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SIS 2000+ General Reporting Procedures Last update: 1/25/2001 jmm

1. Open a Report
Reports are normally accessed from within the program module they are associated with (although the user may customize the location of reports within SIS 2000+ using the Menu Editor Utility)

1.1 From the SIS 2000+ Main Menu, click on a program module icon button to open the module's Menu.

1.2 Click on the Reports icon button. A list menu will open, displaying the available reports for that module (Fig. 1). (Reports may be added to the list or deleted from the list using the Menu Editor utility program)


Fig. 1- sample list list menu of available reports

1.3 Select (highlight) a report in the list.

1.4 Click on the Select command button or double click on the report's title to open the report's main screen (Fig. 2).
 
 

Fig. 2 - sample main screen of a report
 

2.1 Choose Options
The first tab (Fig. 3), 'Options', varies greatly from report to report. Most options are logical fields, i.e., simple check boxes or radio buttons to designate Yes (On) or No (Off). Also, most 'Options' tabs will allow editing of the default report title. Use the Tab key to move the focus from field to field. Refer to the report's documentation for specific details on defining the options available.


Fig. 3 - sample user defined  'Options'
 

Entering Dates in date fields
There are normally two methods available for entering dates in the 'Options' tab of a report:
 
1. Move the focus to the target date field and enter the date manually, using the numeric keys on the keyboard. Use the format: mm/dd/yyyy.
2. Or activate a drop-down calendar (Fig. 4) using the field button of the target date field. Then use the single VCR buttons on the calendar to scroll forward or backward through the months. Use the double VCR buttons to scroll forward or backwards through the years. After locating the target month, click on the target date until it is highlighted in yellow. Then click on the Select command button to simultaneously post the date to the Date field and close the calendar, or click Cancel to abort. To restore today's date (system date), open the calendar again and click on the Today command button. The calendar will close automatically, restoring "today's date" to the Date field.


Fig. 4
 
 



Click on the Reset command button within the 'Options' screen to reset all options to their default values.
 

2.2 Apply Select Queries
SIS 2000+ reports can be instructed to print specific records through the application of  queries. A query is essentially a data filter. By defining criteria (parameters) for selected data fields, specific records can be retrieved.

Click on the 'Select' tab to view a list of data fields that are linked to the report (Fig. 5). Within each data field there is usually more than one possible criterion or parameter. Most data fields are set to include "All" criteria by default. The 'Select' screen allows a query to be applied to each field for the further defining of the report.
 

2.2.1 Select a data field and activate the edit mode
Select a data field in the 'Select' list (Fig. 5) and click on the Edit command button. A criteria selection screen will open specifically designed for the selected data field.


Fig.  5 - sample, "Grade" data field selected for applying query

2.2.3 Select parameters in criteria selection screen and apply query
There are several formats for queries, depending on the type of data field selected:
 

• Query Type 1 -

This type of query is the most common. It presents parameters in a list form where all, some, or none may be selected. Select a criterion by clicking on the entry until it is highlighted in gray. To select more than one criterion, hold the Ctrl key down while clicking. Use the same technique to deselect one criterion at a time. To deselect all criteria, click on the Reset command button. If no criteria are selected, then ALL will be included in the report. Click on the Done command button to apply the query or Cancel to abort.


Fig.  6 - sample of criteria selection screen, Query Type 1, two parameters selected
 

• Query Type 2 -

This type of query allows only one parameter to be selected at a time by putting a check mark in a radio button. Click on the Done command button to apply the query.


Fig. 7 - sample of criteria selection screen, Query Type 2
 

• Query Type 3 -

In this type of query, specific records or criteria are selected by moving them from a "Not Selected" list on the left side to a "Selected" list on the right side via arrow buttons. The Select Students procedure below is an example of this method. The Group, Advisor, and several other fields alos use variations of the Type 3 Query.
 
Select Students or Faculty -
When the 'Students' or 'Faculty' field is selected and the Edit command is executed, the 'Find Students' screen appears first (Fig. 8). This is a precursor to the actual criteria selection screen of Query Type 3. This screen allows for the selection of specific students or a range of students to be retrieved, based on a search string of the ID number, Last Name, or First Name.


Fig. 8 - sample of criteria selection screen, (precursor screen 1 for Student or Faculty field only), Query Type 3

For example, a search string of the letter "T" in the Last Name field (Fig. 8) will retrieve a list of all students at the school site whose last name begins with "T" (Fig. 9). The candidate names will first appear as "Not Selected" on the left hand side of the 'Select Students' screen. Use the scroll bar to view the entire list, if necessary.


