Table of Contents RE:QUEUE C HAPTER 1 RE :Q UEUE BASICS C HAPTER 2 RE :Q UERY

Transcription

1 RE:QUEUE Table of Contents C HAPTER 1 RE :Q UEUE BASICS Overview... 2 RE:Query... 2 RE:Batch... 2 Reports... 3 RE:Mail... 3 RE:Export... 3 Database Administration... 4 Security... 4 Working with Basic Queues... 4 Available Queues... 5 Setting Up and Running a Queue... 6 Opening a Queue... 6 Saving a Queue... 7 Validating a Queue... 7 Printing a Queue Viewing a Queue's Statistics Deleting a Queue C HAPTER 2 RE :Q UERY Query Queue Parameters Queries Tab Options Tab Query Queue Security Setting Up a Query Queue Saving a Query Queue Opening a Query Queue Running a Query Queue Deleting a Query Queue iii

2 C HAPTER 3 RE :B ATCH Batch Queue Security Authorize Cards in Batches Parameters Creating and Running an Authorization Batch Queue Post Multiple Batches Parameters Creating and Running a Batch Post Queue C HAPTER 4 R EPORTS Report Queue Parameters Add/Edit a Report Queue Screen Queue Tab Report Queue Security Setting Up a Report Queue Saving a Report Queue Opening a Report Queue Validating a Report Queue Running a Report Queue Printing a Report Queue Viewing a Report Queue's Statistics Deleting a Report Queue C HAPTER 5 RE :M AIL Mailing Queue Parameters Add/Edit a Mailing Queue Screen Queue Tab Mailing Queue Security Setting Up a Mailing Queue Saving a Mailing Queue Opening a Mailing Queue Validating a Mailing Queue Running a Mailing Queue Printing a Mailing Queue Viewing a Mailing Queue's Statistics Deleting a Mailing Queue iv

3 C HAPTER 6 RE :E XPORT Export Queue Parameters Add/Edit an Export Queue Screen <Export Name> Parameters Screen Export Queue Security Setting Up an Export Queue Saving an Export Queue Opening an Export Queue Validating an Export Queue Running an Export Queue Printing an Export Queue Viewing an Export Queue's Statistics Deleting an Export Queue C HAPTER 7 D ATABASE ADMINISTRATION Import Queues Import Queue Parameters Queue Import/Update Facility Screen Queue Creating Import Files Screen Import Queue Security Setting Up an Import Queue Queue Multiple Imports Queue Multiple Create Imports Saving an Import Queue Opening an Import Queue Validating an Import Queue Running an Import Queue Printing an Import Queue Viewing an Import Queue's Statistics Deleting an Import Queue v

4 Blackbaud, Inc. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without the prior written permission of Blackbaud, Inc. The information in this manual has been carefully checked and is believed to be accurate. Blackbaud, Inc. assumes no responsibility for any inaccuracies, errors or omissions in this manual. In no event will Blackbaud, Inc. be liable for direct, indirect, special, incidental or consequential damages resulting from any defect or omission in this manual, even if advised of the possibility of damages. In the interest of continuing product development, Blackbaud, Inc. reserves the right to make improvements in this manual and the products it describes at any time, without notice or obligation. Microsoft is a registered trademark, and Windows, Windows for Workgroups, Windows 95 and Windows NT are trademarks of Microsoft Corporation. All other products and company names mentioned herein are trademarks of their respective holders. ii

5 C HAPTER 1 RE:Queue Basics In This Chapter Overview 2 RE:Query 2 RE:Batch 2 Authorize Cards in Batches 3 Post Multiple Batches 3 Reports 3 RE:Mail 3 RE:Export 3 Database Administration 4 Queue Multiple Imports 4 Queue Multiple Create Imports 4 Security 4 Working with Basic Queues 4 Available Queues 5 Setting Up and Running a Queue 6 Opening a Queue 6 Saving a Queue 7 Validating a Queue 7 Validation Rules 8 Printing a Queue 10 Viewing a Queue s Statistics 10 Update Information 10 Execution Information 10 Deleting a Queue 11 Chapter 1 RE:Queue Basics 1

6 Overview RE:Queue for task scheduling is an optional add-on module for The Raiser s Edge for Windows which gives you the ability to set up queues containing queries, batches, reports, mailings, exports, or imports. A queue is another word for a line, in the context of people waiting in a line for service at the bank. When you put reports into a queue, or queue up reports, you are essentially putting the reports in line in the order in which they are to be processed. You may create a queue through existing Raiser s Edge modules: RE:Query, RE:Batch, Reports, RE:Mail, RE:Export, anddatabase Administration (for imports). You can designate a start time and date at which point the queue will begin processing, so that you do not have to be there. For example, you can set up a queue to run your end-of-the-week summary reports at 10:00 p.m. Thursday evening, so that the reports are ready and waiting for you on Friday morning. Because RE:Queue is not a completely independent module that is, RE:Queue adds functionality to existing modules there is no specific, additional security. If you don t have access to a particular report, then you can t open, delete, or run a queue that contains that report. For example, you may have some data entry personnel who don t have access to run certain financial reports. These users would see the queue you created called End of Month Financial Reports in the Reports module, yet they would not have rights to open, run, print, or delete this queue because of their limited access to reports within it. RE:Query The RE:Query module has a queue function added to the File menu. The Run Multiple Queries option allows you to set up queues for your queries. These queues can contain one or more queries and can be set to run at a specified time and date. RE:Batch RE:Batch works with RE:Queue in two ways: for batch credit card authorizations and for multiple batch posting. Note: You must be set up with ICVerify in order for the batch credit card authorization queue function to work. 2 RE:Queue Basics Chapter 1

7 Authorize Cards in Batches If you have ICVerify, you can create a queue of batches to have credit cards authorized using Authorize Cards in Batches on the File menu. Post Multiple Batches The Post Multiple Batches function offers the ability to queue up one or more batches to be posted into your Raiser s Edge database at a designated time and date. Reports Run Multiple Reports on the File menu in Reports is designed to let you create queues of reports designated to run at a specific time. Report queues can be saved and reused. RE:Mail Queue functionality in RE:Mail lets you add mailing functions (such as letters, labels, envelopes, and so on) to a queue, saving parameters for each mailing function and for the queue itself. In addition, you can save the queue to run again. RE:Export In RE:Export, you can set up queues to create multiple export files. Chapter 1 RE:Queue Basics 3

8 Database Administration (for Imports) Note: The Database Administration module affects The Raiser s Edge and the database. Consult your system or network administration before working in this module. You should also back up your system prior to making changes or importing through Database Administration. In Database Administration, you can set up queues to import multiple files (Queue Multiple Imports) or to create multiple import files (Queue Multiple Create Imports). Queue Multiple Imports The Queue Multiple Imports function lets you designate one or more import files to process or import into your Raiser s Edge database. Parameters and options may be set for each file to be imported, in addition to those parameters for the queue itself. Queue Multiple Create Imports The Queue Multiple Create Imports function lets you create a queue of one or more import files that your system should create from your database. Parameters and options may be set for each import file to be created, in addition to those parameters for the queue itself. Security As RE:Queue adds functionality to existing modules, it does not have separate security. Security of the queue is based on security of the components of the queue. For example, if you don t have security rights to access all of the reports in a particular queue, then you can t open, run, edit, print, or delete the queue. Working with Basic Queues Working with a queue in any of the modules in which RE:Queue functionality is available is essentially the same. Specific information and procedures for queues in each of the modules are discussed separately in each module s respective chapter in this guide. 4 RE:Queue Basics Chapter 1

9 Available Queues Queues that have been created and saved are listed on the Available Queues screen, accessed from the File menu of the modules. The queue option on the File menu varies slightly by module: Run Multiple Queries in RE:Query; Authorize Cards in Batches and Post Multiple Batches in RE:Batch; Run Multiple Reports in Reports; Run Multiple Mailings in RE:Mail; Run Multiple Exports in RE:Export; and Queue Multiple Imports and Queue Create Multiple Imports in Database Administration. InRE:Batch, there is no Available Queues screen as batch queues cannot be saved. From this screen (which also may vary slightly from module to module), you can add a new queue by clicking New. You can also view, edit, or run an existing queue by highlighting the queue and clicking Open. Print a detailed report of the components and parameters for a queue by highlighting the queue and clicking Print. Delete a queue by highlighting the queue and clicking Delete. Note: You must have security rights to each component of the queue in order to work with it. Chapter 1 RE:Queue Basics 5

10 Setting Up and Running a Queue Each queue type (e.g., report queue, export queue, batch queue) has its own parameters and options. Regardless of queue type, certain parameters and options are the same. Most queues have a Queue Name, in addition to queue options like Shutdown <Module> on Run, Begin Processing With, Abort Queue on <Module/Function> Failure, andprint Control Report. All queue options and parameters, including the common ones, are discussed in later chapters. Note: See the chapter regarding the specific module for a detailed procedure, as this process may vary from module to module. Most queues, with the exception of those created in RE:Query and RE:Batch, are automatically validated and saved before they are processed. Opening a Queue In order to view, edit, or run a queue, you must first open the queue. Because queues for RE:Batch cannot be saved, you cannot open a batch queue. Open a queue: Note: See the chapter regarding the specific module for a detailed procedure, as this process may vary from module to module. 1. Access the Available Queues screen by selecting the appropriate item on the File menu. Run Multiple Queries in RE:Query Run Multiple Reports in Reports Run Multiple Mailings in RE:Mail Run Multiple Exports in RE:Export Queue Multiple Imports or Queue Create Multiple Imports in Database Administration Note: Because batch queues cannot be saved, they cannot be opened. 2. Highlight the queue and click Open. 3. The Edit a Queue screen appears. The information that appears on this screen is specific to the type of queue you created. 6 RE:Queue Basics Chapter 1

11 Saving a Queue Queues (except for those created in RE:Batch) can be created and saved to be used over and over again. For this reason, it is important that queue names are descriptive enough for users to identify the purpose, if not the contents, of a queue. You are limited to a maximum of 50 characters in the Queue Name field, so you may want to devise some sort of naming scheme for these queues. For example, you may create a report queue for weekly financial summaries, and you may create another report queue for monthly financial summaries. These two queues need more descriptive names than simply Financial Summaries. The weekly financial queue could be named FinSum: Week and the monthly financial queue could be named FinSum: Month. Save a queue: Note: See the chapter regarding the specific module for a detailed procedure, as this process may vary from module to module. 1. From the Available Queues screen, highlight the appropriate queue and click Open, or click New are you are creating and saving a new queue. The Edit (or Add) a Queue screen appears. 2. Make any modifications to the parameters or options shown on the screen. 3. Click Save. Validating a Queue Because queues are designed to run automatically without any input or supervision from a user it is important to make sure that each component of the queue will process correctly, particularly with the other components selected. For example, when you create an export, you have to give the exported file a name and specify a location where this export file will be saved. When queuing exports, you need to make sure you don t have more than one export using the same export file name and location. Validating the queue before you save or run it will check for this type of situation. The components of the queue and their complexity determine how long the validation process will take. Queues created in RE:Query and RE:Batch are not validated by the system. Chapter 1 RE:Queue Basics 7

