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User Manual Version 12.6

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1. NOISSUES v CJ Lang amp Sons LI 332 ClepingtonRo Dundee DD385 MANS fy CONUCDABERDEEN NOISSUES Conoco UK Ltd Morh nderonDr Aberdeen AB24 amp 2 Ms H fy DHSSNDRTHFYLDE NM lssUES DHSS NorthFwldeCentra ComputerBranch Farney FG34TY M Tor fl DHSSSTATSLONDON NM lsSUES DHSS Statistics amp Resear Hannibal House Elephant amp Castle London SET BTE MrB J fy DONSIOwW NOISES Don Low St JamesRoad Fofa Col fy DUNCOFJORDANSON NOISSUES Duncan of Jordans Colege ofr PethRoad Dundee Mr Ba fl DUNCOFJORDANSONNEW NOISSUES DuncanoiJerdanjColegeof r PerhHoad Dundee Mr Ba fl FERBANTIDUNDEE N ISSUES Feman iltd DunsmaneAvenu Dundee DD23FPN Gir H FIFEREGIDNALCOUNCIL NMOISSUES FifeReginalCour RegionalHeadqua Fife House Glenrothes KvY75LT Mr SD E FORESTRYROSLN NOISSUES Forest Commissio Northem Researct Rosin Midlothian MG FRESHWATERBIOL NOISSUES FreshwaterBiologi Windermere Labor The Fery House Ambleside LA220LP Dr OM FSASSURANCEGLASGOW NOISSUES FS Assurance Ltd 190 west George Glasgow G22P Mts TI P GECELECWARLEY MOISSUS J GECElectremotors Cakemore Road w
2. NOSSUS lt REE D E Student Placement Details Past Employer v Student Smart Susan Flag v Current Employer W Session 2010 Course MATHS Compflagt Compflag2 Job Ref GECHU 3 Compflaq3 Job Title Marketing Analyst Compflag4 Start 19 03 2010 i amp Finish 21 09 2010 Salary 15 200 00 Prorata ji s Compfiags Duration 26 weeks 5 days Target Duration l FULL TIME F1 Compflag6 v Supervisor details de i lise Dr Mike Drysdale Address 102 London Road m Health Safety IZ Z Marketing Manager Warley Certification date 18 04 2010 i West Midlands Responsedate 25 10 2010 iij 0142 23855 Ext 227 mike dryedalem gec co uk Visiting Tutor fence Log Dr S K Donald ive Records ent to all Past Employers 3 k COMPANY REPORT STUDENT REPORT Record 14 4 220f62 K H RF amp No Filter search lI Company Records BL Fd Le a fiw B Outlook appointment lime Group email 1 Distribution Group email ast Employer W ent Employer W YN Date Compflag1 13112 2010 Contact Bob re placement Basse 0570372006 Access 2007 comprtiags os 02 2006 4 Hyperlink Company Information UPDATED STUART EIER HYPERLINK Compflag4 Compflag5 Compflag amp v Record H lof3 Contact MB Current Student Applications RIZ suas IICNENENENNU 9 Daa ELITS RR RUN 9 QN gt Sc RR s k pavs steve cow z 2 FT tenzzor ass haar Me eleecn
3. Course Year Pl R Time Off Ac Pl Job Ref o S S l eee A sd J mERm Record 14 1 of 7 Record M 4 220f62 K H RE dix 1989 2014 PineSoft 2009 2014 FinDonlT 28 User Manual 7 2 Student Examine Edit Main Student Database 7 2 1 Main Student Information The first page of a student s record contains basic student details Each student record must be given a unique student code Use the format SURNAME FORENAME and the application will automatically insert entries in the surname fname mailname and title fields quite a time saver If you omit the under score character the automatic insertion will not take place Use unique codes such as SMITH JOHN 1 SMITH JOHN etc if you have duplicate student names For the correct operation of mail and report options it is essential that you complete entries for surname fname mailname title year placement number session and course fields As these are required fields you have to provide entries before you can save the record These details should be entered carefully as this information is frequently used in other parts of the database and entered later via look up tables For the Academic Year October 2013 2014 enter the session field as 2014 The fields for mail name title home amp term address are used in the Mail option see section 7 4 for standard letters and address labels You may use the copy button i to copy te
4. option photographs may be inserted into the database and are always displayed Photographs are stored in a folder recommended file format jpg or bmp using the student name as the file name e g SMITH JIM jpg etc As these files are stored outside the database they do not contribute to data bloat Double click the photograph to view or add photographs The best way to handle student photographs is to crop and resize them using a Paint Image Editing package such as Microsoft Photo Editor or Paint A little experimentation is required to obtain the best results with a small file size The demonstration database uses digital photographs re sized to 150 x 200 pixels standard 4 3 photograph size and are about 90KB You should be able to get about 12 top quality bmp images per 1 MB of disk space See on line help for the latest advice 7 2 3 User Definable Fields The nine field names initially labelled userlook1 userlook5 and usertitle1 usertitle4 and the five User definable toggle fields studflag1 studflag5 as shown in Section 7 2 20 of the manual may be customised to suit your own particular requirements using the Setup submenu options see section 5 1 1989 2014 PineSoft 2009 2014 FinDonlT 29 User Manual 7 2 4 Student Personal Details Tab This Tab contains student personal details 7 2 5 Student Preferences Tab This Tab contains details of the student job preferences 7 2 6 Student Further Information Tab Memo Field
5. Job Summary field is 255 characters long and the Job Details region is a Memo field 14 A4 pages so extensive details may be entered or pasted there You may display NO ISSUES ACTION REQUIRED and ACTIVE CLOSED to facilitate filtering Use the pop up Status Memo to record any specific details B o5 m x a 7 e e e i3 2 P Find m Company Code ANGUSDISTRICTCOUNC Location TAYSIDE Job Reference ADG 1171 Job Title Student Placement Number of Vacancies 12 Date Posted 24 12 2010 Unpaid Job Prorata 1 s FULL TIME Online CV AppForm Letter Closing Date Start Date Finish Date Salary Target Duration M T I 24028011 299 naan 30 05 2011 1613 500 00 3 month Job Classification Criteria Job Sector Local Government Job Type Administration Officer JobFlag1 JobFlag2 JobFlag3 JobFlag4 JobFlag5 JobFlag amp v Job Summary Use this 255 character Summary region to enter a brief description of the job spec for future reference This Summary is printed in most Placement reports Job Details Use this Memo Text Region to enter or paste up to 14 pages of detailed information about the job This field is only printed in the One per Page Placement reports designed for issue to Visiting Tutors Record Id 4 2 of 14 K K K Unfiltered Search 1989 2014 PineSoft 2009 2014 FinDonlT 34 User Manual 7 4 Placements Examine Edit The Main Menu Placements option give
6. PineSoft Professional Training Database Access 2010 2013 Edition Fn Denn Instruction Manual Version 12 6C Copyright 1989 2014 PineSoft 2009 2014 FinDonlT All rights reserved Copyright Copyright 1989 2014 PineSoft 2009 2014 FinDonlT All rights reserved The software is for use on a single machine at any one time unless an extended license agreement or Network version has been purchased The software may be copied as backup in support of use on a single machine The software must not be transferred to a third party without the written consent of PineSoft The Pines Rosemount Blairgowrie Perthshire PH10 6LA Warranty and Limitation of Liability If within 12 months of purchase this software can be shown to the reasonable satisfaction of PineSoft to be faulty and not to function substantially as described in the User Manual PineSoft will at the option of the purchaser refund the purchase price or replace the software PineSoft will not in any event be liable for any loss caused by any error defect or failure of the software Structure As a Microsoft Windows application which uses the Microsoft Access database users of any Windows application should have little difficulty in getting to grips with this PineSoft Application This manual is divided into three main sections a Getting Started pages 6 18 describes how to install the software and how to use the keyboard mouse application menus amp toolbar
7. Use this Memo field region to maintain any required details about correspondence etc with the student 7 2 7 Student Reference Tab Memo Field Enter a student reference in this auto scrolling memo field Via the report options see section 8 you may print references with or without a photograph of the student Use headed paper when printing a reference which will incorporate the text To whom it may concern and the student s name before the text of the reference 7 2 8 Student Skills Tab Memo Field Maintain details of student General and IT specific skills 7 2 9 Student Special Circumstances Tab Memo Field Use to record any specific Special Circumstances 7 2 10 Student Correspondence Log Tab Memo Field When you send a group of letters or emails you have the option of recording the details in the Correspondence Log region to give you a historical record 7 2 11 Pop up Forms A major feature of the application is the ability to pop up additional information relating to the current student record via the PineSoft Buttons displayed in the Form Header See Section 4 4 for an overview Click on the required button to display a pop up You may display more than one pop up at a time move them resize them and switch easily between them by clicking with your mouse See Section 7 2 21 for illustrations a 7 2 12 Current Application Details Pop up Form Use this pop up form illustrated in Section 7 2 21 to maintain details of
8. 21 17 Exporting Data to a Word Mail Merge File It is not likely that many users will need this feature which will export the current data set to a file in Microsoft Word Mail Merge Format Text txt file format is used You may filter the records to form any subset of records See Section 4 3 8 before exporting the data set to give total flexibility Exported data may then be accessed directly from Word using the User Friendly options available see your Microsoft Word documentation for details amp 7 1 18 Exporting Data to a Microsoft Excel File It is not likely that many users will need this feature which will export the current data set to a file in Microsoft Excel Format You may filter the records to form any subset of records See Section 4 3 8 before exporting the data set to give total flexibility Exported data may then be accessed directly from Excel see your Microsoft Excel documentation for details SSS E lt 1 19 Status and Archiving Change the NO ISSUES display to ACTION REQUIRED to flag any records for action use the pop up Status Memo d to record any specific details The ACTIVE display may be changed to ARCHIVED to give further flexibility when filtering records 1989 2014 PineSoft 2009 2014 FinDonlT 26 User Manual 7 1 20 Illustration of a Typical Company Record am Company Records x BL Fd ES hw xx y al qi mm qn i J A xi 3 Outlook appointment lime Group
9. The appendices contain a number of examples of typical printer output This small sample of the available mail and report options show the quality of output you may produce in seconds Company Standard Letter DEMOLETTER Memo Illustrative Memo Header Report Company All Report Company Student Job Placements Report Company Jobs Full Details Report Applications Ordered by student Compact Report Applications Interviews All courses Report Placements Summary Ordered by location Compact Report Placements Summary All courses Landscape format Report Placements Full Listing One per page with picture Report Placements Breakdown Location Health amp Safety Student Summary Landscape format 0D O0 0 D UD D D D D O D DUD U Customised Word for Windows Report with data automatically merged 1989 2014 PineSoft 2009 2014 FinDonlT 49 User Manual INDEX A Adding a New Record 15 Appendices 49 Application Details 25 30 Applications 38 Archiving 26 31 Attached Data File 47 Backup 6 C Company Contacts 25 Company Examine Edit 24 Contacts 38 Copying 26 31 Cut Copy and Paste 12 Deleting 26 31 Drop down Lists 18 Email 17 46 49 Envelopes 45 Examine Edit Data 19 24 Excel 15 Export 45 46 Exporting Data 26 31 Filtering Records 14 Finding Data 12 H amp S 38 Help 9 Hyperlinks 38 Installation 7 Introduction 6 Jobs 34
10. 25 26 Personal email Ldaly btinternet co 30 Mobile 07708663456 Gender FEMALE Li TS 0453 766542 Marital Status MARRIED m Date of Birth 08 11 1982 HH Home 14 South Road Usertitle1 Dundee Userile2 2 D41 1HH Usertitle4 UCASPoits Tek n453 766542 22 zu Record H 4 2 of 30 K ko i Unfiltered Search 1989 2014 PineSoft 2009 2014 FinDonlT 33 User Manual 7 3 Jobs Examine Edit The Main Menu Jobs option gives direct access to all jobs however it is recommended that new job details are entered via the Jobs Pop up in Company forms e You must define a unique Job reference such as ADC 1 The Company code location and Date Posted are inserted automatically e If required you may modify the default Job Title of Student Placement and the default Number of Vacancies which is initially entered as 1 Note As students are placed at specific jobs the Number of Vacancies field is automatically reduced by one Once equal to zero the job will not appear in lists of available jobs in Student Application forms or Add New Placement forms You may also remove a job from application and placement drop downs by setting the Jobs ACTIVE flag to CLOSED e Complete entries in the Application Requirements group if required e he eight Job Classification Criteria prompts are User definable and may be used to select jobs matching student requirements e The
11. 435 Finding Data The Find Dialog box shown below gives considerable flexibility when searching a database to locate specific records The default search is applied to the current field which is faster than searching all fields To open the Find Dialog box click on the left binocular button or press F7 to display 1989 2014 PineSoft 2009 2014 FinDonlT 12 User Manual Find and Replace Find What I RN Look In Location I mM Match Start of Field I Search All I Match Case v Search Fields 4s Formatted With the cursor in the location field the above settings may be used to find the first record with location field starting eng such as ENGLAND by clicking on the Find First button To find subsequent matching records click on the Find Next button Note after closing the Find Dialog box you can always find the next occurrence of the value most recently selected by clicking on the Find Next Toolbar button the one in the middle or by pressing Shift F4 The above settings search for eng at the Start of Field You may also search in Any Part of Field or Match Whole Field Additionally you may use wildcard characters in the Find What box using for a single character for any number of characters and for a single number You may use characters in square brackets to find one of several characters for example DMP to find D or M or P C G to find any letter between C and G
12. Building Research Establishment BUILDRESWATFORD Building Research Establishment CAPEINDPRODUCTS Cape Industrial Products CENTRALREGCOUNCIL Central Regional Council CJLANG C J Lang amp Sons Ltd CONOCOABERDEEN Conoco UK Ltd DHSSNORTHFYLDE DHSS DHSSSTATSLONDON DHSS DON amp LOW Don amp Low DUNCOFJORDANSON Duncan of Jordanson DUNCOFJORDANSONNEW Duncan of Jordanson FERRANTIDUNDE Ferranti Ltd FIFEREGIONALCOUNCIL Fife Regional Council FORESTRY ROSLIN Forestry Commission FRESHWATERBIOL Freshwater Biological Assoc FSASSURANCEGLASGOW FS Assurance Ltd t GECELECWARLEY GEC Electromotors Ltd GLENHINSURANCEGLASGOVW Glen Miller GRANTTHORNTON Grant Thornton GREATGHEALTH Greater Glasgow Health Board HIGHGROVE Highgrove Ltd HIGHREGIN AIL COUNCIL Highland Regional Council HOMEOFFICE Home Office UHC ACCC A D Umaran PEE aa When the Available list is active pressing a letter will take you directly to the first code starting with that letter only the first letter may be used in this dialog box Alternatively use your mouse or cursors to navigate the list Select codes by double clicking the code or clicking on the top arrow between the two list boxes With the keyboard press TAB to cycle between the lists and available buttons You may select as many records as required which are displayed in the Selected list When you have completed your selections click on the Preview button to display the report on screen as shown on the next page A
