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1. more warning boxes may appear this is normal so click OK for each one Page 6 of 9 Version 2 2 June 2015 GWEM 6 Uploading multiple walks details using a spreadsheet 5 Upload the CSV file Group walks and events manager Welcome roup walks and events manager Find out how to use it by reading the group w events manager toolkit Other actions Strands Reports Contacts Festivals Add a walk Last logged in 10 02 2015 Add an event Nominate a contributor Upload walks using a spreadsheet Add a strand Add a contact Show walks by Group East Radnor Date from 11 02 2015 to Workflow status jj Advanced search Date Title Start Distance Status SelectEdit miles km 11 02 2015 Herrock Hill Rushock 10 00 7 11 3 Published O Actio v Hill Bradnor Hill 18 02 2015 Mortimer Forest High 10 00 7 11 3 Published O Actio v Vinnalls 25 02 2015 Titley Nash Little 10 00 7 11 3 Published O Actio v Brampton Go to Walks amp Events tab on the main Group walks and events manager H Click on the sign next to Upload walks using a spreadsheet to find the upload dialogue I If the correct group doesn t appear automatically make sure you select it in the Upload for group box J below Strands Reports Contacts Festivals Last logged in 2670112015 P Upload walks using a spreadsheet J Upload for group Edinburgh Young Walkers Choose spreadsheet Browse CSV Click on Browse K Find2. to orange cells but for optional information If you want to provide this information you should only fill in one of a group of lilac cells Currently the spreadsheet doesn t include walk classification information other than Suitability So if you want to add Surroundings Theme Special status or Facilities you will need to do this in the Walks and events manager The help in the column headings will tell you how to enter information correctly You can also find guidance on what to put in each field in the guide to entering a single walk and in the User manual Here are some useful hints and tips e Dates should be in the format dd mm yyyy so 05 01 2015 for 5 January 2015 Days of the week are automatically calculated once the walk is uploaded so no need to add these separately Choose a good short title for your walk that contains useful information and distinguishes it from other walks e Time should be in HH MM format using the 24 hour clock for example 14 30 not 2 30pm e Only enter one piece of information to find a location We recommend using postcode or Ordnance Survey grid reference as these are more accurate though be aware postcodes can be inaccurate in rural areas similarly in urban areas a grid reference won t give enough detail If you use a place name and there are several places with that name the system will simply pick the first one on its internal list and use that whether it s the place you intended or not Ple
3. E ramblers at the heart of walking Group walks and events manager Factsheet 6 Uploading multiple walk details using a Spreadsheet Version 2 2 June 2015 Contact for further information and support volunteersupport ramblers zendesk com opyright Ramblers DdM JA CP JC LN 30 06 2015 GWEM 6 Uploading multiple walks details using a spreadsheet Contents PVE CU NO eee ty ate ere reir E E atin wea E E E EE E es 3 Uploading walks details USING a spreadsheet ccecceeceeccecceeceeceeceeceeaeceeeseeceeseeseeseeeeeeaes 4 1 Download the spreadsheet template ccccccscceceeceeceeceeseeseeaesaeceeceeseseesaeeeesaeseeees 4 2 Open the template And save a COPY cecceccsccecceeceeeeeceeceeceecaeseesauseseeeseeseesaeseeeaeees 4 3 Get to know the spreadsheet cccceccecceeceeceecseceeceeeeeeseeseeceeeeesauseeseeeseeseeseesaesaeeas 4 4 Convert your spreadsheet to CSV fOrmat cccccccceeeceeceeeseeceeeseeeeeeceeeeeesaeseeeseesseeees 6 5 Upload the CSV file and publish the WaIKS c ccceecceeseeeeeceeseeseeeeeeeeseeseeeeeteeeaeeas 7 Os 1g 212 41 0 0 aa WOK Gamers ner eee nes ee eee nee a een eee nee ee ee eer rere eee 8 7 Submit and publish the Walks ccccecseccseceeceeeeeeceeeeeceeseecseesecseseeseeseeeeeeseesaesaeeaees 8 8 Get ready for the Next DatCh cccccccccceccseeceeceeeceeceeeseeceeeceeeeeesaeeeeesaeeceesaeeseesaeeseeses 8 NOMS TM O ccc ae reno cans e
4. ansea walks winter2014 xls That way if you get stuck you can go back to the original without having to download it again 3 Get to know the spreadsheet We have used colours text boxes grouped columns and pop up comments to help you find your way around A2 X f B E F G Green columns must be filled in Mandatory field Fill in only one of the three orange columns t One of these must be filled in wW A Green cells are for information you have to provide or your walk will be rejected mandatory fields B Orange cells are for information you have to provide but where there are several different ways of doing this You must fill in at least one of a group of orange cells but not more than one C White cells are for optional information D Most columns have extra help in the column headings Just hover over them and more information should pop up This is the place to look to find out what format to use for time for example E To make the spreadsheet more manageable there are some hidden columns we don t think will be used by everyone To view and edit these click on the signs above the column headings To hide them again click on the signs Page 4 of 9 Version 2 2 June 2015 GWEM 6 Uploading multiple walks details using a spreadsheet E L x Click above te add meeting finish point Fill in only columns LUTTE F Lilac cells are similar
