VDF Query User Manual
Contents
1. PCSchool VDF Query User Manual VDF Query User Manual PCSchool Created in version 2007 3 0 1169 1 28 PCSchool VDF Query User Manual Table of Contents IMNTFOCGUCTION 0c0cecececececeeneeeeenenenenenenenenencncn cucu cuca cece ceeseceeeseseseceaeaeaeaeaeaeaeauaeauauesaueueueeeeceeenenenenenens 2 VN AM T 3 DE NB cranes satis aise ennai cc ae fa sa wa asa a nae natn eda aaa essa 5 QUETLY Title T E T T E RRT 6 SS ToD ee EEE lenawebstasianenatiaani 7 Printed Fields errr E EE E EEEE ate ete eases ieee etic 8 S e a a a a a 9 TaK 010106 eere E 9 EXD SON en E E EEEE E E 10 SO O A 12 TO O T E E A A 13 PRIMA FOIS ON e E E E E 21 MNOS CAS a a T E E E 22 POTOAN ON aaar E E E E E E EE O E 23 EGE UO EKOO leae E EE EEEE a indeise onthe inet 24 edea MOG SCE A E pac asthe jasetaeis ge panne E 25 create the tie asa HEME sser sninen aciedaverenws E AE E RE 27 ee Do AAIE ne AES E AI A A E T E er eee ee AAE T A eee 28 Introduction Available in all the main Modules security is required to use this feature If a Report is not currently available in PCSchool the VDF Query feature allows you to create your own This is a very powerful tool and a basic knowledge of its use is essential Created in version 2007 3 0 1169 2 28 PCSchool VDF Query User Manual Quick Start Path Utilities VDF Query Generator This is an Overview only please read the full instructions if you need further Help to Create a VDF a Que2. Created in version 2007 3 0 1169 11 28 PCSchool VDF Query User Manual Selection Use the Selections tab to add filters to the Printed Fields If your selection is part of the Indexes available in Ordering it will speed up the data collection _ I Query Definition Example VDF Main File SF Student File Query Tile Example VOF Fields Selection Ordening Texts Output Selection Operators Hot equal to lt gt Shing inchides IM Sting does not melude CIN Belwsen wy Outside interval CBT i Select the Field and double click or click Add If you are going to use the Ordering feature to speed up the running process check the placement of the Fields The first selected field needs to be the First position in the Ordering tab Select from the generated list the most common are Equal to Used to select by a single value Less than Select everything less than a value Less than or equal Select the value entered and everything of a lesser value Greater than or equal Select the value entered and everything of a greater Selection value Operators Greater than Select everything greater than a value Not equal to Exclude a single value String Includes Single value of a string String does not include Excludes a single value from a string Between Select the values entered and everything in between Outside Interval Exclude all values entered and everything in between 3 OK_ Clic
3. Recnum Status ceno Recru Accra Aecnum Maccno Dateout Fecrum Status Dateout Recnumn Patrum Accno Aecnum Teach_no Status Patni Acne Recnum atedue Accra Recrui Staus Haceno Pathey Rec Created in version 2007 3 0 1169 15 28 PCSchool VDF Query User Manual Index When searching the data using an Indexed field in the First position of the selection only relevant records will be searched MA Query Definition LB On Hire File Main Fide LB On Hre File Query Tithe Fields Selection Ordering Texts Output Ordering Datedue Accna Recwm i hee LE On Hire File EJ Because Datedue is in the First position in the Selection tab and has been selected in the First position in the Ordering an equal amount of records have been searched and found If the Indexed field is not in the First position of the selection the search will take longer Lal Query Definition LB On Hire File Main File LB On Hire Fie Query Tithe Fields Selection Ordering Tests Output LE On Hire File Because neither Field Name is part of the selection the search is looking through a lot more records to find the Datedue that is in the Selection Created in version 2007 3 0 1169 16 28 PCSchool VDF Query User Manual Ad Hoc You also have the option of selecting Ad Hoc Using this feature means you can select the order from any field available a
