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WorkExpo 9.0 User Manual

1. John D Silva 27 11 80 10Z 71 141 Nicholson St Carlton 3053 3 10 WorkExpo 9 0 User Manual 21 13 The PARENT NAME needs to be in single column KLEES but the spreadsheet may gt ab contain two columns i e parent first name and parent last name Joins parent name into one column You can get the parent names into a single column by placing the cursor into the parent first name column and clicking the toolbar button above 6 When all is ready click the SETUP icon on the WorkExpo Toolbar E WorkExpo toolbar to finish gt the job Setup for import into WorkE xpo The sheet is now ready to be saved Clicking this button will add column headers change text case to proper case and format the spreadsheet correctly ready for import 7 Finally the spreadsheet is now ready to be saved It must be saved as an Excel file i e it must have an xls file extension e g YEAR9_ 2006 xls The spreadsheet is now ready to be imported into WorkExpo 8 Close Excel and start WorkExpo Start the WorkExpo import wizard again and import the newly saved Excel spreadsheet To view an audio visual demonstration how to import records In WorkExpo choose Help Video Tutorials Importing student data Using Mail Merge Overview MailMail merge What to do Use Microsoft Word s Mail Merge Wizard to create form letters mailing labels lists and envelopes for distribution
2. System Requirements Support Options Licence and Copyright Networking WorkExpo Networking WorkExpo Overview Networking WorkExpo Step by step Data File Overview Data File Corruption WorkExpo 9 0 User Manual 5 74 74 75 76 76 76 76 77 77 77 78 78 80 81 81 81 81 82 82 82 82 83 83 85 85 87 87 87 89 89 90 90 1 1 1 2 F3 WorkExpo 9 0 User Manual 6 Introduction to WorkExpo Demo Mode When WorkExpo is installed on a new computer it always starts in DEMO mode You need to enter your WorkExpo registration number to unlock the demo to a full working copy You will find the registration number on the WorkExpo CD Cover If you have a WorkExpo registration number enter it on the system to unlock the demo If you can t find your number contact Info Plan Software on 03 9531 1091 HOW TO TURN THE WORKEXPO DEMO INTO A FULL WORKING COPY 1 Start WorkExpo and go to the Main Menu screen 2 Click the large OPTIONS button and select the SCHOOL tab 3 Make sure that your school name is entered correctly and click the REGI STER button 4 Enter your registration number and click OK If the registration number fails check that your school name is entered correctly The registration code is very sensitive to the name of the school LIMITS OF THE DEMO VERSI ON Note that the demo has limits it is record and time limited WorkExpo demo will warn you when you are nearing the limits These limits are in the W
3. in double brackets called Student First Name CHEVRONS 17 Press the space bar to es a space after the inserted Student First Name 18 Click the INSERT MERGE FIELD button at the left of the toolbar again DPP 19 This time insert the Click on the field called Student_Last_Name student s last name 20 To VIEW the data that the fields represent you click the ABC button as shown below Mail Merge 44 This allows you to check that the data in WorkExpo is successfully being merged You should see a student s first and last name instead of the field names To switch back to the field click the View Merged Data button again 3 12 WorkExpo 9 0 User Manual 28 Mail Merge ES Insert Merge Field Inset Word Field 2 4 4 1 tun Ep BS 3s 3 De Next Record 21 Click the NEXT RECORD Similar to the Student and Employer navigation controls in WorkExpo See above button to view the name of the next student 22 You have now set up your main document The next step is to create the merge itself 23 Finally the merge itself This creates the third and final file in the merge process occurs Click the Merge To New Document button see below Mail Merge ES Insert Merge Field Inset Word Field G2 M 4 1 ru ES Cy Su ep D Merge to New Document 24 Word now displays the This file can be saved or printed Alternatively you can simply click the results of the
4. WorkExpo 9 0 User Manual 31 Students Importing Student Records You can import records into WorkExpo from any external electronic record keeping system You must however do this as a 2 step process Export the required records from your school s database system to an Excel file Import this file into WorkExpo using the Import wizard File menu Select Import Student or Employer records Follow the Import Wizard s instructions on screen How to import student records In WorkExpo start the import wizard from the File Import menu Print the list of fields required in Step 2 of the Import wizard Then cancel the wizard Contact your school s central database administrator Give the field list to the database administrator and request an export file of all Year x records Request that all fields set out in the field list are included Open the export file using Microsoft Excel Format the file as set out in the field list instructions OO One ae Once the Excel file has been saved with an xls extension re start the WorkExpo import wizard and follow the instructions a You can import student records in a special update import to update records reather than replace them Find Student Records You can find student records by Last Name or by First Name You can enter the first few characters of the name and WorkExpo will try to find a match For example type in SAR and WorkExpo will locate for example SARAH or
5. Avoid using information that s commonly known or readily available such as your address birthday or hobby Common words Hackers can use programs that identify passwords based on dictionary words in multiple languages Avoid using common words for your password It is safer to use a combination of letters numbers and symbols Automated passwords When you tick the Remember this password boxes often encountered on websites you ll typically see logon screens pre populated with dots or asterisks instead of your password when you visit these sites This can be dangerous if others have access to your computer Inexpensive even free programs are readily available that can decode the dots and asterisks The best option is to avoid using stored passwords but either way make sure your Windows logon is configured with a strong password that you type in each time That way you eliminate the opportunity for someone WorkExpo 9 0 User Manual 48 to snoop around Writing passwords down Passwords are only useful if you can remember them but writing them down on a piece of paper and leaving the paper where someone might see it isn t a good alternative either We ll talk about ways to create memorable passwords later But if you have lots of passwords you might consider storing them in an encrypted format on your PC Protect them with a really good password that you ll be able to remember Using the same password Many people use the same passwo
6. Optional Tabs Setting Defaults Student Detail Background Information Student Medical And Emergency Information Delete All Student Records Exit Students Tracking Students Student Optional Tabs Form And Home Group Update Find Students Using the Find Tool Custom Student Groups Employers 5 1 5 2 5 3 5 4 5 5 5 6 5 7 5 8 Find Employer By Business Name Search Employers By Work Type Search Employers By Key Word Searching Using Wildcards Delete Employer Records Defaults Employer Background Detail Industry Sectors User Defined Fields Arranging Placements 6 1 Arrangements Datasheet View Multiple Users 7 1 7 2 7 3 7 4 7 5 Multiple Users Overview Add Edit Users Delete Users Phone Fax Mobile Numbers Passwords 7 5 1 Overview 7 5 2 User Passwords 7 5 3 Effective Passwords Multiple Schools 8 1 8 2 8 3 Multi School Edition In Brief Working with Multiple Schools Overview Add a New School WorkExpo 9 0 User Manual 3 32 32 33 33 33 34 34 34 35 35 36 36 36 37 37 37 38 39 39 39 39 40 40 40 41 41 42 42 42 43 44 44 45 45 45 45 46 46 46 46 46 47 47 48 50 50 50 51 51 52 10 11 12 8 4 Edit School Details 8 5 Delete a School 8 6 Delete Students By School 8 7 Import Data Files Overview 8 8 Import School Data File 8 9 Import School Data Files Detailed Information 8 10 Assign Students to a School 8 11 Non WorkEx
7. Users of WorkExpo can also share their data file data mdb across a LAN so that updates and deletes flow to all users WorkExpo will handle any read write conflicts internally WorkExpo Will Run Slower Across a LAN WorkExpo with the data mdb file deployed across a LAN will run slower than if the data file resided on the user s hard drive However WorkExpo will run very much slower if the front end file workexpo mde is also deployed on the server It is strongly recommended that this is avoided and that workexpo mde is deployed on each user s hard disk WorkExpo File Format Microsoft Access WorkExpo s default file format is Microsoft Access Check out the README TXT file in the MANUAL INSTALL folder on the WorkExpo CD Provision is made for supporting various versions of Access and instructions on installation are also contained there For more information on converting WorkExpo files contact Info Plan Software 03 9531 1091 or software infoplan com au Conclusion WorkExpo can be installed across a local area network for data sharing by several users Only a single file data mdb needs to be deployed to the network server Any other installation will mean that users may lose WorkExpo program settings between sessions Also WorkExpo may run considerably slower if the front end file workexpo mde is deployed on the server In this article you learned about the considerations that IT managers need to be aware of when developing and using Work
8. WorkExpo 9 0 User Manual 22 word MAIN DOC N 1 Data source with recipient information such as student or employer information 2 Main document with merge fields that are placeholders for WorkExpo information 3 Resulting merged document Word s wizard guides you through all of these steps If you prefer to work outside the wizard you can use the Mail Merge toolbar Either way the end result is that each row or record in the data source produces an individual form letter mailing label envelope or directory item Notes To complete the basic process you Open or create a main document Open or create a data source with individual recipient information Add or customize merge fields in the main document Merge data from the data source into the main document to create a new merged document You can use Word s mail merge to create any type of document that maps fields to data not just mailings or lists 3 11 Create Custom Documents with Mail Merge Wizard What to do Notes 1 Start Microsoft Word We will create a custom Student Certificate using a school logo 2 Open a blank document if Choose File New Document one is not already open 3 From the Tools menu select Mail Merge WorkExpo 9 0 User Manual 23 Microsoft Word Documenti EI File Edit View Insert Format Tools Table Window Help joel SRY 3 Seling F7 gt Normal gt Times New Romar Language W
9. EMPLOYERS You can find an employer by Name Section 5 1 to find an employer by business name or the first part of the business name You can also Search Employers by Key Word Section 5 3 e g BANK to find all employers with Bank in the business name You can also Find Employers by using the FIND tool Find Employer Using the Find Tool in the on line documentation e g Find employers where the contact first name is Robert Search Employers By Key Word You can find an employer by Key Word Searching this way allows you to view a filtered sub set of your employer records which contain a lt specified gt key word in the employer name In the Employers window place the cursor in the Business Name field Right click the mouse button to show the shortcut menu In the shortcut menu choose the Filter For option Enter your keyword surrounded by asterisks e g bank WorkExpo will filter the list of employers to show only those which have the specified keyword in the OY eee e 5 4 6 WorkExpo 9 0 User Manual 40 business name To remove the filter choose Remove Filter Sort from the records menu OTHER WAYS TO FIND EMPLOYERS You can find an employer by Name Section 5 1 to find an employer by business name or the first part of the business name You can also Search Employers by Work Type Section 5 2 to find a list of employers who offer a particular type of work You can also Find Employers by
10. Emp WebSite EmpllndustryS ector EmpllndustrySectorSub Emp IWorkSafety Emp Dress EmpIMultiSite EmplOther Emp IDateCreated ContactTitle UserDefinedE1 UserDefinedE2 UserDefinedE3 UserDefinedE4 UserDefinedE5 EmplStartTime EmplEndTime EmplRate Export employer records to an XLS spreadsheet then use that spreadsheet as a template for your import 10 3 Update Import 10 4 10 5 WorkExpo 9 0 User Manual 67 You can import student records into WorkExpo on a conditional basis using a update import This is useful when you want to update records from your central school database rather than replace them Here s how a update import of student records works 1 The initial import process is identical to a normal import of records 2 On the last page of the Import Students wizard you flag the Update Import check box to true 3 Any new student records not found to currently exist in WorkExpo are imported in the normal way 4 For found existing student records the update import wizard updates the student details only 5 Any changed address or contact information is updated for the existing student all other details are untouched 6 WorkExpo will look for a match on your school s StudentID field to determine an existing record A If the Student D field is empty the Import wizard will look for a match on first name last name and date of birth Import signature images Letters which appear in WorkExpo incl
11. Fax Issues Notes Go to WINDOWS utility CONTROL PANEL and select REGIONAL SETTINGS Make sure that AUSTRALIAN date formats are set You may need to check TIME DATE Set your WINDOWS time dates defaults as dd MM yyyy Go to WINDOWS utility CONTROL PANEL and select PRINTERS Select the Printer Properties Make sure that the paper size A4 is the global default setting in WINDOWS Make sure that A4 is your standard paper size in WINDOWS See above If the problem persists then preview the problem document in WORKEXPO then select PRINT SETUP from the file menu and adjust the margins manually Go to WINDOWS utility CONTROL PANEL and select REGIONAL SETTINGS Make sure that AUSTRALIAN date formats are set You may need to check TIME DATE Set your WINDOWS time dates defaults as dd MM yyyy You should backup the data file to a memory stick or a network folder The phone and fax details are related to each WorkExpo logged in user not the school This is by design as there can be multiple users each with different phone and fax details To add edit or delete phone and fax numbers 1 From the WorkExpo Main Menu click OPTIONS 2 In the School Details section you will note that there are no fields for phone or fax 3 Click Add Edit Delete WorkExpo users 4 Each user can have their own phone and fax details You can add edit or delete phone fax and mobile phone numbers here WorkExpo uses the phone fax and mobile details o
12. From the WorkExpo main menu click the Print button to start the Print wizard 2 Choose Students Individual Student then click Next 3 Select any student with a placement from the list and click Next 4 Place a tick in the Student Certificate box 5 Make sure that Print Preview is selected in options for print The certificate is displayed in print preview mode To include a school logo with the certificate 1 Click the School Logo button on the Print Preview toolbar 2 This displays the School Logo settings dialog box 3 Here is where you set properties for the logo Each Certificate can have its own logo This means that you need to add the logo to each certificate Property settings for formatting school logo See also Setting Up Logo Setting Up Logo On Page in the on line documentation Property Description Logo visible Make the logo visible or invisible Logo file path Path to the logo bitmap image file Click to browse Logo align Align logo left centre or right of page Logo top Logo distance from the top margin in centimeters Logo mode Image mode defaults to Best Fit 3 5 Text top Show school Show border Teacher name Teacher title Teacher sig Principal name Principal title Principal sig Extra Page Depth WorkExpo 9 0 User Manual 15 Text distance from the top margin in centimeters Include the school name in certificate Include a border around the cert
13. This information is available on tabs which either are displayed or hidden depending on your choices in the Options tab in the students window Settings for optional student information Option DETAIL PREFER TRACK COUNSEL USER DEFINED Description Provides a DETAIL tab which shows detailed information for the current student Fields such as gender and language spoken at home are available To make this tab visible place a tick in the DETAIL check box See Setting Defaults Defaults Student Background Detail in the on line documentation for students Displays a tab PREFER where students can indicate a preference for work experience WorkExpo will try to match individual student preferences with employers See Student Preferences on line documentation Displays TWO tabs called TRACK On the left side of screen the TRACK tab is used to capture information relating to tracking a student s progress towards work placement The other TRACK tab on the right of screen provides a matrix where tracking outcomes are visible See Tracking Overview Section 4 10 Provides a tab where you can capture counselling information about students Each counselling interaction can be captured to provide a counselling history on a student by student basis See Counselling students on line documentation A tab where you can enter your own user defined fields Section 3 14 e When tabs are hidden the inform
14. explicitly save a record by pressing the save button on the toolbar These three windows are the central work areas in WorkExpo and where you spend most time in WorkExpo It s important to understand that deleting an arrangement record DOES NOT delete the related student or employer records A student may have more than one arrangement 2 2 23 2 4 WorkExpo 9 0 User Manual 11 An employer may have more than one student undertaking work experience at the same time Adding New Student Records To add a new student record manually 1 In the Students window 2 Select EDIT then Add new student from the menu or click the STAR button on the WorkExpo ToolBar 3 Once you have added the details the new record is saved automatically or you can click the save record button on the toolbar To delete a student record 1 In the Students window 2 Select Delete student record from the EDIT menu 3 The currently displayed student record will be deleted 4 The student record is deleted Lf When you delete a student or employer record all arrangements and other details associated with that student or employer are also deleted WorkExpo will always warn you of this before deleting any records Add New Employer To add a new employer record manually 1 In the employer window 2 Select EDIT then Add new employer from the menu or click the STAR button on the WorkExpo ToolBar 3 Once you have adde
15. merge in a new Merge to printer button to produce the output of the merge directly to document the printer 25 Save the main document This saves all merge information so that next time you won t need to for later re use use the merge wizard 26 Check out some of the Or under the My Documents folder merge samples on the CD under the TRAIN folder Printing Double sided Arrangement Forms Double sided arrangement forms are causing some difficulty and paper wastage in some schools Teachers have requested that they be able to print the first page only of the work experience arrangement form so that they can photocopy a single blank Page 2 and print all of page 1 information directly from WorkExpo Thus producing a single document for each student WorkExpo allows you to print the FIRST PAGE ONLY if required ai Whee eg Renee tee j Pme th fren zm en Mt mg In eye ween ties pee eg C O i ze O mee rem A pe eg omg peoe en CR rte a tee O masage ae t mae ee O meaa eens moe o 0 een Ll paasee s Te er 6 reg Tree EE Terre pemr nan os eana omon ee oe BEE Le L BET Ae a ee s ame tet arem me Follow these steps to print a single double sided form for each student 1 Photocopy page 2 of your master copy of the Arrangement form WorkExpo 9 0 User Manual 29 2 Feed this photocopy blank side up into your printer 3 Ensure that First Page Only is checked as shown above 4 All arrangement fo
