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Variables and Population Selection Data Base– Job Aid Version 5

Version 5 (November 25, 2009) adds two new Variables Reports: Variables with GROUP BY Rules Variables with ORDER BY Rules

This Job Aid describes the features of the data base, provides examples of how to SEARCH for population selections and variables, and displays examples of the various reports.

It does not cover how to make new entries into the data base.

Variables and Pop Sel Data Base Version 5 – Job Aid}

SunGard Higher Education – Confidential & Proprietary Page 1 of 1039-May-23

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Getting Around in the Job AidClick on any of the QUICK LINKS below to go to that section of the Job Aid

Click on any item in the TABLE OF CONTENTS to go to that section of the Job Aid

Click CTRL-HOME from any spot in the document to come back to this spot

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QUICK LINKS

Master Categories and Categories

The Variable Form The Population Selection Form

To RUN a report

Applications Searching for Variables

Searching for Pop Sels

To PRINT a report

Variable Reports Population Selection Reports

To E-MAIL a report

To EXPORT a report to EXCEL

To EXPORT a report




to WORD

TABLE OF CONTENTS

Click on any topic or page number to go to that section of the Job Aid

Getting Around in the Job Aid...................................................................................................2OVERVIEW...................................................................................................................................4

The Data Forms:........................................................................................................................5Search Forms.............................................................................................................................6Reports.......................................................................................................................................7Getting into the Data base.........................................................................................................7

VARIABLES................................................................................................................................10The Variable Form...................................................................................................................10Searching for Variables............................................................................................................13Using the Variables Search Results Form...............................................................................25To search using another field and criterion..............................................................................30To search for a VARIABLE based on: SELECT LINE or TABLE NAMES:..............................30

POPULATION SELECTIONS.....................................................................................................34The Population Selection Form................................................................................................34Searching for Population Selections........................................................................................36The Population Selection Search Form...................................................................................37Using the Pop Sel Search Results Form.................................................................................44To search using another field and criterion..............................................................................50To search for a POP SEL based on: SELECT LINE or TABLE NAMES:................................50

REPORTS: VARIABLES............................................................................................................58List of Variables by Application and Category.........................................................................58Variables by Master Category and Category, with Rules........................................................58Concurrent Curriculum Variables.............................................................................................58Variables Used In Word Logic.................................................................................................58Variables with SQL Functions-Search by Function..................................................................59Manual Variables.....................................................................................................................59First Variables..........................................................................................................................59Non First Type Name and Address Variables..........................................................................59Variables That Are Sub queries...............................................................................................60Variables That Contain Sub queries........................................................................................60Variables by Sub Query...........................................................................................................60




Multi-sequence Variables.........................................................................................................60Variables with GROUP BY Rules............................................................................................61Variables with ORDER BY Rules.............................................................................................61What the Variable Reports Look Like......................................................................................61

Sample Report: List of Variables by Application and Category............................................62Sample Report: Variables by Master Category, Category, with Rules.................................63Sample Report: Concurrent Curriculum Variables...............................................................64Sample Report: Variables Used In Word Logic....................................................................65Sample Report: Variables with SQL Functions-Search by Function....................................66Sample Report: Manual Variables........................................................................................67Sample Report: First Variables............................................................................................68Sample Report: Non First Type Variables............................................................................69Sample Report: Variables That Are Sub Queries.................................................................70Sample Report: Variables That Contain Sub Queries..........................................................71Sample Report: Variables by Sub Query.............................................................................73Sample Report: Multi-Sequence Variables.........................................................................74Sample Report: Variables with GROUP BY Rules...............................................................76Sample Report: Variables with Order By Rules..................................................................77

REPORTS: POPULATION SELECTIONS.................................................................................78All Pop Sels – Select Application.............................................................................................78Concurrent Curriculum Pop Sels.............................................................................................78Manual Pop Sels......................................................................................................................78Pop Sels with Sub Queries......................................................................................................78Pop Sels by Sub Query............................................................................................................79What the Pop Sel Reports Look Like.......................................................................................80