12 Validation Rules The rules the system follows for validating queues are as follows; they are performed by the system in the order listed. More than one component (e.g., report, export) may not have the same output query name or export file name. If this exception is encountered, the first component with the output query name or the export file name is considered valid and the subsequent components with the duplicate output query names or export file names are considered invalid. The query type must be valid for the component being run. The user must have rights to execute the query. If errors are found in the validation (such as export files using the same name), they are reported on the Queue Validation screen. The number of validated reports and the total of invalid reports are displayed on the Queue Validation screen. You can print a validation report which lists not only the parameters and contents of the queue, but also lists the exceptions (the name of the component and the reason the component was not validated). 8 RE:Queue Basics Chapter 1

13 Validate a queue: Note: See the chapter regarding the specific module for a detailed procedure, as this process may vary from module to module. 1. Access the Available Queues screen by selecting the appropriate item on the File menu. 2. From the Available Queues screen, highlight the appropriate queue and click Open. The Edit a Queue screen appears. 3. Click Validate and the Validate Queue screen appears. 4. Click Validate to begin the validation process. Clicking Cancel will return you to the Edit a Queue screen. 5. A processing bar may display while the validation is taking place. When the validation process is complete, the Queue Validation screen appears. Click Print Validation Report to print a report listing the validation exceptions or click OK. Chapter 1 RE:Queue Basics 9

14 Printing a Queue Queues can be printed (or print-previewed) so that you can easily see the included components and parameters for the queue. Queues created in RE:Query and RE:Batch cannot be printed. Print a queue: Note: See the chapter regarding the specific module for a detailed procedure, as this process may vary from module to module. 1. Access the Available Queues screen by selecting the appropriate item on the File menu. 2. Highlight the queue and click Print. 3. The selected queue s components and parameters will print in a report format to a preview screen. From this screen you can view and print the report. Viewing a Queue s Statistics Statistics for each queue are stored by the system. These statistics include update and execution information. In order to view a queue s statistics, you must first open the queue. Statistics are not available for queues created in RE:Query and RE:Batch. Update Information This frame displays update information about the queue: Date Added, Added By, Date Last Changed, andlast Changed By. Execution Information This frame displays information about the last time this queue was run: Date Last Run and Executed By. 10 RE:Queue Basics Chapter 1

15 View statistics of a queue: Note: See the chapter regarding the specific module for a detailed procedure, as this process may vary from module to module. 1. From the Available Queues screen, highlight the appropriate queue and click Open. The Edit a Queue screen appears. 2. Click Statistics and the Queue Statistics screen appears. 3. Click OK to return to the Edit a Queue screen. Deleting a Queue Since queues can be saved and reused, you may occasionally need to delete a queue that is no longer valid or useful. Only users with security rights to access each one of the components (e.g., reports) in a particular queue will be able to delete that queue. Deleting a queue permanently removes it from your system; however, the components of the queue (e.g., the individual batches you selected to run in this queue) will not be affected. Queues created in RE:Batch cannot be saved, and therefore cannot be deleted. Delete a queue: Note: See the chapter regarding the specific module for a detailed procedure, as this process may vary from module to module. 1. From the Available Queues screen, highlight the appropriate queue and click Delete. If you have adequate security rights to this queue, a standard verification message will appear. If you do not have adequate security rights to the queue, a message to that effect will display. 2. Click Yes on the verification message to delete the queue and return to the Available Queues screen. Chapter 1 RE:Queue Basics 11

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17 C HAPTER 2 RE:Query In This Chapter Query Queue Parameters 14 Queries Tab 14 Options Tab 16 Query Queue Security 17 Setting Up a Query Queue 17 Saving a Query Queue 18 Opening a Query Queue 19 Running a Query Queue 19 Deleting a Query Queue 21 Chapter 2 RE:Query 13

18 Query Queue Parameters Each query queue has parameters regarding the queries included and specific settings for running the queue. When you open an existing queue or create a new one, you see a screen with two tabs: the Queries tab and the Options tab. The buttons that appear are standard and are accessible from both tabs. The Save button saves the queue according to the parameters specified on the Queries and Options tabs. The Cancel button returns you to the Available Queries screen without saving any of the information on the Queries and Options tabs. The Run button begins the queue process. For more information on this button and what it does, see the section in this chapter regarding running queues. Queries Tab The Queries tab contains information about the specific queries in this queue, in addition to the name of the queue. The actual queue name should be specific enough that users can identify the purpose and possibly the contents of the queue by its name. 14 RE:Query Chapter 2

19 Field Name Type* Description Queue Name R This alphanumeric field (50 character maximum) is for the name of the queue. Queue names must be unique and should be descriptive enough for users to identify the purpose or contents of the queue. Type R This field is a filter for the queries displayed in the Queries box on this tab. You can select All Types essentially like not using a filter at all, meaning the list will contain queries of all types. You can also select a specific query type to limit the displayed list to that type of query. Format R This field is a filter for the queries displayed in the Queries box on this tab. You can select All Formats essentially like not using a filter at all, meaning the list will contain queries of all formats. You can also select a specific query format to limit the displayed list to that format of query. Dynamic queries can be included in your queue, buy they will be saved as static. Only show my queries O This checkbox is a filter for the queries that are displayed in the Queries box on this tab. With this option marked, only queries with your login name are shown. Queries D The Queries box displays a list of all available queries based on any filters set with the fields/options above. Select the queries you wish to include in the queue from this list. Dynamic queries can be included, but they will be saved as Static. You can use the arrow buttons to move queries back and forth (i.e., include or exclude them). Queries to Include D The Queries to Include box displays a list of all queries you have included in this queue. The queries are displayed in the order in which they will be run. You can use the arrow buttons to move queries back and forth (i.e., include or exclude them). *Type: (R)equired, (O)ptional, (D)isplay-only, (B)utton. Chapter 2 RE:Query 15

20 Options Tab The Options tab contains information specific to running the queue. Field Name Type* Description Abort Queue on Query Failure O This checkbox designates the system should stop processing the queries in the queue entirely if an error is encountered in one query. If this option is not marked, the system will skip the query with the processing error, and will continue trying to process the rest of the queries in the queue. Print Control Report Shutdown RE:Query after Running O O This checkbox designates a control report of the processed queue should be printed. The control report will list any irregularities encountered while the queue was processing. It will also list any exceptions that is, queries that could not be processed due to an error. This checkbox designates the system should shutdown the RE:Query module once the queue has finished processing. If this option is not marked, the system will stay logged into the RE:Query module until you manually shut it down. *Type: (R)equired, (O)ptional, (D)isplay-only, (B)utton. 16 RE:Query Chapter 2

21 Query Queue Security As RE:Queue simply adds functionality to RE:Query, it does not have separate security. Security of the queue is based on security of the queries in the queue. For example, if you don t have security rights to access all of the queries in a particular queue, then you can t open, run, edit, print, or delete the query queue. Setting Up a Query Queue In RE:Query, you can set up queues of one or more queries to run at a designated time. Create a new query queue: 1. From RE:Query, select File, Run Multiple Queries. The Available Queues screen appears. 2. Click New. The Add a Queue screen appears, displaying the Queries tab. 3. Enter the Queue Name. Use the Type, Format, andonly show my queries options to manipulate the queries that display in the Queries box. Use the arrows to move queries into the Queries to Include box. Chapter 2 RE:Query 17

22 4. Click on the Options tab. The screen below appears. 5. Mark the options regarding the queue: abort the queue process if an error occurs in a particular query, print a control report, and shutdown the module once the queue is finished. 6. Click Save to save this queue so that you can access and run this queue again later. If you don t want to save this queue for future use or reference, you can skip Save and continue the process of running a queue. Saving a Query Queue Queues can be created and saved so that may be used repeatedly. For this reason, it is important that queue names are descriptive enough for users to identify the purpose, if not the contents, of a queue. You are limited to a maximum of 50 characters in the Queue Name field, so you may want to devise some sort of naming scheme for these queues. Save a queue: 1. From the Available Queues screen, highlight the appropriate queue and click Open if you are editing an existing queue, or click New are you are creating and saving a new queue. The Edit (or Add) a Queue screen appears. 2. Make any modifications to the parameters or options shown on the screen, including Queue Name. 3. Click Save. 18 RE:Query Chapter 2

23 Opening a Query Queue In order to view, edit, or run a queue, you must first open the queue. Open a queue: 1. From RE:Query, select File, Run Multiple Queries. The Available Queues screen appears. 2. Highlight the queue and click Open. 3. The queue opens to the Edit a Queue screen. The information that appears on this screen is specific to the type of queue you created. Running a Query Queue Setting a queue to run can be done in one of three ways: set a queue to run at a future time, set a queue to run immediately, or run a queue set for future time. Set a queue to run at a future time: 1. From RE:Query, select File, Run Multiple Queries from the menu bar. The Available Queues screen appears. 2. Highlight the appropriate query queue and click Open. The Edit a Queue screen appears. 3. Click Run. The Ready to Run Multiple Queries screen appears. This screen displays the current system time and date. Chapter 2 RE:Query 19

24 4. Adjust the Date to Begin Queue and the Time to Begin Queue. Note: Pay close attention to the current system date and time displayed. The run time for the queue is based on these settings. Click Cancel to cancel the queue and return to the parameter screen. Or simply click OK and then minimize the screen to continue working in another module or program. Note: Once a queue has been set up to run, no other processes can be performed from the module with the queue. 5. Depending on options you marked, the module may close and a control report may print upon completion of the queue process. Set a queue to run immediately: 1. From RE:Query, select File, Run Multiple Queries from the menu bar. The Available Queues screen appears. 2. Highlight the appropriate query queue and click Open. The Edit a Queue screen appears. 3. Click Run. The Ready to Run Queue screen appears. 4. Click Start Now. The queue begins processing immediately. While processing, a status screen may appear listing the names of the queries in the queue along with their processing status. 5. If you marked the queue option to Shutdown RE:Query on Run and a control report was requested, one will print and the module will close. IfyoudidnotmarktheShutdown... option but requested a control report, one will print when you click OK from the process complete messages discussed above. Run a queue set for a future time: From the Ready to Run Multiple Queries screen, click Start Now to immediately begin processing of the queue. If you marked the queue option to Shutdown RE:Query on Run and a control report was requested, one will print and the module will close. If you did not mark the Shutdown... option but requested a control report, one will print when you click OK from the process complete messages discussed above. 20 RE:Query Chapter 2

