Build a system to create google slides from a google Form

so I wanted to make this recording really quickly for you to see how we put together the Johnny caught being good program this allows um you to use your phone on the fly to grab pictures of teachers students administrators and automatically create a nice output PDF certificate to share back to the teacher students parents hope you enjoy let's get started on making the caught being good template first thing I like to do always is start in a folder where I want to store it and I want to create a new folder and I'm going to just call it caught okay and then once I get in that folder I need to create three things uh right away two things I guess the first thing I want to create is a Google slide template I just want a blank presentation okay and this is going to be um immediately um named C template okay and then the next thing I need to do is create a form so a new Google form and I will title my form CAU being good or and great Okay click there to get that title in there and that is where we get started then so I finished filling out the form just to save time um I've got a name uh of the person that you're going to uh give the award to a description of what they've done and in this case I'm building this for an entire District so I've broken it out by the schools and then in order to put the title and make it um show up differently for a different award you put in an adjective a person and a type so you know a great student award or an Innovative administrator certificate and so forth then you come here to the image and you can take one image you can either use your camera roll because you already have images that you've taken or you can take a picture as you're filling out the form now uh one other thing that we do here is we go to the gear box General we're going to collect email addresses so now we know who to send the form to can only be taken inside of the local domain now creating the template we um had built the form and we had started a template now we need to make some changes to it the very first thing I like to do is go to the page setup and change this to a custom uh regular 11 by 82 um 8.5 that is a size of a piece of paper so now it makes this the actual size of a piece of paper I'm going to go ahead and get rid of these things I don't want anything on here um at this point I'm going to um put in a background so what I like to do is go to background and I like to um uh excuse me I like to choose a color and I like these gradients so in this case I would choose this color there it's kind of a a blue gradient I've gone ahead and fleshed out this uh template I added this certificate um background I found that on the internet and then I just did a a um inserted a uh shape um it was a call out shape with this to put the this part in there and then a couple of different um uh boxes rectangular boxes um now uh with this I've of course done the color scheme you could do that however you wanted I have um used the tags these are the AutoCat tags that we use so the adjective person type that's going to be the title of the award certificate whatever you know and then uploaded is uh where the picture goes in and then in this field we put in the name of uh the student and the description so far we have built the form we have also built the template which is right here we got that set up and when we built the form it all also automatically created this folder the file responses so we have a folder here where we're going to have autocrat store everything we create and the images will end up in there but the next important step is to actually fill out the form one time so I filled out part of this award just to save time so I put in the name I wrote out a description a school um I'm going to add an other here we'll show how that comes in later with Forum Ranger student award so we have the helpful student award and then I need to add an image which on a computer just lets me choose from something that I actually have in here so let me just choose a um uh let me choose a image so I finished that I found myself an image so now I've got all my Fields filled out and I want to submit and add that to what will be the spreadsheet on the form so now I want to come back to the actual form and I want to look at the responses I have one response and now I need to create my spreadsheet so I'm going to go ahead and create the spreadsheet and this is um as you can see is filled out I like to um shorten some things up here so I um filled that out now there's a couple things we have to do here in order to make this work this image that got uploaded which looks like this it's an actual image I uploaded from the computer okay so I found some people being helpful um then what I need to do is change this beginning part of this URL so I'm going to um do that really quickly so the important part to do right here once we've created the sheet is to use the add-on crop sheet I need to get rid of all these extra rows and columns and then I actually need to add a column back in so I'm going to insert one to the right and I need to paste this formula in now this formula I copied from somewhere else and it's slightly incorrect because it's pointing to column I so basically I need to have it go to column I what this is saying is essentially to um concatenate this new URL drive to google.com Mark export equals U blah blah blah ID and I'm extracting the ID from this one so when I fix that now I actually have the uploaded um which is the tag that's on here I'm using that uploaded tag there and I have the correct um URL that will actually work now there's one more step where this will fail for you back here where I created my um uh my folder and and then this is where I'm going to uh I'm going to CCH uh store my autocrat files in here but this file here this folder has to be shared anyone with the link can view and if you don't do that um then autocrat won't be able to see the files that get uploaded so that is done that was uh one of the steps that needed to happen so we have now um got everything ready to run autocrat so autocrat is an add-on to the spreadsheet I'm going to go ahead and run it and um I need to update this I haven't done it in this uh user for a while so I'm having to authorize and update um autocrats had a lot of really good updates which is why we're using it to do this project so autocrat takes a moment to run and um gets updated so the very first thing you do in the interface for autocrat is to build a job so I'm going to create a new job and I'm going to just call this job caught can be called anything and then I'm going to save it and it says okay now we need a template well you can use either a Google doc or a Google slide this works better with a Google doc uh or excuse me with a slide template so here's my cot template it's a slide so I go ahead and grab it and it's fetching the tags from the template meaning those merge tags I