Equipment” section. The hyperlink will take the patron to a Google picture, which can be viewed by anyone with the link.
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Sending a customized email
• In case there is a situation where a staff member needs to send a customized email to a patron, the staff member can locate the patron’s email through the original request email. The staff member can choose a template on Outlook and respond to the email, manually copying and pasting the request details from the original email.
• If there is a situation where a customized email is sent often, and a template needs to be made for this situation, this can be done through Google script in the “ETS Reservation Form (Responses)” spreadsheet. This is complicated and needs to be done by someone experienced with Javascript or familiar with basic coding. See next page for the steps to do this.
1. Go to tools à Script editor
2. Go to File à New, and name the new script. For example “Send new template” 3. Copy the script from “Send denial.gs” and paste it into your new file.
a. Do NOT copy it from “Send confirmation.gs”. This is important because they have different scripts.
4. On Line 1, name the function “emailStatusUpdates3() {
a. You are essentially replacing 2 with 3, or the consequent number
5. Replace “var body” (line 6) in your new file with the new body of the email that you would like to include.
a. Tip: \n = enter, or new line
b. You should only be replacing the body up until the first “Status”
6. Go to “Send confirmation.gs” and go to Line 22. This is where you will be entering a new submenu on the “Help Desk Menu” menu.
a. On Line 22, delete ]; and replace with a comma (,) b. Add this on another line after Line 22, on Line 23.
i. {name:"Send new template", functionName: "emailStatusUpdates3"}]; ii. name: “__” is whatever you named the new template.
7. Go to Run, and run all codes.
8. Go back to the spreadsheet and see if a new submenu is under “Help Desk Menu”. Test it to see if it works.
