BI-TECH INSIGHT/SNAGIT

Transcription

1 Clovis Unified School District BI-TECH INSIGHT/SNAGIT Overview This document provides documentation on Bi-Tech s Insight application, which allows Bienvironment. It also Tech users to access any IFAS subsystem from a Microsoft Windows gives a brief overview of the SnagIt screen capture software. Contents Table of Contents... 1 Introductionn... 2 Installation... 2 Launching Insight... 2 Insight Login... 3 Login Screen and Options New Logins... 4 Changing Your Password... 4 Insight Overview Insight Toolbars and Menu Options... 4 Important Menu Options... 5 Some Differences between Old and New Bi-Tech Menus... 7 USE BUDDET vs Shortcut Icons... 8 Running Bi-Tech Menu Options from Insight Entry Screens Prompts and Printing Bi-Tech Help SnagIt Setting SnagIt to Automatically Open Setting SnagIt to Print to a Printer Automatically Sending a SnagIt Screen Capture to a Printer Copyright Clovis Unified School District

2 Introduction Installation Clovis Unified is transitioning to a web-based version of Bi-Tech in spring of The first part of this transition will be to move the current database from an Unix/Informix platform to a Microsoft SQL platform (new servers) in the fall. Insight is the tool that will be used to access Bi-Tech on the new SQL platform. Reflections will no longer be used and will be removed from all district machines. This document discusses the features of Insight that everyone will need to be familiar with to run the new version of Bi- Tech. Insight will automatically be pushed out to all Bi-Tech users machines. If you do not see the Insight options on your system after October 21st, please contact the Help Desk at People who run CDD Reports will not have Insight until November 5 th. Launching Insight It will appear at the top of the Start menu as well as under Start Programs Sungard Bi-Tech Insight. Both options are shown below. Copyright Clovis Unified School District 2008 Page: 2 of 16

3 Insight Login Login Screen & Options Logging In Make sure you are connecting to IFAS. If not click Pick Other The top blue bar in the window tells you which database you are connecting to (ie. Connect to ifas ). Enter your new 6 digit login and password (see New Logins Section) and click Connect to launch Insight. Click Cancel to exit Insight. Selecting A Different Database Click the Pick Other button to select a different database. If any connections other than the ones displayed below are displayed, do not use them unless you have been specifically instructed to do so. Choose IFAS as your database Ifas this is the live production database where normal daily activities take place. Ifastest this is a test database that can be used to test Bi-Tech features. Anything entered or changed in this database does not affect the live production database. (Don t Use) Copyright Clovis Unified School District 2008 Page: 3 of 16

4 New Logins New Bi-Tech logins and passwords must be used with Insight. Your new login is a 6 digit number made up of your 9 digit employee id without the 3 zeros; for example, employee id becomes Your new login is a 6 digit number made up of your 9 digit employee id without the 3 zeros; for example, employee id becomes Your new password is the first 4 characters of your last name plus the 4 digit designation for your birth year (ALL CAPITAL LETTERS) Your new password is the first 4 characters of your last name plus the 4 digit designation for your birth year; for example, John Smith who was born in 1964 has a password of SMIT1964. If your last name is less than 4 characters long, the positions will be filled with xx; for example William Ng who was born in 1968 has a password of NGXX1968 Changing Your Password It is highly recommended you change your password since the assigned passwords may be easily discernable to others. See the procedure listed on page 5. Insight Overview Insight Toolbars and Menu Options Shortcuts: View Explorer View Output View Screen CDD Reports Bi-Tech Mask Go directly to that menu option or screen At the top of the Insight window is the Insight menu. Right below that are icons that represent some of the more frequently used menu options. These icons are shortcuts to the menu options so they do not have to be selected from the menu. The drop-down list that is blank above allows you to type a mask to go directly to that Bi-Tech menu option or screen. For example, typing POUPPR will take you directly to the Purchasing Update Data Base Purchase Requests screen. If you know masks well, this is a quick way to go directly to the option you want to run. Copyright Clovis Unified School District 2008 Page: 4 of 16

