Navigating Reports

Our Flight Plan Today ! Navigation tips, tricks and techniques Strategies for getting reports Special ad-hoc reporting tools Managing reports Difference between reports and queries Taking an inventory of your reports Setting up favorite reports for you (& others) Sharing reports Other resources including custom report services and Report Wizard Top Reports Guide

Student Manager Resources Finding your Report

Reporting Tools Main Reports Menu Quick Reports (from various screens) 1-Key Reports (Function Keys) Exporting Raw Data Report Wizard (Optional Module)

Reporting Tools Main Reports Menu 84 Reporting areas (grouped by function) Each report area includes a specific group of data files and data elements

Files that are in the report Report Area Guide In on line help / in Reports Section Files that are in the report Report area

( Names, Course, Register & Instructor) Quick reports Quick Reports – no query needed Just look for the “Quick Reports” Button ( Names, Course, Register & Instructor) Many “Bread & Butter reports (name tags, certificates, Rosters, transcripts, etc.) are located on the data screens

Special reporting tools Function Key reports My personal favorite! And there is a great webinar on how to use these!! “Functional Function Keys” ( Reporting Tab )

Exporting Files Best areas for exporting Names Registrations Courses ( to get 1 name/reg/course per Row) Names Mailing labels Registrations Deadbeat report Courses CEU report

Managing Reports Importing/Exporting Reports IMPORTING Navigate to the report file you want to import Select the report file (you'll only see the .dbf file--this is normal). Click the Import button.   (Confirmation message should appear)

Managing Reports Importing/Exporting Reports Exporting Select the report you want to export Select where you want it to go Click the Select button.  (Confirmation message should appear).

Managing Reports Don’t forget about the two other Report Management tools:

Example of a Report Share Lee College Report . Year to year monthly comparison

Lee College Year to year monthly comparison NOTE: This template WILL be in the Reports Templates area (by next week)

Managing Reports Deleting Reports Select Tools > Reports > Delete Additional Report.   Select the Sort Option: View-Natural Order - sorts reports Chronologically (most recent at bottom). (use to delete a report recently created).   View-Name Order - sorts reports by Report Name (or Report Area).   Check the Del box on all reports you want to delete. Click the Done button.

Difference between Query & Report Query – a request for information. Report – A template which displays the information you’ve requested in a certain manner. It determines WHAT goes In The “Box”

Queries Query Screen

from one report area to another Running Reports Options may vary from one report area to another

If you want to include Cancelled Records Running Reports VERY IMPORTANT If you want to include Cancelled Records

Reporting on Reports! New – All Reports w/Memo * Reports by A rea/Frequency * Reports by Frequency

Reporting on Reports “Deadbeat” area (registration 1 Reg/1 line) Select Additional Reports Query don’t matter! (suggest using “Course Begins With” and pick a course with registrations) (If asked) Click No on Show Me the $$.   For General “Inventory” by report area: Select NEW – All Reports w/Memo For Report Listing by Frequency (most ran) Select *Reports by Area/Frequency There are two other reports: *Reports by Frequency (across ALL areas) *Reports by Last Ran (recency)

Report Reporting BUT, what if I can’t FIND those reports?? Check to see if it was Deactivated Go to your (recent) SM Demo and Export them Email your tech (and s/he’ll send them)

Now where is that ?? Report Can’t remember where you put a report???

Setting up favorite reports Reports > Favorites or use the keyboard shortcut Ctrl+F1 Click the Set Report button. On the Favorite Report Chooser window, select the desired options .

Setting up favorite reports The Note in “Report Name” defaults to the Report Name. REMEMBER.. You CAN edit the description!

Set Favorite Reports for Others As an Administrator, you can create “Favs” for your users (YOUR administrators)

Exporting Files Check the Export to File box. Select any other applicable options,  Then click OK. Select desired query.

Exporting Files Dialog Choose Fields you want In order you want Sorted how you want Preview your data Export in format you want

Exporting Files Best areas for exporting Names Registrations Courses ( to get 1 name/reg/course per Row) Names Mailing labels Registrations Deadbeat report Courses CEU report

Use the COPY2XLS() function Exporting Files (tip) Need to export selected fields on a recurring basis?? Use the COPY2XLS() function ( with a JUSTAFTER() )

Other Resources Custom report resources # 1 resource = your TECH 3 Free Custom Reports with Purchase (after that a charge may apply) May Ask Questions How can I, How do I, Where did I mess up on my effort? Special requests - I need a report built that = $$$ (billed @ per hour cost) Providing a mock up of how you want the report to look saves you time & $$ Allow time for completion

Other Resources Report Wizard Benefits $ 1,695 Report Wizard Not a replacement for SM report writer Benefits Easy Charts and Graphs and dashboards Scheduled (automatically delivered via Email) Reports Uses real words for field names and symbols Build real time (dynamic) dash board Built in common Avery label sizes Easy grouping of data (with filtering options) Column widths auto adjust (on the fly) Output to Excel, Word and PDF Import and Export reports (shareable) One click reports (for the report challenged) Shorter learning curve

Report Area Guide Report Area Guide

Top Report Guide Top Report Guide top 54 reports used most often by your peers, our Student Manager customers. organized into a variety of categories provided the path(s) for accessing the report, and the typical query to use

Report Templates Student Manager Resources/Report Templates 26 Reports that are available for download.

Over 20 Hours of Report Help Resources Webinar Archives Archives of all past webinars Over 20 Hours of Report Help

Resources Online Reference Guide Online help for all things Student Manager & Aceweb

Resources Online Reference Guide Reports area – all things reports

Chuck’s Top Ten Report Tips Call your Tech! Spend quality time with the Report Guide (in Help) Use those F-Key Reports (small but mighty) When Exporting (same stuff, often) use copy2xls() For “Mature” users, consider updating Reports (From Demo) Make the most frequent report the default one. The Help Guide is your friend USE IT Webinar Archive (Reports Tab) is chock full o’goodies! To prioritize Additional Reports, prefix title w/ * Use the heck out of “Favorite Reports”

Questions ?

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