USING ODBC COMPLIANT SOFTWARE MINTRAC PLUS CONTENTS:

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1 CONTENTS: Summary... 2 Microsoft Excel... 2 Creating a New Spreadsheet With ODBC Data... 2 Editing a Query in Microsoft Excel... 9 Quattro Pro Creating a New Spreadsheet with ODBC Data Editing a Query in Quattro Pro Troubleshooting a Quattro Pro Extract No data is returned in the query Duplicate data is returned in the query Microsoft Word Creating a Document Using ODBC Data Editing a Query in Microsoft Word Troubleshooting ODBC in Microsoft Word Corel WordPerfect Creating a Document Using ODBC Data Editing a Query in WordPerfect Notations on ODBC in WordPerfect Crystal Reports Professional Version Creating a Report with ODBC Data Editing a Report in Crystal Report Designer Microsoft Access Creating a Database Using ODBC Data Editing An Access Database with ODBC Data Conclusion CHAPTER 3 Page 1 of 78

2 Summary This chapter is not meant to be an exhaustive examination of using ODBC Compliant Applications. Nor is it meant to explain how to use the products to achieve final or complicated reports. The only goal is to get the user started in getting ODBC access using the listed products. For more detail on how to use these products, or for instructions in using products that are not listed, the user should consult his program manuals or local coursework. The products covered in this chapter will be: Microsoft Excel Quattro Pro Microsoft Word WordPerfect Crystal Reports Professional Microsoft Access Microsoft Excel Microsoft Excel is a spreadsheet application for Microsoft Windows. Microsoft Excel creates workbooks to hold and process data. A workbook is the electronic equivalent of a three-ring binder. Inside workbooks you ll find sheets, such as worksheets and chart sheets. The sheet s name appears as a tab at the bottom of the workbook. Each sheet is organized into columns (up and down) and rows (across). Cells within columns and rows contain either data or formulas to calculate amounts from other cells. In order to put data from the Minitrac database, Microsoft Excel must be ODBC enabled. Normally this is done by loading Microsoft Query from the Microsoft Office Professional CD- Rom. The first time the database functions are accessed, if Microsoft Query is not loaded, the program will prompt the user to put in the Office CD-Rom. The programs are then easily loaded by following the prompts. Once Microsoft Query is loaded, the following procedures can be used to access the Minitrac ODBC database. These procedures are not exhaustive and assume a basic knowledge of the Excel programs and features. Creating a New Spreadsheet With ODBC Data The first step is to open a new Excel Spreadsheet. Once the sheet is opened, click on the Data Command in the Menu Bar. This will open the Data Selections Menu Window. Move your cursor down until the entire menu displays. Then Select Get External Data from this menu. This will bring up a submenu window of selections. From the Submenu select New Database Query. The entire menu process should appear similar to the example below: CHAPTER 3 Page 2 of 78

3 Once the New Database Query is selected (clicked), the following window will appear: Click once on COMP01 to highlight your company s live database. Then click on the OK button to select it for importing into Excel. A message window will appear briefly informing you that the system is connecting to the external database. Once connected, the following window will appear, listing the tables (files) in the Minitrac data. CHAPTER 3 Page 3 of 78

4 Click once on a table (file) to select it. Then click on the + sign graphic at the left of the table (file) to see the fields contained within that specific table. For example, clicking on the + sign next to the MPCUST table will display the following columns: To select a column (or field) from the selected table (or file), click once on the field name. The field will be highlighted as shown below: Then click once on the > button. This will move the column name from the available window at the left to the Columns in Query window at right. The column (field) name will then disappear from the available window, as shown below: CHAPTER 3 Page 4 of 78

5 Go through the tables, selecting the columns you have designed for use in your report. Once all the fields have been selected, the window should appear similar to the example shown below: Then click the Next button (lower right of window) to continue the database import process. If all the connections are proper, the following window will appear: This above window allows the user to select limiters for field within the report. For example, a date range limiter could be used, or a specific equipment category, or a specific customer number range. The only limitation is that the limiter has to apply to a specific column (field) that was selected for use in the Query. It cannot refer to a column or field that was not selected to display on the report even if that field is in a table (file) that was selected to be used. CHAPTER 3 Page 5 of 78

6 In the above example, the report was designed to show the customer revenues on rentals of equipment sorted by category and group for a specific month. In this case, the limiters will have to be customer numbers (to exclude internals) 1 and invoice date (a range for a specific month). Each criterion will be entered one at a time. Click on the column (field) you wish to limit to highlight it. This will activate the limiter fields to the right of the Filter Window. In the first set of fields you put in the way the field should be filtered; e.g., greater than, less than, greater than or equal to, etc. The next field puts in the value to be applied to the filter. If more than one limiter will be applied to a column (such as greater than one value but less than another), the selection button next to and below the first row should be checked. Then in the next row the next limiter should be entered. For example, limiting the customer numbers from 1 to (excluding the range of customer numbers reserved for internals) will appear as shown below: If another field needs a limiter or filter, then click on that filter to highlight it and fill in the limiter information that will apply to that field. If necessary, every column (field) selected for the report could be filtered or limited in some way. For example, a limiter applied to the invoice date would appear similar to the example shown below: 1 Invoice type could also be used to limit the data, only printing invoice types 1-4, excluding type 4 (internal) invoices. CHAPTER 3 Page 6 of 78

7 Note: you may be uncertain how the data is formatted (specifically in terms of dates as shown above). If you click the down arrow next to the value field, the system will review the database and give a drop-down window showing examples from the actual data. This will allow the user to either select one of the samples or show how the database column is formatted so s/he can key in the value of the limiter properly. Once all the limiters or filters have been created for the report, click on the Next button at the bottom of the Filter Window. The program will then move to the sort order window. A sample of this window appears below: Click on the down arrow next to the field to select a column to sort. Once a column (field) is selected, the ascending or descending buttons activate. Click on the selection button to choose either option. For example, the data in the sample above is to be sorted by equipment category and group, then by unit, and then by customer, and finally by date. Part of the criteria would be represented as follows: More sort criteria can be added by hitting the scroll bar at the right of the window. Again, if necessary, every column selected could be sorted. Once all the sort criteria are input, hitting the Next button at the bottom of the window will move to the finishing step. The following window will appear: CHAPTER 3 Page 7 of 78

8 The Finish Window gives the following options: Return Data to Microsoft Excel View data or edit Query in Microsoft Query Create an OLAP Cube from this query Save the Query Saving the Query lets the user save the query criteria. The user can change the name of the query or the default name of Query from COMP01 can be retained. Normally, if the user gets this far, he should always select to save his query. This step may save hours of work recreating the query should the computer lock-up, crash, or otherwise lose its data. Selecting Return Data to Microsoft Excel (the default option) will put the data using the criteria, filtered options, and sorting options, directly into an Excel Spreadsheet. Normally this option is selected. Viewing the data in Query allows the user to view a test sample of the data and keep modifying the parameters until the data is exactly has he wishes. This mode can also be accessed once the query is imported into the Excel Spreadsheet by selecting Edit Query from the Data menu. Creating an OLAP cube is an SQL specific On-Line Analytical Processing tool. It allows for fast analysis of data for multi-dimensional data sources. Normally there is little need for this feature in most applications. Once the option is selected, the finish button should be clicked at the bottom of the window. Assuming the Return Data to Microsoft Excel option is selected, the following window will appear: CHAPTER 3 Page 8 of 78

9 Normally, the information should be entered into either an existing worksheet or into a new worksheet. Clicking on the OK button will put the information into the Excel Spreadsheet at the location specified in the window. Once imported, the data could appear similar to the example shown below: Editing a Query in Microsoft Excel Once a Query has imported data into Microsoft Excel that query can still be modified and refined. For instance, the above query brought in data from all types of orders. It should have been limited to only R or Rental Invoices. To change the query, Excel must change to the edit mode. To enter the Query edit mode, click on Data in the Menu Bar. Then follow the menu bar down until Get External Data is exposed. Then highlight Get Internal Data until the Submenu is opened. Go to the selection entitled Edit Query and click on it. The menu bar structure will appear similar to the example shown below: CHAPTER 3 Page 9 of 78

