Download Slide 1 - MnSCU Help Desk

RCFN.MDB Setup
This is an ACCESS 2000 format database
Save the RCFN.MDB database to your local or network drive
Open the RCFN.MDB
Click on the Tools Menu
Select Database utilities
Select Linked Table
Manager
RCFN.MDB Setup (cont.)
Click the Select All button
Click the ‘Always prompt for a new location’ check box at the bottom of the Linked
Table Manager window
Click OK
RCFN.MDB Setup (cont.)
Select your school’s Replicated database from the Machine Data Source
and Click Ok
Enter your User Id and Password then click OK
RCFN.MDB Setup (cont.)
Click OK
Click Close
RCFN.MDB Queries
Click on the
Queries Objects
RCFN Drop Candidates
AR2516CB must have been run in Update Mode
Run the “RCFN Drop Candidates” query
Enter Term
Query Results:
Student Id
Term and Term Description
Obligation Date
Amount Due, Tuition Paid and Total Paid
Student Name
RCFN Drop Candidates with
Addresses
May include multiple addresses for a candidate
AR2516CB must have been run in Update Mode
Run the “RCFN Drop Candidates” query
Enter Term
Query Results:
Student Id
Term and Term Description
Obligation Date
Amount Due, Tuition Paid and Total Paid
Student Name
Address Type
Street Address
City, State Zip & Zip Suffix
Foreign Zip, Country
Telephone, Foreign Telephone Prefix
Save RCFN Drop Candidates
AR2516CB must have been run in Update Mode
Run the “Save RCFN Drop Candidates” query
Query Results:
This query stores all of the Drop
Candidates in a table named “Previous
RCFN Candidates”. It is used with the
“New RCFN Drop Candidates” query.
When it runs, you may receive 2-3
messages about replacing data in your
table. Click Yes to all of them.
The last message will show you the total
number of rows being written to the table.
This includes ALL candidates from ALL
terms.
New RCFN Drop Candidates
Follow instructions on “Save RCFN Drop Candidates” query
Run AR2516CB again after additional students have registered in ISRS
Run the “New RCFN Drop Candidates” query
Enter Term
Run the “Save RCFN Drop Candidates” query again to save the current set of
candidates
Query Results:
Student Id
Term and Term Description
Obligation Date
Amount Due, Tuition Paid and Total Paid
Student Name
RCFN Drop Students who have
re-registered
Run AR2516CB in Update Mode.
Run the “RCFN Drop Students who have re-registered” query
Enter Term
Query Results:
Student Id
Term and Term Description
New Course Id and Title
Registration Time Stamp
Student Name
Courses affected by RCFN
Drop Candidates
AR2516CB must have been run in Update Mode
Run the “Courses affected by RCFN Drop Candidates” query
Enter Term
Query Results:
Subject
Course and Section Numbers
Course Techid
Course Title
Term
Total number of students enrolled
Number of registrations affected.
Majors affected by RCFN Drop
Candidates
AR2516CB must have been run in Update Mode
Run the “Majors affected by RCFN Drop Candidates” query
Enter Term
Query Results:
Major Description
Term
Number of candidates.
Majors affected by RCFN
Dropped Registrations
AR2518CB must have been run in Update Mode
Run the “Majors affected by RCFN Dropped Registrations” query
Query Results:
Major Description
Term
Number of candidates.
Student Majors affected
by RCFN
AR2516CB must have been run in Update Mode
Run the “Student Majors affected by RCFN” query
Enter Term
Query Results:
Major Description
Term
Student Last Name
Student First Name
Major End Date
Major Status code
Student Tech Id
Student Minors affected
by RCFN
AR2516CB must have been run in Update Mode
Run the “Student Minors affected by RCFN” query
Enter Term
Query Results:
Minor Description
Term
Student Last Name
Student First Name
Minor End Date
Minor Status code
Student Tech Id
Majors and Minors affected
by RCFN
AR2516CB must have been run in Update Mode
Run the “Majors and Minors affected by RCFN” query
Enter Term
Query Results:
Major or Minor Description
Type
Term
Student Last Name
Student First Name
Major or Minor End Date
Major or Minor Status code
Student Tech Id
Mail Merge and Addresses
Because students may have many types of active addresses, someone needs to
select which address to use if you are doing a Mail Merge. Otherwise, you will
get query results with 2 or 3 different addresses for many students.
To address this, a table has been created in the RCFN.MDB database called
Address_Priority. In this table are the current valid address types and a column
to identify a priority.
The RCFN Drop Candidates with Addresses query uses this table to select the
address to use for each student. It starts with address type 1 and if no active
address exists for that type, it looks for address type 2, then type 3 etc…
If no active address is found, the query will return empty address information for
the student.
Mail Merge and Addresses
To identify the Address Priority, open the Address_priority table from the Tables
Objects
Enter the priority
in the ADDR_PRI
column.
Setting two
address types to
the same priority
will produce
query results for
both addresses
The query uses
the lowest
number to
determine
priority (1,2,3…)
Mail Merge and Addresses
Run the Create Address Priority query to refresh the Address_Priority if new
address types are added.
After running the
query, you will
need to set the
address priorities
again.
Mail Merge
The RCFN Drop Candidate with Addresses query may be used as an input
source for a Microsoft Word Mail-Merge
Right Click on the RCFN Drop
Candidate with Addresses
query name
Select Export
Mail Merge (cont.)
Save the file as type Microsoft Excel
Store it to your desktop
or My Documents
folder as type Microsoft
Excel 97-2003
Click Export
Use the Excel file as
the input source in
your Merge document.