4. Query Definition SF Student File Seles Main File SF Student File HO Query Tithe Fields Selection Ordering Texts Cutput Ordering Ad hoc index Specify ad hoc index Select Ad hoc index from the drop down list Click to open the Specify ad hoc index window Highlight the file you wish to use for ordering Double click a field List of selected fields for the order the information will print Place a Tick to reverse the order Highlight a selected Field to move or delete Click to accept the information Ordering Table Reverse Created in version 2007 3 0 1169 17 28 PCSchool VDF Query User Manual Line Break This selection will print the Students in Year Level order then by the Students Surname then by their given name ful Query Definition Student Ethnic and Language Year 10 and 1 Ox Main File Student Origins 4 W D Query Tite Student Ethnic and Language Year 10 and 12 Fields Selection Ordering Texts Owput E Sumame Search order Studenttt Type Prionty Ethnic_idH Owner an s If there is a tick in Break it will create a heading and place a line between the data for each Tick Student Ethnic and Language Year 10 and T2age 1 i irigins Baas amd language Codes for August 2008 Tis epon is for year 10 11 12 Current year 10 surname Baars sven name W
5. down list e Scroll up and down by using the mouse wheel e Use the slide of the right hand side of the drop down window to find the Data file you want e Highlight a Data file and use the arrow keys Displays the Data files available with the selected Main File Highlight the different Data Files to view the available fields Created in version 2007 3 0 1169 5 28 PCSchool VDF Query User Manual Selecting the Main File can take time below are some of the more common features for selecting files e SF Student and family e DE Debtors information e CB or Ledger General Ledger information e CS Student subject information e AS Asset register e LB Library Query Title e Optional e Will display on a report printed through PCSchool It is optional to add a Title to the report K Query Definition Example YDF o Adi Insert Delte E xpeesion Adpust below Created in version 2007 3 0 1169 6 28 PCSchool VDF Query User Manual Fields Tab Select the information you will want on the report from the fields you may need to scroll down the list to find the fields 7 Query Definition SF Student File Sel Mam File SF Student File Query Tithe q Field Selection Ordering Texts Output SF Student File Printed fields n i ri m Sumama Gren name inget Delete Expression Adjust below Printed Field Once selected you can vie
6. Created in version 2007 3 0 1169 24 28 PCSchool VDF Query User Manual Create a Tag Set The Student Family Staff list you create can be saved as a Tag Set for using in the appropriate Tag Set within PCSchool L Query Definition SF Family Main File SF Family h Query Title Fields Selection Ordering Texts Output 7 Include sele es ted repent M Use ANSI characters Print totals or Include column names Ler M Semicolon as delimiter Report destination C Pinte C Preview Fie C Documents and Settings Chris Desktop 4 Check the report destination of File 2 Select the appropriate format for the Tag Set Created in version 2007 3 0 1169 25 28 PCSchool VDF Query User Manual save the File where you will be able to find it IS PCSchool Export Files pe mJEOY 2008 ey Shorkouk to Help Documents 2009 fa Shortcut to My Playlists File name Debtors FLF 2 Save as type Text files Cancel el Select to save the file where you can find it e The default is PCSchool Data Query Output definitions Your name on the server Enter a name for the report ending with e FLS Student Tag Set e FLF Family Tag Set e FLT Teacher Staff Tag Set This extension must match the Tag Set format you selected Click Save Once back in the VDF click Run to create the File When the file is finished you will rece
7. Ext Program If a Report is not currently available in PCSchool the VDF Query feature allows you to create your own This is a very powerful tool and a basic knowledge of its use is essential Created in version 2007 3 0 1169 4 28 PCSchool VDF Query User Manual Main File You may require assistance from PCSchool s Help Desk when selecting the Main File The main file can be selected in two different ways e From the Table Selector Icon e From the Drop Down list For those wishing to view the list alp g habetically the Table Selector Icon is a good option 1 Query Definition Financial Periods aga Main Fie Financial Prods Lt aeuco Query Tithe Select table Display name _ Root name 14 Absent ABSENT 176 Acin ACTMITY 35 ALHCODE ALHCODE 07 ALPRPLAN ALPPLAN 306 4ALPROG ALPROG 302 ALUMHIST ALUMHIST ALUMHIST 303 ALUMNOTE ALUMNOTE ALUMNOTE 31 ALUMREL ALUMREL ALUMAEL 34 ALUMTRIG ALUMTRIG ALUMTRIG 60 Akanni Past Pupi ALUMNI ALUMNI 141 AS Asset Additions ASSETADO ASSETADD 131 AS Asset Fie ASSET ASSET 1 Click the Table Selector Icon 2 Click a column heading to arrange the sort order 3 Highlight the data file you want and click OK to select it C Query Definition SF Student File Man Filer SF Student Fie SF Stalf File Fields Selection Student Travel Details Absent Select the Main file from the drop
