VDF Query User Manual
Contents
1. You can use the Open and Save Icons or if in the Output tab the Open and Save Buttons to perform these tasks H Query Definition SF Student File Main File SF Student File Query Tile Fields Selection Ordering Texts Oupa Font Times NewRoman fi xl V Include selection criteria in printed report E Print totals only r Report destination C Pita Pievew File nd You can select a different destination for Saving the File 3 When Opening a saved file find the file highlight and click Open When Saving the File the Default is within PCSchool and when you are logged on this will always be available Page 25 of 25 Commercial in Confidence2. 3 Leave the default of Comma delimited 4 Click on the Selection box of the blank file field A Print to file Save in 2 Desktop 1 e e Ee E My Documents ig My Computer My Network Places AAA Add to help Alex Goy Data Capture Snagit UF Unused 45 Shortcut to AAAAWorkingon 29 Shortcut to Help Documents File name Testing cs Save as type Text files Select to save the file where you can find it e The default is PCSchool Data Query Output Your name Output on the server 2 Enter aname for the report ending with csv 3 Click Save 4 Once back in the VDF click Run to create the Report Page 22 of 25 Commercial in Confidence PCSchool User Guide Create a Tag Set The Student Family Staff list you create can be saved as a Tag Set for using in the appropriate Tag Set within PCSchool H Query Definition SF Family Main Fite SF Family 77 QRO Query Title Fields Selection Ordering Texts Output Font ci E hz z fF Include celection criteria J tego Use ANSI characters I Pant totals only I Include column names fT Landscape M Semicolon as delimiter r een destinoan Check the report destination of File Select the appropriate format for the Tag Set Save the File where you will be able to find it Page 23 of 25 Commercial in Confidence PCSchool User Guide Select to save the file where you can find it e The default is PCSc
3. Enter the width in character format for this expression Select e Numeric Numbers e String Include Alpha and Numeric Fields for example Students name and Date of Birth e Text Add Text to the Report for example New Zealand E e Date Date related 5 Decimal Place 6 4 Return Type Page 10 of 25 Commercial in Confidence PCSchool User Guide Edit string expression ETHNIC TYPE4 ETHNIC CODE ETHNIC DESC 1 Start with a bracket 2 Highlight the Table you want to select the Fields from 3 Click the Field once Use a to add another Field Use inverted commas to add a space j End with a bracket 7 Click Ok and if the expression is correct you will be allowed to continue When you return to the VDF the line will be created fl Query Definition Student Ethnic and Language Year 10 and 12 Main Fie Student Origins Q aw Y Query Title Student Ethnic and Language Year 10 and 12 Fields Selection Ordering Texts Output Page 11 of 25 Commercial in Confidence PCSchool User Guide Selection Use the Selections tab to add filters to the Printed Fields If your selection is part of the Indexes available in Ordering it will soeed up the data collection I Query Definition Example VOF px Main File SF Student File 9 S WDD Query Title Example VDF Fields Selection Ordering Texts Output Selection Operators EJ v Select the Fie
4. Query Definition Example VDF Main File SF Student File QRO Query Title Example VDF Fields Selection Ordering Texts Output SF Family idd Insert Delete Expression Adjust below lf the report is to be printed in PCSchool you may need to make adjustments to the columns if printing to Excel this is not necessary Field name Can be changed to have more meaning If you have radio box in the column checking it will calculate totals 2 e Dollar values will be added e Number values will be added Carriage Return if checked a new line will be started e Click into the start column on the same line e Click Adjust below to reset Start to zero e This is not necessary for Excel This is the cm start point for the printed information on an A4 sheet e Start points can be adjusted if the gap between the printed columns is too big this allows more to be printed across a page e Nothing over 15cm will print on an A4 portrait sheet e Check CR radio box to start a new line e This is not necessary for Excel The width is the cm allowance for the selected field e Adjust the width for the information to display better e lf the width is adjusted in the next width down click Adjust Below e This is not necessary for Excel Page 8 of 25 Commercial in Confidence PCSchool User Guide When printing through PCSchool too much space between the data printout can be reduced by entering a new value in the Start colu