25 Deleting a Query Queue Since queues can be saved and reused, you may occasionally need to delete a queue that is no longer valid or useful. Only users with security rights to access each one of the queries included in a particular queue will be able to delete that queue. Deleting a queue permanently removes it from your system; however, the components of the queue (e.g., the individual queries you selected to run in this queue) are not affected. Delete a queue: 1. From the Available Queues screen, highlight the appropriate queue and click Delete. If you have adequate security rights to this queue, a standard verification message will appear. If you do not have adequate security rights to the queue, a message to that effect will display. 2. Click Yes on the verification message to delete the queue and return to the Available Queues screen. Chapter 2 RE:Query 21

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27 C HAPTER 3 RE:Batch In This Chapter Batch Queue Security 24 Authorize Cards in Batches 24 Parameters 24 Creating and Running an Authorization Batch Queue 26 Post Multiple Batches 27 Parameters 28 Batches Tab 28 Post Options Tab 29 Creating and Running an Batch Post Queue 31 Chapter 3 RE:Batch 23

28 Batch Queue Security As RE:Queue simply adds functionality to RE:Batch, it does not have separate security. Security of the queue is based on security of RE:Batch. If you don t have rights to post batches, you can t create and run a batch queue. Authorize Cards in Batches If you have ICVerify, you can set up to have credit cards authorized in batches through RE:Batch. Because the process of authorizing credit cards is not one that you would ordinarily need to repeat (for the same batch of card numbers), the queue functionality in RE:Batch does not allow you to save queues for reuse. Parameters The Authorize Credit Cards in Multiple Batches screen appears when you select File, Authorize Cards in Batches from the menu bar. 24 RE:Batch Chapter 3

29 Field Name Type* Description Shutdown RE:Batch... O When marked, the RE:Batch module will close once the queue run starts. Abort Queue O When marked, a queue will stop processing if an error is encountered on a batch in the queue. View R One of the three view options (Normal Batches, Recurring Batches, orboth) must be selected. This determines the batches to appear in the Batches box, which are the batches available to be included in the queue. Only show my batches O When marked, the display of batches will include only those queues created with your login name. Batches D The Batches box displays a list of available batches. Select the batches you wish to include in the queue. You can use the arrow buttons to move batches back and forth (i.e., include or exclude them). Batches to Include D The Batches to Include box displays a list of all batches included in this queue. Batches are processed in the order in which they are displayed. *Type: (R)equired, (O)ptional, (D)isplay-only, (B)utton. Chapter 3 RE:Batch 25

30 Creating and Running an Authorization Batch Queue Setting up a batch queue of credit cards to be authorized is a simple process that involves selecting the batches to include, along with setting parameters for the queue. Create and run a queue with batches of cards to be authorized: 1. From RE:Batch, select File, Authorize Cards in Batches from the menu. The Authorize Credit Cards in Multiple Batches screen appears. 2. Mark any Queue Options for information specific to the process of running the queue, such as Delay Start Until, Shutdown RE:Batch..., andabort Queue... Select the batches to include in this queue (i.e., move each batch into the Batches to Include box). Mark a View option (Normal Batches, Recurring Batches, orboth) to determine which batches display in the Batches box. 3. Once all batches to include are selected, the queue is ready to process. Click OK. The Ready to Authorize Batches screen appears. 26 RE:Batch Chapter 3

31 4. For delayed processing, enter a start date and time and click OK. Note: Pay close attention to the current system date and time displayed. The run time for the queue is based on these settings. Click Start Now to immediately begin processing of the queue. Click Cancel to cancel the queue and return to the parameter screen. Or simply minimize the screen to continue working in another module or program. Note: Once a queue has been set up to run, no other processes can be performed from the module with the queue. 5. If you marked the queue option to Shutdown RE:Batch on Run, the module will close. Post Multiple Batches In RE:Batch, with the additional RE:Queue functionality, you can select multiple batches to post into the Raiser s Edge database. Because the process of posting batches into your database is not one that you would ordinarily need to repeat (for the same exact batches), the queue functionality in RE:Batch does not allow you to save queues for reuse. Chapter 3 RE:Batch 27

32 Parameters The Post Multiple Batches screen (with the Batches and Post Options tabs) appears when you select File, Post Multiple Batches from the menu bar. Batches Tab The Batches tab allows you to select which batches should be included in this queue. Field Name Type* Description View R One of the three view options (Normal Batches, Recurring Batches, orboth) must be selected. This determines the batches to appear in the Batches box batches available to be included in the queue. Only show my batches O When marked, the display of batches will include only those queues created with your login name. Batches D The Batches box displays a list of available batches. Select the batches you wish to include in the queue. You can use the arrow buttons to move batches back and forth (i.e., include or exclude them). Batches to Include D The Batches to Include box displays a list of all batches included in this queue. Batches are processed in the order in which they are displayed. *Type: (R)equired, (O)ptional, (D)isplay-only, (B)utton. 28 RE:Batch Chapter 3

33 Post Options Tab The Post Options tab allows you to set various options for the queue itself, in addition to pledge overpayment, credit card authorization, and recurring batch options. Chapter 3 RE:Batch 29

34 Field Name Type* Description Abort Queue O When marked, a queue will stop processing if an error is encountered on a batch in the queue. Shutdown RE:Batch... O When marked, the RE:Batch module will close once the queue run starts. Automatically Apply Gifts to Pledges Create Output Query of Gifts Posted Purge Batch After Posting Print Detail Batch Posting Control Report Print Summary Batch Posting Control Report OverPayment of Pledges frame Check Authorization for Credit Cards frame Recurring Batch Information frame O O O O O R O O When marked, any gifts included in the batches will be applied to outstanding pledges for the appropriate constituent. When marked, an output query containing all gifts successfully posted into the Constituent Management will be created. When marked, the batch will be purged (deleted) once it has been successfully posted. When marked, a control report (in detail form) of the batch posting will print. When marked, a control report (in summary form) of the batch posting will print. In this frame, you must designate what is to happen when there is an overpayment of a pledge from a gift in the batch in this queue: Create Cash Gift for Remainder or Do Not Post Payment. WhenICVerify is present and this option is marked, the system will attempt to authorize all credit cards in the batches. You must then designate what the system is to do with cards that do not authorize: Post with Declined Authorization Code or Do Not Post Show as Exceptions. Ifyoumarkthe Do Not Post option, you can designate that a new batch of the card exceptions that weren t posted be created. If a recurring batch is included in the queue, you must designate these recurring batch options, such as gift date, post date, and batch number. Dates default to current system date. If credit card authorizations are to occur, you may opt to clear authorization codes for the gift records, so that the new authorization code will replace prior authorization code. *Type: (R)equired, (O)ptional, (D)isplay-only, (B)utton. 30 RE:Batch Chapter 3

35 Creating and Running a Batch Post Queue Setting up a queue of batches to be posted is a simple process that involves selecting the batches to include, along with setting parameters for the queue. Create and run a queue with batches to be posted: 1. From RE:Batch, select File, Post Multiple Batches fromthemenu. ThePost Multiple Batches screen appears. 2. From the Batches tab, select the batches to include in this queue (i.e., move each batch into the Batches to Include box). Mark a View option (Normal Batches, Recurring Batches, orboth) to determine which batches are displayed in the Batches box. Click on the Post Options tab. 3. Mark options regarding the queue, pledge overpayment, credit card authorization, and recurring batches. Chapter 3 RE:Batch 31

36 4. Once all batches to include are selected, the queue is ready to process. Click OK. The Post Multiple Batches screen appears. 5. For delayed processing, enter a start date and time and click OK. Note: Pay close attention to the current system date and time displayed. The run time for the queue is based on these settings. Click Start Now to immediately begin processing of the queue. Click Cancel to cancel the queue and return to the parameter screen. Or simply minimize the screen to continue working in another module or program. Note: Once a queue has been set up to run, no other processes can be performed from the module with the queue. 6. If you marked the queue option to Shutdown RE:Batch on Run, the module will close. 32 RE:Batch Chapter 3

37 C HAPTER 4 Reports In This Chapter Report Queue Parameters 34 Add/Edit a Report Queue Screen 35 Queue Tab 37 Queue Tab (for reports that can create output queries) 38 Queue Tab (for reports that cannot create output queries) 40 Report Queue Security 41 Setting Up a Report Queue 41 Saving a Report Queue 42 Opening a Report Queue 42 Validating a Report Queue 43 Running a Report Queue 44 Printing a Report Queue 48 Viewing a Report Queue s Statistics 48 Deleting a Report Queue 49 Chapter 4 Reports 33

38 Report Queue Parameters Each report queue has common parameters regarding the reports included and specific settings for running the queue. These common parameters on the Add/Edit a Report Queue screen are discussed later in this section. The Add/Edit a Report Queue screen has several buttons at the bottom. The Save button saves the queue according to the parameters specified on the screen. The Cancel button returns you to the Available Queues screen without saving any of the information. The Run button begins the queue process. The Validate button validates the queue, which means it checks each report in the queue for potential errors. The Statistics button displays basic statistics about the queue, such as when it was last run and who created it. In addition to the common parameters, on the Add/Edit a Report Queue screen, each report in each queue has its own parameters. Each report you include in the queue has several tabs of parameters. Report-specific parameter tabs are the same as they appear when you set up a single report to run, so they are discussed in the Reports chapters of the User s Guide. However, when you add a report to a queue, the additional Queue tab (for queue parameters) appears. Only users with security rights to access each one of the reports included in a particular queue will be able to print that queue. All users can access the Available Queues screen and view the list of queues; however, only those with security rights to every report in the queue can actually work with it. 34 Reports Chapter 4

39 Add/Edit a Report Queue Screen The Add/Edit a Report Queue screen contains information about the specific reports in this queue, in addition to the name of the queue. The actual queue name should be specific enough that users can identify the purpose and possibly the contents of the queue by its name, as queues can be used repeatedly. It also contains information specific to running the queue. Chapter 4 Reports 35

40 Field Name Type* Description Queue Name R This alphanumeric field (50 character maximum) is for the name of the queue. Queue names must be unique and should be descriptive enough for users to identify the purpose or contents of the queue. Default Parameters frame D In this frame, track default parameter options for each report added to the queue. Defaults only affect reports that have a From Group, Start Date, andend Date. Defaults can be changed on each separate report. From Group O In this field, select a query to use as the default group. Use Default O If marked, all reports will use the default parameters. Parameters... Start/End Date O Enter dates to indicate the period for report data. These defaults can be changed on the separate reports. Reports D The Reports box displays a list of available reports. Select the reports you wish to include in the queue. You can use the arrow buttons to move reports back and forth (i.e., include or exclude them). As you select a report (i.e., move it to the Reports to Include box), a screen of the report s parameter tabs appears. Note: A report may be included more than once in the same queue. Reports to Include D The Reports to Include box displays a list of all reports included in this queue. Reports are processed in the order in which they are displayed, unless otherwise specified in the Begin Processing With field on this screen. You can use the arrow buttons to change their order in the list. Queue Options D frame Shutdown Reports... O When marked, the Reports module will close once the queue run starts. Begin Processing With O This field determines which report is validated and processed first. It contains all reports included in the queue, plus a blank entry. Use the blank entry to indicate the order of the reports should be as displayed in the Reports to Include box. Abort Queue O When marked, a queue will stop processing if an error is encountered on a report in the queue. Print Control Report O When marked, a control report of the queue (and reports within it) prints once the queue is processed. *Type: (R)equired, (O)ptional, (D)isplay-only, (B)utton. 36 Reports Chapter 4