10 Once the edit mode is activated the screen will appear similar to the example shown below: Query Toolbar Tables (files) in query Linkage lines between tables Filter or Limiter criteria Sample of query results Query Toolbar: Query Tables: Linkage Lines: For a detailed explanation of each icon in the Query Toolbar, refer to the Microsoft Office manuals. Every Table (file) used in the query is displayed, along with every available column (field) within that table. The columns are displayed whether or not they will be displayed within the query results. The column names that create links between the tables are displayed in bold print (see linkage lines below). The connections between the tables (files) are displayed through the use of lines connecting the column names that are in common between the tables. CHAPTER 3 Page 10 of 78

11 Filter Criteria: The Query program automatically makes connections between column names that are exactly the same between tables. Most of the time, this connection is proper. At times, however, a connection may be made incorrectly, or a connection that should be made is not because the column names are different. Minitrac has attempted to ensure that all file connections are proper and that all connections that should be made are made. However, omissions can occur. Luckily, any such error can be fixed directly within Query. To break an incorrect connection, click once on a Linkage Line until it become bold. Then hit the Delete key on the keyboard. The line will disappear and the connection will be broken. To make a connection between dissimilar column names, click on the column name in one table and drag it to the column name in the other table you want to connect. A Linkage Line will appear between the two columns. Important note: use this feature ONLY if you are certain the two columns in the tables have information in common. If not, then when you run your query no information will be selected. This area of the Query Edit Screen shows the fields that are used for filters or limiters in the extract. Criteria (field) name Value limiters (and statements all on one line Second value consitions (or statement) The column or filed names that are being limited or filtered are shown in the first row of the Filter Area (see above). To add a new Filter column, click on a blank cell in the Criteria Field area. A down arrow will appear. Click on the arrow and a window will appear showing available fields. Highlight and select one of the fields. As an alternative, you can drag a column name from one of the Tables displayed above the Filter area and drop in a blank Filter Criteria cell. For example, the Ord_Typ column from the MPSHIV_GEN table was clicked and dragged to the first empty Criteria Field cell. This put this column name into the Criteria Field cell, as shown below: Next, the cell below the Criteria Field was clicked. This enables the user to key in the filter conditions and values. For example, to limit in invoice CHAPTER 3 Page 11 of 78

12 types to rental invoices, the formula = r is entered in the cell, as shown below: Immediately, the display of the query results will recalculate based on the new criteria. Sample of Results: A small screen showing a sample of the results of the query displays at the bottom of the screen. If any of the above data are changes (such as linkages or filter criteria) the sample screen will re-import the data based on the changes. This gives instant feedback for the user to evaluate the effectiveness of his changes. To change the sorting parameters, click on Records. This will bring down a menu window. Select Sort from the menu. The following window will appear: Clicking on the Sort screen and changing the ascending or descending button can change the criteria. Clicking the Add button and filling in the new Column information can add criteria. Criteria can be deleted by highlighting it in the Sort window (clicking on it once) and then clicking on the Remove button. Once the sort criteria are set the way the user wants it, he should hit the Close button. This will close the sort window and return to the Query Edit screen. To exit the Edit mode, click on the close button to the rightmost of the Query Window. The system will return to the Excel spreadsheet and immediately re-extract the data based on the new Query. The spreadsheet can be saved, processed, or printed once the data is presented in the format the user desires. Quattro Pro Quattro Pro lets your create professional spreadsheet-based documents to help you manage data. It provides the tools you need to produce tables, financial forms, lists, databases, charts, reports, and any other type of data-oriented document. With Quattro Pro, you can create a notebook that CHAPTER 3 Page 12 of 78

13 contains a single spreadsheet or an entire project complete with spreadsheets, reports, charts, and a slide show presentation. A notebook is saved as a single file that you can publish to paper, electronic media, and the World Wide Web. Once the program is opened, you can access Minitrac data using the ODBC functionality. The following procedures are a summary to get the user started. They are not meant to be exhaustive on ODBC access or as to the Quattro Pro program. For further or more advanced information, the user should consult the program manuals. Creating a New Spreadsheet with ODBC Data The first step is to open the Quattro Pro program to an empty spreadsheet. Once the sheet is opened, click on the Insert command in the Menu Bar. This will open the Insert Selections Menu Window. Move your cursor to External Data. This will open the External Data Window. Move your cursor to Expert. The screen should appear similar to the example shown below: Click once on Expert. Once selected, the following Window will appear: CHAPTER 3 Page 13 of 78

14 Data Type selection arrow Click once on the down arrow next to the Data Type field (see above) to see the various data types available. Scroll down until ODBC appears in the window, move the cursor to highlight it, and click once to select it. The window will appear as shown below: Database Selection Window COMP01 Live company data dictionary. Next Button In the Database window, find COMP01 and click on it once to select it. The Database name will be highlighted. Then click the Next button at the lower left of the Select Database Window (see above example). This will bring up a listing of tables (files) contained in the Live Company data. The Select Tables window will appear similar to the example shown below: CHAPTER 3 Page 14 of 78

15 Unlike Microsoft Excel, Quattro Pro assumes you know what tables (files) contain the columns (fields) you want to use in your report. (See Chapter 5 for a listing of tables and the columns they contain.) To select a file for use in your Data import, you click on the tables (files). This action will put a check mark ( ) in the block next to the table name. A sampling of this screen is shown below: Selected tables Use scrollbar to find all tables Next button Use the scrollbar to find all the tables you think you will need for your ODBC data extract. Once all the tables have been selected, click once on the Next button at the bottom of the Select Tables Window (see above). This will bring up the Select Criteria Window, similar to the example shown below: CHAPTER 3 Page 15 of 78

16 Available fields in selected files. Button to move from Available Fields to Selected Fields. Now the system will list the available fields (columns) in the files selected from the previous window. To select the appropriate fields, click once on the field name and then click on the >> button to move them to the Selected Fields window. Once all the fields are selected, the window should appear similar to that shown below: Selected Fields window. Buttons to change order of fields Query Properties button (to create filters or file limiters) To limit the data selected by the ODBC query, click on the Query Properties button at the bottom of the Set Criteria Window (see above). This will move to the Query Properties Window as shown below: This field selects the column to be filtered This field selects the operation (less than, etc) This field selects the value to be used for filtering CHAPTER 3 Page 16 of 78

17 From the above window, the user can set the fields to limit and what operations and values to use to limit them. For example, limiting the customer numbers from 1 to (to exclude internal customers), limiting the invoice dates to 1/1/2000 to 12/31/2000, and limiting the invoice type to R invoices would appear similar to the sample shown below: Filter Parameters entered. And Button. OK Button Each parameter is created and then strung together with another parameter by hitting the And button at the right of the Window. Once all the filters are entered, the string is ended by hitting the OK button at the bottom of the Window (see above). Normally, in Quattro Pro, the user should has to join columns (fields) between tables (files) to make the proper connections for ODBC usage. This step is performed by hitting the Joins tab at the top of the Query Properties Window (see below). Joins Tab Once this tab is selected, the Joins parameters screen appears. This screen appears similar to the example shown below: CHAPTER 3 Page 17 of 78

18 This screen allows the user to link one field in one file to another field in another file. This in effect creates a link that allows the ODBC to create reports using the contents of both files. Unlike Microsoft Excel, which automatically creates links between the files based on common field names, all such links in Quattro Pro must be created manually. This is an extremely sensitive operation and should be planned at the start before this stage is reached. In most cases, using Chapter 5 as a guide, all columns (fields) with the same names between tables (files) must be linked. In the above example, the columns ord_div, ord_typ, ord_seq, and line are manually joined for the files mpshi1v_gen, mpshiv3_billto, and mpshiv6_det. Also the column Unit_num is joined together in files mpshiv6_det and mpequr. When completed, the Join Window would appear similar to the example shown below: Normally the Operator should always be = for the linkage to work properly. OK Button CHAPTER 3 Page 18 of 78

19 Once all the links have been created between the files, the OK button should be clicked. This will return the user to the Set Criteria Window, as shown below: Destination cell in spreadsheet. Finish Button Sort Criteria are not included in the extract. Data must be sorted using the spreadsheet functions rather than as part of the data import functions. Now that the criteria have been set, the user should hit the Finish button (see above). Quattro Pro will put the data in the spreadsheet starting at the cell set in the destination field (see above). This process could take a few minutes depending on the amount of data extracted and the size of the data files. When completed, the spreadsheet will appear similar to that shown below: CHAPTER 3 Page 19 of 78

