1 4hplus – retrieving information march 2008. 2 retrieving information the real value of any...

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4HPlus – Retrieving Information4HPlus – Retrieving InformationMarch 2008March 2008

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Retrieving InformationRetrieving Information

The real value of any information based software is in the data and reports that can be produced.

The real value of any information based software is in the data and reports that can be produced.

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Today’s ProgramToday’s Program

4HPlus Data Retrieval OptionsStandard Reports Using SQL for Specialized ReportsCreating Newsletter LabelsUsing SQL to Create Mailing Labels

User Hints and TipsResources Available

4HPlus Data Retrieval OptionsStandard Reports Using SQL for Specialized ReportsCreating Newsletter LabelsUsing SQL to Create Mailing Labels

User Hints and TipsResources Available

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Data Retrieval OptionsStandard Reports


Standard reports result in a printed report, with no preview option.

Member and leader reports can be accessed under (Reports/Utilities) on the member and leader registration screens.

Print list buttons for support data (such as achievements and clubs) are located on the screen for that specific support data category.

Standard reports result in a printed report, with no preview option.

Member and leader reports can be accessed under (Reports/Utilities) on the member and leader registration screens.

Print list buttons for support data (such as achievements and clubs) are located on the screen for that specific support data category.

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Many report options are available:AchievementsClubsGroupsLeadersMembersProjectsES-237And more…

Many report options are available:AchievementsClubsGroupsLeadersMembersProjectsES-237And more…

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Data Retrieval OptionsSQL


SQL stands for Structured Query Language. It is a language that can be used to create a wide variety of data requests.

4HPlus uses check boxes and radio buttons to build an SQL request for the user.

Complex searches are possible in a relatively simple manner.

SQL stands for Structured Query Language. It is a language that can be used to create a wide variety of data requests.

4HPlus uses check boxes and radio buttons to build an SQL request for the user.

Complex searches are possible in a relatively simple manner.

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SQL – specialized requests that result in data output to the screen, printer, or file.

Literally endless options for retrieving sub-sets of data.

SQL – specialized requests that result in data output to the screen, printer, or file.

Literally endless options for retrieving sub-sets of data.

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The foundational assumption with SQL is that there is a desire to select out a group of Members or Leaders, and related data about them.

SQL is accessed from the main Member and Leader enrollment screens.

Members and Leaders cannot be combined in an SQL.

The foundational assumption with SQL is that there is a desire to select out a group of Members or Leaders, and related data about them.

SQL is accessed from the main Member and Leader enrollment screens.


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Count - displays the number of records that match the request.

List - displays the total number of matches and a listing of Members or Leaders that match the request. Individual records can be directly accessed

by clicking on the name from the list. It is possible to move through the list of

records by using the Next/Prior buttons on main Member and Leader registration screens.

The list can be printed.

Count - displays the number of records that match the request.

List - displays the total number of matches and a listing of Members or Leaders that match the request. Individual records can be directly accessed

by clicking on the name from the list. It is possible to move through the list of

records by using the Next/Prior buttons on main Member and Leader registration screens.

The list can be printed.

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Labels – produces mailing labels for the matching records.

Email – takes advantage of an internal e-mailing capability to send e-mails to the group of Members or Leaders selected.

Missing Email Labels – counterpart to the e-mail option. Creates mailing labels matching the request criteria for those without e-mail.

Labels – produces mailing labels for the matching records.

Email – takes advantage of an internal e-mailing capability to send e-mails to the group of Members or Leaders selected.

Missing Email Labels – counterpart to the e-mail option. Creates mailing labels matching the request criteria for those without e-mail.

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Report – generates a preview, print report, or file of the selected fields in the order chosen for the records that match the request.

Mail Merge – works similar to the report option. Produces a data file that can be used for mail merging or importing to a spreadsheet or database.

Report – generates a preview, print report, or file of the selected fields in the order chosen for the records that match the request.

Mail Merge – works similar to the report option. Produces a data file that can be used for mail merging or importing to a spreadsheet or database.

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Queue – displays a list of saved SQL requests. Selecting one of the request list buttons will reprocess the request as if you had entered it manually.

Clear – Erases all stored requests.

Queue – displays a list of saved SQL requests. Selecting one of the request list buttons will reprocess the request as if you had entered it manually.

Clear – Erases all stored requests.

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Get to know SQL as your new best friend!Get to know SQL as your new best friend!

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Data Retrieval OptionsNewsletter Labels


Newsletter labels are accessed from the Utilities screen. From the main page: Goto/Utilities.