41 Queue Tab The Queue tab is basically the same for each report you add to a queue; however, there can be some slight differences. The Queue tab that appears for a report that allows output queries to be created is slightly different from the Queue tab for a report that doesn t. Both tabs have the Export Reports option, so that the report can be exported in a particular data format to a specified filename and location. When the report selected for the queue can produce more than one report, the Export Reports option on both types of the Queue tab changes to reflect the multiple report capability. The first line in the Export Reports grid is filled in with the actual report name. You must select the data format and filename. Chapter 4 Reports 37

42 Queue Tab (for reports that can create output queries) 38 Reports Chapter 4

43 Field Name Type* Description Name R This alphanumeric field (50 character maximum) defaults to the name of the report. If this report is included more than once in the queue, the name defaults to Name of Report_## where ## is the sequence number. You can change the name, but it should be descriptive enough to identify the report and its content or purpose. When you print a queue, this is the name that appears in the list of reports. Export Reports O When marked, the system will create an export file of this report. You must then specify a Data Format and an Export Filename and location. The queue will not be validated if more than one export file is created using the same filename and location. If multiple reports can be produced, this option on the tab will reflect the multiple report capabilities as discussed above. Create Output Query O When marked, the system will create an output query of the records used in this report. You must then specify a Query Name, and optionally, a Description. The queue will not be validated if more than one output query is created using the same name. Mark the Other Users May Execute this Query if all users should have access to the output query created from this report. *Type: (R)equired, (O)ptional, (D)isplay-only, (B)utton. Chapter 4 Reports 39

44 Queue Tab (for reports that cannot create output queries) Field Name Type* Description Name R This alphanumeric field (50 character maximum) defaults to the name of the report. If this report is included more than once in the queue, the name defaults to Name of Report_## where ## is the sequence number. You can change the name, but it should be descriptive enough to identify the report and its content or purpose. When you print a queue, this is the name that appears in the list of reports. Export Reports O When marked, the system will create an export file of this report. You must then specify a Data Format and an Export Filename and location. The queue will not be validated if more than one export file is created using the same filename and location. If multiple reports can be produced, this option on the tab will reflect the multiple report capabilities as discussed above. *Type: (R)equired, (O)ptional, (D)isplay-only, (B)utton. 40 Reports Chapter 4

45 Report Queue Security As RE:Queue simply adds functionality to Reports, it does not have separate security. Security of the queue is based on security of the reports in the queue. For example, if you don t have security rights to access all of the reports in a particular queue, then you can t open, run, edit, print, or delete the report queue. Setting Up a Report Queue Setting up a report queue is a simple process that involves selecting the reports to include, along with setting parameters for the reports and for the queue itself. Create a report queue: 1. From Reports, select Run Multiple Reports from the menu. The Available Queues screen appears. 2. Click New to create a new report queue. The Add a Report Queue screen appears. 3. Enter the Queue Name and mark any Default Parameters (for information that will default into each report s parameters you can change them later) and Queue Options (for information specific to the process of running the queue). Select the reports to include in this queue. As you select each report (i.e., move it into the Reports to Include box), the parameter tabs for that report appear with the additional Queue tab. 4. Fill in the parameter tabs for the report as you would normally. Consult your User s Guide for more information on the basic report parameter tabs. Chapter 4 Reports 41

46 5. Click on the Queue tab to set any report parameters that are now queue-specific, such as export file or output query information. 6. When all parameters have been entered, click OK to return to the Add a Report Queue screen. The report should now appear in the list of reports to be included in the queue. 7. When each report and its parameters have been entered, use the Up and Down buttons to get the list into the proper order you need. 8. Click Save to save the queue for future use. The system will save the queue before validating or running it. Saving a Report Queue Queues can be created and saved so that may be used over and over again. For this reason, it is important that queue names are descriptive enough for users to identify the purpose, if not the contents, of a queue. You are limited to a maximum of 50 characters in the Queue Name field, so you may want to devise some sort of naming scheme for these queues. Save a queue: 1. From the Available Queues screen, highlight the appropriate queue and click Open if you are editing an existing queue, or click New are you are creating and saving a new queue. The Edit (or Add) a Report Queue screen appears. 2. Make any modifications to the parameters or options shown on the screen, including Queue Name. 3. Click Save. Opening a Report Queue In order to view, edit, or run a queue, you must first open the queue. Open a queue: 1. From Reports, select File, Run Multiple Reports. The Available Queues screen appears. 2. Highlight the queue and click Open. 3. The queue opens to the Edit a Report Queue screen. The information that appears on this screen is specific to the type of queue you created. 42 Reports Chapter 4

47 Validating a Report Queue Because queues are designed to run automatically without any input or supervision from a user it is important to make sure that each report in the queue will process correctly, particularly with the other components selected. For example, when you create an export, you have to give the exported file a name and specify a location where this export file will be saved. When queuing reports, you need to make sure you don t have more than one report creating an output query with the same file name and location. Validating the queue before you save or run it will check for this type of situation. Validation rules are listed in the Basics chapter of this guide. The number and complexity of the reports in the queue determines how long the validation process will take. Validate a queue: 1. From the Available Queues screen, highlight the appropriate queue and click Open. The Edit a Report Queue screen appears. 2. Click Validate and the Validate Queue screen appears. 3. Click Validate to begin the validation process. Clicking Cancel will return you to the Edit a Report Queue screen. 4. A processing bar may display while the validation is taking place. When the validation process is complete, the Queue Validation screen appears. Click Print Validation Report to print a report listing the validation exceptions or click OK. Chapter 4 Reports 43

48 Running a Report Queue Queues are automatically saved and validated before they are processed. There are three procedures in this section describing queues: set a queue to run at a future time, set a queue to run immediately, and run a queue set to run in the future. Set a queue to run at a future time: 1. From the Available Queues screen, highlight the appropriate queue and click Open. The Edit a Report Queue screen appears. 2. Click Run. The Run <Queue Name> screen appears. 3. The current date and time of your system is displayed. Enter the start date and time for this queue to run. Time and date entered must be after the current system date and time. Note: Pay close attention to the current system date and time displayed. The run time for the queue is based on these settings. 4. Click OK if the queue is set to run at some future time. The Ready to Run <Queue Name> screen appears. Note: Once a report queue has been set up to run, no other reports can be processed from the Reports module. 44 Reports Chapter 4

49 5. If the queue is set to run at a future time, you can minimize the Ready to Run Queue window and continue with your work in other modules (not including Reports) orprograms. If you marked the queue option to Shutdown Reports on Run, clicking Cancel on the Ready to Run Queue screen will close the screen and close the module. If youdidnotmarktheshutdown... option, clicking Cancel will return you to the Edit a Report Queue screen. 6. When the system begins to run the queue, it first validates the queue. 7. The Queue Validation screen appears. If any component is not valid, click Print Validation Report to print a report listing the validation exceptions or click OK. If the queue is valid, the system processes the queue. The Run Multiple Reports screen and the Processing Reports screen appear while the system is processing displaying the queue s status. 8. When processing is complete, a process complete message appears. If the queue was interrupted during processing due to errors, a message stating the queue was aborted is displayed. This message also displays the number of reports processed prior to the errors. If the queue was manually interrupted (e.g., a user clicked Cancel), a message stating the queue was cancelled is displayed. This message also displays the number of reports processed prior to the interruption. If the queue process completes but errors occurred, a message stating the queue process completed is displayed. This message also displays the number of reports that could not be processed due to errors, along with a count of reports that completed processing without errors. If the queue process completes with no errors, a message stating the queue process completed is displayed. This message also displays the number of reports that were processed. Depending on options marked, a control report may print. Chapter 4 Reports 45

50 Set a queue to run immediately: 1. From the Available Queues screen, highlight the appropriate queue and click Open. The Edit a Report Queue screen appears. Do not mark options to delay the start of the queue processing. 2. Click Run. The system will automatically begin processing the reports in the queue. If you marked the queue option to Shutdown Reports on Run, the module will close and queue processing will begin. 3. When the system begins to run the queue, it first validates the queue. 4. The Queue Validation screen appears. If any component is not valid, click Print Validation Report to print a report listing the validation exceptions or click OK. If the queue is valid, the system processes the queue. The Run Multiple Reports screen and the Processing Reports screen appear while the system is processing displaying the queue s status. 5. When processing is complete, a process complete message appears. If the queue was interrupted during processing due to errors, a message stating the queue was aborted is displayed. This message also displays the number of reports processed prior to the errors. If the queue was manually interrupted (e.g., a user clicked Cancel), a message stating the queue was cancelled is displayed. This message also displays the number of reports processed prior to the interruption. If the queue process completes but errors occurred, a message stating the queue process completed is displayed. This message also displays the number of reports that could not be processed due to errors, along with a count of reports that completed processing without errors. If the queue process completes with no errors, a message stating the queue process completed is displayed. This message also displays the number of reports that were processed. Depending on the options you marked, a control report may print. 46 Reports Chapter 4

51 Run a queue set for a future time: 1. From the Ready to Run Reports screen, click Start Now and the system will automatically begin processing the reports in the queue regardless of start times entered. If you marked the queue option to Shutdown Reports on Run, clicking Start Now will close the module and queue processing will begin. Clicking Cancel will return you to the Edit a Report Queue screen. 2. When the system begins to run the queue, it first validates the queue. 3. The Queue Validation screen appears. If any component is not valid, click Print Validation Report to print a report listing the validation exceptions or click OK. If the queue is valid, the system processes the queue. The Run Multiple Reports screen and the Processing Reports screen appear while the system is processing displaying the queue s status. 4. When processing is complete, a process complete message appears. If the queue was interrupted during processing due to errors, a message stating the queue was aborted is displayed. This message also displays the number of reports processed prior to the errors. If the queue was manually interrupted (e.g., a user clicked Cancel), a message stating the queue was cancelled is displayed. This message also displays the number of reports processed prior to the interruption. If the queue process completes but errors occurred, a message stating the queue process completed is displayed. This message also displays the number of reports that could not be processed due to errors, along with a count of reports that completed processing without errors. If the queue process completes with no errors, a message stating the queue process completed is displayed. This message also displays the number of reports that were processed. If you marked the queue option to Shutdown Reports on Run and a control report was requested, one will print and the module will close. IfyoudidnotmarktheShutdown... option but requested a control report, one will print when you click OK from the process complete messages discussed above. Chapter 4 Reports 47