Sample Report: All Pop Sels – Select Application...............................................................80Sample Report: Concurrent Curriculum Pop Sels................................................................81Sample Report: Manual Pop Sels........................................................................................82Sample Report: Pop Sels with Sub Queries.........................................................................83Sample Report: Pop Sel by Sub Query:...............................................................................84

USING THE REPORTS...............................................................................................................85To RUN a Report.....................................................................................................................85To PRINT the report.................................................................................................................90To E-MAIL the report...............................................................................................................91To EXPORT it to EXCEL.........................................................................................................97To EXPORT it to WORD........................................................................................................100

OVERVIEW




This hyperlink symbol means there is a hyperlink that will link you to a relevant spot in this document. Hyperlinks are formatted in color and are underlined. Just CLICK on them and you will jump to the targeted spot.Wherever you see this hyperlink symbol next to a section heading click on the heading and return to the top of the document

The data base contains the code and other information for a library of variables and population selections. These are primarily STUDENT oriented, but there are also some from HR, Advancement and Financial Aid as well. They are organized in a slightly different way than they are in Banner. They are organized by MASTER CATEGORY and CATEGORY.

The data base is menu (or, switchboard in Access terms) driven, with cascading menus for: Data Entry forms Search forms Reports

Access to any item is a click away!

You will be able to: Find variables and pop sels by their content See examples of many different kinds of pop sels and variables Enter the code for variables and pop sels into forms that mimic the GLRVRBL and GLRSLCT

forms in Banner Add additional information about the variables and pop sels not captured by GLRVRBL and

GLRSLCT but very useful for anyone using pop sels and variables. Search the data base for variables and pop sels based on this additional information Copy and paste the code for the variables and pop sels from the data base to Banner forms

GLRVRBL and GLRSLCT Generate reports to print, save, export to WORD or EXCEL, and/or email.

o To see samples of each of the reports:

The Data Forms:The variable and population selection data entry and search forms mimic those in Banner (GLRVRBL and GLRSLCT) and will look familiar. They also include many other features:

A MASTER CATEGORY, such as ‘Academic History’ or ‘Curriculum’




A CATEGORY within each MASTER CATEGORY, such as ‘GPA’, or ‘GRADES’ within the Master Category of ‘Academic History’ or ‘’Majors’ or ‘Programs’ in the Master Category of ‘Curriculum’. For a list of Categories:

Extended description of what the variable does or what population is selected An example of what output the variable produces In addition, the forms show:

o If the variable or pop sel uses the Concurrent Curriculum tables/viewso The Concurrent Curriculum stage (RECRUIT, APPLICANT, LEARNER,

OUTCOME)o If variables are used for the logic in WORD ‘smart letters’o SQL functions used (if any)o Sub queries used, with the sub query code accessible directly from the variable

or pop sel

In addition you will be able to: Copy and paste the code from this data base to a client’s GLRSLCT and GLRVRBL

forms Generate reports to print, save, export to WORD and EXCEL, and/or email

Search Forms The Search forms resemble the data Entry forms. You will be able to:

Search Pop Sels using these criteria:o Applicationo Selection IDo Creator IDo Master category and category, for instance all pop sels in the category ‘Advisor’o Uses Concurrent Curriculum tables or views - Yes Or Noo Concurrent Curriculum Type – Recruit, Applicant, Learner, Outcomeo Type- Manual, etc.o SELECT lineo Tableso Whether it contains a sub query

Search for Variables based on: o Applicationo Variable Nameo Master category and category, for instance all variables in the category

‘Advisor’o Uses Concurrent Curriculum tables or views - Yes Or No




o Concurrent Curriculum Type – Recruit, Applicant, Learner, Outcomeo Type- Manual, etc.o Used In Word Logic For Smart Letterso SQL Functions usedo SELECT lineo Tableso GROUP BYo ORDER BYo Whether it contains a sub query

ReportsAll of the reports are dynamic and have built in prompts, for example: Application, name of variable or pop sel, and any table in the SELECT statement. Some also have a prompt for master category or category, so you can report just those that are in the category ‘Advisor’, or ‘GPA’, or ‘Faculty’, for example. They are also built on queries that are dedicated to certain topics. You can print the reports, save and/or email them. Examples of the reports are included later in this document.

