SCARY QUERIES LAID TO RESTSCARY QUERIES LAID TO REST
Getting Started with Voyager Prepackaged Access Reports
Presented by Jean Vik, Associate Library DirectorThe University of Texas at Dallas
McDermott LibraryELSUG October 2008
OverviewOverview
PC Setup Microsoft Access Prepackaged Reports
Why MS AccessWhy MS Access
Create queries & reports using a graphical interface
Prepackaged reports installed with clients– C:\Voyager\Access Reports\Reports.mdb
Customize prepackaged reports & queries Design new reports & queries
Microsoft AccessMicrosoft Access
Must have Microsoft Access installed Install reports.mdb
– Administrator privileges on PC a must– Part of Voyager client installation– Instructions found in Voyager® 6.5 Reporter
User’s Guide (p. 1_17)– These reports are not run through Reporter
PC SetupPC Setup Install and configure ODBC drivers
– Open Database Connectivity– Must match version of Oracle on server– Download from Ex Libris Support– Allows MS Access to communicate directly
with the Voyager database Uninstall old version of ODBC before
installing new one*
*See Voyager® Reporter User’s Guide for complete instructions.
Building Links to TablesBuilding Links to Tables Configure database links
– Go to C:\Voyager\Access Reports and click on the Reports.mdb file
– Access will open and reports: Database dialog box opens
a. Click the Forms button. b. Select Build database links to Voyager. c. Click the Open button.
Building Links to Tables in Building Links to Tables in Access 2003Access 2003
Access 2003 Forms Button
Building Links to Tables in Building Links to Tables in Access 2007Access 2007
Access 2007– Click down arrow
for menu– Choose Forms to
get to this view
Building Links to TablesBuilding Links to Tables
The first time the tables will fail to link
The word error! appears at the end of each table tried
Stops trying to link
Building Links to TablesBuilding Links to Tables
In earlier versions of Access choose
File>Get External Data> Link Tables
ReLinking TablesReLinking Tables Office 2007
– Ribbon– Database Tools– Linked Table
Manager– Select tables to be
updated Copy Reports.mdb
file to other pc’s
MS Access SecurityMS Access Security Set Security Level to
“Low” in 2003 Access 2007 has
added security Add path to your
Reports.mdb to the Trust Center to avoid this Security Alert
Click “Enable this content” to allow for one session
See “oracle9i_clientODBC.pdf for complete installation instructions.
Tables/Queries/ReportsTables/Queries/Reports
The down arrow on the left navigation pane allows switching between different categories:– Tables: show the linked Oracle tables– Queries: add specific criteria & build new
queries– Reports: built on top of a query to format data
for printing
Navigation PaneNavigation Pane
Access QueryAccess Query Right click a query and choose design view
to see the tables involved and how they are related
Query ResultQuery Result After running the query the results display in
tabular form Export to Excel to create a quick report
Data in ExcelData in Excel
Remove columns not needed in the report Sort
Access ReportAccess Report Running the report associated with this query
produces the same data nicely formatted for printing Cannot modify layout
Prepackaged Report HighlightsPrepackaged Report Highlights All prepackaged reports came from enhancement requests Limit results by adding Criteria
Prepackaged Query HighlightsPrepackaged Query Highlights
Acq: issues received by component and date range. This query uses a view table.
Creating Custom QueriesCreating Custom Queries First, make sure your report is not one of the
prepackaged reports! Decide which data elements should be included in
the report. Use the database dictionary to determine which
tables contain the required data. Create a new query in Access by adding these
tables. Other tables may be required for linking purposes.
Add the data elements from the tables and any criteria or restrictions.
Rules of ThumbRules of Thumb
Start small and save your queries frequently.
Make a copy of a query that has some of the elements you want & give it a new name.
First create the ‘core’ of your query, save it, then run it as a test.
Rules of Thumb Rules of Thumb
Looking at the prepackaged queries in design view is a good way to learn.
With practice, you will come to know the Voyager data structure and need to consult the printed tools less frequently.
Examine query results with a critical eye.
Example 1: Circulation asks for a Example 1: Circulation asks for a list of Community User Patronslist of Community User Patrons
What data elements should be included? Last name, first name, barcode, phone number
Is there a query that provides this information?
Check the Data Dictionary to determine which tables to use– Voyager® 6.5 Technical User’s Guide Appendix A
List of Community User PatronsList of Community User Patrons
What data elements should be in the query? Last name, first name, barcode, phone number
Look at tables beginning with PATRON to find where this stuff lives.– The PATRON table contains the LAST_NAME &
FIRST_NAME.
– The PATRON_BARCODE table contains PATRON_BARCODE.
– The PATRON_PHONE table contains PHONE_NUMBER.
Community User PatronsCommunity User Patrons We also need to include PATRON_ADDRESS for
linking purposes and PATRON_GROUP so we can just limit to Community User.
Community User PatronsCommunity User Patrons To add data, simply double click the elements in
the tables.
Note: Criteria in Access are case sensitive.
Example 2: List Vendors Example 2: List Vendors Ordered from this FYOrdered from this FY
Data to include: Vendor name, order date Check the Data Dictionary to see which
tables to use– The VENDOR table contains VENDOR_NAME.– The PURCHASE_ORDER table contains
PO_CREATE_DATE.
List of VendorsList of Vendors
Note: Enter criteria >9/1/2007 then Tab & Access adds correct formatting.
List of VendorsList of Vendors Get a count of orders placed with vendors
between a range of dates specified at the time the query is run & sort the vendor names alphabetically.
The Totals function (the ∑ button) allows the use of aggregate functions like “count”
Use the Sort dropdown to alphabetize by Vendor name
Count of Orders by VendorCount of Orders by Vendor
Example 3: Shelf List by LocationExample 3: Shelf List by Location
Data to include: call number, title, enumeration/chronology, barcode.
Sort by call # and then enumeration. Tables used for bibliographic queries:
BIB_TEXT, BIB_MASTER, BIB_MFHD, MFHD_MASTER, MFHD_ITEM, ITEM, LOCATION, ITEM_BARCODE
How are these tables related?How are these tables related?
Note: There are two intermediate tables for linking purposes: BIB_ MFHD and MFHD_ITEM. MFHD_ITEM can also be used to extract enumeration and chronology.
Shelf List by LocationShelf List by Location
Include both the NORMALIZED_CALL_NO field and the DISPLAY_CALL_NOField to get a correct sort of the Call Numbers
Voyager-L ReportsVoyager-L Reports
Email includes the SQL required for a report
Copy everything and paste it in a SQL view Change the view to Design View to see
which tables are used Modify criteria to match your local
locations, etc.
Questions?Questions?
Thank you and have a Happy Halloween!