52 Printing a Report Queue Queues can be printed (or print-previewed) so that you can easily see the included reports and parameters for the queue. Print a queue: 1. From Reports, select File, Run Multiple Reports. The Available Queues screen appears. 2. Highlight the queue and click Print. 3. The selected queue s reports and parameters will print in a report format to a preview screen. From this screen you can view and print the report. Viewing a Report Queue s Statistics Statistics for each queue are stored by the system. These statistics include update and execution information. In order to view a queue s statistics, you must first open the queue. View statistics of a queue: 1. From the Available Queues screen, highlight the appropriate queue and click Open. The Edit a Report Queue screen appears. 2. Click Statistics and the Queue Statistics screen appears. 3. Click OK to return to the Edit a Report Queue screen. 48 Reports Chapter 4

53 Deleting a Report Queue Since queues can be saved and reused, you may occasionally need to delete a queue that is no longer valid or useful. Only users with security rights to access each one of the reports included in a particular queue will be able to delete that queue. Deleting a queue permanently removes it from your system; however, the reports in the queue will not be affected. Delete a queue: 1. From the Available Queues screen, highlight the appropriate queue and click Delete. If you have adequate security rights to this queue, a standard verification message will appear. If you do not have adequate security rights to the queue, a message to that effect will display. 2. Click Yes on the verification message to delete the queue and return to the Available Queues screen. Chapter 4 Reports 49

54 50 Reports Chapter 4

55 C HAPTER 5 RE:Mail In This Chapter Mailing Queue Parameters 52 Add/Edit a Mailing Queue Screen 53 Queue Tab 55 Queue Tab (for mailings that can create output queries) 55 Queue Tab (for mailings that cannot create output queries) 57 Mailing Queue Security 58 Setting Up a Mailing Queue 58 Saving a Mailing Queue 59 Opening a Mailing Queue 59 Validating a Mailing Queue 60 Running a Mailing Queue 61 Printing a Mailing Queue 65 Viewing a Mailing Queue s Statistics 65 Deleting a Mailing Queue 66 Chapter 5 RE:Mail 51

56 Mailing Queue Parameters Each mailing queue has common parameters regarding the mailing functions included and specific settings for running the queue. These common parameters on the Add/Edit a Mailing Queue screen are discussed later in this section. The Add/Edit a Mailing Queue screen has several buttons at the bottom. The Save button saves the queue according to the parameters specified on the screen. The Cancel button returns you to the Available Queues screen without saving any of the information. The Run button begins the queue process. The Validate button validates the queue, which means it checks each mailing function in the queue for potential errors. The Statistics button displays basic statistics about the queue, such as when it was last run and who created it. In addition to the common parameters, on the Add/Edit a Mailing Queue screen, each mailing function in each queue has its own parameters. Each mailing function you include in the queue has several tabs of parameters. These specific parameter tabs are the same as they appear when you set up a single mailing function to run, so they are discussed in the RE:Mail chapter of the User s Guide. However, when you add a mailing function to a queue, the additional Queue tab (for queue parameters) appears. Only users with security rights to access each one of the mailing functions included in a particular queue will be able to print that queue. All users can access the Available Queues screen and view the list of queues; however, only those with security rights to every mailing function in the queue can actually work with it. 52 RE:Mail Chapter 5

57 Add/Edit a Mailing Queue Screen The Add/Edit a Mailing Queue screen contains information about the specific mail functions in this queue, in addition to the name of the queue. The actual queue name should be specific enough that users can identify the purpose and possibly the contents of the queue by its name, as queues can be used repeatedly. It also contains information specific to running the queue. Chapter 5 RE:Mail 53

58 Field Name Type* Description Queue Name R This alphanumeric field (50 character maximum) is for the name of the queue. Queue names must be unique and should be descriptive enough for users to identify the purpose or contents of the queue. Default Parameters frame D In this frame, track default parameter options for each mail function added. Defaults only affect mailings that have a From Group, Start Date, andend Date. Defaults can be changed on each mailing. From Group O In this field, select a query to use as the default group. Use Default O If marked, all mailings will use the default parameters. Parameters... Start/End Date O Enter dates to indicate the period for mail data. These defaults can be changed on the separate mailings. Mailings D The Mailings box displays a list of available mailings. Select the mailings you wish to include in the queue. You can use the arrow buttons to move mailings back and forth (i.e., include or exclude them). As you select a mailings (i.e., move it to the Mailings to Include box), a screen of the mailing s parameter tabs appears. Note: A mailing may be included more than once in thesamequeue. Mailings to Include D The Mailings to Include box displays a list of all mailings included in this queue. Mailings are processed in the order in which they are displayed, unless otherwise specified in the Begin Processing With field on this screen. You can use the arrow buttons to change their order in the list. Queue Options D frame Shutdown RE:Mail... O When marked, the RE:Mail module will close once the queue run starts. Begin Processing With O This field determines which mailing is validated and processed first. It contains all mailings included in the queue, plus a blank entry. Use the blank entry to indicate the order of the mailings should be as displayed in the Mailings to Include box. Abort Queue O When marked, a queue will stop processing if an error is encountered on a mailing in the queue. Print Control Report O When marked, a control report of the queue (and mailings within it) prints once the queue is processed. *Type: (R)equired, (O)ptional, (D)isplay-only, (B)utton. 54 RE:Mail Chapter 5

59 Queue Tab The Queue tab is basically the same for each mailing you add to a queue; however, there can be some slight differences. The Queue tab that appears for a mailing that allows output (or gift, constituent, exception) queries to be created is slightly different from the Queue tab for a mailing that doesn t. Queue Tab (for mailings that can create output queries) Chapter 5 RE:Mail 55

60 Field Name Type* Description Name R This alphanumeric field (50 character maximum) defaults to the name of the mailing. If this mailing is included more than once in the queue, the name defaults to Name of Mailing_## where ## is the sequence number. You can change the name, but it should be descriptive enough to identify the mailing and its content or purpose. When you print a queue, this is the name that appears in the list of mailings. Export Mailings O When marked, the system will create an export file of this mailing. You must then specify a Data Format and an Export Filename and location. The queue will not be validated if more than one export file is created using the same filename and location. Include Header Record Create Output <or Gift, Constituent, Exception> Query O O This option is available for certain mailings that can be exported as Microsoft Word Merge Files; Word requires this header record for merges. When marked, the system will create an output query of the records used in this report. You must then specify a Query Name, and optionally, a Description. The queue will not be validated if more than one output query is created using the same name. Mark the Other Users May Execute this Query if all users should have access to the output query created from this mailing. Note: Depending on the mailing, this option may be Create <Gift, Constituent, or Exception> Query. *Type: (R)equired, (O)ptional, (D)isplay-only, (B)utton. 56 RE:Mail Chapter 5

61 Queue Tab (for mailings that cannot create output queries) Field Name Type* Description Name R This alphanumeric field (50 character maximum) defaults to the name of the mailing. If this mailing is included more than once in the queue, the name defaults to Name of Mailing_## where ## is the sequence number. You can change the name, but it should be descriptive enough to identify the mailing and its content or purpose. When you print a queue, this is the name that appears in the list of mailings. Export Mailings O When marked, the system will create an export file of this mailing. You must then specify a Data Format and an Export Filename and location. The queue will not be validated if more than one export file is created using the same filename and location. *Type: (R)equired, (O)ptional, (D)isplay-only, (B)utton. Chapter 5 RE:Mail 57

62 Mailing Queue Security As RE:Queue simply adds functionality to RE:Mail, it does not have separate security. Security of the queue is based on security of the mailings in the queue. For example, if you don t have security rights to access all of the mailings in a particular queue, then you can t open, run, edit, print, or delete the queue. Setting Up a Mailing Queue Setting up a mailing queue is a simple process that involves selecting the mailings to include, along with setting parameters for the mailings and for the queue itself. Create a mailing queue: 1. From RE:Mail, select Run Multiple Mailings from the menu. The Available Queues screen appears. 2. Click New to create a new mailing queue. The Add a Mailing Queue screen appears. 3. Enter the Queue Name and mark any Default Parameters (for information that will default into each mailing s parameters you can change them later) and Queue Options (for information specific to the process of running the queue). Select the mailings to include in this queue. As you select each mailing (i.e., move it into the Mailings to Include box), the parameter tabs for that mailing appear with the additional Queue tab. 4. Fill in the parameter tabs for the mailing as you would normally. Consult your User s Guide for more information on the basic mailing parameter tabs. 58 RE:Mail Chapter 5

63 5. Click on the Queue tab to set any mailing parameters that are now queuespecific, such as export file or output query information. 6. When all parameters have been entered, click OK to return to the Add a Mailing Queue screen. The mailing should now appear in the list of mailings to be included in the queue. 7. When each mailing and its parameters have been entered, use the Up and Down buttons to get the list into the proper order you need. 8. Click Save to save the queue for future use. The system will save the queue before validating or running it. Saving a Mailing Queue Queues can be created and saved so that may be used over and over again. For this reason, it is important that queue names are descriptive enough for users to identify the purpose, if not the contents, of a queue. You are limited to a maximum of 50 characters in the Queue Name field, so you may want to devise some sort of naming scheme for these queues. Save a queue: 1. From the Available Queues screen, highlight the appropriate queue and click Open if you are editing an existing queue, or click New are you are creating and saving a new queue. The Edit (or Add) a Mailing Queue screen appears. 2. Make any modifications to the parameters or options shown on the screen, including Queue Name. 3. Click Save. Opening a Mailing Queue In order to view, edit, or run a queue, you must first open the queue. Open a queue: 1. From RE:Mail, select File, Run Multiple Mailings. The Available Queues screen appears. 2. Highlight the queue and click Open. 3. The queue opens to the Edit a Mailing Queue screen. The information that appears on this screen is specific to the type of queue you created. Chapter 5 RE:Mail 59

64 Validating a Mailing Queue Because queues are designed to run automatically without any input or supervision from a user it is important to make sure that each mailing in the queue will process correctly, particularly with the other mailings selected. For example, when you create an export, you have to give the exported file a name and specify a location where this export file will be saved. When queuing mailings, you need to make sure you don t have more than one mailing creating an export or an output query with the same file name and location. Validating the queue before you save or run it will check for this type of situation. Validation rules are listed in the Basics chapter of this guide. The number and complexity of the mailings in the queue determines how long the validation process will take. Validate a queue: 1. From the Available Queues screen, highlight the appropriate queue and click Open. The Edit a Mailing Queue screen appears. 2. Click Validate and the Validate Queue screen appears. 3. Click Validate to begin the validation process. Clicking Cancel will return you to the Edit a Mailing Queue screen. 4. A processing bar may display while the validation is taking place. When the validation process is complete, the Queue Validation screen appears. Click Print Validation Report to print a report listing the validation exceptions or click OK. 60 RE:Mail Chapter 5