Fig. 9 - sample of criteria selection screen, Query Type 3

Click on the double right arrow button to move all names in the "Not Selected" list to the "Selected" list on the right (Fig. 10), or  select a specific name from the "Not Selected" list and then click the single right arrow to move that name to the "Selected" list on the right (or simply double click a name on the left to move it to the right side). Repeat this process to build a list of specific names (Fig. 11). Use the reverse procedure via the left arrows to deselect names by moving them back to the "Not Selected" list on the left.


Fig. 10 - sample of Query Type 3


Fig. 11 - sample of Query Type 3

The names moved to the "Selected" list will be the only ones that are included in the report. Click on the Done command button to apply the query or Cancel to abort.
 

• Query Type 4 - 'Last Name' range

A contiguous alphabetical range of students can be selected for reporting based on their last names. To define a range, enter the beginning and ending last names in the two fields provided (Fig. 12). Click on the Done command to save the query.

 
Fig. 12
 

 

Note on Query results:  Use caution when making multiple queries across data fields. Only records that satisfy all queries will be reported. Some queries may be mutually exclusive, causing the report to yield no records. In this type of situation there will be no pages to preview or print for the body of the report. This status will be indicated by the following error message appearing at the bottom of the cover sheet:  ***** NO RECORDS SELECTED FOR REPORT *****

 
 
2.2.4 Review selected parameters
After parameters are set and applied as needed, the view will return to the 'Select' screen. Each data field in the list will display a code after the name signifying the parameters currently applied (Fig. 13). Review the parameters. If all are satisfactory, continue to the sorting procedure in the next step. If editing is required, go back and make appropriate changes until all parameters are correct.


Fig. 13 - sample review
 



To restore a field's parameters to its default selection, highlight the field name in the 'Select' screen and click on the Reset command button.
 

2.3 Define Sort Order
 
 2.3.1 Open the Sort screen
Click on the 'Sort' tab. The 'Sort' screen (Fig. 14) displays the basic data fields used for sorting the information in the report. They are listed in the default sorting order: the primary sort field, the secondary sort field, the tertiary sort field, and so on.
 

Fig. 14
 
2.3.2 Add a sort field
Additional sort fields may be added to the end of the list, if available. Click on the Add command button to open the 'Add Sort Field' screen (Fig. 15). Select a Field Name to add from the drop-down list. Click on the Done command to confirm addition and return to the 'Sort' screen.


Fig. 15

2.3.3 Re-order sort fields

mover bar

Sort fields can be moved to a different position in the list by dragging and dropping them up or down with the mover bar, thus changing the sorting order of the report. For example, in Fig. 16 the Name field is the primary sort field at the top of the list and the Grade field is the secondary sort field. The Grade field can be moved to the top of the list to become the primary sort field. Select (highlight) the Grade field until the mover bar is activated with small black arrows. Drag and drop the Grade field to the top of the list using the mover bar. The Grade field will displace the Name field as the primary sort field and all other fields will moved down one position accordingly (Fig. 17).


Fig. 16


Fig. 17

2.3.4 Edit ascending/descending parameter
The default alphanumeric sorting direction for a sort field is Ascending. To change a field's sort direction from ascending to descending and visa versa, select (highlight) the field name in the 'Sort' list and click on the Edit command button to open the 'Edit Sort Field' dialog (Fig. 18). Change the direction by clicking Ascending or Descending. Click on the Done command button to apply the parameter and return to the 'Sort' tab or Cancel to abort.


Fig. 18
 
2.3.5 Delete a sort field
A sort field can be deleted by first selecting it in the 'Sort' tab and then clicking on the Delete command button. A deleted field can always be added back to the list at any time by using the Add command.
 



To restore the sorting order to its default configuration, click on the Reset command button on the 'Sort' screen.
 

2.4 Resetting global defaults



To restore all parameters in the 'Options', 'Select' and 'Sort' screens to their default selections, click on the Reset All command button.
 
 

3.1 Initiate preview
Click on the Preview command button to view a preview of each section of the report in succession (Figs. 19, 20, & 21). Press Esc to move from section to section until the preview closes.




Fig. 19 - sample Cover Page preview


Fig. 20 - sample preview of Listing section (showing FoxPro window)


Fig. 21- sample preview of Summary section

3.2 Navigate Preview


 Preview navigation controls
 
 

• 

Use the left and right VCR buttons to scroll backward or forward through the available pages. The VCR buttons will be deactivated if there is only one page to the section being previewed (such as Cover Page).
• 

Use the Pages button to go to a specific page. The Pages button will be deactivated if there is only one page to the section being previewed (such as Cover Page).
• 

Select a viewing magnification from the drop-down list of the Percentage field.
• 

Click the Exit Door icon to close the current preview and go on to the preview of the next section.
• Close Preview - Press the Esc key twice to abort a print preview in midstream. (Repeat this action if the preview does not close the first time.)