VARIABLE REPORTS:o REPORT: LIST OF VARIABLES BY CATEGORY – NO RULESo REPORT: VARIABLES BY CATEGORY WITH RULESo REPORT: VARIABLES BY ANYTHING IN THE SELECT LINEo REPORT: CONCURRENT CURRICULUM VARIABLESo REPORT: VARIABLES USED IN WORD LOGICo REPORT: VARIABLES WITH SQL FUNCTIONS-SEARCH BY FUNCTIONo REPORT: MANUAL VARIABLESo REPORT: FIRST TYPE VARIABLESo REPORT: NON FIRST TYPE NAME AND ADDRESS VARIABLESo REPORT: VARIABLES THAT ARE SUBQUERIESo REPORT: VARIABLES THAT CONTAIN SUBQUERIESo REPORT: VARIABLES BY SUB QUERYo REPORT: MULTI-SEQUENCE VARIABLES

POP SEL REPORTSo REPORT: ALL POP SELS - SELECT APPLICATIONo REPORT: CONCURRENT CURRICULUM POP SELSo REPORT: MANUAL POP SELSo REPORT: POP SELS WITH SUB QUERIESo REPORT: POP SELS BY SUB QUERY




Getting into the Data base Open Access The Main Switchboard will appear

Click the button of your choice

The choices are:o DATA ENTRY AND SEARCH: POP SELS AND VARIABLE

Go to the switchboard where you can choose forms for entering new variables or pop sels or for searching for existing variables and pop sels

o VARIABLE REPORTS Go to the form where you can choose among many variable reports

o POP SEL REPORTS Go to the form to choose among many pop sel reports

o LIST OF CATEGORIES OF VARIABLES AND POP SELS See a lists of the MASTER CATEGORIES and the CATEGORIES attached to

themo LIST OF APPLICATIONS




See a list of the Banner Applications (ADMISSIONS, STUDENT, GENERAL, etc.) used in the data base

o SQL FUNCTIONS AND EXAMPLES See a list of SQL functions with examples of how to use them,

o WORD SWITCHES See a list of the WORD switches you can use to change the way merge field data

lookso CLOSE MAIN SWITCHBOARD AND RETURN TO ACCESS

Exit the Switchboard, but remain in the data baseo QUIT ACCESS

Exit the Switchboard and exit the data base and Access




VARIABLES

The Variable Form Part of the form mimics GLRVRBL in Banner The form includes other information



MASTER CATEGORIES AND CATEGORIES make it easier to find the kind of variable you need

Indicates if the variables uses CONCURRENT CURRICULUM tables or views

Indicates if the variable is useful for the logic in WORD ’Smart Letters’

Shows any SQL functions used

Shows a sub query, if the variable contains one. If one does you can scroll down the form to see the sub query code

Status line tells you something about the field


But Wait! There’s more.



Scroll down to see the code in any sub query in the variable

A detailed description of what the variable doesSample output

Produce a report with this information that you can print, email or save SAVE.

Copy and paste each piece of info in this ‘block’ into the Banner form GLRVRBL

Highlighted areas to pay attention to

Easily navigate the data base

Indicates the type of variable

Easily navigate to other sequences in the variable


And, still more!



If the variable contains a sub query you can scroll down to see the code of the sub query


Searching for Variables

You can search for variables that meet one or all of number of criteria:Choose: VARIABLE SEARCH FORM to search by 1, several, or all of the following:

Master category Category Concurrent Curriculum SQL functions Sub query

Choose: VARIABLE SEARCH BY SELECT LINE AND TABLE NAME to search by any 1 of the following at a time

All or part of anything in the SELECT line All or part of a TABLE name Order By Group By

Choose DATA ENTRY AND SEARCH: POP SELS AND VARIABLE This menu will appear Choose VARIABLE SEARCH FORM