13. Lil Fea ju 12 Fe d du I 21 Ad E La E r xclude d L i OP E P The application uses customised toolbars which duplicate the actions in the pull down menus In Access 2007 2010 2012 click the 4 tab to display the above toolbar by default the Ribbon is minimised and you may activate it when required The Edit toolbar shown above has the most buttons and is available when using an Examine Edit option and using a mouse provides one click selection of common edit features Text describing each toolbar button is displayed when you place your mouse pointer over it Some buttons are displayed together in natural groupings and you will soon remember their functions which are summarised below and explained in more detail on the next few pages NOTE Many toolbar options may be accessed more quickly by right clicking your mouse ge Close the current window amp return to the previous one za View data via form 1 record per page or datasheet 26 per page iA Print Preview amp Printer Setup Check spelling in selected text i Ba Cut Copy Paste 44 ab Find Find Next Replace PME Sort on current field ascending or descending X Vg V Exdude X Filter options be Move to the end of the records to Insert a New one KM f Undo changes to current field record Undo last command Ei Output amp view current records in Excel Excel is launched automatically 9 Display the PineSoft Windows Help file 4 3 1 Note fo
14. Microsoft Mail Merge or Group Email Export Placement data for Microsoft Mail Merge or Group Email Export Create Excel Timeline Chart 1989 2014 PineSoft 2009 2014 FinDonlT 46 User Manual 9 Miscellaneous 9 1 Notation You need to be consistent in your interpretation of the session year 2013 2014 and its relation to a particular session 2012 2013 2013 2014 In the demonstration version with placement periods from March to September session 2013 for example would refer to the March September 2013 placement though the academic session would be 2012 2013 and the students entered that particular year of the course in 2012 For consistency stick to this notation 9 2 Importing Data While it is very easy to export data from the PineSoft application using the Export buttons described in Section 4 4 importing data is not so straightforward as field names must match those used by PineSoft and care needs to be taken not to conflict with the Referential Integrity rules built into the application To import data you will need to ensure that you use the correct PineSoft field names in the first row The easiest method is to use Cut amp Paste Import Please view the latest Videos and pdf tutorials in the Learning Centre of our website at www pinesoft findonit com learning php for full details 9 3 Assigning or Changing the Password The application is supplied without a password You may define a passwo
15. Session 2011 sl Userlook2 TESTSTUD2 m Studflag2 Course COMP bel Userlook3 ANY LOCATION Lel Studflag3 T Enrolment Year 2009 Le Userlook4 FRENCH Studflag4 Graduation Year m Userlook5 PASSPORT m Studflag5 Special Circumstances Special Circumstances T Registered Disabled Term 14 South Road Driving Licence M Work Permit Required Dundee University email 20094231 abertay ac uk D41 1HH 9 Personal email Ldalvigibtinternet com Mobile 07708663456 Gender FEMALE imm Marital Status MARRIED MM oo ek 0453 7685542 Record Id 4 2 of 30 K N E x Unfiltered Search Mil Student Records g 7 vg amp l t e a S alt F 3 1 Mail Name Louise Dak Mail title Dear louise 0000 Yean Tz Placement No 5 Session 2011 les Course COMP m Enrolment Year 2009 Personal Details Preferences Further Information Location Preferences Date of Birth 0111992 ts Usertitlet Usertitle2 Usertitle3 UCAS Points T Tel 0453 766542 Reference Skills Home 14 South Road Dundee 0000000000 E M Outlook appointment lime University Group email Personal Group email Student ID Ref 20094231 Study Mode Tutor Dr K Donald Nationality BRITISH Userlookt TESTSTUD1 mj Userlook2 TESTSTUD2 a Userlook3 ANY
16. Toggle between main form amp header region Alt Shift F6 Move between pop up windows and main form Alt Activate the menu bar 4 5 2 Keyboard Editing Techniques F2 Toggle selection of current field When selected highlighted new text replaces old Insertion occurs at blinking insertion point Arrow Keys Move insertion point within a field 1989 2014 PineSoft 2009 2014 FinDonlT 17 User Manual Esc Undo changes to the current field or record F4 or Alih Open find list option list to display choices Shift F2 View amp edit the current field in the Zoom enlarged dialog box Alt Spacebar Display the control menu use to close pop up windows Useful Commands for Network Version Shift Enter Save the current record F9 Refresh data in currently active window Shift F9 Requery records to show any new records 4 5 3 Keyboard Search Techniques F7 Display the find dialog box Shift F4 To find the next occurrence of the value defined in the find dialog Shift F 7 Display the replace dialog box 4 5 4 Print Preview Keys P Display the Print dialog box S Display the Printer Setup dialog box Z Toggle Zoom in out for a magnified view of a page Esc Cancel Print Preview Print dialog Printer Setup dialog Cursors to move around page F5 Move to Page Number box type in required page amp press Enter 4 6 Drop down Lists The Find drop down lists used to locate specific records and ac
17. Tutor Dr C H Hiller Enter amend details in datasheet view to the right View or add entries to the Visiting Tutor look up 1989 2014 PineSoft 2009 2014 FinDonlT Visiting Tutor Dr C H Miller Dr D Porter Dr Smith Dr A Scott Dr 5 K Donald Mr Hart Mr Halt Mr Fraser Mr 5 Milne Prof G Arnold Prof Doig 20 User Manual Note all Setup Forms are locked so you need to click on the d icon before editing any entries Click the print button i to get a hardcopy of the datasheet view of records Using the Prompts option as shown below you may define seventeen company fourteen student and eight job field names of your choice to cope with individual preferences The User definable toggle fields are particularly useful when filtering records Customisable prompt fields in the company student and jobs databases also have user definable look up tables for further flexibility Pa Setup User Definable Custom Field Prompts Title6 Optionc1 Title4 Titled Usertitle4 Usertitle5 Usertitle6 Userlookt Flag4 Compfiag4 Flag5 Compfiag5 Flag6 Compflag6 Options2 Options3 Titlestud4 Options1 Usertitle4 Userlookt Userlook2 Userlook3 Flag4 Studflag4 Flag5 Studflag5 Flag2 Flag3 Flag4 Flag5 Company Custom Prompts Student Custom Prompts Jobs Custom Prompts Title1 Useritle Flagi Compf ag Titestudi Usetile Flag1 Stu
18. User Manual character is automatically appended to entered text To match Stuart Donald you could enter don where stands for any number of characters sx f Filter By Form FineSoff Company Hecords Code Action Status lt l Archived d Company Contact Past Employer v address Job Title Current Employer S Title Compflag1 E Te 00 Compflag2 E Fax Compflag3 E Location ENGLAND O W Mobile Compflag4 5 Employer MOD Email Compflag5 E Letter zl Website Compflag6 5 Reply Usertitle1 Userlook1 Usertitle2 Userlook2 v Usertitle3 Health amp Safety fz Userlook3 TEER Certification date Userook4 e Usertitle5 Response date Userlook5 Le Usertitle6 l Company Details for Placement Notice Reports Company Further Information Company Interview Details Apply Filter Clear Selections Cancel Filter As a further illustration suppose that you have created letters over a number of years using the Examine Edit Letters option To filter just the 2000 letters click on the Filter by Form button and enter 2000 in the letter date field Click on the Apply Filter button to select year 2000 letters with dates such as 17 April 2000 etc As you can see the Filter by Form option introduced in PineSoft 2000 is very easy to use and represents a signific
19. You may specify characters you don t want to find by including an exclamation mark after the first bracket for example AFG to find any character except A F or G Examples Search String Text Found Sm th Smith Smyth etc L ng Lang Lingering etc th 5 8 etc th 128 4 etc Paul ao Paula Paulo etc Paul lao Pauli but not Paula or Paulo Note to find one of the wildcard characters enclose it in square brackets For example use 1 to find the value 1 5 5 43 6 Replacing Data The Replace Dialog box shown below is similar to the Find Dialog box and enables you to find occurrences of specific text and replace it with different text To open the Replace Dialog box click on the third binocular button or press Shift F7 to display Find What Institute Find Next epnlace With University SS Replace With University A Cancel Look In Company Records I Match Whole Field Search All A Replace All T Match Case Search Fields As Formatted gL 1989 2014 PineSoft 2009 2014 FinDonlT 13 User Manual With the above settings you may click on Find Next to find the first occurrence of Institute in any field to change the text from Institute to University click on Replace or to leave the selected text as it is and find the next occurrence instead choose the Find Next button again Choose Replace All to replace ALL occurrences without prompting When you have
20. a Lew ol ssa ERIS east 42 0 2 MANE 44 M Overview OF V1 all Optio RD TET 44 6 222 OON ES STRE RETE TUE DIE 44 SIRO cr 44 6 24 OPU BHVCTODOS tout oae tei ate E o NI LOTH is o RONDE Se dud 45 0 2 9 Output MEMOS i ieibudimmt MES dati tbe ean MES tbad peli batte MO sadip dates 45 8 2 6 Export Options amp Customised Letters Reports sese 45 0 2 7 Pine SON Mai Last ODLPONS o ort OE EaM A a uc MID 46 9 2 5 Pile OL EXPO LIS C ODUONS ttov ere E ndi datum ae mec d LM aUeu E enya 46 veniret riae ce eM m 47 dl SNOEOTIOB S Ecce art Eb LN d II UE C IM PIENE E UEM ME eb E 47 Z Tass 10524 K Ne TRES 47 C zXssronne Of Chane tne the PASS W OL o e cesta Nitin Reno treo tee Donor alee Hed uoo tae fete 47 9 4 C hane the Attached Data T ts use cena ue rea i wat 47 93 Record Lockie and Write Con WCtS noni o doen o Rep oerte peto e S RENAT 48 96 gt TE ECHINIGAl Suppor EE 49 TO SAD DENGICES 5522222585 2089951 TR TR VOUS Ia DAS LOS IURE 2 Lu REIP AORA E n dato QuS VR PQR s totu x Rae di Du atado as 49 Os SUV ICAL Pre r Out DUE iom verdes afa tua aspera ier d asibadseut ure eat vav cu etaed dde 49 OE A a Tr HEIL 50 Sample Output PING telo M Tutora S naana cR 1 19 1989 2014 PineSoft 2009 2014 FinDonlT 5 User Manual 1 Introduction The PineSoft Professional Training Database is designed to meet the needs of course administrators
21. as new reports are added from time to time see the application for the latest options 8 1 2 Example showing how to select preview amp print a report Use the Report List button on the Main Menu illustrated in Section 3 of this manual to display the Select Report Dialog shown below Bl Choose Required Report x Company Student Applications amp Interviews Placements Jobs H amp S Favourites mpany List of Companies Company Codes No pany List of Companies Custom 1 amp 2 fields No List of Companies Custom 3 amp 4 fields No E y List of Companies Custom 5 amp 6 fields No ompany List of Companies Custom field No Cancel mpany List of Companies Optionc1 field Ho any List of Companies Optionc2 field No pany List of Companies Optionc3 field No List of Companies Optionc4 field No List of Companies Optioncs field No y List of Companies Option 1 amp 2 fields No mpany List of Companies Email amp Website No pany Contact Tel Address 16 per page No y All Details No Company Address etc 2 per page No Status Action Required Details Yes y Correspondence Log No pany Further Information Memo Region No mpany Notice No any Notice Contact No company Tasks No pany Tasks compact Yes Click on the required report tab Company in the above illustration and use your mouse or cursors to highlight the required report and then
22. e TREE re EEUU 24 7 1 Company Examine Edit Main Company Database essere 24 7 1 1 Main Company Information sees ee eee 24 11 2 User IDG ria DIC Fie LIS oce peo Iud vette piv mS ori pe i ATI UM 24 7 1 3 Company Details for Placement Notice Reports Memo Field 24 7 1 4 Company Further Information Memo Feld esse 24 7 1 5 Company Correspondence Log Memo eld 24 11 0 Interview DCL Al IS ssc sstssciesssiasaad aic eroe et ata SE ERE ande Da s oar 24 Tul POP UP TONM oe eret ce tob ie patei cp terti adno we etii pdat uae cuente Dont iine cese p b dat tens Dee P LU Iud 25 IA Company Contacts Pop up Porm i12 3 nies n E VOU Rud du 29 7 1 9 Current Application Details Pop up Form t se sees sees eee eee 29 7 1 10 Add New Placement Details Pop up Formes sese esse 25 Pll Placement Details t Pop p Forni c0 2 OLEI Eu IO Pebtgus rut UM Pesn burro odatiwaui td 25 7 12 Student Records Pop Up FOr rete oreet toit reed atte Pa Fett te teca deter aeos 26 Jc p5 Company Jobs Fop up POLITE 2 ue peo t td a ed setas EM M o Ld LUDs 26 E T K Company Tasks Popup POP 1e teta Roe e onte etica pne a exa ron SUN ME soon tell 26 Jl Copymne a Company Recd 2 ou SERO Udo tr olt I tete Seances 26 JL 6 Detetine a Company ROCOEQ aii ho en bii seu E Le dtu nu UR mes 26 7 1 17 Exporting Data to a Word Mail Merge FG sees 26 FAAS Exportne Data to 3 Mierosort Excel Pile e i ts Ra tetto as 26 FASS Sta
23. format used Export the present set of records to a Microsoft Excel file Copy the current main database record After copying a character is appended to the copied key code to make it unique otherwise it can t be saved Delete the current main database record amp related records Requires confirmation for safety Display pop up form of additional company contacts for the current company record Display pop up form listing Student Applications for the current record Display pop up form to Add New Placement Record s Display pop up form listing Student Placement Details for the current record Display student pop up form available while browsing the Main Company Form Display pop up Jobs Form available when browsing Company records Use to enter new jobs 1989 2014 PineSoft 2009 2014 FinDonlT 16 User Manual Display pop up Tasks Form available in Company Student Placement and Jobs forms All include a hyperlink option to link to external files Use to keep track of User defined tasks for company student or placement records Monitor company consultancies the return of student reports projects etc Outlook appointment live This option requires that Microsoft Outlook is open and creates appointments where you may set reminders and create scheduled meetings etc You may use this feature which is part of Office 2007 2010 2012 you don t necessarily need to be using Outlook as your Email Client Gr
