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Midwest Database Tips (SOLVE DB)



Video Recording: Beginners Guide to Using the MWPBIS Database (1 hour):

The video covers these topics:
  1. How to get into the database (in a new browser window)
  2. Navigating around the database
  3. Add/edit contacts in our database directly from your email
  4. Link your important emails about those contacts to the database
To watch the video, use the password "MWPBIS" https://midwestpbis.adobeconnect.com/p1ylcf4o2pp/
To just view the Slides, click here.



Video Recording: Working with Contacts in the Solve Database (14 min)

To watch the video, use the password "MWPBIS"

The 14 minute video covers these topics (Tip, use the bookmarks pane on the left to jump to each topic):

0:00         Introduction to the video (duration 0:39)

0:40         How to log into Solve in Gmail, and/or directly (duration 1:04) 

1:44         Create a contact record from within the Gmail window, and link to an organization (duration: 4:30)

5:15         Add the PBIS Role for a contact to an organization. Using the Update Relationships Tool on contact records. (duration 2:05)

7:31         Add a contact to multiple organizations, and identify roles for each of those organizations (duration: 3:48) 

11:30       Automatically connect an email you send to the database (duration: 3:00)

                    Address to use in bcc: mwdatabase@midwestpbis.solve360.com

 


How to Open the MWPBIS Database:

Google Apps Viewer

From your Gmail Window, find the 3x3 grid icon where you access other programs:
It is on the top right of the menu bar, and looks like this: 
Google Apps Icons



When you click on the grid, it opens a list of applications. Scroll all the way to the bottom of the applications, and you will find the image for the Solve. See the image on the right for the view of all applications. The image below is the icon for the Solve CRM Software, which is our Midwest PBIS Database.
Solve Icon





How to find Districts, Schools, People:

Solve Manage Contacts MenuOnce you open the database, you may see a blank screen. Click on your name in the menubar with the dropdown arrow, to pull up your options on what to view. Chose "Manage Contacts"



This opens the view to see both Districts/Schools, as well as Contacts.
Districts/Schools are referred to "Companies in Solve. 
To Switch between showing 1) Companies AND Contacts, 2) Just Companies, or 3) Just Contacts, use the drop down menu after the word "SHOW" in the search bar.

Solve Search Bar




Once you select whether you are viewing Contacts and/or Companies, you can then narrow your search by typing text in the search criteria.
Play around with the search bar to get comfortable with all the different ways to find records.

Solve Main Screen





2016-17 Initiative to identify new PBIS Districts in Illinois: Staff Assignments for Illinois Schools & Districts By County

Detailed Instructions for Contacting and Documenting Non-Implementing Schools:

Staff Assignments by map/county:

Video Recording (Detailed 1:20:00): 
Video Tutorial (Brief 17:20): 
    • https://midwestpbis.adobeconnect.com/p2la4nmhvet/
      • Passwword: MWPBIS
    • This is a shorter demo showing:
      • Quickly get into the MW Database, 
      • Sort to find my non-implementing schools, 
      • Send an email, 
      • Create an email template, 
      • Update the record to show I've emailed them
      • Create a reminder for me to call them in a few days

Progress Monitoring our Efforts:
    • The MW Goals Page includes a report generated* from the MW Database data showing progress of our efforts: https://sites.google.com/a/midwestpbis.org/midwest-pbis-network/staff-access/mwpbis-goals-2016-17

          *Note: This report updates each time Brian clicks an update button on a google document. We will do so every couple days.




Values of Commonly Searched Fields

       

       






How to Sync Contacts from Solve DataBase to Midwest Gmail:

To activate Google Contact sync, each Solve user clicks: Solve menu > Manage Contacts > Show All Contacts > Data > Synchronize contacts with Google, and follow the instructions to set their sync preferences.

Note: A best practice is to sync one-way from Solve to Google - especially for larger teams or larger data sets. This appoints Solve as your master database and streamlines management of your contacts - there’ll be no surprises as to where the updates originated. Use the settings as shown in the window below:





How to Sync Calendar & Tasks between Solve360 DB and Google Calendar:

Unlike traditional calendar feeds, this feature intelligently syncs event data between your Solve CRM and Google Calendar.

To activate Google Calendar & Task sync each Solve user clicks Solve menu > Report & Update Activities > Show Calendar events > Data > Synchronize events and tasks with Google, and follows the instructions to set their sync preferences.

Note: A best practice is for each user to select only their own name when setting their Solve to Google sync preferences. This keeps events from being inadvertently displayed multiple times in Google as users view shared calendars. Solve manages this by offering the ability to filter events by user, instead of sharing different calendars.

Once the user has set-up their two-way calendar & task sync they’ll need to add or update at least one event in Solve. This will automatically create a special “Solve360” calendar in their Google account.

Events created or modified directly in Solve will automatically sync into a Google calendar named “Solve360” in near real-time. Events created or modified directly in the Google calendar named “Solve360” will sync into Solve when the “Update Solve” button is clicked in Google. Once synced, Google created events will use the attendees email address to intelligently link to a corresponding record in Solve.

When first enabling the sync option please allow Solve CRM and Google up to 30 minutes to complete the initial data load in its entirety.

Joining Data Sets (a video tutorial with Jennifer Norton)

Jennifer demonstrated how to join data, which is needed when we want to add new data to a database, and link it to other data already in the data-base. More information will be added here about our processes/rules for joining data in Solve360. This tutorial requires Microsoft Access. 


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Brian Meyer,
Apr 25, 2016, 1:52 PM