1. OCLC Online Computer Library Center Distributing ILLiad Reports Created Using Microsoft Access David Larsen Head of Access Services University of Chicago Library d-larsen@uchicago.edu

2. OCLC Online Computer Library Center Or, “Now that I’ve taken the Generating Reports in OCLC ILLiad Class, how do I get my reports to those who need to see them?”

3. OCLC Online Computer Library Center Why Distribute MS Access Queries and Reports?  Need to summarize and display data in ways that can’t be done through ILLiad client or web reports.  Need to provide reports to those who don’t know how to use ILLiad or don’t have access to client.  Want to let individuals see data but not alter information in tables.  Want to automatically “push” information to those who need it or allow them to “pull” it themselves.

4. OCLC Online Computer Library Center Two Approaches 1.Provide users with the actual MS Access “.mdb” files and a simplified interface that allows reports to be run as needed without training in MS Access. 2.Schedule reports to be automatically run and sent via email to interested individuals.

5. OCLC Online Computer Library Center Example of First Approach ILLiad Borrowing Report  Provided to bibliographers  Shows loan requests for borrowing  Provides ability to specify academic department and date range

6. OCLC Online Computer Library Center When Borrowing Report is opened, users only see a simple form with a drop-down menu, two text boxes, and two buttons.

7. OCLC Online Computer Library Center Users can select department from a drop-down box that displays a list generated from a dynamic ILLiad query.

8. OCLC Online Computer Library Center Users can specify a date range or accept the default date range (previous week).

9. OCLC Online Computer Library Center Example of Resulting Report

10. OCLC Online Computer Library Center Reports can be sent to Excel, Word, or Printer.

11. OCLC Online Computer Library Center Report Exported to Excel

12. OCLC Online Computer Library Center Benefits of this Approach  Users can run reports at any time  Can export to Excel, HTML, or Rich Text  Can create interface that allows use by those untrained in MS Access or ILLiad  Users can choose from a wide range of options using drop-down and text entry boxes

13. OCLC Online Computer Library Center Disadvantages of this Approach  Users need Microsoft Access  Need to set up ODBC connections on all machines that run reports  Firewalls may prevent access to ILLiad server  Underlying tables remain accessible to users with knowledge of Access  Configuring easy-to-use interface requires lots of time and skill  Users need to remember to run reports

14. OCLC Online Computer Library Center Another Approach: Schedule reports to automatically run with results sent via email

15. OCLC Online Computer Library Center Imagine opening your email each morning and finding a half dozen ILLiad Reports in your Inbox that summarize the previous day’s ILL activity.

16. OCLC Online Computer Library Center Report for Acquisitions, recommending purchase of items that couldn’t be obtained through ILL.

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18. Report showing work performed by borrowing staff.

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20. Report showing work performed by lending staff.

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22. Report showing Direct Request activity.

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24. Report showing users who should no longer be blocked.

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26. Report showing users who need to be charged fines for late returns.

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28. Benefits of This Approach  Users don't need to remember to run reports  Most find email a convenient way to receive information  Eliminates security and firewall concerns  Users don't need to have MS Access or configure ODBC settings  Don't need to spend lots of time simplifying MS Access interface  Reports can be scheduled to run during closed times, reducing load on server

29. OCLC Online Computer Library Center Disadvantages of This Approach  Recipients do not have control over report scheduling or content  Report criteria need to be configured in advance (no drop-downs or text entry boxes)  Need to consider privacy implications of using email if reports contain sensitive data

30. OCLC Online Computer Library Center How to Schedule Reports to Automatically Run with Results Sent via Email

31. OCLC Online Computer Library Center Four Steps 1.Create MS Access queries and reports 2.Create MS Access macro to output report as MS-DOS text. 3.Create batch file that runs macro and emails report using Blat, a free email utility. 4.Use Windows Task Scheduler to run batch file at regularly specified times.

32. OCLC Online Computer Library Center Step-by-Step Example Creating, scheduling, and emailing a report to Acquisitions recommending that the Library purchase recent imprints that could not be obtained through ILL

33. OCLC Online Computer Library Center Step One Create Microsoft Access queries and reports. (Just like Stephanie Spires teaches in Generating Reports in OCLC ILLiad)

34. OCLC Online Computer Library Center Create a Microsoft Access File

35. OCLC Online Computer Library Center Create a “make table” query that outputs results to a table called “ILL Cancels”

36. OCLC Online Computer Library Center This query produces a list of all borrowing loans from the past week with the “Cancelled by ILL Staff” status, an imprint date in this millennium, and a “Reason for Cancellation” matching the specified criteria.