8. d in the next width down click Adjust Below e This is not necessary for Excel If you need a blank line between the lines of data select a field that is not used and check the CR Radio box Created in version 2007 3 0 1169 8 28 PCSchool VDF Query User Manual Start When printing through PCSchool too much space between the data printout can be reduced by entering a new value in the Start column You can also alter the Width if the report appears messy SF Student File Page 1 Initial year 2 Ward man 2 SRO L998 Initial year 9 Mil Shaun 4 s10L2002 James Andy Jr 9 aiok Nash Albert 4 310002 Suttichon Sirpa g ivy Task buttons L1 Query Definition Example VDF Main Fie SF Student File q WD Query Title Example VOF Fields Selection Ordering Texts Output SF Shudan File 1 ari a ame Add Use this button to Add highlighted Fields To insert a field in the already selected Printed Fields this is the sequence the data will print in e Highlight the line you wish to Add it above e Highlight the Field you wish to Add e Click Add Highlight a Printed Field and click delete to remove it 4 Expression Click to Add an Expression S O After modifying the Start and or Width columns Adjust Below e Click into the next line down in the same column e Click Adjust below to reset the cm 6 Run Only used after a selection has bee
9. ed repost E Print totals only E Report deshnstion C Printer Preview C File eli When Saving the File the Default is within PCSchool and when you are logged on this will always be available You can select a different destination for Saving the File e When Opening a saved file find the file highlight and click Open Created in version 2007 3 0 1169 28 28
10. h a tick in Sum in the Fields tab GM amp D L Yates 13706 00 Mr GP Young 9366 00 Mr amp Mrs L Zhao 0 00 116788410 The same report with a tick in Sum in the Fields tab and Print totals only checked Created in version 2007 3 0 1169 21 28 PCSchool VDF Query User Manual Landscape VDF reports default to print in Portrait format but this can be changed to landscape if you have many fields selected this choice will allow more information on each line Check the Landscape box to print in Landscape format In Landscape a report can often be spaced out better Initial year 2 Ward Simon 2 SRO LILI Initial year 9 Ha Shaun a 102002 James Andy Sr g siroko Nash Albert g 3ir0u2002 Suttachon Sirpa g ivor The same report in Portrait makes the headings hard to read SF Student File Toe Ti Ths Initial year 2 2801 1994 initial year 9 LOLO 3101 2002 31 01 2002 170772002 Created in version 2007 3 0 1169 22 28 PCSchool VDF Query User Manual Print to Window The Report destination will default to Preview while in this default click Run in any tab to print the report Once all the information is in the report you can print it to window once printed you have the option to select the printer if you have PDF995 free program you can also select to print to a PDF E Print Preview Whole page B Print Setup W
11. hen in the Report click the Printer Icon to Print Click the Printer Setup Icon to Your options 3 Click on the Arrow Icons to move between pages 4 Click on the Drop Down of Whole Page to view the report in different sizes Click for the report to be printed or viewed in portrait or landscape Select the printer format Click OK to accept the changes Created in version 2007 3 0 1169 23 28 PCSchool VDF Query User Manual Export to Excel Once the report has been created it can be exported as a CSV and then opened in Excel L Query Definition SF Student File Main File SF Student File J Q Query Tithe Fields Selection Ordering Texts Output Use ANS characters 2 Include column names Gemicolon as deini r Report destination O Pete C Preview File al Comma delimited A my fae Print to file Save in E Desktop Edmy Documents 1 My Computer Sd my Network Places AAA Add to help D Alex T Gow Data Capture Snagit Lf Unused 0 Shortcut to AAAAWorkingon Ad Shortcut bo Help Documents Select to save the file where you can find it e The default is PCSchool Data Query Output Your name Output on the server Enter a name for the report ending with csv __3 _ Click Save _ 4 Once back in the VDF click Run to create the Report e When the file is finished you will receive a File Complete message
