Groups Generator for Schools Add On Instructions

Instructions


Description:


This tool helps to Google Apps Admin users to create shared content ( Calendars, Sites, Circles, Folders ) to group members in bulk. This tool also can create users and groups.


Instructions:


  • Use a predefined templates  or fill the starting sheet with a valid structure, a valid structure consist in:

    • The columns must be in pairs and named as the following format xxxx-id and xxxx-name where xxxx is the level name, example faculty-id and faculty-name.

    • The name of every columns pair ( xxxx ) is open, these are examples of the most common: system, campus faculty, program, class , period , group , user , etc

    • Each pair columns from left to right represents hierarchically nested groups, and the last columns section represents the member data.

    • In the last pair columns ( the user columns ), the user-id must be the same as principal user’s email. Example: if student’s email is student01@myinstitution.com the user-id must contains student01 value. It only works for one domain at a time.

  • Fill the domain where content will be created. It only works for one domain or subdomain at a time.

  • Fill the acronym of the institution, this acronym is displayed at the beginning of each content generated, Not a mandatory field but it is recommended to fill it.  Example: YMCA

  • Check the boxes that suit your needs. (if you check user creation, the new user will have the user-id as username and the word  temppassword as a temporal password).

  • Click on GENERATE


Process:


  • After GENERATE button was clicked,  the tool creates an EXECUTION_PLAN sheet where the instructions to execute will be displayed. And you will recieve an email with the starting process confirmation.

  • After EXECUTION_PLAN was generated, the tool alerts you and start working in background, so you can close the tool securely.

  • The confirmation of process completion is only by email, you can check anytime the status of the process opening the EXECUTION_PLAN sheet and the advance is displayed on first row and also each row has a status column.


Examples:


Example 1: We want to create shared calendars and shared Drive folders to every program:

  • Create 4 columns and put this headers program-id program-name user-id and user-name

  • Remember that user-id must correspond to a valid user on the domain, or if you choose the User Creation checkbox it will create it with user-id as username and temppassword as password.

  • Now we fill the form and check calendar and folder creation options.

  • This how it looks (this is the same as the single level template)



Example 2: We want to create a more complex structure with groups inside a program and the programs inside a faculty, but each level with their respective calendars and folders, so we can send messages to whole faculty or for each program separately.


  • Create 8 columns and put this headers faculty-id faculty-name program-id program-name group-id group-name user-id and user-name

  • Remember that user-id must correspond to a valid user on the domain, or if you choose the User Creation checkbox it will create it with user-id as username and temppassword as password.

  • Now we fill the form and check calendar and folder creation options.

  • This how it looks (this is the same as the multi level template)



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