NSCS01 Procedure Illustrations are instructions accompanied by screen prints that show how to perform generic functions (i.e., tasks not limited to a specific operational area such as Membership or Patrons) using the NSCS01 computer. Table of Contents Illustrations: LogMeIn Ignition... 2 Adjusting Screen Appearance... 4 Moving files from NSCS01 to your computer... 4 Illustrations: NSCS01 Directory Structure... 6 My Documents... 6 dbase files... 7 Illustrations: Visual dbase... 8 Forms... 8 Reports... 9 Queries... 10 Illustrations: Crystal Reports... 12 Change Report Text fields... 12 Run/Preview a report... 12 Print a report... 13 Create a PDF of a report... 14 Create an RTF version of a report... 14 Updated September 18, 2012 Page 1
Illustrations: LogMeIn Ignition 1. Click the LogMeIn Ignition icon on your task bar. (Should also be available via Start menu) 2. Enter the data on the login screen Email is dbgroup@northshorechoral.com Password is ******** After entering, click Log Me In 3. This window should appear. NSCS01 is the name of the computer that hosts the master dbase files for the Choral Society 4. If you get the message that NSCS01 is offline, you ll need to notify the Data Center [ellenpullin@comcast.net or (847) 491-0034] to fix this problem. 5. Click on NSCS01 and you should get the options Remote Control File Manager Main Menu Click on Remote Control (The LogMeIn screen may automatically start a Remote Control session.) Updated September 18, 2012 Page 2
Illustrations: LogMeIn Ignition 6. A second window should appear for the Remote Control desktop of NSCS01 If you get a login screen like either of these, you should login with User name: nscs Password: ******** 7. This is the desktop of NSCS01 (It may not look exactly like this) If there are windows open (e.g. messages from Avira anti-virus) feel free to close them if you can. (Avira can be tenacious!) For detailed instructions about dbase tasks, see the Visual dbase illustrations. To end your session, close the window (click X in the upper right hand corner) Updated September 18, 2012 Page 3
Illustrations: LogMeIn Ignition Note: You may choose Full Screen but be warned that other events (e.g. an email arrival notice) may restore the window to a smaller size! Adjusting Screen Appearance 8. Use the toolbar or Options to adjust the size of objects/text. In Full Screen mode, mouseover the blue bar at the top to get the toolbar. Moving files from NSCS01 to your computer 9. If you have files that need to be moved to or from NSCS01, use the File Manager function of LogMeIn to do this. Click once on the File Manager icon and a new window will open. 10. You can change the directory displayed on either your computer ( Local on the left) or NSCS01 ( Remote on the right) after clicking the down arrow (circled in red). 11. Drag and drop to copy a file from one to the other, or use the Transfer menu or keyboard shortcuts. Close the window with the X to exit the File Manager. 12. When you re done working on NSCS01, Log out and close the window by either choosing Exit Ignition or clicking the X in the upper right hand corner of the window. Updated September 18, 2012 Page 4
Illustrations: LogMeIn Ignition 13. If something happens to terminate your session, you ll get a window like this. Clicking Continue may give you the option to reestablish the connection. (No guarantees!) Updated September 18, 2012 Page 5
Illustrations: NSCS01 Directory Structure My Documents My Documents is often an easy choice when saving a file. It s easy to find via the Start menu. Various shortcuts have also been placed on the desktop, but applications such as WordPerfect, Visual dbase, and Adobe Reader can be also opened via the Start menu. Updated September 18, 2012 Page 6
Illustrations: NSCS01 Directory Structure dbase files If a report or other file has been stored in the DBASE\NSCS directory and you need to find it, you ll have to access it through the Local Disk (C:) directory. C:\DBASE\NSCS Updated September 18, 2012 Page 7
Illustrations: Visual dbase These illustrations assume you have been successful in establishing a Remote Control session and have access to the NSCS01 desktop. 1. This is the shortcut for Visual dbase, which is the program which manages the NSCS database. Double-click the icon to start the program. 2. All the files needed for NSCS tasks are in the C:\DBASE\NSCS directory. Data is stored in Tables. The file names have the extension.dbf. Forms 3. To add or update data, use a form (the end of file name is.wfm) Updated September 18, 2012 Page 8