20 Once in the spreadsheet, the data can be manipulated using the normal Quattro Pro commands, like any other kind of data. Again, all sorting functions must be done on the data after it has been imported into the spreadsheet. Data cannot be sorted in the import process. Editing a Query in Quattro Pro Query parameters are saved along with the data when a Quattro Pro spreadsheet is saved. To edit a spreadsheet with ODBC data, first open the spreadsheet with the program (File, Open). Once the spreadsheet is loaded, the procedures to edit the query are the same as creating it in the first place. Go to Insert in the Menu Bar. From the Insert menu, select Get External Data. Then go to Expert. The menu stream will appear like that shown below: Click on the Expert choice to enter the edit mode. This will bring up the Set Criteria window as shown below: Remove selected field button Trash Can icon. CHAPTER 3 Page 20 of 78

21 This menu allows the user to modify the previous query parameters. To select more columns (fields) they can be highlighted and selected by hitting the >> button. To remove a selected column, it should be highlighted by clicking on it s name in the Selected Fields window and then clicking on the Trash Can icon button (see above). To add tables (files) to the query, click on the Back button at the bottom of the Window. This will take you to the Select Tables window. Click on the tables (files) you want to add to the query and then click the Next button to return to the Set Criteria Window again. To adjust the filters, click on the Query Properties button. This will take you to the Query Properties window, as shown below. All the saved parameters will still be in the properties for the user to edit. The filters can be edited using the Filters section by clicking on a selection parameter. A selection criteria can be added by then hitting on the And button at the right of the window. The user can then add the new selection parameter by using the Criteria fields at the top of the Window. Clicking on it in the window and then hitting the Clear button can delete a selection criterion. Table (file) links can be maintained by hitting the Joins tab at the top of the window. This will bring up the Joins window, as shown below: CHAPTER 3 Page 21 of 78

22 This window is extremely important. All connections between the files must be accurate or the query will return empty data (see trouble shooting below). Highlighting a join parameter in the window and then hitting the Add button at the left of the window can add connections. This will then let the user add a linkage using the fields at the top of the window to connect two fields in different tables (files). Highlighting the linkage in the join window and then hitting the Clear button at the right of the window can delete a linkage. Editing linkages takes some care. Click on the linkage you wish to edit in the Joined window. This will allow you to change the fields lined or the operand; however, be careful: the fields at the top that you use to edit do not reflect the data in the actual linkage. If you are not careful you could significantly change a linkage without being aware of it. Once edited, all the linkages should be reviewed before clicking on the OK button to return to the Set Criteria Window. Once all your changes have been made, click on the Finish button in the Set Criteria Window. This will re-extract your data and return to the spreadsheet mode. Troubleshooting a Quattro Pro Extract Because the user must create the file linkages in the Quattro Pro ODBC function, the query can have some problems. The most common problems are either no data is extracted, or too much data is extracted in that records or lines are duplicated. No data is returned in the query This problem can be caused by two factors: The filtered data is too restricting. No data meets the selection criteria Fields are linked that should not be; therefore the files cannot connect and the linked database is, in effect, empty. A combination of the above. The best way to check the query is to go into the edit mode (see above). Then first check out the filters. Delete filters that restrict the data and see if the query returns data with a lower amount of filter criteria. If it does, then the filters were the problem. Then go back to the edit mode and add the filter criteria one at a time until you find and fix the problem. If no data appears, even if all the filters are turned off, then the problem is in the joined files. Go back into the edit mode and click on the Join tab in the Query Properties window. First review visually all the linkages to ensure that both sides of the linkage have common column (field) names; e.g. ord_typ is on both side of the linkage, not ord_typ to ord_seq. If the field names appear proper, try clearing the connections one at a time until data start going into your spreadsheet. Then go back and add linkages until you get the results you need. Duplicate data is returned in the query This situation is commonly caused by two factors: Not enough links are made between the files. CHAPTER 3 Page 22 of 78

23 Links are made to comment files. USING ODBC COMPLIANT SOFTWARE There are fields within files that restrict the amount of data and better associate the data with a specific transaction. For example, in all the Invoice History files (MPSHIV series), the field line should be linked between all the files. This restricts the extract to a single line that contains billing information instead of every line on the invoice being pulled into your query. Review linkages to ensure that all common field names are connected between the files. Linking or using the comment files in the extract can cause duplication. Comments are stored in groups of two or three lines. If comments run higher than two or three lines on the data selected, a large amount of duplicate data can be pulled into your extract. To limit this potential, the Seq field in the data should be filtered to select only the first line of the comments (filter seq = 001 ). Microsoft Word Microsoft Word is a word processing program and even more. Word 2000 combines streamlined document creation with powerful Web functionality so you can work more efficiently and communicate your ideas more effectively. Microsoft Word 2000 gives you the tools to more easily create professional-quality documents and share information in print, , and on the Web. Like Microsoft Excel, in order to use the ODBC capabilities, Microsoft Office Professional Query has to be loaded on the PC first. Also, to ease the use of the ODBC functionality, the Database toolbar should be visible. To turn on the Database toolbar, go to the View function in the Menu Bar. Then select Toolbars. Then click on the box next to the word Database to activate the toolbar. A check mark ( ) will appear in the box to let you know the toolbar is activated. A sample of this menu hierarchy is shown below: CHAPTER 3 Page 23 of 78

24 The Database toolbar will then be activated. The toolbar appears as shown below: Delete Record Button Sorting Buttons Insert Database Button Find Record Button Data Form Button Manage Fields Button Add new record button Update Field Button Once the Database Toolbar is activated, the user is ready to use the ODBC functions in Microsoft Word. The usage of the specific functions in the toolbar will be expanded as the usage of Microsoft Word is discussed below. Creating a Document Using ODBC Data Open a Microsoft Word document into which you want to import Minitrac data. With the Database toolbar activated (see above) click on the icon to Insert Database. This is the icon for inserting a database:. Its position is shown in the toolbar sample above (about the middle left of the toolbar). Once the Insert Database icon is pressed, the Database Window will open. This window is shown below: The Get Data button. Click on the Get Data button. This will open the Open Data Source Window. A sample of this window appears below: CHAPTER 3 Page 24 of 78

25 MS Query button. The Select Method box must be checked. Instead of opening a file, first make certain the select method box is checked. If not, click on it to select it. Then click on the MS Query button near the bottom of the window. This will open the Choose Data Source Window (see below). The OK button The COMP01 database Click on the COMP01 Database to select the Minitrac Live Company data. Then click on the OK button at the right of the Window to go to the Table (File) Selection Window. A sample of this window is shown below: CHAPTER 3 Page 25 of 78

26 Click once on a table (file) to select it. Then click on the + sign graphic at the left of the table (file) name to see the columns (fields) contained within that specific table. For example, clicking on the + sign next to the MPCUST table will display the following columns: To select a column (or field) from the selected table (or file), click once on the field name. The field will be highlighted as shown below: Then click once on the > button. This will move the column name from the available window at the left to the Columns in Query window at right. The column (field) name will then disappear from the available window, as shown below: CHAPTER 3 Page 26 of 78

27 Go through the tables, selecting the columns you have designed for use in your report. Once all the fields have been selected, the window should appear similar to the example shown below: Then click the Next button (lower right of window) to continue the database import process. If all the connections are proper, the following window will appear: This above window allows the user to select limiters for field within the report. For example, a date range limiter could be used, or a specific equipment category, or a specific customer number range. The only limitation is that the limiter has to apply to a specific column (field) that was selected for use in the Query. It cannot refer to a column or field that was not selected to display on the report even if that field is in a table (file) that was selected to be used. CHAPTER 3 Page 27 of 78

