Corporate Information & Computing Services. Customising Facility CMIS Printing timetables and Exporting data Training Course

Transcription

1 Corporate Information & Computing Services Glossop Rd Sheffield S10 2HB Cliff Alcock Tel: (0114) Fax: (0114) Customising Facility CMIS Printing timetables and Exporting data 2011 Training Course Facility CMIS Training 1 March 2010

2 Introduction The purpose of this course is to introduce you to the ways in which data held with Facility CMIS may be printed. The course is a combination of demonstration and hands-on exercises to familiarise you with some of the tools and techniques available within Facility CMIS. At the end of the course you should be able to: 1. Print simple timetables Print from the on-screen timetable Print timetables as PDF files 2. Print timetable data from the list view 3. Bulk Print timetables Print timetables for multiple resources e.g. all staff Use Booking slips to create a custom header for the printout 4. Export timetable data to Word and Excel Please feel free to ask questions as we go along. At the end of the formal training sessions there will be some time to try it out for yourself, with help at hand. Local settings for CMIS are stored on your hard disk. You will not therefore be able to access your local settings during this training session, nor will any changes you have made to your settings be available to you on your return to your office. Ask us if there is any work you would like to transfer to your local machine. The machines we use in the Training Room are used for many different training courses therefore, what you see may not be the same as the screen shots in this manual. Background Timetables in CMIS maybe printed variously as either a graphical or list print, and may be printed either singly or in bulk. Printed Reports may also include timetables (this will be covered in another session). The printouts use Cell and Timetable styles (covered in a separate training session) although it will often be sensible to use a specific print style that is different from the screen views that you may have set up often multicoloured timetables which are suitable on screen do not work so well on paper. Facility CMIS Training 2 March 2010

3 Single Printing From within any timetable view on screen, it is possible to produce a printed copy. This will be a printout of whatever is displayed in the graphical view of the timetable. Go to the Timetable menu and select a Module/Unit view. Filter to a Module from your own Department Right click (Alt-click) Choose Printing from the menu Select Print preview to see on screen what the printout would look like. Facility CMIS Training 3 March 2010

4 Corporate Information & Computing Services Glossop Rd Sheffield S10 2HB Cliff Alcock Tel: (0114) Fax: (0114) Facility CMIS Training 4 March 2010

5 Corporate Information & Computing Services Glossop Rd Sheffield S10 2HB Cliff Alcock Tel: (0114) Fax: (0114) Adjusting the printout The printout can be tweaked to change how it will appear on paper. Alt-click Choose Printing Modify print settings The following window is opened Title Tab The Title on the printout is normally derived from the filter that you have applied to the timetable view, although a Booking slip can be used as a header. The Font button on the right hand side of the window allow you to change the font size, style and colour for the Title. The Border button allows you to place a boder around the title and to use a background colour if desired. Facility CMIS Training 5 March 2010

6 Size Tab The Size tab allows you to adjust how the timetable will appear on the page. Page area determines over how many pages, horizontally and vertically, a timetable will be printed. Thus changing the vertical setting to 2, will split the timetable over two pages. Timetables determines how many timetables will print, horizontally and vertically, per page. Thus changing the vertical setting to 2 will print two (small) timetables per page Orientation/size allows you to change paper size (A4, A3 etc) and orientation (Portrait, Landscape). Space between timetables used if you are printing multiple timetables per sheet Individual options allows timetable alignment on the page to be changed (Left, Centre, Right and Top, Middle, Bottom). Fit will fit a timetable to a single page Maintain proportions affects how cells will appear within the timetable (a larger timetable with lots of cells displayed, will appear very small and possibly illegible, if maintain proportions is ticked. Advanced tab The Advanced tab is not utilised when printing from screen. Facility CMIS Training 6 March 2010

7 Header and Footer The Header and Footer buttons to the right hand side of the window allow you to insert Header and/or Footer information into your printout this is in addition to the Title or Booking slip that you may be using. Example: including a publication date Whilst in the Size tab: Click the Footer button Click Set Click on the Right radio button (Text) Click on the Data item button on the right of the window Select the option Printout date Select Own format In the text window you will see that {pdate- } has been inserted. Edit this so that it reads as follows: Printed: {pdate-%%d\%%m\%%y} This will display, at the bottom-right of each timetable, the date of printing in the format dd/mm/yyyy e.g. 01/01/2011 Facility CMIS Training 7 March 2010

8 Printing from the List View Printing fromthe list view is a similar process to that of printing from the graphical view. The print will contain those columns which are displaying in the list view of the timetable you have displayed on screen. You may therefore need to check whether you have applied a filter to the list, and to check that you have the correct columns displaying in the order that you need to see them. To print from the list, place your cursor in the list view Right click (Alt-click) Choose Printing Print preview Facility CMIS Training 8 March 2010

