Quick & Dirty Access Reports
GIL User Group Meeting
May 19, 2011
Download the Oracle 10g ODBC Drivers from the GIL
Download site. http://download.gil.gsu.edu/
User ID & Password are available from your Library
Director or your Library Contact for the Service Site.
Install the ODBC Drivers.
Instructions are available on the Download site.
Tip 1: Seek help with the installation. Ask your systems librarian or
campus IT staff to assist you. If you need additional support contact
the Service Site staff.
Access Report File
Voyager loads with an access report file titled:
Tip 2: You can rename this file so that it will not be replaced by the
next Voyager upgrade.
Voyager Access Reports
Voyager uses Access Tables, Queries and
oTables are created by Voyager. They should
not be changed.
oVoyager also comes with pre-packaged
queries and reports
oUsing, creating or editing queries and reports
is facilitated by an understanding of how
information is stored in Voyager: bib records,
holding records, item records, purchase
orders, invoices, patron records
Prepackaged Queries & Reports
There are several ways to create a query in
o With the help of the Query Wizard
o From scratch in design view
o By entering new or copied SQL coding
o By copying and editing an existing query
Tip 3: When creating a new query use a prefix as part of the query
name to help identify all of your own queries.
Using the Query Wizard
Create a simple query in design view.
Tip 4: Queries that appear to be well
constructed can result in incomplete or
Titles by location query.
Tip 5: Use linking tables like the BIB_MFHD Table or the MFHD_ITEM
Table to link tables that do not share key fields.
Tip 6: Queries use I D numbers for many components rather than the codes
and names which are familiar to operators. These ID numbers can be found
in the tables.
SQL View of the Titles by location query.
Tip 7: When creating queries by copying SQL from another library
remember that there may be elements in the query that will have
to be changed for your database.
Creating queries by copying and editing an
Tip 8: NEVER edit a
prepackaged query. Always
“save as” before editing
Tip 9: When sorting call numbers, always sort by the Normalized
call number but use the Display Call Number in any reports.
New Materials LIst
Tip 10: Use correct syntax in the query criteria. Look for the correct
forms in existing queries and copy into new queries.
Invoice list by ledger.
Count of Circulation Transactions by LC Classification
Use the Report Wizard to Create
◦ Select the queries or tables that contain
information needed in your report
◦ Select the elements that you would like to
display in your report
◦ Select the style that you would like to use in
Access Report Tips
An Access report is “prettier” than Access
An access report will typically require more
pages to print than the corresponding query
- sometimes twice as much = There is a
price to being “pretty”!
Access reports can be edited in design view
but be cautious. Only headers and design
details can be edited. The text identifying
data elements cannot be edited. Doing so
will “break” the link to the associated query
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