User Interface 2.1

1. User Interface 2.1 Brought to you by: IT Department Document Version: 3.0 Modified Date: 5/17/07

2. Training Purpose • To show you how to use the new interface. • Note: Your processes will not change. The interface is the only thing that changes. You will follow the same procedures to get your work done.

3. What is User Interface 2.1? • User Interface 2.1 is an enhanced GUI (Graphical User Interface) • It provides an easy to use interface to the Colleague System • User Interface 2.1 will become the only interface to the Colleague/Datatel version R18. Version R18 is scheduled to go live in August 2007

4. What is User Interface 2.1? • The Desktop version of UI enables power users to easily navigate Colleague with minimal mouse movement during heavy data entry workflows. • More intuitive usability with Microsoft Windows “XP” navigation icons. • Fast data entry with user-defined tab sequencing. • Easy setup of user-defined field access. • Personalized color indicators for required data entry fields.

5. What you’ll see • When User Interface 2.1 is installed, an icon is created on your desktop. A Datatel group is also created under Programs in the Start Menu. • Datatel (old) • Datatel (new)

6. What you’ll see TERMINAL UI 2.1

7. TERMINAL Print Screen Button • The terminal print screen button does not exist in the new UI 2.1 interface. • In UI 2.1 you will use PrintKey to capture and print a screen. To use PrintKey simply hold down the “Alt” key and press “Print Screen” on your keyboard. You can then press “Enter” or click on “Print” to print.

8. Logging In • Once you launch the Datatel program ( ) you’ll be presented with a Dialog Box similar to this:

9. Logging In • On the login dialog box, enter your login ID, PASSWORD, and select a database. Click OK to continue.

10. Application Workspace System Menu Box Current Application and Account Menu Bar Tool Bar Title Bar System Menu Bar Quick Access Bar Contents of the folder being selected Application Tree Menu Panel

11. Title Bar • The Title Bartells you which Colleague database you are accessing and which application you are currently running. It is highlighted when your workspace is active. Database Name Application

12. Menu Bar • The Menu Bar, enables you to: • Perform routine tasks, such as save your work or cut and paste items • Choose an application with which to work • Choose a form in which to work • Define your preferences • Access online help

13. Toolbar • The toolbar provides easy access to common functions, such as saving your work, canceling changes, deleting records, and accessing online help. Cancel All Hide Tree Menu Record Delete Cancel Process/Field Help Save All Save

14. Quick Access Bar • The quick access bar enables you to access any form directly by entering its mnemonic, or by using the drop-down menu button to select a previously used mnemonic. Press the Enter key or click the Go button to display the selected form.

15. System Menu Bar • The system menu bar enables you to minimize, or close the application workspace. Minimize Maximize Exit

16. System Hierarchy APPLICATIONS (Ex: CF,HR,ST) MODULES (Ex: HR modules contains the PR and PE modules) Note: In some cases, the modules are further broken down into sub-modules. FORMS (aka PROCESSES used for Maintenance/Data Entry, data Processing, Inquiry, and Reports)

17. Selecting an Application • You can choose an application with which to work by selecting Apps on the menu bar.

18. Selecting a Module • After selecting an application, the application tree menu displays all of the available modules with a folder icon. Select a module by clicking on its corresponding folder.

19. Selecting a Form • Most of your work in Colleague is done through forms, also known as screens. Forms can be accessed through the following methods which are discussed later in this presentation: • the application tree menu • the quick access bar • the favorites menu • the “file” dropdown menu

20. Accessing a Form Through the Graphical Tree • The Graphical tree structure menu enables you to navigate through an application’s menus and submenus by pointing and clicking The left tree menu is the main navigational menu. The right menu displays the submenus and forms in the folder selected in the left menu

21. Accessing a Form Through the Quick Access Bar • You can locate and select screens by entering a form mnemonic in the address bar or use the drop-down list to select a previously used form mnemonic. Press ENTER or click the Go button to display the form Select the drop down menu to view recently accessed forms

22. Other Ways to Access Forms • Use the Favorites drop-down menu to select a form that has been previously added to your list of favorites • Click the File menu to display the mnemonics of the last ten forms you accessed, select a form from a list • Choose Run from the File menu. The Envision Run Dialog Box appears. Enter the mnemonic of the form you want and click OK

23. Types of Forms • Forms are represented by four different icons, according to functionality Maintenance. Maintenance forms allow you to to change and enter data that is permanently recorded in the database Processing. Processing forms allow you to start a program that manipulates a record or a group of records behind the scenes Inquiry. Inquiry forms allow you to view information without changing it Reporting. Reporting forms allow you to generate a particular report according to your specifications

24. Details of a Form Form Name Form Mnemonic Header Block Data Area

25. Fields • A field is any place on the form where data is displayed or where you enter data. In most cases a field is accompanied by a label indicating what kind of data belongs in that field • Information to be entered in a field may or may not be restricted. Fields where entries are restricted, are referred to as “validated fields” • Another unique kind of field is a detail field. These fields allow access to other forms from the form you are in • Some fields are grayed out and do not allow data entry. These are static fields and populate automatically.

26. Fields Detail Field Static Fields Fields

27. Groups • A group is a set of related fields that are associated with each other in some way. Each field in a group can have multiple values. These are often referred to as associatedmultivalued fields. • Associated: Refers to fields that are associated with each other in some way. • Multivalued: A field with multiple values. This type of field can be viewed as list.