65 Running a Mailing Queue Queues are automatically saved and validated before they are processed. There are three procedures in this section describing queues: set a queue to run at a future time, set a queue to run immediately, and run a queue set to run in the future. Set a queue to run at a future time: 1. From the Available Queues screen, highlight the appropriate queue and click Open. The Edit a Mailing Queue screen appears. 2. Click Run. The Run Queue screen appears. 3. The current date and time of your system is displayed. Enter the start date and time for this queue to run. Time and date entered must be after the current system date and time. Note: Pay close attention to the current system date and time displayed. The run time for the queue is based on these settings. 4. Click OK if the queue is set to run at some future time. The Ready to Run Queue screen appears. Note: Once a mailing queue has been set up to run, no other mailings can be processed from the RE:Mail module. Chapter 5 RE:Mail 61

66 5. If the queue is set to run at a future time, you can minimize the Ready to Run Queue window and continue with your work in other modules (not including RE:Mail) orprograms. If you marked the queue option to Shutdown RE:Mail on Run, clicking Cancel on the Ready to Run Queue screen will close the screen and close the module. If youdidnotmarktheshutdown... option, clicking Cancel will return you to the Edit a Mailing Queue screen. 6. When the system begins to run the queue, it first validates the queue. 7. The Queue Validation screen appears. If any component is not valid, click Print Validation Report to print a report listing the validation exceptions or click OK. If the queue is valid, the system processes the queue. The Run Multiple Mailings screen and the Processing Mailings screen appear while the system is processing displaying the queue s status. 8. When processing is complete, a process complete message appears. If the queue was interrupted during processing due to errors, a message stating the queue was aborted is displayed. This message also displays the number of mailings processed prior to the errors. If the queue was manually interrupted (e.g., a user clicked Cancel), a message stating the queue was cancelled is displayed. This message also displays the number of mailings processed prior to the interruption. If the queue process completes but errors occurred, a message stating the queue process completed is displayed. This message also displays the number of mailings that could not be processed due to errors, along with a count of mailings that completed processing without errors. If the queue process completes with no errors, a message stating the queue process completed is displayed. This message also displays the number of mailings that were processed. Depending on options marked, a control report may print. 62 RE:Mail Chapter 5

67 Set a queue to run immediately: 1. From the Available Queues screen, highlight the appropriate queue and click Open. The Edit a Mailing Queue screen appears. Do not mark options to delay the start of the queue processing. 2. Click Run. The system will automatically begin processing the reports in the queue. If you marked the queue option to Shutdown RE:Mail on Run, the module will close and queue processing will begin. 3. When the system begins to run the queue, it first validates the queue. 4. The Queue Validation screen appears. If any component is not valid, click Print Validation Report to print a report listing the validation exceptions or click OK. If the queue is valid, the system processes the queue. The Run Multiple Mailings screen and the Processing Mailings screen appear while the system is processing displaying the queue s status. 5. When processing is complete, a process complete message appears. If the queue was interrupted during processing due to errors, a message stating the queue was aborted is displayed. This message also displays the number of mailings processed prior to the errors. If the queue was manually interrupted (e.g., a user clicked Cancel), a message stating the queue was cancelled is displayed. This message also displays the number of mailings processed prior to the interruption. If the queue process completes but errors occurred, a message stating the queue process completed is displayed. This message also displays the number of mailings that could not be processed due to errors, along with a count of mailings that completed processing without errors. If the queue process completes with no errors, a message stating the queue process completed is displayed. This message also displays the number of mailings that were processed. Depending on the options you marked, a control report may print. Chapter 5 RE:Mail 63

68 Run a queue set for a future time: 1. From the Ready to Run Mailings screen, click Start Now and the system will automatically begin processing the mailings in the queue regardless of start times entered. If you marked the queue option to Shutdown RE:Mail on Run, clicking Start Now will close the module and queue processing will begin. Clicking Cancel will return you to the Edit a Mailing Queue screen. 2. When the system begins to run the queue, it first validates the queue. 3. The Queue Validation screen appears. If any component is not valid, click Print Validation Report to print a report listing the validation exceptions or click OK. If the queue is valid, the system processes the queue. The Run Multiple Mailings screen and the Processing Mailings screen appear while the system is processing displaying the queue s status. 4. When processing is complete, a process complete message appears. If the queue was interrupted during processing due to errors, a message stating the queue was aborted is displayed. This message also displays the number of mailings processed prior to the errors. If the queue was manually interrupted (e.g., a user clicked Cancel), a message stating the queue was cancelled is displayed. This message also displays the number of mailings processed prior to the interruption. If the queue process completes but errors occurred, a message stating the queue process completed is displayed. This message also displays the number of mailings that could not be processed due to errors, along with a count of mailings that completed processing without errors. If the queue process completes with no errors, a message stating the queue process completed is displayed. This message also displays the number of mailings that were processed. If you marked the queue option to Shutdown RE:Mail on Run and a control report was requested, one will print and the module will close. IfyoudidnotmarktheShutdown... option but requested a control report, one will print when you click OK from the process complete messages discussed above. 64 RE:Mail Chapter 5

69 Printing a Mailing Queue Queues can be printed (or print-previewed) so that you can easily see the included mailings and parameters for the queue. Print a queue: 1. From RE:Mail, select File, Run Multiple Mailings. The Available Queues screen appears. 2. Highlight the queue and click Print. 3. The selected queue s mailings and parameters will print in a report format to a preview screen. From this screen you can view and print the report. Viewing a Mailing Queue s Statistics Statistics for each queue are stored by the system. These statistics include update and execution information. In order to view a queue s statistics, you must first open the queue. View statistics of a queue: 1. From the Available Queues screen, highlight the appropriate queue and click Open. The Edit a Mailing Queue screen appears. 2. Click Statistics and the Queue Statistics screen appears. 3. Click OK to return to the Edit a Mailing Queue screen. Chapter 5 RE:Mail 65

70 Deleting a Mailing Queue Since queues can be saved and reused, you may occasionally need to delete a queue that is no longer valid or useful. Only users with security rights to access each one of the mailings included in a particular queue will be able to delete that queue. Deleting a queue permanently removes it from your system; however, the mailings in the queue will not be affected. Delete a queue: 1. From the Available Queues screen, highlight the appropriate queue and click Delete. If you have adequate security rights to this queue, a standard verification message will appear. If you do not have adequate security rights to the queue, a message to that effect will display. 2. Click Yes on the verification message to delete the queue and return to the Available Queues screen. 66 RE:Mail Chapter 5

71 C HAPTER 6 RE:Export In This Chapter Export Queue Parameters 68 Add/Edit an Export Queue Screen 69 <Export Name> Parameters Screen 71 Export Queue Security 72 Setting Up an Export Queue 72 Saving an Export Queue 73 Opening an Export Queue 73 Validating an Export Queue 74 Running an Export Queue 75 Printing an Export Queue 79 Viewing an Export Queue s Statistics 79 Deleting an Export Queue 80 Chapter 6 RE:Export 67

72 Export Queue Parameters Each export queue has common parameters regarding the exports included and specific settings for running the queue. These common parameters on the Add/Edit an Export Queue screen are discussed later in this section. The Add/Edit an Export Queue screen has several buttons at the bottom. The Save button saves the queue according to the parameters specified on the screen. The Cancel button returns you to the Available Queues screen without saving any of the information. The Run button begins the queue process. The Validate button validates the queue, which means it checks each export in the queue for potential errors. The Statistics button displays basic statistics about the queue, such as when it was last run and who created it. In addition to the common parameters, on the Add/Edit an Export Queue screen, each export in each queue has a screen of export parameters. Only users with security rights to access each one of the exports included in a particular queue will be able to print that queue. All users can access the Available Queues screen and view the list of queues; however, only those with security rights to every export in the queue can actually work with it. 68 RE:Export Chapter 6

73 Add/Edit an Export Queue Screen The Add/Edit an Export Queue screen contains information about the specific exports in this queue, in addition to the name of the queue. The actual queue name should be specific enough that users can identify the purpose and possibly the contents of the queue by its name, as queues can be used repeatedly. It also contains information specific to running the queue. Chapter 6 RE:Export 69

74 Field Name Type* Description Queue Name R This alphanumeric field (50 character maximum) is for the name of the queue. Queue names must be unique and should be descriptive enough for users to identify the purpose or contents of the queue. Default Parameters frame D In this frame, track default parameter options for each mail function added. Defaults can be changed on each export. From Group O In this field, select a query to use as the default group. Use Default O If marked, all exports will use the default parameters. Parameters... Saved Exports D The Saved Exports box displays a list of available exports. Select the exports you wish to include in the queue. You can use the arrow buttons to move exports back and forth (i.e., include or exclude them). As you select an export (i.e., move it to the Exports to Include box), a screen of the export s parameters appears. Note: An export may be included more than once in thesamequeue. Exports to Include D The Exports to Include box displays a list of all exports included in this queue. Exports are processed in the order in which they are displayed, unless otherwise specified in the Begin Processing With field on this screen. You can use the arrow buttons to change their order in the list. Queue Options D frame Shutdown RE:Export... O When marked, the RE:Export module will close once the queue run starts. Begin Processing With O This field determines which export is validated and processed first. It contains all exports included in the queue, plus a blank entry. Use the blank entry to indicate the order of the exports should be as displayed in the Exports to Include box. Abort Queue O When marked, a queue will stop processing if an error is encountered on an export in the queue. Print Control Report O When marked, a control report of the entire queue (and the exports within it) will print once the queue has processed. *Type: (R)equired, (O)ptional, (D)isplay-only, (B)utton. 70 RE:Export Chapter 6

75 <Export Name> Parameters Screen The <Export Name> Parameters screen contains export-specific parameters; you can set these parameters for each export you include in the queue. Field Name Type* Description Name R This alphanumeric field (50 character maximum) defaults to the name of the export. If this export is included more than once in the queue, the name defaults to Name of Export_## where ## is the sequence number. You can change the name, but it should be descriptive enough to identify the export and its content or purpose. When you print a queue, this is the name that appears in the list of exports. Records to Include R This frame offers options for which records should be included in this export. The default (if any) set on the Add/Edit an Export Queue screen will appear here, but you can change it. Mark the option (All Records, Selected Records, orchanged Records) and, if using Selected Records, choose the query to use. Export File O When marked, the system will create an export file. You must then specify a Data Format and an Export Filename and location. The queue will not be validated if more than one export file is created using the same filename and location. Include Header Record O This option is available for certain mailings that can be exported as Microsoft Word Merge Files; Word requires this header record for merges. *Type: (R)equired, (O)ptional, (D)isplay-only, (B)utton. Chapter 6 RE:Export 71