12. hen it will soeed up the data collection process You can use Ad Hoc to give you a greater range for ordering You can place a line break in the printed report If you are creating a VDF for eMerge using a seed value you must select the seed in the first position in ordering e Ordering speeds up the time the report takes to run for maximum speed have the First Selection line in the First position in the Ordering tab In the Selection tab Datedue has been selected in the first line 7 Query Definition Example VDF Main File LB On Hire File a HD Query Title Example VDF Fields Selection Ordering Texts Output Created in version 2007 3 0 1169 14 28 PCSchool VDF Query User Manual Order Selecting an Indexed field from the drop down list determines the order the information prints in the report this does not affect the print sequence of the selected fields If you select Current_year Studkey the information will print in Year level order then alphabetically by the Students key Selecting the correct Index speeds up the generation of data by prompting the program to search the database in the most efficient manner Select the order that best suits your selection L Query Definition Example VDF Main File LB On Hire File A BD Query Title Exaenple VDF Fields Selection Ordering Texts Output Ordenng Status Pathey Accene Recrun Staut Faken Accra Recum Status Patnum Accno
13. iller Current year 10 surname Bradstreet sven name Shaun L ENG Enghsh E EUR European Created in version 2007 3 0 1169 18 28 PCSchool VDF Query User Manual Text Text can be added to the top or bottom of the report This is a useful feature for future reference L Query Definition Student Ethnic and Language Year 10 and 12 Main File Student Origins Que Tale Student Ethric and Language Yeas 10 and 12 Fields Selection Ordering Texts Output Ethnic and Language Codes for August 2008 This Report ts for year 10 11 12 Created by Chris Simpson 29 04 2008 Created in version 2007 3 0 1169 19 28 PCSchool VDF Query User Manual Output Several features are available for selection in the Output tab Font q a HD Printer Preview File 20 28 Created in version 2007 3 0 1169 PCSchool VDF Query User Manual Selection Criteria The Selection Criteria defaults to print at the bottom the printed report this can be useful if you need to run the report again but did not save it CT Query Definition Student Origins Year 10 and 12 election criteria Type greater than D Type less than MI Current year between 10 12 both incl Records 121 Print Totals Only If the Sum Column is available and Ticked in the Fields Tab you can select to Print totals only Example of a report wit
14. ive a File Complete message The file can now be opened by the appropriate Tag Set Created in version 2007 3 0 1169 26 28 PCSchool VDF Query User Manual Create the file as a HTML The file can also be saved in HTML format for a different appearance CT Query Definition Student Ethnic and Language Year 10 and 12 Main File Student Origins A Query Tithe Student Ethnic and Language ear 10 and 12 Fields Selection Ordering Texts Output cont Taes Cd i Inchide selection criteria im printed report E Print totals oniy p M Landscap E Pinte C Preview Fie Student Origins HTML Select HTML 3 _ Give the file a name and end it with HTML 4 Click Run Sample HTML Report Student Ethnic and Language Year 10 and 12 Generated on 21 03 2003 0224 Ete md Language Codes for Ange 2006 Ths Report i foe yem 10 11 12 E DEU Gemas r Ei z LENG Engish E ELE Eiropas Created in version 2007 3 0 1169 27 28 PCSchool VDF Query User Manual Save Open Once the File is created it is best to save it you can then open and run it whenever you wish You can use the Open and Save Icons or if in the Output tab the Open and Save Buttons to perform these tasks I Query Definition SF Student File Aela bliain File SF Student File Query Title Fields Selection Ordering Texts Our Font Times NewRoman 12 i Include selechon crena in print
15. k OK when your selection is complete Created in version 2007 3 0 1169 12 28 PCSchool VDF Query User Manual Enter a Value parameter for the Selection Values can be Alpha Numeric or Dates depending upon the Field you have selected H Query Definition Example YDF aena oO Query Tile Exangle OFS Fields Selection Ordering Texts Output Run Close 1 Type Can edit from here 2 Default Value Click to open the Selection window 3 Selection This field is case sensitive and must match PCSchool exactly 4 OK Click to accept the entry Tag Set Tag Set can be used for selecting Students or Families in any VDF Query where SF Student File or SF Family File are available as part of the main file selected H Query Definition C5 Current Subject Information DER Main Fie CS Current Subject Infomation Query Title Fiekds Selection Ordering Texts Output Table CS Cunernt Subject Inhonmnshion CS Subject Codes CS Cumieculum Key Areas Created in version 2007 3 0 1169 13 28 PCSchool VDF Query User Manual Ordering Ordering has several useful features e Ordering determines the Order the information appears in the report this does not affect the fields selected Placing a tick in the order value places a break in the report making it easier to read If Ordering has an Index that matches the Selection t
