Automate to Communicate CEC 2024
TEE
Created on September 20, 2024
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Transcript
Use Autocrat to do the Heavy Lifting
Automate to Communicate
Do Now - Please scan the qr
Scan the QR Code
Please scan the QR code to the left or go to https://bit.ly/CEC2024Auto to complete the short survey.
Automate to Communicate
Introduction
Gather data using Forms, use the Autocrat extension to automate your communication, and create digital data dashboards to share your information using Google's Looker Studio.
Automate to Communicate
TechEdEdu
Masters Degree in Education LeadershipElementary School Teacher in Spring ISDTeacher of the Year 2006/2020Digital Learning Coach in Spring ISDDigital Learning Specialist in Aldine ISDFounder of TechEdEdu
Google Suite to the rescue!
BA in History, Idaho State UniversityTaught Middle School Social Studies Campus Instructional Technology Specialist Employee Excellent Award, Spring ISD, 2021Digital Learning Coach / SS Coach Digital Learning Specialist
Belinda Howell
Dan larson
today's agenda
04
02
03
I DOWe will walk through the Autocrat process, explaining what it is and how it is a helpful tool for educational leaders.
01
YOU DOYou will use the remaining time period to create a working Google Form and connect to a Sheet. You will create a Googe Doc Template then add an Autocrat job. If time permits you can add a Looker Studio Dashboard.
WE DOWe will work together as we give step by step instructions. We will make a copy of an example form and template. We will then go through the steps to create your own Autocrat job.
WE DOWe will work together to use the Form and Google Sheet to create a basic Looker Studio Dashboard
automate to communicate
How can Autocrat and Dashboards help you?
I DO
automate to communicate
How can these Google Suite tools help educational leaders?
Overview of autocrat and dashboards
01
I DO
3. Receipient receives feedback w/the information
2. Autocrat collects the data and imports to an email template.
1. Collect Data
What is Autocrat?
I DO
Do Now Survey Data
Let's Take a look at Looker Studio and your test data....
Use Looker Studio to create interactive dynamic dashboards for staying on top of your needed information.
Create a dashboard to sort the data
I DO
Get notifications sent to the creator and sender for events upon registration.
Registration confirmation
What can you use autocrat for?
How does Autocrat help educational leaders?
Receive static data on weekly checkpoints to monitor progress and make needed adjustments.
Automatically notify parents when a student has a low grade or missing work
Feedback is immediately emailed to teachers
How can you use Autocrat?
Weekly checkpoint
Grade/progress
Observation forms
I DO
automate to communicate
Step by Step walkthrough of Autocrat
autocrat guided walkthrough
02
I DO
Overview of the process
Create a dashboard
Set up autocrat in google sheets
Create the TEmplate
Set up charts/graphs to display the data as it comes in live
Create the rules for how and when the data is merged
The template is what gets emailed to the teachers using the inputted data
Create the form that gathers the data (ex: walkthrough form)
Create the Google Form
Overview of the process
I DO
Adding autocrat to Google sheets
From Google Sheets, click:1. Extensions2. Add-ons3. Get Add-ons4. Search for Autocrat5. Click on AutocratConfirm to add autocrat. It will have you log into Google and confirm again.
Add Autocrat to your Google Sheets
I DO
Create your walkthrough form
Create your Google Form 1. Make sure to have separate questions for their names and their email addresses 2. If it's a walkthrough form, have a question to note who is doing the observationFollow along with our sample form!
Creating your Google Form (how you collect the data)
I DO
Link your form to google sheets
Creating the Google Sheet1. From your form, click Settings2. Link to Sheets3. Select create a new sheet4. Click Create
Creating your Walkthrough Form
I DO
Creating the Template
Create the template in Google Docs or Slides.You must write a <<TAG>> where you want each type of feedback to go. Ex: Date: <<Timestamp>> Teacher: <<Teacher Name>>Objectives Posted: <<Teacher's Objectives are posted>>Instructional Strategies: <<What instructional strategy is being utilized?>>Evidence of Response: <<Identify any evidence of responding to student feedback or student needs.>>Classroom Rules: <<Students comply with posted classroom rules.>>Student Engagement:<<Students are on task and engaged.>>Classroom Glows: <<Glows in the classroom?>>Classroom Grows: <<Grows in the classroom?>>
Creating the Template (what gets emailed)
I DO
setting up autocrat
Set up Autocrat1. From your Google Sheet, click Extensions2. Autocrat3. Launch4. After Autocrat launches, click New Job
Creating your Walkthrough Sheet
I DO
Setting up autocrat
Name your Merge Job1. Create a name for your merge job 2. Click Next
Creating your Walkthrough Form
I DO
Setting up autocrat
Select your Template1. Click From Drive2. Find the template you just made and click on it to add it to Autocrat.3. Click next to continue
Creating your Walkthrough Form
I DO
Setting up autocrat
Map out the tags1. Click in the empty column2. Match the tags you created in the template which the corresponding questions. 3. Once you've mapped out all the tags, click next.