5. PCSchool User Guide VDF Query User Manual PCSchool Page 1 of 25 Commercial in Confidence PCSchool User Guide Table of Contents A A o E OE EAEE 3 NO 4 AP A s 5 QUE Ten 6 FICS TA aaa 7 alado Ml io AAA e A rR Eiai 8 AI es PCO UNS oe tsa pt cl ds ous ca cect ij 9 BN SN E A A ces mw ra cre E a cnc E A E E 10 SELEC apc OP ue oo IA S 12 PP A E A vaca nance E E S E A E E A 13 o NA A E E A E E E E T E E 14 o eE O 14 O A e o q 15 AO y o Le A E E PO a a 16 EME Bras ria ea 17 TO nia oi nidad 18 CUM taaan 18 S A E A e O o E O 5 18 ae AA e E 19 PUNTOS OM a ds 19 NC ADS nc a 19 PINTTO W MOON ateo a 20 EPO O EXCO eneee dit 22 Create a Tag SO Luneitaanronnencn nia eens 23 Create the file as a ATM citas Nee nceme tenes ite Heme nee smer een error 24 1 A neces cen Semen meee eee eee ene ene eee e en cee eee een ee 25 Page 2 of 25 Commercial in Confidence PCSchool User Guide Introduction Available in all the main Modules security is required to use this feature lf a Report is not currently available in PCSchool the VDF Query feature allows you to create your own This is a very powerful tool and a basic knowledge of its use is essential Quick Start Path Utilities VDF Query Generator This is an Overview only please read the full instructions if you need further Help to Create a VDF H Query Definition SF Student File pa Bk Man Fie E Student File 1 QRO Query Tithe F
6. Texts Output Table LB On Hire File LB Patron File LB Master Item File LB Loan Codes ILB Publisher File bd Order selecting an Indexed field from the drop down list determines the order the information prints in the report this does not affect the print sequence of the selected fields If you select Current_year Studkey the information will print in Year level order then alphabetically by the Students key Selecting the correct Index speeds up the generation of data by prompting the program to search the database in the most efficient manner Select the order that best suits your selection Page 14 of 25 Commercial in Confidence PCSchool User Guide 11 Query Definition I ol VDF Ox Main Fie LB On Hire File QS Query Tide Example VDF Fields Selection Ordering Texts Oupa Ordenng Status Patkey Accno Recrum HAU Paikes Ocono Hecram de Teach_no Status Patnum Accno Recnum Datedue Accno Reenum Status Maceno Patkey R Index When searching the data using an Indexed field in the First position of the selection only relevant records will be searched IM Query Definition LB On Hire File gt i 0 9 Main Fie LB On Hite Fite Qed Query Tithe Fields Selection Ordering Texts Output Ordering Datedue Accno Recnum ji If the Indexed field is not in the First position of the selection the search will take longer Page 15 of 25
7. Commercial in Confidence PCSchool User Guide II Query Definition LB On Hire File IX Main Fie LB On Hite Fie Qed Quer Tief Fields Selection Ordering Texts Output Ordering Maccno Dateout Recnum e a LB On Hire File Readng 1018491 20080516 4688 Ad Hoc You also have the option of selecting Ad Hoc Using this feature means you can select the order from any field available 7 Query Definition SF Student File Xx Main File SF Student File Q WD Query Title Fields Selection Ordering Texts Output Ordering Ad hoc index Specify ad hoc index F Studeni Fie F Farrdy ET gt S Page 16 of 25 Commercial in Confidence PCSchool User Guide 1 Select Ad hoc index from the drop down list 2 AdHoc Click to open the Specify ad hoc index window EA Highlight the file you wish to use for ordering 4 Double click a field List of selected fields for the order the information will print 6 Reverse Place a Tick to reverse the order 7 Buttons Highlight a selected Field to move or delete OK Click to accept the information 1 N Line Break This selection will print the Students in Year Level order then by the Students Surname then by their given name mm Query Definition Student Ethnic and Language Year 10 and 12 Main File Student Origins QUD Query Title Student Ethnic and Language Year 10 an
