Distributing ILLiad Reports Created Using Microsoft Access

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OCLC Online Computer Library Center

Distributing ILLiad Reports

Created Using Microsoft Access

David Larsen

Head of Access Services University of Chicago Library

d-larsen@uchicago.edu

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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?”

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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.

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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.

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Example of First Approach

ILLiad Borrowing Report

 Provided to bibliographers

 Shows loan requests for borrowing

 Provides ability to specify academic

department and date range

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When Borrowing Report is opened, users only see a simple form

with a drop-down menu, two text boxes, and two buttons.

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Users can select department from a drop-down box that

displays a list generated from a dynamic ILLiad query.

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Users can specify a date range or accept the default date

range (previous week).

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Example of

Resulting Report

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

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Report Exported to Excel

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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

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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

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Another Approach:

Schedule reports to automatically run

with results sent via email

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Imagine opening your email each morning and

finding a half dozen ILLiad Reports in your Inbox

that summarize the previous day’s ILL activity.

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Report for Acquisitions,

recommending purchase of items

that couldn’t be obtained through

ILL.

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Report showing work

performed by

borrowing

staff.

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Report showing work

performed

by lending

staff.

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Report

showing

Direct

Request

activity.

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Report

showing

users who

should no

longer be

blocked.

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Report showing users who need to be charged fines for late

returns.

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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

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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

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How to Schedule Reports to Automatically Run with

Results Sent via Email

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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.

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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

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Step One

Create Microsoft Access queries and reports.

(Just like Stephanie Spires teaches in

Generating Reports in OCLC ILLiad)

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Create a Microsoft Access File

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Create a

“make table”

query that

outputs results to a table

called “ILL

Cancels”

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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.

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Criteria for the “Reasons for Cancellation” field.

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Complete SQL statement

for the query.

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Create a report based on the

“ILL Cancels” table created

by the query.

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Possible Report

Design

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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 .125

1\4 .25

3\8 .375

1\2 .5

5\8 .625

3\4 .75

7\8 .875

Fraction

Decimal

Equivalent

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Report

Preview

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Step Two

Create Microsoft Access macro that will run report and output results

to a text file.

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Create a new macro

called

“cancels”

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Macro consists of four steps

that automate running of

query and output of report.

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First Step: “SetWarnings” to “No”

This tells MS Access to suppress messages and warnings that would

typically require a user response.

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Second Step: “OpenQuery”

This runs the “make table”

query we created.

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Third Step: “OutputTo”

This outputs the “ILL Cancellations” report as an

MS-DOS text file named

“illcancels.txt” in the “c:\ill”

directory.

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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.

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Fourth Step: “Quit”

Shuts down MS Access

at end of macro.

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Macro is now

ready to run.

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The illcancels.txt file has been created.

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Content of illcancels.txt

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Running the macro a

second time will

produce a warning.

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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.

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Step Three

Create Batch File that runs macro and emails report using Blat, a free,

command-line, email utility.

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Download Blat from www.blat.net.

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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 d-larsen@uchicago.edu - - - larsen

opensesame

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Create a Text File

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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.

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The first line will delete any

pre-existing illcancels.txt file,

using the “del” command.

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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).

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The third line commands Blat to send the report

generated by the Access macro by email to the

specified recipients.

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The batch file can be run by

double-clicking it.

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Command window that opens when file is run.

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Success! Batch file generated

report and emailed it.

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Final Step

Use Windows Task Scheduler to run

batch file on a specified schedule.

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Open “Scheduled Tasks” in

Windows Control Panel.

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Choose “Add

Scheduled Task” and follow wizard to

schedule running

of batch file.

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Use Browse to find batch file.

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Batch file will now run automatically at

specified time, as long as computer is running.

(It will run if you log off,

but not if you shut down.)

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Scheduled tasks can be run manually by “right

mousing” and choosing the

“Run” command.

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It works!

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