had so I go next so you can see that I've got adjective person type uploaded name and description that's what's going to go on to that this uploaded is actually an image type and it tells me that it's going to fit within the bounds of the shape or text box so that's what we're doing we're going to go to the next step I need to name this file so I'm going to name it um uh with the merge tag name and then it's uh type I believe uh let's see yes it's a type uh Nam space type then the title is going to be Tim Welch award we want it to Output in this case as a PDF because I want to be able to mail this and it's a single document which is all you can do there and then it's caught uh oh the folder so I actually like to get rid of this folder yes I do that and the folder I would rather have a store in is inside is this um caught being great file responses I want all of them to be put in there next I don't need to add anything here you could use a merge conditional merge so in this case if the school equal Central they could have a different template I'm not going to go through that process but that's what you would do here uh yes I do want to share this I want to share it as a PDF and I want it to be um um yes I want to leave that so this is going to go to email address and the email address is the person that fills out the form okay and reply to um Tech um well we'll reply to twch atr.org okay and then here I can actually type in a message Andor Tak oh the subject is again um the subject of this email is going to be name space type so you get an email that says you know Tim Welch award um here is the award you have created and this will have an attached PDF okay next uh yes I don't want this to run on a form trigger and other words when the form submitted I want it to run and that next little check box is sometimes a good thing to do because what it does is have autocrats say okay I should also run um every hour just to check and make sure that everything is run so I go ahead and save this as I'm finished and then notice um in a moment here when I get this done it will create uh the job and now I'm going to execute the job and in a moment as this jobs executes you're going to see autoc at four more columns which are the columns that autocrat um puts in the data you can see those um and then when this is finished autocrat is going to have a document that it creates and I'll show you what it looks like and it will be emailed to me because I filled out the form from now on autocrat will do this as you fill out the forms okay and so you can see that's done and this is what got created with that it's a PDF that says helpful student award Tim Welch was caught helping a friend on the playground this kind of behavior deserves recognition so as you can see um all you need to do is set this up with your uh on your phone and you can walk around and create these certificates on the fly so as you can see we um have finished and the uh award was mailed to me um and again it's uh mailed to Me From Myself essentially here's the award you have created and I can click on that and there's my PDF so on the Fly I've created that and by the way I'll show you that all of these files we told them to get stored in here so as this as you use this all the awards are stored in this one folder so if the whole District were to use this one um uh template all of the awards would be stored right here to be reprinted or or whatever one would want to do so now in order to get this um form back onto your phone it's a very simple step I like to just send the form to myself I can email it or I can actually create this um URL which I will then have to share with other people so I just clicked on the link button shorten the URL and I copy that okay so now I actually have the URL and I can come back over here and mail this to myself or I could put it in Google Keep um which is another place that I could access it from my phone but I'll just go ahead and mail it to myself and um go ahead and mail it to myself and um here and paste and when I do that I'll go ahead and send and then in a moment I will have that so now I actually have a link to the form okay so my next step will be to show you how to actually get that onto your phone so here I am recording uh what happens on my phone so I'm on my phone there's my form and basically I already have um opened that form so let me go to it actually it already submitted one so let me submit another response and let me just show you really quickly how this works so I can dictate John Tolen was found found in his office doing a very good job this morning period we do encourage this kind of behavior period keep up the good work period you know notice how I can uh talk to the phone and I can actually give it um punctuation and that's over at Island City school and Innovative administrator certificate okay now I would add a picture so if I actually was someplace where I could take a picture of John I don't know that I have a picture of him so I'll take a photo show you how a selfie would work go ahead and take a selfie picture go ahead and use that photo upload uploads the picture and in one moment we finish the upload and we submit and we're ready for an open so now that we've done that to get this on your phone there's a couple of ways I'm in the Chrome browser right now so I could add it as a bookmark and it would be bookmarked if you were in the Safari browser um or on a Android phone I believe there is a way I don't see it here um on Safari you can add it as an app to your desktop so as you can see I have uh submitted three different certificates and um I did it all as us logged in for me so here's my first certificate that I had shown you before here is the um second certificate this one I did on my phone and then I did another one here on my phone also uh that I demonstrated and this is what you end up receiving once you do that on your phone so again let's uh summarize we um had gone and created a folder we have a template a spreadsheet which got created from the form and a form we have a folder that collects all of my PDFs and we have a folder inside of there that collects all the image as as I take them here's my form I can um actually come in and take a look at what I have for a little bit of information on that and then on my spreadsheet um one of the next steps would be to show how you could use form ranger to automatically uh update these multiple choice questions so um the school wouldn't ever change but my adjective person and type I could see wanting to um automatically add the adjectives that people type in here with other or maybe a different type of person custodian uh maybe a different type of uh award reward certificate I don't know what those words would be but um we could uh set up form form ranger to autop populate that I do have tutorials on how form ranger works so um I can point you to those and you would use form ranger to have these three Fields get updated