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SCARY QUERIES LAID TO REST Getting Started with Voyager Prepackaged Access Reports Presented by Jean Vik, Associate Library Director The University of.

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Presentation on theme: "SCARY QUERIES LAID TO REST Getting Started with Voyager Prepackaged Access Reports Presented by Jean Vik, Associate Library Director The University of."— Presentation transcript:

1 SCARY QUERIES LAID TO REST Getting Started with Voyager Prepackaged Access Reports Presented by Jean Vik, Associate Library Director The University of Texas at Dallas McDermott Library ELSUG October 2008

2 Overview  PC Setup  Microsoft Access  Prepackaged Reports

3 Why MS Access  Create queries & reports using a graphical interface  Prepackaged reports installed with clients –C:\Voyager\Access Reports\Reports.mdb  Customize prepackaged reports & queries  Design new reports & queries

4 Microsoft Access  Must have Microsoft Access installed  Install reports.mdb –Administrator privileges on PC a must –Part of Voyager client installation –Instructions found in Voyager ® 6.5 Reporter User’s Guide (p. 1_17) –These reports are not run through Reporter

5 PC Setup  Install and configure ODBC drivers –Open Database Connectivity –Must match version of Oracle on server –Download from Ex Libris Support –Allows MS Access to communicate directly with the Voyager database  Uninstall old version of ODBC before installing new one* *See Voyager® Reporter User’s Guide for complete instructions.

6 Building Links to Tables  Configure database links –Go to C:\Voyager\Access Reports and click on the Reports.mdb file –Access will open and reports: Database dialog box opens u a. Click the Forms button. u b. Select Build database links to Voyager. u c. Click the Open button.

7 Building Links to Tables in Access 2003  Access 2003  Forms Button

8 Building Links to Tables in Access 2007  Access 2007 –Click down arrow for menu –Choose Forms to get to this view

9 Building Links to Tables  The first time the tables will fail to link  The word error! appears at the end of each table tried  Stops trying to link

10 Building Links to Tables  In earlier versions of Access choose  File>Get External Data> Link Tables

11 ReLinking Tables  Office 2007 –Ribbon –Database Tools –Linked Table Manager –Select tables to be updated  Copy Reports.mdb file to other pc’s

12 MS Access Security  Set Security Level to “Low” in 2003  Access 2007 has added security  Add path to your Reports.mdb to the Trust Center to avoid this Security Alert  Click “Enable this content” to allow for one session See “oracle9i_clientODBC.pdf for complete installation instructions.

13 Tables/Queries/Reports  The down arrow on the left navigation pane allows switching between different categories: –Tables: show the linked Oracle tables –Queries: add specific criteria & build new queries –Reports: built on top of a query to format data for printing

14 Navigation Pane

15 Access Query  Right click a query and choose design view to see the tables involved and how they are related

16 Query Result  After running the query the results display in tabular form  Export to Excel to create a quick report

17 Data in Excel  Remove columns not needed in the report  Sort

18 Access Report  Running the report associated with this query produces the same data nicely formatted for printing  Cannot modify layout

19 Prepackaged Report Highlights  All prepackaged reports came from enhancement requests  Limit results by adding Criteria

20 Prepackaged Query Highlights  Acq: issues received by component and date range. This query uses a view table.

21 Creating Custom Queries  First, make sure your report is not one of the prepackaged reports!  Decide which data elements should be included in the report.  Use the database dictionary to determine which tables contain the required data.  Create a new query in Access by adding these tables. Other tables may be required for linking purposes.  Add the data elements from the tables and any criteria or restrictions.

22 Rules of Thumb  Start small and save your queries frequently.  Make a copy of a query that has some of the elements you want & give it a new name.  First create the ‘core’ of your query, save it, then run it as a test.

23 Rules of Thumb  Looking at the prepackaged queries in design view is a good way to learn.  With practice, you will come to know the Voyager data structure and need to consult the printed tools less frequently.  Examine query results with a critical eye.

24 Example 1: Circulation asks for a list of Community User Patrons  What data elements should be included? u Last name, first name, barcode, phone number  Is there a query that provides this information?  Check the Data Dictionary to determine which tables to use –Voyager® 6.5 Technical User’s Guide Appendix A

25 List of Community User Patrons  What data elements should be in the query? Last name, first name, barcode, phone number  Look at tables beginning with PATRON to find where this stuff lives. –The PATRON table contains the LAST_NAME & FIRST_NAME. –The PATRON_BARCODE table contains PATRON_BARCODE. –The PATRON_PHONE table contains PHONE_NUMBER.

26 Community User Patrons  We also need to include PATRON_ADDRESS for linking purposes and PATRON_GROUP so we can just limit to Community User.

27 Community User Patrons  To add data, simply double click the elements in the tables. Note: Criteria in Access are case sensitive.

28 Example 2: List Vendors Ordered from this FY  Data to include: Vendor name, order date  Check the Data Dictionary to see which tables to use –The VENDOR table contains VENDOR_NAME. –The PURCHASE_ORDER table contains PO_CREATE_DATE.

29 List of Vendors Note: Enter criteria >9/1/2007 then Tab & Access adds correct formatting.

30 List of Vendors  Get a count of orders placed with vendors between a range of dates specified at the time the query is run & sort the vendor names alphabetically.  The Totals function (the ∑ button) allows the use of aggregate functions like “count”  Use the Sort dropdown to alphabetize by Vendor name

31 Count of Orders by Vendor

32 Example 3: Shelf List by Location  Data to include: call number, title, enumeration/chronology, barcode.  Sort by call # and then enumeration.  Tables used for bibliographic queries: BIB_TEXT, BIB_MASTER, BIB_MFHD, MFHD_MASTER, MFHD_ITEM, ITEM, LOCATION, ITEM_BARCODE

33 How are these tables related? Note: There are two intermediate tables for linking purposes: BIB_ MFHD and MFHD_ITEM. MFHD_ITEM can also be used to extract enumeration and chronology.

34 Shelf List by Location Include both the NORMALIZED_CALL_NO field and the DISPLAY_CALL_NO Field to get a correct sort of the Call Numbers

35 Voyager-L Reports  Email includes the SQL required for a report  Copy everything and paste it in a SQL view  Change the view to Design View to see which tables are used  Modify criteria to match your local locations, etc.

36 Questions?  Thank you and have a Happy Halloween!


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