The VARIABLE SEARCH FORM will appear






Click on drop down and Choose a MASTER CATEGORY or leave blank for ALL

Click on drop down and choose a CATEGORY within the MASTER CATEGORY or leave blank for ALL

Enter Y or N to select Concurrent Curriculum variables or not or leave blank for ALL

Enter any part of an SQL function name or leave blank for ALL

Enter SUB Q to select variables that are or contain sub queries or leave blank for ALL




Click drop down and list appears




Click on one item and the form populates. You can always delete it. You can also leave it blank for ALL




Click drop down and ONLY those categories in the selected MASTER CATEGORY appears. Click on one item and the form populates. You can always delete it. You can also leave it blank for ALL




EXECUTE the query


The Variable Form, will appear showing the first variable that matches your criteria

From this form you can:

Navigate through all the variables that match your search criteria Search within the results based on ANY ONE (and only one at a time) pale blue fields in

the key block View a report containing these variables (and where you can also print, email, save, export it

to WORD or EXCEL) Print the report Email the report Save the report Return to the VARIABLES SEARCH FORM to do another search Go to the form where you can search variables by the SELECT LINE Go to the POP SEL SEARCH FORM to search in the pop sels Go to the form where you can ADD OR MODIFY a variable Return to the MAIN SWITCHBOARD



This tells you how many variables match your criteria. You can scroll to the next, previous, first and last variables in the selection

Return to the SEARCH FORM to do another search

Search within the results on any ONE of these fields at a time

Go to a form where you can search by the SELECT LINE





To search on any of the light blue fields: APPLICATION:

ADMISSIONSFINAIDGENERALHOUSINGHRAPPLHREMPLRECRUITINGSTUDENTSTUDENT_AR

VARIABLE (NAME)

MASTER CATEGORIES AND CATEGOR IES

Master Category Category

Academic History Academic StandingAcademic History CAPPAcademic History GPAAcademic History GradesAcademic History GraduationAcademic History Non Course RequirementsAcademic History Satisfactory ProgressAcademic History TransferApplicants ApplicantsApplicants AppointmentsApplicants AthleteApplicants AttributesApplicants Checklist



Instructions for searching on the SELECT, GROUP BY and ORDER BY statements appear later in this document.



Applicants CohortApplicants CommentsApplicants ConditionsApplicants ContactsApplicants CounselorApplicants DeadlinesApplicants DecisionsApplicants MajorsApplicants ResidencyApplicants Supplemental dataApplicants TermApplicants TestsAR BalancesAR FeesAR Third PartyContracts Third PartyCurriculum AdvisorCurriculum CampusCurriculum CollegesCurriculum DegreeCurriculum DepartmentsCurriculum LevelCurriculum MajorsCurriculum ProgramsCurriculum StudentEmployee COBRAEmployee Deductions and BenefitsEmployee EmployeeEmployee ExemptionsEmployee Job infoEmployee Salary





Events EventsFaculty FacultyFinancial Aid Awards and LoansFinancial Aid DecisionsFinancial Aid Financial AidFinancial Aid FundsFinancial Aid Tracking RequirementsHolds HoldsHousing HousingHousing RoommatesLetters EnclosuresLetters LettersMiscellaneous DateMiscellaneous MiscellaneousMiscellaneous PopoutMiscellaneous TimePersonal Information AddressPersonal Information Email AddressPersonal Information ImmunizationsPersonal Information NamePersonal Information ParentsPersonal Information Personal InfoPrior Schools High SchoolsPrior Schools Prior CollegeRecruiting AdvisorRecruiting InterestsRecruiting MajorsRecruiting RecruitsRegistration and Enrollment ClassesRegistration and Enrollment EnrollmentRegistration and Enrollment Registration





Registration and Enrollment StudentRegistration and Enrollment TermSports Athlete

o CONCURRENT CURRICULUM? Y or No RECRUIT/APPLICANT/LEARNER/OUTCOMEo USE IN WORD SMART LETTERS? Y or No SQL FUNCTIONSo TYPE

The Population Selection Search Form works the same way! There will be a description of how to use that form below

Using the Variables Search Results Form.