16. open an existing data source Our WorkExpo data file is our data source so choose OPEN DATA SOURCE WorkExpo 9 0 User Manual 25 Mail Merge Helper 10 Navigate to the WorkExpo folder Open Data aie By default this folder is C PROGRAM FILES WORKEXPO IMPORTANT NOTE In the Files of type drop down box make sure that MS Access databases is selected MS Excel Worksheets C xls MS FoxPro Files dbf 11 Word now creates a link to the Microsoft Access database file and displays its contents Click the Tables tab then choose under Tables in data mdb Arrangements for Mail Merge WorkExpo 9 0 User Manual 26 Microsoft Access Microsoft Word 12 Because the main Click EDIT MAIN DOCUMENT document is a new document Word displays this message 13 The wizard disappears and we are returned to the main document Te L OK GL o The Mail Merge Toolbar appears 14 Now the mail merge toolbar We use this toolbar to perform the merge process Run your mouse over has appeared the toolbar buttons to get acquainted with them 15 Click the INSERT MERGE FIELD button at the left of the toolbar WorkExpo 9 0 User Manual 27 al The fields from WORKEXPO are displayed in a list Because there are many fields in WorkExpo this list is very long Click on Student_First_Name Word inserts that field into the Word main document
17. other admin staff who have a need to share the WorkExpo student employer database in schools often across a network You should have a single user licence if You are the only person in your entire school college or multi campus college who uses WorkExpo AND You are using WorkExpo on a stand alone PC A single user licence entitles you to install WorkExpo on one desktop PC and you may also install a copy of WorkExpo on your notebook PC You may move the data file to a network drive for security reasons but you are not able to share the data file across the network with other users You should have a multi user licence if There is another staff member s who wishes to have access to or use WorkExpo on their own PC OR You need to install WorkExpo on more than one desktop PC for use across a network OR You are job sharing with another staff member and you both will be using WorkExpo A multi user licence is required if WorkExpo is installed on a single machine but two or more people use it Ej A multi user licence allows for up to 5 five users Each user may install a copy of WorkExpo on their desktop PC and another copy on their notebook PC A single user licence entitles the user to install a copy on their desktop machine and a laptop for their own use How to Register WorkExpo If you have already installed the WorkExpo demo there is no need to install any further software You can turn the demo into a full worki
18. silent This switch accept all defaults during setup and installs WorkExpo to c program files workexpo 3 Start WorkExpo and test that the sample data is displayed correctly 4 Register the software in the usual way Register via Options School Enter your school name then the registration code SI From the WorkExpo main menu click the Options button Click the Network tab a WorkExpo 9 0 User Manual 86 7 Specify the path to the folder in the Network Server data file location box then 8 Click the Create Network Connection button 9 WorkExpo carries out the following steps Checks to see if an existing WorkExpo data file DATA MDB is found in your specified network location If an existing data file is found in the specified network location WorkExpo connects to it and renames the data file on local machine to data old If an existing data file is NOT found in the specified network location WorkExpo copies the current data file on the local drive to the specified server and then connects to it Then WorkExpo renames the old data file to c program files workexpo data old File Name Default Path Path after Network Install data mdb c program files workexpo e g Server1 teacher workexpo Central data file All other files including c program files workexpo c program files workexpo WorkExpo mde Ej Only a single file data mdb needs to reside on the network server All other files s
19. to that school WorkExpo won t allow this operation until you delete or re assign all existing student members of that school Delete Students By School You can bulk delete students by a chosen school or you can choose to delete say all Year 10 students from a particular school To delete students by school and or Year Homegroup 1 In the Students window from the Edit menu choose Delete Delete Students Wizard 2 In the first page of the wizard select the school from which you d like to delete students 3 You can choose to delete ALL students a particular year or homegroup or selected students 8 7 A WorkExpo 9 0 User Manual 53 Click Finish and student records are deleted NOTES Deleting a student record also deletes all information associated with the student including any arrangements The Delete Wizard will display a count of any arrangements that will be deleted before changes are committed Once the records are deleted they cannot be un deleted Import Data Files Overview Importing WorkExpo data files from several different schools has the effect of combining the student employer and arrangement records into a single file Using this single consolidated file you could print multi school reports and or gather Work Placement information for detailed analysis across a range of schools Here are some things to be aware of when importing WorkExpo data files from other schools 10 Before im
20. use for all documents New field for Arrangements Transport This new field is associated with arrangements The Transport field records how a student is planning to get to and from the work experience venue includes a user specified look up list for use with the Transport drop down box e g bus train private car etc Warn if Student has Medical Condition When creating new arrangements you can tell WorkExpo to warn you if a particular student has a medical condition which may impact on your decision to place the student WorkExpo gathers this information from the student details area and alerts you when creating new arrangements for the student Safe Work You can assign a date component to both the general and industry modules A new datasheet list view of the Industry module has been added You can set options to tell WorkExpo to completed the dates automatically You can print lists of students who need to re sit Safe Work modules or lists of students who have yet to undertake modules WorkExpo also automatically maps work types to industry Victoria Only WVictoria NSW Border Schools When a student with a Victorian school has an employer in NSW WorkExpo will print a special Work Experience Placement form for Victorian students who are working with New South Wales employers WorkExpo determines this by looking at the home school state and if it is Victoria and the Employer is in NSW then WorkExpo will generate the special arrang
21. your school s student ID number School ID and many other aspects of a student s background details Detailed information for students may be useful if providing statistical information about your work experience program For example you can provide statistics on students by placement by gender or students by country of birth This information is also included in each student s detailed individual report In the Students window choose File Print Full Details Student Medical And Emergency Information NOTES 4 8 4 9 WorkExpo 9 0 User Manual 34 Medical information is private not published There s an option in the Arrangements window to remind you when placing a student with a medical issue See the Options tab in the Arrangements window WorkExpo will remind you when you are creating a placement for the student but will allow you to continue Delete All Student Records To delete ALL student records 1 In the Students window 2 From the Tools Utilities menu 3 Select Delete ALL student records 4 WorkExpo will ask you to confirm your choice to delete ALL student records 5 If you proceed all student records and all related arrangement records will be deleted NOTE that you cannot undo this operation So it s wise to ensure that you have a good backup before you proceed LS When you choose to delete all student records then all arrangements will also be deleted WorkExpo wi
22. Add Edit WorkExpo Users m 3 C LZ If there is only one user and that user does not have a password then the login dialog box does not show Add Edit Users UsersTo add or edit a user in WorkExpo From the WorkExpo Main Menu click the large Options button I In the school tab click the link to Add Edit Delete WorkExpo users The WorkExpo Users dialog box is displayed Here you can add edit or delete WorkExpo users Delete Users To delete a user in WorkExpo From the WorkExpo Main Menu click the large Options button 7 4 7 5 7 5 1 7 5 2 WorkExpo 9 0 User Manual 46 In the school tab click the link to Add Edit Delete WorkExpo users The WorkExpo Users dialog box is displayed BH Ainas Here you can delete WorkExpo users Select the user row and press Delete on the keyboard Phone Fax Mobile Numbers In previous versions of WorkExpo the school phone numbers were stored with the school details With the introduction of multiple users in WorkExpo these details are now stored on a user by user basis To add edit or delete school phone fax and email details 1 From the WorkExpo main menu click the large Options button 2 In the school details section choose Add Ed Delete WorkExpo Users 3 Add or edit the details for each WorkExpo user The phone fax mobile phone and email for the loggin in user will appear in all documents and letters Passwords Overview Passwords a
23. Backup maintenance It s a good idea to have two copies of your data file in case one is lost or unusable You should have a backup copy of your data file on floppy as well as a separate backup copy on the hard drive or preferably on the network You can open data files directly in WorkExpo Follow these instructions to do so 1 In WorkExpo select OPEN from the FILE menu 2 Navigate to the data file you wish to use 3 The default file DATA MDB normally resides in C Program Files WorkExpo or wherever you store the WorkExpo data file How to copy a WorkExpo data file from one computer to another 1 Make sure WorkExpo is closed 2 Use Windows Explorer to copy the file DATA MDB to a floppy disk 3 Place the floppy disk in the drive of the second computer 4 Use Windows Explorer to copy the file DATA MDB to C Program Files WorkExpo or wherever you store the WorkExpo data file The path to the data file you re using can be displayed in the title bar Select OPTIONS Settings to set this 2 1 WorkExpo 9 0 User Manual 10 Getting Started WorkExpo in a nutshell In simple terms there are three basics steps to creating a new student arrangement record within WorkExpo Oo Add a new student record in the Students window Add a new record for an Employer A mm mr een Te mm REES SET SC SI nal TUTE Some things to be aware of when adding records in WorkExpo Records are saved automatically but you can
24. Custom letters are designed to be sent to a single employer at a time You can t add edit or delete WorkExpo s in built letters and documents Using Custom Colors with WorkExpo In WorkExpo you can set up the main windows so that the color of the Header area changes depending on the placement status of the current student or employer This is useful as the change in color gives a visual clue as to the current state of the placement When you turn on this color setting you can choose to accept the pre defined WorkExpo colors or set your own colors Follow these instructions to activate color settings in WorkExpo 1 Goto the Arrangements window 2 Choose the OPTIONS tab on the right of the screen 3 Click the set colors link 4 The Add Edit Placement Type 3 9 WorkExpo 9 0 User Manual 18 5 Add a new Placement Type called VCAL for example Victorian Certificate of Applied Learning 6 Set colors as preferred using the Windows Color Picker dialog Importing Records Walk Through Importing records into WorkExpo is a two step process First export the records from your school s central database then import the records into WorkExpo Follow these instructions What to do Notes 1 Export the student All school database systems are able to export data as text files records from However if they can export directly to Excel then this saves time CASES CASES21 or any other school computer system as a comma delimite
25. Expo in a LAN environment Networking WorkExpo Overview WorkExpo is a Microsoft Access runtime database It consists primarily of two key files databases WORKEXPO MDE front end and DATA MDB back end It should be installed so that the data file may be shared by different users at different sites while all the program files incl front end reside on the local machine E A multi user licence is required to network WorkExpo WorkExpo can automatically create a connection to a back end file on a network drive You do not need to copy files manually 1 Install WorkExpo normally on any machine and accept all defaults Register the software in the usual way Register via Options School Start WorkExpo From the WorkExpo main menu click the Options button Click the Network tab Specify the path to the folder in the Network Server data file location box then OO e en 7 Click the Create Network Connection button WorkExpo will carry out the following steps Checks to see if a WorkExpo data file DATA MDB exists in the specified network location If an existing data file is found in the specified network location WorkExpo connects to it and renames the data file on local machine to data old If an existing data file is NOT found in the specified network location WorkExpo copies the current data file on the local drive to the specified server and then connects to it Then WorkExpo renames the old dat
26. MPONENTS The SOFTWARE is licensed as a single product Its component parts may not be separated for use on more than one computer or accessed in any way other than through the provided user interface iv TERMI NATION Without prejudice to any other rights Info Plan Software may terminate this agreement if you fail to comply with the terms and conditions of this agreement In such event you must destroy all copies of the SOFTWARE and all of its component parts 5 ENHANCEMENTS AND UPDATES From time to time at its sole discretion Info Plan Software may provide enhancements updates or new versions of the SOFTWARE on its then standard terms and conditions thereof This Agreement shall apply to such enhancements You may not remove any proprietary notices labels trademarks from the SOFTWARE or associated documentation You may not modify de compile disassemble reverse engineer or translate the software LIMITED WARRANTY You assume all responsibility for the selection of the SOFTWARE as appropriate to achieve the results you intend and for the installation of use of and results obtained from the SOFTWARE Info Plan Software warrants that the media on which you obtained SOFTWARE shall be free of manufacturing defects Except for the limited warranty set forth herein the SOFTWARE is provided AS IS to the maximum extent permitted by applicable law Info Plan Software disclaims all warranties either express or implied including bu
27. P REFF Map 56 Ref J6 Please complete the enclosed Work Experience Arrangement Form and return to the College IMMEDIATELY so that we can finalise all the arrangements for the placement Should you have any concerns during your childs work placement please contact me onthe school phone mm ber above since the contractual agreement requires the school to negotiate with employers directly If you have any queries regarding our work experience program please do not hestate to contact me All students MUST phone their employer AT LEAST 2 weeks before the placement to confirm dates what they should wear and other details Yours faithfully Sue Sample Work Experience Coordinator Certificate Student WorkExpo 9 0 User Manual 60 DEMONSTRATION COLLEGE Work Experience Certificate This is to certify that Jane Pepper Year 10C has successfully completed the Work Experience Program Dates 12 12 2005 16 12 2005 with Quick Couriers Sue Sample Mrs Jessica French Work Experience Coordinator Principal 9 5 Statistics Sample 9 6 9 7 WorkExpo 9 0 User Manual 61 Demonstration College Lakeside Drive WEST HILL AUS 1234 Phone 7555 1233 Fax 75554321 Email sues edu vic gov a WorkExpo Statistic Report By placement type employer size and school Placement Type amp E mployer Size School T otak VCAL Placement Small medium 20 to 99 Demonstration Colleze 1 Large 200 Demonstration Colleze 1 VET Place
28. SARA WorkExpo sorts the records into Last Name order if you search by last name and first name order if you search by first name This means that if the first record found is not the one you re looking for you can page through the records using the PAGE DOWN key In the Students window select the MAIN tab Choose to search by Last Name or by First Name by selecting the appropriate check box Enter the Name of the Student and press enter WorkExpo finds the student and shows the student record Press the PAGE DOWN key to see the next closest match OY E Ir i You can also Find Students by using the FIND tool Section 4 13 e g Find students where the post code 1234 Sorting student records 4 4 4 5 WorkExpo 9 0 User Manual 32 Sort student records by FIRST NAME and filter student records ef Send email for Year 10A students only H3 Term Dates Select State Postcodes Then remove filtering and sorting Z by choosing remove filter sort BAN from RECORDS menu te Sd B past ae Sort Descending P Right click for shortcut menu Optional Tabs In the students and employers window you can show or hide additional information for students employers This information is available on tabs which either are displayed or hidden depending on your choices in the Options tab In this way WorkExpo allows you to hide any information which is not essential to the running of your program Settings for o
29. Use the Export wizard for best results To start the Export wizard choose Export from the File menu Also be aware that all data for WorkExpo is stored in a single file by default c program files workexpo data mdb If you have a copy of Microsoft Access you can open this file directly and copy and paste rows from the tables 11 11 1 11 2 11 3 WorkExpo 9 0 User Manual 69 Backup and Restore About The Data File The single file DATA MDB is the most important one as far as WorkExpo is concerned This single file contains ALL your WorkExpo information including School details User details Teacher information Employers Students Everything Else If you look in the WorkExpo folder on your hard drive you will see several files which together make up WorkExpo However all these files are replaceable except for one DATA MDB It is important to be aware at all times where you WorkExpo data file is How can you find out Here are a few different ways Click the yellow light bulb a few times and it will tell you the name and path of your current data file From the Main Menu in WorkExpo click the Options button and then click the Data File tab Using Windows Explorer you can navigate to the WorkExpo folder c program files workexpo and see the Data file In a network environment it may not be there but rather in a shared network drive on a file server It is recommended that you turn on the data file path remind
30. Windows XP Note that Windows 95 98 and Me are not supported although WorkExpo may run on these systems Internet Explorer Internet Explorer 6 0 or higher is required The required version of Internet Explorer currently comes pre installed on Windows XP and is available for free download for other supported operating systems Microsoft Office You must have Microsoft Office Professional installed on your machine Office Professional includes Microsoft Access which is required for WorkExpo Setup will detect the Office version upon install and install the correct matching version of WorkExpo Disk Space WorkExpo requires less than 50 mb of disk space RAM WorkExpo requires at least 256 mb RAM Support Options Evaluation Support Demo mode Every user evaluating WorkExpo is entitled to Unlimited email based support for the period of evaluation 30 days Unlimited access to the on line support materials available on the Info Plan Software web site Standard single user support Every single user licensed WorkExpo user is entitled to 12 months free phone email based product support to person who purchased the software Unlimited access to the on line support materials available on the Info Plan Software web site Critical bug fix updates for the version of software purchased Telephone support for the registered single user only Network Multi User Support Up to 5 users Every licensed multi user level user of WorkExpo