24. options to help you in MS Word etc See the on line help or the Mail Merge Chapter in the Word documentation for information on how to produce very flexible output For example you could use the envelope merge format to produce a list of company contact names addresses and telephone number using two or three column displays In fact you may easily produce Customised Reports using any PineSoft database fields to give total flexibility At the University of Abertay Placement details were previously recorded laboriously using a number of Standard Pro forma However these forms were easily duplicated in a Word for Windows document with data automatically merged via the PineSoft Export option see the last report in the appendix for typical output Note Once you have created a Microsoft Mail Merge document you may save it for future use Then you only have to update the exported mail merge file keeping the same file name to easily output your updated results It is not too difficult once you get some practice however you may decide to stick to the default PineSoft options which are easier to use the choice is yours New Export additions added in Version 12 6 1 Send emails to selected groups of recipients and record details in Correspondence Log 2 A Timeline option which gives a graphical view of placements by exporting and formatting output to Microsoft Excel as shown below A L M N O v A B L D E E G H J 1 S
25. student applications The pop up in the company record is the most convenient way of entering these details as you will normally be nominating a number of students at the same time for a job at a specific company Note These details should be cleared at the start of each Session see Section 6 1 As you can see the application automatically displays the details of each job the student has applied for by linking and looking up information in the applications jobs and company database You may enter or update application and interview dates using the dd MM yyyy format Alternatively use the Pop up calendar which automatically uses 4 digit years from 2000 8 7 2 13 Placement Details Pop up Form The placement pop up illustrated in Section 7 2 21 displays details of past and present students as well as visiting tutor supervisor s names etc Note the Summary text region should contain information about the actual placement project details etc The Job Details memo text region is designed for other information such as how to get there who the visiting tutor should 1989 2014 PineSoft 2009 2014 FinDonlT 30 User Manual contact reminders etc This Job Details text is only printed in the One Per Page Full Placement Reports designed to give comprehensive details to Visiting Tutors s Note click on the Tasks Button 2 if you want to maintain a record of visits etc Any displayed details may be updated at any time al 7 2 14 Stud
26. the Mouse and Keyboard The use of a mouse is highly recommended as it makes interacting with menus dialog boxes and selecting fields when editing records fast and simple When the manual directs you to click position the pointer on the object you re to click and quickly press and release the left mouse button When the manual directs you to double click position the pointer on the object you re to double click and in quick succession press and release the left mouse button twice When the manual directs you to drag the mouse position the pointer on the object press the left mouse button and hold it down then move the pointer by dragging the mouse to highlight a region then release the mouse button If you don t have a mouse you may interact with the application solely with the keyboard 4 2 Navigation New Record amp Filter e 19 62 M W Unfiltered To Navigate between records enter a new record n or Toggle any applied filter use the toolbar at the bottom left of the display Window 4 3 Help To obtain PineSoft context sensitive help press the F1 key or click on the help button T displayed on the extreme right of all toolbars If you are not familiar with the use of a Windows help file you will find extensive on line help available in How to Use Help in the Help Menu once the help file is activated 1989 2014 PineSoft 2009 2014 FinDonlT 9 User Manual 4 3 Interacting with Toolbars ge ee Ez di
27. tret Eau pesas 15 cL CE E 15 Fer NAO MUL CNS eii deine E d obtu E te acd Seatac 15 4 4 Interacting with PineSoft Buttons in Form Headers sese 16 4 5 Summary ol Keyboard TechnitdlleS oso en ac bua mde mini ond R oue ae unu mne dae un ee 17 4 5 1 Keyboard Navigation Techniques uei nn tie Eia eher Erb Tute verear tgp sudes 17 452 Wey board Edinno Techntques us3 iedso ttu mete E cU etes ueni oque x Hn 17 45 Keyboard Search Techintaue Sie pie o EP iced a baute e ada hartacnee ee lease ds 18 45 Punt Preview KEYS cecene gien MO elita aod sie tod tn bs od euo DP ER Ud 18 2 0 Drop down LASUS 2 eiecti arse suites tne tou E papse uus undae plns eode buc pet sdek scu td desta dni omdebu ub atia urinis 18 Summary of Main Menu Group S eesin n inai aaia aaa a aaa iaa a aaa 19 betup Submenil Options SECUON Dasr L 19 NOW SeSSIOIODLDIIODS LST s d gessi rose se pue eese veto ut ead pg eterna eae Vet rae ect do ga uia Recess 19 Examime Edit Data Secon 7 d RE a 19 Re port Mail Output Section 9 eee cordi ie ete per aon as ecsea Petudu ce eu peg itn e pectb boda vanndtexetbentas 19 S OBIUD SU CMU ODOM site E a dese A E I tu E i denne c Ldd 20 Vel OVEN OW mE 20 6 Setup Submenu New Session Options Roll over sees ee ee ee ee 22 OILS OT STOL NeW SESSION TASK Saa pei Denier need ciao ta d neeeecevnanlads necat nani desee 23 1989 2014 PineSoft 2009 2014 FinDonlT 3 User Manual 7 MIN EID Eur sette exuta bcc su A T te EE eM ERE
28. who need to maintain details of external company contacts and keep track of the progress of students on their courses The PineSoft database launched in the spring of 1989 has an extensive user base in Universities and other Institutions throughout the UK Since 1995 the application has used the Microsoft Access database engine The XP Edition was launched in 2004 and version 12 based on Access 2007 released in 2008 Version 12 6 represents a major upgrade with the addition of significant new features Single User Multi user and the new Enterprise Version are available The preferred distribution medium is on a CD The Network Version of the application available since 1996 enables any authorised users to have concurrent access to the application A single shared data file is loaded on a network drive while PineSoft application files are installed on local PC s This configuration helps to minimise network traffic and improve performance Full details are included in the Network Version README file and the on line help file Application requirements are a aPC with a minimum of 1GB RAM a Microsoft Windows 98 NT 2000 XP VISTA 7 or 8 a Microsoft Office 2007 2010 2012 including Access Word Excel and Outlook a Microsoft SQL Server for the Enterprise Version B a 1024 x 768 or higher screen resolution is required for the application Use a 16 bit 64 000 minimum colour depth for smooth grey shaded displays of Main Database forms
29. will need this feature which will export the current data set to a file in Microsoft Excel Format You may filter the records to form any subset of records See Section 4 3 8 before exporting the data set to give total flexibility Exported data may then be accessed directly from Excel see your Microsoft Excel documentation for details OBA js amp 7 2 19 Status and Archiving Change the NO ISSUES display to ACTION REQUIRED to flag any records for action use the pop up Status Memo a to record any specific details The ACTIVE display should be changed to ARCHIVED when students have graduated this excludes them from the New Session Roll over Increase option and gives further flexibility when filtering records 1989 2014 PineSoft 2009 2014 FinDonlT 31 User Manual 7 2 20 Illustration of a Typical Student Record lil Student Records B x ge p ER liw B ES fal mm 3 E 1 Outlook appointment lm University Group email I Personal Group email 7 zs ma 0 S T INESSE Code DALY Louise Student ID Ref 20094231 Web Access FULL ima Surname fname Daly Louise Study Mode F3 Placement Required 4 Mail Name Louise Daly Tutor Dr 5 K Donald Student Placed Iv Mail title Dear Louise mum Nationality BRITISH x Health amp Safety Briefed v Yea Lael Letter STUDSEMINAR OCT10 Le Health amp Safety Pack v Placement No 12 Userlook1 TESTSTUD1 Studflag1
30. you may for example link to Student CV s in word or pdf format 7 10 Health amp Safety The Health amp Safety option gives access to a summary of all the H amp S requirements for all placed students The PineSoft Filter by Form option make it easy to filter required records to check for any shortcomings 1989 2014 PineSoft 2009 2014 FinDonlT 38 User Manual 8 Report Mail Output 8 1 Report List 8 1 1 Overview of Report Options Over 90 report options are provided to enable you to analyse and summarise the data contained in the databases of the application Output for each report may be previewed on screen then output to a printer or a file on disk The reports are date stamped page numbered and incorporate Institution and Departmental School Headers to give customised output Via the use of bullet proof dialog box choices you may choose particular subgroups of records using company codes student name course session year tutor etc The actual dialog box options will match each particular report group The illustration below focuses on selecting the Company Address Other Details report which lists records three per printed page Note an alternative and flexible method of selecting any number of records at random is provided by the Select Individual Records option To enable you to locate specific reports more easily they have been listed in 6 groups An overview of each group of reports is given in Section 8 1 3
31. 1 for illustrations When entering or editing pop up records the record marker changes to the edit pencil icon make sure that you save the new pop up record by closing the pop up or pressing F9 or moving to another pop up record before moving to another Main Record 8 7 1 8 Company Contacts Pop up Form In addition to the main company contact you may use this pop up form illustrated in Section 7 1 20 to maintain details of as many other contacts as you require El 7 1 9 Current Application Details Pop up Form Use this pop up form illustrated in Section 7 1 21 to maintain details of student applications The pop up in the company record is the most convenient way of entering these details as you will normally be nominating a number of students at the same time for a specific company Note These details should be cleared at the start of each Placement Session see Section 6 1 With the cursor in the student code field press the keyboard F4 or click with your mouse to display the look up table select the required student and automatically insert the student s name course year and placement number no chance of error no typing Only students whose required flags are enabled in student records are displayed Click on the Job Ref drop down to select the required job only jobs where the number of vacancies is greater than zero are listed Enter application and interview dates if known using the dd MM yyyy format a
32. ARGET ACTION REQUIRED COMPLETED FAILED TO COMPLETE and ACTIVE ARCHIVED to facilitate filtering of required groups of placement records Use the pop up Status Memo A to record any specific details E Current Student Placement Details m x gm P d fg Bern ow fie a 4 Supervisor Group email Student Group email I F Student Code CLARK STEWART Find m ea Fel M Studname Clark Stewart Session 2010 Job Reference BREMON Course MATHS Flag v Job Title Project Student Assistant Year 2 H amp S Authority l lt Compcode BUILDRESWATFORD Placement 1 Company Building Research Establishment Station Road Watford Contact Mr Joe Davis Tel 0123 443 5855 Start 08 02 2010 H Finish 06 04 2010 itl Salary 15 000 00 Prorata 1 lel Duration 8 weeks 2 days Target Duration 4 FULL TIME Supervisor details Student details Dr Gary McPherson Address Training Manager IDr McPherson 0123 443 9862 Email Summary Job Details Notes mcphersangfabre co uk Visiting Tutor Dr S K Donald Fleetwood Watford WTS 3GH 0123 443 8875 clark stewartgbre co u BSI Testing Placement Student this summary placement text is limited to one 255 character field which equates to less than three lines of information listed in FULL amp MAIN Placement reports This memo region may contain extended job details auto pasted from the Jobs Table when a st
33. DonlT 47 User Manual NOTE PineSoft Version 12 6 will only attach to Version 12 6 Access 2007 2010 data files E g Pinedat V12 6 accdb By Data File Location O_O Check or Change location of Attached Database pinedat_V12_6 accdb NOTE You may only attach to Version 12 6 data files default name pinedat V12 65 accdb E Current location DAPinesoftdataiPinedatDemo_V12_6 accdb Locations and Descriptions Record M 2of2 MH YK No Filter Search jooo Change to Network Data 9 5 Record Locking and Write Conflicts The application uses record level optimistic locking so a write conflict should only occur if two users are attempting to update the same record in the same database table When a record is being updated by two users simultaneously the first user to move away from the record prompting the auto save will have their changes saved however when the second user moves away they will see the following Write Conflict dialog box Write Conflict EN This record has been changed by another user since you started editing it If you save the record you will overwrite the changes the other user made Copying the changes to the dipboard will let you look at the values the other user entered and then paste your changes back in if you decide to make changes As the record has already been changed by the first user the second user should always drop their changes they will then see the up
34. HIN j 192 532188 louise da ernthde co uk Email Visiting Tutor Dr S K Donald S K Donald Company c Council Chambers 3 High Street Perth PH1 5JU Contact Mr Colin Fiddler Tel 0192 532176 Attached to the Computer Centre Transfer of in house database to Microsoft Access Job Details Please contact Colin Fiddler to arrange the first visit and to confirm that James Nicoll is to be Louise s supervisor x Total Training Duration All Placements 6 weeks 5 days Record M 4 2 of 31 K N OR X Unfiltered Search lil Student Records m x jm P Le Ed T B al mm S E 1 Outlook appointment lime University Group email Personal Group email I C 3 1 ma Tr NN Code DALY LOUISE Student ID Ref 20084231 Web Access FULL iB Current Student Applications I R5 App Int Time Off Ac Pl Job Ref Comment Angus District Council District Buildings T 24127010 29 28022011 H Jape P GEC Electromotors Ltd Cakemore Road T T 1622010 i T eec EE gt Building Research Establishment Fire Research Station T 25112010 H 2403 2011 H T FRS EE iB Calendar Record 4 4 3 of 3 M Nf Filtered Search November 2010 Goto Today Su Mo Tu We Th Fr Year A P 1 2 3 4 5 Month Special Circumstances T i 8 9 10 1 12 Driving Licence M 14 15 16 17 18 19 University email 20094231 aberta 23 24