8. d 12 Fields Selection Ordering Texts Output all Surname V Given name Search order Student Type Priorty Ethric_idH Owner X Rn Cos lf there is a tick in Break it will create a heading and place a line between the data for each Tick Student Ethnic and Language Year 10 and 12Zage 1 Orizi Ethnic and Language Codes for August 2008 This Report is for year 10 11 12 Current year 10 Surname Baars Given name Willem Current year 10 Surname Bradstreet Given name Shaun L ENG English E EUR European Page 17 of 25 Commercial in Confidence PCSchool User Guide Text Text can be added to the top or bottom of the report This is a useful feature for future reference M Query Definition Student Ethnic and Language Year 10 and 12 Main File Student Origins Q W DO Query Title Student Ethrec and Language Yea 10 and 12 Fields Selection Ordering Text Output Ethnic and Language Codes for August 2008 This Report is for year 10 11 12 Alter report Created by Chris Simpson 29 04 2008 Output Several features are available for selection in the Output tab Font You can change the Font to one of those available in the drop down list you can also change the Font Size J Query Definition CS Current Subject information Main Fae CS Current Subject Information Qe gi D ac Fields 3 o CLE A Bm _ Coe Page 18 of 25 Commercial in C
9. e and must match PCSchool exactly 4 OK Clicktoaccepttheentry oo Tag Set Tag Set can be used for selecting Students or Families in any VDF Query where SF Student File or SF Family File are available as part of the main file selected 1 Query Definition CS Current Subject information Main File CS Curent Subject Information Qed Query Title Fields Selection Ordering Texts Output S Current Subiect Information Page 13 of 25 Commercial in Confidence PCSchool User Guide Ordering Ordering has several useful features e Ordering determines the Order the information appears in the report this does not affect the fields selected e Placing a tick in the order value places a break in the report making it easier to read e f Ordering has an Index that matches the Selection then it will soeed up the data collection process e You can use Ad Hoc to give you a greater range for ordering e You can place a line break in the printed report e f you are creating a VDF for eMerge using a seed value you must select the seed in the first position in ordering e Ordering speeds up the time the report takes to run for maximum speed have the First Selection line in the First position in the Ordering tab In the Selection tab Datedue has been selected in the first line sm Query Definition Example VDF Main File LB On Hire File Qe D Query Title Example VDF Fields Selection Ordering
10. ew the list alohabetically the Table Selector Icon is good option 1 Query Definition Financial Periods Sle Main Fie Financial Penods 1 Qe wD Query The im Select able r EN L a _ __ _ _ RR gt H Display name a DF name Rootname 4 Absent ABSENT ABSENT 176 Activity ACTIVITY ALCTMITY 305 ALHCODE ALHCODE ALHCODE 307 ALPPLAN ALPPLAN ALPPLAN 306 ALPROG ALPROG ALPROG 302 ALUMHIST ALUMHIST ALUMHIST 203 ALUMNOTE ALUMNOTE ALUMNOTE 391 ALUMREL ALUMREL ALUMREL 304 ALUMTRIG ALUMTRIG ALUMTRIG 50 Ahan Past Pupli ALUMNI ALUMNI 141 AS Asset Addons ASSETADO ASSETADD 131 AS Asset File ASSET ASSET Click the Table Selector Icon 2 Click a column heading to arrange the sort order 3 Highlight the data file you want and click OK to select it A Query Definition SF Student File Man Fie SF Student Fie SF F acrely SF Stall File Fields Selection Student Travel Detads You can select different Main Files to view the Data files that are available with the Main File Page 5 of 25 Commercial in Confidence PCSchool User Guide Select the Main file from the drop down list e Scroll up and down by using the mouse wheel e Use the slide of the right hand side of the drop down window to find the Data file you want e Highlight a Data file and use the arrow keys 2 Table Displays the Data files available with the selected Main File 3 Fields Highlight the different Data Files