76 Export Queue Security As RE:Queue simply adds functionality to RE:Export, it does not have separate security. Security of the queue is based on security of the exports in the queue. For example, if you don t have security rights to access all of the exports in a particular queue, then you can t open, run, edit, print, or delete the queue. Setting Up an Export Queue Setting up a export queue is a simple process that involves selecting the exports to include, along with setting parameters for the exports and for the queue itself. Create an export queue: 1. From RE:Export, select Run Multiple Exports from the menu. The Available Queues screen appears. 2. Click New to create a new export queue. The Add an Export Queue screen appears. 3. Enter the Queue Name and mark any Default Parameters (for information that will default into each export s parameters you can change them later) and Queue Options (for information specific to the process of running the queue). Select the exports to include in this queue. As you select each export (i.e., move it into the Exports to Include box), the parameter screen for that export appears. 4. Fill in the parameter screen for the export as you would normally, selecting records to include and naming the export file. Consult your User s Guide for more information on basic export parameters. 72 RE:Export Chapter 6

77 5. Click OK to return to the Add an Export Queue screen. The export should now appear in the list of exports to be included in the queue. 6. When each export and its parameters have been entered, use the Up and Down buttons to get the list into the proper order you need. 7. Click Save to save the queue for future use. The system will save the queue before validating or running it. Saving an Export Queue Queues can be created and saved so that may be used over and over again. For this reason, it is important that queue names are descriptive enough for users to identify the purpose, if not the contents, of a queue. You are limited to a maximum of 50 characters in the Queue Name field, so you may want to devise some sort of naming scheme for these queues. Save a queue: 1. From the Available Queues screen, highlight the appropriate queue and click Open if you are editing an existing queue, or click New are you are creating and saving a new queue. The Edit (or Add) an Export Queue screen appears. 2. Make any modifications to the parameters or options shown on the screen, including Queue Name. 3. Click Save. Opening an Export Queue In order to view, edit, or run a queue, you must first open the queue. Open a queue: 1. From RE:Export, select File, Run Multiple Exports. The Available Queues screen appears. 2. Highlight the queue and click Open. 3. The queue opens to the Edit an Export Queue screen. The information that appears on this screen is specific to the type of queue you created. Chapter 6 RE:Export 73

78 Validating an Export Queue Because queues are designed to run automatically without any input or supervision from a user it is important to make sure that each export in the queue will process correctly, particularly with the other exports selected. For example, when you create an export, you have to give the exported file a name and specify a location where this export file will be saved. When queuing exports, you need to make sure you don t have more than one export creating an export with the same file name and location. Validating the queue before you save or run it will check for this type of situation. Validation rules are listed in the Basics chapter of this guide. The number and complexity of the exports in the queue determines how long the validation process will take. Validate a queue: 1. From the Available Queues screen, highlight the appropriate queue and click Open. The Edit an Export Queue screen appears. 2. Click Validate and the Validate Queue screen appears. 3. Click Validate to begin the validation process. Clicking Cancel will return you to the Edit an Export Queue screen. 4. A processing bar may display while the validation is taking place. When the validation process is complete, the Queue Validation screen appears. Click Print Validation Report to print a report listing the validation exceptions or click OK. 74 RE:Export Chapter 6

79 Running an Export Queue Queues are automatically saved and validated before they are processed. There are three procedures in this section describing queues: set a queue to run at a future time, set a queue to run immediately, and run a queue set to run in the future. Set a queue to run at a future time: 1. From the Available Queues screen, highlight the appropriate queue and click Open. The Edit an Export Queue screen appears. 2. Click Run. The Run Queue screen appears. 3. The current date and time of your system is displayed. Enter the start date and time for this queue to run. Time and date entered must be after the current system date and time. Note: Pay close attention to the current system date and time displayed. The run time for the queue is based on these settings. 4. Click OK if the queue is set to run at some future time. The Ready to Run Queue screen appears. Note: Once an export queue has been set up to run, no other exports can be processed from the RE:Export module. Chapter 6 RE:Export 75

80 5. If the queue is set to run at a future time, you can minimize the Ready to Run Queue window and continue with your work in other modules (not including RE:Export) orprograms. If you marked the queue option to Shutdown RE:Export on Run, clicking Cancel on the Ready to Run Queue screen will close the screen and close the module. If you did not mark the Shutdown... option, clicking Cancel will return you to the Edit an Export Queue screen. 6. When the system begins to run the queue, it first validates the queue. 7. The Queue Validation screen appears. If any component is not valid, click Print Validation Report to print a report listing the validation exceptions or click OK. If the queue is valid, the system processes the queue. The Run Multiple Exports screen and the Processing Exports screen appear while the system is processing displaying the queue s status. 8. When processing is complete, a process complete message appears. If the queue was interrupted during processing due to errors, a message stating the queue was aborted is displayed. This message also displays the number of exports processed prior to the errors. If the queue was manually interrupted (e.g., a user clicked Cancel), a message stating the queue was cancelled is displayed. This message also displays the number of exports processed prior to the interruption. If the queue process completes but errors occurred, a message stating the queue process completed is displayed. This message also displays the number of exports that could not be processed due to errors, along with a count of exports that completed processing without errors. If the queue process completes with no errors, a message stating the queue process completed is displayed. This message also displays the number of exports that were processed. Depending on options marked, a control report may print. 76 RE:Export Chapter 6

81 Set a queue to run immediately: 1. From the Available Queues screen, highlight the appropriate queue and click Open. The Edit an Export Queue screen appears. Do not mark options to delay the start of the queue processing. 2. Click Run. The system will automatically begin processing the exports in the queue. If you marked the queue option to Shutdown RE:Export on Run, the module will close and queue processing will begin. 3. When the system begins to run the queue, it first validates the queue. 4. The Queue Validation screen appears. If any component is not valid, click Print Validation Report to print a report listing the validation exceptions or click OK. If the queue is valid, the system processes the queue. The Run Multiple Exports screen and the Processing Exports screen appear while the system is processing displaying the queue s status. 5. When processing is complete, a process complete message appears. If the queue was interrupted during processing due to errors, a message stating the queue was aborted is displayed. This message also displays the number of exports processed prior to the errors. If the queue was manually interrupted (e.g., a user clicked Cancel), a message stating the queue was cancelled is displayed. This message also displays the number of exports processed prior to the interruption. If the queue process completes but errors occurred, a message stating the queue process completed is displayed. This message also displays the number of exports that could not be processed due to errors, along with a count of exports that completed processing without errors. If the queue process completes with no errors, a message stating the queue process completed is displayed. This message also displays the number of exports that were processed. Depending on the options you marked, a control report may print. Chapter 6 RE:Export 77

82 Run a queue set for a future time: 1. From the Ready to Run Exports screen, click Start Now and the system will automatically begin processing the exports in the queue regardless of start times entered. If you marked the queue option to Shutdown RE:Export on Run, clicking Start Now will close the module and queue processing will begin. Clicking Cancel will return you to the Edit an Export Queue screen. 2. When the system begins to run the queue, it first validates the queue. 3. The Queue Validation screen appears. If any component is not valid, click Print Validation Report to print a report listing the validation exceptions or click OK. If the queue is valid, the system processes the queue. The Run Multiple Exports screen and the Processing Exports screen appear while the system is processing displaying the queue s status. 4. When processing is complete, a process complete message appears. If the queue was interrupted during processing due to errors, a message stating the queue was aborted is displayed. This message also displays the number of exports processed prior to the errors. If the queue was manually interrupted (e.g., a user clicked Cancel), a message stating the queue was cancelled is displayed. This message also displays the number of exports processed prior to the interruption. If the queue process completes but errors occurred, a message stating the queue process completed is displayed. This message also displays the number of exports that could not be processed due to errors, along with a count of exports that completed processing without errors. If the queue process completes with no errors, a message stating the queue process completed is displayed. This message also displays the number of exports that were processed. If you marked the queue option to Shutdown RE:Export on Run and a control report was requested, one will print and the module will close. IfyoudidnotmarktheShutdown... option but requested a control report, one will print when you click OK from the process complete messages discussed above. 78 RE:Export Chapter 6

83 Printing an Export Queue Queues can be printed (or print-previewed) so that you can easily see the included exports and parameters for the queue. Print a queue: 1. From RE:Export, select File, Run Multiple Exports. The Available Queues screen appears. 2. Highlight the queue and click Print. 3. The selected queue s exports and parameters will print in a report format to a preview screen. From this screen you can view and print the report. Viewing an Export Queue s Statistics Statistics for each queue are stored by the system. These statistics include update and execution information. In order to view a queue s statistics, you must first open the queue. View statistics of a queue: 1. From the Available Queues screen, highlight the appropriate queue and click Open. The Edit an Export Queue screen appears. 2. Click Statistics and the Queue Statistics screen appears. 3. Click OK to return to the Edit an Export Queue screen. Chapter 6 RE:Export 79

84 Deleting an Export Queue Since queues can be saved and reused, you may occasionally need to delete a queue that is no longer valid or useful. Only users with security rights to access each one of the exports included in a particular queue will be able to delete that queue. Deleting a queue permanently removes it from your system; however, the exports in the queue will not be affected. Delete a queue: 1. From the Available Queues screen, highlight the appropriate queue and click Delete. If you have adequate security rights to this queue, a standard verification message will appear. If you do not have adequate security rights to the queue, a message to that effect will display. 2. Click Yes on the verification message to delete the queue and return to the Available Queues screen. 80 RE:Export Chapter 6

85 C HAPTER 7 Database Administration In This Chapter Import Queues 82 Import Queues Parameters 82 Queue Import/Update Facility Screen 83 Queue Creating Import Files Screen 86 Import Queue Security 88 Setting Up an Import Queue 89 Queue Multiple Imports 89 Queue Multiple Create Imports 90 Saving an Import Queue 91 Opening an Import Queue 91 Validating an Import Queue 91 Running an Import Queue 92 Printing an Import Queue 95 Viewing an Import Queue s Statistics 96 Deleting an Import Queue 96 Chapter 7 Database Administration 81