9 Corporate Information & Computing Services Glossop Rd Sheffield S10 2HB Cliff Alcock Tel: (0114) Fax: (0114) Facility CMIS Training 9 March 2010

10 Corporate Information & Computing Services Glossop Rd Sheffield S10 2HB Cliff Alcock Tel: (0114) Fax: (0114) From within the List view you can also produce a printed copy of the list timetable. Whichever columns are shown on screen will be included in the print-out. This offers a nice and simple method of producing printouts, but of course it would entail filtering separately to each timetable you wish to print and printing it individually which would clearly be time-consuming. Facility CMIS Training 10 March 2010

11 Bulk printing As well as single printing, CMIS also offers a method of bulk printing so that you can produce, for example, copies of timetables for all staff, in a single operation. The bulk printing function uses timetable and cell styles that you set up as the basis for the printout and many of the functions are similar to those used in setting up the timetable views. To use bulk printing go to: Timetable Printouts Choose New printout You must choose the Type of focus You must choose a Style for printing The Bulk Printing routine will attempt to print each of the timetable resources you select on a separate sheet (unless you choose to combine the timetables) you can a single or multiple resources to print. You must highlight in the list, which of the resources you wish to print timetables for. The type of focus allows you to select which timetables are to be printed The Style for printing utilises one of the timetable styles you have defined as the template for your printouts. You can choose whether to produce combined or separate timetables. Facility CMIS Training 11 March 2010

12 Conditions The Conditions tab allows you to apply filters to the timetable printouts in much the same way as in the timetable views. However, they do operate in a slightly different way. To apply a condition (filter) you must: Select the field you wish to apply the condition to Select the Operator (Equal, Greater than etc..) Select the Value you wish to apply In the example shown above the field of Department (DeptId) has been selected, the operator of Equal to (=) and the Value of Journalism (JNL). Thus the printout will be limited to modules in the Department of Journalism. A further filter of weeks 1-12 has been applied so that only Semester 1 events will be printed. Note: the list of modules on the data tab has not been changed, all modules are displayed here, but only those in Journalism will be printed. Query and Expression tabs The Query and Expression tabs also allow you to apply different filters to your printouts. The Query tab allows the application of SQL queries, whilst the Expression tab allows you to use elements from the data tree to which to apply filters. In most circumstances the Conditions tab allows sufficient flexibility when applying filters to the timetable printouts. Facility CMIS Training 12 March 2010

13 Title tab The title tab allows you to apply a simple title to your printed timetables. In the example below you can see that the title consists of two values; %c represents the code of the resource and %n represents its name. Thus each sheet will show module code and module name for each different module that you select to be printed. Elements for the title are selected by using the Title button to the right of the window, you can see however, that this list is quite limited. You can also see here that the title can be manipulated in that its alignment and position on the page can be modified. Note: To the right of the window are buttons labelled Header and Footer. When on the title tab however these buttons open the Font and Box windows respectively (the buttons are mislabelled). The same buttons appear on the Size tab, but in this case they do open the Header and Footer dialogue windows. Facility CMIS Training 13 March 2010

14 Booking slips Where the title tab allows the design of a simple title for the printed timetable, the Advanced titled allows you to use Booking slips to create a more detailed title for your printouts. The Booking slip is accessed by going to Options Booking slips The Booking slip allows you to incorporate text and Expressions or items from the CMIS data tree, an example is shown below. Facility CMIS Training 14 March 2010

15 Size tab The Size tab allows you to make changes to the layout and scaling of the printed timetable. You could for example print two A5 sized timetables on an A4 sheet but unless your timetable has very few events then this layout rarely works satisfactorily. The Printable areas/number of timetables section allows you to specify that more than one timetable should be printed per sheet you can see from the above example that the default value is one timetable per page. This section also allows you to change the orientation from Portrait to Landscape often you will want to choose landscape The Individual timetable options also allows you to manipulate how the printed timetable will appear on paper. The Fit option attempts to fit a timetable to a single sheet, again this works best if the timetable is not a very busy one. The Clip option will print the first page of each timetable whereas the Overflow option allows printing on multiple pages. Facility CMIS Training 15 March 2010

16 Header and Footer The Header and Footer buttons allows you to add headers and footers to the printed timetable. Clicking on either button will give you the option to either Set or Clear the Header/Footer. Choosing Set opens the following window. Here you can see that you have the option to place information Left, Centre or Right of the printed timetable and to specify a gap between the Header and timetable data. Facility CMIS Training 16 March 2010

