On the first day of each week, the following new files will be automatically generated in relation to the SLA metrics:
1) A Powerpoint document containing metrics at the week level (from year start to end of the previous week)
These files are created by a SAS program and stored in certain folders on Dropbox. A small amount of manual work is needed at the start of each week to ensure these files are processed correctly. Below are the steps that should be followed.
STEP ONE - NAVIGATE TO THE APPROPRIATE FOLDER IN DROPBOX
The correct path to follow is:
On the first day of each week, we expect to see one newly created file in this folder. This is the Powerpoint document containing the updated metrics for the previous week. The filenames end with the previous week and year of the previous week.
For example, on Monday 5th December 2022 (Week 49), they will have the following filename:
As highlighted in the example image below, this is the file that needs to be processed.
STEP TWO - OPEN THE NEWLY CREATED FILES AND UPDATE THE LINKS
On the first day of each week (or as soon after as possible), we want to open the weekly PPT file and update the links to the Excel spreadsheet which provides the up-to-date tables and graphs. This must be done in the desktop version of Dropbox, not Dropbox Mobile or Dropbox for the Web.
The first time a newly created file is opened, a pop-up message will appear as shown below
For Powerpoint documents - click "Update Links"
Note that updating the links takes some time (up to 10 minutes) - so wait and don't attempt to click anything else.
STEP THREE - BREAK THE LINKS WITH THE EXCEL DOCUMENT
Once the document has opened and the links have been updated, we want to break them.
Start by clicking the "Edit Links to Files" button which should be displayed under the taskbar.
If this button is not immediately visible on the taskbar, you can right-click on the taskbar, click "Customize the Ribbon" and place it there yourself.
In this pop-up, you will see a list of all the external links - this represents every graph and table in the document.
You must break each link individually - approximately 50 in total.
Select the first link and then click "Break Link" consecutively until all the links have disappeared - as shown below.
Then manually close the pop-up, save the document and exit.
STEP FOUR - MOVE FILES TO THE APPROPRIATE FOLDER
The final step is to move the newly created files to the appropriate folder on Dropbox.
This folder will depend on the year but will always be found in the following folder:
In our example, the files need to be placed in the folder with the 2022 suffix as shown below.