5 Important Menu Options Menu options not described below should be avoided as they can affect your Insight setup and cause Insight to stop working. File New Insight Session Use this option to launch another Insight window. Multiple Insight windows can be active at any one time. For example, you may be entering a new PO in one screen and have a PO inquiry open in another. File Run Report Use this option to launch a CDD report. You will only see CDD reports for which you have been assigned security permissions. Enter the report name and select Open to run the report. File Special Change Password Use this option to change your login password. Enter your old password. Enter the new password and then reenter it to confirm. Click OK to change the password. File Exit Use this option to exit out of the Insight session. View Explorer Use this option to display the Bi-Tech Explorer window. The Explorer window displays all of Bi-Tech menu options you have access to. Click on the + to expand an option or on the to compress an option. Double Click the option to run the report or launch the screen. The look of this menu will be different depending on your Bi-Tech security Copyright Clovis Unified School District 2008 Page: 5 of 16

6 The Explorer is the Bi-Tech menu. Options are arranged by 2 character masks. Click on the + to expand an option or on the to compress an option. Click on the option to view the options sub-options. At the lowest level menu option (does not have a + or -) double-click the option to run the report or launch the screen. View Output Use this option to display the Bi-Tech Output window. The Output window displays Bi-Tech entry/inquiry screens as well as the status of jobs (reports or other actions) that are running or have just finished. For example, if you run a GL report, the job# of the report will be displayed in the Output window. If there are errors on the job, the errors will also be displayed in the Output window. If the action is a screen or inquiry, Insight automatically toggles to and displays the Output window. When that activity is finished or is cancelled, Insight automatically toggles back to the Explorer window. You may also toggle between the Output and Explorer windows simply by selecting either File Explorer or File Output. The example below shows the Output window after a report has been queued to the printer. The job #J53 is displayed. If there had been errors with this report, the errors would have displayed on this screen. View Screen This option is only available if an entry screen is open. Use this option to toggle to the entry screen. Copyright Clovis Unified School District 2008 Page: 6 of 16

7 Some Differences between Old Bi-Tech and New Bi-Tech Menus Old Version Difference #1 Old Version: Had to Tab in between fields to enter data New Version: You can click into fields to enter data Difference #2 Old Version: Function Keys and Descriptions at the bottom New and Improved New Version: Functions Keys are clickable buttons (Mouse Over to see the description) Shortcut keys (F8) still work!!! Difference #3 Old Version: White Fields are not editable. Black Fields are editable. New Version: 2-dimensional fields not editable (ex. Office Depot). 3-dimensional fields are editable (ex. Approved by:) Copyright Clovis Unified School District 2008 Page: 7 of 16

8 More Differences between Old Bi-Tech and New Bi-Tech Old Version (Use BUDDET) New Version (Shortcut Icon) The first icon is a shortcut for the Budget Summary Report with Encumbrances (USE BUD) The second icon is a shortcut for the Budget Detail Report with Encumbrances (USE BUDDET) Copyright Clovis Unified School District 2008 Page: 8 of 16

9 After Clicking on the GL Reports Shortcut Final Step: Click Green Check Mark to run the report. Presets are already set for you Scroll Down to enter ORG Key Scroll Down to enter OBJECT Code Date defaults to the last day of the previous month Click Edit to change the printer. Copyright Clovis Unified School District 2008 Page: 9 of 16

10 Running Bi-Tech Menu Options from Insight Entry Screens Bi-Tech screens run from Insight look very similar to classic Bi-Tech screens. Function Keys Function key descriptions do not display at the bottom of the screen; however, function keys do work. In addition, icons are available at the top of the screen that mimic and can replace the function keys. These icons correspond to Bi-Tech function keys. This set of icons appears only when entry screens are open. These icons correspond to the standard Bi-Tech function keys that would normally display on that form. For example F5 and F6 for Next and Previous correspond to the left and right arrow icons. F8 is exit and corresponds to the exit icon. Hovering with the mouse over these icons will cause the help text for the icon to display. Using the Mouse The mouse can be used in Insight to go directly to an entry field. All entry fields are denoted by a highlighted box around the field. Fields without a box around them denote display-only fields. Exiting Entry Screens Use the F8 function key or click the Exit icon to close an entry screen. Type EXIT to exit from inquiries. IMPORTANT: If you open an entry screen and then toggle back to the Explorer window, you cannot open another menu option. The message below will display if you attempt to open multiple jobs within the same Insight session. You have 2 options in this case: 1) Open another Insight session using File New Insight Session, 2) Toggle back to the Screen window and close the screen by pressing F8. Prompts and Printing Selection Criteria Most reports have one or more selection criteria that must be specified when to running the report, such as an order number. In the example shown below, the Order Number criteria box is selected, so you are prompted for Order Numbers. Enter order numbers separated by Copyright Clovis Unified School District 2008 Page: 10 of 16

