Student Manager Catalog Builder

1. Student Manager Catalog Builder An ACEware Webinar

2. We plan to focus on . . . • The Catalog Builder can • Provide course descriptions • Define Pre-Requisites.. And “See Also” • Exporting descriptions for catalog building • Create chunks of text for use in reports Catalog Builder Webinar

3. And while the Catalog Builder can do the following, we won’t discuss them here: • Edit email templates • Help Manage Course Proposals • Handle course benefits, materials, contact information, etc. Catalog Builder Webinar

4. Let’s start by adding a new Course Description Record File / New / Catalog Entry / Catalog Code Catalog Builder Webinar

5. Catalog Code Main Screen Catalog Builder Webinar

6. Catalog Code Main Screen The Code field is a ten-digit field that usually has a correlation to the course number, but does not have to be an exact duplicate of the course number. In our example the ACE101 is part of the course number 08WACE010A Catalog Builder Webinar

7. Catalog Code Main Screen For the benefit of ACEweb users, the “Publish on Web” button gives the page permission to place the description on the appropriate web page. Catalog Builder Webinar

8. Catalog Code Main Screen The subject code for the entry. Subject Code ties back to the course table Catalog Builder Webinar

9. Catalog Code Main Screen Name – catalog record name.  For example, if it is a course/workshop description, this would be the name of the course/workshop. Catalog Builder Webinar

10. Catalog Code Main Screen Description (Main) – course description field that holds plain text (special formatting cannot be applied to text i.e. bold, underline, etc.) up to 64,000 characters in length.  You may include paragraphs of information. (NOTE: If you have copy in Word or on an existing web page, you may COPY text from an other source and PASTE it into the description box) Catalog Builder Webinar

11. But Chuck, what does it do?

12. Now that we’ve created a code, let’s create a course using the code. View Courses Displays every course tied to this description Catalog Builder Webinar

13. Now that we’ve created a code, let’s create a course using the code. Clone Entry Creates an exact duplicate of the Code Description but forces a change to the Catalog Code Catalog Builder Webinar

14. Now that we’ve created a code, let’s create a course using the code. The handy button labeled “Create Course” Takes you to a new, blank course screen Catalog Builder Webinar

15. Note that Student Manager fills in • Part of the Course Code • Title • Subject Code • Catalog Code Catalog Builder Webinar

16. By clicking on the Description button, anyone unfamiliar with the course can get quick information. Catalog Builder Webinar

17. Catalog Builder Webinar

18. If you have ACEweb, you may create a Secondary Description using HTML formatting. If the Secondary Description is empty, ACEweb will use the Primary Description. (by using HTML for web descriptions, you can increases legibility, retention and it looks down right terrific!) Catalog Builder Webinar

19. Most important . . . You can build your catalog! Begin by choosing Reports, Courses, Generate Catalog Copy Catalog Builder Webinar

20. The Catalog Builder screen appears Click “Export to file” Then click the OK button Catalog Builder Webinar

21. The Query Screen will appear If exporting information for an entire term, click the “Course Code Begins with” Option, or create a custom query Catalog Builder Webinar

22. Provide the course code information • Answer the three questions regarding instructor phone numbers and fees (for the first pass, we recommend answering “No”) Be patient, you’re getting close! Catalog Builder Webinar

23. Which brings you to theExport Data Selector Catalog Builder Webinar

24. Highlight the fields you want to use Move them to the Fields to Export box by clicking the right arrow OR, just double click on a field.. To move it to the “Fields to Export” column Catalog Builder Webinar

25. Select one of the DBF choices. Your choice must be DBF since only those file types will handle Memo fields. Last, click Export Catalog Builder Webinar

26. Export Format NOTE: There are three different DBF formats. You may have to experiment to find the correct version for your Word filters. Catalog Builder Webinar

27. Specify a file location Enter a file name and click SAVE Catalog Builder Webinar

28. Now you’re ready to use your file (using mail merge in Word, or an Adobe product) to construct your catalog. Catalog Builder Webinar

29. Once in Word . . . • Tools / Letters and Mailings / Mail Merge Catalog Builder Webinar

30. Task Pane Choose Directory as your document type then click Next for step 2 Catalog Builder Webinar

31. Task Pane Use the current document then click Next for step 3. (Once you’ve created a template, you may reuse it for future catalogs.) Catalog Builder Webinar

32. Task Pane Select Use an existing list. (The list is the exported catalog file from Student Manager.) Then click Browse to select your file Catalog Builder Webinar

33. Match up Data Source Depending on your version of word and what data filters you may have installed, you may have to experiment with the combination of DBF export type and Data Source Filter. You must find the matching import filter for your version of Word TIP: For office 2003, the Foxpro Files Word via ODBC works with the default DBF export ( DBF (vfp) ) Catalog Builder Webinar

34. Task Pane You may also sort the records by dbl-clicking on the label header of the column The resulting list is your catalog export (Note: You may remove records if you wish using the check boxes.) Otherwise, click Select All and OK. Catalog Builder Webinar

35. Task Pane Clicking “More Items” brings up a list of Merge Fields Place the fields in your document by selecting the field name and clicking Insert. Then you simply move fields around to format the template to your specifications Catalog Builder Webinar

36. Task Pane Sample of fields with formatting Catalog Builder Webinar

37. Task Pane Step 5 allows you to preview your information. Don’t like what you see? Use the Previous option to return to the formatting screen. Catalog Builder Webinar

38. Task Pane The final step, step 6, allows you to print, edit individual entries, or save the resulting merged file. Catalog Builder Webinar

39. Using Catalog Builder to generate Text Fields in Reports Catalog Builder Webinar

40. To begin . . . File / New / Catalog Entry / Memo Text Catalog Builder Webinar

41. Enter a code name for your template • Enter the body of the letter • Click SAVE 123 Catalog Builder Webinar

42. Catalog Builder Webinar

43. Once you've created your letter body, you're ready to insert it into a report using a report function called GetMemo. • Open the report in modify mode. • Fill in the expression box and select “Stretch with overflow”   Stretch with overflow Catalog Builder Webinar

44. There’s always a few rules • Advantages • Memo text fields group more text than report text fields allow • It’s easy to change margins & content • Disadvantages • No special text formatting is allowed (no bold, italic, underline, etc.) • Merge fields can not be used in the same report as memo text fields. Catalog Builder Webinar