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Accessing Your Data

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. Software validates and formats the data. Enter Data. Output. Software puts data in correct DB, Tables, Records and Fields.

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Accessing Your Data

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  1. Accessing Your Data Using Reports, Grids and Queries

  2. Why is it important to know how to access your data? To get the information you need

  3. How Data is Processed Software validates and formats the data Enter Data Output Software puts data in correct DB, Tables, Records and Fields

  4. How do we get the output? • Use Prewritten Reports • Use Display Grids • Use Prewritten User Queries • Database Queries (MS Query and Excel)

  5. Database– File Cabinet for Data – NFBSData, GLData, APData and CTData How Data is stored .

  6. How Data is stored Tables – Drawers in the File Cabinet – tblAgency, tblDonor, tblProduct

  7. How Data is stored Records – Folders in the Drawers – all of the information for a particular Agency.

  8. How Data is stored Fields– Pieces of Information in the Folder – AgencyRef, AgencyName, ContactName, Email, etc.

  9. Queries & Reports A way to look at the contents of several drawers at once. … or the content of several tables at once.

  10. Using “Report Form” • Report Groups/Menus • Required Selections • Optional Selections • Saving selection sets for reuse • “My Reports” • Exporting Reports

  11. Report Facts • There 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.

  12. Report Groups/Menus

  13. Report Menu

  14. Required Selections Must make these selections in order for report to run.

  15. Optional Selections Selections for extra filtering Table Name – “Friendly” name for table field is stored in. Field Selections Field – “Friendly” name for the field.

  16. Optional Selections Window at bottom – Displays what has been selected.

  17. How to set an Optional Selection Select the field you want to filter on. Double-Click

  18. Adding Optional Selections Set the Operator

  19. Adding Optional Selections 1) Choose the field value Text fields include a dropdown.

  20. Adding Optional Selections Date fields include a calendar.

  21. Adding Optional Selections True/False (BOOLEAN) fields include a checkbox.

  22. Adding Optional Selections 2) Click the Add button

  23. Reset will clear ALL Optional Selections for the report. Changing Optional Selections

  24. Changing Optional Selections for 1 field Double-Click on option to change

  25. Changing Optional Selections Highlight the selection to remove and press Delete on the keyboard.

  26. Changing Optional Selections

  27. 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.

  28. Saving Optional Selections This report only 1) Give selection set a name. 2) Click Preview to save

  29. Saving Optional Selections Any report with this table 2) Click Save and Close to save 1) Give the option set a name

  30. Reusing saved selections for same report Saved option will appear for this report. Click the Use button to retrieve the selection.

  31. Reusing saved selections Selection is retrieved

  32. 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.

  33. Reusing saved selections Selection is retrieved

  34. My Reports

  35. My Reports

  36. My Reports To remove a report from this menu

  37. Exporting Reports

  38. Exporting Reports

  39. Exporting Reports Recommend Data-Only Exports for these reports

  40. Exporting to Excel

  41. Removing blank lines in Excel spreadsheet Select one row. Edit –Go to – Click on “Special”

  42. Using Grid Filters

  43. Using Grid Filters Example - AllPantries within Burlington or Camden County thatare opened on Saturday morning. Pantry – Group code = “Pantry” Burlington or Camden County - County = “Burlington” or “Camden” Open Saturday morning – Open Saturday AM = True

  44. Grid Filters Pantry – Group code = “Pantry”

  45. Grid Filters Open Saturday morning – Open Saturday AM = True

  46. Grid Filters Burlington or Camden County - County = “Burlington” or “Camden”

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