Use this feature for labels when you want to create labels for all members, and/or leaders, and/or parents in your 4HPlus data.

Newsletter labels are accessed from the Utilities screen. From the main page: Goto/Utilities.

Use this feature for labels when you want to create labels for all members, and/or leaders, and/or parents in your 4HPlus data.

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Options are available:One label per Id, family, or address.Possible to remove labels for e-mail

accessible members, leaders, and/or parents.

There are choices for the label first line, such as “4-H News for Everyone at, or To the 4-H Family at.”

Options are available:One label per Id, family, or address.Possible to remove labels for e-mail

accessible members, leaders, and/or parents.

There are choices for the label first line, such as “4-H News for Everyone at, or To the 4-H Family at.”

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Options are available:There are choices for the label

casing.Bar codes can be printed on the

labels.Labels can be sorted by zip code, last

name, or Id.

Options are available:There are choices for the label

casing.Bar codes can be printed on the

labels.Labels can be sorted by zip code, last

name, or Id.

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Options are available:Label size options are available –

Avery 5160 is the default.The data output can be in a number

of forms:CountScreenPrinterMail merge file

Options are available:Label size options are available –

Avery 5160 is the default.The data output can be in a number

of forms:CountScreenPrinterMail merge file

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Data Retrieval OptionsSQL Labels


SQL is accessed from the Member or Leader screens.


Select Labels from the SQL Request drop down.

SQL is accessed from the Member or Leader screens.


Select Labels from the SQL Request drop down.

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Make selections using the check boxes and radio buttons.

Select Process in the Connector box and the label options will appear.

Make selections using the check boxes and radio buttons.

Select Process in the Connector box and the label options will appear.

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Again, there are options:Label casingLabel sortingOne label per member, family, or

addressOutput to screen, printer, or fileLabel size optionsPrinting bar codes on labels

Partial label sheets can be used.

Again, there are options:Label casingLabel sortingOne label per member, family, or

addressOutput to screen, printer, or fileLabel size optionsPrinting bar codes on labels

Partial label sheets can be used.

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Hints and TipsHints and Tips

Special notes for those using Peer to Peer set-up: Read and Write computers: remember to

select Write Data before closing down 4HPlus if changes were made to the 4HPlus data. This will assure the Read Only users have access to the most current data.

Read Only computers: select Read Data every time 4HPlus is opened, so the most current dataset is accessed from the shared data pool.

Special notes for those using Peer to Peer set-up: Read and Write computers: remember to

select Write Data before closing down 4HPlus if changes were made to the 4HPlus data. This will assure the Read Only users have access to the most current data.

Read Only computers: select Read Data every time 4HPlus is opened, so the most current dataset is accessed from the shared data pool.

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Practice using SQL .. Be brave! It gets easier every time.

Remember to select the Process button to perform desired functions.

If information is entered into the target string box, press the tab or enter key to continue to the connector box.

Practice using SQL .. Be brave! It gets easier every time.

Remember to select the Process button to perform desired functions.

If information is entered into the target string box, press the tab or enter key to continue to the connector box.

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Get to know SQL as your new best friend!Get to know SQL as your new best friend!

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Data Retrieval ResourcesData Retrieval Resources

New support materials have been added to the 4HPlus webpage: http://www.uwex.edu/ces/4h/resources/mgt/4hplus.cfm

4HPlus Retrieving Information PowerPoint

ReportsSQL TutorialCreating Labels

New support materials have been added to the 4HPlus webpage: http://www.uwex.edu/ces/4h/resources/mgt/4hplus.cfm

4HPlus Retrieving Information PowerPoint

ReportsSQL TutorialCreating Labels

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For Assistance …For Assistance …

State 4HPlus Support TeamNancy Eisele, Information Processing

Consultant, [email protected], 715.362.5655

Jane Marquardt, Office Manager, [email protected], 608.262.2391

Donna Menart, Associate State Program Director, [email protected], 920.565.4638

State 4HPlus Support TeamNancy Eisele, Information Processing

Consultant, [email protected], 715.362.5655

Jane Marquardt, Office Manager, [email protected], 608.262.2391

Donna Menart, Associate State Program Director, [email protected], 920.565.4638

1 4hplus – retrieving information march 2008. 2 retrieving information the real value of any...

Documents

data file

data retrieval optionssqlqueue

data retrieval optionssqlget

data retrieval optionssqlcount

data output

related data

subsets of data

wide variety of data