17 Items for the Header/Footer are selected using the Data item button as with the Heading a limited list of options is available but includes options such as Print date. The Header/Footer can also incorporate text; thus it would be possible to show Printed on {date} in the Footer etc. The Font and Border buttons allow you to modify the appearance of the text shown in the Header/Footer. Note: If you use a Booking slip this will take the place of the Header you can t use both in a printed timetable. Facility CMIS Training 17 March 2010

18 Advanced tab The Advanced tab allows you to set parameters for the printing of Course and Student timetables and for the printing of list timetables. When printing Course timetables you will, normally, need to ensure that both the tick boxes From available units From compulsory units have been checked. The From events tick box, applies to non-modular timetables. You can also enter a Year to print Course/Year timetables. Facility CMIS Training 18 March 2010

19 When printing Student timetables you will need to ensure that both the tick boxes Units Class groups have been checked. In the Options section at the bottom of this window, you can see that you are able to: Print list rather than graphical timetables by ticking the Columnar printouts... Don t print blank timetables by ticking Ignore timetables with no events.. these are the most commonly used options in this section. The Columns button to the right of the screen, allows you to manipulate how list timetables are printed and works in the same way as for manipulating list views on screen. Saving Timetable Printouts Once you have created a timetable printout, if you go to Timetable printouts you will see that the printout you have created has been added to the bottom of the menu, and labelled Timetable printout. If you use Timetable printouts edit printouts you can rename the printouts appropriately and move them up/down the menu as required. Thus the most commonly used printouts can be moved to the top of the list. Facility CMIS Training 19 March 2010

20 Note: Once you have set up your printout, selected data to be printed and manipulated the print settings as required, then the printout on the menu will save these settings. Thus if you want to set up a printout for all Level 1 Course timetables, and then others for Level 2 etc, these will be saved and can be reprinted at the touch of a button. Printing your timetables After you have gone through the various settings you can preview the printed version of the timetable and make any last minute adjustments as required. Click Continue The following window (Customise timetable printout) is opened Facility CMIS Training 20 March 2010

21 This gives a preview of the print layout (for the first item in your resource list) to which you can make adjustments. The drop-downs at the top of the page show which TT style and which Cell style are being used. The drop-downs also allow you to select a different style if the ones chosen are not suitable. You can also see to the right of the window, a TT style and Cell style button. These allow you to make changes to the style, e.g. to select different items to display in the cell, in the same way as you would if you were altering your screen views. You can also here, make changes to how the heading and axes for the timetable will display. Print Preview From the Customise timetable printout window, you can click the Preview button, to give you a print preview and see how the timetable will look on the printed page. If you are happy with the preview you can then print the timetable, if not you can close the preview and make any further amendments as necessary. Facility CMIS Training 21 March 2010

22 Printing PDF files One option available to you, if you wish to send copies of timetables electronically, is to print them as a PDF file. This is not a function available from within CMIS itself, but appears as an available printer type in the print dialogue box. In the Print dialogue box, select PDF Factory Pro as the printer. This will create a PDF of the graphical view of the timetable which can then be saved and may be sent as an attachment if required. PDF Factory Pro If this is not available as a printer within the print dialogue you will need to run Load Application Menus From the Start menu. Once this has run, then go to Start Applications Utilities PdF Factory This will in stall PDF as a printer option. You can also print from the list view as a PDF if desired. Facility CMIS Training 22 March 2010

23 Exporting data to Excel Data from the CMIS list view may also be exported into an Excel spreadsheet, which may also then be sent via . The export will include all of the columns currently displayed as visible in the list view. So it is worth checking the list to ensure that you don t export columns that you don t want. You should also check the export settings in CMIS before exporting any data. Export Settings To check the default export settings go to Options Configuration Columnar exporting Check that Include column headings... is ticked this will include the column headings from the list view in the spreadsheet. Check that the Delimiter is set to Tab stop. The default here is Comma, and as you will often have commas within the data e.g. in a module name, this will split the data into different columns. The tab stop format will keep such data in a single column. Facility CMIS Training 23 March 2010

24 To export your list view Right click in the list view Choose Exporting Export Choose Clipboard Then open Excel and paste the timetable list will now appear in the spreadsheet. Note on weeks When you paste weeks into Excel, week ranges such as 1-12 (semester 1) are read as though they are a date and will appear as 1-Dec. This particularly affects weeks in semester 1. To work around this, ensure that the Excel column that the week range will be pasted into has a format of Text the weeks will then not be read as a date. Facility CMIS Training 24 March 2010