31. WorkExpo 9 0 User Manual 1 WorkExpo 9 0 User Manual WorkExpo Managing work experience programs OOo D VERSION 9 0 USER MANUAL Table Of Contents 1 Introduction to WorkExpo 1 1 1 2 1 3 1 4 1 5 1 6 Demo Mode Delete Sample Records School Details Single Or Multi User Licence How to Register WorkExpo Understanding WorkExpo Getting Started 2 1 2 2 2 3 2 4 2 5 2 6 WorkExpo in a nutshell Adding New Student Records Add New Employer Create New Arrangement Setting fonts and font sizes in letters WorkExpo Options Tutorials 3 1 3 2 3 3 3 4 3 5 3 6 3 7 3 8 3 9 3 10 3 11 3 12 3 13 3 14 Learning WorkExpo Overview Default Dates Post Codes Using School Logo in Certificates Using School Logos in Letters Assign Teacher Visits Creating and Saving Custom Letters Using Custom Colors with WorkExpo Importing Records Walk Through Using Mail Merge Overview Create Custom Documents with Mail Merge Wizard Printing Double sided Arrangement Forms Swap Data files between Two Computers User Defined Fields Students 4 1 4 2 4 3 Importing Student Records Find Student Records Sorting student records WorkExpo 9 0 User Manual 2 6 7 7 8 10 10 11 11 11 12 12 12 13 13 13 13 14 14 15 15 16 16 17 17 17 18 18 21 21 22 22 28 28 29 29 29 30 31 31 31 31 32 4 4 4 5 4 6 4 7 4 8 4 9 4 10 4 11 4 12 4 13 4 14
32. a file to data old NOTES It is recommended that you use a UNC Universal Naming Convention connection rather than a mapped drive connection to the data file Creating a network connection may result in somewhat slower performance as the data has to be gather across the wire rather than from a fast hard disk If the Network is down WorkExpo will not function and will prompt the user for the location of the data file This may confuse some users You can use FILE Open to navigate to a different WorkExpo data files 14 7 Networking WorkExpo Step by step WorkExpo 9 0 User Manual 88 Installing WorkExpo for use across a Local Area Network Article Summary This article explains the network setup for WorkExpo for version 6 0 and later and describes the issues that IT managers should consider when installing WorkExpo in a shared environment across a Local Area Network LAN Contents Introduction Automatic Network Installation Manual Network Installation Display the Data File Path in the WorkExpo Title Bar Sharing Files Between Different Users of WorkExpo WorkExpo Will Run Slower Across a LAN WorkExpo File Format Microsoft Access Conclusion Introduction WorkExpo is a Microsoft Access database It consists primarily of two key files databases WORKEXPO MDE front end and DATA MDB back end It should be installed so that the data file may be shared by different users at different locations while all other fil
33. able the validity legality and enforceability of the remaining portions of this Agreement shall not be affected or impaired thereby In the event of a legal proceeding arising out of this Agreement the prevailing party shall be awarded all legal costs incurred 14 5 WorkExpo 9 0 User Manual 85 This Agreement constitutes the entire agreement between the parties for the supply of the SOFTWARE and its associated documentation and supersedes all prior arrangements agreements representations and undertakings This Agreement may not be changed or modified except by a written instrument duly executed by each of the parties hereto MISCELLANEOUS This Agreement shall be governed by and construed in accordance with the laws of Australia without reference to conflict of laws principles If any provision of this Agreement is held invalid the remainder of this Agreement shall continue in full force and effect You shall be responsible for the payment of all taxes duties or levies that may now or hereafter be imposed by any authority upon this Agreement for the supply use or maintenance of the SOFTWARE and if any of the foregoing taxes duties or levies are paid at any time by Info Plan Software you shall reimburse Info Plan Software in full upon demand ACKNOWLEDGEMENTS You acknowledge that you have read this Agreement understand it and agree to be bound by its terms and conditions Except where otherwise noted all of the documentatio
34. ain menu WORKEXPO has its own built in on line Windows help files on your screen click on the HELP menu at the top of the screen Select CONTENTS from the drop down menu Click on the topic heading to Topic heading appear in green and are underlined move to that topic You can also select SEARCH to If you are unable to find a topic select CONTENTS and click on What I search for information on a want is not listed This displays a range of further options particular topic Keyboard Shortcuts To do this Keyboard Shortcut To move from record to record Page Up or Page Down Zoom in a text box SHIFT amp F2 To move from field to field TAB Forward SHIFT Tab Backwards To move from tab to tab in a tabbed dialog CTRL Tab box Close Print Preview ESC Close a dialog box ESC Undo a record Press Esc twice Close a window CTRL W To show the Windows print dialog box CTRL P To open a drop down list F4 To tick an item in a tick box Spacebar To select the record number F5 CUT CTRL X COPY CTRL C PASTE CTRL V Mouse Shortcuts 13 4 13 5 WorkExpo 9 0 User Manual 77 To do this Mouse Shortcut Select an item in a list Double click on name To sort records Right click and select Sort Ascending or sort descending To filter records Right click and choose filter by selection To remove filter or sort Right click and select remove filter sort To cancel a button that appears Slide the mouse off the button th
35. ansferrable to any other person at any time Only the person who purchased the SOFTWARE is licensed to use the SOFTWARE iii NETWORK MULTI USER LICENSE You may use as many copies of the SOFTWARE as your multi user license entitles you to in the manner specified above You are also entitled to make a corresponding number of secondary copies for portable computer use as specified above Multi user licenses are not transferrable 2 COPYRIGHT The SOFTWARE is owned by Info Plan Software and is protected by copyright laws and international treaty provisions as well as other intellectual property laws and treaties The SOFTWARE is licensed not sold You must therefore treat the SOFTWARE like any other copyrighted material 3 TERM OF LICENSE The license will continue until you physically destroy all copies of the SOFTWARE and merged portions thereof and return any original program media and documentation to Info Plan Software 4 OTHER RESTRICTIONS WorkExpo 9 0 User Manual 84 i TRANSFER OF LI CENSE You may not transfer nor rent nor lease nor share the SOFTWARE with any other person or co worker Each user of the software must be licensed specifically In the case of a multi user licence licensed users must be nominated at the purchase date Multi user licenses may not be transferred leased rented or shared ii REVERSE ENGINEERING You may not reverse engineer decompile or disassemble the SOFTWARE iii SEPARATION OF CO
36. art date and a default end date 1 Inthe Arrangements window click the OPTIONS tab in the upper right of screen 2 Inthe section Defaults for each new Arrangement enter the start and end date you d like each new arrangement to default to 3 You can double click these date fields to pop up a calendar Choose a date from the calendar and click it and the selected date will appear back in the Arrangements window s default date box To edit the dates which appear in the start and end date drop down boxes perform the following 1 Inthe Arrangements window click the large DATES button at the lower left of screen 2 This pops up the dates edit dialog box where you can add edit or delete a series of start and end dates Demo here Block Dates in the on line documentation y It is recommended that you enter all possible start and end dates which may occur during the year so that you can easily select a particular start date or end date from the drop down boxes For example if you have a two week block for work experience you should enter BOTH Monday dates as possible start dates and BOTH Friday dates as possible end dates This will mean that when you are entering arrangement records for students undertaking one week placements you will have the start end end dates readily available from the drop down boxes Data File Corruption html Post Codes WorkExpo is designed primarily for Australian schools In both the student and employ
37. ata file Backup It s a good idea to have two or more copies of your data file in case one is lost or unusable WorkExpo has an option to do this for you automatically See Automatic Backups Section 11 2 Data File Corruption A database data file can become corrupted in the following situations 1 Someone is using WorkExpo and switches their computer off while the connection to the data file is open 2 There is a power surge or power failure while the database is in use Someone tries to open the database with Word or Excel Network issues which may impact on the data file Any of the above may or may not cause a data file to become corrupted but if this happens the file can usually be repaired Always ensure that you have a good reliable backup of the data file at all times How to repair a corrupted database 1 Make a backup of the file you wish to repair before you begin 2 Start Microsoft Access 3 From the Tools menu choose repair and compact
38. ation is not deleted only hidden 4 12 Form And Home Group Update WorkExpo uses two different ways to group students By Year Level or by Homegroup If you do want to change it you can do so using the UPDATE tab in the Students window This feature allows you to update the Year Level or Home Group for several students at once in a batch operation 4 13 WorkExpo 9 0 User Manual 37 1 From the Main Menu choose Students On the top right click the Update tab 3 Inthe section What do you want to update select either Year or Homegroup Note that you can t update both Year and Homegroup at the same time but you can update each sequentially 4 In the section Which student records are affected you have a choice to include Students in a specific Year HG only or ALL students across the entire Year Level or Homegroup 5 Finally in the Update section choose which Year Level or Homegroup you wish to update In the Update To box enter the new value to replace the one in Find all Students in Click Update Now and WorkExpo will perform the batch operation updating all relevant student records Ej When WorkExpo was originally developed the Year Level was the only way to sort and group students In a later version the Home Group field was added This mean that the Year Level field is best to use if you only require one way to group students and it was part of the original database design since its incep
39. auber er keins Dk Deene 23 Ted Der Nab H sa Dee lem Dick smira bd a mrayard kiskera mak brir AQ EOD TEHACA COLLEE md hloh Iv pa for Eley esrele lde pal a rancher aprrreme pagr Deuushragriens wle Lk plar Sch daskkures SAVIE sed 1K I At dh deer mir Reder e slk eeepkeen al Hien Zen we gel mm of bei ork Eaprrwew ud ib abal Thrrephgren a mbad ne rowarel ef uab prion or Iir er am Lei mndi d S e die melal Skakeesda es SS HH Yarane h Tam Shrridis Preemie d 9 3 Bilanook Coebege ZS Work Experience Certificate The i to certity that Jacqueline Andrews has completed the Work Experience Program From60486 to 4 0406 wath Administrative amp Management Services You can print all these documents directly from WorkExpo Letter Sample WorkExpo 9 0 User Manual 58 9 4 WorkExpo 9 0 User Manual 59 DEMONSTRATION COLLEGE Lakeside Drive WEST HILL AUS 1234 Phone 7555 1233 Fax 75554321 Email sues aiv vicgov au 4 April 2005 Dr Sam Pepper 56 152 Travis Street AIRPORT WEST 3042 To Dr Sam Pepper Arrangement details for Jane Pepper below YEARHOMEGROUP 10C GRA TYPE OF PLACEMENT Work Experience EMPLOYER Quick Couriers ADDRESS 234 Landsdowne Street CARLTON 3053 CONTACT Mr Ben Graham SUPERVISOR Ben Graham PHONE S Tel 9675 1234 Mobile 014 276 2345 TYPE OF WORK Administration DATES 12 12 2005 16 12 2005 TIMES 10 00 5 00 LENGTH 5 days MA
40. awley Rowville Secondary College ve been using the WorkExpo software for some time now don t know how managed without it Lainie Carroll Mount Waverley Secondary College Without WorkExpo there is no way in the world that would have managed all the paperwork for sending 263 Year 10 students out on block release for two weeks Judith Clarke St Monica s College Epping Victoria Indispensable Can t live without it Especially like the block list report WorkExpo generates Gives mea complete overview of my block Charles Hogarth Our Lady of Sion College Box Hill What s New In Version 9 0 WorkExpo Version 9 0 introduces a range of new features and functionality that make it easier than ever to manage you work experience or work placement program at your school or college Automatic Multiple Backups In previous versions of WorkExpo you can create a backup copy of the data file when exiting the program In version 9 0 you can now tell WorkExpo to create multiple backups of the data file This means that if you save a bad data file you still have other good backups from which to retrieve data from in case of an emergency WorkExpo will append the day of the week to each file name so you have will have up to seven backups at any one time WorkExpo 9 0 User Manual 79 Use School Logo with Certificates and Letters mport your school logo into WorkExpo and use in letters and certificates Supported formats are bmp jp
41. ay the document in print preview To display a letter in print preview mode 1 2 3 4 5 From the WorkExpo main menu click the Print button to start the Print wizard Choose Students Individual Student then click Next Select any student with a placement from the list and click Next Place a tick in one of the letter options e g Letter to Employer Make sure that Print Preview is selected in options for print The letter is displayed in print preview mode To include a school logo with the letter 1 2 3 Click the School Logo button on the Print Preview toolbar This displays the School Logo settings dialog box Here is where you set properties for the logo Property settings for formatting school logo See also Setting Up Logo Setting Up Logo On WorkExpo 9 0 User Manual 16 Page in the on line documentation Property Logo visible Logo file path Logo align Logo top Logo mode Text top Show school Teacher name Teacher title Teacher sig Principal name Principal title Principal sig Extra Page Depth Description Make the logo visible or invisible Path to the logo bitmap image file Click to browse Align logo left centre or right of page Logo distance from the top margin in centimeters Image mode defaults to Best Fit Text distance from the top margin in centimeters Include the school name and address at the top Include the current logged in use
42. ck on the message balloon to start the Windows CD ROM burning wizard and follow the instructions 12 12 1 12 2 WorkExpo 9 0 User Manual 72 Archiving Archiving Records And End Of Year Rollover What to do Notes 1 With the WORKEXPO main WORKEXPO can archive student records employer records or menu on your screen click the arrangement records This helps maintain your database TOOLS menu then choose WIZARDS then ARCHIVE wizard 2 The Archive Wizard dialog x box will appear You can choose archive Wizard This wizard wal help you archive records A to archive arrangement records student records or You can archive old student and employer records as well as archiving old arrangemert records employer records In this example we will archive student records What would you like to archive Select Work Experience ane ey Arrangement records eee lente student records engloyer records Click on the NEXT button 3 Select the records you wish to archive in the box WORKEXPO archives records by form or year level group 4 Click ARCHIVE Your records are now stored in an archive You can browse the archive at any time by clicking the ARCHIVE button then selecting I d like to browse the archives NOTE Records can be restored or deleted from the archive Archiving Records WorkExpo provides three separate methods for archiving your data The Archive Wizard Advanced Archiving Th
43. d separated text file 2 It s important that the FirstName fields WorkExpo needs are P LastN exported See the required eran list to the right DateOfBirth Form Note that these fields are the MINIMUM fields required for Homegroup import Street Suburb You can add additional fields if required The order of PostalCode these fields is not important but their names are Phone ParentName ParentPhone Note 3 Name the exported text Exported file can be named anything but should have a txt TEXT file file and save it to memory extension stick or a shared network location e g Year9_2006 txt 4 Text file can be opened using Windows Notepad and should look similar to this WorkExpo 9 0 User Manual 19 Si Sample Students txt Notepad oy x File Edit Format Help Lucie ABBOTT LOH WINDSOR 06 07 81 2 a Dean st Kew 3101 9817 6311 ABBOTT Gordon 066 542 012 Jillian ACKLAND 10B CHURCHIL 29 10 81 11 Hardwicke st BALWYN 3103 9817 3548 ACKLAND Michael 03 9616 8031 Aarati ADHVARYU 10B CHURCHIL 25 07 81 6 29 weir St BALWYN 3103 9830 1760 ADHVARYU Girish 9831 2275 Lei gh ADLER OAE STRATHMR 05 09 81 5 Elberta Ave TEMPLESTOWE LOWER 3L07 03 850 SILLS ADLER Steven 459 3277 Belinda ADLERSTEIN 10E CHURCHIL 28 06 SIT 2 5 Parring Rd BALWYN 3103 o
44. d the details the new record is saved automatically or you can click the save record button on the toolbar To delete a employer record 1 Inthe employer window 2 Select Delete employer record from the EDIT menu 3 The currently displayed employer record will be deleted 4 The employer record is deleted Notes You can import employer records into WorkExpo from many external sources You can delete sample employer records easily See Delete Sample Records Section 1 2 You can delete multiple employers with just a few clicks See Deleting Employer records Section 5 5 Create New Arrangement The student and employer must already exist in WorkExpo before an arrangement can be created In the student or employer does not current exist then they will need to be added via the student or employer screens To create a new arrangement in WorkExpo 1 From the WorkExpo main menu click the Arrangements button 2 In the Arrangements window click the large NEW button at the top left of screen 2 5 2 6 oy ee WorkExpo 9 0 User Manual 12 A new empty arrangement record is created and ready for input Place the cursor in the Student field and type the first few letters of the student s last name WorkExpo finds the student and populates the field Press the tab key on the keyboard WorkExpo moves to the Employer field Enter the first few letters of the employer name and press tab Continue to complete the fields in the A
45. dd a new tracking record for a student 1 Inthe Students window click the Track tab 2 Click the New button looks like a star on the navigation set of buttons at the bottom of the tracking items 3 A new tracking record is now created for the active student P You can assign this new tracking record with a placement see above To delete a tracking record for a student 1 Inthe Students window click the Track tab 2 Select the tracking record you wish to delete by using the tracking navigation buttons at the bottom of the tracking record 3 Click the Delete blue link 4 The current tracking record is now deleted Notes at all times WorkExpo 9 0 User Manual 36 When you add multiple tracking records for a student the student will appear multiple times in the tracking matrix window You can assign a placement arrangement to a tracking record if you wish but this is optional A student may have an unlimited number of tracking records Try to avoid confusion between the tracking navigation buttons and the student navigation buttons which are identical Note the student navigation buttons are at the very bottom left corner of screen You can view the outputs for tracking by using the track tab on the right side of the students window This is called the tracking matrix on line documentation 4 11 Student Optional Tabs In the students window you can show or hide additional information for students
