For Technical Admins

Technical Admin Responsibilities

The technical admin is responsible for checking that the email scripts are running properly, as well as updating permissions so that new coordinators and departmental admins have access to certain files. More concretely, this includes:

• Updating the coordinator information and permissions in the schedule spreadsheet

• Sharing RSVP information to the appropriate departmental admins

• Checking that the email scripts are running as expected

• Maintaining the email scripts if new bugs occur

• Updating this website at the start of each semester or as needed

vision-reading-admin

vision-reading-admin is the account that owns the reading group spreadsheet, the email scripts, and the RSVP folders. This acts as a normal U-M account with its own GMail and Google Drive, and can be logged in using the typical U-M portals for those services. In general, the email scripts and certain parts of the schedule spreadsheet can only be modified by this user.

The password for this account should only be known by the current technical coordinator. If needed, it can be changed by following these instructions. Make sure this password is different from the one for your normal account.

Email Scripts

The email scripts are available in the schedule spreadsheet. To access them, follow these steps:

1. Log in as vision-reading-admin

2. Open the schedule spreadsheet

3. In the top menu, select Tools -> Script Editor

Main Functions

The most important functions in this script are runSendEmail and runSendPresentationReminder. runSendEmail sends the email about the upcoming event to the reading group listserv if and only if there is an event next week. runSendPresentationReminder sends an email to the upcoming presenter if and only if they have not chosen a paper yet.

These functions are typically run automatically, but sometimes they need to be run manually (e.g. if the automatic version fails). This can be accomplished from the Script Editor view by selecting from the top menu Run -> Run function -> runSendEmail/runSendPresentationReminder.

Triggers

The main functions are set up to run automatically via triggers. They can be viewed from the Script Editor by selecting from the top menu Edit -> Current project's triggers. If you need to change the triggers (e.g. to change the time that the emails are sent out), you can edit them in this Triggers view.

If a trigger fails, an email will be sent to vision-reading-admin's Gmail. This is a good place to check if the trigger appears to be running late.

Drive

vision-reading-admin owns a few folders and files that can be viewed in Google Drive:

• Vision Reading Group Schedule: The schedule spreadsheet

• Computer Vision Reading Group: This source of this website

• Computer Vision Reading Group Administration: Automatically-generated RSVP forms and response spreadsheets, which are stored as subfolders

RSVP Forms and RSVP Response Spreadsheets

Each RSVP form, as well as the spreadsheet that captures the RSVP responses, is automatically generated from the information in the schedule spreadsheet. By default, the coordinator will have permission to the individual RSVP forms and spreadsheets (this permission is added as part of the runSendEmail call).

Some departmental admins will have access to the folder that contains all the RSVP spreadsheets (Computer Vision Reading Group RSVP responses). It is the technical admin's responsibility to share this folder with the relevant departmental admins if needed. This permission can be managed by signing into Drive.

Calendar

vision-reading-admin owns a Google Calendar called "Vision Reading Group" that the coordinator is expected to keep up to date. Whenever the coordinator changes, make sure the new coordinator has permission to edit events on that calendar.