35. ISSUES Lowdon Brothers P O BOX 53 Blackness Road DEI SG Mr 5 Ji MACAULAY RESEARCH NOISSuUES I Macaulay Land Rel Craigiebuckler ABS 20 Pt ht V fe MARCONIDUNDEE NOISSUES j Mamon Denibristle Estate Judu R M DAERO NOISSUES MOD Aero amp Arm SP4 DUE DAS irl terre ee eer LIC uA mA r m 4 3 p 4 2 10071 m werd 4 e L Li 11 Record H 4 22 o0f62 K M MK WK Unfiltered Search dL K 1989 2014 PineSoft 2009 2014 FinDonlT 11 User Manual a 4353 Print Preview amp Printer Setup In addition to the comprehensive Report amp Mail Output options within the PineSoft application it is also possible to preview or print records in form or datasheet views The three buttons from the left are Print Preview amp Printer Setup You may use the Preview button first to display the results on screen from which you can either cancel or print the display In preview mode if you position your mouse pointer over the page it turns into a magnifying glass clicking your mouse you may toggle between Zoom in and Zoom out The Print button will print the selected records directly to the Windows default printer The Printer Setup button opens a familiar Windows Setup Printer Dialog where you may change the default printer orientation portrait or landscape set margins etc NOTES 1 If you have filtered your data to obtain a subset of records then the print ALL option will apply to the curren
36. Keyboard Techniques 17 Labels 44 Letters 36 44 1989 2014 PineSoft 2009 2014 FinDonlT 50 Mail List 44 46 Memos 36 45 Miscellaneous 47 Mouse and Keyboard 8 9 N New Session Options 19 22 O Outlook 17 P Password 47 Photographs 29 PineSoft Buttons 16 Placement Details 25 Placements 34 35 Pop up Forms 25 30 Print Preview amp Printer Setup 12 Printer Output 49 Printer Set up 7 Record Locking 48 Reference 24 30 Replacing Data 13 Report Options 42 Report Mail Output 19 39 Roll over 22 Setup Submenu 20 Sorting Records 14 Status 26 31 34 35 42 43 Student Examine Edit 29 T Tasks 26 31 38 Technical Support 48 49 Toolbars 10 U Undo buttons 15 User Definable Fields 24 29 Utilities 19 W Website 49 Write Conflicts 48 Y Year 2000 Compliance 6 User Manual
37. LOCATION Userlook4 FRENCH m Userlooks PASSPORT Job Sector Preferences Special Circumstances Consider unpaid First choice TAYSIDE First choice Computing and Information Technolgy Second choice LOTH IAN F Second choice Local Government Third choice FIFE Third choice al Job Preferences Job Shortlist Preferences Job Type Preferences JobFlagi First choice GEC 11 2 First choice Programmer JobFlag2 Second choice ADCH 1 Second choice Database Developer la JobFlag3 F Third choice lel Third choice information Technology Support JobFlag4 Fourth choice iw JobFlag5 Fifth choice JobFlag Sixth choice Preference Notes Use this memo region to enter any additional information relating toa student s preferences Double click this field if you want to display the memo in the Zoom pop up box Fr K KN K x No Filte Record Id 4 2 of 30 Search 1989 2014 PineSoft 2009 2014 FinDonlT 32 User Manual 7 2 21 Illustration of a Typical Student Record with Pop up s K Student Records x l vg Se Go o e abal mE p 3 e Student Placement Details Code DALY LOUISE Surname fname Daly Louise Mail Name Louise Daly Mail title Dear Student Daly Louise Session 2010 Course COMP af L A Hyoeim mip es Daly Lose dcr UN HL
38. Merging letters You may select to output any letter created via the Examine Edit Letters option described in section 7 4 Each letter may be merged to the Main Company Contact The Company Supervisor Student at Home Term address or c o the main company contact or supervisor Name status and address of recipients are automatically merged into each letter with the use of the format Dear Title field giving you control over format i e Dear Bob or Dear Dr Smith as required The line squeeze facility ensures that no gaps are left if the status field or any address fields happen to be blank In addition you may send a Thankyou format letter to the main company contact or supervisor with the student s name automatically inserted at the top of the letter After printing or previewing a letter you are given the option to update the letter code field and Further Details Memo Region field in the appropriate company or student database record to give a complete log of all letters sent The layout of a typical letter is shown in the appendices and has been designed to enable the use of standard DL window envelopes if required As indicated in Section 7 4 you will need to experiment with the use of the three fields Ref1 Ref2 Date which print above the address and the three fields Header1 Header2 Header3 which print on the right hand side below the address to suit your Headed Paper For example use Header1 2 or 3 for the date if you like to se
39. Past Employer 4 Current Employer IS Compflagt E Location FIFE GRAMPIAN Compflag2 fe HIGHLAND LOTHIAN E Compflags E r CENTRAL GOV Compflag4 E HEALTH BOARD 3 m LOCAL GOV 1m Compflags5 MOD PRIVATE COMM Compflag amp E PRIVATF RFS Health amp Safety E Letter DEMOLETTER 2011 MAILSHOT1 OCT10 STUDENT1 2DEC10 Reply DEAD RECORD NO PREVIOUS REPLY NO REPLY THIS YEAR POSSIBLE PLACEMENT Ej compaddress E x UNIVERSITY OF ABERTAY DUNDEE School of Computing amp Advanced Technologies 22 03 2011 Company Address Other Details Page 1 of 4 Comp Code BUILDFIRERESEARCH Building Research Establishment Contact Mrs AR Arnold Job Tithe Administration Services Fire Research Station Title Mrs Arnold Borehamwood Tel 066 784586 EXT 333 Hertford shire Fax 066 784557 WDG 2BL Mobile n sinum om Email a arnold bre co uk mp oyer e Boa oM Website www bre com Letter STUDEMT12DEC 10 Us estitle Reply POSSIBLE PLACEMENT w N i TY Us ertitle TE Us ertitle3 Userlook Us ertitle4 Userlook3 COMPUTING Usertitle5 Userlook4 MATHEMATICS Us ertitles Page ji K N WK No Filte 1989 2014 PineSoft 2009 2014 FinDonlT 41 User Manual 8 1 3 List of PineSoft Report Options Reports are designed to give as much flexibility as possible and it is not likely that you will regularly use more than a few of the available options The Preview Report facility will enab
40. Photographs in the demo were taken using a digital camera and then reduced in size and saved as jpg s images are stored in a folder outside the database preventing any database bloat It is not difficult to achieve photographic quality images check the on line help a any printer supported by Windows Avery L16 laser labels 4 x 1 amp 1 3 for label printing 1 1 Year 2000 Compliance The PineSoft application is year 2000 compliant The PineSoft Pop Up Calendar provided for all date fields ensures that date fields are entered in the correct century To avoid any confusion as to whether 98 refers to 1998 2098 etc would strongly recommend that via the Windows Control Panel Regional Settings you use the short date format dd MM yyyy if the choice isn t in the drop down list simply add the extra yy This will ensure that all dates are always shown with 4 digit years as in the actual screen shots and sample output in this User Manual 1 2 Ease of Use Help Files Users who are familiar with other windows applications should be quickly into their stride with the PineSoft software Full support for printers is taken care of by windows and a mouse offers the best way of navigating the application though keyboard support is also provided Help is provided by the usual Windows Help files Press the F1 key to display PineSoft Context Sensitive Help or click on the help button in Toolbars see section 4 3 1 3 Backup You s
41. Submenu Options 5 1 Overview The Setup Submenu displayed below may be used to modify as required the default database look up tables for company amp student codes staff names task job codes user definable prompts etc FinDonrT Student Staff Codes Nationality Tutor Vis Tutor Company Lookup 1 Company Lookup 2 Company Lookup 3 Company Lookup 4 Company Lookup 5 Student Lookup 1 Student Lookup 2 Student Lookup 3 Student Lookup 4 Student Lookup 5 Tas k Job Codes Company Tasks Student Tasks Placement Tasks Job Tasks Job Lookup 1 Job Lookup 2 PineSoft Setup Options Currently Connected to D Pinesoftdata Pinedat_V12_6 accdb Utilities Prompts Course Titles Display Defaults New Session Opts Archive Options Report Favourites There are two main advantages in having user defined options a You are not constrained by default values and have the flexibility to customise the application to match your requirements a The values which you define form look up tables and to ensure the integrity of your data only values included in these tables may be entered into the main company or student databases The look up tables defined for geographical location type of employer reply codes etc are entered in the main databases via drop down lists which display all defined values Illustration of Visiting Tutor Setup Form iB Setup Visiting Tutor Names dd Visiting
42. akdown Duration of placements salaries Breakdown Location Breakdown Employer type Breakdown Employer List number of students placed Tasks Visits return of reports etc Summary one company per page Full Job Details Compact Job Details Status Action Required Details Company Summary Lists whether certified with date otudent Summary Lists all H amp S requirements for students 1989 2014 PineSoft 2009 2014 FinDonlT 43 User Manual 8 2 Mail List 8 2 1 Overview of Mail Options Over twenty mail output options are provided to enable you to select Letters or Memos created in the PineSoft application Output for each mail option may be previewed on screen then output to a printer or a file on disk Via the use of bullet proof dialog box choices you may choose particular subgroups of records using company codes student name course session year tutor etc The actual dialog box options will match each particular report group The selection procedures are identical to those for Report Output discussed in the previous section To enable you to locate specific output options more easily they have been grouped into the four classes Letter Label Envelope and Memo Details of each group of reports is given in Section 8 2 7 however new reports are added from time to time see the application for latest options 8 2 2 Output Letters The PineSoft application gives you great flexibility and ease of use when Mail
43. aley WestMidlands BEBD0T Mr fl GLENINSURANCEGLASGOw NOISSUES Glen Miller Insurance Brocke 203 Fenwick Roac Giffnock Road Glasgow Mr Gle AAS fl GRANTTHORNTON NOISSUES EJ Grant Thomton Chartered Account 112 West George Glasgow G210F Mr Stu fy GREATGHEALTH NOISSUES Greater Glasgow H 225 Bath Street_ Glasgow G2 AIT JMrKH H HIGHGROVE NUISSUES jHighgoveltd Dunsinane Avenue Dundee A fl HIGHREGINALCOUNCIL NOISSUES HighlandRegional Dept of Roads amp T Regional Buildings Invemess IV35NX Dr MB i HOMEDFICE N ISSUES Home Office QueenAnnesGatLondon SwIHSAT MG i HOMEDFFICESAB MDISSUES Home Office Scientific Advisory Horsefemy House Dean Ryle Street London MrBL IMIYORKSHIRE N lSSUES IMiYorkshielmpe Fw e Works Carolina Pot Dundee DD13R Mr AP fl KENTAREAHEALTH MOISSUES KentArea Health Preston Hall Maidstone Kent ME207MH Mr Wh H LERWICKCOUNCIL NMOISSUES j LemwckDisrietCo Lemick Shetland a De fl LOw amp BONAR MOISSUES Low BonarPle BonarHouse Faraday Street Dundee DDT A MrHS Hl LDWwDONBR THERS NO
44. ant step forward Users who require even greater flexibility may use the Advanced Edit Filter Sort window as described in Example 2 below NOTE You can always view any filter created using the PineSoft Filter by Form option in the Advanced Edit Filter Sort window Most users will probably find little need to delve into the more advanced search criteria available in Access 2007 2010 Right click at the top of an Examine Edit form and uncheck Minimize the Ribbon to use these options 439 Adding a New Record Clicking on the Add Record button shown above moves you to the end of the records and displays an empty record where you may enter new records NOTES 1 New records are added at the end of database tables they are automatically sorted into the default database sort order when you close the database so the next time you open the database the records will have been sorted 2 To ensure the integrity of your data you will not be able to save a record unless any key fields have unique values and in the case of the Student Database if any of the required fields have not been entered Press the Esc key to abort an operation or use the Undo button options described below 4 3 10 Excel Output amp view current records in Excel Excel is launched automatically 43 11 Undo buttons The first Undo button is used to undo changes to the current field record Equivalent to pressing the Esc key The second Undo but
45. buttons The Setup button gives access to the extensive Setup options for customising prompts and lookup tables to suit individual requirements The Exit button is used to close the PineSoft application To select an option click on it with your mouse tab to the required button and press Enter or type the underlined letter in the required button option 3 1 Password Protection Option The PineSoft application is not password protected by default See Section 9 3 for details of how to assign or change a password If a password is assigned then a logon screen as shown below is activated NOTE Any assigned password will apply to ALL Access 2007 2010 2012 database files not just PineSoft Logon Mame Password HH The User name will always be Admin and the password is user definable It is crucial that you remember the Logon name and password or you won t be able to open the application 1989 2014 PineSoft 2009 2014 FinDonlT 8 User Manual FinDonrT PineSoft Professional Training Database Report Mail Qutput Company Placements Report List Students Applications Mail List Contacts Tasks amp Hyperlinks Jobs Health amp Safety 4 Overview of Toolbar amp Keyboard Options Before discussing the various options available from the PineSoft Main Menu in detail we will first look at the commands available in the customised toolbars which form a central part of the application 4 1 Using
46. cess look up tables as illustrated below Find may be used with mouse or keyboard a With a mouse click on the arrow on the right of the list box to display the drop down list Double click an entry to select it a With the keyboard press F4 to open the drop down list then 4 PgDn etc to highlight your choice then press Enter to select it a Using incremental type in Press the first letter of your choice If more than one item in the list starts with that letter you are taken to the first one Press the second letter of your choice to narrow the selection followed by subsequent letters if necessary This feature is particularly useful with very large pick lists Once your chosen item is highlighted press Enter to select it To back out of incremental type in one step at a time successively press BackSpace to delete characters a Note when selecting records at random using the Select Lists used in Report Mail output incremental type in is confined to the first character only see section 8 NOTE The Find drop down list has one limitation It can t cope with Irish surnames such as O Conner due to the apostrophe The solution is to omit the apostrophe in the code and use OCONNER the actual student name can still be entered correctly as O Conner 1989 2014 PineSoft 2009 2014 FinDonlT 18 User Manual Summary of Main Menu Groups The Main Options within the PineSoft application have been divided in