46. e several columns Then choose DELETE from the EDIT menu Save the spreadsheet and try again Also check for rows below the last data row in the spreadsheet WorkExpo is a Microsoft Access database There may be file format and version issues depending on the configuration of your machine and the version of Microsoft Excel you have In this case save the spreadsheet in an earlier version of Microsoft Excel Save your spreadsheet as an Excel 5 0 95 spreadsheet More Detail 10 2 WorkExpo 9 0 User Manual 65 Systems are backwards compatible in Microsoft Office Try saving the spreadsheet in Microsoft Excel version 5 0 format To do this within Excel choose FILE then SAVE AS and in the Save As Type drop down box choose Microsoft Excel 5 0 95 workbook Then try importing again Corrupt workbook The workbook may be corrupt If all else fails create a new blank spreadsheet and copy and paste the selected data records into the new spreadsheet More Detail When you export from your school s database system into Microsoft Excel sometimes additional unnecessary macros and code modules are also exported and these may interfere with the import process Open the spreadsheet containing the data you wish to import Select ALL then choose COPY Create a new workbook and paste the data into the new workbook Save then new workbook and try importing from this new file You are getting the error message Fie
47. e Detail tab In older versions this was called the Background tab 3 Inthe School College dropdown box double click to bring up the Add Edit schools dialog box 4 Click the Assign Students button to start the Assign students wizard 7 You can also start the Assign Students wizard from the Schools Tab in the Options dialog Non WorkExpo Schools If you wish to import data from a non WorkExpo school here are the options available to you 1 Suggest that the school purchase install and use WorkExpo Import the data manually record by record using your copy of WorkExpo 3 If the data is stored electronically you can contact Info Plan Software for a quote to re work the file into a WorkExpo readable format for import 4 Click the Send comments on this topic link at the top right and include details of the requirements in your message 9 1 9 2 WorkExpo 9 0 User Manual 56 Printing Print Work Experience Arrangement form s What to do Notes 1 With the WORKEXPO main WORKEXPO can print on the official department forms or print a facsimile menu on your screen click on the PRINT button 2 The Print Wizard dialog box a gt will appear You can choose to Work Experience Arrangement forms e print an arrangement form for S amp S an individual student or a ee group of students Choose option s below In this example we will print Fiter options for a group of students Studert group flex eg ba d Se
48. e End Of Year Rollover wizard Each of these methods has pros and cons and depending on your situation you may choose one method over the other becuase it suits the way you work and your particular requirements The most efficient and effective way to archive your data is to always archive your arrangement records first Then archive student or employer records as a second step This means that if you wish to restore at a later stage you can restore the student and employer records first then restore the arrangement record If you try to restore an arrangement record without first restoring the corresponding student or employer record you will delete the arrangement record rather than restore it This is because an arrangement can t exist without both WorkExpo 9 0 User Manual 73 related student and employer records The automatic archive wizard will always archive records in the correct order so that there s no likelihood of losing data You should archive all arrangement records for a period of at least five years You can always print a copy of an archived arrangement record even if you have deleted the relevant student and employer records Consider archiving student records for a period of one to two years before deleting them Consider archiving employer records who no longer offer work experience placements or for some other reason are no longer part of the program You can restore delete or print an archived arrangement record o
49. e schools within WorkExpo View select students by school in the LIST tab in the Students window View select students by school in the Statistics tab of the Arrangements window You can use the WorkExpo registered school s details or the student s current school details when printing documents You can assign individual students to a particular school or assign many students to a particular school simultaneously Provides an option to import a school s specific WorkExpo data file into the current data file This would be useful if wanting to merge WorkExpo data files from several different schools into a single large consolidated data file To order or upgrade to the multi schools edition click here http www infoplan com au workexpo wePrice htm Working with Multiple Schools Overview WorkExpo Multi Schools MS Edition supports multiple schools where students are assigned to different schools There is no limit to the number of schools you can add within WorkExpo Multi Schools Edition When a new school is added the new school s address and contact details are also captured Once the school details have been added you can assign students as members of the new school Each student record in WorkExpo must be assigned as a member of a school By default students are assigned as members of the default or registered school The registered school is the default school or college to which the WorkExpo software is registered WorkExpo
50. ed you could print multi school reports and gather Work Placement information for detailed analysis across a range of schools To learn more about See Adding Editing and Deleting Adding editing and deleting schools School Records in WorkExpo Section 8 3 Importing data in WorkExpo How to import data files into WorkExpo from several schools Multi Schools Edition Section 8 7 Working with non Dealing with schools that do not support WorkExpo WorkExpo schools Section 8 11 Et 8 10 8 11 WorkExpo 9 0 User Manual 55 Working with the School Working with the School data file and Multi school projects data file and Multi school projects Section 8 9 Generating statistical information from multi Generating statistical information from multi school sources school sources Generating Statistical Information in the on line documentation Assign Students to a School To assign an Individual student to a school in WorkExpo 1 From the WorkExpo main menu click the large Students button or click the Students button on the tool bar 2 In the Students window click the Detail tab In older versions this was called the Background tab 3 Select the school to assign from the School College dropdown box To assign Multiple students to a school in WorkExpo 1 From the WorkExpo main menu click the large Students button or click the Students button on the tool bar 2 In the Students window click th
51. ee how your text is affected in the preview below Step 2 of 3 67971985 0 00 00 i 37671986 0 00 00 257571985 0 00 00 P 17971984 0 00 00 71 1986 0 00 00 10 Make sure that the COLUMN ORDER Include all columns columns in WorkExpo are in the correct order Use the WorkExpo toolbar to LastName FirstName move columns to the left or DateOfBirth right Form Homegroup Street l Note that these fields are the MINIMUM fields required for Suburb import PostalCode You can add additional fields Phone if required The order of ParentName these fields is not important ParentPhone but their names are Note 11 Use the WorkExpo WorkExpo Toolbar Es toolbar to help you set up the spreadsheet Although gt ab some setting up needs to be done manually Note This file is available for download from our website http www infoplan com au workexpo document workexpo xls 12 Use the ARROWS to move Excel columns to the WorkExpo Toolbar F left or right gt db Move column left Select the column to move by placing the cursor in the selected column then click move left or right on the toolbar 4 FirstName LastName DateOfBirth Form Homegroup Street Suburb PostalCc 2 Kylie Thomes 12 07 84 09C 61 Lakewood Drive Knoxfield 3180 3 Jason Ash 7 09 81 108 4 1 Mclennan Place Preston 3072 4 Sarah ivett 21 10 82 10Z 10 Amery Street Reservoir 3073
52. eet view is displayed To sort the Datasheet grid 1 Place the cursor in the column you d like to sort on 2 Right click for the shortcut menu 3 Choose sort ASC or DESC 4 The Datasheet is now sorted by the selected field To filter the Datasheet grid 1 Place the cursor in the column you d like to sort on 2 Right click for the shortcut menu 3 Choose sort Filter By Selection 4 The Datasheet is now filtered by the selected field value OR use the options in the drop down box at the top of screen To print the Datasheet grid 1 Sort and or filter the Datasheet as necessary 2 Click the Print button 3 If your settings are set to Print Preview the report will show first in preview To copy the Datasheet grid 1 With the Datasheet grid on screen press CTRL A to Select all 2 Open Microsoft Excel 3 Choose Edit Paste to paste the contents into Excel 7 1 7 2 7 3 WorkExpo 9 0 User Manual 45 Multiple Users Multiple Users Overview WorkExpo supports multiple users For example several teachers could share WorkExpo with each logging into the database as a different user The advantage of this is that each user s name and contact details would appear on letters to parents and or employers You can login and log off from within WorkExpo as well From the File menu choose Log Off Note that the phone fax and email numbers are associated with each login user Edit these phone details from Options School
53. em o When you add a new student record you can assign the student as a member of a particular school If you don t assign a student WorkExpo will automatically assign the student as a member of the default registered school Student records can be assigned to schools individually or you can assign multiple students to a particular school in a batch operation thus saving time You can edit or delete existing schools However if you want to delete a school record and there are students currently assigned to that school WorkExpo won t allow this operation until you delete or re assign all existing student members of that school Ej 8 3 WorkExpo 9 0 User Manual 51 A student may only be assigned as a member of one school only When printing documents for students WorkExpo will default to using the registered school s details Optionally you can use the particular details of the specific school when printing for students assigned to that school For example say that the registered school is Demo High and you have imported student records from Sample College When you print the Work Experience Arrangement form for students of Sample College you can choose to use the school details of Demo High School or Sample College As well as being able to import student records in the usual way you can also import WorkExpo data files from different schools This may be useful if you want to merge WorkExpo data files from several different
54. ement form Many other small subtle productivity improvements Little things have been improved here and there which make working with WorkExpo easier and more intuitive that ever before 13 6 1 Upgrade Notes Continued Software Support Upgrading to the version 9 0 includes support until the next version is released This includes web phone and email support to the school All support calls will continue to be handled personally by Terry Chapman Multiple Schools Edition available WorkExpo 9 0 is also offered as a Multi Schools Edition This edition has all the features of the standard WorkExpo package but also includes support for multiple schools This means you can have several cohorts of students assigned to several schools within the one WorkExpo database This edition would be suitable for LLEN s or VET cluster organizations The Multi Schools Edition allows you to import data files from WorkExpo schools and WorkExpo will keep track of which schools students belong to This edition is available as a new full version or upgrade from an existing version More details here Section 8 1 See pricing http www infoplan com au workexpo wePrice htm for costs Network Multi User version now available If you share the WorkExpo database at your school with other teachers and or across campuses you need to upgrade to the Network edition of WorkExpo This Multi User edition of WorkExpo allows for up to 5 simultaneous users Network su
55. en release the left mouse button on the screen after pressing it Most of these shortcuts are use in many Windows programs Using Multiple WorkExpo Data Files Follow these steps 1 Start WINDOWS EXPLORER 2 Navigate to the WorkExpo folder 3 Create a new folder below the WorkExpo folder called Files 4 Copy the file DATA MDB from the How do I do this Windows Explorer is the Windows File Management Tool that will help you get the most out of WorkExpo The default path is C Program Files WorkExpo Choose FILE then NEW FOLDER from the Windows Explorer file menu Then name the new folder from it s default name New Folder to Files This will close the Options Dialog box and return you to the Main WorkExpo folder to the WorkExpo Files Menu window folder 5 Start WorkExpo and linked back and In WorkExpo choose OPEN from the FILE menu navigate to the forward between the two data files data file and click OK WorkExpo will link to that file and remember it next time you start You now have two WorkExpo data files This can be useful if you need to make changes but worry about making mistakes You can also use this method as an alternative to archiving What Teachers Say About WorkExpo Thank you for the fantastic WorkExpo training session yesterday thought it was very well run informative and enjoyable the most useful professional development have done Kasia Kinsky Care
56. ep In the employers window 1 From the Edit Delete menu option choose Delete employer records 2 Inthe Delete Employers wizard select the employers you wish to delete 3 You can select multiple employer records for deletion then single click delete 4 Follow the directions in the wizard 5 Then click the Delete button Method 3 Delete all employer records in a single step In the employers window 1 From the Edit Delete menu option choose Delete ALL employers records 2 Then click the Delete button This will delete all employers 3 All employer records and all arrangement records will be deleted EN All associated details e g arrangements for deleted employers are also deleted Defaults Employer Background Detail You can apply default values to each new employer record in order to save data entry Setting Defaults You can set defaults for background detail information in the employer window This saves having to update individual records if there is likely to be little difference in the values stored for many of your employers If you wish to apply defaults that you have set you have three choices Apply defaults for the current employer Apply defaults for all employers Apply defaults only to new records Make your selection in the Defaults dialog You can set defaults in WorkExpo so that when new records are added certain fields you nominate are automatically populated with default values To se
57. er feature in WorkExpo Here s how 1 From the Main Menu in WorkExpo click the Options button and then click the Data File tab 2 Place a tick in the box Show the WorkExpo data file path in the title bar 3 WorkExpo will now always remind you which data file you are currently using and connected to Why is it so important to know about the data file It is important because you may have more than one data file on your system You need to aviod confusion else you may be writing records to an old or out of date file Automatic Multiple Backups WorkExpo can create multiple backups of the data file This means that if you save a bad data file you still have other good backups from which to retrieve data from in case of an emergency WorkExpo will append the day of the week to each file name so you have will have up to seven backups at any one time This setting is optional To turn on multiple backups 1 From the Main Menu click the Options button 2 Click the Backup tab 3 In the backup options place a tick in the box for Automatic Multiple Backups E Each backup will have the day of the week appended to the file name creating up to seven backup copies of the data file Backup Data File IMPORTANT NOTE You should regularly back up your data 11 4 WorkExpo 9 0 User Manual 70 Your data file stores all information you enter into WorkExpo The default file name is DATA MDB This file by default is located in c pro
58. er on the same page even though their individual work types may be different Each industry sector begins on a new page Parent Mobile Phone WorkExpo now includes a new field for you to store the parent mobile phone number in addition to the separate home phone number and parent work phone Click the Parent hyperlink in the students window MAIN tab to add edit Parent mobile phone number Date Last Edited field Student and employer records now have a Date Last Edited The system updates this date automatically This means you can view say the last five student records you have edited by sorting on this field Improved Arrangement window statistics The statistics available in the arrangements window now provide the ability to drill down to find more detailed information For example a statistic may reveal that there are 6 students on work experience during May Double click on this statistic to see who those six students are WorkExpo 9 0 User Manual 80 Improved Default Date Handling You can now set the default date in letters and reports All of these letters have a date at the top This date by default is set to the current date computer system date You can now change this default behaviour in the Print Settings section of WorkExpo Options Use Specific Date for Letters WorkExpo defaults to the current date for all letters and printed documents In version 9 0 you can override this behaviour and specify a date which WorkExpo will
59. er windows there s an automatic postcode lookup feature This feature allows you to type a suburb name and WorkExpo finds the postcode and populates the postcode field automatically You can specify which state to use by double clicking in the Suburb field When you do this a postcode selection dialog box is displayed You can choose any combination of Australia postcodes or choose to disable the automatic postcode lookup 3 4 WorkExpo 9 0 User Manual 14 feature altogether WorkExpo will remember your settings for future How to set specific state postcode lookup 1 Inthe students or employers window double click the Suburb field 2 The postcode lookup dialog box is displayed 3 Click to include or exclude any combination of States Territories 4 Optionally you can select Don t use Auto Postcode and the feature is disabled The postcode list cannot be edited It is updated with each new version of WorkExpo You can choose multiple states and the postcode lookup will shows all state postcodes selected Using School Logo in Certificates You can use your school logo in certificates and letters in WorkExpo The logo must be an image file bmp gif jpg or png Prepare the image file before adding it to WorkExpo and note the location of the file Try to keep the file size as small as possible To add a logo to a certificate first bring the certificate up in print preview To display a certificate in print preview mode 1
60. ers Counsellor Camberwell Girls Grammar 13 6 WorkExpo 9 0 User Manual 78 have been a satisfied customer of WorkExpo for five years now WorkExpo continues to get better and better Nigel Murray Cleeland Secondary College I have been doing wonderful things with WorkExpo and think it is fabulous Kerri Farrell Copperfield College I ve found WorkExpo to be a lifesaver Over 100 students took up optional work experience this year so it saved me lots of time Very user friendly Julie Ripon Careers Advisor Gippsland Grammar As a fairly ordinary computer user found WorkExpo very easy to learn and use It has the NSW forms and documents as an option highly recommend it A lot of work has been done to make this software idiot proof Brian Dean Eden Marine Technology College NSW May thank you for both your products and your service they have been tremendously valuable in assisting me in my work Peter Astin Mazenod College Mulgrave North Victoria The new additions are fantastic will document all interviews using the counselling section rather than keep a separate written record Mark Paynter Marist Sion College The best bit of software I ve ever bought Melinda Savino Nazareth College Noble Park ve used several work experience software programs but WorkExpo is definitely the best Jacqui Dods Billanook College WorkExpo prints out my arrangement forms in a snap John Fr