11. hool Data Query Output definitions Your name on the server Enter a name for the report ending with e FLS Student Tag Set e FLF Family Tag Set e FLT Teacher Staff Tag Set This extension must match the Tag Set format you selected Click Save 4 Once back in the VDF click Run to create the File When the file is finished you will receive a File Complete message The file can now be opened by the appropriate Tag Set Create the file as a HTML The file can also be saved in HTML format for a different appearance Hi Query Definition Student Ethnic and Language Year 10 and 12 Main Fie Student Origins Q gt Query Tithe Student Ethnic and Language Year 10 and 12 Fields Selection Ordering Texts Output ma TE iv Include selection crite a in printed report 5 Print totals only D r a Report destination CO Pontes C Preview File 1 Check the report destination of File Select HTML 2 Give the file a name and end it with HTML Click Run Sample HTML Report Student Ethnic and Language Year 10 and 12 Generated om 11032009 092104 Ettese nad Language Codes for Angus 2008 This Repon amp for year 10 11 E DEV Geraas L GER German L ENG Esng sh E EUR European Page 24 of 25 Commercial in Confidence PCSchool User Guide Save Open Once the File is created it is best to save it you can then open and run it whenever you wish
12. ields Selection Ordering Texts Output __1 Page 3 of 25 Commercial in Confidence PCSchool User Guide 7 Query Definition SF Student File 54 Main File SF Student File QRO Query Tite Fields Selection Ordering Texts Output Table i Fandy 11 De Highlight the Table you wish to take the data from o o o Z o ooo Enter the Default Value S O Click Run Security Path Utilities User Security Setup security is required to see this Available in all the main Modules security of Ad Hoc Reporting is required to use this feature If the group ADHOC is not available please create it Access can be denied to PCSchool Security Profile Management System Profle Group Profiles User Profiles Group Protect Global Protect Aude Entes a New Group os Select ADHOC is Access v Add ltem Add AS Clear Remove ltem Ext Panel Exit Program Page 4 of 25 Commercial in Confidence PCSchool User Guide lf a Report is not currently available in PCSchool the VDF Query feature allows you to create your own This is a very powerful tool and a basic knowledge of its use is essential Main File You may require assistance from PCSchool s Help Desk when selecting the Main File The main file can be selected in two different ways e From the Table Selector Icon e From the Drop Down list For those wishing to vi
13. ld and double click or click Add If you are going to use the Ordering feature to speed up the running process check the placement of the Fields The first selected field needs to be the First position in the Ordering tab Select from the generated list the most common are Equal to Used to select by a single value Less than Select everything less than a value Less than or equal Select the value entered and everything of a lesser value Greater than or equal Select the value entered and everything of a Selection greater value Operators Greater than Select everything greater than a value Not equal to Exclude a single value String Includes Single value of a string String does not include Excludes a single value from a string Between Select the values entered and everything in between Outside Interval Exclude all values entered and everything in between 3 OK Click OK when your selection is complete Page 12 of 25 Commercial in Confidence PCSchool User Guide Enter a Value parameter for the Selection Values can be Alpha Numeric or Dates depending upon the Field you have selected mm Query Definition Example VDF Sia x Main File SF Student File AGRO Query Tithe Example VDF Fields Selection Ordering Texts Output 1 Type Caneditfromhere gt SS 2 Default Value Click to open the Selection window _ o 3 Selection This field is case sensitiv
14. mn You can also alter the Width if the report appears messy SF Student File Initial year 2 2 01 1994 Initial year 9 31 01 2002 31 01 2002 31 01 2002 1WONI02 Task buttons i Query Definition Example VDF Main File SF Student File Qed Query Title Example VDF Fields Selection Ordering Texts Output Add Insert D w a aa 1 Add Usethisbuttonto Add highlighted Fields To insert a field in the already selected Printed Fields this is the sequence the data will print in 2 e Highlight the line you wish to Add it above e Highlight the Field you wish to Add e Click Add 4 Expression Click to Add an Expression 2 Click to Add an Expression After modifying the Start and or Width columns 5 Adjust Below e Click into the next line down in the same column un e Click Adjust below to reset the cm 6 Run Onlyused after a selection has been entered Page 9 of 25 Commercial in Confidence PCSchool User Guide Expression Using an expression will allow two or more Fields to merge Click Expression then 2 Select Add to create a new Expression on the next free line 3 Highlight a Printed Field and select Insert to Insert a new expression above a printed field 4 Select Edit to modify a highlighted expression Edit calculated column 40 1 Long label Enter your name for this expression 2 Short label Enter a name for the Printed Field 3