 
3.3 Continue to Printing or Cancel Preview
After the last preview has been closed, the 'Report Destination' screen will appear (Fig. 22) for the option of printing to various destinations. To continue with printing, see Step 4, or click on the Cancel command button to close the Preview without printing.
 
 

4.1 Execute Print command



The Print command button opens the 'Report Destination' screen (Fig. 22).


Fig. 22

4.2 Decide cover page
The cover page (Fig. 19) summarizes all report parameters defined in the 'Options', 'Select', and 'Sort' sub screens and displays the total number of records retrieved. A cover page is automatically printed for every report, indicated by the default check mark in the Cover Page field. To exclude the cover page from printing, deselect the Cover Page field.

4.3 Select a destination for the report, then continue
Put a check mark in either the Printer field (default), the File field, or Mail Merge. Then click on the Continue command button to proceed, or Cancel to abort.
 

• if "Printer" was selected:

A print dialog screen (generated by the operating system of the client computer) will open before each section (Cover Page, Listing, or Summary) of the report to be printed (Fig. 23). Use the print dialog to select a destination printer, to print a specific page range, and to specify the number of copies to print. Click on "OK" to print the report section.


Fig. 23
 

• if "File" was selected

Report data can be exported as an ASCII text file. Database text files are generic in nature and can be easily used by other database applications, spreadsheets, or word-processing programs. Selecting this option will "print" or save the report as a collection of records in a text file. The 'Export Parameters' screen (Fig. 24) will appear first; allowing the user to define a specific format for the exported data, depending on the application that will be using the data. Define parameters as follows:

Fig. 24
 
• File -
• Export Type -

Each field in an exported database record must be separated from the next field using either of two standard methods:
• Delimited -

In a delimited text file (default selection), fields are separated by a special character, such as a comma or semicolon (Fig. 25).


Fig. 25
 

• Fixed Column -

In this type of text file, each field has a certain position and width in the file. This format is often used for exporting data to mainframe computers (Fig. 26).


Fig. 26
 

• Separator -

Select a text character (Comma, Tab, or Space) to act as a field separator (applies to Delimited file types only)
• Delimiter -

Data in a text field is usually enclosed in double quotation marks. Enter an alternate character, if desired, or select "None" to exclude delimiters.
• Location -



Click on the Location command button. A 'Save As' dialog box appears (Fig. 27), generated by the operating system of the client computer. Select a path (folder or directory) and filename for the file to be saved and then click on "OK". (Consult the owner's manual of the operating system for further details on saving files.)


Fig. 27
 

• Numbers -
• Right Justify -

Applicable for number alignment if "Fixed Column" file type is selected and the width of a number is less than the column width.


 

• Left Justify -

Applicable for number alignment if "Fixed Column" file type is selected and the width of a number is less than the column width.


 

• Delimit -

Number fields may or may not be required to use delimiters. Check this box to include the delimiter on number fields (applies only to "Delimited" Export Types).
• Zero Fill -

Check this box to fill in leading zeros to the left of all numbers if there available space. For example: in a field that is 8 characters wide, the four-place number "3446" will have four leading zeros inserted to become "00003446")
 
• Characters -

All alphabetic characters will be exported in their original upper and lower case.
• Upper Case -

Put a check in this box to force all characters to upper case
 
• Dates -

There are three parameters to define the format for exporting dates:
• Order -

Select the order of Year (Y), Month (M), and Day (D)
• Year -

Select "YYYY" for a four character year format, such as "1999" or select "YY" for a two character year format, such as "99"
• Separator -

If "None" is checked, no separator character will be inserted between the month, day, or year values of a date (Example: 091998). To insert a separator character in dates, deselect the "None" box and enter the desired separator character in the enabled field to the immediate right. The most common separators are " / " or " - " (Example: 09/19/98).
 
