Proposal for Data Entry Workflow

We are receiving lots of registrations and workshops (regular workshops and PMA's) via the mail, some of which have no email address.

Our normal systems don't work for this type of registration, since the email address is critical for setting up a user account that allows the registrant to submit a workshop or otherwise manage their own account.

This is proposal for registering and submitting workshops for people who send them in by mail, with or without an email address

See also: Date Entry Help files

Registrations By Mail

These are all being sent to the Michigan Welfare Rights Office.

  • Data entry worker first logs in to  https://community.ussf2010.org/user
  • Each data entry user can log in using their own user account (it should be placed in the Database users role so they have proper access)
  • First - a search for the organization name or individual name should be completed to ensure that they didn't register on line and send in a form.
    • If their record exists already...
      • ...and is paid online, then nothing left to do
      • ...is registered, but pay later (and a check is included), then the check should be entered as paid
    • If their record does not exist...
  • Data entry worker navigates to the admin page for registration (not yet ready see #515)
  • When filling out the registration form, email address is optional. If it is included in the paper form, it should be entered, otherwise it can be left blank.

Workshops By Mail

Where are these being sent?

  • Workshop data entry workers log in to  http://organize.ussf2010.org/user
  • Workshop data entry workers can log in using their own user account (it should be in the Workshop administators role so they have proper access)
  • Search existing workshops to ensure that the workshop was not already submitted online ( http://organize.ussf2010.org/workshop-review/advanced-search). If not...
  • Click the button to submit a workshop proposal.
  • Sponsoring organizations: If you are part of the workshop administrators role, you will be able to fill in any organization that is already registered using the auto complete fields (just type the first few letters of the organization and all options will appear as a drop down). If the organization doesn't show up, then you can leave these fields blank and they can be filled in later.

Note: PMA workers can enter PMA workshops, P & G workers can submit regular workshops.

Note 2: the workshop proposal will be "owned" by the data entry worker, not by anyone associated with the organization that created the workshop. If the workshop owners wants to be able to edit their own workshop and can provide their user login, the data entry worker can change ownership of the workshop proposal to the user login provided by editing the workshop and clicking the Author Information link at the bottom of the page.

Technical Details

The crucial technical detail is the interaction between the community site and the organize site if a registration comes in without an email address.

The plan is for the commuinty site to trigger the creation of an organization with the correct details on the organize site, using a single, pre-defined user account (workshop-admin). That will allow for the organization to be properly created and tagged as registered so it will be available as a sponsoring organization. Meanwhile, the workshop-admin user account will a member of a lot of organizations :).

The second crucial technical detail is with how sponsoring organizations are chosen. Currently, the user is only given the option to put in a first sponsoring orgnaization if they are a member of it. With this proposal, people in the correct role will be able to enter any sponsoring organization.