5. ase note if you enter more than one location one may overwrite the other with misleading results e Enter postcodes with the space for example EH14 6JY e Enter Ordnance Survey OS grid references in 2 letter 6 figure format without spaces for example TQ123456 The letter prefixes are shown on all OS maps Don t give the map number e Enter kilometres OR miles for the walk distance not both Just give the figures with fractions up to one decimal place If you give more decimal places these will be rounded Don t use fraction symbols for example or ranges for example 5 6 miles Don t add symbols for miles or km just make sure you use the correct column e If you include contact details in the spreadsheet the system will create a new record on your contacts database which could lead to duplicate records If a contact is already in your database you just need to give their ID and the other details will be added automatically when the walk is uploaded If you want to add a new contact Version 2 1 May 2015 Page 5 of 9 GWEM 6 Uploading multiple walks details using a spreadsheet put their details in the spreadsheet and they will be stored for you to use next time For more about the contacts database see section 10 e If you add ascent note the Feet and Metres cells work in a similar way to the Miles and km cells and only one needs to be filled in e Currently the spreadsheet doesn t include walk classif
6. ication information other than Suitability So if you want to add Surroundings Theme Special status or Facilities you will need to do this once the walks are uploaded e You can choose who will see your walk details in the Restrictions column with Public Members only and Print only to choose from We recommend setting the restriction to Public where possible so your walk will be seen by the widest number of potential new walkers and new members e Do not delete or rename any of the columns or the upload will not work Make sure you save your work regularly 4 Convert your spreadsheet to CSV format oO Jv i Libraries Documents swanseawalks Organize New folder v Microsoft Excel i Documents library Arrangeby Folder 7 swanseawalks z Favorites a eis Name Date modified Type Size JB Downloads No items match your search i Recent Places LJ Libraries Documents ad Music Pictures E Videos jM Computer amp os c a HP_RECOVERY D GP DesD FILESERVER users P zi Tags Add a tag Title Add a title E X pitty v Search swanseawalks 2 Before you can upload your walks you need to convert the file to a different format known as CSV or comma delimited When you ve finished entering details save what you have done then select Save as on the File menu Now select CSV or comma delimited in the Save as type box G One or
7. listing a preview will open in a new window e Select Edit from the dropdown box next to the walk in the Walks amp Events listing For more information on editing see the single walks guide and the manual 7 Publish the walks You can either submit and publish the walks individually as you review them or alternatively select a batch of walks under Walks amp events and then click on Publish all walks awaiting approval Note you will have to be registered as an editor to publish walks if you are registered as a contributor all the walks you upload will be submitted to the editor automatically for approval Once published the walks should appear on the map and listings on the public search page 8 Get ready for the next batch To enter a new batch of walks just go back to the original template and save a new copy with a different name as described in Step 2 above We recommend you don t edit the original template but always save a new copy before you start work More information Uploading walks details for more than one group Currently it s not possible to upload walks details for multiple groups from a single spreadsheet If you need to upload details for more than one group you will need to split your data into separate spreadsheets for each group Then make sure you select the right group in the Upload for group box Step 5 J above before uploading each sheet Customising the template Unlike the old Group Walks Fi