Place your cursor in the field you want to search on (in this example I am using CONCURRENT CURRICULUM mode)






Put your cursor in the RECRUIT/APPLICANT / LEARNER / OUTCOME field


Click on Find Record

The Find and Replace Form will appear





Note that the field I am searching in) appears in the ‘Look In’ box Place your cursor in the ‘Match’ box and use the Down Arrow to choose ‘Any Part of

Field’. (The form defaults to Whole Field but it’s easier to search on ‘any part of field’.)

Put your cursor in the ‘Find What’ box and enter all or part of the criterion you want to find. (In this example I am using LEARNER.)



The criterion

The FIELD you want to search in

Choose ‘Any Part of Field’

The Find and replace Form


Click on Find Next

The first variable in the data base that matches the criterion will appear:



Choose Any Part of Field


If that is the variable you’re interested in, Click Cancel in the Find and Replace Box If you want to see other variables in that Category, Click Find Next When there are no more variables that match the Search criteria you will see this message:



Click ‘Find Next’ to see other variables in this category

Click ‘Cancel’ to end your search

The first variable that matches the criterion appears


If you want to Stop searching, click Cancel If you want to search for variables with another value in the field, place your cursor in Find

What and enter all or part of another criterion.

To search using another field and criterion Place your cursor in the field in the KEY BLOCK Go back to the top of the form to the blue area and click on Find Record The Find and Search box is updated with the new field to search in OR it opens again with

the new field to search in Enter the criterion. Follow the procedures above.

To search for a VARIABLE based on: SELECT LINE or TABLE NAMES: SELECT line



Click ‘Cancel’ to end search

It’s done and the search item was not found


Table names GROUP BY ORDER BY

You can go directly from the Extended Search Form—BUT the search will NOT be within just the variables you found, but within the whole data base

OR

You can :

o Go to MAIN MENUo Choose DATA ENTRY AND SEARCHo Choose VARIABLE SEARCH BY SELECT LINE

In either case you will see:




Follow the same procedure for searching described above

The first variable that meets the criterion appears

You could select ANY characters that appear on the SELECT line:o Formatting codes (such as ‘Month’, or ‘$’)o SQL commands, such as TO_CHAR, NVL, DECODE, etco Concatenation pipes: ||

To return to the Variables Criteria Search Form:



1) Place your cursor in any of these light blue fields

2) Click ‘Find Record’

1) Field to search

2) Criterion - in this case, variables where SSRMEET is a table in the SELECT line

3) Choose ‘Any Part of Field’

Criterion - in this case, variables where SSRMEET is a table in the SELECT line


The Variables Criteria Search Form will open ready for further searches.



Click on Variables Criteria Search Form


POPULATION SELECTIONS

The Population Selection Form

The Population Selection Form resembles the Variable Form

But, wait! There’s more.



MASTER CATEGORIES AND CATEGORIES make it easier to find the kind of POP SEL you need

Indicates if the pop sel uses CONCURRENT CURRICULUM tables or views

Shows a sub query, if the pop sel contains one. If one does exist you can scroll down the form to see the sub query code

Highlighted areas to pay attention to

Type of pop sel


And, yet more!



A detailed description of what the pop sel selects

Produce a report with this information that you can print, save or email.

Copy and paste each piece of info in this ‘block’ into the Banner form GLRSLCT to recreate the pop sel in Banner


Searching for Population Selections

You can search for pop sels that meet one or all of number of criteria:Choose: POPULATION SELECTION SEARCH FORM to search by 1, several, or all of

the following: Master category Category Concurrent Curriculum Sub query

Choose: POPULATION SELECTION SEARCH BY TABLE USED to search by any

ONE of the following at a time: All or part of anything in the SELECT line All or part of a TABLE name Order By Group By



If the pop sel contains a sub query, you can scroll down to see the code of the sub query

The sub query


The Population Selection Search Form

This process is analogous to searching for variables, though it uses a different form.