86 Import Queues Note: The Database Administration module affects The Raiser s Edge and the database. Consult your system or network administration AND your Raiser s Edge Administrator s Guide before working in this module. You should also back up your system prior to making changes or importing through Database Administration. There are two queue functions incorporated into Database Administration for imports: Queue Multiple Imports and Queue Create Multiple Imports. Queue Multiple Imports is used when you have several files that you need to import into or to update your Raiser s Edge database. Queue Create Multiple Imports is used when you need to create import files of your Raiser s Edge database to exchange information with a satellite office, send data off to a mailing house, or create import files for other purposes. Creating the individual imports that make up the Queue Multiple Imports and Queue Create Multiple Imports is done as it is when you are importing one file or simply creating one import. See the appropriate sections of the Administrator s Guide for more information on imports. Import Queue Parameters Each import queue has common parameters and specific settings for running the queue. These common parameters are on either the Queue Import/Update Facility screen or the Queue Creating Import Files screen. Both screens have common buttons at the bottom. The Save button saves the queue according to the parameters specified on the screen. The Cancel button returns you to the Available Queues screen without saving any of the information. The Run button begins the queue process. The Validate button validates the queue, which means it checks each import in the queue for potential errors. The Statistics button displays basic statistics about the queue, such as when it was last run and who created it. 82 Database Administration Chapter 7

87 Queue Import/Update Facility Screen The Queue Import/Update Facility screen contains information about the specific imports in this queue, in addition to the name of the queue. The actual queue name should be specific enough that users can identify the purpose and possibly the contents of the queue by its name, as queues can be used repeatedly. It also contains information specific to running the queue. Chapter 7 Database Administration 83

88 Field Name Type* Description Queue Name R This alphanumeric field (50 character maximum) is for the name of the queue. Queue names must be unique and should be descriptive enough for users to identify the purpose or contents of the queue. Import File grid R This grid displays the import files included in this queue. Import File column Import Type column Exception File column Field Mapping to Use column Import Def/Header File column Output Query column The Import File column should contain the names (and locations) of the import files. Pressing F7 while in this column displays the Enter Import Filename screen, which allows you to search for and select each particular import file. The Import Type column should contain the type of import, such as Constituent, Gift Attribute, and so on, so the system knows where to store the new or updated information. The Exception File column should contain the name and location where an exception file will be created of any records that the system won t import. The Field Mapping to Use column should contain the method by which the system will map fields from the import file to your database. When Header Record is selected, the system will use the first record in the import file as the header; you must include the header definitions (in the next column) from the Import File Layouts found in the Administrator s Guide. When Header File is selected, the system will use the separate file you created for the import; you must specify this file in the next column. When Import Definition is selected, the system will use the header definitions you established in the Import Setup option of the module. When Header Record is selected for Field Mapping, the system will use the first record in the import file as the header; the header definitions, from the Import File Layouts found in the Administrator s Guide, must be in this column. When Header File is selected, the system will use the separate file you created for the import; this file must be specified in this column. If the Import Setup options specify that an output query be created, this column must contain the name and location for this file. 84 Database Administration Chapter 7

89 (continued) Field Name Type* Description Operation frame R In this frame, mark the operation this queue of imports is to perform. Import to the Raiser s Edge Update Raiser s Edge Data Validate Import Files When marked, the system will import the files in the queue into the Raiser s Edge database. This option should be used when the information in the import files is new, not updated, information. When marked, the system will use the files in the queue to update the Raiser s Edge database. This option should be used when the information in the import files is updated information for records that already exist in the database. When marked, the Import all Records Not Found in Update Process Exception option is enabled. When marked, the system will checks the import file for problematic records. This option should be used when you want to make sure the information in the import files will be properly recognized and handled by the system. Queue Options O frame Shutdown Database O When marked, the Database Administration module willcloseoncethequeuerunstarts. Administration on Run Abort Queue O When marked, a queue will stop processing if an error is encountered on an import file in the queue. Print Control Report O When marked, a control report of the queue (and the imports within it) will print after processing. Exceptions frame O This frame contains options for how the system should handle any import files that cause errors or exceptions. An exception is any record the system couldn t import, such as due to missing or incorrect information. Automatically Create New Table Entries Import All Records Not Found... O O When marked, the system will add any entry not currently in a Table Lookup found in the import process. If the system can t create a new table entry for the record, the record becomes an exception. If Update Raiser s Edge Data is marked (as the import Operation), this option is available. When marked, the system will import new records and update existing records in one import pass. Chapter 7 Database Administration 85

90 (continued) Field Name Type* Description Constituent ID/Keys frame R This frame determines the field used to link constituents, identify duplicate constituents, and update constituent records. Each record must have a unique ID/Key. Social Security # Constituent ID When marked, the social security number (unique, nine-digit number assigned by the US Government) is used as the ID/Key. When marked, the Constituent ID is used as the ID/Key. When marked, the Import ID is used as the ID/Key. Import ID *Type: (R)equired, (O)ptional, (D)isplay-only, (B)utton. Queue Creating Import Files Screen The Queue Creating Import Files screen contains information about the specific imports to be created with this queue, in addition to the name of the queue. The actual queue name should be specific enough that users can identify the purpose and possibly the contents of the queue by its name, as queues can be used repeatedly. It also contains information specific to running the queue. 86 Database Administration Chapter 7

91 Field Name Type* Description Queue Name R This alphanumeric field (50 character maximum) is for the name of the queue. Queue names must be unique and should be descriptive enough for users to identify the purpose or contents of the queue. Output File grid R This grid displays the files created with this queue. Output File Name column Import Type column Records to Include column Selected Records column Import File Header column Header File column Fields to Include column Import Definition column The Output File Name column should contain the names (and locations) of the files to be created. Pressing F7 while in this column displays the Enter Import Filename screen, which allows you to navigate to and select each particular import file. The Import Type column should contain the type of import, such as Constituent, Gift Attribute, and so on, so the system knows what type of information to use. The Records to Include column designates which records to use: all records, selected records, or records changed after a specified date. The Selected Records column is available once you ve chosen to include either selected records or records changed as of a specified date in the previous column. Pressing F7 is this column will display a screen for you to select either a query of records or a date from a calendar. This column indicates the header file to create. For Create Header Record, the system creates a header when the import file is created. For Create Header File, the system creates a separate file containing header definitions. For No Header Information, the system does not create any record of header information; this option is useful when creating an import file that will not need to import information back into the database. If Create Header File was selected in the previous column, you must specify the name and location of the file. Use this column to indicate whether the import file should include all fields, or just those fields selected by import definition. If including fields based on import definition, use this column to set up the import definitions. Chapter 7 Database Administration 87

92 (continued) Field Name Type* Description Queue Options frame Shutdown Database Administration on Run O When marked, the Database Administration module willcloseoncethequeuerunstarts. Abort Queue O When marked, a queue will stop processing if an error is encountered on an import file in the queue. Records Changed As Of O When marked, the queue will only include records that have changed since the date you enter. Print Control Report O When marked, a control report of the queue (and the imports within it) will print after processing. Constituent ID/Keys frame R This frame determines the field used to link constituents, identify duplicate constituents, and update constituent records. Each record must have a unique ID/Key. Social Security # Constituent ID When marked, the social security number (unique, nine-digit number assigned by the US Government) is used as the ID/Key. When marked, the Constituent ID is used as the ID/Key. When marked, the Import ID is used as the ID/Key. Import ID *Type: (R)equired, (O)ptional, (D)isplay-only, (B)utton. Import Queue Security As RE:Queue simply adds functionality to Database Administration, it does not have separate security. Security of the queue is based on security of the import functions in the Database Administration module. For example, if you don t have security rights to certain import setup/functions, then you can t open, run, edit, print, or delete the queue. 88 Database Administration Chapter 7

93 Setting Up Import Queues Queue Multiple Imports Setting up an import queue is a simple process that involves selecting the import files to include, along with setting parameters for the files and for the queue itself. Create a queue to import multiple files: 1. From Database Administration, select Queue Multiple Imports from the File menu. The Available Import Queues screen appears. 2. Click New. The Queue Import/Update Facility screen appears. 3. Enter the Queue Name. Enter information (such as the file name, the file type, and the field mapping to use) about the specific import files included in the grid. Enter options regarding the operation of the queue (such as whether the queue will import, validate, or update the database) in the Operation frame. In the Constituent ID/Keys frame, you must designate a field for the system to use to recognize and validate, import, or update records in the database. Mark any additional queue options. Note: Detailed information of the options on this screen appears in the Import Queue Parameters section of this chapter. Also, refer to the Raiser s Edge Administrator s Guide. 4. Click Save to save the queue for future use. The system will save the queue before running it. Chapter 7 Database Administration 89

94 Queue Multiple Create Imports Setting up a queue to create multiple import files is a simple process that involves selecting the import files to create, along with setting parameters for the files and for the queue itself. Create a queue to create multiple import files: 1. From Database Administration, select File, Queue Multiple Create Imports. The Available Create Import Queues screen appears. 2. Click New. The Queue Creating Import Files screen appears. 3. Enter the Queue Name. Enter information (such as the output file name, the file type, the records to include, and import header record information) about the specific import files to create in the grid. In the Constituent ID/Keys frame, you must designate a field for the system to use to recognize and validate, import, or update records in the database. Mark any additional queue options. Note: Detailed information of the options on this screen appears in the Import Queue Parameters section of this chapter. Also, refer to the Raiser s Edge Administrator s Guide. 4. Click Save to save the queue for future use. The system will save the queue before running it. 90 Database Administration Chapter 7

95 Saving an Import Queue Queues can be created and saved so that may be used repeatedly. For this reason, it is important that queue names are descriptive enough for users to identify the purpose, if not the contents, of a queue. You are limited to a maximum of 50 characters in the Queue Name field, so you may want to devise some sort of naming scheme for these queues. Save a queue: 1. From the Available <Import or Create Import> Queues screen, highlight the appropriate queue and click Open if you are editing an existing queue, or click New are you are creating and saving a new queue. The queue screen appears. 2. Make any modifications to the parameters or options shown on the screen, including Queue Name. 3. Click Save. Opening an Import Queue In order to view, edit, or run a queue, you must first open the queue. Open a queue: 1. From Database Administration, select File, Queue Multiple Imports or Queue Multiple Create Imports. The Available Queues screen appears. 2. Highlight the queue and click Open. 3. The queue opens to the Queue Import/Update Facility or the Queue Creating Import Files screen. The information that appears on this screen is specific to the type of queue you created. Validating an Import Queue Import queues are not validated. Chapter 7 Database Administration 91

96 Running an Import Queue Queues are automatically saved before they are processed. There are three procedures in this section describing queues: set a queue to run at a future time, set a queue to run immediately, and run a queue set to run in the future. Set a queue to run at a future time: As with any process that will make changes to your database, it is a good idea to back up your system first. 1. From the Available Create Import Queues or the Available Import Queues screen, highlight the appropriate queue and click Open. The queue screen appears. 2. Click Run. The Run Queue screen appears. 3. The current date and time of your system is displayed. Enter the start date and time for this queue to run. Time and date entered must be after the current system date and time. Note: Pay close attention to the current system date and time displayed. The run time for the queue is based on these settings. 4. Click OK if the queue is set to run at some future time. The Ready to Run Queue screen appears. 92 Database Administration Chapter 7