16. n entered Created in version 2007 3 0 1169 9 28 PCSchool VDF Query User Manual Expression Using an expression will allow two or more Fields to merge Click Expression then e Select Add to create a new Expression on the next free line e Highlight a Printed Field and select Insert to Insert a new expression above a printed field e Select Edit to modify a highlighted expression Edit calculated column 0 Long label Enter your name for this expression Short label Enter a name for the Printed Field 3 Enter the width in character format for this expression Select e Numeric Numbers e String Include Aloha and Numeric Fields for example Students name and Date of Birth e Text Add Text to the Report for example New Zealand e Date Date related Only active if Numeric is selected Click to add the Fields Return Type Decimal Place Created in version 2007 3 0 1169 10 28 PCSchool VDF Query User Manual Edit string expression ETHMIC TYPEA ETHNIC CODE ETHNIC DESC LECT_CODE i Click Ok and if the expression is correct you will be allowed to continue When you return to the VDF the line will be created Am fy P J 4 pm lej y hil Query Definition Student Ethnic and Language Year 10 and 12 Maan File Student Origins Query Title Student Ethnic and Language ear 10 and 12 Fields Selection Ordering Texts Output
17. ry Definition SF Student File Aleta q eW Main Fie SF Student Fie Query Tithe Fields Selection Ordering Texts Output Brih date n os 1 Select the Main File 2 Highlight the Table you wish to take the data from 3 Double click the Field that holds the data Change the Start Column so it will fit onto an A4 piece of paper i Query Definition SF Student File M fox Mam File SF Student File Q weno wyte 2 Fields Selection Ordering Texts Output Table GF Student File Fields Birth date Cument yem ampus one class Ones Moon Lahus Highlight the Table you wish to take the data from Double click the Field that holds the data Select from the list Enter the Default Value Click Run Created in version 2007 3 0 1169 3 28 PCSchool VDF Query User Manual Security Path Utilities User Security Setup Security is required to see this Available in all the main Modules security of Ad Hoc Reporting is required to use this feature If the group ADHOC is not available please create it Access can be denied to PCSchool Security Profile Management Enter New Group of Sekect Secuestle lens System Fike View Report Alia Mamtenance Repot Abas Listing Wek Areas Mantenante PCS chool Backup Ses FE Fie Update PCS chool Explore we wa Remove ltem Exot Pore
18. w the information in the Printed Fields Name Change You can highlight a name in the Printed Fields and overtype to change it Scroll to find the Field and 1 e Double click or eee e Highlight and click Add _2 Printed Field Created in version 2007 3 0 1169 7 28 PCSchool VDF Query User Manual Printed Fields The columns in the printed fields can be adjusted 7 Query Definition Example YDF Query Tithe Example VDF Fields Selection Ordering Tests Output SF Family Bith date If the report is to be printed in PCSchool you may need to make adjustments to the columns if printing to Excel this is not necessary 1 Field name If you have radio box in the column checking it will calculate totals e Dollar values will be added e Number values will be added Carriage Return if checked a new line will be started e Click into the start column on the same line e Click Adjust below to reset Start to zero e This is not necessary for Excel This is the cm start point for the printed information on an A4 sheet e Start points can be adjusted if the gap between the printed columns is too big this allows more to be printed across a page e Nothing over 15cm will print on an A4 portrait sheet e Check CR radio box to start a new line e This is not necessary for Excel The width is the cm allowance for the selected field e Adjust the width for the information to display better e If the width is adjuste
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