Illustrations: Visual dbase Reports 4. To create output, use a report (the end of file name is.rpt) 5. To find the report or form you re looking for, you may want to sort the list by something different. Use the View menu to do this. 6. If you want to run a report (have the formatted data appear in a window), double click on it. [Or, select the report by clicking once on its name and choose Run Report (F2) from the Navigator menu. Or, right click on the name and choose the Run Report option.] [Don t know where the print goes if the Print icon is selected!] Updated September 18, 2012 Page 9
Illustrations: Visual dbase Queries 7. Queries are used to select data from tables to display in a form or in a report. Queries for most forms and reports need to be updated once per season or once per concert. This kind of update is usually performed by the Computer Services Coordinator. 8. Selection criteria, fields to be retrieved, and relationships to other tables are displayed graphically if the Design Query option (Shift+F2) is selected in the Navigator. 9. For updates where selection dates need to be updated, it may be easier to use the Edit as Program mode. Updated September 18, 2012 Page 10
Illustrations: Visual dbase 10. Values are displayed in blue in the Program Editor. These can be changed just as you would change any text. If you attempt to close the Program Editor after making a change, you will be prompted to save your changes. 11. Alt+F4 will close a dbase window if the X in the title bar is not accessible. Updated September 18, 2012 Page 11
Illustrations: Crystal Reports Crystal Reports is invoked automatically in a new window when you choose Design Report (Shift+F2) from the Navigator menu within Visual dbase. (Or, right click on a report name and choose the Design Report option.) 1. The Report Designer allows various types of objects to be placed in the layout window. If you click on an object, it is highlighted (outlined in yellow). Different types of objects (text fields, data fields from a database, graphics, calculated totals) have different properties that can be changed via rightclicking on the object. Change Report Text fields 2. To change the text displayed in a text field, select the field and either a) right click and choose Edit Text Field or b) choose Text Field from the Edit menu. Enter changes in Edit Text Field window and click Accept. Run/Preview a report 3. To display the data, choose Refresh Report Data from the Report menu. Updated September 18, 2012 Page 12
Illustrations: Crystal Reports 4. A new Preview Window will appear, showing how the report will appears with data in it. B) A) 5. The bar at the bottom of the Preview Window can be used to A) move from page to page, or B) print the report using the currently selected printer. Print a report 6. To select a printer, From the File menu, choose Printer Setup Use the down arrow next to the Printer Name to choose a different printer. The Properties button can be used to change settings for the named printer (such as quality for a PDF, or color vs black and white). 7. From the File menu, choose Print->Printer You can use the dialog box to specify pages or number of copies. Updated September 18, 2012 Page 13
Illustrations: Crystal Reports Create a PDF of a report 8. If you want to create a PDF for emailing or moving a report to a different computer, make sure that Adobe PDF is selected as the printer in Step 6. Clicking OK in the print dialog box in Step 7 will then give a window to specify where the PDF should be stored. The name of the.rpt file will be the default. Create an RTF version of a report 9. If you want to create a Rich Text Format file of a report, it s done via the Export function. From the File menu, choose Print and then File 10. From the Export window choose the Rich Text Format (of course, it s near the bottom of the list). The destination is Disk file. Click OK. Updated September 18, 2012 Page 14
Illustrations: Crystal Reports 11. The File Name should default to the report name (you can modify it if you want to keep multiple of this type of reports). The default directory for saving the file is c:\dbase\nscs where all the dbase components are. It s easiest to let this default but you may change it to someplace where you can more easily find the file. 12. To exit Crystal Reports, click the X in the corner of the window. If you have changed either the report design or the data preview, you can save the changes. Note that closing Crystal Reports does not close the dbase window. Updated September 18, 2012 Page 15