Presentation on theme: "Accessing Your Data Using Reports, Grids and Queries."— Presentation transcript:
Accessing Your Data Using Reports, Grids and Queries
Why is it important to know how to access your data? To get the information you need
How Data is Processed Enter Data Software validates and formats the data Software puts data in correct DB, Tables, Records and Fields Output
How do we get the output? Use Prewritten Reports Use Display Grids Use Prewritten User Queries Database Queries (MS Query and Excel)
How Data is stored Database – File Cabinet for Data – NFBSData, GLData, APData and CTData.
How Data is stored Tables – Drawers in the File Cabinet – tblAgency, tblDonor, tblProduct
How Data is stored Records – Folders in the Drawers – all of the information for a particular Agency.
How Data is stored Fields – Pieces of Information in the Folder – AgencyRef, AgencyName, ContactName, , etc.
Queries & Reports A way to look at the contents of several drawers at once. … or the content of several tables at once.
Using “Report Form” Report Groups/Menus Required Selections Optional Selections Saving selection sets for reuse “My Reports” Exporting Reports
Report Facts There are over 370 prewritten “standard” reports included in the Primarius system. Each report is assigned a Group that best fits the menu to attach it to. Each food bank has its own set of Custom reports (Number varies by food bank). All reports are written in Crystal Reports Only CR 2008 will run from Primarius Report Interface.
Required Selections Must make these selections in order for report to run.
Optional Selections Selections for extra filtering Table Name – “Friendly” name for table field is stored in. Field – “Friendly” name for the field. Field Selections
Optional Selections Window at bottom – Displays what has been selected.
How to set an Optional Selection Select the field you want to filter on. Double-Click
Adding Optional Selections Set the Operator
Adding Optional Selections 1) Choose the field value Text fields include a dropdown.
Adding Optional Selections Date fields include a calendar.
Adding Optional Selections True/False (BOOLEAN) fields include a checkbox.
Adding Optional Selections 2) Click the Add button
Changing Optional Selections Reset will clear ALL Optional Selections for the report.
Changing Optional Selections for 1 field Double- Click on option to change
Changing Optional Selections Highlight the selection to remove and press Delete on the keyboard.
Changing Optional Selections
Saving Optional Selections -Save selections to be reused for one specific report. - Filters can be from multiple tables. - Save selections to be reused for any report. - Filters from one table only. - Can be used with any report containing the same table.
Saving Optional Selections 1) Give selection set a name. 2) Click Preview to save This report only
Saving Optional Selections Any report with this table 1) Give the option set a name 2) Click Save and Close to save
Reusing saved selections for same report Saved option will appear for this report. Click the Use button to retrieve the selection.
Reusing saved selections Selection is retrieved
Reusing saved selections for same table Saved option will appear for any report with same table Click the Use This button to retrieve the selection.
Reusing saved selections Selection is retrieved
To remove a report from this menu
Recommend Data-Only Exports for these reports
Exporting to Excel
Removing blank lines in Excel spreadsheet Select one row. Edit –Go to – Click on “Special”
Using Grid Filters
Example - All Pantries within Burlington or Camden County that are opened on Saturday morning. Pantry – Group code = “Pantry” Burlington or Camden County - County = “Burlington” or “Camden” Open Saturday morning – Open Saturday AM = True
Grid Filters Pantry – Group code = “Pantry”
Grid Filters Open Saturday morning – Open Saturday AM = True
Grid Filters Burlington or Camden County - County = “Burlington” or “Camden”
Custom Grid Filters
Copy Grid to Excel Right-Mouse-Click Menu:
Clearing Filters Blue columns indicate a filter set on field Clear Filters will remove ALL filters
Grid returns back to normal
Queries User Queries – Prewritten queries within Primarius that you can edit from a grid. Database Queries – Queries designed by you within Excel
User Queries Donor, Agency, Product, Grant Receipts, Receipt Details, Order, Order Details Agency Membership Fee (Agency Menu) Product Menu Inventory Adjustments Physical Inventory Prewritten templates that you can edit to get the data you need
Accessing User Query
On grid, Right-Click Edit Columns Initially get all records and all fields
Selecting Fields to Display Check the check boxes for the fields you want to show. Edit User Query – Select Fields Edit existing query
Edit User Query – Set Filters Only allows FROM and TO
Edit User Query – Set Advanced Filters
User Query Create a new Query from an existing query
Advanced Selections Add a New Condition Select Column Name (Field) Select an Operator (Is:) Select Data If adding more than one condition, select Open, And or Or and Close Options Press Save
User Queries Query will now show under User Query, Query Type menu
Copy grid to Excel On the grid, use right-click, Copy Grid Data to Excel to export data
Database Queries Connecting to Data from Excel
Database Queries Connecting to Data from Excel Create a new Data Source Enter your Server Name Give your data source a name that you can use to reference the data
Database Queries Click Options and select the correct database to be used. Ex. NFBSData = Primarius GLData = General Ledger CTData = Donor Vantage Choose the correct database
Using Query Wizard Select fields Set filters on data fields
Database Queries Using Query Wizard Sort the data Select output option
Without Query Wizard
Database Queries Select tables to include Recommended :Use tables beginning with “Uqry”
Database Queries Link tables with fields
Database Queries Add the fields you want to show
Database Queries Add criteria to set filter on the data. The example above will give you only Authorized shopper Contacts