37. OCLC Online Computer Library Center Criteria for the “Reasons for Cancellation” field.

38. OCLC Online Computer Library Center Complete SQL statement for the query.

39. OCLC Online Computer Library Center Create a report based on the “ILL Cancels” table created by the query.

40. OCLC Online Computer Library Center Possible Report Design

41. OCLC Online Computer Library Center Avoid random blank lines by following the advice in Microsoft Knowledge Base Article 208436 (http://support.microsoft.com/kb/q208436/) Set the Height property of a report's detail section to a value divisible by.125 inches. For example, if the detail section's Height property contains a fractional number, set the fractional portion of this property value to one of the following decimal equivalents: 1\8.125 1\4.25 3\8.375 1\2.5 5\8.625 3\4.75 7\8.875 Fraction Decimal Equivalent

42. OCLC Online Computer Library Center Report Preview

43. OCLC Online Computer Library Center Step Two Create Microsoft Access macro that will run report and output results to a text file.

44. OCLC Online Computer Library Center Create a new macro called “cancels”

45. OCLC Online Computer Library Center Macro consists of four steps that automate running of query and output of report.

46. OCLC Online Computer Library Center First Step: “SetWarnings” to “No” This tells MS Access to suppress messages and warnings that would typically require a user response.

47. OCLC Online Computer Library Center Second Step: “OpenQuery” This runs the “make table” query we created.

48. OCLC Online Computer Library Center Third Step: “OutputTo” This outputs the “ILL Cancellations” report as an MS-DOS text file named “illcancels.txt” in the “c:\ill” directory.

49. OCLC Online Computer Library Center Third Step (Part Two): Select the “Conditions” option under the “View” menu. Then enter a logical condition that tells MS Access to only output the report if the report contains data.

50. OCLC Online Computer Library Center Fourth Step: “Quit” Shuts down MS Access at end of macro.

51. OCLC Online Computer Library Center Macro is now ready to run.

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53. The illcancels.txt file has been created.

54. OCLC Online Computer Library Center Content of illcancels.txt

55. OCLC Online Computer Library Center Running the macro a second time will produce a warning.

56. OCLC Online Computer Library Center Even though the macro has been set to suppress system messages, it will not overwrite existing files. This illcancels.txt file will need to be deleted before running the macro.

57. OCLC Online Computer Library Center Step Three Create Batch File that runs macro and emails report using Blat, a free, command-line, email utility.

58. OCLC Online Computer Library Center Download Blat from www.blat.net.

59. OCLC Online Computer Library Center Installing Blat §Place blat.exe, blat.dll, and blat.lib somewhere in your command path (e.g., c:\Windows) §At a Windows command prompt, type: Blat -install [ [ [ [ [ ]]]]] (Values in square brackets that don’t apply to your situation can be replaced with “-”) Example: Blat –install smtp.uchicago.edu d-larsen@uchicago.edu - - - larsen opensesame

60. OCLC Online Computer Library Center Create a Text File

61. OCLC Online Computer Library Center Give file a name with a “.bat” or “.cmd” extension, which makes Windows treat it as an executable “batch” or “command” file containing a series of Windows commands.

62. OCLC Online Computer Library Center The first line will delete any pre-existing illcancels.txt file, using the “del” command.

63. OCLC Online Computer Library Center The second line calls MS Access from the command line, specifying the file to open and the macro to run (designated by the “/x” switch).

64. OCLC Online Computer Library Center The third line commands Blat to send the report generated by the Access macro by email to the specified recipients.

65. OCLC Online Computer Library Center The batch file can be run by double-clicking it.

66. OCLC Online Computer Library Center Command window that opens when file is run.

67. OCLC Online Computer Library Center Success! Batch file generated report and emailed it.

68. OCLC Online Computer Library Center Final Step Use Windows Task Scheduler to run batch file on a specified schedule.

69. OCLC Online Computer Library Center Open “Scheduled Tasks” in Windows Control Panel.

70. OCLC Online Computer Library Center Choose “Add Scheduled Task” and follow wizard to schedule running of batch file.

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72. Use Browse to find batch file.

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81. Batch file will now run automatically at specified time, as long as computer is running. (It will run if you log off, but not if you shut down.)

82. OCLC Online Computer Library Center Scheduled tasks can be run manually by “right mousing” and choosing the “Run” command.

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85. It works!

86. OCLC Online Computer Library Center Questions? For more information: David Larsen d-larsen@uchicago.edu