15. onfidence PCSchool User Guide Selection Criteria The Selection Criteria defaults to print at the bottom the printed report this can be useful if you need to run the report again but did not save it H Query Definition Student Origins Year 10 and 12 Mannen FAT Query Tithe Student Origins Year 10 and 12 Fields Selection Ordering Texts Output Selection cnteria Type greater than D Type less than Mf Current year between 10 12 both incl Records 121 Print Totals Only If the Sum Column is available and Ticked in the Fields Tab you can select to Print totals only Example of a report with a tick in Sum in the Fields tab GM amp D L Yates 13706 00 Mr GP Young 9366 00 Mr amp Mrs L Zhao 0 00 1167884 10 The same report with a tick in Sum in the Fields tab and Print totals only checked Landscape VDF reports default to print in Portrait format but this can be changed to landscape if you have many fields selected this choice will allow more information on each line Check the Landscape box to print in Landscape format In Landscape a report can often be spaced out better Page 19 of 25 Commercial in Confidence PCSchool User Guide SF Student File Initial year 2 22 01 1994 Initial year 9 31 01 2002 31 01 2002 31 01 2002 IO TW2002 The same report in Portrait makes the headings hard to read SF Student File Surname ____ Given name Final
16. to view the available fields selecting the Main File can take time below are some of the more common features for selecting files SF Student and family DE Debtors information CB or Ledger General Ledger information CS Student subject information AS Asset register LB Library Query Title e Optional e Will display on a report printed through PCSchool It is optional to add a Title to the report H Query Definition Example YDF Man Fiber SF Studerk Fae Query Tite Example VOF Fields Selection Ordermg Texts SF Student File Te SF Famy Sum Cr Stat With Insert Delete Expeession Adus bellow Page 6 of 25 Commercial in Confidence PCSchool User Guide Fields Tab Select the information you will want on the report from the fields you may need to scroll down the list to find the fields T Query Definition SF Student File Mam File SF Student Fide Query Tale Fields Selection Ordering Texts Output Printed fields F Family gt F 00 76 Scroll to find the Field and e Double click or e Highlight and click Add 2 Printed Field Once selected you can view the information in the Printed Fields 3 Name Change You can highlight a name in the Printed Fields and overtype to change it Page 7 of 25 Commercial in Confidence PCSchool User Guide Printed Fields The columns in the printed fields can be adjusted
17. yeasDate depab itial yeitate arriva initial year 2 28 01 1994 Initial year 9 3101 2002 31 01 2002 3101 2002 17 07 2002 Print to Window The Report destination will default to Preview while in this default click Run in any tab to print the report Once all the information is in the report you can print it to window once printed you have the option to select the printer if you have PDF995 free program you can also select to print to a PDF Page 20 of 25 Commercial in Confidence PCSchool User Guide MN Print Preview Whole page y Ba 2 EN _ ra Print Setup Auto Microsoft Office Document Image Writer o Auto Microsoft Office Document Image Writer o Auto OKIPAGE 121 on PCS SIYN52GVOWY Auto PDF995 on SPIDER T A Snagit 8 on SPIDER Canon 865 Microsoft Office Document Image Writer s PDF995 i Snaglt 8 3 Click on the Arrow Icons to move between pages Z o oZ oo Click on the Drop Down of Whole Page to view the report in different sizes _ _ Select the printer format o SSS O Page 21 of 25 Commercial in Confidence PCSchool User Guide Export to Excel Once the report has been created it can be exported as a CSV and then opened in Excel L Query Definition SF Student File Main File SF Student File QRO Query Tithe Fields Selection Ordering Texts Output Font Jp gt 5 Use ANSI characters
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