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Accessing Your Data
Using Reports, Grids and Queries
Why is it important to know how to access your data?
To get the information you need
How Data is Processed
Enter Data
Software validates and formats the data
Software puts data in correct DB, Tables, Records and Fields
Output
How do we get the output?Use Prewritten Reports
Use Display Grids
Use Prewritten User Queries
Database Queries (MS Query and Excel)
How Data is storedDatabase – File Cabinet for Data – NFBSData, GLData, APData and CTData
.
How Data is stored
Tables – Drawers in the File Cabinet – tblAgency, tblDonor, tblProduct
How Data is storedRecords – Folders in the Drawers – all of the
information for a particular Agency.
How Data is storedFields – Pieces of Information in the Folder –
AgencyRef, AgencyName, ContactName, Email, etc.
Queries & Reports
A way to look at the contents of several drawers
at once.
… or the content of several tables
at once.
Using “Report Form”Report Groups/Menus
Required Selections
Optional Selections
Saving selection sets for reuse
“My Reports”
Exporting Reports
Report FactsThere are over 370 prewritten “standard” reports included in the Primarius system.
Each report is assigned a Group that best fits the menu to attach it to.
Each food bank has its own set of Custom reports (Number varies by food bank).
All reports are written in Crystal Reports 2008. Only CR 2008 will run from Primarius Report Interface.
Report Groups/Menus
Report Menu
Required Selections
Must make these selections in order for report to run.
Optional SelectionsSelections for extra filtering
Table Name – “Friendly” name for table field is
stored in.
Field – “Friendly” name for the field.
Field Selections
Optional Selections
Window at bottom – Displays what has been
selected.
How to set an Optional SelectionSelect the field you want to filter on.
Double-Click
Adding Optional Selections
Set the Operator
Adding Optional Selections
1) Choose the field
value
Text fields include a dropdown.
Adding Optional Selections
Date fields include a calendar.
Adding Optional Selections
True/False (BOOLEAN) fields include a checkbox.
Adding Optional Selections
2) Click the Add button
Changing Optional Selections
Reset will clear ALL Optional
Selections for the report.
Changing Optional Selections for 1 field
Double-Click on option to
change
Changing Optional Selections
Highlight the selection to remove and press Delete on the
keyboard.
Changing Optional Selections
Saving Optional Selections
- Save selections to be reused for one specific report.
- Filters can be from multiple tables.
- Save selections to be reused for any report.
- Filters from one table only.
- Can be used with any report containing the same table.
Saving Optional Selections
1) Give selection set a name.
2) Click Preview to save
This report only
Saving Optional SelectionsAny
report with this
table
1) Give the option set a name
2) Click Save and Close to
save
Reusing saved selections for same report
Saved option will appear for
this report.
Click the Use button to retrieve
the selection.
Reusing saved selections
Selection is
retrieved
Reusing saved selections for same table
Saved option will appear for any report with
same table
Click the Use This button to retrieve
the selection.
Reusing saved selections
Selection is
retrieved
My Reports
My Reports
My Reports
To remove a report from this
menu
Exporting Reports
Exporting Reports
Exporting ReportsRecommend Data-Only Exports for these reports
Exporting to Excel
Removing blank lines in Excel spreadsheetSelect one row. Edit –Go to – Click on “Special”
Using Grid Filters
Using Grid Filters
Example - All Pantries within Burlington or Camden County that are opened on Saturday morning.
Pantry – Group code = “Pantry”
Burlington or Camden County - County = “Burlington” or “Camden”
Open Saturday morning – Open Saturday AM = True
Grid FiltersPantry – Group code = “Pantry”
Grid Filters
Open Saturday morning – Open Saturday AM = True
Grid FiltersBurlington or Camden County - County = “Burlington” or “Camden”
Custom Grid Filters
Copy Grid to ExcelRight-Mouse-Click Menu:
Clearing FiltersBlue columns indicate a filter set on field
Clear Filters will remove ALL filters
Grid returns back to normal
Queries
User Queries – Prewritten queries within Primarius that you can edit from a grid.
Database Queries – Queries designed by you within Excel
User Queries
Donor, Agency, Product, Grant
Receipts, Receipt Details, Order, Order Details
Agency Membership Fee (Agency Menu)
Product MenuInventory AdjustmentsPhysical Inventory
Prewritten templates that you can edit to get the data you need
Accessing User Query
On grid, Right-Click Edit Columns
Initially get all records and all fields
Selecting Fields to Display
Check the check boxes for the fields you want to show.
Edit User Query – Select Fields
Edit existing query
Edit User Query – Set Filters
Only allows FROM and TO
Edit User Query – Set Advanced Filters
User QueryCreate a new Query from an existing query
User Queries
User QueriesAdvanced Selections
Add a New Condition
Select Column Name (Field)
Select an Operator (Is:)
Select Data
If adding more than one condition, select Open, And or Or and Close Options
Press Save
User QueriesQuery will now show under User Query, Query Type menu
Copy grid to ExcelOn the grid, use right-click, Copy Grid Data to Excel to export data
Database QueriesConnecting to Data from Excel
Database QueriesConnecting to Data from
ExcelCreate a new Data Source
Enter your Server Name
Give your data source a name that you can use to reference the data
Database Queries
Click Options and select the correct database to
be used.
Ex. NFBSData = PrimariusGLData = General LedgerCTData = Donor Vantage
Choose the correct database
Database Queries
Database QueriesUsing Query Wizard
Select fields
Set filters on data fields
Database QueriesUsing Query Wizard
Sort the data
Select output option
Database Queries
Database Queries
Without Query Wizard
Database Queries
Select tables to include
Recommended :Use tables beginning
with “Uqry”
Database Queries
Link tables with fields
Database QueriesAdd the fields you want to show
Database QueriesAdd criteria to set filter on the data.
The example above will give you only Authorized shopper Contacts
Database Queries
End of Accessing Your Data