Accessing Your Data

Using Reports, Grids and Queries

Why is it important to know how to access your data?

To get the information you need

How Data is Processed

Enter Data

Software validates and formats the data

Software puts data in correct DB, Tables, Records and Fields

Output

How do we get the output?Use Prewritten Reports

Use Display Grids

Use Prewritten User Queries

Database Queries (MS Query and Excel)

How Data is storedDatabase – File Cabinet for Data – NFBSData, GLData, APData and CTData

.

How Data is stored

Tables – Drawers in the File Cabinet – tblAgency, tblDonor, tblProduct

How Data is storedRecords – Folders in the Drawers – all of the

information for a particular Agency.

How Data is storedFields – Pieces of Information in the Folder –

AgencyRef, AgencyName, ContactName, Email, etc.

Queries & Reports

A way to look at the contents of several drawers

at once.

… or the content of several tables

at once.

Using “Report Form”Report Groups/Menus

Required Selections

Optional Selections

Saving selection sets for reuse

“My Reports”

Exporting Reports

Report FactsThere are over 370 prewritten “standard” reports included in the Primarius system.

Each report is assigned a Group that best fits the menu to attach it to.

Each food bank has its own set of Custom reports (Number varies by food bank).

All reports are written in Crystal Reports 2008. Only CR 2008 will run from Primarius Report Interface.

Report Groups/Menus

Report Menu

Required Selections

Must make these selections in order for report to run.

Optional SelectionsSelections for extra filtering

Table Name – “Friendly” name for table field is

stored in.

Field – “Friendly” name for the field.

Field Selections

Optional Selections

Window at bottom – Displays what has been

selected.

How to set an Optional SelectionSelect the field you want to filter on.

Double-Click

Adding Optional Selections

Set the Operator

Adding Optional Selections

1) Choose the field

value

Text fields include a dropdown.

Adding Optional Selections

Date fields include a calendar.

Adding Optional Selections

True/False (BOOLEAN) fields include a checkbox.

Adding Optional Selections

2) Click the Add button

Changing Optional Selections

Reset will clear ALL Optional

Selections for the report.

Changing Optional Selections for 1 field

Double-Click on option to

change

Changing Optional Selections

Highlight the selection to remove and press Delete on the

keyboard.

Changing Optional Selections

Saving Optional Selections

- Save selections to be reused for one specific report.

- Filters can be from multiple tables.

- Save selections to be reused for any report.

- Filters from one table only.

- Can be used with any report containing the same table.

Saving Optional Selections

1) Give selection set a name.

2) Click Preview to save

This report only

Saving Optional SelectionsAny

report with this

table

1) Give the option set a name

2) Click Save and Close to

save

Reusing saved selections for same report

Saved option will appear for

this report.

Click the Use button to retrieve

the selection.

Reusing saved selections

Selection is

retrieved

Reusing saved selections for same table

Saved option will appear for any report with

same table

Click the Use This button to retrieve

the selection.

Reusing saved selections

Selection is

retrieved

My Reports

My Reports

My Reports

To remove a report from this

menu

Exporting Reports

Exporting Reports

Exporting ReportsRecommend Data-Only Exports for these reports

Exporting to Excel

Removing blank lines in Excel spreadsheetSelect one row. Edit –Go to – Click on “Special”

Using Grid Filters

Using Grid Filters

Example - All Pantries within Burlington or Camden County that are opened on Saturday morning.

Pantry – Group code = “Pantry”

Burlington or Camden County - County = “Burlington” or “Camden”

Open Saturday morning – Open Saturday AM = True

Grid FiltersPantry – Group code = “Pantry”

Grid Filters

Open Saturday morning – Open Saturday AM = True

Grid FiltersBurlington or Camden County - County = “Burlington” or “Camden”

Custom Grid Filters

Copy Grid to ExcelRight-Mouse-Click Menu:

Clearing FiltersBlue columns indicate a filter set on field

Clear Filters will remove ALL filters

Grid returns back to normal

Queries

User Queries – Prewritten queries within Primarius that you can edit from a grid.

Database Queries – Queries designed by you within Excel

User Queries

Donor, Agency, Product, Grant

Receipts, Receipt Details, Order, Order Details

Agency Membership Fee (Agency Menu)

Product MenuInventory AdjustmentsPhysical Inventory

Prewritten templates that you can edit to get the data you need

Accessing User Query

On grid, Right-Click Edit Columns

Initially get all records and all fields

Selecting Fields to Display

Check the check boxes for the fields you want to show.

Edit User Query – Select Fields

Edit existing query

Edit User Query – Set Filters

Only allows FROM and TO

Edit User Query – Set Advanced Filters

User QueryCreate a new Query from an existing query

User Queries

User QueriesAdvanced Selections

Add a New Condition

Select Column Name (Field)

Select an Operator (Is:)

Select Data

If adding more than one condition, select Open, And or Or and Close Options

Press Save

User QueriesQuery will now show under User Query, Query Type menu

Copy grid to ExcelOn the grid, use right-click, Copy Grid Data to Excel to export data

Database QueriesConnecting to Data from Excel

Database QueriesConnecting to Data from

ExcelCreate a new Data Source

Enter your Server Name

Give your data source a name that you can use to reference the data

Database Queries

Click Options and select the correct database to

be used.

Ex. NFBSData = PrimariusGLData = General LedgerCTData = Donor Vantage

Choose the correct database

Database Queries

Database QueriesUsing Query Wizard

Select fields

Set filters on data fields

Database QueriesUsing Query Wizard

Sort the data

Select output option

Database Queries

Database Queries

Without Query Wizard

Database Queries

Select tables to include

Recommended :Use tables beginning

with “Uqry”

Database Queries

Link tables with fields

Database QueriesAdd the fields you want to show

Database QueriesAdd criteria to set filter on the data.

The example above will give you only Authorized shopper Contacts

Database Queries

End of Accessing Your Data