Your organization must own the e-solutions (ShelbyWEBVIEW), Membership, and Servant applications to use e-survey.

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1 How to Use Updated: 06/21/ Shelby Systems, Inc. All Rights Reserved Other brand and product names are trademarks or registered trademarks of the respective holders.

2 Equip your staff with a tool that matches your volunteers with opportunities for service. E-Survey streamlines the data gathering process, and this helps to more efficiently place people in ministry areas. With this tool, your organization s participants can quickly and conveniently indicate their interest in volunteering by completing an online form. Your organization must own the e-solutions (ShelbyWEBVIEW), Membership, and Servant applications to use e-survey. The e-survey module is easy to set up. It uses your Servant application s survey information, so you will want to verify that has been set up properly. You will also want to verify that the preferences for Servant have been set up. Once that has been done, you can perform the export procedure in Shelby v.5 to put your survey on your e-solutions web site. Page 2

3 The first thing you need to do is go into the Servant application. Once there, click Utility and select Survey Info. Setup. Review the information on the screen, making sure to verify each type by clicking on each Type of Information in the pull-down menu. Every item will be exported to e-survey, so keep that in mind while reviewing the contents of your survey. Once you are satisfied with the survey, click OK. Page 3

4 Since e-survey utilizes the Testimony and Availability areas, it is necessary to verify that they are set up properly. From the Home Base of the Servant application, click Utility and select Preferences. On the General Preferences tab, make sure that there are valid profiles specified for the Testimony Profile and Availability Profile fields. When finished verifying that everything is correct, click OK. Page 4

5 Once you have verified the contents of your survey, you are ready to export it to e-survey. The ShelbyWEBVIEW application in Shelby v.5 performs the export as a part of the Export Directory to Web and Sync procedures. Use the following steps to export to e-solutions: 1. Start Shelby v Click on the ShelbyWEBVIEW link. 3. Log in using your administrator Login ID and Password. 4. Click the Directory link. Note: If you own e-groups, e-survey, or both, this link will change to include those modules. Page 5

6 5. Click the Export Directory to Web button. 6. On the ShelbyWEBVIEW Directory Export window, verify your settings and click the Send button to start the export process. When the export process is completed, your survey is uploaded to your e-solutions web site. On the Site Settings tab on your e-solutions web site, you can customize the name of your e-survey tab. The default name is Servant Information, but you can change this name to whatever you like. In addition, if you are not yet ready to give access to e-survey to your users you can choose to hide the tab. First, log in to your e-solutions web site and click on the Site Settings tab. In the Tab Order section, locate and click on Servant Information. You will then have a customizable field that contains the tab name over a check box labeled Show Servant Information tab?. To change the name of the tab, edit the contents of the field. Removing the check from the Show Servant Information tab? option will allow you to hide the tab. If the tab is hidden, placing a check in the box will cause it to be shown. After making any desired changes, click the Update Tab button. Note: Any tabs that you have chosen to hide will have an asterisk (*) by their name in the list. Page 6

7 Once the setup of e-survey is complete, the Servant Information tab on your e-solutions web site is ready for your members to use. On this tab, they can check boxes of the survey items that apply to them. When the Sync process is complete, these items will be imported into the Shelby v.5 Servant application. Use the Servant Information tab to select which survey items apply to your individual record. To get started, log in to your e-solutions web site and click on the Servant Information tab. The survey items will then display in columns based on the type of information (e.g., Spiritual Gifts, Personality, Passions, Skills). After selecting any boxes that apply to you, look below the survey items and consider the Availability and Testimony fields. Any information put into these optional fields will be imported as comments on a Availability Profile or Testimony Profile attached to your record. Once you are finished with the Servant Information tab, click Submit to save your changes. Page 7

8 The e-survey import is a part of the Sync procedure in Shelby v.5. In the Sync process, after reviewing any web site changes you will review changes from e-survey and import the approved ones into Shelby v.5. At the same time, changes from the Shelby v.5 Servant application are updated on your e-solutions web site. To perform the Sync procedure, follow these steps: 1. Start Shelby v Click on the ShelbyWEBVIEW link. 3. Log in using your administrator Login ID and Password. Page 8

9 4. Click on the Directory/Servant link. Note: If you own e-groups, this link will be labeled as Directory/Servant/Groups. 5. Click the Sync Directory button. This will import any directory changes, with any new registrants first. See the Using e-directory document for more information. 6. Click OK when finished importing directory changes. At this point, if there are any pending changes from e-survey, you will be presented with the Servant Changes screen. 7. On the Servant Changes screen there are columns for Header, Field Name, v5, and WEBVIEW. a. Header: The Header column is the Type of Information from your survey. b. Field Name: The Field Name column contains the actual survey items. c. v5: The v5 column tells you whether that particular survey item is selected in the Shelby v.5 Servant application. Page 9

10 d. WEBVIEW: The WEBVIEW column shows you the survey items that are selected in e-survey on your e-solutions web site. Normally any item selected in this column is also selected in the corresponding v5 column. 8. Survey items selected through e-survey will have the box in the WEBVIEW column checked but the corresponding v5 box unchecked. To approve, leave the box checked. If you wish to decline a change, remove the check from the box in the WEBVIEW column. Survey items de-selected through e-survey work the opposite way. 9. At the bottom of the screen are fields for Availability and Testimony. These fields let you know what is being imported into those profiles for that individual. There is no way to decline the import of these items. Page 10

11 When done, click Next to move to the next record. After reviewing all changes, click Finished. This will bring up the ShelbyWEBVIEW Import Commit window. Click Yes to commit the accepted changes to the Shelby v.5 database or click No to return to the previous screen. Clicking Yes will bring up the Webview Servant Import Change Report showing the following columns: Name: The individual s name. Field: The survey item that was selected or deselected. Checked: Whether the survey item change was adding (yes) or removing (no) items. Any information in the Availability or Testimony fields is detailed out under the survey changes. After you close the report, the Sync process is complete. Note: If you have e-groups, the attendance import will be performed after the e-survey import. After the Sync process completes, your e-survey changes have been imported into the Servant module in Shelby v.5. Page 11