Note! The Schools Form opens in the “ENQUIRY MODE” allowing you only to view the data.
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Introduction Page 1
Starting Up and Signing On Page 2
MAKING ENQUIRIES
Moving through the Records Page 4
Printing an Individual Record’s Data Page 5
Making a Contact’s Enquiry Page 6
Making a Books Used Enquiry Page 7
Making an Event’s Enquiry Page 8
Making a Notes Enquiry Page 9
Making a Salesperson Enquiry Page 10
Making a Salesperson Events Enquiry Page 12
Making an Interest Enquiry Page 13
Exiting e-MkIS Page 14
FILTER AND BROWSE FACILITIES
Setting a Simple Filter Page 15
Explanation of Operators’ Drop Down List Page 16
To Remove the Filter and Move through the Records Again Page 20
Setting a Complex Filter Page 22
Pre-Defined Filters Page 25
Saving a Filter Page 25
Loading a Pre-Saved Filter Page 26
Deleting a Pre-Saved Filter Page 26
Filters Within Filters Page 27
Filtering: A List of Available Expressions for Each Table Page 28
SEARCHING, ADDING, AMENDING AND DELETING SCHOOLS AND CONTACTS
An Important Note on Adding Data in e-MkIS Page 33
Adding a New School Page 35
Selecting from the Drop Down Menu Page 37
Adding a New Department to a School Page 38
To add a New Named Contact Page 40
Adding an Existing Contact to an Existing School Page 42
To Add an Additional Contact Page 43
Moving an Existing Contact from one School to Another Page 44
Setting a Primary Contact Page 44
Changing a Contact’s Job Title Page 45
Adding Books Used Page 47
Adding Events Page 49
Adding New Interests Page 52
Adding a New Title Page 53
Adding a New Salesperson Page 55
AMENDING EXISTING DATA
Adding Notes Page 56
Amending Contact Record from the School Window Page 58
Amending Contacts from the Main Menu Page 59
Amending Titles Page 60
Amending a Salesperson’s Details Page 61
Amending Salesperson Target Statistics Page 62
Substituting a Salesperson Page 63
DELETING AND REINSTATING RECORDS
Deleting a School Record Page 64
Showing and Hiding Deleted Records Page 65
Reinstating a School Page 66
Deleting a Title Page 67
Reinstating a Title Page 67
Deleting Contacts Page 68
Reinstating a Contact Page 69
Deleting a Salesperson Page 70
Recalling a Deleted Salesperson Page 71
SETTING SYSTEM PARAMETERS AND CREATING REPORTS
List of Mandatory Tables Page 73
Adding Data to the System Parameter Tables Page 73
The Country Code Table (CNT) Page 74
Printing and Previewing a List of the System Parameters Page 76
To Print the Item Codes within a specific table Page 77
PRODUCING REPORTS
Producing Reports from Simple Filters Page 78
Producing Reports from Complex Filters Page 81
Using e-MkIS data in EXCEL (from CSV FILE. Recommended) Page 83
Using the Standard Report Formats Page 86
Salesperson Reports Page 88
Report Types (Standard/Events/Books) Page 88
Salesperson Books Sent Page 91
CAMPAIGNS AND PROMOTIONS
CAMPAIGNS
Creating a New Campaign Page 93
Deleting a Campaign Page 99
PROMOTIONS
To Execute the Promotion Selection from the Campaign Page 101
Printing Promotion Labels Page 102
The Different Types of Labels Page 105
Printing A Default Contact for schools without contacts Page 107
Deleting a Promotion Page 107
E-Mailings Page 108
Batch Update Page 109
Batch Label Printing Page 111
HOUSEKEEPING, ADMINISTRATION AND MISCELLANEOUS
HOUSEKEEPING THE SYSTEM
Re-Indexing Page 113
Purging Page 115
Word-search Rebuilding Page 116
ADMINISTRATION
Adding a User Key for a New User Page 118
Amending an Existing User Key Page 119
Setting User Preferences Page 121
User Colours Page 122
Follow-Up Page 124
Changing Items on Screen Page 126
MAIL MERGE AND EXPORTING DATA FILES TO OTHER APPLICATIONS
Simple Filter Page 127
Complex Filter Page 129
USING e-MkIS DATA IN WORD AND EXCEL
Inserting e-MkIS data as text and as a Word File Page 133
To Convert the Data into a Word Table Page 134
Using e-MkIS Data in Excel Page 135
e-MkIS Global Field Change Utility Page 138
e-MkIS Rep System Set-Up Page 141
System Control Set-Up Page 141
e-MkIS Standard Letter e-mail Page 145
Creating Standard Letter Templates Page 146
Sending a Standard e-mail by Letter Page 147
e-MkIS Post Codes Page 148
Importing Post Code Data Page 149
e-MkIS: INSTALLING PROGRAM UPDATES
Upgrade Procedure Page 151
MKISw to e-MkIS Conversion Page 153
When contacting Bob Unwin please ensure that you copy Simon Bewick in on the e-mail.
