Hi!
I need to track attendance for multiple people from 2 different sites for 12 different classes held on different dates. I currently do this using an excel file attachment via email ( a different sheet for each class) to the site coordinators then run update queries on a participant_course table in my database but was looking for a way to automate this if possible.
I've tried creating a single table in my database with only the data that I would need for a specific class but when I try the "Collect and update data via email" option (HTML form as not everyone has InfoPath) I end up with a blank form.
I want to be able to populate a form with all of the names of the class participants as read only and just have the coordinators update their attendance on the form and email that back to me for each class at each site. We do have Sharepoint and I think there is a way to do this using Sharepoint but I have had no luck convincing our IT deparment to do this project. The database I am using is not connected with Sharepoint nor do I see that happening in the near future either.
I would welcome any suggestions as to the most efficient way to accomplish this task. It works ok the way I do it now but anything I learn just helps me add to my skills and makes my job that much easier.
Thank you in advance!
Full Version: Update class attendance via email
QUOTE (carolyns @ Sep 17 2010, 04:19 PM) 
Hi!
I need to track attendance for multiple people from 2 different sites for 12 different classes held on different dates. I currently do this using an excel file attachment via email ( a different sheet for each class) to the site coordinators then run update queries on a participant_course table in my database but was looking for a way to automate this if possible.
I've tried creating a single table in my database with only the data that I would need for a specific class but when I try the "Collect and update data via email" option (HTML form as not everyone has InfoPath) I end up with a blank form.
I want to be able to populate a form with all of the names of the class participants as read only and just have the coordinators update their attendance on the form and email that back to me for each class at each site. We do have Sharepoint and I think there is a way to do this using Sharepoint but I have had no luck convincing our IT deparment to do this project. The database I am using is not connected with Sharepoint nor do I see that happening in the near future either.
I would welcome any suggestions as to the most efficient way to accomplish this task. It works ok the way I do it now but anything I learn just helps me add to my skills and makes my job that much easier.
Thank you in advance!
I need to track attendance for multiple people from 2 different sites for 12 different classes held on different dates. I currently do this using an excel file attachment via email ( a different sheet for each class) to the site coordinators then run update queries on a participant_course table in my database but was looking for a way to automate this if possible.
I've tried creating a single table in my database with only the data that I would need for a specific class but when I try the "Collect and update data via email" option (HTML form as not everyone has InfoPath) I end up with a blank form.
I want to be able to populate a form with all of the names of the class participants as read only and just have the coordinators update their attendance on the form and email that back to me for each class at each site. We do have Sharepoint and I think there is a way to do this using Sharepoint but I have had no luck convincing our IT deparment to do this project. The database I am using is not connected with Sharepoint nor do I see that happening in the near future either.
I would welcome any suggestions as to the most efficient way to accomplish this task. It works ok the way I do it now but anything I learn just helps me add to my skills and makes my job that much easier.
Thank you in advance!
The Students-Classes thing is definitely a Database 101 thing. For this to work, you really must get the design right before doing anything else. It's something like:
Department---(1,M)--Course---(1,M)---Section---(1,M)---Enrollment---(M,1)---Student---(M,1)---Site
Then you might need an attendance table. Section---(1,M)---SectionDate---(1,M)---SectionAttendance---(M,1)---Enrollment
Not sure how well this would work as an Excel SS. Just too many relationships that Excel can't really handle.
Sorry-let me clarify.
I have a database designed to track/report everything from attendance over the past 10 years to attendance reports, site coordinators, payments, contracts, etc.
Since the site cordinators are remote and I am never sure what software/email they are using I simply create an excel file with all of the students names. The site coordinators update the attendance and email the excel file back to me. I have an update query designed to update attendance in the database based on this excel file.
I was looking for a way to automate this through Outlook since I can't convince our IT department to help me out using Sharepoint. But when I create the form it is a blank form-I want to have the students names populated in a table with a blank attendance column so that all the site coordinator has to do is update the attendance and email this back to me.
This may not be the way to go but any suggestions would be greatly appreciated.
I have a database designed to track/report everything from attendance over the past 10 years to attendance reports, site coordinators, payments, contracts, etc.
Since the site cordinators are remote and I am never sure what software/email they are using I simply create an excel file with all of the students names. The site coordinators update the attendance and email the excel file back to me. I have an update query designed to update attendance in the database based on this excel file.
I was looking for a way to automate this through Outlook since I can't convince our IT department to help me out using Sharepoint. But when I create the form it is a blank form-I want to have the students names populated in a table with a blank attendance column so that all the site coordinator has to do is update the attendance and email this back to me.
This may not be the way to go but any suggestions would be greatly appreciated.
This is a "lo-fi" version of our main content. To view the full version with more information, formatting and images, please click here.