28 In the above example, the report was designed to show the customer revenues on rentals of equipment sorted by category and group for a specific month. In this case, the limiters will have to be customer numbers (to exclude internals) 2 and invoice date (a range for a specific month). Each criterion will be entered one at a time. Click on the column (field) you wish to limit to highlight it. This will activate the limiter fields to the right of the Filter Window. In the first set of fields you put in the way the field should be filtered; e.g., greater than, less than, greater than or equal to, etc. The next field puts in the value to be applied to the filter. If more than one limiter will be applied to a column (such as greater than one value but less than another), the selection button next to and below the first row should be checked. Then in the next row the next limiter should be entered. For example, limiting the customer numbers from 1 to (excluding the range of customer numbers reserved for internals) will appear as shown below: If another field needs a limiter or filter, then click on that filter to highlight it and fill in the limiter information that will apply to that field. If necessary, every column (field) selected for the report can be filtered or limited in some way. For example, a limiter applied to the invoice date would appear similar to the example shown below: 2 Invoice type could also be used to limit the data, only printing invoice types 1-4, excluding type 4 (internal) invoices. CHAPTER 3 Page 28 of 78

29 Note: you may be uncertain how the data is formatted (specifically in terms of dates as shown above). If you click the down arrow next to the value field, the system will review the database and give a drop-down window showing examples from the actual data. This will allow the user to either select one of the samples or show him how the database column is formatted so he can key in the value of the limiter properly. Once all the limiters or filters have been created for the report, click on the Next button at the bottom of the Filter Window. The program will then move to the sort order window. A sample of this window appears below: Click on the down arrow next to the field to select a column to sort. Once a column (field) is selected, the ascending or descending buttons activate. Click on the selection button to choose either option. For example, the data in the sample above is to be sorted by equipment category and group, then by unit, and then by customer, and finally by date. Part of the criteria would be represented as follows: More sort criteria can be added by hitting the scroll bar at the right of the window. Again, if necessary, every column selected could be sorted. Once all the sort criteria are input, hitting the Next button at the bottom of the window will move to the finishing step. The following window will appear: CHAPTER 3 Page 29 of 78

30 The Finish Window gives the following options: Return Data to Microsoft Word View data or edit Query in Microsoft Query Save the Query Saving the Query lets the user save the query criteria. The user can change the name the query is saved under or the default name of Query from COMP01 can be retained. For queries using Microsoft Word, the query must be saved at this point or it cannot be edited later. Unlike Microsoft Excel, queries created in Microsoft Word are not saved as part of the document. If not saved at this point, the details of the query will be lost. Selecting Return Data to Microsoft Word (the default option) will put the data using the criteria, filtered options, and sorting options, directly into a table on the Word document. Normally this option is selected. Viewing the data in Query allows the user to view a test sample of the data and keep modifying the parameters until the data is exactly has he wishes. Once the option is selected, the finish button should be clicked at the bottom of the window. Assuming the Return Data to Microsoft Word option is selected, the following window will appear: The insert data button. Normally, the information should be entered into the Word document. To accomplish this, the user should click on the Insert Data button. the location specified in the window. Next, how much of the data will be imported into the document. CHAPTER 3 Page 30 of 78

31 Normally the All selection button is used (as shown above). Once the OK button is clicked, the data will be extracted for placement into the Word document. Before the data is put into the document, the following warning window will appear: If the user clicks on the Yes button, the data will be put into the Word document. It will appear as a table. A sample of such imported data is shown below: Once the data is imported into the document, Word can edit the data like any other table. In addition, however, Word can change how data in the table is sorted. For example, to re-sort the data by a particular column, move the mouse arrow above the column you want to use to sort the table and click once. This will highlight the entire column, as shown below: CHAPTER 3 Page 31 of 78

32 Sort buttons Once the column is selected, hitting the sort buttons on the Database Toolbar will sort the entire table by that column. Depending on the sort button pressed, the table will be sorted by that column in ascending or descending order. Once the data has been imported into the document, the connection to the Minitrac database files is severed. In order to refresh the data, the user must return to the query mode and extract the data all over again. Therefore, data at this point can be changed, deleted, or added just as in any other table in a Word document. Editing a Query in Microsoft Word Changing a query is not as easy in Microsoft Word as it is in Microsoft Excel. As noted above, Word does not save the query parameters with the document as Excel does. In fact, unless the user saved the query separately from the document, it is impossible to edit the query as it no longer exists. In that situation, the user is back to creating the query all over again, even though the resulting document is loaded on his system. To edit a saved query, the user first has to load the document that contains data from the query. As before when creating the query, the use must click on the Insert Database icon:. Once the Insert Database icon is pressed, the Database Window will open. This window is shown below: CHAPTER 3 Page 32 of 78

33 The Get Data button. Click on the Get Data button. This will open the Open Data Source Window. A sample of this window appears below: MS Query button. The Select Method box must be checked. Instead of opening a file, first make certain the select method box is checked. If not, click on it to select it. Then click on the MS Query button near the bottom of the window. This will open the Choose Data Source Window (see below). The Queries Tab CHAPTER 3 Page 33 of 78

34 To edit a query, instead of hitting the OK button, the Queries Tab should be clicked. This will bring up the load queries window, as shown below: Click on the name you used to save the query, then click on the Open button. If the Query Wizard selection field were checked (as it was above), then the following error window may come up on your screen. Just click the OK button to move to the Query Edit window shown below. This is the same window used to edit queries in Microsoft Excel. Query Toolbar Tables (files) in query Linkage lines between tables Filter or Limiter criteria Sample of query results Table (files) can be added to the query using the Insert Table button. This button will insert the Table (file) of your selection into the query. Once inserted, Microsoft Query will CHAPTER 3 Page 34 of 78

35 automatically link together the fields between the tables that have the same names. This connection will allow reports to be prepared using several files as one big database. To delete a Table from the query, simply click on the table and then hit the delete key on the keyboard. The table will be removed. Be careful in this regard, since other tables in the query could be linked together through the table you just deleted. Make certain that all the tables still have linkage lines to each other. Selection Criteria can be added by dragging a field name from a table over to the Criteria field. Then under the field name, the operand and value must be entered. Once entered, the sample area will immediately and automatically change to reflect the new filter. To delete a filter, click on the field name to highlight it and hit the delete key on the keyboard. Then click on a field outside the column name. Again the data displayed will be changed to reflect the new criteria. Sorting parameters are changed the same way as in Excel. First click on Records in the Menu Bar. This will bring down a menu window. Select Sort from the menu. The following window will appear: Clicking on the Sort screen and changing the ascending or descending button can change the criteria. Clicking the Add button and filling in the new Column information can add criteria. Criteria can be deleted by highlight it in the Sorts window (clicking on it once) and then clicking on the Remove button. Once the sort criterion is set the way the user wants it, the user should hit the Close button. This will close the sort window and return to the Query Edit screen. One the query has been changed to reflect your new parameters, click on the Return Data button:. This will return to the Word Document and put a new extract of the database into your document. To continue the process, the following window will appear: CHAPTER 3 Page 35 of 78

36 The insert data button. Normally, the information should be entered into the Word document. To accomplish this, the user should click on the Insert Data button. the location specified in the window. Next, how much of the data will be imported into the document. Normally the All selection button is used (as shown above). Once the OK button is clicked, the data will be extracted for placement into the Word document. Before the data is put into the document, the following warning window will appear: If the user clicks on the Yes button, the data will be put into the Word document. It will overwrite the previous table with a table containing the newly extracted data. The editing process is now complete. Troubleshooting ODBC in Microsoft Word Because Microsoft Query does a large amount of the ODBC work automatically, such as linking tables together through common field names, the chance for error is less. However some errors can occur where no data is returned. In Word, these errors can be caused from: A filter that is too restrictive, that in effect selects no items in the database. An attempt to link files that have no data in common, such as the open order file with the invoice history file. CHAPTER 3 Page 36 of 78

37 Filtering more than one field in query selection. USING ODBC COMPLIANT SOFTWARE The last limitation appears to be either a program limitation in Word or a fault in the Transoft ODBC client linkage. It is currently under investigation by Minitrac and when it is rectified, the updates will be sent to each user. Corel WordPerfect WordPerfect, like Microsoft Word, is more than a word processing program. WordPerfect lets you create professional-looking documents. It provides all the tools you need to product newsletters, articles, reports, proposals, books, and any other type of document. With WordPerfect you can create a document and publish it to paper, electronic media, and the World Wide Web. WordPerfect lets you start a new document or open an existing document to continue working on it. You can start a document from scratch using the WordPerfect default template or from a predetermined document using a project template. You can also add ODBC data from the Minitrac database using the U/SQL system. Creating a Document Using ODBC Data To create a document using ODBC data, first open a document in WordPerfect. Then click on Tools in the Menu Bar. Then move the cursor down until Merge is highlighted. The menu system will appear similar to that shown below: Then click once on Merge. This will open the Merge Menu Window, as shown below: CHAPTER 3 Page 37 of 78