47. click on OK to select the report and display the Choose Individual or Option Codes dialog box shown on the next page With the keyboard press TAB to cycle between the list OK amp Cancel buttons 1989 2014 PineSoft 2009 2014 FinDonlT 39 User Manual ME Choose Individual or Option Codes Select individual records Use selection codes Cancel If you require to Select individual records at random check the top radio button shown above then click on OK to display the Select Company Records screen shown below The 32 bit version uses the Access Multi select List box Pressing a letter will take you directly to the first company code starting with that letter only the first letter may be used in this dialog box Alternatively use your mouse or cursors to navigate the list Select codes by clicking with your mouse hold down the Ctrl key to make multiple selections With the keyboard press TAB to cycle between the list and available buttons When you have completed your selections click on the Preview button to display the report on screen as shown in Section 8 1 2 Alternatively you may click the Print button to print directly to the default Windows Printer Select Company Records from Multi select List ANGUSDISTRICTCOUNC Angus District Council AT amp TDUNDEE AT amp T Manufacturing Ltd BETTBROTHERS Bett Brothers Plc BONARLONG Bonar Long Ltd BRITISHGEOL British Geological Survey BUILDFIRERESEARCH
48. d agt Optionj Job Sector Title2 Usertitle Flag2 Compfag2 Titlestud2 Userile2 Flag2 Studiag2 Optionj2 Job Type Title3 Userile3 Flag3 Compfag3 Titlestud3 Useritle3 Flag3 Studflag3 Flagi JobFlagi JobFlag2 JobFlag3 JobFlag4 JobFlag5 Optionc2 Userlook2 Options4 Userlook4 Flag6 MobFlag Optionc3 Userlook3 Options5 Uselook Optionc4 Userlook4 Optionc5 Userlook5 Enter prompts in lower case 12 characters maximum Use the Course Titles option to edit existing course titles or to enter new course codes and titles iH setup Header Course details x K ge A To be used by Authorised Placement Manager Only Course Code Course Title Please check with colleagues or Pine Soft first MATHS B Sc in Applicable Mathematics COMP Post graduate Diploma in Information Technolog B Sc in Applicable Mathematics 0 Course Code COMP Course Title Post graduate Diploma in Information Technology Enter amend details in datasheet view to the right HINTS Use easy to recognise course codes such as BABS MECH HOSP etc 6 characters max Changing any existing Course Code will update all relevant links automatically to maintain referential integrity You may change Course Titles or add new course codes and titles if required Changing Prompts or Course Titles should be the responsibility of a single P
49. d E pt Ol adsl ael Nest OU edat stat totos 3l T2 IOAJDeletmeastldent RECO 1022 oribus Pe EN aes ated diene venen d caca tedio ndr 3l 7 2 17 Exporting Data to a Word Mail Merge File ioo iia tocco tad oa ea oco sace cuocere adden 3l 122 106 Exporting Data to a Microsoft Excel Pile 4 onsite tme Rh len ers Beth eet deus 31 PD ND Stat ANG ATC 0 V1 EE Aa RN 31 7 2 20 Mustr ton of a Typical Student Record eiie cde tetro te uo obe a bee rut bias 32 7 2 2 Illustration of a Typical Student Record with Pop upss sss sse sees eee 33 To NOOSE CO CDI zs UI sin c 34 TA Placements x AMICI n oit iuto etd Lua pe iUt a deter UM UM LUNES 35 7 Leers Fe KANN EO a a ois oa E A 36 P Memos Examine a T A A G 36 7 6 1 Illustration of a Typical Letter and Memo record sese 37 TF Xpplicauons Examine Edif acie scuss sesedek esten usen dor escto dct EE a aR 38 T5 Contacts Examine Edi c xeu aims edis tutu MEM d IE M EID MM C LIMerE 38 1989 2014 PineSoft 2009 2014 FinDonlT 4 User Manual 19 Fasks amp HyperinksExamin EO ns e EUER DUE e EOM EUM mM 38 Ta DO EAC AVE TI nu bata aliut nd dabit uec ats ateM cede ya amata oiu ene tet 38 oM SI 01 74 V F2 1 aE s tcc 39 Dal REDON IST aed Eo REEL IM ME IE IM I MMC URN MEI 39 9 1 1 Overview or Repott ODCUODSs o pedatuntesca E est cnet Ipsae stud Mie eu eects 39 8 1 2 Example showing how to select preview amp print a report eee eee eee 39 35 13 Listor Pinesott Report Opuons 6x55 Loo a
50. d Y ES iw ES E fa idi mm qn i A E 3 Outlook appointment lime Group email I Distribution Group email T aT E S v d EA Contact ini eins Email Distribution List Job Title Comment E Por Andrew rea pezes Eaa pae eec O PO in las supervisor 207 E S Fariey 014223885 Ext 231 brian fariev aec co uk V Head of Electronics O L p r Mike Drysdale 0142 23565 n 227 Sa mike dryedalegqec co uk SI Marketing Manager Supervisor 2009 201 1 npflag4 E fR J Smith 0142 2387 robert smithi igqec co uk v Head of Training PO pils E l Safety oo mo Contact Details Further Information Interview Details Contact Mr R J Smith Email Change af Faculty Name notified to all Active Records Job Title H ead of Training 24 02 2011 Distribution Email Summer 2011 requirements sent to all Past Employers rer 10 01 2011 Email Course Update Info Pack to all Active Records Title 1012 2010 Distribtion Email Changes to contact details notified to all Active Records Tel 01 42 23865 18 10 2010 Email Thank you for Summer 2010 placements Fax 0142 23870 Mobile Email rabert smith gec co uk Record 4 4 122 of 62 k k HH G No Filter search 1989 2014 PineSoft 2009 2014 FinDonlT 27 User Manual 7 1 21 Illustration of a Typical Company Record with Pop up s E Company Records ge 7 Ya zl lb fc ig m g 9 mz 3 Outlook appointment Ce Group email Distribution Group email
51. dated record and can continue to enter their updates NOTE The Copy to Clipboard option is not very helpful so is best ignored If two users are in the same database table but not the same record and if one user updates a particular record then if the second user happens to enter that record they will see the following dialog box Microsoft Office Access The data has been changed no action is required data will have been saved correctly 1989 2014 PineSoft 2009 2014 FinDonlT 48 User Manual 9 6 Technical Support Technical support is always available Existing customers will be kept fully informed of any enhancements remember not only market the software but used it daily as a Placement Manager at the University of Abertay Dundee for many years so am particularly keen to make it as flexible and labour saving as possible If you have any suggestions for future developments please let me know Contact Dr Stuart Donald The Pines Brucefield Road Rosemount Blairgowrie PH10 6LA Tel 01250 873744 Email pinesoft findonit com or helpdesk pinesoft net Website www pinesoft findonit com NOTE The PineSoft Website has a useful Learning Centre at www pinesoft findonit com learning php which contains Training Videos which take you through common tasks Please use On line Requests pages to provide feedback and log any requests for possible future enhancements 10 Appendices 10 1 Typical Printer Output
52. dent records for the B Sc in Applicable Mathematics and Post graduate Diploma in Information Technology courses a Job application placement letter and memo samples You may add to or modify any of the above records however report output will include headings for the University of Abertay Dundee School of Computing amp Advanced Technologies The PineSoft Attachment Manager and Password Protection options have been disabled and the demonstration version is set to time out after a given period please contact PineSoft to obtain a Current Version if necessary 1989 2014 PineSoft 2009 2014 FinDonlT 2 User Manual CONTENTS CO Ton RE EE DU TTD 2 Warranty and Limitation of Liability 1 seeesseeseeseeeeeeeen enn 2 RONAN TN es ETT 2 Demonstran VIT 2 2 e ute E T 2 CONTENT Sase E 3 MS IME OGUIGHIO Manone a a a 6 Ll Year 2000 C OIIplrafiCe saanane ovest cd sane deondaceeied sap M sito NET oin ciue ta at CE 6 t2 3 pase OF Uses Help 1 uias otentisdob a a 6 ES dC 21 Oper eer ee eTee ete ee TEC Ree TORS AoE S IM Dee AD A i I ee co ue epee Lese Te 6 VIS AN APY ON cuit ses cle nc uM MIU SIME E UU et atta 7 2 4 Tnstalline Software on a Hard DISK uico riter anna iei ospiti Udo s quen Roco Uidatauenenidets 7 2 2 IDDemotisttattOnoV er StOT sodio in dra acai nt fot tede elie sd fct deu 7 2 3 Full Version Single User Network or Enterprise t e esse eee 7 2 4 Using th
53. e who the visiting tutor should contact reminders etc This Job Details text is only printed in the One Per Page Full Placement Reports designed to give comprehensive details to Visiting Tutors Note click on the Tasks Button 2 if you want to maintain a record of visits etc Any displayed details may be updated at any time 1989 2014 PineSoft 2009 2014 FinDonlT 25 User Manual 7 1 12 Student Records Pop up Form Use this pop up to view student records while browsing the company form R 7 1 13 Company Jobs Pop up Form Use this pop up to enter new jobs and to maintain details of any existing jobs at the company a 7 1 14 Company Tasks Pop up Form Use this pop up to maintain details of any company tasks consultancies etc 7 1 15 Copying a Company Record Use the Copy button to copy a complete company record You will need to modify the company code in the copied record so as to make it unique otherwise it can t be saved Use Esc or the Undo buttons to abort a 7 1 16 Deleting a Company Record Use the Delete button to delete a complete company record It is normally best to keep most records for accurate historical records For safety you are always given the option of cancelling a record delete operation The PineSoft database structure will not allow you to delete a company record if there have been any student placements at the company as deleting such companies would lead to inaccurate placement reports 6
54. e Installation Batch FG sese 7 2 5 Op mis me 1 AAC All ON s reris e Copa Ed ord Spe Rau taco Im cub Iud osse UE I p I EIU 7 2 0 2E EIDIC ROS CES D code oU Eb bn coti Mom tup E NA capio ut AO tu aetna neta ost emer nt cct Sont d 3 Loading and Running the Application esee a 8 oL Password Protection ODLUOD s au cai ates tede i edt CADIT SI PLE tebe NDA De c Agde M LE DIL o EL Arta 8 4 Overview of Toolbar amp Keyboard Oftions cccccccccccseccceeeceseeeeseeeeeseeeeseeeeeseeeessaeeeseeeetseeeeas 9 4 1 Usmethe Monse and INC Y DO ARGS uic entum iano ebur ed reati re Er d lote ep tart ete ntadeeraes 9 2 2 INayIbattom New Record Fili soon tentes econtra e aodio e esatus ul compa En dio eaa M aae dosi 9 A DMC ENT TM T E E E E E E E E E ET 9 4 9 Interactimp ith Too lba Scese a a d oboe ts edd 10 d l Noter Keyboard RTT 10 4 3 2 Illustration of Form amp Datasheet VIeVS iuc e Mete eani qo Dan qu a Mae us utri Diae waued 11 4 3 5 Print Preview amp Printer Setup eerren E eE a 12 A eC ls CODY amd PIs E 12 259 T ib COLD A D Peete nO ee rete een erence Rak Meme oars teen ce mre ecm mera street ee A ee OEA 12 AER MN I ET LL 13 Arde SOLUS RECON INE EE 14 E is LILO RINE RCC OLS sero aeta cad ba quan eng ete unica chess mu dps ou bg use tio ad cuts tup Rub do decis 14 Example Using the PineSoft Filter by Form Option eese 14 AD Addins a New RecOll sa cuscossde pet e es deat etn quet iau bes necu
55. e entering details of new student cohorts Fa Setup Options us New Session Options Roll over To be used at the start of a new session to increase the Session and Student Year fields by one for all ACTIVE Student Records NOTE Once a student has graduated change their ACTIVE status to ARCHIVED to automatically exclude them from roll over changes See the Setup gt Archive Options for further details you can also do some housekeeping by deleting old interview application and jobs etc before starting ta enter new cohorts Tip If you are not quite ready to roll over but still want to enter new cohorts use one less for Year and Session values this means that when you do roll over they will slot into the correct values so 2012 year 1 would move to 2013 year etc NOTE These options do not affect or change any of the historical placement details in the placement records Increase increase student Year and Session year by 1 for all Student records excludes archived decrease Year and Session by 1 for all Students use to reverse Increase excludes archived Delete Interviews delete all historical Interview Details Delete Applications delete all historical Application Details Delete Jobs delete all historical Jab Details Delete Current Flag uncheck the Current Employer flag for all company records Set Clear Required Flag Set or clear the Placement Required flag for selected student records Set Clear Placed Flag Set or clear
56. e it on the right hand side You may reposition the whole letter by using the Printer Setup options to change margin settings For example change the top margin setting from 1 6 to 2 0 to move everything down 0 4 With this flexibility you should be able to decide on a suitable format After changing any options you are given the opportunity to save them as your new defaults for that particular letter report when you close the preview print window Note when Examining Editing Letters in datasheet view it is possible to resize and reposition the position of columns So if you are only using header2 you may mark and drag it with your mouse so that it is displayed next to the letter code field On closing the window you are given the option of saving your settings as new defaults 8 2 3 Output Labels You may select individual or groups of records and produce 16 labels per page of Standard Avery L16 Laser Labels 4 x 1 amp 1 3 2 column s of 8 labels per A4 sheet Tip Create blank company records with codes ABLANK1 ABLANK2 ABLANK7 to make it easy to reuse partially used label sheets starting at any label position 1989 2014 PineSoft 2009 2014 FinDonlT 44 User Manual 8 2 4 Output Envelopes You may select individual or groups of records and print names amp addresses directly on Envelopes The reports have initial default settings for DL size envelopes Please check via the Windows Printer Setup option while previewing envelo
57. email Distribution Group email I mE 4 2 3 3 C a E BE 1 Code GECELECWARLEY Address GEC Electromotors Ltd Usertitle4 Past Employer W Cakemore Road Usertitle m Current Employer 12 Warley Usertitle3 Change User definable prompts to Compflagi West Midlands suit your own requirements Compflag2 B65 GT Usertities using Main Menu gt Setup Options Compfiags a Usertities Compfiag T Website www gec com prag E Userlook1 TESTCOMP1 C7 Compflag v Location ENGLAND lel Userlook 2 TESTCOMP2 lel Employer PRIVATE COMM lel Userlook3 MATHEMATICS F Health amp sSafety 2 Letter DEMOLETTER 2011 Userlook4 STATISTICS s Certification date 16 04 2010 i Reply POSSIBLE PLACEMENT l Userlook5 COMPUTING im Response date 2510 2 o2010 79 Contact Details Further Information Interview Details I 3 Contact Mr RJ Smith Email Change of Faculty Name notified to all Active Records Job Title H ead of Training 24 02 2011 Distribution Email Summer 2011 requirements sent to all Past Employers M sat 10 01 2011 Email Course Update Info Pack to all Active Records Title 10 12 2010 Distribtion Email Changes to contact details notified to all Active Records Tel 01 42 23855 18 10 2010 Email Thank you for Summer 2010 placements Fax 0142 23870 Mobile Email robert smith oec co uk Record 4 4227 of 62 K M RE G Mo Filter search a Company Records n x e r
58. ent Tasks Pop up Form Use this pop up to maintain details of any student tasks reports projects etc 7 2 15 Copying a Student Record Use the Copy button to copy a complete student record You will need to modify the student code in the copied record so as to make it unique otherwise it can t be saved Use Esc or the Undo buttons to abort a 7 2 16 Deleting a Student Record Use the Delete button to delete a complete student record For safety you are always given the option of cancelling a record delete operation The PineSoft database structure will not allow you to delete a student record if there have been any student placements at the company as deleting such records would lead to inaccurate placement reports e z217 Exporting Data to a Word Mail Merge File It is not likely that many users will need this feature which will export the current data set to a file in Microsoft Word Mail Merge Format Text txt file format is used You may filter the records to form any subset of records See Section 4 3 8 before exporting the data set to give total flexibility You may filter the records to form any subset of records See Section 4 3 8 before exporting the data set to give total flexibility Exported data may then be accessed directly from Word using the User Friendly options available see your Microsoft Word documentation for details amp 7 2 18 Exporting Data to a Microsoft Excel File It is not likely that many users