28. Groups • Below is an example of a “group” of fields. The field “Child ID” is a multivalued field or list. The other fields are associated fields. Associated Fields Multivalued Fields Groups

29. Selecting Data From Lists • Many fields access information from a list. When you select a piece of information by using the drop down button or by using the ellipse “…” you are actually selecting data from another file. • The 2 types of files that are accessed to select information are code files and VALCODE tables. • The data in these tables is entered during the initial setup of the Datatel system. For additional information on code files and VALCODE tables, refer to Appendix A: Code Files and VALCODE Tables.

30. Selecting Data From Lists • The screen below illustrates how Code files and VALCODE tables are accessed through fields. VALCODES are displayed by the down arrow Code File Allows “…” LookUp

31. Detail Forms • Some forms only give you limited or summary information about a certain item, but provide you with the capability of moving to another form. This form, which is known as a detail form, provides more complete information on that item • You detail to another form by pressing F2 from the current form or clicking on the Detail button

32. Where to Access Detail Forms? • The usual workflow is to access a detail form from another form • There are exceptions, some detail forms can be accessed from a menu • Detail forms that can be accessed only via another form are referred to as detail-only forms

33. Additional Features of User Interface 2.1 Detail Button Window Operation Button Date/Calendar Button Calculator Button Drop Down Table Button Scroll Buttons

34. Additional Features of User Interface 2.1 A Detail button appears to the right of each Detail field and allows you to access the associated detail form A Window Operation button enables you to insert or delete a row of data. When you click the Window Operation button the select Window Operation dialog box is displayed as shown below: Small Scroll Buttons. Appear to the right of fields that display one value at a time Large Scroll Buttons. Appear to the right of fields that display two or more values at a time

35. Additional Features of User Interface 2.1 A Date/Calendar button appears to the right of each date field. Click on the Date/Calendar button to display the calendar browser, as shown on the right: A Calculator button appears to the right of each numeric field. Click the calculator button to display a calculator, as shown on the right:

36. Additional Features of User Interface 2.1 • User Interface 2.1 supports multiple user settings on one PC. If a PC is shared by more than one user, U.I. 2.1 maintains individual color settings, font sizes, and favorites menus for each user ID. A Drop-Down Table button. Appears to the right of each field that has a predetermined set of valid entries. Click the Drop-Down Table button to display a validation code table, as shown below:

37. Information LookUp • Basic Lookup: When you access a form that needs to access records, a LookUp prompt is displayed in a dialog box similar to the one shown below. In the example shown below, you can enter in a persons ID or full name to bring up their information. You can also lookup records by using the ellipse (…) or by using the at sign (@) to bring back the last record you queried. Note: When looking up a record in a large file such as the Person file, using the ellipse (…) by itself will not work. You must enter in some information followed by the ellipse in order to lookup a record. Ex: “Fernandez…”. For more information on Basic Lookups, refer to Appendix B: Information LookUp.

38. Information LookUp • Here is as example of a lookup screen that displays when you use the ellipse (…) or a persons last name. You can scroll up or down and select single or multiple records.

39. Working with a Group of Records • When you want to review or work with a set of records on a given form, you can select a group of records directly from a lookup screen Click the box to the left of each desired record to select it. You can also type in the record sequence number such as 66, 67, or 68 on the lookup field. When you have selected all the records that you want, click the save button.

40. Working with a Group of Records The records you selected will now be displayed. Note that in this example 3 records were selected. Record 1 of 3 is displayed. For each record, you can make changes, save, and exit.

41. Working with a Group of Records • Saving a record and displaying another record: Step 1: Click the save button , an Alert box prompts you to update, cancel, or return to editing, as shown below: Step 2: Click the Update button, press Enter, or type U to choose Update. An alert box is displayed as shown below:

42. Working with a Group of Records Step 3: Choose one of the following actions: • Click Previous or type P to move to the previous record in the list • Click Next or type N to move to the next record in the list • Click Jump or type J to select a specific record in the list • Click Discard or type D if you do not want to edit any more records in the list NOTE: Do not click save/update if you are only viewing data. Select “Cancel”.

43. Working with a Group of Records • Canceling your changes and displaying another record: Step 1: Click the cancel button, an Alert box prompts you to cancel, or return to editing, as shown below: Step 2: Click the Cancel button, press Enter, or type C to choose to Cancel Step 3: Choose an action. Click Previous to move to the previous record. Click Next to move to the next record. Click Jump to select a specific record. Click Discard to discard the entire list

44. Browsing Reports • UI 2.1 allows you to view a report immediately after it is generated through the Report Browser screen. Generally when running a report process you will get 2 types of reports: • The report(s) for the process you selected • An error report which displays the errors that occurred during the execution of the process

45. Browsing Reports • Step 1: Select a desired report from the tree menu • Step 2: Fill in the desired report parameters

46. Browsing Reports • Step 3: Update from the first screen and select H Hold/Browse File Output from the Output Device drop-down menu. You may also want to enter a Banner name which allows you to easily lookup your report at some future point.

47. Browsing Reports • Step 4: Update again. The processes may also generate an Error Report. Select H Hold/Browse File Output from the Output Device drop-down menu.

48. Browsing Reports • Step 5: Update again. Indicate if you want the report process to run in background mode.

49. Browsing Reports Step 6: Update again to begin the report generation process. When all records have been processed, select FINISH to browse your report directly from the HOLD file

50. Browsing Reports • The Report Browser window will display your report. Title Bar Tool Bar Report Header Scroll Bars