38 The Create Document button. Once the Merge Window is opened, click on the Create Document button (shown above). This will bring up the Associate Form and Data Window shown below: Associate an ODBC Data Source Selection Button Select ODBC Data Source Button First click once on the Associate an ODBC Data Source selection button to activate that option. This will make the Select ODBC Data Source option active. Once it is active, click on the Select ODBC Data Source button. This will bring up the Select Database window, as shown below: The Cancel button Next, click on the Cancel button (see above) to bypass this window. This will bring up the Select ODBC Data Source Window shown below: CHAPTER 3 Page 38 of 78

39 Click on the down arrow button next to the Data Source field. This will bring up the selection of databases available. Move the cursor down until COMP01 is highlight and click on it, as shown below: This will bring COMP01 into the Data Source field. Once a database is selected, the Table field will become activated. The first available table or file will show in the field, as in the example below. To select a different table or file, click on the down arrow next to the file name. This will bring up all the tables within the database. Move the arrow down until you highlight the table or file you want to select, as shown below: The selected file will then move into the Table field. Then click on the OK button to select this file in the live company database. This will return you to the Associate Form and Data Window, as shown below. The OK button. This time, click on the OK button (see above). This will return to the WordPerfect document, but this time the Merge toolbar, shown below, will be activated. CHAPTER 3 Page 39 of 78

40 Click on the Insert Field button. This will allow you to then select columns (fields) from the Minitrac table (file) you selected above. (It appears only one file at a time can be used to extract into a WordPerfect document. Unlike Quattro Pro, tables are not linked in WordPerfect.) When the Insert Field button is clicked, the Insert Field Name or Number Window will appear, as shown below: Column (field) names available in selected files. Insert button Click on a column (field) you wish to use in the document, then click on the Insert button. This will place the selected column (field) into the document. Click on another column (field) name you wish to use in the document and then hit the Insert key again. The field names will line up in the document as shown below: Columns (fields) selected for inclusion in document. Still open Insert Fields.. Window Keep on selecting columns (fields) until the last one you want to use is highlighted. Then instead of the Insert button, click on the Insert and Close button below it. This will put in the last column (field) name and close the Insert Field window, leaving the document similar to the example show below: CHAPTER 3 Page 40 of 78

41 The column names become the form WordPerfect will use to import the data into the document. It is important that these field names be arranged as you want the data to appear in the document, including spaces, tabs, blank lines, etc. For example, if you want the extracted data to be in rows with a blank space between each set of data, you would arrange the field names as shown below: Note the blank row after the last field, with the cursor showing where the first data will appear. To start the process to import the data, click on the Merge button on the Merge Data Toolbar. This will bring up the Perform Merge window as shown below: CHAPTER 3 Page 41 of 78

42 The Merge button The Select Record Button The Options button The Output Selection button Normally, you would click on the Output button first (see above). This step allows you to select whether you want the extracted data to load into the currently open document (the forms document) or to load into a brand new document using the open forms document. Normally, the option to load the data into a new document is selected. Next, the Options button should be clicked. This will bring up the Options window. As shown below, from this window, the user can determine how the data will be handled as it is imported into your document. Normally, turn this option off by clicking here. Keep set to Remove blank line Then click on OK Keep this normally at 1 Keep set to Hide Codes Unless you want each extracted record to be a separate page in your record, click on the check mark next to the words Separate each merged document with a page break to deselect it. The check mark will then disappear. Normally, the other defaulted options should remain. Blank records should not be shown on the report, duplicate records should not be listed, and the merge codes should be hidden. When finished click on the OK button to return to the Perform Merge window. New Condition: Options Modified CHAPTER 3 Page 42 of 78

43 The Window will now show that the options have been modified (see above). Now if you want to select the entire file to import in your document (no filter or limiters) you could click on the Merge button to start the import process. Normally, however, the entire file is not needed. If the files extract needs to be restricted or filtered, click on the Select Records button. The database will import into the system as shown below. Do not panic. Nothing is being returned to the document as yet. The system reviews all the data and then will bring up the Select Records window as shown below: Now the import can be filtered by the contents of one to three columns (fields). The limiter can be a selection of a single value, a range of values, or a selection that excludes values. The limiter can also use wildcards (for example, all customer names that begin with A could have a condition of A*). By way of example, the Selection below will limit the import to all outside customer records (all with a customer number below ). CHAPTER 3 Page 43 of 78

44 If the same field name is in all three criteria columns (as in the example above) then only the criteria with conditions is read and used by the import program. Once all the filter criteria have been entered click on the OK button return to the Perform Merge Window. Then click on the Merge button to start the import process into the new document. Once pressed, the please wait window will appear while the number of merging records will scroll, as shown in the example below: When finished, the Please Wait window will disappear and the data will import into the document, as shown below: Once in the document, the data can be editing like any other text. The document can be saved like any other WordPerfect document. However, if a new document was created during the import process, it is important to go back and save the form document (see below) as well. CHAPTER 3 Page 44 of 78

45 For safety sake, name the form document with the same name as the import document except ending with the word form. (For example, if you save the regular document as customer listing for boss you should save the form file as customer listing for boss form. It is necessary to save both documents if the extract ever has to be re-run or edited. Editing a Query in WordPerfect Load the document with the imported data you wish to edit. For example, the customer list created above could be loaded. The ODBC system has to be activated the same as if this were a new file. Click on Tools in the Menu Bar. Then move the cursor down until Merge is highlighted. The menu system will appear similar to that shown below: CHAPTER 3 Page 45 of 78

46 Then click once on Merge. This will open the Merge Menu Window, as shown below: The Create Document button. Once the Merge Window is opened, click on the Create Document button (shown above). The system will then ask if you want to use the current document or create a new one, as shown below: Click on the selection button for Use file in active window. Then click on the OK button at the right of the window. This will bring up the Associate Form and Data Window shown below: CHAPTER 3 Page 46 of 78

47 Associate an ODBC Data Source Selection Button Select ODBC Data Source Button First click once on the Associate an ODBC Data Source selection button to activate that option. This will make the Select ODBC Data Source option active. Once it is active, click on the Select ODBC Data Source button. This will bring up the Configure Connection window, as shown below: The Cancel Button. Next, click on the Cancel button (see above) to select that option. Then click on the OK button (also above). Once activated, the Select ODBC Data Source Window shown below: Click on the down arrow button next to the Data Source field. This will bring up the selection of databases available. Move the cursor down until COMP01 is highlight and click on it, as shown below: This will bring COMP01 into the Data Source field. Once a database is selected, the Table field will become activated. The first available table or file will show in the field, as in the example below. CHAPTER 3 Page 47 of 78

48 To select a different table or file, click on the down arrow next to the file name. This will bring up all the tables within the database. Move the arrow down until you highlight the table used in the original query, as shown below: The selected file will then move into the Table field. Then click on the OK button to select this file in the live company database. This will return you to the Associate Form and Data Window, as shown below. The OK button. This time, click on the OK button (see above). This will return to the WordPerfect document, but this time the Merge toolbar, shown below, will be activated. Next, edit out the data from the previous import. The system will not replace the data, so the old data must be deleted first. To delete the old data, click on the document just before the first data you want to delete and keep the mouse button down. Then, keeping the mouse button pressed, move the cursor down the document until the last set of data is highlighted. Then let the mouse button up. The data should all be highlighted as shown below: CHAPTER 3 Page 48 of 78

49 Then hit the delete key (Del) to remove the older imported data. This will place the cursor where you want to put in the new data, as shown below: The Merge Button The new data insertion point Now, click on the Merge button on the Merge Database Toolbar (see above). This will bring up the Perform Merge Window, as shown below: CHAPTER 3 Page 49 of 78