61. es including the front end file WORKEXPO MDE reside on the local machine WorkExpo can automatically create a connection to a back end file on a network drive You do not need to copy files manually It is recommended that you use the FILE OPEN command in WorkExpo to point to a data file and connect to it Automatic Network Installation Follow these steps to set WorkExpo up on a work station Log onto the workstation where WorkExpo is to be installed 1 Install WorkExpo on the machine using the Silent switch silent install e g SETUP EXE silent This switch accept all defaults during setup and installs WorkExpo to c program files workexpo Start WorkExpo and test that the sample data is displayed correctly fe ei Register the software in the usual way Register via Options School Enter your school name then the registration code From the WorkExpo main menu click the Options button Click the Network tab Specify the path to the folder in the Network Server data file location box then OO A Oe SI Click the Create Network Connection button WorkExpo carries out the following steps Checks to see if an existing WorkExpo data file DATA MDB is found in your specified network location If an existing data file is found in the specified network location WorkExpo connects to it and renames the data file on local machine to data old If an existing data file is NOT found in the specified network location WorkExpo cop
62. f the current logged in user To change the logged in user without exiting WorkExpo 1 From the File menu choose Log Off 2 From the login dialog box select the user from the drop down list WorkExpo 9 0 User Manual 82 3 Enter a password if necessary 4 You are now logged in as the selected user and WorkExpo will use the logged in user details in all documents and letters 14 1 3 Certificate Printing On Two Pages 14 2 14 3 The student and employer certificates are designed to print on one page only If the certificate is generating two pages the certificate on the first page and a blank second page then your printer may not have been set to Australian A4 size paper All printers are initially set to American Letter size paper which is shorter than Australian A4 The blank page is your printer trying to fit the invisible bottom margin of page one onto a second page To fix this problem have your school s IT support person change the printer setup to A4 size If you are using a school logo with the certificate it may be that you have set the paper length for the certificate too long To fix this display the certificate in print preview mode then 1 Click the Logo Settings button on the Print Preview toolbar 2 In the Logo settings dialog box make sure that Extra Page Depth is set to 0 cm System Requirements Operating System WorkExpo will operate on Windows NT 4 Service Pack 6a Windows 2000 or
63. filter the Datasheet as necessary 2 Click the Print button 3 If your settings are set to Print Preview the report will show first in preview To copy the Datasheet grid 1 With the Datasheet grid on screen press CTRL A to Select all 2 Open Microsoft Excel 3 Choose Edit Paste to paste the contents into Excel Browse Archives 1 From the TOOLS WIZARDS menu select Archive Wizard 2 Select the Browse option 3 In the archive browse window double click a record to view detail for that archived record OR From amywhere withing WorkExpo from the View menu choose Archives You can restore an individual archived record by clicking the restore button on the detail record dialog Print Archived Arrangement HOW TO PRINT ARCHIVED ARRANGEMENT RECORDS 1 Go to the archive browse window 2 Then select the the record by double clicking it 3 Click the Print button WorkExpo 9 0 User Manual 75 12 8 Restore Archived Arrangement You can restore an archived arrangement record Here s how 1 Go to the archive browse window 2 Then select the the record by double clicking it 3 Press the RESTORE button If you want to restore ALL records press the RESTORE ALL button A NOTE Be aware of the problems of restoring archived arrangement records Tell me more Section 12 2 13 13 1 13 2 13 3 WorkExpo 9 0 User Manual 76 Reference Getting Help What to do Notes With the WORKEXPO m
64. formation the better Obtaining WorkExpo Product Updates and Patches You can download any updates available to you directly from the Info Plan Software web site at http www infoplan com au workexpo wePatch htm Licence and Copyright By installing this SOFTWARE you have agreed to this license agreement when you clicked I Agree when you ran the install wizard By proceeding to install this SOFTWARE you have indicated your acceptance of all the terms and conditions stated in this agreement This is a legal agreement between you either as an individual or a single entity and Info Plan Software for this software product which includes computer software and may include associated media printed materials and online or electronic documentation the SOFTWARE By installing copying or otherwise using this SOFTWARE you are agreeing to be bound by the terms of this agreement If you do not agree to the terms of this Agreement do not install or use the SOFTWARE 1 GRANT OF LICENSE This agreement grants you the following rights i EVALUATION LI CENSE You may install and use an unlimited number of evaluation copies of the SOFTWARE on an unlimited number of machines ii SINGLE USER LICENSE You may install and use one copy of the SOFTWARE on a single computer The primary user of the computer on which the SOFTWARE is installed may make a second copy for his or her exclusive use on a portable computer This license is NOT tr
65. g png and gif Set fonts and font sizes for all letters in WorkExpo When setting up letters in WorkExpo you are now able to choose fonts and or font sizes Certificates and lists will still use WorkExpo defaults however Partial Update import of student records With version 9 0 you can perform an update import of student records from your school s central database Any new records are added any duplicate records are ignored and any records which have changed are updated This means that you can effectively update student details at any time from your central database system without losing existing student information Improved Letter Addressing Many small employers sole proprietors have the contact name also entered as the business name For example Terry Jones a self employed solicitor is enter as say Terry Jones BusinessName WorkExpo is now sensitive to this and does not list two repetitive lines on letters Instead of two address lines Terry Jones Contact at BusinessName Terry J ones the contact name and business name are combined to a single line Terry Jones Improved Follow ups Reminders Follow ups within WorkExpo have been extensively re worked and improved You can now view follow ups in a variety of different ways formats Each view can be printed Follow up options have been enhanced and follow up information is more reliable and useful as a result Tracking Student Progress now allows multi
66. gram files workexpo data mdb To backup this file you can copy it using Windows Explorer tools or WorkExpo can create backups for you Follow these steps to backup your WorkExpo data file 1 From the WorkExpo main menu choose the large Options button 2 Click the Back up tab 3 The Backup Options dialog box will be displayed 4 In the File To Be Saved box enter the DATA MDB file and its path This is the file which stores all your WORKEXPO data including student employer and arrangement data 5 Inthe Save As box enter the location and name of the backup The location must pre exist on your system but the name for the Save As backup file can be new You can also choose to be reminded to backup on close 6 Click CLOSE or press ESC to close off the dialog box and save changes NOTES Remember that ALL your data is stored in a single file DATA MDB If you have a reliable recent backup of this file you can completely restore WorkExpo with a minimum of fuss It is recommended that you backup to a network location This is typically the most secure form of backup You can tell WorkExpo to prompt you to backup when exiting the program You can also restore from a previous backup Click the restore tab Also be aware that you can browse and use an existing data file Choose Open from the File menu Lf WorkExpo will also automatically save a daily copy of each backup for each day of the week in the same folder you nominate Optio
67. hange the Regional Settings properties for these data types When using wildcard characters to search for an asterisk question mark number sign opening bracket or hyphen you must enclose the item you re searching for in brackets For example to search for a question mark type in the Find dialog box If you re searching for a hyphen and other characters simultaneously place the hyphen before or after all the other characters inside the brackets However if you have an exclamation point after the opening bracket place the hyphen after the exclamation point If you re searching for an exclamation point or closing bracket you don t need to enclose it in brackets You can t search for the opening and closing brackets together because Microsoft Access interprets this combination as a zero length string If you re searching for values in a table other than a Microsoft Access table such as a Microsoft SQL Server table you may need to use different wildcard characters Delete Employer Records 5 6 WorkExpo 9 0 User Manual 41 There are different methods you can use to delete employer records Method 1 Delete a single employer record In the employers window navigate to the employer record you wish to delete 1 From the Edit menu choose Delete employer 2 This will delete the employer record and any associated arrangement records Method 2 Delete several employer records in a single st
68. hould remain on user s C drive Manual Network Installation Follow these steps to set WorkExpo up on a work station manually using Windows Explorer 1 Log onto the workstation where WorkExpo is to be installed with full software installation and registry permissions 2 Install WorkExpo normally on the machine using the silent switch Quiet install e g SETUP EXE silent This switch accept all defaults during setup and installs WorkExpo to c program files workexpo 3 Start WorkExpo 4 Register the software in the usual way Register via Options School Enter your school name then the registration code 5 Close WorkExpo 6 Using Windows Explorer move the single file c program files workexpo data mdb to a network server location 7 Start WorkExpo 8 WorkExpo will prompt for the data mdb file location on startup 9 Navigate to the network server location of data mdb WorkExpo re connects to this network data file and stores its location for future use Display the Data File Path in the WorkExpo Title Bar WorkExpo can display the current data file path in the title bar to enable this 1 Open WorkExpo at the Main Menu 2 Click the Options button 3 Inthe Options dialog click the DATA FILE tab 4 Click checkbox to enable Show data file path in the title bar 5 WorkExpo displays the current data file path in the title bar Sharing Files between different WorkExpo users 14 6 WorkExpo 9 0 User Manual 87
69. ies the current data file on the local drive to the specified server and then connects to it Then WorkExpo renames the old data file to c program files workexpo data old File Name Default Path after Network Install data mdb Central data file c program files workexpo e g server1 teacher workexpo All other files including WorkExpo mde c program files workexpo c program files workexpo Only a single file data mdb needs to reside on the network server All other files should remain on user s C drive Manual Network Installation Follow these steps to set WorkExpo up on a work station manually using Windows Explorer 1 Log onto the workstation where WorkExpo is to be installed with full software installation and registry permissions 2 Install WorkExpo normally on the machine using the silent switch Quiet install e g SETUP EXE silent This switch accept all defaults during setup and installs WorkExpo to c program files workexpo 14 8 WorkExpo 9 0 User Manual 89 Start WorkExpo Register the software in the usual way Register via Options School Enter your school name then the registration code Close WorkExpo Using Windows Explorer move the single file c program files workexpo data mdb to a network server location Start WorkExpo WorkExpo will prompt for the data mdb file location on startup Navigate to the network server location of data mdb 10 WorkExpo re connects to this network data file and stores it
70. ificate Include the current logged in user s name Include the current logged in user s title Include the current logged in user s signature Include the school principal s name Include the school principal s title Include the school principal s signature Makes the page longer but can create a second page Notes and letters WorkExpo will remember your logo settings from session to session Each Certificate can have its own logo This means that you need to add the logo to each certificate You can set the margins for the certificate by choosing File Page Setup when in print preview You have can different settings and or different logos for the student certificate employer certificate Image formats supported are bmp gif jpg and png You can turn logos on globally from Options Print Settings but the settings you make in print preview override these Be careful using the Extra Page Depth setting as it can create too much space at the bottom of the page an extra blank page may be created E Teacher and Principal signatures are added in Main Menu Options Signatures Using School Logos in Letters You can use your school logo in certificates and letters in WorkExpo The logo must be an image file bmp gif jpg or png Prepare the image file before adding it to WorkExpo and note the location of the file Try to keep the file size as small as possible To add a logo to a letter first displ
71. is entitled to Unlimited email based support for the duration of the multi user license 14 4 WorkExpo 9 0 User Manual 83 Unlimited access to the on line support materials available on the Info Plan Software web site Critical bug fix updates for the duration of the subscription license Telephone support for each member of the multi license agreement Refund Policy The refund policy is fully detailed in the End User License Agreement Section 14 4 section The following is a summary Users must agree to the end user licence agreement before installing the software An evaluation version of the software is provided to allow users to evaluate the software Users should fully evaluate the software before purchasing The software is provided as is No guarantees or warranties are provided Info Plan Software does not provide refunds once software has been purchased Submitting Suggestions and Reporting Issues If you wish to make a suggestion or report an issue you have discovered using HelpStudio you can do so using the on line form http www infoplan com au support support htm Alternatively you can email Info Plan Software support at support infoplan com au The amount of information you can provide us with about the nature of a problem you are having will directly affect our ability to resolve it The more information you can provide about your environment the steps to reproduce and any other relevant in
72. is means that after auto archiving there will be 0 students and 0 arrangements in the main system You can view and or restore your records once archived See Restore Archives Section 12 8 You can view the archives at any time by selecting ARCHIVES from the VIEW menu Are there any alternatives to Auto Archive Yes you can archive your records using the archive wizard instead See the Archiving Section 12 1 records tutorial Alternatively you can archive your records using a file based approach See File based approach to archiving records Another options is to archive arrangement records only and roll over the student records by performing an update import Section 10 3 12 5 12 6 12 7 WorkExpo 9 0 User Manual 74 Archive Data Sheet View You can view Archives in DataSheet view from the Archives window Click the View Datasheet icon on the toolbar and the Datasheet view is displayed To sort the Datasheet grid 1 Place the cursor in the column you d like to sort on 2 Right click for the shortcut menu 3 Choose sort ASC or DESC 4 The Datasheet is now sorted by the selected field To filter the Datasheet grid 1 Place the cursor in the column you d like to sort on 2 Right click for the shortcut menu 3 Choose sort Filter By Selection 4 The Datasheet is now filtered by the selected field value OR use the options in the drop down box at the top of screen To print the Datasheet grid 1 Sort and or
73. kExpo can be installed across a local area network for data sharing by several users Only a single file data mdb needs to be deployed to the network server Any other installation will mean that users may lose WorkExpo program settings between sessions Also WorkExpo may run considerably slower if the front end file workexpo mde is deployed on the server In this article you learned about the considerations that IT managers need to be aware of when developing and using WorkExpo in a LAN environment Data File Overview All the information that you enter into WorkExpo is stored in a single data file It s default name is Data mdb and it normally resides in the C Program Files WorkExpo folder This file contains all your important information and should be carefully backed up regularly WorkExpo can create multiple backups of the data file This means that if you save a bad data file you still have other good backups from which to retrieve data from in case of an emergency WorkExpo will append the day of the week to each file name so you have will have up to seven backups at any one time This setting is optional To turn on multiple backups 1 From the Main Menu click the Options button 2 Click the Backup tab 3 In the backup options place a tick in the box for Automatic Multiple Backups 14 9 WorkExpo 9 0 User Manual 90 Each backup will have the day of the week appended to the file name creating up to seven backup copies of the d
74. klist style approach This may be useful if you d like to keep track of how students are progressing with their arrangements for placement A student may have more than one placement and WorkExpo allows you to track each of these separately To customize the tracking feature In the Students window click the Track tab Click the Customize button Select the number of items you d like to keep track of from the drop down list 1 2 3 4 Edit the text of each of the items to track You can include any text you wish Tell me more 5 Select OK to save your changes or Cancel to undo 6 You can change the number of items or the text of these items at any time To link tracking with an arrangement 1 In the Students window click the Track tab 2 Click the Link to Arrangement blue link 3 A drop down box appear at the top of the tracking list Any arrangements the student has will appear here 4 Select the arrangement from the drop down box you d like to associate with this tracking record if more than one 5 This tracking record is now linked to this arrangement To UNlink tracking with an arrangement 1 In the Students window click the Track tab 2 Select the student with a tracking record linked to an arrangement 3 Click the delete hyperlink blue to delete the tracking record 4 Anew empty unlinked record replaces the previously linked record 5 This tracking record is now UNlinked to any arrangement To a
75. ld ROW1 doesn t exist in the destination table tbll mportHeaders When school data is exported to Excel it sometimes exports a ROW1 column as the last column in the spreadsheet This column is hidden but if you check the column headers you will notice that the sequence is missing a letter of the alphabet Check the column to the right of the last data column and unhide it Choose Format Column Unhide to see the hidden column Remove this column completely by selecting the entire column and choosing Delete from the Edit menu Error message Field ROW1 doesn t exist Import Employer records Import employersYou can import employer records into WorkExpo from any external electronic system You must however do this as a 2 step process Export the required records from your system to an Excel file in xls format Import this file into WorkExpo by choosing Tools Wizards Import wizard Select Import Employer records option from the Import wizard Follow the Import Wizard s instructions on screen Export employer records to an XLS spreadsheet then use that spreadsheet as a template for your import EMPLOYER FIELDS Full List BusinessName ContactSalutation ContactFirstName WorkExpo 9 0 User Manual 66 Contact nitial ContactLastName Emp Postalcode Emp WorkPhone EmplFaxPhone Emp IMobilePhone LetterName ReservedText ReservedDate ReservedBoolean EmpI MailPostalcode EmplEmail
