Important Tips when using Ad Hoc

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Important Tips when using Ad Hoc

• On the Ad Hoc Query Wizard screen when you are searching for fields for your query please make sure to use the Filter By field. This field can be very helpful in finding a field. • The best way to use Ad Hoc is to first Test the data you have pulled into your filter. This way you can see what data it is pulling. Then use criteria based on what data the report is looking at. Sometimes if you try to give it criteria first you can end up with a result of no records because the criteria was not entered incorrectly. • It might be helpful when trying to find a field to open two different browser windows and have one looking at the different headings under ad hoc filter and have the other looking at the different screens in Campus… this will be demonstrated during class. • It always important when creating a filter that will pull student data to remember to always have the filter field of student.activeToday in your filter and to have the criteria = 1. This way it will always only pull students that are currently active for the day you are creating the report.

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Samples of Ad Hoc Queries

Team List Ad Hoc ****NOTE – the above ad hoc will give you two lines for every student because some course do not have a team name associated with them. Therefore to get only one line per student you will want to give the criteria for team name of “IS NOT NULL” in the operator drop down. VST Ad Hoc

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SSD Students Secondary Household Contacts Ad Hoc **** NOTE – with the above ad hoc you if there are 2 parents living in the household you will get 2 lines per student, or if there are more than one student, you will get that parent listed multiple times To reduce it to one per household you will need to run the advanced filter to look at unique records only to get rid of the duplicates after the report has been exported to excel.

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Free and Reduced Lunch Ad Hoc Race Ad Hoc

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ESOL Ad Hoc Gifted Ad Hoc

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Oldest and Only – to do Household labels you should be able to use the mailing labels already available in Campus and choose Household instead of Student. However if you want a spreadsheet that tells you Oldest and only you can use the ad hoc below. ****NOTE – This will list every student, to get it to reduce it to one per household you will need to run the advanced filter to look at unique records only to get rid of the duplicates after the report has been exported to excel.

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Total # of Absences for Student Ad Hoc ****NOTE – To only report the list of students whose absences were more than 10 days you would either look at absent days or unexcused absent days and make the criteria >9. List of Students with F’s Ad Hoc ****NOTE – You will need to pick which grading task you want to see the grades for.

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Special Assignment Ad Hoc Guardian without an email address

****NOTE – If you have a parent without an email that has more than one student that attends your school they will be listed once per each student. To reduce it to one per household you will need to run the advanced filter to look at unique records only to get rid of the duplicates after the report has been exported to excel.

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Creating an Email List Ad Hoc (also instructions on importing that list into

GroupWise)

Email Ad Hoc (per a certain course # and section #) To import into GroupWise: 1. Export to your desktop and save as a csv file (it should default to this type of file).

To import a CSV (comma‐separated values) file:

1. In the Main Window, click the address book on the toolbar.

2. Click File > Import.

3. Select the .csv file, then click Open.

4. Select the address book you want to import addresses into, then click OK.

or

Click New to create a new personal address book to import the addresses into, type a

name for the new address book, then click OK.

The Choose GroupWise Fields for CSV Data window is displayed.

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The CSV Fields column lists the data fields as provided in the .csv file. The CSV Data

column lists the data provided in the .csv file. The GroupWise Fields column lets you

choose the associations between CSV fields and GroupWise fields.

By default, the import process can recognize characters such as comma (,), semicolon (;)

and colon (:) as field delimiters. It can also recognize characters such as quote marks (")

as text delimiters. However, if unusual characters are used as delimiters, the import

process won’t recognize them.

5. If the .csv file does not display in proper columns:

1. Click Options.

2. Change the field delimiter character as required by the .csv file.

3. Change the text delimiter character as required by the .csv file.

The .csv file should redisplay in proper columns.

6. Click < and > to page through the .csv file data.

The import process attempts to assign the CSV fields to GroupWise fields.

7. To change an automatic field assignment, click the GroupWise field link that you want to

change.

or

To select a field assignment, click the Click to choose link.

8. Select a displayed field.

or

Click a field category, then select the GroupWise field that you want to correspond to

the .csv file field.

9. To not import the data from a CSV field, click the link in the GroupWise Fields column,

then click Clear.

10. When you are finished assigning field mappings, click OK to import the CSV data into the

selected address book.

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Important Tips when using Ad Hoc