59. ers and these letters may be Mail Merged to incorporate details of company contacts supervisors students etc See section 8 2 of the Report Mail Output options for full details Arial 10 point is recommended for the letter text A typical letter is shown in Section 7 6 1 Each letter is given a unique letter code of your choice Use codes that you will easily recognise for easy selection during Mail Merge output For example MAILSHOT1 1JUNE12 GECELEC 5JAN13 etc To give as much flexibility as possible there are three fields Ref1 Ref2 and Date which print above the address and three fields header1 2 3 which print on the right hand side of the page below the address The main letter text region is a Rich text Memo field mark a section of text and hover to display the font and formatting options toolbar shown below Arial ho jem da E E a M BZUA v Bese Via the Printer Setup options you will be able to adjust the margin settings for printed letters so you should have enough flexibility to position any required references or date to suit your particular headed paper It may be that you decide to use only one or two of the six fields For example use header3 for the date if you prefer to see it on the right hand side of your letters Note once you have experimented and decided on which fields to use you can reposition and resize the fields used so that they are displayed togethe
60. etwork drive 2 4 Using the Installation Batch File All PineSoft application files User Manuals etc are supplied on a CD Insert the CD to automatically launch the setup programme or display the files in the root directory of the CD using My Computer or Windows Explorer and double click on the setup exe file to launch the PineSoft installation program 2 5 Optimising the Application he speed of the application depends on the speed of operation of the Microsoft Access database Users using modern processors with a minimum of 1GB of RAM should find that the application runs swiftly Increasing the amount of RAM and moving to a faster processor are the best ways of improving performance 2 6 Printer Set up The application will print to the default printer as defined by your Windows set up You may change printer or printer options from within the PineSoft application and save printer defaults orientation margins etc in PineSoft reports Use A4 paper in your laser printer headed paper being used for standard letters and student references You must use Avery L16 laser labels ref L7162 4 x 1 amp 1 3 for label printing 2 columns of 8 labels per A4 sheet no space between labels 72 top amp bottom margins Note The majority of PineSoft reports and letters are designed for A4 paper with Portrait orientation while envelope settings are for DL envelopes with Landscape orientation While it is easy to use the Windows Prin
61. finished choose the Close button to close the dialog box Note if the dialog box obscures the text you can move it out of the way by holding your left mouse button down on the blue title bar and dragging the dialog box Using a keyboard press Alt Spacebar to display the Control Menu for the dialog box and use the Move option As with the Find Dialog box you may use wildcard characters in the Find What text box Al Z MA 437 Sorting Records You may sort records in a table or form in a different order than they are usually displayed For example the default sort order for Company Records is Ascending A Z based on the unique company Code field To sort records ordered by location position the cursor in the location field then click on one of the two Quick Sort buttons to display in ascending or descending order Note in datasheet form you may sort by more than one adjacent field To do this mark the required columns by drag amp clicking on the field names then use the Quick Sort buttons For more flexibility when sorting on more than one field where you may require some fields sorted in ascending order and others in descending order see the next section on Filtering Records YY tude Z amp 4558 Filtering Records From the left the Filter buttons are Advanced Filter Sort Filter by Form Filter by Selection Filter Excluding Selection Apply Filter Sort Remove Filter Sort Show All Records and PineSoft Fi
62. horts to avoid inconsistent Placement Reports Use the Student Examine Edit option to enter details of any new student cohorts making use of the copy button to duplicate common fields such as course year placement and Session oet the placement required Yes No toggle field to Yes checked to define which students require placements during the current session Clear toggles for students from previous years not requiring a placement You may also easily set or clear the Student Placed Yes No toggle field as required 1989 2014 PineSoft 2009 2014 FinDonlT 23 User Manual 7 Examine Edit Data 7 1 Company Examine Edit Main Company Database 7 1 1 Main Company Information Use the Company Examine Edit option to browse through existing company records edit existing information or enter new details A typical company is shown in Section 7 1 20 To maintain referential integrity it is not possible to delete a company record while placement details remain in the associated placement pop up It is unlikely that you will want to delete any company records to maintain accurate records it is generally preferable to change the ACTIVE display to ARCHIVED and indicate in the Further Information region the reasons Each company record must be given a unique code which is used to order the records alphabetically Use informative codes such as GECELECWARLEY not short cryptic ones In this Windows version you may change the code at any
63. hould ALWAYS maintain regular backups of your valuable data stored in the single file Pinedat accdb in your PineSoft installation directory which contains all your data The data file is located in your chosen installation directory for the Single User version or your Network Share for the Network version If the data file is lost or becomes corrupted you would have to re enter all your data A nightmare scenario 1989 2014 PineSoft 2009 2014 FinDonlT 6 User Manual 2 Installation 2 1 Installing Software on a Hard Disk To install the software on a hard disk you require 120MB of free disk space and a PC with a minimum of 1 GB RAM The application is designed to use your copy of Microsoft Access 2007 Access 2010 or Access 2012 Additionally Microsoft SQL Server or MySQL is required for the Enterprise Version 2 2 Demonstration Version For the demonstration version the Access Runtime files and all PineSoft program amp data files are copied by default to CAPinesoftDemo V12 6 Use the Custom Setup Install Option to choose a different location if required 2 3 Full Version Single User Network or Enterprise For the full version single user all files are copied to the Users area in folder PinesoftNet Use the Custom Setup Install Option to choose a different location if required NOTE Please see the Installation Guide supplied with the Network and Enterprise Versions for details of how to install the application on a shared n
64. illustrating the new rich memo options Cool options User definable Yours sincerely Dr Stuart K Donald Record IM 1of8 K N x No Filter Preparation for Professional Training Introduction to the Professional Training option Employers expectations 3 Preparing a C V Report writing 5 Self presentation and interview techniques Mock interviews recorded on video followed by discussion Further mock interviews 6 The employers viewpoint lecture by Mr Bob Smith of GEC 9 Concluding seminar Dr Stuart K Donald 1989 2014 PineSoft 2009 2014 FinDonlT 37 User Manual 7 7 Applications Examine Edit The Applications Main Menu option is designed to give access to the underlying database table for Student Applications This table refers to Current Applications and must be deleted at the start of a new session 7 8 Contacts Examine Edit The Contacts Main Menu option is designed to give access to the underlying database table for Extra Company Contacts Note you will generally view placement application and contact details from the main database tables via the pop up forms which automatically display the appropriate linked records 7 9 Tasks amp Hyperlinks Examine Edit The Tasks amp Hyperlinks submenu gives access to the Company Student Jobs and Placement tables for monitoring tasks such as Consultancies Reports Placement Visits etc You may easily define hyperlinks to external files so
65. ive Records Title Bob 10 12 2010 Distribtion Email Changes to contact details notified to all Active Records Tel 0142 23855 1810 2010 Email Thank you for Summer 2010 placements Fax 0142 23870 Mobile Email robert smith oec co uk Record 4 4 220f62 K N FE Wk No Filter search am Company Records m x J Find Code t Status Comparchivella Address Street Town Lnunty Postcode Cor a 5 ANGUSDISTRICTCOUNC NOISSUES Angus District Cowl District Buildings Forfar Angus DD435 Mr Dow AT amp TDUNDEE N lssUES ATT Manufacturi Kingsway west Dundee ile SI BETTBROTHERS ACTION REQUIRED Bett Brothers Plc P 0 BoxNot S9CexSteet Dundee DDT SAB Mrs M fi BUNARLONG N lSSUES BomarLongLtd EastKingsway WoDundee Ms SI fl BRITISHGEOL NOISES British Geological Murchison House west Mains Road Edinburgh EH93LA Dr Do fy BUILDFIRERESEARCH NOISSUES Building Research Fire Research Stat Borehamwood Hertfordshire wDB2BL Mrs A fy BUILDRESwATFORD NOISSUES Building Research StationRoad watford o ire fl CAPEINDPRODUCTS NMOISSUES Cape Industrial Pro Gemiston Works Petershil Road Glasgow G214 V IMA L i CENTRALREGCDUNCIL NDISSUES Central Regional Viewforth Stiing FKG2ET MBF LAND
66. lacement Manager Use the Display Defaults option to set preferences to suit your requirements Users may set the initial default for Main Database forms to Edit or Read Only The display of Main Database Windows may also be set to Centred or Auto scaling etc The recommended settings supplied with your font end database file are shown below 1989 2014 PineSoft 2009 2014 FinDonlT 21 User Manual lil Define Required Default Modes x Cd Enable Edit Mode as Default uncheck to use read only initial setting LU Enable Auto Scaling Forms as Default for all Main Forms except Letter and Memo uncheck for faster loading centered window forms Enable Auto Scaling as Default for Letter and Memo forms recommended setting is unchecked for optimum display of rich text memo field Enable Multiple Placements as Default uncheck if you tend to only have one placement per session for each student Use Letter 10 point Arial as Default size uncheck if you prefer Arial 12 point for Title amp Memo text Address is always 10 point Arial Show ALL records in Main Company Student amp Placement forms uncheck to exclude ARCHIVED records 6 Setup Submenu New Session Options Roll over 5 tk 5 tk 5 kk Use the New Session Options submenu to Increase Decrease Delete Interviews Delete Applications and Delete Jobs These options are used at the start of a New Placement oession to update records befor
67. ld and you should use informative codes such as DONALD LOUISE not short cryptic ones For the correct operation of Mail amp Report options it is essential that you complete the entries for the surname fname mailname title year placement number session and course fields You have to supply entries for these fields or it will not be possible to save the record so it is not possible to have invalid data Use the Examine Edit Letters option to create an unlimited number of letters Use the Examine Edit Memo option to create an unlimited number of memos The Jobs option is used to enter or amend details of Job Vacancies The Placements option is used to browse historical placement records and to Edit or Amend placement records The Applications Contacts and Tasks amp Hyperlinks options give direct access to the relevant database tables if required though you will normally access these tables via the Pop up forms in the Main Company or Students database forms The Pop up forms automatically display the relevant details for the selected company or student The Health amp Safety option lists all relevant Health amp Safety requirements for placed students Report Mail Output Section 8 Use these options to select from over 120 report amp mail options which organise and present your data in a wide range of useful formats See the appendices for some sample output 1989 2014 PineSoft 2009 2014 FinDonlT 19 User Manual 5 Setup
68. le you to examine reports on screen before deciding whether or not to print them Over time further report options are added so check the applications Report Select list for the latest details At the launch of PineSoft Version 12 6f in 2012 the number of report options had increased to over ninety Company Student Proforma List of Companies Company Codes List of Companies Key field 1 List of Companies Key fields 1 amp 2 List of Companies User definable custom6 field All details including current applications amp placement details Address other details 2 records per page Status Action Required Details Further Information Memo field Notice of company address company details for Placement Notice board Notice as above plus contact details Interview details with dates etc for display on Placement Notice board Tasks Consultancies Short Courses etc Class List Personal Tutor Class List Student ID Class List Custom field 1 Class List Custom fields 1 2 Class List Custom fields 1 4 Class List Key fields 1 2 Class List Option field 1 Class List Option field 2 Class List Option fields 1 2 Placements Required Placed All details including current applications amp placement details Address other details 1 record per page Job Preferences Status Action Required Details Further Information Memo field Reference Use headed paper Reference photograph of st
69. lter by Form The Filter options give you unlimited flexibility to display subsets of records and or sort records using criteria defined over several fields Use a filter when you want to a temporarily filter out records that don t apply to your current task for example to display records from one of five different courses find records that meet complex criteria defined over more than one field display records of students still requiring a current placement sort records based on the contents of several fields when you want some fields sorted in ascending order and others in descending order The sort is applied from left to right in columns Most users will use the PineSoft Filter by Form button a and the Cancel Filter button T toggle between Filtered ang K Unfiltered bottom left of screen to easily filter required records or restore All records as required Example Using the PineSoft Filter by Form Option Click on the PineSoft Filter by Form button in the header of the Company Examine Edit form to display the corresponding Filter by Form window shown below With the shown selections clicking on the Apply Filter button would select MOD companies in England which have employed students in the past Use the Clear Selections button to clear all current selections For text fields entering don would match Donald Donaldson etc as a wildcard 1989 2014 PineSoft 2009 2014 FinDonlT 14