76. lect the print for several Students with arrangements by date students option Students without arrangements by date Click NEXT ash oe Arrangements of 5 or fewer days by date 3 Select WE Arrangement forms and click NEXT 4 Select students You can select students by date or alternatively print forms for all students in WORKEXPO 5 Select to print on Do this by clicking I want to print on official department forms official department forms Choosing this option will print data only so that you print on the official forms 6 Choose Preview or print and click FINISH Sample Documents WorkExpo can generate the following documents WorkExpo 9 0 User Manual 57 DEPRETHEN TOF SO EDUCATION WORK EXPERIENCE EMPLOYER S REPORT ON STUDENT W ORK EXPERIENCE sawo HIT too COLLEGE w n here M H il SSS R mused das Enebe Kire rank SE Tiis arm ine br breef irha H denl be Sm Reda er eed m Pn AEO DOC COLLEGE Maraki Ka rarere ar mad rd ba kr eh el kire FT o WEICKER O28 68 OT DREES CIE Ball enn maner N n lune Geh Orsi msnizrksnckrbegt bdi 23 Teslhsn De Rat Tiri R mer aruo Tar s ch R _ A T 0 22 00 0 0 2 0 vu i C zsm es L LEETE Cerdd 20 Le AE Bi m E EE KEEN Demrp ben sfkekt Som mmm mmm wl Prandi tenes Rade ma s 1 _ Employer report form Work experience arrangement form MACLEODTECHNICAL COLLEGE Aen Me E EE EE RR TET Ibba Zen Helen Wad EaprrveeCourd
77. lete WorkExpo Users In previous versions of WorkExpo the school phone numbers were stored with the school details With the introduction of multiple users in WorkExpo these details are now stored on a user by user basis To add edit or delete school phone fax and email details 1 From the WorkExpo main menu click the large Options button 2 In the school details section choose Add Edit Delete WorkExpo users 3 Add or edit the details for each WorkExpo user 1 4 1 5 WorkExpo 9 0 User Manual 7 The phone fax mobile phone and email for the logged in user will appear in all documents and letters How to add a password for a particular user 1 Log into WorkExpo as the user you wish to set a password for Note that you can Log Off and change users without having to close WorkExpo To do this choose Log Off from the File Menu 2 From the WorkExpo main menu click the large Options button 3 In the Options dialog click the Password tab 4 Add or edit the password for the logged in WorkExpo user Next time WorkExpo starts you will be prompted for a password Ei You can add up to 5 users if you have a network licence Single Or Multi User Licence The licencing structure for WorkExpo has changed in Version 9 0 Prices for the stand alone products have not altered but multi user licences have been introduced as more schools share WorkExpo among work education teachers VCAL and VET co ordinators MIPS officers and a range of
78. ll always warn you of this before deleting any records Exit Students WorkExpo allows you to capture information in relation to students who have left or are leaving the school These Exit students can be followed up at a later date in relation to student destination post school and exit patterns can be established To capture information about Exit students 1 Inthe Students window click the Options tab at top right of screen 2 Make sure there s a tick next to EXIT Capture details of school leaving 3 This displays an EXIT tab in the student details area 4 Add information regarding the Exit student here To print information about Exit Students 1 Click the PRINT button on the Main Menu 2 Choose Other Lists EXIT Students lists To see statistics about EXIT students 1 Click the PRINT button on the Main Menu 2 Choose Miscellaneous Program Statistics 3 Inthe Program Statistics dialog choose EXIT Students 4 Select the statistic you like figures for from the drop down list To view a list on screen about Exit Students 1 In the Students window choose the VIEW menu option 2 Next choose View Exit Students 3 Inthe View Exit Students grid choose options as necessary WorkExpo 9 0 User Manual 35 e Note A student is an Exit student when they have an Exit Date assigned to them 4 10 Tracking Students You can track a student s progress towards or through work experience using a chec
79. llow WorkExpo to be password protected To set a password click Options Password from the Main Menu E To set or remove a password you must be logged in as the current user User Passwords To add or remove a user password for a single user in WorkExpo From the WorkExpo Main Menu click the large Options button Select the Password tab Here you can set change or remove a user password How to add or remove a password for multiple users of WorkExpo 1 Log into WorkExpo as the user you wish to set a password for Note that you can Log Off and change users without having to close WorkExpo To do this choose Log Off from the File Menu 2 From the WorkExpo main menu click the large Options button WorkExpo 9 0 User Manual 47 3 In the Options dialog click the Password tab 4 Add or edit the password for the logged in WorkExpo user Next time WorkExpo starts you will be prompted for a password E You must login as the user you wish to set a password for 7 5 3 Effective Passwords Whether your goal is to protect sensitive WorkExpo data or to keep staff from reading your personal e mail passwords will help But not just any password will do Learn how to create the best type Passwords can keep prying eyes from seeing what they shouldn t if you take the time to create strong ones and if you follow some simple rules of password maintenance Follow our small business advice and make yourself less pr
80. ment Small medium 20 to 99 Demonstration Colleze 1 Work Experience Small medium 20 to 99 Demonstration Colleze 1 Small 6 19 Demonstration College 2 Micro 2 to 5 employees Demonstration Colleze 5 Large medium 100 to 199 Demonstration Colleze 2 Letter Setup and Margins You can change the setup of letters and documents in print preview mode 1 Select the letter or document you wish to change and view it in Print Preview 2 In print preview mode click the FILE menu and choose PAGE SETUP 3 In the MARGINS tab choose smaller or larger margins to move the letter around on the page as necessary Letters in WorkExpo do notz word wrap So if you make the LEFT margin wider or the RIGHT margin wider then check that the body text is not being truncated which may occur Troubleshoot Printer Prints Blank Page When printing the work experience arrangement form or the student certificate sometimes the printer may print a blank page If the student or employer certificate is generating two pages the certificate on the first page and a blank second page then your printer has not been set to Australian A4 size paper All printers are initially set to American Letter size paper which is shorter than Australian A4 The blank page is your printer trying to fit the invisible bottom margin of page one onto a second page To fix this problem have your school s IT support person change the printer setup to A4 size WorkExpo 9 0 User Ma
81. n and software included in the setup package is copyright Info Plan Software All rights reserved Info Plan Software Networking WorkExpo Summary This article explains the network setup for WorkExpo and describes the issues that IT managers should consider when installing WorkExpo in a shared environment across a Local Area Network LAN Contents Introduction Automatic Network Installation Manual Network Installation Display the Data File Path in the WorkExpo Title Bar Sharing Files Between Different Users of WorkExpo WorkExpo Will Run Slower Across a LAN WorkExpo File Format Microsoft Access Conclusion Introduction WorkExpo is a Microsoft Access database It consists primarily of two key files databases WORKEXPO MDE front end and DATA MDB back end It should be installed so that the data file may be shared by different users at different locations while all other files including the front end file WORKEXPO MDE reside on the local machine WorkExpo can automatically create a connection to a back end file on a network drive You do not need to copy files manually It is recommended that you use the FILE OPEN command in WorkExpo to point to a data file and connect to it Automatic Network Installation Follow these steps to set WorkExpo up on a work station 1 Log onto the workstation where WorkExpo is to be installed 2 Install WorkExpo on the machine using the Silent switch silent install e g SETUP EXE
82. n the employer evaluation form 1 See a oh Start WorkExpo and go to the Main Menu Click the large OPTIONS button on the Main Menu Click the General tab Click the Edit Criteria Items in Employer Evaluation form link Highlighted in blue There are 2 separate sets of criteria items One for work experience placements and another set for non work experience placement e g VET VCAL Edit the criteria item s here LZ NOTE You are not able to add or remove the number of criteria items but they all can be changed You able not to change the overall layout of the document 10 10 1 Import and Export WorkExpo 9 0 User Manual 64 Troubleshoot importing records Follow these steps to troubleshoot problems when trying to import records into WorkExpo from a Microsoft Excel spreadsheet Possible problem Column missing Header missing or not spelled correctly Hidden column or row within the data Hidden data in spreadsheet File format conflict Resolution In Microsoft Excel check that all required columns are present If a column is missing then the import will fail P More Detail The required columns are FirstName LastName DateOfBirth Form Homegroup Street Suburb Postalcode ParentName ParentPhone and Note All columns must be present including HomeGroup even if your school does not have homegroups In this case include the Homegroup column and column header but leave the column i
83. nally you save multiple copies of the file Check the Automatic Multiple Backups tab in the Options dialog Backing up to a CD You can backup to CD if you are using Windows XP and you have a CD Burner installed If you are using Windows 2000 or earlier versions of Windows you will get a message which says You cannot save in the folder you specified when you try to point to the CD Rom drive as the folder to save in Of course if you don t have a CD burner installed you can t backup to CD Follow these steps to backup your WorkExpo data file to CD under Windows XP 1 In WorkExpo go to the Main Menu and click the large Options button 2 Click the Backup tab 3 Inthe Save as box enter the path to the CD Rom drive or click the Browse button and navigate to the CD Rom drive 4 Enter a File Name to save as e g DataBackupFriday mdb Then click the Backup Now button WorkExpo will tell you that the backup is successful but what has happened is that Windows has WorkExpo 9 0 User Manual 71 copied the file to a temporary folder on the C drive as C Documents and Settings lt Username gt Local Settings Application Data Microsoft CD Burning 7 Next a pop up window in the bottom right corner of Windows will appear You have files waiting to be written to the CD X To see the files now click this balloon This will offer to burn the file to a CD ROM Of course you must a CD Burner installed to use this feature Finally cli
84. nce in the archive Archived records can be restored or deleted from the archive Once deleted from the archive they cannot be restored Archived records are part of the file Data mdb When you save or backup this file you will also be backing up your archives Double clicking on any archived record in an archive will show details for the record in addition to further options Y Arrangement records First Into the Archive Last Out of the Archive 12 3 Archive Or Delete 12 4 In general terms you should archive records rather than delete them Why By archiving records you have a permanent record of past programs You can print an arrangement record for a past student if the record has been archived You can compare past programs with present day programs Archiving records allows you to undo or un archive the record if you make a mistake You can delete records directly from the archive if necessary Auto Archive You should archive your data so that you may refer to it in the future if necessary At the end or beginning of a year is the usual time to archive your data The Auto Archive wizard will archive your data and clean out your student and arrangement windows What does Auto Archive do Automatically archives all student records and all arrangement records within the WorkExpo data file Empties the records from both the students and arrangements windows so that these areas are ready for new records Th
85. ng version Follow these steps 1 Start WorkExpo and click the OPTIONS button on the main menu 2 In the SCHOOL DETAILS tab make sure that your school name is correctly entered 3 Click the REGISTER button 4 Enter the WorkExpo registration code This can be found on the front of the WorkExpo CD cover Ensure that the school name is entered correctly before attempting to register using the registration code The code itself is linked to the name of the school and internally converts the name of the school to a number which must match the registration code D If you have already registered and are trying to change the name of the school this is not possible WorkExpo 9 0 User Manual 8 You need to contact Info Plan Software on 03 9531 1091 if you need to change the name of the school after it has previously been registered 1 6 WorkExpo 9 0 User Manual 9 Understanding WorkExpo Notes about the DATA MDB file All the information that you enter into WorkExpo is stored in a single data file This file s default name is DATA mdb although you can name it anything you like and it normally resides in the C Program Files WorkExpo folder This file contains all your important WorkExpo information and should be carefully backed up regularly Always back up the data file after each session Back up strategies WorkExpo will create a backup copy of your data file when you exit the program To ensure this select OPTIONS then
86. nual 62 HP LaserJet 4L Advanced Options zi xd G HP LaserJet 4 Advanced Document Settings TrueType Font Substitute with Device Font GZ Document Options Advanced Printing Features Enabled Halftoning Auto Select Print Optimizations Enabled 2 A Printer Features EconoMode EconoMode Off REt DEL On Image Control ImageAdapt Auto Print Density 3 9 8 Print Wizard Use the Print Wizard to print Multiple documents for an individual student Multiple copies of a single document for multiple students Lists and Reports Documents for Visiting Teachers Work Experience Arrangement Forms Statistics relating to work experience Mailing labels for employers Blank work experience arrangement forms Student and employer certificates Custom one off letters to employers and more How to start the Print Wizard Click the large Print button on the main menu OR Choose Print Wizard from the File menu Sorting and filtering results using the Print Wizard You can sort the results in the Print Wizard by choosing the sort order on the last page of the wizard You can specify a particular year level or homegroup or use a custom group Section 4 14 You can use date parameters in many reports 9 9 WorkExpo 9 0 User Manual 63 The Print Wizard gives you the most options when it comes to printing from WorkExpo Employer Evaluation Form You can edit the criteria items i
87. o data file easily Select File New from the WorkExpo menu bar This create a blank empty data file and links to it then opens it If sample records records are not required they can easily be deleted Choose Delete Sample Records from the Tools Utilities menu in WorkExpo You can generate statistical information showing trends across a range of schools See generating statistical information on line documentation You can assign students as members of a particular school within WorkExpo See assigning students to schools Section 8 10 A You cannot import school data files which themselves contain multiple schools To learn more about See Adding Editing and Deleting Adding editing and deleting school records School Records in WorkExpo Section 8 10 Importing data in WorkExpo How to import data files into WorkExpo from several schools Multi Schools Edition Section 8 9 8 8 8 9 WorkExpo 9 0 User Manual 54 Working with non Dealing with schools that do not support WorkExpo WorkExpo schools Section 8 11 Working with the School Working with the School data file and Multi school projects data file and Multi school projects Section 8 9 Generating statistical information from multi Generating statistical information from multi school sources school sources Generating Statistical Information in the on line documentation Import School Data File You can import W
88. one to security breaches when running a business or starting a business How effective are the passwords you currently use Ask yourself a few questions to check your current computer security TIP You should change your PC password regularly and Windows XP makes it easy to do Simply open User Accounts in the Control Panel and pick the user account where you want to make the password change Click on the option to change or reset your password the wording may vary depending on which version of Windows XP you use You can also create a password for your account if you don t currently use one Do use passwords that someone could easily guess like my birthday or my child s name Do use common words found in the dictionary for my passwords Do routinely tick the box next to Remember this password so don t have to type them in every time Are my passwords written down where someone might find them Do use the same password for everything If you answered yes to any of the questions the data on your computer is vulnerable Your passwords are not working as hard as they could be Why Am I Vulnerable Here s why the very common password practises noted above put you at risk and what you can do to fix them Easy guesses If someone in your office has access to your computer it s likely they also know something about you So avoid using your name or the names of family members or pets as passwords
89. oose VISITS from the VIEW menu 3 Select the visiting teacher from a drop down list 4 Click the PRINT button on the bottom right to view a hard copy document Ge Ci te P 3 7 3 8 WorkExpo 9 0 User Manual 17 Creating and Saving Custom Letters WorkExpo allows you to write a custom letter to a selected employer and save the custom letter to be re used later You can choose to create new custom letters or edit your own existing custom letters You can also print custom letters you have written and saved Custom letters are designed to allow you to create and saved one off letters e g a Cancellation letter which you might use occasionally Custom letters can only be sent to employers and they can t be merged or bulk generated They are designed to be sent to a single employer at a time With the WORKEXPO main menu on your screen click on the PRINT button The Print Wizard dialog box will appear Select Custom letters to employers and click NEXT Follow the steps that WorkExpo walks you through e SE ie Each letter that you write must be given a name which you enter in the Letter Type box while the text is entered in the Letter Text area 5 When writing a new letter include only the body text of the letter Do not include Recipient Address Date WorkExpo will take care of these parts of the letter To delete a custom letter press DELETE The currently displayed letter will be permanently deleted A
90. ord Count ES AutoSummarize AutoCorrect Track Changes gt Merge Documents Protect Document E Envelopes and Letter Wizard Macro gt Templates and Add Ins Customize Options 4 The Mail Merge Helper Mail Merge Helper Wizard appears Use this checklist to set up a mail merge Begin by choosing the Create button Main document Create Y E 2 Data source Get Wate 3 Merge the data with the document 5 The Mail Merge Helper Step 1 is CREATE new document has 3 steps 6 Click CREATE WorkExpo 9 0 User Manual 24 Mail Merge Helper 2 x Use this checklist to set up a mail merge Begin by choosing the Create button Cc Main document pa Mailing Labels 2 Envelopes Catalog Restore to tioma Worn Document 3 Merge the data with the document Merge Cancel 7 Select Form Letters Form Letters are a way to create a page for every record in our data source This means a page for each student record for example Hicrosoft Word X 9 To create the form letters you can use the active document window Document1 or a new document window New Main Document 8 Next the wizard asks if Click Active Window you d like to use the Active Window 9 Click the GET DATA button This is the second step in the wizard In this step you can create a new data source or
