1. Student Manager Catalog Builder An ACEware Webinar

2. Catalog Builder Webinar 2 We plan to focus on... The Catalog Builder can –Provide course descriptions –Define Pre-Requisites.. And “See Also” –Exporting descriptions for catalog building –Create chunks of text for use in reports

3. Catalog Builder Webinar 3 And while the Catalog Builder can do the following, we won’t discuss them here: Edit email templates Help Manage Course Proposals Handle course benefits, materials, contact information, etc.

4. Catalog Builder Webinar 4 Let’s start by adding a new Course Description Record File / New / Catalog Entry / Catalog Code

5. Catalog Builder Webinar 5 Catalog Code Main Screen

6. Catalog Builder Webinar 6 Catalog Code Main Screen The Code field is a ten-digit field that usually has a correlation to the course number, but does not have to be an exact duplicate of the course number. In our example the ACE101 is part of the course number 08WACE010A

7. Catalog Builder Webinar 7 Catalog Code Main Screen For the benefit of ACEweb users, the “Publish on Web” button gives the page permission to place the description on the appropriate web page.

8. Catalog Builder Webinar 8 Catalog Code Main Screen The subject code for the entry. Subject Code ties back to the course table

9. Catalog Builder Webinar 9 Catalog Code Main Screen Name – catalog record name. For example, if it is a course/workshop description, this would be the name of the course/workshop.

10. Catalog Builder Webinar 10 Catalog Code Main Screen Description (Main) – course description field that holds plain text (special formatting cannot be applied to text i.e. bold, underline, etc.) up to 64,000 characters in length. You may include paragraphs of information. (NOTE: If you have copy in Word or on an existing web page, you may COPY text from an other source and PASTE it into the description box)

11. But Chuck, what does it do?

12. Catalog Builder Webinar 12 Now that we’ve created a code, let’s create a course using the code. View Courses Displays every course tied to this description

13. Catalog Builder Webinar 13 Now that we’ve created a code, let’s create a course using the code. Clone Entry Creates an exact duplicate of the Code Description but forces a change to the Catalog Code

14. Catalog Builder Webinar 14 Now that we’ve created a code, let’s create a course using the code. The handy button labeled “Create Course” Takes you to a new, blank course screen

15. Catalog Builder Webinar 15 Note that Student Manager fills in Part of the Course Code Title Subject Code Catalog Code

16. Catalog Builder Webinar 16 By clicking on the Description button, anyone unfamiliar with the course can get quick information.

17. Catalog Builder Webinar 17

18. Catalog Builder Webinar 18 If you have ACEweb, you may create a Secondary Description using HTML formatting. If the Secondary Description is empty, ACEweb will use the Primary Description. (by using HTML for web descriptions, you can increases legibility, retention and it looks down right terrific!)

19. Catalog Builder Webinar 19 Most important... You can build your catalog! Begin by choosing Reports, Courses, Generate Catalog Copy

20. Catalog Builder Webinar 20 The Catalog Builder screen appears Click “Export to file” Then click the OK button

21. Catalog Builder Webinar 21 The Query Screen will appear If exporting information for an entire term, click the “Course Code Begins with” Option, or create a custom query

22. Catalog Builder Webinar 22 Provide the course code information Answer the three questions regarding instructor phone numbers and fees (for the first pass, we recommend answering “No”) Be patient, you’re getting close!

23. Catalog Builder Webinar 23 Which brings you to the Export Data Selector

24. Catalog Builder Webinar 24 Highlight the fields you want to use Move them to the Fields to Export box by clicking the right arrow OR, just double click on a field.. To move it to the “Fields to Export” column

25. Catalog Builder Webinar 25 Select one of the DBF choices. Your choice must be DBF since only those file types will handle Memo fields. Last, click Export

26. Catalog Builder Webinar 26 Export Format NOTE: There are three different DBF formats. You may have to experiment to find the correct version for your Word filters.

27. Catalog Builder Webinar 27 Specify a file location Enter a file name and click SAVE

28. Catalog Builder Webinar 28 Now you’re ready to use your file (using mail merge in Word, or an Adobe product) to construct your catalog.

29. Catalog Builder Webinar 29 Once in Word... Tools / Letters and Mailings / Mail Merge

30. Catalog Builder Webinar 30 Task Pane Choose Directory as your document type then click Next for step 2

31. Catalog Builder Webinar 31 Task Pane Use the current document then click Next for step 3. (Once you’ve created a template, you may reuse it for future catalogs.)

32. Catalog Builder Webinar 32 Task Pane Select Use an existing list. (The list is the exported catalog file from Student Manager.) Then click Browse to select your file

33. Catalog Builder Webinar 33 Match up Data Source You must find the matching import filter for your version of Word Depending on your version of word and what data filters you may have installed, you may have to experiment with the combination of DBF export type and Data Source Filter. TIP: For office 2003, the Foxpro Files Word via ODBC works with the default DBF export ( DBF (vfp) )

34. Catalog Builder Webinar 34 Task Pane The resulting list is your catalog export (Note: You may remove records if you wish using the check boxes.) Otherwise, click Select All and OK. You may also sort the records by dbl-clicking on the label header of the column

35. Catalog Builder Webinar 35 Task Pane Clicking “More Items” brings up a list of Merge Fields Place the fields in your document by selecting the field name and clicking Insert. Then you simply move fields around to format the template to your specifications

36. Catalog Builder Webinar 36 Task Pane Sample of fields with formatting

37. Catalog Builder Webinar 37 Task Pane Step 5 allows you to preview your information. Don’t like what you see? Use the Previous option to return to the formatting screen.

38. Catalog Builder Webinar 38 Task Pane The final step, step 6, allows you to print, edit individual entries, or save the resulting merged file.

39. Catalog Builder Webinar 39 Using Catalog Builder to generate Text Fields in Reports

40. Catalog Builder Webinar 40 To begin... File / New / Catalog Entry / Memo Text

41. Catalog Builder Webinar 41 1.Enter a code name for your template 2.Enter the body of the letter 3.Click SAVE

42. Catalog Builder Webinar 42

43. Catalog Builder Webinar 43 Once you've created your letter body, you're ready to insert it into a report using a report function called GetMemo. Open the report in modify mode. Fill in the expression box and select “Stretch with overflow” Stretch with overflow

44. Catalog Builder Webinar 44 There’s always a few rules Advantages –Memo text fields group more text than report text fields allow –It’s easy to change margins & content Disadvantages –No special text formatting is allowed (no bold, italic, underline, etc.) –Merge fields can not be used in the same report as memo text fields.