50 Button to load Form document Button to change selection or filters Button to change output to current document First, the previously saved form document for the import must be reloaded (see Creating an ODBC Document in WordPerfect on saving a form document). Click on the Form document button, as shown above. This will bring up the Form Document menu choices as shown below: Highlight the selection File on Disk and click the left mouse button once. This action will bring up the Select Form File Window as shown below: Sample of a form file. The Select button Move the bottom scroll bar until you find the name you saved the form file under (normally the same as the document name with form at the end). Click on the file name and then click on the Select button. This will load the form document and return you to the Perform Merge window (see above). Next, click on the Output button. This will bring up the Output menu choices, as shown below: CHAPTER 3 Page 50 of 78

51 Highlight the selection Current Document and click once with the left mouse button. This will change the output choice in the Perform Merge window to the current document. Next you will have to decide how the import parameters are going to change. Note: none of the previous filter or selection parameters are saved with the form file. Even if you do not change the parameters from the previous import, the filter parameters must be re-entered. To accomplish this step, click on the Select Records button in the Perform Merge Window. This will first load the database into the system while you see the Please Wait window. When to loading is complete, the Select Records Window, as shown below, will appear: Click on the field and condition areas to change the parameters to what you want the new extract to use (even if they are the same as the old extract). Once all the changes have been made, click on the OK button to return to the Perform Merge window. Now make certain to check the Options screen. Like the filter parameters, the options codes are not saved with the forms document. Any options used from the previous extract must be re-entered before the new extract is run. To access the options, click on the Options button on the Perform Merge window (on the right side of the Window). This will again bring up the Options Window. Normally, turn this option off by clicking here. Keep set to Remove blank line Then click on OK Keep this normally at 1 Keep set to Hide Codes Unless you want each extracted record to be a separate page in your record, click on the check mark next to the words Separate each merged document with a page break to deselect it. The CHAPTER 3 Page 51 of 78

52 check mark will then disappear. Normally, the other defaulted options should remain. Blank records should not be shown on the report, duplicate records should not be listed, and the merge codes should be hidden. When finished click on the OK button to return to the Perform Merge window. Now that all the parameters have been set, click on the Merge button to start the export/import process. The data will now enter the current document using your new parameters, as shown below: As before, the new extract can be modified like any other text. Once finished, the document should be saved to disk before closing. Notations on ODBC in WordPerfect Although WordPerfect does ODBC database importing, as can be seen above, it is severely limited in its application. The following limitations apply: It can only import data easily from one table (file) at a time It does not easily import or link more than one table (file) It does not have an option to sort the imported data Editing is extremely cumbersome The entire process is complex It is far simpler to import the database information from a spreadsheet that was saved with the query information. WordPerfect can import information from both Quattro Pro and Microsoft Excel spreadsheets with ease. The process is the same, no matter which spreadsheet is used. First, load or create the document you want to use to contain the imported data in WordPerfect. The document could be as simple as the sample letter shown below. The cursor will be at the point you want to put in the spreadsheet data. CHAPTER 3 Page 52 of 78

53 Cursor would be flashing at insertion point To insert data from a previously saved spreadsheet, go to the Menu Bar and click on the Insert selection. This will bring down the Insert menu selections. Scroll down until you highlight the selection Spreadsheet/Database option. Then move to highlight the Import menu option when it appears, as shown below: Click on the Import menu option when it is highlighted as shown above. This will bring up the Import Data menu, as shown below: CHAPTER 3 Page 53 of 78

54 Data Type button Import as button Filename button Click on the Data Type button shown (shown above) and select spreadsheet from among the options listed. Then click on the Inport as button (also shown above) and select how you want the information to appear in the document (the table option appears to work best). Finally, click on the Filename button (also shown above). This will bring up the standard Load file window, as shown below: The Excel file to be used in import. The Select button Find the spreadsheet file you wish to import into the WordPerfect document and click on it once to highlight it. (Note, this file can be either a Quattro Pro, Lotus 1-2-3, or Microsoft Excel spreadsheet.) Then click on the Select button. This will return you to the Import data window, which should now appear similar to the example shown below: CHAPTER 3 Page 54 of 78

55 Key in Range Name here or keep default for all Key in actual cell range here or keep default for all. Click on OK button when ready to import spreadsheet information. At this point, if you only want to import part of the spreadsheet, and you have named the range within the spreadsheet or know the cell range, you can key this information in at this point in the fields shown above. (Note: there is no lookup function; you must know the range name or actual cell range going in.) If you want the entire spreadsheet (information only) then leave the range fields blank as shown above. Then click on the OK button. The information from the spreadsheet will be automatically translated, And then the information will be imported into your WordPerfect document as shown below: The document can then be edited, saved, and printed like any other WordPerfect document. CHAPTER 3 Page 55 of 78

56 Crystal Reports Professional Version 8 Seagate Crystal Reports is designed to work with your database to analyze and interpret important information. It can produce the report you want from any data source, including the Minitrac data. Build in report experts guide you through step by step through building reports and complete common reporting tasks. Your reports can then be published in a variety of formats, including Microsoft Word and Excel, , and over the Web. Creating a Report with ODBC Data Select the program Crystal Reports by either clicking on the icon put on your desktop or clinking on the Start Button, going to Programs and clicking on Seagate Crystal Reports. The program will then request what you wish to open as seen below: The Using the Report Expert selection button. The OK button Click on the Using the Report Expert button (shown above) to create a new report. Then click on the OK button (also above). Next, the program will ask the type of report you wish to use (see below). Select a report type you wish to use then click OK CHAPTER 3 Page 56 of 78

57 Crystal Reports offers a variety of report types. For a full description of the various types of reports and how they process data refer to your program manuals. For purposes of this manual, the most common report type, Standard, will be used. Select Standard in the Choose an Expert window (shown above) then click on the OK button. Next, the Data Window will appear (see below). Click on the button entitled Database to use Minitrac data in the U/SQL function. Click on the Database Button to access Minitrac ODBC data. Once Database is chosen, the system will open the Data Explorer panel (see below). This panel will list ODBC and the tables (files) contained in the ODBC installed system. Click on the ODBC folder (see below) to open the folder and see the available tables. Click on the ODBC folder to see the database selections. Then click on COMP01 to use files from the Live Company Select the tables (files) to be used by double clicking them When finished with selection hit the Close button Next, in the same Panel select the tables (files) to be used in the report by double clicking on them (see above). When all the tables (files) have been selected, click on the Close button. This will take you to the Links tab in the Query expert panel (see below). CHAPTER 3 Page 57 of 78

58 This window shows the field links automatically created by Crystal Reports. Like Excel Query, Crystal Reports links common field names between the tables (files) to allow for smoother and easier report creation. Normally, these links should be proper and should not be modified. (The exception would be files that may have common names but no actual data in common, such as the open labor file and the labor history file.) To create a report, the user should move from this screen to the Fields screen by click on the fields tab (see above). The fields window will appear (see below): To move field order Select column (fields) to use in report from this window Click Add to use selected column (field) Then move to Group tab In the Window on the left, all the columns (fields) that are in the tables (files) selected are listed. To use a column (field) in the report, click once on the field name to select it, then hit the Add button. The column (field) name will now move to the rightmost window as a Report Field. CHAPTER 3 Page 58 of 78

59 Do these steps until all the columns (fields) you want to use in your report show up in the rightmost window. To change the order of a field, click on that field name in the rightmost window to select it. Then use the up and down arrows at the top of the window to move that fieldname higher or lower in the Report Fields window. This will change the order of the field in the resulting report. Once all the fields necessary have been selected, click on the Group tab at the top of the Window. This will open up the Sort Order Window, as shown below: Click on a column (field) name in this window to select it. Then click on Total tab or the Next button to go to the next step Then click the Add button to use it for sorting Change sorting order with these arrows Use this box to tell how to sort the field Now select the columns (fields) you want to use to sort the report, in the hierarchy you wish to sort in. For instance the topmost sort level should be first, followed by the secondary sort level, the third sort level, etc. To select a field for sorting, click on the field name once in the Report Fields window at left. Then click on the Add button between the windows (see above). This will move the column (field) name to the Sort Fields Window at the right. In the Order field, you can select whether the field will in sort ascending or descending order. Repeat this process for every column (field) you want to use to sort the report. To change the hierarchy of the selected fields, click on the field name in the Sort Fields window at the right to select it. Then use the arrow keys (see above) to move the field name higher or lower in the sort window. The higher the name, the higher the field is in the sort criteria. Once the sort criteria have been set, click on the Total tab (see above). This will take you to the Totals Criteria Window to set total and subtotals on the report (see below). CHAPTER 3 Page 59 of 78