91. orkExpo data files from different schools This may be useful if you want to merge WorkExpo data files from several different schools These files could be merged into a single large consolidated data file Once this consolidated file had been created you could print multi school reports and gather Work Placement information for detailed analysis across a range of schools To import a school data file into WorkExpo 1 From the WorkExpo main menu choose FILE from the menu then IMPORT 2 Then choose import school data file 3 Browse to the data file This will have an mdb Microsoft Data Base extension 4 Click OK to import the file As an alternative to importing data files you can connect to a particular data file and open it To do this choose File Open from the file menu All student employer and arrangement records are imported In addition the imported school s details are also imported and the students are assigned as members of the imported school However no counselling tracking EXIT follow ups or archive information is imported E You cannot import school data files which are themselves multi school data files Import School Data Files Detailed Information You can import WorkExpo data files from different schools This may be useful if you want to merge WorkExpo data files from several different schools These files could be merged into a single large consolidated data file Once this consolidated file had been creat
92. orkExpo demo program not in the data As a result you may add new data to the demo and then continue to use the same data file when you purchase the full program The demo includes an on line help system You can turn the demo into a full working version without the need to re install software Simply telephone the number below with your school s order number and a registration number to unlock the demo will be supplied There are several tutorial files available on the CD Check the Tutorial and Lessons folders The audio visual demos can be viewed directly on your computer from the CD Rom We hope that you will enjoy looking at WorkExpo If you require further details about the product please telephone 03 9531 1091 during business hours Delete Sample Records You can delete the sample records in WorkExpo while at the same time not deleting any of your own records which you may have added 1 Make sure that you have a good backup of your data file 2 From the Main Menu menu bar at the top of screen 3 Choose Tools Utilities Delete sample records This removes the sample student and employer records but does not delete any of your own records School Details On the School Details page you can enter the school details for your school or college Enter the address details for the school indicate what the public liability is and Principal name and Title These details will appear on letters generated by WorkExpo Add Edit De
93. ou are working Using an ink jet printer Show or Hide the School Details information in letters Set up your own custom letters Using signature images in letters Warning you of various errors or possible conflicts while you work See the OPTIONS chapter in the WorkExpo Help File 3 1 3 2 3 3 WorkExpo 9 0 User Manual 13 Tutorials Learning WorkExpo Overview There are several ways to learn how to use WorkExpo Choose one of the options below for more details Displaying a list of audio visual tutorials In WorkExpo click the Help menu then Tutorials A list of several audio visual tutorials will be available to view on screen or 1 Go to the InfoPlan website http www infoplan com au workexpo and click On line Tutorials The list of tutorials will be displayed allowing you to easily choose which tutorial to watch Audio visual tutorials on the WorkExpo CD in the Tutorials folder 4 Viewlets short video demos on the Info Plan web site Click here to view a sample Viewlet http www infoplan com au workexpo viewlet overview viewlet overview_viewlet_swf htn Default Dates In the Arrangements window you can set a default start date and a default end date so that each newly created arrangement record has the start date and end date filled in with your current block dates You can also have a list of alternative dates to choose from in the start and end date drop down boxes To set a default st
94. pitality and Tourism etc Both listings within WorkExpo can be edited Double click the text box to edit the drop down list To add Industry Sector descriptions to Employers At the Main Menu click the EMPLOYERS button In the EMPLOYERS window click the DETAILS Background Details tab You will see that there s an INDUSTRY SECTOR field drop down the list to view the possible items To add edit or delete items in this list double click the INDUSTRY SECTOR field To ADD a new item click into the last row and type the item e g Automotive To DELETE an item select the item by clicking the little grey box at the left of the item oy So ee To EDIT an item simply click into the item and edit Changes are saved automatically You can print arrangement lists by grouped by Work Type or grouped by Industry Sector Select Arrangement Lists in the Print Wizard User Defined Fields Is it possible to change the field names in WorkExpo Yes and No The field names in WorkExpo are generally not customizable However the field names in the User tab in Student and Employer windows are entirely customizable These tabs contain user defined fields You can not only enter your own field names but you can also decide whether the field is a text box or a drop down box If you select a drop down box then you also have control over the items that appear in the drop down box To see what you can do with student user defined field
95. ple tracking In previous versions of WorkExpo the tracking feature was available on a single item basis Version 9 0 allows multiple tracking for each student This means that if a student has two placements you can now track the progress of each separately You can link tracking to a specific arrangement A new batch update wizard for tracking is also available New Delete Wizard Allows easy database clean up With the new delete wizard you can delete students by year level or by homegroup and delete them all easily You can select several students from any mix of year and or homegroups and delete them all with a single click The Delete wizard Works with employer records too In previous versions of WorkExpo you could only delete one student or employer at a time Improvements in Archiving In the archive wizard you can now multi select students and or employers for archiving The archives now display a new column which shows the Year that records were archived thus when browsing the archives you can see at a glance when records were archived The archived date and the user who archived the records is also visible All archives are now available in a Datasheet view which means that you can sort and filter the archives You can also copy and paste archived records into Excel None of these things were possible in previous versions Help File completely re written The WorkExpo on line help has been re written and extended to provide more assi
96. po Schools Printing 9 1 Print Work Experience Arrangement form s 9 2 Sample Documents 9 3 Letter Sample 9 4 Certificate Student 9 5 Statistics Sample 9 6 Letter Setup and Margins 9 7 Troubleshoot Printer Prints Blank Page 9 8 Print Wizard 9 9 Employer Evaluation Form Import and Export 10 1 Troubleshoot importing records 10 2 Import Employer records 10 3 Update Import 10 4 Import signature images 10 5 Exporting Backup and Restore 11 1 About The Data File 11 2 Automatic Multiple Backups 11 3 Backup Data File 11 4 Backing up to a CD Archiving 12 1 Archiving Records And End Of Year Rollover 12 2 Archiving Records 12 3 Archive Or Delete 12 4 Auto Archive 12 5 Archive Data Sheet View WorkExpo 9 0 User Manual 4 52 52 52 53 53 54 54 54 55 55 55 56 56 56 58 58 59 59 60 60 61 61 61 62 62 63 63 64 64 65 65 66 66 67 67 67 68 69 69 69 69 70 70 71 72 72 72 73 73 73 74 12 6 12 7 12 8 Browse Archives Print Archived Arrangement Restore Archived Arrangement 13 Reference 13 1 13 2 13 3 13 4 13 5 13 6 Getting Help Keyboard Shortcuts Mouse Shortcuts Using Multiple WorkExpo Data Files What Teachers Say About WorkExpo What s New In Version 9 0 14 Technical amp Support 14 1 Troubleshooting 14 1 1 Trouble Shooting FAQ 14 1 2 Phone and Fax Issues 14 1 3 Certificate Printing On Two Pages 14 2 14 3 14 4 14 5 14 6 14 7 14 8 14 9
97. porting any school data file it s a very good idea to ensure that you have a good backup of your current data file The information you import from a particular school data file is only as good as has been entered into that file in the first place For example it duplicate records exist in the original then the consolidated database will also contain duplicates Only the student employer arrangement and school details records are imported No lookup tables are imported neither are any support tables containing information about visiting teacher lists work experience type lists supervisor lists student tracking student preferences student counselling exit details or user defined information When you import a school data file all student records imported with that data file are assigned as members of the imported school Of course you can change this once the records are imported Once the records have been imported and you try to re import the same data file again WorkExpo will warn you that the school s records have already been imported but will allow you to proceed if you choose This of course will lead to several duplicate records including duplicate arrangement records You cannot un import a data file It is recommended that if you are dealing with a large number of schools you create a schools folder under the WorkExpo data file folder This will make working with the data file easier You can always create a new blank WorkExp
98. pport is also included The stand alone version may only be used by a single nominated teacher and does not include network support User Profiles and Software Settings During the upgrade your data file will be modified structurally but the content of the data file will remain unchanged All of your user settings will also be migrated during the upgrade If you share WorkExpo with other users you will need to run the software upgrade on each user machine separately Setting the Defaults The defaults settings which you have stored in your Windows registry will not be changed All settings will remain in the same hive place in the Windows registry Improved Installation routines WorkExpo 9 0 will detect your version of Microsoft Office and install the correct version files In the past version issues with Microsoft Office and particularly Microsoft Access caused some problems for school IT support staff The new installer detects versions and settings and installs the correct files seamlessly 14 Technical amp Support 14 1 Troubleshooting 14 1 1 Trouble Shooting FAQ WorkExpo 9 0 User Manual 81 What to do if 1 Dates don t seem to work properly in WORKEXPO 2 Pages don t seem to print properly 3 Some paragraphs seem to be overprinting onto other paragraphs 4 WORKEXPO is not calculating a student s AGE properly 5 My DATA MDB file is too big to fit on a floppy disk 14 1 2 Phone and
99. ptional student information Description Provides a DETAIL tab which shows detailed information for the current student Fields such as gender and language spoken at home are available To make this tab visible place a tick in the DETAIL check box See Setting Defaults Defaults Student Background Detail in the on line documentation for students DETAIL Displays a tab PREFER where students can indicate a preference for work experience WorkExpo will try to match individual student preferences with employers See Student Preferences on line documentation Displays TWO tabs called TRACK On the left side of screen the TRACK tab is used to capture information relating to tracking a student s progress towards work placement The other TRACK tab on the right of screen provides a matrix where tracking outcomes are visible See Tracking Overview Section 4 10 PREFER Provides a tab where you can capture counselling information about students Each counselling interaction can be captured COUNSEL to provide a counselling history on a student by student basis See Counselling students on line documentation A tab where you can enter your own user defined fields Section 3 14 IS When tabs are hidden the information is not deleted only hidden Setting Defaults USER DEFINED You can set defaults in WorkExpo so that when new records are added certain fields you nominate are automatically populated with defa
100. r inability to use this Info Plan Software product even if Info Plan Software or its dealer have been advised of the possibility of such damages Some countries do not allow the exclusion or limitation of certain implied warranties or the limitation of the foregoing warranty or the exclusion or limitation of incidental or consequential damages in which case and to the extent such exclusion or limitation is not allowed some of the foregoing limitations and exclusions may not apply to you HIGH RISK ACTIVITIES The SOFTWARE is not fault tolerant and is not designed or intended for use in hazardous environments requiring fail safe performance including without limitation in the operation of nuclear facilities aircraft navigation or communication systems air traffic control weapons systems direct life support machines or any other application in which the failure of the SOFTWARE could lead directly to death personal injury or severe physical or property damage collectively High Risk Activities Info Plan Software expressly disclaims any express or implied warranty of fitness for High Risk Activities GENERAL PROVISION You shall have no right to sub license any of the rights of this agreement for any reason In the event of the breach by you of this Agreement you shall be liable for all damages to Info Plan Software and this Agreement shall be terminated If any provision of this Agreement shall be deemed to be invalid illegal or unenforce
101. r s name Include the current logged in user s title Include the current logged in user s signature Include the school principal s name Include the school principal s title Include the school principal s signature Makes the page longer but can create a second page Notes each letter and letters each letter WorkExpo will remember your logo settings from session to session Each letter can have its own separate logo This means that you need to add the logo separately to You can set the margins for the letter by choosing File Page Setup when in print preview You have can different settings and or different logos for the student certificate employer certificate Image formats supported are bmp gif jpg and png You can set logos on globally from Options Print Settings but settings you make in print preview override these Be careful using the Extra Page Depth setting as it can create too much space at the bottom of the page an extra blank page may be created Each letter can have its own separate logo This means that you need to add the logo separately to E Teacher and Principal signatures are added in Main Menu Options Signatures Assign Teacher Visits You can assign teachers to visit students on Work placement You can do this at the time of creating the arrangement or add this information later Follow these instructions to assign teacher visits 1 Go to the Arrangements window 2 Ch
102. rd or some variation of it for everything That reduces the need to remember lots of different passwords However it also means if someone figures out your password once they can access everything you ve password protected Not only is it a good idea to have different passwords it s also a good idea to change them frequently What s a Strong Password A strong password will typically have the following characteristics It s at least eight characters long and the longer the better It includes upper and lower case letters as well as numbers and symbols It is changed frequently A new password is significantly different than the previous one Based on these criteria the following are examples of strong passwords d amp C24 Zp gt gt 18 M a09 b aTQ Those passwords would be difficult to crack but they d also be difficult to remember especially if you have a number of passwords with that level of complexity Creating Strong and Memorable Passwords Computers running Microsoft Windows XP Professional Windows Small Business Server 2003 as well as Windows NT and Windows 2000 all support strong passwords They also support pass phrases which can be easier to remember Examples of pass phrases might be ate mangoes in Cairns 3 shoes the store cost 92 Another approach is to select a phrase but use only the first character of every word For example Ocw13iJ Our cat was 13 in Jan Mcif amp h 17 M
103. rms printed from WorkExpo will now only ever print the first page WorkExpo can print both sides of work experience arrangement form if you are using a duplex printer 3 13 Swap Data files between Two Computers You can transfer the WorkExpo data between two computers SEE RT es me ee shame MO on te ewes tet bang we s hemor tong man EI EECH HA El Aessen SES 3 14 User Defined Fields User defined fields provide a way where you can store information which you determine You can specify the name of the field and you can choose whether the field is a text box or a drop down box If you choose a drop down box you can specify default values for the drop down box For example if you added a user defined field called Sport you could include a drop down box which may contain items such as Football Hockey Cricket etc as possible choices You can add up to ten user defined fields to the Students window and five user defined fields for employers oe ewe O mamase irte samen cent O ee zm mmm O we zeg rt e gbergeeng O m et meng fern ge a ta D mm EE ee rr rr pm k j H i iiiiiiiiii WorkExpo 9 0 User Manual 30 SCCECCR EERE Settee ene TITTI 1 To display field names back on the main student window enter the field names you wish to use here on the left here 2 On the REPORT tab you can enter the Name of the Report and a report description um OCOCOtLECE DAG MAIEAN BINC 4 1 4 2 4 3
104. rrangements window in this way Once the record has been entered click the Save button on the toolbar or move off the record to another record EN The minimum fields are student employer start date end date and work type Setting fonts and font sizes in letters When setting up letters in WorkExpo you are able to choose fonts and or font sizes Certificates reports pro formas and lists continue to use WorkExpo font defaults Follow these instructions to set up fonts and font sizes for all letters 1 2 3 4 From the WorkExpo Main Menu click the large Options button Click the Print Settings tab Click the Set Fonts For Letters blue hyperlink Select the Font and font size as necessary The selected font will be used in all letters in WorkExpo Notes Certificates have built in fonts and can t be changed Lists and other internal documents have built in fonts and can t be changed The default font for WorkExpo letters is Times New Roman size 12 WorkExpo Options WorkExpo is very customizable and offers many options and settings so that you can spend the minimum time with data entry and the maximum time with analysis and outputs The following is a list of items or features which offer customization within the program including Setting the date which appears on letters Setting up your own user defined fields Maintining Work Type pick lists Setting passwords for multiple users Configuring warnings while y
