Portal Votes

This page runs you through running a vote using the Alumni Portal and evaluating the results. A vote is a single multiple choice question asked to all eligible alumni. Results will contain a list of selected answers and how many vote(s) it received.

Links on the page generally link to portal.jacobs-alumni.de. When testing, use dev.portal.jacobs-alumni.de instead.

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Step 1: Create a Google Form

  1. Head to Google Forms.
  2. Ensure that you are logged in using your Alumni Account. If neccessary, switch to it using the Account Selector on the top right.
  3. Create a new Google Form by clicking on Blank.
  4. Change the Title of the Form to the Title of the Vote. Change the Form Description to a short description of what people are voting on.
  5. Change the First Question to the Type Short Answer. In the Question Description enter What is your voting token? Find it on the portal. If a Validation Field appears, remove it. Switch the Required Slider into the On State.
  6. Add a Second Question. This time it should be of the Multiple Choice Type. In the Question Description enter the Question that is being voted on. Add any options that the Voters can choose. Switch the Required Slider into the On State.

Step 2: Generate a pre-filled Google Forms link

  1. On the Google Form you just created, click the ... Icon on the top right and select Get pre-filled link.
  2. In the Page that opens fill out the voting token question with ${token}.
  3. Do not fill out the other question.
  4. Click Get Link and then Copy Link in the resulting Notification.

Step 3: Create a Vote Link

  1. Login to the Portal and then head to Django Admin.
  2. Click on Add Vote Link
  3. Do not check the Active Field
  4. In the Title Field, enter the title of the vote.
  5. In the Description Field, enter a description of the vote.
  6. In the URL, paste the URL you generated above in Step 2. It should end with $%7Btoken%7D.
  7. Replace the end of the URL ($%7Btoken%7D) with ${token}.
  8. Click Save to save the vote.

Step 4: Open the Google Form and Vote

  1. Wait until the time where voter(s) should be able to vote.
  2. On the Django Admin page, edit the Vote Link and make sure to select the Active Checkbox. Click Save to apply the changes.
  3. On the Google Form, click the Responses tab and ensure that Accepting Responses is enabled.
  4. Voter(s) can now see the vote in the voting page under https://portal.jacobs-alumni.de/portal/vote/.

Step 5: Close the Google Form and Disable the Vote Link

  1. Wait until the time where voters should no longer be able to vote.
  2. On the Django Admin page, edit the Vote Link and make sure to deselect the Active Checkbox. Click Save to apply the changes.
  3. On the Google Form, click the Responses tab and ensure that Accepting Responses is disabled.
  4. Voting is now no longer possible.

Step 6: Retrieve the results and tokens from Google Forms and the Portal

  1. On the Django Admin Page, open the Vote Link in question and click on Export Tokens. Save the file under the name tokens.csv.
  2. On the Google Form, click on the Responses Tab and on the Spreadsheet Icon. Link the responses to a new Spreadsheet.
  3. Export the Google Form as Comma-seperated values by clicking on File, then Download, then Comma-seperated values (.csv). Save the file under the name results.csv.

Step 7: Select the downloaded the csv files

Select tokens.csv you created in Step 6:
Select results.csv you created in Step 6:

Step 8: View the Results

Step 9: ???

Step 10: Profit