Click on drop down and Choose a MASTER CATEGORY or leave blank for ALL

Click on drop down and choose a CATEGORY within the MASTER CATEGORY or leave blank for ALL

Enter Y or N to select Concurrent Curriculum variables or not or leave blank for ALL

Enter SUB Q to select variables that are or contain sub queries or leave blank for ALL













Add additional criteria, or leave them blank for ALL




EXECUTE the query


Using the Pop Sel Search Results Form

Place your cursor in the field you want to search on (in this example I am using CONCURRENT CURRICULUM mode)



Scroll down to see the code in any sub query in the pop sel




Put your cursor in the RECRUIT / APPLICANT / LEARNER / OUTCOME field



The Find and Replace Form will appear



1) Place your cursor in any blue field

2) Click here


Note that the field I am searching in) appears in the ‘Look In’ box Place your cursor in the ‘Match’ box and use the Down Arrow to choose ‘Any Part of

Field’. (The form defaults to Whole Field but it’s easier to search on ‘any part of field’.)

Put your cursor in the ‘Find What’ box and enter all or part of the criterion you want to find. (In this example I am using LEARNER.)



The criterion

The FIELD you want to search in

Choose ‘Any Part of Field’

The Find and replace Form


Click on Find Next

The first POP SEL in the data base that matches the criterion will appear:



Choose Any Part of Field


If that is the POP SEL you’re interested in, Click Cancel in the Find and Replace Box If you want to see other POP SELS in that Category, Click Find Next When there are no more POP SEL that match the Search criteria you will see this message:



Click ‘Find Next’ to see other variables in this category

Click ‘Cancel’ to end your search

The first variable that matches the criterion appears


If you want to Stop searching, click Cancel If you want to search for variables with another value in the field, place your cursor in Find

What and enter all or part of another criterion.

To search using another field and criterion Place your cursor in the field in the KEY BLOCK Go back to the top of the form to the blue area and click on Find Record The Find and Search box is updated with the new field to search in OR it opens again with

the new field to search in Enter the criterion. Follow the procedures above.

To search for a POP SEL based on: SELECT LINE or TABLE NAMES: SELECT line



Click ‘Cancel’ to end search

It’s done and the search item was not found


Table names GROUP BY ORDER BY

You can go directly from the Pop Sel Search Form—BUT the search will NOT be within just the variables you found, but within the whole data base:

OR

You can :

o Go to MAIN MENUo Choose DATA ENTRY AND SEARCHo Choose VARIABLE SEARCH BY SELECT LINE

To go directly from the Pop Sel Search Form:

In either case you will see:



Search based on SELECT, TABLES, GROUP BY ORDER BY





Follow the same procedure for searching described above

You can search based:o ALL or part of a TABLE name in either the SELECT line or the FROM lineo APPLICATIONo CREATOR IDo SELECTION IDo ORDER BYo GROUP BY



1) Place your cursor in any of these light blue fields

2) Click here


The first POP SEL that meets the criterion appears



1) Field to search

2) Criterion - in this case, variables where SSRMEET is a table in the SELECT line

3) Choose ‘Any Part of Field’


To return to the Variables Criteria Search Form:




The Variables Criteria Search Form will open ready for further searches.



Click on Pop Sel Criteria Search Form





REPORTS: VARIABLES

Click on any report name to see a sample report.

List of Variables by Application and Category A simple list of all the variables in the data base organized by APPLICATION and CATEGORY Limit by APPLICATION, or VARIABLE NAME or CATEGORY, or anything in the SELECT

line or display ALL variables

Variables by Master Category and Category, with Rules Use this to see variables by category and the variable rules Displays list of all the variables and their rules in the data base organized by CATEGORY Limit by APPLICATION, or VARIABLE NAME or CATEGORY, or anything in the SELECT

line or display ALL variables

Concurrent Curriculum Variables Use this to see the code of the variables that use the Concurrent Curriculum tables or views The report displays the rules of the variable and much other information

o Extended commento Sample of outputo Concurrent Curriculum stage o Whether it is used in WORD logic