• Fields -

Field Listing & Sorting Section

Mover bar

Each record in a report is composed of fields in a specified sequential order. The original (default) order of the fields will appear in the Field Description list as entries from top to bottom. The sorting order for export may be modified by dragging and dropping the field names to a different position in the list via the mover bar. This process is similar to the "Re-order Sort Fields" procedure in Step 2.3.3 above. Attributes of each field are displayed in the read-only mode as columns in the list (Fig. 28), as follows:


Fig. 28
 

• Field Description -

Name of the field (as defined in the SIS 2000+ database model). This value cannot be edited by the user.
• Max Len -

A value indicating the "Maximum length" of the field (maximum number of characters allowed as defined in the SIS 2000+ database model). This value cannot be edited by the user.
• Rec Start -

This value applies only to the Export Type of "Fixed Column". If the Export Type parameter is set to "Delimited" this column will read "n/a" (not applicable). It is a read-only value indicating the "Record Start" position, i.e., the column number in a fixed width file for the start of the selected field. This value is calculated by adding the Record Lengths of the previous fields and then starting the current field on the next column. This value is recalculated when the Extract _ Characters and Starting At _ values are changed in the field editing section below, effectively changing the Record Length of a field which, in turn, causes the column numbers at the beginning of each field to shift. The Rec Start value will be flagged by an asterisk (*) if a character other than the first character is being used in the extracted data.
• Rec Len -

This is a read-only value indicating the "Record Length" , i.e., number of characters that will be extracted from the field for export. Also known as the "width" of a field. The default Record Length value will be the same as the Maximum Length value, unless it is changed. The value will be equal to the number of characters to be extracted (Extract __ Characters value) defined in the field editing section below.
 
Field Editing Section

Field attributes related to data extraction may be edited. Not all characters in a given field need to be used when exporting data. Editing these parameters allows the user to select a specific range of characters for export from within the original data field. If the file type is "Delimited" then the extracted data exported will be automatically parsed by the separators. If the file type is "Fixed Width" then the Record Start values will be recalculated according to the user defined parameters. In order to use the exported data, the application that imports a fixed width file must set its import parameters to match the "Start" and "Record Length" (width) parameters of the exported file.

Click on the field to edit in the list until it is highlighted in gray. The attributes of Field Description, Max Length, and Record Start for the selected field will be displayed in the read-only area just below the list (Fig. 29).


Fig. 29 - read-only display of selected field

Edit field attributes as follows:

• Extract


A check mark in this box (default) indicates the selected field will be included in the file to export. If this box is deselected the field will not be included in the export file. In the case of "Fixed Width" files, excluded fields will be skipped when calculating Record Start values. The excluded status will be indicated by the appearance of "n/a" (not applicable) in both the Record Start and Record Length fields.
• Extract __ Characters -


Enter the number of characters to extract from the original data in this field. The default value will equal the Maximum Length value of the field. The new value cannot exceed the default value.
• Starting at __ -


Enter a value to indicate which character within the field (from left to right) to start the data extraction. The available range is 1 - the Maximum Length value of the selected field.
 
The Record Length (width) of a field to be exported will be calculated by comparing number of characters to be extracted with the Maximum Length and Record Start values. If the number of characters to be extracted exceeds the available characters after the Start point, the data in the field will be truncated.
 
 


After all export parameters are defined, click on the Export command button to save the file, or Cancel to abort. A screen gauge will appear to indicate the progress of the extraction (Fig. 30).


Fig. 30

When the extraction is completed a "Report Complete" message will appear (Fig. 31). Click on "OK" to confirm.


Fig. 31
 

• if "Mail Merge" was selected

Checking this option (Fig. 32) will allow the data fields of the current report to be merged into a form letter or other document.  The documents are predefined for each report by using the Letters & Labels Editor. Only reports that have been designed for mail merge will have this option available. Otherwise the check box will be disabled.


Fig. 32  - When the Mail Merge option is selected the Edit Mail Merge command button will be enabled.

 
• Merging with an existing document

Click on the Continue command button to see a list of predefined form letters/documents that have been set up for the current report (Fig. 33). Make a selection in the Document list and then click on the Print command. (The document selected can be previewed and/or edited before printing by executing the Display and Edit commands.)


Fig. 33
 

• Create a New Document

Click on the Edit Mail Merge command button to open the Letters & Labels Editor (also called "Document Editor") (Fig. 34). The Editor provides a means for creating a new form letter or document on the fly for use in this printing session or for later use.


Fig. 34 - read-only mode

Click on the New command button to open a blank document in the entry mode. Write the form letter or document and insert the data fields where needed. Documents created are for the current report only and only data fields from the current report will be available for merging. Save the new document and remember the Description name.

See Document Editor - Sec. 3, "Create Form Letters and Account Letters" for more information on creating form letters with the Editor.

Quit the Editor to return to the 'Report Destination' dialog (Fig. 32). Click on the Continue command button to see a list of predefined form letters/documents (Fig. 33). The name of the new document that was just created will appear in the list of available mail merge documents. Make a selection from the list and then click on the Print command.
 

Click on the Quit command button at the bottom of the report's main screen to exit the report at any time.

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