Creating your Walkthrough Form
I DO
Setting up Autocrat
Edit the File Settings1. Write the name of the file (that gets emailed)2. Select Doc or PDF 3. Select Multiple Output Mode4. Click next to continue setting up Autocrat
Creating your Walkthrough Form
I DO
Setting up Autocrat
Choose File Location1. Choose what folder you want these documents to be stored in. By default it selects your Drive.2. Click next
Creating your Walkthrough Form
I DO
Setting up Autocrat
Choose File Location1. Skip the step about adding a dynamic folder.
Creating your Walkthrough Form
I DO
Setting up Autocrat
Set Merge Condition1. Select Add Condition2. Choose the column and make sure it equals "NOT NULL"3. Select the last question 4. Choose next
Creating your Walkthrough Form
I DO
Setting up Autocrat
Sharing Settings Part 11. Click Yes to share docs/send email2. Select what type of file it creates 3. Select whether to allow collaborators to re-share4. Select whether the email comes from a generic no-reply address or your email address.5. Scroll down
Creating your Walkthrough Form
I DO
Setting up Autocrat
Sharing Settings Part 21. Write the tag for the receipient email address ex: <<Teacher Email>>2. Type the subject of the email3. Type the message. You can use <<TAGS>> to pull data here too4. Click next.
Creating your Walkthrough Form
I DO
Setting up Autocrat
TriggersIf you enable a trigger, it will merge the files and send an email automatically (either whenever the form is created or by certain times). 1. Select Run on Form Trigger (it will ask you to confirm--say yes)2. Click Save
Creating your Walkthrough Form
I DO
Setting up Autocrat
Success!!You have created your first autocrat job!1. This now shows your current job. From here you can edit it, run the job manually, view it, or delete it.Click the x to close it.
Creating your Walkthrough Form
I DO
Setting up Autocrat
Test it out!Go back to your form and temporarily add yourself as one of the teachers. Test out the form where you select yourself as the teacher and see whether you get the feedback!
Creating your Walkthrough Form
I DO
Setting up Autocrat
Verifying it works To verify whether others are receiving their feedback, scroll to the right in Google Sheets until you see the autocrat job information it adds once its run.Click in Document Merge to read if there were any email errors.
Creating your Walkthrough Form
automate to communicate
Step by Step walkthrough of the Dashboard
Dashboard guided walkthrough
03
I DO
Setting up Autocrat
Setting up the Dashboard
- Open your newly created form
- Click on Response and View in Sheets
- Click on Extensions in your Menu Bar
- Select Looker Studio
- Click on Create
- Change the title of the Report
- (OPTIONAL) Change the title of the file
Creating your Looker Studio Dashboard
I DO
- Click on add a chart from your Looker Studio menu
- Make your selection for which type of chart you wish to add
- Using the Setup Control menu select which data you wish to use in the chart
- Add a title to the chart using the Text selection from the Looker Studio menu
- Select choose a control if you wish to add controls to your report, such as date ranges, or selecting specific users or data to track
Setting up Autocrat
Adding Charts and Graphs(NOTE) When dashboard is first created, the system will create a possible template for you. If you do not want that sample data in your dashboard, simply click on the chart and delete.
Looker Studio Dashboard Add Your Data
I DO
NOTE: The video disturbance was an intentional transition...
- Once you have completed your dashboard you can easily share it out with others.Click on Share from the Looker Studio menu.
- You can select on copy link to share the link for others to access. Or, you can simply share the file directly with them.
- NOTE: Be sure to set your settings to allow those shared with to be able to access.
Setting up Autocrat
Sharing your Dashboard with Others
Looker Studio Dashboard Sharing
https://bit.ly/CEC2024TemplateDoc
https://bit.ly/CEC2024TrainingForm
WE DO
Template Document
Observation Google Form
If you did not receive the links from the Do Now Activity you can use these links to do the Autocrat Walkthrough activity
Hands On Walkthrough
Setting up Autocrat
Looker Studio Dashboard Sharing
ASSIGNMENT: Working on your own, using the resources provided create your own Form. then, create a template document. link your form to a google sheet and create an autocrat job.we are here to assist through any step along the way.
YOU DO
Google suite to the rescue
Here are some resources to take home
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Dan larsondlarson.tee@gmail.combelinda Howellbhowell.tee@gmail.org
Sample form
template
Scan the qr code!
Video Walkthrough of Autocrat & Dashboard
Resources and contact
Google suite to the rescue