8. nctcot vacances E E enue 8 Uploading walks details for more than ONE group ccecceeceeceeceeceeceecaeceeeseeceeseeseesaeeaes 8 Customising the template ccccccccecccececececececeecseeesueeseeeseeesueeseesueesueesueeseeesueeseeeaueenaes 8 Page 2 of 9 Version 2 2 June 2015 GWEM 6 Uploading multiple walks details using a spreadsheet Introduction This document explains how to upload multiple walks details in bulk to the Group walks and events manager using a spreadsheet This is useful if you have a large number of walks details to upload at once compiled using a different system for example an established system for putting together a regularly issued printed walks programme We recommend that for best results you use the Group walks and events manager as the main tool for compiling your walks programmes If you enter walks individually you can take advantage of all the built in features to help you create your walk listings including interactive maps which can t be reproduced in a spreadsheet Editors can nominate others for example walk leaders as contributors who submit walk details without publishing them avoiding the need for copying and pasting and retyping There are numerous ways to get walks details out of the system once entered as printable programmes suitable for opening in word processors and as various data feeds and downloads However we appreciate that for some groups changing established ways of
9. nder system the new system doesn t use customised fields If you add additional columns the spreadsheet will upload successfully so long as all the other details are correct but data in the additional columns will be ignored Please include all relevant details in the fields provided using the Description or Additional details fields for information that doesn t belong anywhere else Some editors prefer spreadsheets with a minimum of columns and deleted columns in the old spreadsheet template that they didn t regularly use We recommend you don t delete columns If you prefer not to see certain columns hide them in your spreadsheet software in Excel simply select the column right click on it and select Hide Then if you decide you Page 8 of 9 Version 2 2 June 2015 GWEM 6 Uploading multiple walks details using a spreadsheet want to start using the columns later you can simply Unhide them again select the columns either side of the hidden column right click and select Unhide Alternatively you can upload spreadsheets with missing columns but e All the mandatory fields in the green columns must be included A above AND e All the orange starting location and distance columns must be included B above even if they re not filled in If you delete any of the green or orange columns or don t provide mandatory information the spreadsheet will not upload successfully Version 2 1 May 2015 Page 9 of 9
10. the CSV file you just saved and select it then click on Open The file name should now appear on the dashboard Click Upload L After a few seconds you should get a message to say the file has uploaded successfully If the system finds missing information in a row of your spreadsheet it will stop the upload and display an error message If there were no problems with previous rows these walks should have already uploaded correctly If the details don t upload correctly you ll need to check your work in the spreadsheet and save as a CSV again Note that when working with spreadsheets it s possible to add blank rows at the bottom of your walks list without noticing If there s a blank row in your spreadsheet the system will add all the walks above that row so long as they are correctly entered and display a warning If this happens it s likely all your walks have loaded correctly and you can simply ignore the warning but do check carefully first Version 2 1 May 2015 Page 7 of 9 GWEM 6 Uploading multiple walks details using a spreadsheet 6 Check your work Your walks are now uploaded but not yet published and still awaiting approval You should find them under the Walks amp events tab We recommend you check each one to see that the details have uploaded correctly and in particular the location is right You can e Preview the way the listing will appear by clicking on the title of the walk in the Walks amp Events
11. working will take time and the spreadsheet method provides another option We assume you already have a basic familiarity both with working with spreadsheets and with the Group walks and events manager and are successfully able to logon as an editor for your area or group If you haven t already done so we strongly recommend you read the Getting started and Essentials factsheets first and work through adding a single walk We recommend you use Microsoft Excel to work with the spreadsheet template as the formatting works best using this software The instructions below assume you re using Excel Most other modern spreadsheet software should be able to open the template but may have different ways to view save and edit data Note we don t recommend the use of the Safari browser on a Mac for uploading walks via spreadsheet You may need to use an alternative browser such as Firefox Version 2 1 May 2015 Page 3 of 9 GWEM 6 Uploading multiple walks details using a spreadsheet Uploading walks details using a spreadsheet 1 Download the spreadsheet template You can find this in the volunteer toolkit under soreadsheet template it might be on a second page The filename is walksuploadsinglegroupv4 xls 2 Open the template and save a copy Open the file you ve just downloaded in Excel or other spreadsheet software but see the Introduction Before you start work use Save As to save a copy under a different name for example sw
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