Export SMMS opportunities to desktop Excel: transcript
This transcript was generated automatically from the recording and may contain errors. It has not been manually verified. Time links return to that point in the video.
00:00:01 Hi, today we're going to demonstrate how to make a list of opportunities for a particular operation and how to convert that list into a meaningful spreadsheet. We're going to go into SMMS log in and then click on opportunities, click on opportunities, and then in operation we're going to type in the name of an operation for whom we want to display the
00:00:31 opportunities that are out there. And one of the problems that we have is that we
00:00:38 may want to provide the operation manager with a list of available
00:00:42 opportunities and we go over here to this filter and click on just show us the
00:00:48 available opportunities and it ends up listing 119 opportunities and you can see
00:00:56 that dates are in some of these, meaning that those positions are already taken.
00:01:01 So that filter doesn't work.
00:01:03 Now the reserve filter does work, it does limit it to the reserved opportunities, and over
00:01:12 here on status these filters work you can just select active hidden in this particular operation.
00:01:19 We don't have any, but we can show inactive ones and this particular operation has a lot
00:01:25 of inactive ones. But if I want to give a list to the operation manager or to
00:01:34 anybody else of opportunities that are available, this isn't very useful. So
00:01:40 what we're going to do is go over here on the right side and click on the
00:01:45 download icon and it's going to create a comma-separated value list or a CSV
00:01:51 V file, and we're going to save that. And then I'm going to open that file in Excel spreadsheet.
00:02:01 And one of the first things that I like to do is get rid of some columns that I don't need.
00:02:08 I'm going to click on this column. I'm going to click above here where it sits
00:02:13 the down arrow. I'm going to click on it, and then I'm going to hold the Control key
00:02:15 and do that for these columns as well. So I'm going to then right click anywhere
00:02:21 inside that shaded area and I'm going to click delete and it'll delete those
00:02:25 columns. Then I'm going to see oh I really don't need to know that it's in the
00:02:29 United States and I'm holding the control key down when I click the second column
00:02:34 I don't need to know the GPS coordinates. So I'm going to delete those columns as
00:02:39 as well. Over here on the end we have three columns assigned. These are not even filled
00:02:49 in so I'm just going to get rid of that. And pretty much we have the data that we want.
00:02:55 Now, you are going to want to save this as an Excel spreadsheet. On my version it warns
00:03:03 me that that you want some might want to do that and I click on Save As if that
00:03:09 doesn't appear you can just click on File Save As and that will be the same as
00:03:14 clicking here and then you want to under Save As Type you want to go up to the
00:03:21 very top where it says Excel Workbook and then save it as an Excel Workbook or
00:03:27 spreadsheet and then I like to have some of these columns aren't wide enough the
00:03:32 The easiest way to fix that is to highlight the whole table by clicking on this little
00:03:36 side arrow thing and go into Format, Auto Fit column width and now you've got things that
00:03:44 are useful here and you can see that.
00:03:47 Now one of the things we want to do now is make this useful.
00:03:52 I want to be able to select an assigned or the inactive or whatever.
00:03:59 I want to be able to filter out certain things.
00:04:03 Well, the easiest way to do that is to convert this into a table.
00:04:06 So we click on the top left cell.
00:04:13 We go to the bottom of the spreadsheet.
00:04:16 And while holding down the Shift key, we click on that bottom right hand cell.
00:04:24 Now it's all highlighted.
00:04:25 and you can see that at the top row we have our headers for the columns. So we
00:04:31 click on Formatting's Table. We pick a style that we like and then we point out
00:04:37 that my table has headers and it does so we make sure that box is checked and we
00:04:42 click OK. Now you have a spreadsheet that is a table and so this makes it actually
00:04:51 very useful. Let me show you a couple things that we can do. Now you'll notice
00:04:56 now here that we have all these opportunities down here and there's
00:05:02 121 opportunities. That's the last row is 122 but there's a hit a row. So there's
00:05:09 121 opportunities. Now we want to filter that out to get rid of those that are
00:05:15 unavailable. So I want to go over here to the assignment status column, click the
00:05:23 little drop-down arrow and say I want to see only those that are either inactive
00:05:30 or unassigned because inactive can be converted to active and an assigned are
00:05:39 available. So I click on that and now you'll see that the the rows of those that
00:05:47 don't meet that criteria are just not shown. They're still there. They're just
00:05:52 hidden. So we still show 121 opportunities but that list is skipping a whole bunch.
00:05:59 Now if I come over here to availability and and say I don't want to show the
00:06:06 reserved, then that's going to eliminate a couple others.
00:06:10 And so now we have a list of those that are either inactive or
00:06:15 unassigned.
00:06:16 And so that would give an idea of what could be used.
00:06:19 Now, if you just want to give a, now on my list, I actually
00:06:25 show service missionaries, and we don't want that.
00:06:29 And so we want to eliminate the young service missionaries.
00:06:35 so I'm going to eliminate those. So now the list is getting smaller and smaller and if I want to
00:06:43 give out an opportunity to someone well we're not going to use the inactive one so we're going to
00:06:51 get rid of the inactive filter and say I just want the unassigned ones so they're available and
00:06:56 unassigned. Now look at that. Now we look at the list here it fits on one screen and so we have a
00:07:04 a very usable list and then this is where you could say file save as and then call
00:07:13 this family search Las Vegas available positions and then save it as a workbook
00:07:25 and we can get rid of the date and code here if we want or we can leave the date
00:07:31 in there, and sometimes I get rid of this extra time code or whatever it is, and then save
00:07:38 it.
00:07:39 Now you can share that spreadsheet with anybody that you like.
00:07:43 The data is all still there, but the unavailable ones and the service, the young service missionary,
00:07:51 all that stuff's hidden.
00:07:52 So you have a list of the available opportunities, and you have also included in this list of
00:07:58 course are the physical addresses. And if you have an operation that has multiple
00:08:06 locations, we want to make sure that each opportunity that's here has the
00:08:13 appropriate physical address attached to it. You'll see that these vary in their
00:08:19 recommended service length and some don't have the service length at all.
00:08:25 these might want to be changed. You might want to have fewer 24 months and a few
00:08:29 more 12 months or maybe even a six month and then hours per week should be a
00:08:35 minimum of eight and some of those might need to be adjusted. But this is a very
00:08:39 usable worksheet that can be used to discuss the operations opportunities
00:08:47 and I hope that's helpful for you. Thank you.