70. lternatively you may click the Print button to print directly to the default Windows Printer In addition to the selection of records at random explained above you may select records based on appropriate Look up codes To do this you require to use Selection codes check the lower radio button in the Choose Individual or Option Codes Dialog box and click on OK to display the Selection Criteria screen shown on the next page Make no selections to include all records or narrow your choice by clicking on required codes Yes No toggle fields such as the one for past employer have three settings and give great flexibility Initially when shaded grey all 1989 2014 PineSoft 2009 2014 FinDonlT 40 User Manual records would be included When checked with a tick or cross only Yes responses are selected and if coloured white only No responses are selected Clicking on a toggle box cycles through the three options Finally click the Preview button to display the report on screen as shown on the next page Use the Clear button to reset all selections Wa Selection Criteria Userlook1 TESTCOMP1 Userlook2 TESTCOMP2 Userlook3 COMPUTING MATHEMATICS MEDICAL STATISTICS COMPUTING ENGINEERING E FINANCE ln MANUFACTURE MATHEMATICS Userlook4 Userlooks i MANUFACTURE MATHEMATICS MEP Al Typical Report in Screen Preview Mode M Status ACTION REQUIRED Archived 5 NO ISSUES
71. nt number field is updated automatically as a student is placed You can always check and change if necessary the placement number for each student Using Student Examine Edit Option If a student fails amp has to have a year out you may wish to move the record temporarily out of the way Do this by changing the ACTIVE display to ARCHIVED If he she rejoins the course reset to ACTIVE this ensures that the student s data is retained You will need to clear the details relating to Current Applications from ALL company records Use the Setup Delete Interviews option Setup Delete Applications Option amp Setup Delete Jobs Option to delete the interview current application and job details from all records this clears all fields with a single key press so that you are ready to start with the new session placement details To contain the size of the student database you may if required delete the details of students who have not undertaken any placements from the student database use the otudent Examine Edit option in datasheet view to easily delete blocks of students Take a backup first Note The Referential Integrity rules built in to the application to ensure consistent data will not allow you to delete any students with related placement records To delete such students you would first need to delete their Placement records using the Main Menu Placements Options If you decide to do this it would be best to delete complete co
72. oup email The Group Email button opens the default Email Client and includes company emails from the T currently filtered group of companies use the PineSoft Filter by Form button to easily filter records You have the option to automatically record details in the Correspondence Log field Distribution Group email The Distribution Group Email button opens the default Email Client and includes Email addresses from the Contacts Pop up d distribution flag ON list again the currently filtered group of companies is used as the record set use the PineSoft Filter by Form button to easily filter records You have the option to automatically record details in the Correspondence Log NOTE The Export buttons included in Form Headers are designed to give users as much flexibility as possible however it is unlikely that they will be required in day to day use If you want to export data to create Customised Letters or Reports it is best to use the powerful Export Options included in the Main Menu Export List see Section 8 2 8 of the User Manual for further details 4 5 Summary of Keyboard Techniques 4 5 1 Keyboard Navigation Techniques TAB Move to the next field Shift TAB Move to the previous field Ctrl PgDn Move to the next record Ctrl PgUp Move to the previous record Ctrl Home Move to the first record Ctri End Move to the last record PgUp Scroll up one page PgDn Scroll down one page F6
73. pe reports on screen that your printer is set for Landscape orientation and DL envelope paper size You may save any changes on exit from the report as new defaults for that report For a large mailshot would recommend the use of labels or DL window envelopes however the envelope feature is very useful when you have only a few letters 8 2 5 Output Memos You may select a single memo and output it either with no header or a Memo header which will automatically incorporate your Institution amp Department name Again you may modify margins in the Printer Setup options to adjust the position of printed memos 8 2 6 Export Options amp Customised Letters Reports The default PineSoft letter output options discussed in Section 8 2 2 are easy to use and will produce high quality proportional output using an Arial font the same as the main body text in this User Manual The Export options are designed for those users who require greater control over fonts attributes bold italic etc point size the ability to insert PineSoft database fields at any point of a letter etc You may select individual or groups of records as usual and then export the PineSoft data to a file name of your choice in Microsoft Text or Excel Mail Merge format You then require to exit the PineSoft application and load Microsoft Word for Windows or other Word Processor where you may create customised letters labels amp envelopes with a large number of built in
74. r Keyboard Users Files Edit View Records Help Many toolbar options are also available via the menu bar as shown above which is displayed in the Ribbon onthe 44 7 tap To activate the menu via the keyboard first press the ALT key For full details see Section 4 5 Summary of Keyboard Techniques 1989 2014 PineSoft 2009 2014 FinDonlT 10 User Manual 4 3 2 Illustration of Form amp Datasheet Views am Company Records m x m Fd ES hw x ris al qi mm qn i A Fi 3 Outlook appointment lime Group email EJ Distribution Group email 1 i ANE AMNES ma t acy s Code GECELECWARLEY Address GEC Electromotors Ltd Usertitle4 Past Employer v Cakemore Road Usertitle Current Employer 2 Warley Usertitle3 Change User definable prompts to Compflagi West Midlands Usertitle4 suit your own requirements Compflag2 B55 0QT Uzertities gt using Main Menu Setup Options Compflag3 Usertitle6 Compflag4 Website wv w gec com Compflags Userlook1 m Compflag w Userlook2 F3 Userlook3 Health amp Safety j Userlook4 S Certification date 15 04 2010 Userlook5 COMPUTING e Response date 25710 2010 70 Contact Mr RJ Smith Job Title Head of Training 11 Email Change of Faculty Name notified to all Active Records 24 02 2011 Distribution Email Summer 2011 requirements sent to all Past Employers 10 01 2011 Email Course Update Info Pack to all Act
75. r when you view letters in datasheet format PineSoft buttons for copying deleting and exporting data to Microsoft Word or Excel are again available in the form header the use of these buttons was discussed in the sections on Examining Editing Company and Student records 7 6 Memos Examine Edit You may create an unlimited number of memos and these memos may be printed with or without a MEMO Header which incorporates Institute and Department names See section 8 2 of the Report Mail Output options for full details A typical memo is shown in Section 7 6 1 Each memo is given a unique code of your choice The use of informative date stamped codes for memos such as CVSEMINAR 7NOV13 is recommended and will act as a prompt come the following November that it is time to circulate details about the seminar on C V preparation The main memo text region is a Rich text Memo field mark a section of text to display font and formatting options PineSoft buttons for copying deleting and exporting data to Microsoft Word or Excel are again available in the form header the use of these buttons was discussed in the sections on Examining Editing Company and Student records 1989 2014 PineSoft 2009 2014 FinDonlT 36 User Manual 7 6 1 Illustration of a Typical Letter and Memo record Letters x ES Code ARICHTEXT Refi Ref Date 18 October 2013 Dear Title Letter Text Professional Training 2014 Sample letter
76. rd if required but will always log on to the application with user name Admin Dont forget it will then be your responsibility to remember the new password as you will be unable to load the application without it If you definitely want to assign or change a password after loading the PineSoft application with the Main Menu displayed choose password from the tools menu bar option amp complete the entries in the following Change PineSoft Password dialog box Ml Change PineSoft Password User Name Admin old Passwords New Password SY Cancel Verify PO IMPORTANT If you change the default password it will be your responsibility to remember the new one as without it you will be unable to access the PineSoft application 9 4 Changing the Attached Data File After loading the PineSoft application with the Main Menu displayed the Attachments Check Change Location option from the Add Ins gt tools menu bar displays the dialog box shown below The Current Location of the PineSoft data file is shown highlighted in blue in this case D Pinesoftdata PinedatDemo_V12_6 accdb You may define paths to other locations such as a Network drive P and give a description for the location With the Network Data row selected below clicking on the button indicating Change to Network Data would create an attachment to the data file D Pinesoftdata Pinedat_V12 6 accdb 1989 2014 PineSoft 2009 2014 Fin
77. rm address to home address fields if they are the same The course tutor nationality and letter fields all have associated look up tables which may be displayed by pressing the F4 key The User definable options1 5 with initial prompts userlook1 userlook5 fields also have associated look up tables and give extra flexibility when selecting subgroups of records For example use options1 to define subject or course options such as MATH PHYS MATH COMP etc Enter dates using the Pop up calendar or format dd MM yyyy as defined via International Regional settings in Windows only valid dates will be accepted The reference number field may be omitted if required it will not affect the operation of the application The placement required flag should be set for all students currently looking for a placement only such students will show up in Application look up s and Student Placement Look up s Once a student is placed using the Add New Placement pop up the required flag is automatically switched off and the placed flag enabled These Yes No flags make it easy to select those students requiring a placement in the current session and those placed or still requiring a placement The Health amp Safety Yes No toggles are used to record whether the student has been briefed and received an information pack to comply with the Health amp Safety requirements 7 2 2 Student Photographs Using the Student Examine Edit
78. s defined via International Regional settings in Windows invalid dates will not be accepted Alternatively use the Pop up calendar which automatically uses 4 digit years from 2000 The offer and accept Yes No toggles make it easy to see the offers made and those accepted The placed field is a read only flag from the student s record to inform you of the current status The info field may be used for job references or other details if required You may enter as many students as you like as the window automatically scrolls to accommodate any number of students The three new toggle fields T R amp S introduced in version 3 0 may be used to monitor items application forms etc issued to students returned to the Placement Office and sent to the company Just leave these toggle fields blank if you do not wish to monitor these details 7 1 10 Add New Placement Details Pop up Form Use this pop up to add new placement records where you may look up the details of the placed student and job vacancy automatically via drop down lists 7 1 11 Placement Details Pop up Form The placement pop up illustrated in Section 7 1 21 displays details of past and present students as well as visiting tutor supervisor s names etc Note the Summary text region should contain information about the actual placement project details etc The Job Details memo text region is designed for other information such as how to get ther
79. s direct access to all records in the placements database and is best used to browse through existing placements To prevent users inadvertently changing correctly entered link data all link fields are locked New placement details are entered via the Add Placement Pop up in Company forms e Use the Student Code drop down list to select the required student the student s name course session year and placement number are entered automatically by looking up the information in the relevant student record only students whose required flag is enabled are displayed it is clearly of crucial importance that student details in the Main student database are correct use the Main Menu Student Examine Edit option to check or correct the information if required e Use the Job Reference drop down list to select the required job the job amp company details are entered automatically by looking up the information in the relevant company record The number of vacancies for the selected job is automatically reduced by one Use the Visiting Tutor drop down list to enter details of the visiting tutor tf known To add additional names to the visiting tutor list use the Setup Options described in Section 5 1 Enter any other known details such as telephone numbers emails etc These details may always be added or corrected later via the Main Menu or Pop up 8 Placement forms The flag field is automatically set to Yes and you may display ONT
80. s etc a Main Menu Options pages 19 46 describes the main modules of the application see page 19 for a summary of the available options with important features and necessary procedures highlighted a Miscellaneous Options pages 47 50 Full Version Single User Network or Enterprise The full version is set up for use within a particular Department Placement Unit of an Institution Your university and department school name appear as headers in reports to give a professional and customised quality of output Users have full control over the number and titles of courses to be used You may also create your own Customised Letters Reports to give total flexibility You will have to enter your own company and student records so it is well worth using the demonstration version which has been set up with dummy records to get a quick idea of the operation of the software The Network Version launched in 1996 gives authorised users full concurrent access to the application The Enterprise Version launched in 2011 uses Microsoft SQL Server and facilitates the use of Web Access modules giving Students Visiting Tutors and Placement Managers remote access to relevant data with the option to update information The level of access is under the full control of the Placement Manager Demonstration Version The demonstration version has the same structure as the full version and includes following dummy database files a Company records a Stu