60 Tabs of sorting fields. Arrows allows you to select the sort fields. For each sort field (tab) this window shows the fields that will be totaled or subtotaled. Add or Remove fields to be totaled (usually have to remove) Operation to use on Total fields (usually sum When finished, click on the TopN tab Click here to turn on subtotals creating a grand total. This is the area most subject to error. Crystal Reports automatically will create subtotal tabs for every field selected for sorting in the previous window. In addition, every numeric field selected will be automatically included in the Total Fields Window at right. This often included fields that normally would not be totaled in a report (such as the sequence number portion of the invoice number). The user should go to each tabbed field name and click on the fields in the Total Fields Window that will not be subtotaled in the report. The Remove button between the windows should then be clicked to take that field out of the Total Fields window. Again, this must be done for every sort field tab as shown above. Sometimes every field name may have to be removed from a particular sort field tab. (For example, you may want to sort by invoice number but may not want anything subtotaled by invoice number.) Once all the unnecessary field totals have been eliminated, click on the valid subtotaled fieldnames. Check the operation field to ensure that the correct function is assigned to that fields subtotaling function. (Most of the time, this function should be sum. ) Then make certain the Add Grand Totals box is checked if you want the report to end with a grand total amount for that field. Once every tabbed fieldname has been checked and corrected, click on the TopN field to go to the next step in the reporting process. The TopN Window will appear (see below), checking for reporting parameters for each sort fieldname. CHAPTER 3 Page 60 of 78

61 Tabs of sorting fields. Arrows allows you to select the sort fields. Operation field. Can be Top N, Bottom N, or Sort All. If Top N or Bottom N selected, choose what number of selections to list. When the reporting functions are finalized, click on the Chart tab for the next step. Click here if you want the remainder of Top N or Bottom M to subtotal and be labeled as others The TopN window allows the user to have the report only show a specified number of the top amounts within each sort parameter instead of every transaction. For example, only the top 5 dollar amount lines could be shown on each line for each category selected. The remaining items could be summarized as other or not shown at all. To accomplish this type of reporting, the settings on for this parameter would be set as shown above. For the report to show all items in all categories, the panel would be set as shown below: Sort All Selected Once the reporting options have been set for the first field tab, the rest of the tabs take their setting from the first tab. There is no need to change the settings for each sort fieldname unless one of them differs. Once the option is set, the Chart tab should be clicked. This will bring up the Graph window, as shown below: CHAPTER 3 Page 61 of 78

62 If no graph is desired or useful, then click on the Select tab to move to the next step in the reporting process. Do not click on any of the graph type buttons. If a graph is desired, click on the type of graph to be used and define the data and text to be used on the graph. For more information on creating graphs, see the Crystal Reports program manuals. Graphing will not be covered in this overview. Clicking on the Select tab brings up the selection parameters panel, as shown below: Select Fields to be used to filter data Click Add to select the field Click to define parameters of selected field to filter data These fields define the value or values to use with the filter operator Click on the Style tab for the next step This field defines the nature of the filter (is greater than, is less than, etc.) This section defines the filters (or field limiters) to use when creating the report. Unless a filter or limiter is defined, the entire contents of the file will be included in the report. Normally this is not the result the user wants. Normally the report requires data for just a certain customer, unit number, or period of time. If so, these limiters need to be defined. CHAPTER 3 Page 62 of 78

63 First, the columns (fields) that will be used to filter the data have to be selected in the Report Fields Window (leftmost window in the Select Panel see above). Then click on the Add button to move the field to the Select Fields window. Then define how the field will be filtered. First click on the operand fields in the lower part of the Select Panel. The first field defines how the fields will be compared for filtering (choices are is or is not ). The second field defines the nature of the comparison (choices include is greater than, is less than, and is between ). Once the operands are defined, the value to use for the comparison must be defined. This could be defined as a single value (e.g., a customer number) and a range of values (a date range as shown above). Repeat the above process for each field that will be used to filter data in the report. Once every field is selected, click on the Style tab to select a report type. This will bring up the Style panel as shown below: Key in a title for the report in this field. This window shows the report types available to select. Click on one to use This window shows how the selected report will generally look. When a report type is chosen, click on the preview window to further modify a sample report First, click on the Title field and key in a report title for the report. Then click on the Style window and choose a report style to use. As you click on a style name in the leftmost window, a small sample of how the report will look appears in the rightmost window. Once a style is selected, click on the preview button. This choice creates a small (two page) sample of how the report will look. Within this window, the user can make further style modifications as well (see below). CHAPTER 3 Page 63 of 78

64 Preview screen of what the specified report will look like. If the report is not cosmetically how you like it, hit the Design tab Graphic summary of report s sort hierarchy The Right (large) part of the window shows how the report will look when it is printed. This formatting includes spacing before and after the detail. It also includes a listing of totals and subtotals after each set of details. The smaller window at the left shows in graphical form a summary of the hierarchy of the report details. To change the formatting or design of the report further, click on the Design tab (see above). This will bring up the design window as shown below: Report with indicators for headers and footers Right click here to suppress specific headers and footers Now the window at right shows the spacing and the contents of the report, including header and footers. To suppress headers, right click once on the header description at the left of the window. This action will bring up the editing menu, as shown below: CHAPTER 3 Page 64 of 78

65 Once in this menu, the user can decide to either hide or suppress the header or footer row on the report. This helps condense the spacing on the report. Once hidden or suppressed, the user can un-hide or un-suppress the row later by right-clicking on the row description again. No change in this window is final and can be done and redone at will. Once choice is selected the editing menu will disappear, but a right click will bring it back again. Once the unnecessary rows are suppressed or hidden, the design panel will appear something like the example below: Example of suppressed header and footer rows Totals, header text, and descriptions can be moved by dragging and dropping The report can be changed to be cosmetically pleasing by moving totals and descriptions on the report. This is accomplished by clicking and dragging the text up and down the screen. To review how the changes will affect the report, click back and forth on the Preview and Design tabs. Once all the design changes have been completed, click back on the Preview tab to save and print the report (see below). CHAPTER 3 Page 65 of 78

66 Click here to print the report Click here to save the report Once the report has been finalized, click on the floppy disk icon in the menu bar to save the report parameters. Click on the printer icon to run and print the report. Once finished, you can exit the program either through the File menu or by clicking on the close window button at the upper right of the window. Editing a Report in Crystal Report Designer Editing and changing a report and report parameters is easy in Crystal Reports. Once the program is activated, load the previous report file using either the file menu or the Open icon. The only problem in opening the report may be finding where it was saved. Files are normally saved in your My Documents folder. Once the file is loaded, the program will take you to the Preview panel, as shown below: Once the report is loaded, click on the Report menu option to change fields or other report parameters The report s appearance can be changed clicking between the Design and the Preview tabs, just as during the report creation process. If selections or fields must be changed, then move the CHAPTER 3 Page 66 of 78

67 cursor to the Report choice in the Menu bar. Under the Report menu, choose Report Expert. This will bring up the following warning message: Click on the Yes button. This will bring up the Report Expert multi-faceted panel (see below). Change the various parameters using this panel as you did during the creation process. Make certain to save your changes when you have finished. Microsoft Access Microsoft Access helps you create database to organize your information. After information is entered into this database, you can quickly find details about this information and create summaries and reports. Activities can be updated and changed within the database to help organize the information. Any such changed information, however, cannot be uploaded into the Minitrac data. The ODBC database for Minitrac is read-only. Creating a Database Using ODBC Data Open Microsoft Access by access the Start Menu, then selecting Programs, then selecting Microsoft Office, then clicking on Microsoft Access. This will bring up the Microsoft Access Open File panel as shown below: CHAPTER 3 Page 67 of 78

68 Click here to close the panel. This panel is not needed when creating a new database using ODBC. Close the panel by hitting the close button in the upper right corner. Once closed, an empty database window will appear on your screen, similar to the example shown below: Click here to open a database file To create a new database extract using ODBC, oddly enough, click on the Open File button on the toolbar the icon that looks like a file folder (see above). This step is necessary because you are actually opening an existing database (Minitrac) to create your new database; you are not creating a new database from scratch. Once the Open File button is pressed, the Open File panel (see below) will open: CHAPTER 3 Page 68 of 78

