Maintaining Directory Information

The directory information resides on the “Persons” tab in the FCCUCC Affiliated Names and Addresses Google sheet. 

The Persons tab pictured in Figure 1 captures information for individuals, their life partners, and up to six offspring. The data includes names, addresses, phone numbers, and birthdays. Birthdays are retained to facilitate sending birthday cards/notices. Not pictured are death dates and joined years, which are dates to be memorialized and celebrated, respectively.

This Google sheet maintains links to files in three Google Drive subfolders. A file naming convention based on an individual's name is required. The expected filename for an individual appears in the column with the heading "Filename Basis" on the "Persons" tab:

• Directory images contains individual's images with file extensions ".png" or ".jpg". Copy the individual's image (JPG or PNG) into this folder, and then use the "Filename Basis" text to rename the file, keeping the same extension.

• Person Specific Docs contains Google documents intended to contain free-form biographical information provided by the individual, but can also detail talents, hobbies, interests, and historical data such as church committee membership and leadership history. Create a Google doc using the "Filename Basis" as the filename for each individual.

• Filled in PDFs contains PDFs filled in by individuals as a basis for data that appears in the Google sheet. Copy the individual's filled in PDF form into this folder, and then use the "Filename Basis" text to rename the file, keeping the same extension.

The tables depicted in Figures 2 and 3, depicting the tabs Personal Images and Personal Gdocs respectively, are updated by pulling down the "FCC Script" menu and selecting "Update Google Drive File Lists". Not pictured is the table on the Personal PDFs tab with similar data. Note that in the example appearing in row 7 of the "Name" column in Figure 3, text appears in red, highlighted yellow, and struck through. This indicates that the image found in the folder either does not correspond to an individual or is not named properly. In practice, the underscore (_) character is substituted for the quotes that surround a person's nickname, if specified, to make it a valid PC file name.