Draft 2016-03-08

IIEF (Internet Inspection Entry Form) Manual

address of the form:

http://goo.gl/forms/DT3zPQVqvI

Short description, how it works:

When sailor is filling out the form, the responses are stored:

 In the form itself (each response is separate copy, stored by Google and editable)
 In ready to print pdf file that is stored in the google drive, in the folder “Filled forms”. Every
15 minutes or so automatic script is moving form pdf’s to subfolders named after event
name. Additionally Google spreadsheet file containing form is created, it but it has no use.
Link to the ”Filled forms” folder:
https://drive.google.com/open?id=0BzlKbD-
r56S2flQwWGlFZEVFWGEtMjZna3dZT2ZoQ0NueU5qRkhuM2ZhNWJuYjJUcWNMdk0
 In the spreadsheet “Inspection Entry Form live 04_05_2015 (Responses)” (called later
responses spreadsheet) – it contains also links to the form responses. Here is link to it:
https://drive.google.com/open?id=10uo5PloCtIBwndApVIliAh5iMIscYvt5YuJNWeF79kg
As this spreadsheet contains personal data, there is no public access to it.

Little deeper inside:

 Form is standard Google Forms document: https://drive.google.com/open?

id=1QRisxaNtPDrgfRNkLu83GOL_lciWTphbTy7aNjYRstI
 There is add – on associated with it, called “Form publisher” that is responsible for creating
form pdf and sending it to the sailor. It needs form template document that is here:
https://docs.google.com/spreadsheets/d/1YFYMamu2iT3YMOlhoHOYpWt_9H73gzDhF4ZkPH
ug1YI/edit?usp=sharing
 With the responses spreadsheet there are 3 scripts associated:
o Code. gs – this script is triggered when new response is received. It assign form url to
the spreadsheet.
o sort files_add pdf url.gs – this script runs every 15 min. It moves forms pdf’s to the
folder with event name and adds pdf url to the responses spreadsheet. If you have no
time to wait for that or if script breaks , the form pdf will be in main „Filled forms”
folder.
o clean.gs – this script is to be run manually. It’s purpose is to clean „Filled forms”
folder and move all unused files to archive

Both pdf file and link to the form response are send by e-mail to the sailor from IIEF administrator
mailbox: (jarek.plaszczyca@gmail.com) – soon to be changed to
europeclassmeasurement@gmail.com
What to do:
DO NOT print empty entry forms.

I. Before the event (e. g. together with NOR publishing) :

1. Get access to the folder containing forms and responses spreadsheet from IIEF administrator

2. Make sure that event is in the form (if not contact with IIEF administrator)

3. Provide info for competitors that IIEF is to be used, containing link to live form:

http://goo.gl/forms/DT3zPQVqvI

Inform competitors when the form should be filled and submitted (preferable latest 48hrs before
measurement start) and what will happen if form is not filled out till then (usually competitor will
have to print it by himself/herself and paid service will be available).

4. Make sure that you will have a laptop with working internet connection and printer handy during
measurement entries. It is recommended to have dedicated wifi account with guaranteed enough
transfer rate for race officials to not suffer slow connection when all sailors start looking at their FB.

II. One day before measurement:

1. Go to the form responses folder:

There should be subfolder with the same name as the event, containing all pdf forms for that event.
If you could not find it or it is not complete, contact IIEF administrator.

Download all the files from it and print them (before sending to printer, sort folder containing files by
file name – as a result all printed forms will be in proper order)

III. At measurement:

1. Provide sailors with link to IIEF

http://goo.gl/forms/DT3zPQVqvI

and QR code containing it:

2a . For each sailor find already printed form and proceed with papers
check as usual

2b if sailor has not filled out IIEF ask him/ her to do that using aforementioned link, submit and print
the form he/ she will receive by e- mail. Note: filling the form with smartphone works pretty well.

If sailor is not able to find a printer, when the form is filled it shall be in the folder, where all form
pdfs are stored; depending on conditions you could print it for him/her (sorting by time or search sail
number may help to find the right file).
3. What to do when data in the form is incorrect and found during measurement?

a) correct the paper form manually

b) open already filled electronic form response (you can find link in the last column of responses
spreadsheet), edit it and submit (this could be done after measurement as well) – it will provide
correct data for next time. Do not change data directly in spreadsheet – those will be overwritten at
next entry of the same boat.

IV. After measurement:

Filter out data regarding this event from responses spreadsheet and save as separate file, to
avoid overwriting when sailor is entering next event or changes boat data.

Jarek Plaszczyca

International Europe Class Union

technical vp