11 commas or enter ALL to include all orders. A selection box such as this can allow multiple criteria simply by checking multiple boxes. You will be prompted for values for each criteria checked. Click Edit to change the printer. Printing The current printer displays at the bottom of the selections screen. To change the printer, click the Edit button. Priority 8 is the Highest Priority you can give a print job. Use the drop-down list to select the desired printer and click OK. Copyright Clovis Unified School District 2008 Page: 11 of 16

12 Use the check icon to begin the job. Use the X icon to cancel printing. Printing Options There are some special icons at the top of the selection criteria window that can be used to customize your print job. Use the check icon to accept the responses and begin the job. Use the X icon to cancel without printing. The happy face is typically dim and cannot be used (and should not). Check the Run in Background option to run the report directly to the printer without tying up your terminal. It is best to leave this option checked as un-checking it will tie up your terminal while the job finishes. The only advantage to un-checking this is that more information regarding job status is displayed on the screen, which may be desirable for longer running jobs. Bi-Tech Help: Please don t call the staff directly. With the advent of these help lines, we will be able to track what kinds of calls are coming in. This will allow us to adjust future training in an effort to cut down on help desk calls. Technology Issues: Budgeting Issues: Purchasing Issues: Accounting Issues: Helpful handouts and videos are posted at Click on BiTech. Copyright Clovis Unified School District 2008 Page: 12 of 16

13 What is it? Installation SnagIt 9 Snag It is a screen capture software that captures images, text, and video from your Windows desktop. SnagIt delivers customized screen captures with the press of a hotkey (PrtSc). Snag It will automatically be pushed out to all Bi-Tech users machines. If you do not see the SnagIt 9 option in programs, please contact the Help Desk at Launching SnagIt Click on the Start icon Programs SnagIt 9 SnagIt 9. The program will open and look similar to the picture below. Copyright Clovis Unified School District 2008 Page: 13 of 16

14 Setting SnagIt to Automatically Open (Do this Once!!) Snag It will automatically run when you turn on your computer, if you follow these few steps. You only need to do these steps once. Click on Tools and Program Preferences. Step #1 Choose the Program Options Tab. Step #2 Click on the box next to Run SnagIt when Windows starts. (A check mark will appear) Step #3 Click Apply. The SnagIt Icon will appear on your toolbar every time you turn on your computer Copyright Clovis Unified School District 2008 Page: 14 of 16

15 Setting SnagIt to Print to a Printer Automatically (Do this Once!!) You can set Snag It to automatically capture and print your screen with one button (PrtSc or Print Screen). Follow these few steps to create a print screen profile. Step #1 Click on Full Screen. Step #3 Click the green plus sign to add a profile Step #2 Change Output to Printer. (click the down arrow) Step #4 Click Save. (You will use PrtSc or the Print Screen key to send a screen capture to the printer.) Copyright Clovis Unified School District 2008 Page: 15 of 16

16 Sending a SnagIt Screen Capture to a Printer Once you have followed the previous steps, log in to Bi-Tech and try to take a screen capture. Press the Print Screen key on your computer keyboard (upper right hand side of the keyboard). Click on the green check mark. Your image will start to print. Click Green Check Mark to send image to the printer. SnagIt Help SnagIt is a very powerful tool. In this handout, we have shown one thing the program can do. For more information/help about SnagIt, visit Click on BiTech Copyright Clovis Unified School District 2008 Page: 16 of 16