81. t subset 2 The above features are useful for printing a list of look up fields defined in the Main Menu Setup options For example Examine Edit location codes select the Print button to geta hard copy of your location codes 9 4 Cut Copy and Paste The three buttons for Cut Copy and Paste are standard across all Windows applications and enable you to easily move text within the application or to any other Windows application via the Windows Clipboard See your Microsoft Windows documentation for full details As usual before you can cut or copy text or records you must mark them Select text in a field by clicking where you want to start selecting and drag across the data Alternatively hold down the Shift key and use cursors To select a record click the record selector to the left of the record To de select click on any field in the record The record GECELECWARLEY is selected in the illustration of Form amp Database views on the previous page In datasheet view you may drag to select multiple records NOTES Once text or a record s is selected you may use the Cut button to remove it or the Copy button to copy it to the Clipboard Pressing the del key you may delete the text record Any text in the Clipboard may be pasted at the flashing text insertion point by using the Paste button To copy records it is preferable to use the PineSoft Copy button described in section 4 4 which automates the task TA Se
82. ter Setup Options see Section 4 3 3 to change the printer used for output the paper and orientation settings for the selected printer may replace the PineSoft defaults This is particularly important in the case of envelope printing where you should ensure that you define Landscape orientation and DL paper for correct output It is recommended that you Preview reports on screen to ensure valid output before printing 1989 2014 PineSoft 2009 2014 FinDonlT 7 User Manual 3 Loading and Running the Application If you are familiar with any Windows software package you should have no difficulty in using the PineSoft application immediately To load the application click on the PineSoft Windows option shown below PineSoft Demo on the Start Menu or on the Desktop if present The PineSoft Main Menu shown on the next page is then displayed preceded by an information screen in the demonstration version and a license maintenance reminder message if within 60 days of the renewal date in the Full Version As you can see the Main Menu gives you easy access to the various PineSoft options For convenience there are three groups The first Examine Edit Data group gives direct access to the main PineSoft database tables The second group Report Mail Output has over 100 different report amp mail output options so that your data may be easily extracted and presented in paper form The final group contains the Setup and Exit
83. the Placed flag for selected student records Press F1 for Help or contact Pine Soft for further assistance The Setup Archive options may be used along with the New Session options to automate the archiving of students who have graduated The Setup Report Favourites options facilitate the selection of favourite reports The Exit button e takes you back to the Previous Menu 1989 2014 PineSoft 2009 2014 FinDonlT 22 User Manual 6 1 List of Start of New Session Tasks At the start of a new session you need to carry out the following essential tasks before starting to enter student or placement details for the new session 1 2 7 8 make a historical backup of the file Pinedat_V12_6 accdb in your PineSoft data directory or Network drive Keep this in a safe place in case you need to restore the information at some future date For students who have graduated change the ACTIVE display to ARCHIVED this will ensure that their Session and Year values remain unchanged when ACTIVE student records are rolled forward using the Increase option You may use the Setup Archive options to automate this task Use the Setup Increase option to automatically increase the session by 1 and year by 1 for all ACTIVE existing students This updates the entries in the Main Student Database with a single key press Use the Setup Decrease option to reverse the effect of Setup Increase if used by mistake The placeme
84. time as the powerful Access cascade update feature will automatically update the link to any related tables If a new code is unique then the record will be posted Saved when you move from the record Otherwise you will be prompted with a message to modify the code it is not possible to save duplicate key codes When using the Mail option for standard letters amp address labels letters use Dear title field so Dear Bob would be printed when the title field is Bob The name amp address printed on standard letters lists contact1 status and address the line squeeze facility ensures that no gaps are left if the status field or any address fields happen to be blank The fields for location employer letter reply and the five user definable option fields all have associated look up tables which can be displayed by pressing the F4 key LU t The toggle Yes No fields for past employer current employer Health amp Safety and the six User definable toggles facilitate the easy filtering of records via the PineSoft Filter Button or Selection Criteria in Report options Note the letter code field is updated automatically when you use the Mail output options to print a letter so will give you a record of the last letter sent to the company 7 1 2 User Definable Fields The eleven field names initially labelled userlook1 5 and usertitle1 usertitle6 and the six toggle fields compflagi compflag6 as shown in Sec
85. tion 7 1 20 of the manual may be customised to suit your own particular requirements using the Setup submenu options see section 5 1 7 1 3 Company Details for Placement Notice Reports Memo Field The Company Details region is intended for specific factual information about the company this information along with the company s address is included in the Possible Placement Report to inform students about a possible placement 7 1 4 Company Further Information Memo Field Use this Memo field region to maintain any required details about correspondence etc with the company 7 1 5 Company Correspondence Log Memo Field When you send a group of letters or emails you have the option of recording the details in the Correspondence Log region to give you a historical record 7 1 6 Interview Details The interview details are used in the Company Interview report which also lists details of student interviews from the Current Applications pop up see below 1989 2014 PineSoft 2009 2014 FinDonlT 24 User Manual 7 1 7 Pop up Forms A major feature of the application is the ability to pop up additional information relating to the current company record via the PineSoft Buttons displayed in the Form Header See Section 4 4 for an overview Click on the required button to display a pop up You may display more than one pop up at a time move them resize them and switch easily between them by clicking with your mouse See Section 7 1 2
86. to three groups as shown in the screen display in section 3 of this manual Important tasks are discussed in Sections 5 8 Setup Submenu Options Section 5 The Setup Submenu options which are used to modify as required the default database look up tables for company amp student codes staff names and user definable prompts Only values defined via the setup options may be entered into the corresponding fields of the main database tables It is recommended that a single Placement Manager is responsible for changing or adding new course titles At the start of a new session you should use the New Session options to update student and company fields before entering details of new student cohorts See Section 5 for details New Session Options Section 6 At the start of a new session you need to carry out a number of essential tasks before starting to enter student or placement details for the new session See the Setup Submenu New Session Options Examine Edit Data Section 7 Use the Examine Edit Company option to insert new company records or to update or correct details in existing records Records are kept in alphabetical order via the company code field and you should use informative codes such as GECELECWARLEY not short cryptic ones Use the Examine Edit Student options to insert new student records or to update or correct details in existing records Records are kept in alphabetical order via the student code fie
87. ton undoes the last command 1989 2014 PineSoft 2009 2014 FinDonlT 15 User Manual Creer ree ets 4 4 t Interacting win PineSoft Buttons in Form Headers Outlook appointment lime Group email Distribution Group email The PineSoft buttons shown above are displayed where appropriate in form headers when Examining or Editing database records To select a button option with a mouse simply click on it To use the keyboard press the F6 key to toggle to the header buttons TAB to the button required then press Enter When highlighted a description of the option is displayed in the status bar at the bottom of the screen To display the description with a mouse hold down the right mouse button A description of the available buttons is given below A elo a le le e Close Form Enable Edit Read Only Mode You may use the Setup Display Default options to set the Main Database forms to Edit Mode or Read Only mode initially You may toggle between the two modes by pressing the displayed button Setup database tables are always set initially to Read Only so you will always need to click the Enable Edit mode button to make changes Filter by Form option The easiest way to filter records Pop up Calendar You may minimise the calendar if required and keep it available at all times during a PineSoft session Export the present set of records to a file in Microsoft Word Mail Merge format Text txt
88. tudent Course Year Jan 10 2 Daly Louise COMP 2 3 Davis Steve COMP 4 Donald Stephen COMP 5 Fraser Joanna COMP 6 Hally Steve COMP 7 Jones Sarah COMP 8 Murray John COMP 9 Smith Mark COMP 10 Watkins Justin COMP N oN NON IN NM NM OIN 1989 2014 PineSoft 2009 2014 FinDonlT 45 User Manual 8 2 7 PineSoft Mail List Options The Mail list options are designed to make it very easy to output your mail to all possible recipients The Preview Report facility will enable you to examine mail output on screen before deciding whether or not to print See the application for additional latest placement options Letter Company Contact Company Contact Thankyou Supervisor Supervisor Thankyou Student Student Student Student otudent Company Contact L abel Home address Term address c o Company Contact c o Supervisor Placement address Company Contact Thankyou Supervisor Student Student Student Student Student Company Contact Envelope Home address Term address c o Company Contact c o Supervisor Placement address Company Contact Thankyou Supervisor Student Student Student Student Student No Header Memo Home address Term address c o Company Contact c o Supervisor Placement address With Header 8 2 8 PineSoft Export List Options Export Company data for Microsoft Mail Merge or Group Email Export Student data for
89. tuis aud JXTCDIVIIB 223 1 9 tbe o eet roh iS e nete htec au ber ug ase Due tuber uet auo bugs di 26 7 1 20 Illustration of a Typical Company Record essere 27 7 1 21 Illustration of a Typical Company Record with Pop up s sss sese 28 7 2 Student Examine Edit Main Student Database t e sese eee 20 Taek Nams o zd S TR STs yare HQ ERRR Cera OR E eeere eter snes one eece 20 1222 9 dent PhOtOBStaplisusiedoi caesa itaie trt hate tip Bun dateuen d ielad utut en rale d N 20 Tay Aser Delinable Fields eienen es Oe xt uet buco ode Essa quite i used Paar dada 20 ia Student Personal Details Tab ui eie eroe eo Labeo oue bubus otn obi bad oa ds 30 1 2 9 Student Preferenoees R deut E Gd edat qitod i e e oibad ide ias o odi EN ee ed 30 7 2 6 Student Further Information Tab Memo Feld sss sss sss 30 17 2 7 Student Reference Tab Memo Field erede bet E hin EU a tete pads 30 12 05 SUIGCNE kills Tab MerImo EIelulT udin deeetoet oi b ate EO Qn desee OR OEH UR NUe bou da M Quse UE Da odd 30 7 2 9 Student Special Circumstances Tab Memo Feld sss sese 30 7 2 10 Student Correspondence Log Tab Memo Field esses 30 Ton HIE POD UP FOIS cusciesce eid scura pH OS QUAM T 30 7 2 12 Current Application Details Pop up Pommes sss sese eee 30 45244 Placement Details Pop up FOrm iiio pede tr e Pee bosse e Ded eue a etes 30 T2212 Student Tasks Popup FoM us ciet oie Ead or a t win buta addat 3l PAES Copyn a Studen RECON pede
90. udent Use headed paper Photographs 16 per page Tasks Projects etc 1 Student 2 Student Personal Tutor 1989 2014 PineSoft 2009 2014 FinDonlT 42 User Manual Applications Placements Jobs H amp S 3 Student Visiting Tutor 4 Student Custom 1 field 5 Student Options field 6 Student Options2 field 7 Student Options3 field Ordered by company new page for each placement cohort Ordered by company compact continuous output Ordered by student new page for each placement cohort Ordered by student compact continuous output Student Summary Totals Interview Details Summary with Student ID All courses Summary list of placements new page for each placement cohort Summary list of placements compact continuous output Summary list latest placement details Summary list of placements Ordered by Location new page each cohort Summary list of placements ordered by Location compact output Tasks Ordered by student Landscape format Tasks Ordered by company Landscape format Tasks Ordered by Visiting Tutor Landscape format Full Details One per page Includes Comment text Full Details One per page picture issue to Visiting Tutors Main Details Ordered by Student Main Details Ordered by Student picture 3 records j j Main Details Ordered by Location per page Main Details Ordered by Visiting Tutor otatus Progress Action Details Bre
91. udent is allocated a placement only listed in FULL Placement reports designed for issue to Visiting Tutors Use this memo Notes region for any extra Visiting Tutar information who to contact initially how to get there look out for former students etc only listed in FULL PLACEMENT reports designed for issue to Visiting Tutors Overall Average Salary 13 925 74 Record H 1 of 46 K Fl Search WK Unfiltered 1989 2014 PineSoft 2009 2014 FinDonlT 35 User Manual NOTES 1 The Summary text region is designed for specific information about the nature of the placement these details are printed in all placement reports 255 char max 2 The Job Details memo region is designed for full job details 64000 char max while the Notes memo is for other information such as how to get there who the visiting tutor should contact reminders etc The Job Details amp Notes text is only printed in the One Per Page Full Placement Reports designed to give comprehensive details to Visiting Tutors 3 Click on the Tasks Button 2 if you want to maintain a record of actual visits return of reports etc see in Section 7 1 21 for an illustration of the Tasks pop up when opened 4 Use the Examine Edit Current Placement Options if required to browse existing records sort on Student Code to identify any duplicate records which are easy to delete 7 5 Letters Examine Edit You may create an unlimited number of lett

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