RCFN.MDB SetupRCFN.MDB SetupThis is an ACCESS 2000 format databaseSave the RCFN.MDB database to your local or network driveOpen the RCFN.MDB

Click on the Tools Menu

Select Database utilities

Select Linked Table Manager

RCFN.MDB Setup (cont.)RCFN.MDB Setup (cont.)Click the Select All buttonClick the ‘Always prompt for a new location’ check box at the bottom of the Linked Table Manager windowClick OK

RCFN.MDB Setup (cont.)RCFN.MDB Setup (cont.)Select your school’s Replicated database from the Machine Data Source and Click Ok

Enter your User Id and Password then click OK

RCFN.MDB Setup (cont.)RCFN.MDB Setup (cont.)

Click OK

Click Close

RCFN.MDB QueriesRCFN.MDB Queries

Click on the Queries Objects

RCFN Drop CandidatesRCFN Drop CandidatesAR2516CB must have been run in Update ModeRun the “RCFN Drop Candidates” queryEnter Term

Query Results:Student Id

Term and Term Description

Obligation Date

Amount Due, Tuition Paid and Total Paid

Student Name

RCFN Drop Candidates with RCFN Drop Candidates with AddressesAddresses

May include multiple addresses for a candidateAR2516CB must have been run in Update ModeRun the “RCFN Drop Candidates” queryEnter Term

Query Results:Student Id

Term and Term Description

Obligation Date

Amount Due, Tuition Paid and Total Paid

Student Name

Address Type

Street Address

City, State Zip & Zip Suffix

Foreign Zip, Country

Telephone, Foreign Telephone Prefix

Save RCFN Drop CandidatesSave RCFN Drop CandidatesAR2516CB must have been run in Update ModeRun the “Save RCFN Drop Candidates” query

Query Results:This query stores all of the Drop Candidates in a table named “Previous RCFN Candidates”. It is used with the “New RCFN Drop Candidates” query.

When it runs, you may receive 2-3 messages about replacing data in your table. Click Yes to all of them.

The last message will show you the total number of rows being written to the table. This includes ALL candidates from ALL terms.

New RCFN Drop CandidatesNew RCFN Drop CandidatesFollow instructions on “Save RCFN Drop Candidates” queryRun AR2516CB again after additional students have registered in ISRSRun the “New RCFN Drop Candidates” queryEnter TermRun the “Save RCFN Drop Candidates” query again to save the current set of candidates

Query Results:Student Id

Term and Term Description

Obligation Date

Amount Due, Tuition Paid and Total Paid

Student Name

RCFN Drop Students who have RCFN Drop Students who have re-registeredre-registered

Run AR2516CB in Update Mode.Run the “RCFN Drop Students who have re-registered” queryEnter Term

Query Results:Student Id

Term and Term Description

New Course Id and Title

Registration Time Stamp

Student Name

Courses affected by RCFN Courses affected by RCFN Drop CandidatesDrop Candidates

AR2516CB must have been run in Update ModeRun the “Courses affected by RCFN Drop Candidates” queryEnter Term

Query Results:Subject

Course and Section Numbers

Course Techid

Course Title

Term

Total number of students enrolled

Number of registrations affected.

Majors affected by RCFN Drop Majors affected by RCFN Drop CandidatesCandidates

AR2516CB must have been run in Update ModeRun the “Majors affected by RCFN Drop Candidates” queryEnter Term

Query Results:Major Description

Term

Number of candidates.

Majors affected by RCFN Majors affected by RCFN Dropped RegistrationsDropped Registrations

AR2518CB must have been run in Update ModeRun the “Majors affected by RCFN Dropped Registrations” query

Query Results:Major Description

Term

Number of candidates.

Student Majors affected Student Majors affected by RCFNby RCFN

Query Results:Major Description

Term

Student Last Name

Student First Name

Major End Date

Major Status code

Student Tech Id

AR2516CB must have been run in Update ModeRun the “Student Majors affected by RCFN” queryEnter Term

Student Minors affected Student Minors affected by RCFNby RCFN

Query Results:Minor Description

Term

Student Last Name

Student First Name

Minor End Date

Minor Status code

Student Tech Id

AR2516CB must have been run in Update ModeRun the “Student Minors affected by RCFN” queryEnter Term

Majors and Minors affected Majors and Minors affected by RCFNby RCFN

Query Results:Major or Minor Description

Type

Term

Student Last Name

Student First Name

Major or Minor End Date

Major or Minor Status code

Student Tech Id

AR2516CB must have been run in Update ModeRun the “Majors and Minors affected by RCFN” queryEnter Term

Mail Merge and AddressesMail Merge and AddressesBecause students may have many types of active addresses, someone needs to select which address to use if you are doing a Mail Merge. Otherwise, you will get query results with 2 or 3 different addresses for many students.

To address this, a table has been created in the RCFN.MDB database called Address_Priority. In this table are the current valid address types and a column to identify a priority.

The RCFN Drop Candidates with Addresses query uses this table to select the address to use for each student. It starts with address type 1 and if no active address exists for that type, it looks for address type 2, then type 3 etc…

If no active address is found, the query will return empty address information for the student.

Mail Merge and AddressesMail Merge and Addresses

Enter the priority in the ADDR_PRI column.

Setting two address types to the same priority will produce query results for both addresses

The query uses the lowest number to determine priority (1,2,3…)

To identify the Address Priority, open the Address_priority table from the Tables Objects

Mail Merge and AddressesMail Merge and Addresses

After running the query, you will need to set the address priorities again.

Run the Create Address Priority query to refresh the Address_Priority if new address types are added.

Mail MergeMail Merge

Right Click on the RCFN Drop Candidate with Addresses query name

Select Export

The RCFN Drop Candidate with Addresses query may be used as an input source for a Microsoft Word Mail-Merge

Mail Merge (cont.)Mail Merge (cont.)Save the file as type Microsoft Excel

Store it to your desktop or My Documents folder as type Microsoft Excel 97-2003

Click Export

Use the Excel file as the input source in your Merge document.