105. s otherwise WorkExpo will use the main registered school s details C You can also double click the schools field in the Students window to add a new school Edit School Details To edit a school record in WorkExpo From the WorkExpo main menu click the large options button In the School tab click the Add Edit schools button This opens the Add Edit Schools dialog Select the school by placing the cursor in the School name Click the Edit Button Edit the details of the school as necessary EU E You can choose to use these school details for students assigned to this school in forms and reports otherwise WorkExpo will use the main registered school s details when printing You can also double click the schools field in the Students window to edit a new school or click on the School College label Delete a School To delete a school in WorkExpo From the WorkExpo main menu click the large options button In the School tab click the Add Edit schools button This opens the Add Edit Schools dialog Select the school to delete by placing the cursor in the School name Click the Delete Button Enter or edit the details of the school including address and contact person OY ee You can choose to use these school details for students assigned to this school in forms and reports otherwise WorkExpo will use the main registered school s details i If you want to delete a school and there are students currently assigned
106. s location for future use Display the Data File Network Path in the WorkExpo Title Bar WorkExpo can display the current data file path in the title bar to enable this 1 Open WorkExpo at the Main Menu 2 Click the Options button 3 In the Options dialog click the DATA FILE tab 4 Click checkbox to enable Show data file path in the title bar WorkExpo displays the current data file path in the title bar Sharing Files between Different Users of WorkExpo Users of WorkExpo can also share their data file data mdb across a LAN so that updates and deletes flow to all users WorkExpo will handle any read write conflicts internally WorkExpo Will Run Slower Across a LAN WorkExpo with the data mdb file deployed across a LAN will run slower than if the data file resided on the user s hard drive However WorkExpo will run very much slower if the front end file workexpo mde is also deployed on the server It is strongly recommended that this is avoided and that workexpo mde is deployed on each user s hard disk WorkExpo File Format Microsoft Access WorkExpo s default file format is Microsoft Access Check out the README TXT file in the MANUAL INSTALL folder on the WorkExpo CD Provision is made for supporting various versions of Access and instructions on installation are also contained there For more information on converting WorkExpo files contact Info Plan Software 03 9531 1091 or software infoplan com au Conclusion Wor
107. s of a custom group 5 1 5 2 5 3 WorkExpo 9 0 User Manual 39 Employers Find Employer By Business Name You can find an Employer by Name or by PART of the employer or business name You can enter the first few characters and WorkExpo will try to find a match For example type in COMM and WorkExpo will locate for example Commonwealth Bank 1 Inthe Employers window select the GENERAL tab 2 Enter the Name of the Employer and press enter 3 WorkExpo finds the employer and shows the employer record in the list OTHER WAYS TO FIND EMPLOYERS You can also Search Employers by Work Type Section 5 2 to find a list of employers who offer a particular type of work You can also Search Employers by Key Word Section 5 3 e g BANK to find all employers with Bank in the business name You can also Find Employers by using the FIND tool Find Employer Using the Find Tool in the on line documentation e g Find employers where the contact first name is Robert Search Employers By Work Type You can find an employer by Work Type Searching this way allows you to view a listing of all employers who offer a particular type of work say photography In the Employers window select the LIST tab Select the work type from the drop down list WorkExpo finds matching employers who offer this work and displays a list of employer names By NS Click on any name to view the employer detail record OTHER WAYS TO FIND
108. s try this WorkExpo 9 0 User Manual 43 In the Students Window click the Options tab at the top right of screen In the Options tab you have control of various optional parameters within the student window Place a tick in the User defined create your own fields check box i You will notice that a tab User defined or you may see a MIPS Managed Individual Pathways Students tab MIPS is the way have defined the tab for example purposes only but you can change this On this tab click the Customize hyperlink This displays the customize user defined fields dialog Here you can edit the field names used in the section and or the tab name itself as necessary You can also place a tick in the Use as drop down check box Es 2 If you do this then click the click to set hyperlink Another dialog appears Here you can add edit or delete the items to appear in your drop down list 9 Click OK Now back on the User Defined tab your field names and drop down options should appear as user defined fields In the screen shot below the user defined tab has been setup to capture sporting information about students You can use WorkExpo s user defined fields to capture any information about students or employers WorkExpo 9 0 User Manual 44 Arranging Placements Arrangements Datasheet View You can view Arrangements in DataSheet view from the Arrangements window Click the View Datasheet icon on the toolbar and the Datash
109. schools These files could be merged into a single large consolidated data file Once this consolidated file had been created you could print multi school reports and gather Work Placement information for detailed analysis across a range of schools To learn more about Adding Editing and Deleting Adding editing and deleting school records Schools in WorkExpo Section 8 3 Importing data in WorkExpo How to import data files into WorkExpo from several schools Multi Schools Edition Section 8 7 Working with non Dealing with schools that do not support WorkExpo WorkExpo schools Section 8 11 School data files and Multi Working with the School data file and Multi school projects school projects Section 8 7 Generating statistical Generating statistical information from multi school sources information on line documentation A WorkExpo Multi School Edition is available as an upgrade from the regular edition Add a New School To add a new school in WorkExpo 8 4 8 5 8 6 WorkExpo 9 0 User Manual 52 From the WorkExpo main menu click the large options button In the School tab click the Add Edit schools button This opens the Add Edit Schools dialog Click the Add New Button Enter or edit the details of the school including address and contact person OF se a eh 7 You can choose to use these school details for students assigned to this school in forms and report
110. stance with common tasks making it quick and easy to find the relevant help information State Specific information relating to work experience is also included This provides quick and easy reference to relevant state guidelines as they relate to work education Spell checking now available When you edit letter content or other user defined information in WorkExpo 9 0 you can now press F7 to start the Office spell check wizard This wizard is the same user interface that you are used to using in Microsoft Word WorkExpo taps into Microsoft Office and finds the spell check wizard for you allowing you to spell check your text in WorkExpo with ease Arrangements DataGrid When you view arrangements in the arrangements window you can now opt to view a Data Grid of the arrangements There are several built in filters to allow you to sort and group the arrangements list You can control the sort order of the columns as well as the being able to filter on any field to produce your own custom listing on screen This listing can be printed directly from the arrangements window without needing to go through the Print Wizard New Arrangements List Report By Industry Sector Now you can print out a list of arrangements by Industry Sector Each page contains a separate industry sector and students are grouped by industry sector For example all students undertaking placements under the broad industry grouping Office and Business Services are grouped togeth
111. t defaults for employer records in WorkExpo 1 From the WorkExpo main menu press the large Employers button 2 In the Employers window click the Details tab 3 Click the Set Defaults blue link at the bottom of the tab 4 Inthe Set Defaults dialog box select the defaults you d like to set and press OK 5 Now when new employer records are added these defaults will be added to the new records To update existing employer records with defaults 5 7 5 8 WorkExpo 9 0 User Manual 42 From the WorkExpo main menu press the large Employers button In the Employers window click the Details tab Click the Set Defaults blue link at the bottom of the tab In the Set Defaults dialog box select the defaults you d like to set In the Apply Defaults for section choose All Employers OPA ee Ne In the Overwrite section choose Yes or NO as necessary Industry Sectors You can add edit or delete the industry sector descriptions in WorkExpo Industry sector descriptions are broad over arching descriptions of industries and the world of work Difference between Work Types and I ndustry Sector Work Types describe the general duties a student might undertake while on work placement e g Receptionist Teacher Aide Aircraft Mechanic Food Area worker whereas Industry Sector descriptions are the agreed general broad Industry categories such as Manufacturing Transport amp Storage Finance and Insurance Hos
112. t not limited to implied warranties of merchantability fitness for a particular purpose and non infringement with respect to the SOFTWARE and the accompanying documentation Without limiting the foregoing provisions Info Plan Software makes no warranty that the SOFTWARE will be error free or free from interruptions or other failures or and makes no guarantee that the SOFTWARE will meet your requirements The foregoing provisions shall be enforceable to the maximum extent permitted by applicable law CUSTOMER REMEDIES Info Plan Software and its suppliers entire liability and your exclusive remedy shall be at Info Plan Software s option either a return of the price paid or b repair or replacement of the SOFTWARE that does not meet Info Plan Software s Limited Warranty and which is returned to Info Plan Software with a copy of your proof of purchase This Limited Warranty is void if failure of the SOFTWARE has resulted from accident abuse misapplication or misunderstanding the purpose of the software Any such warranty period shall be at the entire discretion of Info Plan Software but will not exceed a period of thirty 30 days from purchase date NO LIABILITY FOR CONSEQUENTIAL DAMAGES In no event shall Info Plan Software or its suppliers be liable for any damages whatsoever including without limitation damages for loss of business profits business interruption loss of business information or other pecuniary loss arising out of use of o
113. tion e Find Students Using the Find Tool 4 14 You can find a student record by searching for any part of the student name or any search on any other field in the Student Window For example you could find student records where the Suburb SPRINGFIELD In the Students window choose FIND from the EDIT menu Enter the characters you d like to find and click the FIND button WorkExpo finds the first match and displays the found student record pow Ne If this is not the record you were looking for click the FIND NEXT button You can use the asterisk wildcard in your search For example SAR will find SARA and SARAH Custom Student Groups You can create a custom student group and use this group of students for printing and grouping purposes For instance say that there are half a dozen students going out on work experience during an odd week You could create a custom student group and print reports just for these few students even though they may be all in different year levels and or homegroups To create a custom student group WorkExpo 9 0 User Manual 38 1 From the WorkExpo main menu click the Options button 2 In the General tab click Flag or Group Students for Printing 3 Inthe Custom Student Group dialog you can add or remove students from the group Click the custom student button to choose to print or group students by custom group when printing 2 Only students with arrangements can be member
114. tself empty Also ensure that columns are in the correct sequence as in the above list Check that all headers are correctly spelled with no spaces in any of the header names More Detail Ensure that that there are no spaces in any header row name The header row must always be Row 1 Compare the spelling of header row names with the following FirstName LastName DateOfBirth Form Homegroup Street Suburb Postalcode ParentName ParentPhone and Note Check that there are no hidden rows or hidden columns in your spreadsheet Hidden rows or hidden columns within the data will cause the import to fail More Detail Select the data area in your spreadsheet by choosing Select All from the Edit menu Then from the FORMAT menu choose Column then Unhide Then from the FORMAT menu choose ROW then unhide Now deselect the data area and check if there are any empty rows in the data area or empty columns If so delete these empty columns by selecting the column to delete and choosing DELETE from the EDIT menu In Excel check that there are no columns to the right of the last data column NOTE containing blank information P More Detail If there is hidden data anywhere in the spreadsheet even in columns outside the data area the import will fail Try deleting several columns to the right of the last column Usually the NOTE column To delete these columns select the entire columns by clicking on the column headers and dragging to includ
115. uding the letter to parent and letter to employer can have your signature embedded in the document This will save you time if there are multiple letters to sign The format of the signature must be a image format Bitmap bmp Check the WorkExpo CD for a sample signature image file called UserSig omp in the Manual Install Common folder You can use Windows PAINT program to view your image file before saving d D Follow these steps to import your signature into WorkExpo 1 Sign your signature on a small piece of paper Scan the signature and save it as a Windows bitmap file bmp Save the file in MS PAINT as a Windows Monochrome bitmap eae Ei The image size should be about 1 76 cm wide by about 1 00 cm tall or about 200 x 100 pixels In PAINT choose IMAGE ATTRIBUTES to check the size Save the file with a bmp extension Start WorkExpo and click the Options button from the main menu Click the Signatures tab Select signature being imported either teacher or principal oan au Enter the path and filename to the signature 10 Click the Import Signature button Check the available options under Use Include signatures WorkExpo stores the signature internally in the database for future use You can also export a signature file if necessary from WorkExpo You may wish to do this to check if the signature is correct Exporting WorkExpo 9 0 User Manual 68 You can export from WorkExpo
116. ult values i e the gender field is automatically populated as female 4 6 4 7 WorkExpo 9 0 User Manual 33 To set defaults for student records in WorkExpo 1 From the WorkExpo main menu press the large Students button 2 Inthe Students window click the Background Details tab 3 Click the Set Defaults blue link at the bottom of the tab 4 Inthe Set Defaults dialog box select the defaults you d like to set and press OK 5 Now when new students records are added these defaults will be added to the new records To update existing student records with defaults From the WorkExpo main menu press the large Students button In the Students window click the Background Details tab Click the Set Defaults blue link at the bottom of the tab In the Set Defaults dialog box select the defaults you d like to set In the Apply Defaults for section choose All Students VS WN E In the Overwrite section choose Yes or NO as necessary Ej Note If you choose Overwrite YES then any existing values for all students will be overwritten with the new defaults If you choose Overwrite NO then only student records which have empty values for the default fields will be populated Student Detail Background Information WorkExpo allows you to capture additional details about students The Detail tab allows you to add additional detailed information about students You can include details such as gender
117. using the FIND tool Find Employer Using the Find Tool in the on line documentation e g Find employers where the contact first name is Robert Searching Using Wildcards 5 5 About using wildcard characters to search for partial or matching values You use wildcard characters as placeholders for other characters when you are specifying a value you want to find and you Know only part of the value Want to find values that start with a specific letter or match a certain pattern You can use the following characters in the Find and Replace dialog boxes or in queries commands and expressions to find such things as field values records or file names Character Usage Examples Matches any number of characters It can be used as the wh finds what white ar first or last character in the character string Matches any single alphabetic character Ball finds ball bell and b bill Matches any single character within the brackets B ae ll finds ball and bell Matches any character not in the brackets b ael ll finds bill and bull bell Matches any one of a range of characters You must b a c d finds bad bbd a specify the range in ascending order A to Z not Z to A Matches any single numeric character 1 3 finds 103 113 123 Wildcard characters are meant to be used with text data types although you can sometimes use them successfully with other data types such as dates if you don t c
118. y cat is fat amp happy 17 Another trick for creating easy to remember passwords is to string a couple of words together with numbers and symbols For instance 2potatoes beans 4 cOws the2ndfArm There are several ways to make pass phrases easier to remember Since you ll be changing them every few months you might want to look to an upcoming event or something that holds special significance for you For instance Mum amp Dad 25Annivers ry ruNNing Cty2Surf 1teaM Once you ve created strong passwords or pass phrases there are three ways to make sure they remain effective 1 Always log off when you leave your PC unattended 2 Change your passwords at least every 90 days 3 Don t share your passwords with anyone By putting the power of strong passwords to work you ll help ensure your confidential information stays that way WorkExpo 9 0 User Manual 49 8 1 8 2 WorkExpo 9 0 User Manual 50 Multiple Schools Multi School Edition In Brief WorkExpo offers a Multi School Edition This edition of WorkExpo has all the features of the regular version and additional features for working with multiple schools You can purchase the multiple schools edition of WorkExpo or upgrade to the multiple schools edition This edition of WorkExpo would typically be used by a Local Learning and Employment Network LLENS rather than a school Below is a list of features available in the Multiple Schools Edition Add Edit Delet
119. z xi 5 Start Microsoft Excel Le H 6 Open the file This file contains macros to help you set up the text file for import into WorkExpo xls WorkExpo If Excel asks you to open with macros you should say YES in the WorkExpo folder Note This file is available for download from our website http www infoplan com au workexpo document workexpo xlIs 7 Next open the TEXT file you saved earlier Find Files that match these search criteria You must select TEXT FILES File name D from the files of type Files of type Microsoft Excel Files xI xIs xla Cate 12 3 Files ZG wei Quattro Pro DOS Files waq1 8 Excel will automatically Text Import Wizard Step 1 of 3 2 x start the TEXT IMPORT WIZARD The Text Wizard has determined that your data is Delimted s Tf this is correct choose Next or choose the Data Type that best describes your data Under the Original Date Type e es section make sure that you choose DELIMITED Sart import at row fi H File Origin Windows ANSI Preview of file C Documents and Settings Admini Year9_300 txt Kenneth 09A 167271986 0 00 00 9 Rashu ARDENA John 091 87971985 0 00 00 4 Sol E E pap 23 6 1986 0 00 ee ay Belsont An 9 In STEP 2 of the wizard make sure under Delimiters you have selected COMMA WorkExpo 9 0 User Manual 20 Text Import Wizard This screen lets you set the delimiters your data contains You can s

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