OCLC Online Computer Library Center Distributing ILLiad Reports Created Using Microsoft Access David...

OCLC Online Computer Library Center

Distributing ILLiad ReportsCreated Using Microsoft Access

David LarsenHead of Access Services

University of Chicago [email protected]


Or,“Now that I’ve taken the Generating Reports in OCLC ILLiad Class,how do I get my reports to those who need to see them?”


Why Distribute MS Access Queries and Reports? Need to summarize and display data in ways

that can’t be done through ILLiad client or web reports.

Need to provide reports to those who don’t know how to use ILLiad or don’t have access to client.

Want to let individuals see data but not alter information in tables.

Want to automatically “push” information to those who need it or allow them to “pull” it themselves.


Two Approaches

1. Provide users with the actual MS Access “.mdb” files and a simplified interface that allows reports to be run as needed without training in MS Access.

2. Schedule reports to be automatically run and sent via email to interested individuals.


Example of First Approach

ILLiad Borrowing Report

Provided to bibliographers Shows loan requests for borrowingProvides ability to specify academic

department and date range


When Borrowing Report is opened, users only see a simple formwith a drop-down menu, two text boxes, and two buttons.


Users can select department from a drop-down box thatdisplays a list generated from a dynamic ILLiad query.


Users can specify a date range or accept the default daterange (previous week).


Example ofResulting Report


Reports can be sent to Excel, Word, or Printer.


Report Exported to Excel


Benefits of this Approach

Users can run reports at any time

Can export to Excel, HTML, or Rich Text

Can create interface that allows use by those untrained in MS Access or ILLiad

Users can choose from a wide range of options using drop-down and text entry boxes


Disadvantages of this Approach

Users need Microsoft Access

Need to set up ODBC connections on all machines that run reports

Firewalls may prevent access to ILLiad server

Underlying tables remain accessible to users with knowledge of Access

Configuring easy-to-use interface requires lots of time and skill

Users need to remember to run reports


Another Approach:Schedule reports to automatically run with results sent via email


Imagine opening your email each morning and finding a half dozen ILLiad Reports in your Inbox that summarize the previous day’s ILL activity.


Report for Acquisitions, recommending purchase of itemsthat couldn’t be obtained through ILL.


Report showing work performed by borrowing staff.


Report showing work performed by lending staff.


Report showing Direct Request activity.


Report showing users who should no longer be blocked.


Report showing users who need to be charged fines for late returns.


Benefits of This Approach Users don't need to remember to run reports

Most find email a convenient way to receive information

Eliminates security and firewall concerns

Users don't need to have MS Access or configure ODBC settings

Don't need to spend lots of time simplifying MS Access interface

Reports can be scheduled to run during closed times, reducing load on server


Disadvantages of This Approach

Recipients do not have control over report scheduling or content

Report criteria need to be configured in advance (no drop-downs or text entry boxes)

Need to consider privacy implications of using email if reports contain sensitive data


How to Schedule Reports to Automatically Run with Results Sent via Email


Four Steps

1. Create MS Access queries and reports

2. Create MS Access macro to output report as MS-DOS text.

3. Create batch file that runs macro and emails report using Blat, a free email utility.

4. Use Windows Task Scheduler to run batch file at regularly specified times.


Step-by-Step Example

Creating, scheduling, and emailing a report to Acquisitions recommending that the Library purchase recent imprints that could not be obtained through ILL


Step One

Create Microsoft Access queries and reports.

(Just like Stephanie Spires teaches inGenerating Reports in OCLC ILLiad)


Create a Microsoft Access File


Create a “make table”query that outputs results to a table called “ILL Cancels”


This query produces a list of all borrowing loans from the past week with the “Cancelled by ILL Staff” status, an imprint date in this millennium, and a “Reason for Cancellation” matching the specified criteria.


Criteria for the “Reasons for Cancellation” field.


Complete SQL statement for the query.


Create a report based on the “ILL Cancels” table created by the query.


PossibleReport Design


Avoid random blank lines by following the advice in Microsoft Knowledge Base Article 208436(http://support.microsoft.com/kb/q208436/)

Set the Height property of a report's detail section to a value divisible by .125 inches. For example, if the detail section's Height property contains a fractional number, set the fractional portion of this property value to one of the following decimal equivalents:

1\8 .1251\4 .253\8 .3751\2 .55\8 .6253\4 .757\8 .875

FractionDecimal

Equivalent


Report Preview


Step Two

Create Microsoft Access macro that will run report and output results to a text file.


Create a new macro

called “cancels”


Macro consists of four steps that automate running of

query and output of report.


First Step: “SetWarnings” to “No”This tells MS Access to suppress

messages and warnings that would typically require a user response.


Second Step: “OpenQuery”This runs the “make table”

query we created.


Third Step: “OutputTo”This outputs the “ILL

Cancellations” report as an MS-DOS text file named

“illcancels.txt” in the “c:\ill” directory.


Third Step (Part Two):Select the “Conditions” option under the “View” menu. Then enter a logical condition that tells MS Access to only output the report if the report contains data.


Fourth Step: “Quit”Shuts down MS Access

at end of macro.


Macro is now ready to run.


The illcancels.txt file has been created.


Content of illcancels.txt


Running the macro a second time will

produce a warning.


Even though the macro has been set to suppress system messages, it will not overwrite existing files.

This illcancels.txt file will need to be deleted before running the macro.


Step Three

Create Batch File that runs macro and emails report using Blat, a free, command-line, email utility.


Download Blat from www.blat.net.


Installing Blat

§ Place blat.exe, blat.dll, and blat.lib somewhere in your command path (e.g., c:\Windows)

§ At a Windows command prompt, type: Blat -install <server addr> <sender's addr> [<try n times> [<port> [<profile> [<username> [<password>]]]]]

(Values in square brackets that don’t apply to your situation can be replaced with “-”)

Example:Blat –install smtp.uchicago.edu [email protected] - - - larsen opensesame


Create a Text File


Give file a name with a “.bat” or “.cmd” extension, which

makes Windows treat it as an executable “batch” or

“command” file containing a series of Windows commands.


The first line will delete any pre-existing illcancels.txt file, using the “del” command.


The second line calls MS Access from the command line, specifying the file to open and the macro to run (designated by the “/x” switch).


The third line commands Blat to send the report generated by the Access macro by email to the specified recipients.


The batch file can be run by double-clicking it.

OCLC Online Computer Library CenterCommand window that opens when file is run.


Success! Batch file generated report and emailed it.


Final Step

Use Windows Task Scheduler to run batch file on a specified schedule.


Open “Scheduled Tasks” in Windows Control Panel.


Choose “Add Scheduled Task” andfollow wizard to schedule runningof batch file.


Use Browse to find batch file.


Batch file will nowrun automatically atspecified time, as long as computer is running. (It will run if you log off, but not if you shut down.)


Scheduled tasks can berun manually by “right mousing” and choosing the “Run” command.


It works!


Questions?

For more information:

David Larsen

[email protected]

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