Limit by APPLICATION, or VARIABLE NAME or CATEGORY, or anything in the SELECT line or display ALL Concurrent Curriculum variables

Variables Used In Word Logic Use this to see the code just of the variables that I have used in WORD logic for ‘smart letters’ The report displays the rules of the variable and much other information

o Extended commento Sample of outputo Concurrent Curriculum stage




Limit by APPLICATION, or VARIABLE NAME or CATEGORY, or anything in the SELECT line or display ALL variables used in WORD logic

Variables with SQL Functions-Search by Function Use this to see the code of all variables in the data base that use SQL functions The report displays the rules of the variable and much other information

o Extended commento Sample of outputo Concurrent Curriculum stage

Limit by an SQL function or display ALL variables that contain SQL functions

Manual Variables Use this to see the code just of the variables that are MANUAL type variables The report displays the rules of the variable and much other information

o Extended commento Sample of outputo Concurrent Curriculum stageo Whether it is used in WORD logic

First Variables Use this to see the code just of the variables that are FIRST type variables The report displays the rules of the variable and much other information


Non First Type Name and Address Variables Use this to see the code just of the variables that are NON FIRST type name and address

variables; that is, they do not use the SPVADDS viewo Extended commento Sample of outputo Concurrent Curriculum stageo Whether it is used in WORD logic




Variables That Are Sub queries Use this to see the code just of the variables that are sub queries The report displays the rules of the variable and much other information


Limit by APPLICATION, or VARIABLE NAME or CATEGORY, or anything in the SELECT line or display ALL manual variables used in WORD logic

Variables That Contain Sub queries Use this to see the code just of the variables that contain sub queries The report displays the rules of the variable and much other information


Limit by APPLICATION, or display ALL manual variables containing sub queries

Variables by Sub Query Use this to see the code of the variables that use sub queries, displayed by the sub query used The report displays the rules of the variable and much other information


Limit by SELECT line, or display ALL variables containing sub queries displayed by sub query

Multi-sequence Variables Use this to see the code of the variables that have more than one sequence The report displays the rules of each sequence of the variable and much other information


Limit by SELECT line, or display ALL multi-sequence variables




Variables with GROUP BY Rules Use this to see the code of the variables that use the GROUP BY rules The report displays the rules of each sequence of the variable and much other information


Variables with ORDER BY Rules Use this to see the code of the variables that use the ORDER BY rules The report displays the rules of each sequence of the variable and much other information


What the Variable Reports Look Like




Sample Report: List of Variables by Application and Category




Sample Report: Variables by Master Category, Category, with Rules




Sample Report: Concurrent Curriculum Variables




Sample Report: Variables Used In Word Logic




Sample Report: Variables with SQL Functions-Search by Function




Sample Report: Manual Variables




Sample Report: First Variables




Sample Report: Non First Type Variables




Sample Report: Variables That Are Sub Queries




Sample Report: Variables That Contain Sub Queries



The code is on the next page





Sample Report: Variables by Sub Query




Sample Report: Multi-Sequence Variables



The other sequences are on the next page





Sample Report: Variables with Group By Rules




Sample Report: Variables with Order By Rules




REPORTS: POPULATION SELECTIONS

All Pop Sels – Select Application All the Population Selections in the data base organized by APPLICATION and CATEGORY

and showing the rules The report displays the rules of the Pop Sel and much other information

o Extended commento Concurrent Curriculum stage

Limit by APPLICATION, or POP SEL NAME or CATEGORY, or anything in the SELECT line or display ALL variables

Concurrent Curriculum Pop Sels Use this to see the code of the Pop Sels that use the Concurrent Curriculum tables or views The report displays the rules of the Pop Sel and much other information

o Extended commento Sample of outputo Concurrent Curriculum stage o Whether it is used in WORD logic

Limit by APPLICATION, or VARIABLE NAME or CATEGORY, or anything in the SELECT line or display ALL Concurrent Curriculum variables

Manual Pop Sels Use this to see the code just of the Pop Sels that are MANUAL type variables The report displays the rules of the Pop Sel and much other information

o Extended commento Concurrent Curriculum stageo Whether it is used in WORD logic

