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Robert Patterson
Posts:14
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| 22-06-2005 4:48 AM |
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Hi ...
Has anyone figured out an efficient way to report on the objects and associated notes fields from the objects tab in the events module. How do you get the right associated notes to show up with the right object. Since those fields are not linked, it is difficult to get them associated together in a report. We are using 2.1.008. Is this handled differently in later version? Has anyone figured out an easy way to report on this?
Robert Patterson
Canadian Museum of Civilization |
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Nick Margiolakis
Posts:44
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| 22-06-2005 11:05 AM |
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Hi Robert,
Have you attempted to write a report to do this? If you have please attach and then I can have a look and try and point you to the right direction (much easier to do it this way as there are several ways that this can be done).
Regards,
Nick Margiolakis
KE Software (Australia) |
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Regards,
Nick Margiolakis
KE Software (Australia) |
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Matthew Churchward
Posts:1
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| 23-06-2005 3:43 PM |
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Yes, I've had a similar dilema. I am trying to produce a report that prints out summary information on Accession Lots together with information from or counts of objects registered in the catalogue from each Accession Lot. The report needs to be initiated from Accession Lots because I want it to include Acc Lot records that don't yet have any objects attached to them as well as those that do. Because the link between Catalogue and Accession Lots is a one way link you can't select any of the catalogue object fields (or even summary data) from the Report Fields List in Accession Lots. The only wa I can think of doing it is by first running a dumming report from the catalogue which first saves data from relevant object records to a csv file and then running the full report from Accession Lots, getting Crystal to pick up data from two locations and link it using the Accession Lot IRN. (In your case Rob, you'd need to use the Events IRN to create the link).
And I don't have a report yet Nick becuase I am not going to create one until I know how to do it. |
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Nick Margiolakis
Posts:44
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| 30-06-2005 2:18 PM |
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Hi Robert,
I'll describe what is required for producing a report from the Events module on all the attached objects and their associated notes (maybe slightly different in your version but the concept is the same).
1) From within the Events module you need to select (vie the reports properties dialog box)
ObjAttachedObjectsRef_tab.[ecatalogue] -> Summary Data field (or any other field for that matter)
The you also need to select the ObjAttachedObjectsNotes_tab
2) Assuming these are the only 2 fields selected then running this report (without even having an actual report designed yet) this will output 3 files:
eevents.csv - contains a key number
ObjAttac.csv - contains the Object information
ObjAtta2.csv - contains the Notes information
These can be found in C:\Documents and Settings\<your name>\Local Settings\Application Data\KESoftware\Reports\eevents and can be opened using Excel
3) In Crystal you then have a number of options available to you but by far the easiest is to create a subreport (which contains both the ObjAtta2.csv and ObjAttac.csv - make sure that the linking between the 2 is correct, set the Linking options to be left outer join) and then link this subreport back to the main report (once again you need to ensure that the link between the main report and the subreport is correct). From within the main report right click on the subreport and choose change sub-report links and then make sure that on the right hand side where it says Fields to Link to actually link to the common key between the 2 (eevents.csv and the newly created subreport) and in this example it's going to be the eevents_key.
Hopefully I have explained it well enough but I have also assumed the you have previously built some reports and so have omitted some parts. |
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Regards,
Nick Margiolakis
KE Software (Australia) |
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Robert Patterson
Posts:14
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| 01-07-2005 1:38 AM |
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Hi Nick..I have tried this a few ways but I will try to simplify the problem I am having. I have made several cross module reports and I have not had any problems linking the .csv files until now. I simply want to link up the appropriate comment with the object that is listed beside it in the list. When I look at the resulting .csv files, I don't see what the linking field is between the object and the associated note. The link via eeventskey only associates the notes and the objects separately to the appropriate event. The only other field I have to link are the ObjectAttachedObjectsNotes_key and the ObjectsAttachedObjectsRef_key but when I compare the numbers in those keys, they dont line up with the data in the fields. When I link them together by key, I get the information repeated each time for the number of objects in the sets.
The records I am trying to report on are on multiple event records and i have no problem associating the notes to the event and the objects to the event. The problem is linking the right note to the object which it is beside. Perhaps I am missing something in the linking between the three tables. The set I am looking at right now has 7 events and I can see where the 7 events keys are in all three .csv files. There are 1913 ObjectsAttachedObjectsRef_key and only 1788 ObjectAttachedObjectsNotes_key. If i compare ObjectAttachedObjectsNotes_key 1788 with ObjectsAttachedObjectsRef_key 1788, the object listed does not correspond with the note listed.
Hopefully I am just missing something in this process.
Thanks,
Robert |
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Nick Margiolakis
Posts:44
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| 03-07-2005 8:29 PM |
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Hi Robert,
What you need to do is group those 2 fields in EMu (report properties), then name the group (or you can use the default name of Group), this will then create the one csv file with both those fields in there.
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Regards,
Nick Margiolakis
KE Software (Australia) |
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dkennedy
Posts:0
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| 07-07-2005 12:22 AM |
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Robert,
If you don't group the fields from Object you are reporting on and the associated notes field together, then you get the two resulting csv files which won't allow you to tell which note goes to which object. That is because the ObjAttachedObjectsNotes_key and the ObjAttachedObjectsRef_key in each csv file respectively don't match up. If all the events records you are reporting on have a note filled in for the last item in the Objects Details table, then they will happen to match up.
The problem causing them not to match up is the following: Say one event record has 7 objects listed, and only the 5th item in the table has a note. The second record has 3 objects listed, and only the 1st and 2nd item have a note. The the csv file for the notes field only has 7 entries
1 1 blank
2 1 blank
3 1 blank
4 1 blank
5 1 the note for the 5th item of the first record
6 2 the note for the 1st item of the second record
7 2 the note for the 2nd item of the second record
What you would need to be able to link each note to the appropriate object is:
1 1 blank
2 1 blank
3 1 blank
4 1 blank
5 1 the note for the 5th item of the first record
6 1 blank
7 1 blank
8 2 the note for the 1st item of the second record
9 2 the note for the 2nd item of the second record
10 2 blank
This way the number in the first column could match up with a number in the other csv file containing the object. The way it actually does it (the first way) there is no way to match up each note to each object, although you can match up which notes go to which even record by the number in the second column, but I don't think that is all that useful.
I'm not positive if this is a bug or if there is a reason why it is done like this, so the way around it, as Nick suggests is to Group the Object and the Notes in KE EMu to get one csv file created, with the Object and the note on the same line.
Right click on the report in question and choose properties or create a new report.
Go to the Fields tab of the Report Properties... window
Click the Create Group button.
Move the Appropriate fields into this group (Object and Notes)
When you run the report, one csv file will be created instead of two: GroupName.csv
This should be what you need.
Dan |
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