Monthly Archives: August 2016

Adding persons and other changes to PharmSchool DB

Trigger: Get a DM Update from Kellie

Overall process:

Open XLSX spreadsheet: Summary Tag

Make list of emails for those who left to use in Mailman

Delete anyone who left
Revise any record with changes
Add new people

Delete process

Go to layout Person:All

Find the person to be deleted and export the field distlist_export

Manually delete records for those who left

Go into the appropriate email lists and delete

Revise Process

Based on what data needs to be revised, go into the appropriate table and make the revision

Adding process overview:

Add to person table
Export out with new Person ID
Import into Directory table

Import into Faculty out other tables as needed
Import into address table

export for addition to email distribution lists

Add to person table

NOTE: Need a way to fix the office addresses–

Make row K “MGT”
Put an X in row K for all that are being added
Drag XLS to FMP to convert to a DB- use “Demographic”
Do a find for MGT = x
show ommitted
Delete all found
Revise field names to be:
Name first -> name_First
Name last -> name_Last
UNIV ID -> UnivID
Degree -> name_Degree
Dept -> department

Add field “Person_ID”
Add field “activeDirectoryUsername” calc field =  LeftWords (Email; 1)
Add field Type

Import record to the Person table of PharmSchool
Go to the DM converted DB and Link it to PharmSchool with match field as activeDirectoryUsername or UNIVID

Update records in the DM converted to add id_Person to the matching records

Go to the Directory:All layout and import the records from DM Converted
Use matching names, EXCEPT set activeDirectoryUsername to import to the field username

NEED to add instructions about filling “username”

In PharmSchool, go to layout Address: All do import from DM Converted

id_Person -> id_Person
Office -> Line 1
Need to add code to change building abbreviation

Go back and add a photo or a placeholder photo in the person table

Go into the Person table, and do export of distlist_export, and add to the appropriate lists

Find all MGT = x and set that fields to be empty

If any “type” is faculty, post doc or grad student there is more to do

For Grad and Faculty where Annual Review is “1”

Add records to the AR table and AR calc table

Add names to the “Bold” script.

OverdoseFreePA Error Logs: Weekly Report

Unzip the zipped file.

Name error log with date MO_DA_YR_php55_errors.log

Drag error log onto FMP and convert to DB

Open the clone, and import into the clone

Find all rows that start with a “[“

Run script Trim and Set

Then find by Month and do Setas[month] scripts

Then you can do a find based on the field timestamptimestamp

At the end, so a “save as” compact file

Then do a delete all records

Prep Student Scholarship Application Each February 1

How to set up the Scholarship Application each year

Note Spring 2019:  The plan is to move to a University managed system (was to be 2019 but more likely 2020) If we use our system again, a process needs to be sorted out for the incoming class data and keeping it up to date in the RxStudent table and the way that impacts the “import” steps below. Idea: Use the emplid upon first import, and then use emplid on subsequent imports, but after the first use “update matching records/add new.  This won’t delete any students who have decided not to attend- that will still have to be done nmanually

Delete all applicants

On the Utilities :All layout, export the worksheet to desktop

Add new Utilities record

On layout Applicant: Home, confirm or revise the open and deadline dates

Import a file FROM RxStudent where class year = the 3 years plus the incoming P1 class

Needed in the import file”

  • id (id_rxstudent)
  • username
  • email
  • nameF
  • nameL
  • nameMid
  • ClassYear

Update webtech password in the onOpen script

Make screen grab of page6 to update the worksheet.

Update worksheet and store it in the DB- on the Utilities record

Ask TJ to delete members of the AD group,  XXXX and import the current committee members.

Enable the student CDS group and the committee group