Limit by APPLICATION, or POP SEL NAME or CATEGORY, or anything in the SELECT line or display ALL manual Pop Sels

Pop Sels with Sub Queries Use this to see the code just of the Pop Sels that contain sub queries The report displays the rules of the Pop Sel and much other information





Limit by APPLICATION, or display ALL variables containing sub queries

Pop Sels by Sub Query Use this to see the code of the pop sels that use sub queries, displayed by the sub query used The report displays the rules of the pop sel and much other information


Limit by SELECT line, or display ALL variables containing sub queries displayed by sub query




What the Pop Sel Reports Look Like

Sample Report: All Pop Sels – Select Application




Sample Report: Concurrent Curriculum Pop Sels




Sample Report: Manual Pop Sels




Sample Report: Pop Sels with Sub Queries




Sample Report: Pop Sel by Sub Query:




USING THE REPORTS

To RUN a ReportOpen the data base

Choose the report



Click Reports Button

Follow the same steps for running (or printing, or e-mailing) all reports. This example uses a variables report.


This is an example of how to run a report and print and/or email it.

REPORT: LIST OF VARIABLES BY CATEGORY

This report displays just a list of the names of the variables in the data base. You can run this for ALL the variables in the data base, or just those in a MASTER CATEGORY

To run for all the variables, don’t provide any answers to any of the prompts.

Click on button next to the name of the report you want to run



List of variables by application and category, but without rules

All variables by Master Category and Category

Concurrent Curriculum only

Variables used in WORD logic only

Search variables by SQL function

Manual type variables

Variables that are sub queries

Variables that contain sub queries

Multi sequence variables

First type variables

By anything in the SELECT line

Variables by sub queries


A prompt to all or part of the MASTER CATEGORY name will appear



Click


If other prompts appear, respond to them with ALL or PART of the information requested.Leave it blank to select ALL variables.

The report appears. This contains a list of all variables in the database because I left all the prompts blank.Note that it indicates if the variable uses the Concurrent Curriculum tables/views.



Enter all or part of a MASTER CATEGORY or LEAVE BLANK for all MASTER CATEGORIES


Print it Email it Export to Excel

o Where you can cut and paste the code for the variables from EXCEL right into your client’s data base

Export to WORDo Where you can save a copy of the report locally to print later




To PRINT the report

Go to: File Print

The Report will print



1) Click on File

2) Click on Print


To E-MAIL the report Go to:

File Send To

The Send Format box will appear



1) Click on File

2) Click on Send To

3) Click on Mail Recipient


The email screen appears. Enter the recipients Send the email



Choose Snapshot Format


When the recipient gets the email:

Open it See the attachment Open or Save the attachment

o It might take a bit longer that usual to open it Print it

What the recipient sees when the file is opened



The attachment name is the name of the Access QUERY that underlies and produces the report, not the name of the report. Go figure!


What the recipient sees when the file is opened

When you’re done with the report, you can exit it:



Print it or…………

Notice is says Snapshot Viewer


You’ll return to the last menu you were using:



Click on Close to return to data base





To EXPORT it to EXCEL



Tools-Office Links-Analyze it with Excel


The report will open in Excel in Excel format with columns and rows and will have the name XXXXXX.xls, with xxxx being the name of the report in Access. The column names will be those of the date elements that created the display in Access, NOT the names actually displayed in Access. I suggest highlighting the rows for the variable you want to copy.

Scroll over to see the variable rules.




Now you can cut and paste these into another data base, one cell at a time. No, it’s not elegant, but it is better than having to key in each line!

The Excel file is automatically saved to your My Documents location.



Copy the rules, Spot, copy the rules!


To EXPORT it to WORD



Tools-Office Links-Publish it with WORD


The Report opens in WORD with the text and layout as in the report, but with some of the formatting (such as lines and boxes) removed.

The WORD file is automatically saved to your My Documents location with an .rtf (Rich Text Format) extension.




And, now, you deserve a hammock, a beach, the tropics and a great drink!