69 In the Files of Type field click on the down arrow to get a window of selections Scroll down until ODBC Databases appears, then click to select. In the Open panel, instead of clicking on a filename go to the Files of Type field. On the down arrow attached to this field, click on it. This action will open a window of all the available file types (see above). Scroll down until you find the file type ODBC Databases (normally the last selection). Click on the ODBC Databases to select it. Once it is selected, the Select Data Source Window will appear, as shown below: Click on COMP01 to highlight the live company database. Then click the OK button to select the COMP01 In the Select Data Source Window, click on the database name COMP01 to highlight the Minitrac live company database (see above). Then click on the OK button (see above) to select and use the database. This action will bring up the tables (files) selection window, as shown below: CHAPTER 3 Page 69 of 78

70 Click once on each table (file) that contains the fields you will need Then click OK to use the tables (files) In the Link Table Window, click once on the tables you will use to extract data into the Access database. Once all the tables (files) have been selected, click on the OK button to link the files together. Once the linkages have been created, the ODBC window, as shown below, will appear: Click on the Queries tab to start designing the database query In the ODBC Database Window, click on the Queries tab on the leftmost part of the panel. This action will bring up the Query Options details as shown below: Select Create query in Design view by double-clicking here The most versatile and trouble free method to create the database from ODBC is to use the Design view. (I have had trouble editing queries created using the wizard. ) To select the CHAPTER 3 Page 70 of 78

71 design method, double click on the choice to Create query in Design view as shown above. This will take you to the Show Table panel (see below). Select all the table in this window by clicking on each one and then hitting the Add button. Select all the files listed in this window (since these are the same files you already told the system you would need). These tables (files) are selected to use in the query design by clicking on them once and then hitting the Add button (see above). Repeat this process until all the tables have been selected for use in the query. Once all have been selected, click on the Close button. This will close the Show Tables window and give you access to the Query Design screen (see below). Graphical presentation of tables (files) with fieldname and connections Put fieldnames to pull in data here Define sort and filter criteria Here a sample of data will show The Query Design window is split into four parts (see above). The upper portion of the window shows the selected tables (files) with their respective fieldnames. It also shows graphically with lines the fields used to connect the tables. The lower portion contains three sections: an area to put the fields to use in the query, a work area to enter filter and sort criteria, and a section that will show a sample of data that will import using the previous criteria. CHAPTER 3 Page 71 of 78

72 The first step to getting a good query design is to properly connect the tables (files) using the fieldnames in common between the files. For some reason, the query expert in Microsoft Access does not work as well connecting files as it does in Microsoft Excel. As can be seen in the above example, only one of the data connections was made automatically. The rest will have to be made manually. To make a connection between the tables, click on a common field name (such as Ord_Div ) and drag it to the same fieldname in another table and release the mouse button. A line will appear connecting the two field names between the tables. Repeat this process until you have made enough connections to solidify the connections between the tables. Once completed, the Query Design window should appear something like the example shown below: Lines showing connections between tables (files) Once the connections have been made between the tables, the next step is to select the fields to be used from the various tables that will be extracted from Minitrac into Microsoft Access. To use a field, click on the fieldname shown in one of the tables and drag it to the columns below, in the row entitled Fields. Continue this process of dragging fieldnames (or double-clicking them) until the columns show all the fieldnames (and tables) you want to use in your database, in the order you want them to show. When completed, the Query Design window should appear similar to the example below: CHAPTER 3 Page 72 of 78

73 Fieldnames dragged from here. to here Once fieldnames are defined, click here for creating sort criteria Once the fields to be imported into the new Access database have been defined, the sort criteria should be established. For each fieldname that will be used for sorting, click on the Sort row beneath that field name (see above). Once the Sort cell under the fieldname is selected, the user has the option of ascending or descending order (a blank would be a non-sorted field). The column order determines the sorting criteria, the leftmost sorting first, the second to the left sorting second, etc. Once all the sorting criteria have been established, the Query Design window should appear similar to the example shown below. Sorting criteria for each fieldname Blank cell means no sorting of this field Then click here to set filters Click here to uncheck the field. This way, you can use a field for filtering or sorting without displaying it in the Access database CHAPTER 3 Page 73 of 78

74 Once the sorting order has been determined, click on the Criteria cells to set filter values for the applicable fieldnames. This is the trickiest part of creating the query. The filters must be set as mathematical calculations using standard mathematical symbols. The most common symbols are: = for equals > for greater than < for less than >= for greater than or equal to <= for less than or equal to Not Not equal to Like Like a value (normally used with wildcards) These symbols determine how the criteria is to be filtered. Right after the symbol, a value must be assigned for the symbol to use in sorting. Note: blanks are not accepted. If you want a fieldname to exclude blank cells the formula would be > as shown below. In the example shown below, the following formulas were used to filter the data: The category is greater than a blank: formula: > The invoice type must be R (for rentals): formula: = R The invoice date must be in the year 2000: formula: >=#1/1/2000 And <=#12/31/2000# The program automatically edits the values fields for proper symbols. For example, the date criteria was entered as 1/1/2000 and the program automatically changed it to #1/1/2000#. Also, filter or sorting criteria can be used without being shown in the Access database once it is extracted. By clicking on the selection box in the Show row (see above), the field will be used without displaying in the extracted data. Once the filter criteria have been entered, the Query Design window will appear similar to the example shown below: CHAPTER 3 Page 74 of 78

75 Fieldnames containing select criteria formulas Scroll bar to move along columns to select fieldnames Once the filter parameters have been set, you should save your query. On the Microsoft Access menu bar, click on the save icon (the small icon of the floppy disk see below). This will take you to a Microsoft Save window (also shown below). Name the file and click on the OK button to save the query. The Save button The Save As dialogue window Name the query here and click OK Now that the query as been saved, you can see how the query pulls data from Minitrac into the Access database file. To see this information, click on the View button on the Microsoft Access menu bar (see below). The Views button switches to the Database view Clicking on the Views button will switch the Access Window to see the data as the query extracts it into Access. A sample of the database view is shown below. CHAPTER 3 Page 75 of 78

76 The database can then be sorted and filtered like any other Access database. For detailed information on how to use the Access program refer to your Microsoft manuals supplied with the product. Editing An Access Database with ODBC Data To edit a query, it must first have been saved using Microsoft Access. First start Microsoft Access in the normal fashion. As the program starts, it will bring up the Microsoft Access file selection window, as shown below. Find your ODBC file as it was saved on the system and then click the OK button Finding the file can be difficult, since Access saves the files under the filename ODBC# (where # is a consecutive number of ODBC extracts). Click on the filename and then hit the OK button to load the query file. As the database loads, it will request the query name to load with the database, as seen in the sample window below. CHAPTER 3 Page 76 of 78

77 Double-click on the query name to select it. Find the name of the query you saved when preparing the database. Double-click on the query name to select it. This will re-extract the data using the Minitrac database. Once extracted (which may take some time to load, depending on the file sizes involved), the database detail screen will appear, as shown below. The Views button will change to the Query Design window To edit the file, column widths can be changed as in any Access database. To recalculate the parameters used for the query/extract, the user must click on the Views button (see above). This will move the screen to the Query Design window (see below). CHAPTER 3 Page 77 of 78

78 The Query Design window works the same in the edit mode as it did when creating the query (see the previous section for details). Tables can be added to the query/extract. Sort parameters can be changed, added, or deleted. Filters can be modified and refined. Once the changes have been made, click on the Views button will re-extract the data based on the new criteria. Conclusion The purpose of this chapter was to supply the user new to ODBC a means to quickly learn how to access Minitrac ODBC data. No attempt was made to teach how the user should use the data once he has used the ODBC to load it, nor to teach all the ramifications of the programs discussed. To learn more how to use any of these programs to a extent further than discussed here, the user must either access the program manuals or local software courses. Edgerton Corporation cannot answer any questions on third-party software products more than has been discussed above. There are also other products available that use ODBC to access data, and that can even be used to access Minitrac data. If the user wishes to use programs other than those covered here, Edgerton Corporation cannot help him even to access the database. We are only familiar to even a superficial extent only with the products listed in this chapter. In short, if you don t use any of the products listed in this chapter, you are on your own from start to finish. CHAPTER 3 Page 78 of 78