From Windows Program Manager or The Oxford University Press Window:
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Before you can use e-MkIS, your System Administrator will provide you with the User Key (Username) and a Password.
Key in the User
Key.
Press Enter/Return.
The cursor will move to the Password Field.
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Note! There is a time-out feature for security reasons. If you do not key in your User Key and Password before the time-out ends, you will have to double click the e-MkIS icon again.
Each record has information concerning the School, Names of Contacts at the School, a list of the Books Used by the school, Events and Notes concerning the School of interest to OUP. Looking at this information is called MAKING an ENQUIRY. Lets look at the data already entered into the e-MkIS Database.
To view existing e-MkIS Records the Schools Form is used.
Single Click on EMKIS on the Menu Bar.
Single Click on Schools in the drop down menu.
The School Form showing one School Record at a time will appear.
Note! The Schools Form opens in the “ENQUIRY MODE”
allowing you only to view the data.
To move through existing records in the e-MkIS Database, use the Database Records Navigation Buttons located towards the bottom of the Schools Form.
The following chart explains their use:
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Button |
Name |
Response |
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Previous Record |
Shows the Record before the one showing |
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Next Record |
Shows the Record after the one showing |
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First Record |
Shows the First record in the Database |
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Last Record |
Shows the Last record in the Database |
Click on this item to search for a school
by its code.
Click on this item to print the school
record.
Click on this item to start creating a complex search filter.
Click on this item to start creating a new record.
Click on this item
to make changes to the current record on screen.
These buttons will become active when you have created a new record or amended an existing one.
Each of these functions will be discussed in more detail throughout this manual.
To print out the date entered for a School:
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To select certain Events:
Click on the Events check box, then enter the Event from date and the Event to date in the appropriate field at the top of the Print School Window.
Click on the Primary Contacts Only check box to select the option if required.
Click on the Books Used check box to include the books used list in the print out.
Click on the Preview button to preview the print out if required.
Click
on the Print
button.
The Windows Print dialogue box opens.
Set
the number of prints required and click on OK
button.
The data will be printed.
To view the Contacts at a School:
Single Click on the
Contacts
Tab (This will be the default screen
showing when you enter the general school screen.
The Contacts List window will appear, listing all the contacts that are
associated with the school. Note! The Primary Contact
for the school will be shaded in a different colour.
The buttons on the right hand side of the screen will remain inactive until you click on the amend button.
When you right click on a contact you will be taken into the full contact screen:
You can then amend details.
To return to the main school right click on the School line:
Making a Books Used Enquiry
To view the Books Used by the School:
Single Click on the Books
Used Tab.
(If there are any ‘Books Used’ entered for the record there will be a
+ sign on the tab).
The Books Used list will appear, listing all the books that are used by
the school.
Note! You can re-order the columns at any time by left clicking and holding on the column heading, and dragging it to the position you want.
You can also re-sort each column by double clicking on the column heading. (There are three orders-lowest to highest (numeric or alphabetically), highest to lowest, or back to the default setting. By right clicking on any line you will be taken into the full book detail screen.
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Making an Event’s Enquiry
To view the Events at the School:
Single Click on the Events
tab.
The Events List window will appear, listing all the Events that are associated
with the school.
Note! As with Books Used, you can re-sort the columns and re-order the contents of the columns.
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In the main school screen click on the Notes Button.
Any Notes associated with the school will be displayed
in the Notes window. These can then be printed or saved to a
text file.
To make a Salesperson enquiry:
From the Main e-MkIS Window,
Click on EMKIS on the Menu Bar.
Click on Salesperson.
The Salesperson window will appear.
Use the Navigation Buttons to locate the required Salesperson.
3. Click on
the Statistics tab.
The Salesperson Statistics Window will appear showing the Statistics for
the Salesperson. The data in the columns labelled ACTUAL is automatically
calculated in response to events. All other columns are available
to edit manually.
4. The event types can be changed depending on what events you wish to monitor by Salesperson. This will be covered later in the manual.
Select EMKIS from the Main e-MkIS Window.
Click on Salesperson.
The Salesperson window will appear.
Select the Salesperson required using the navigation buttons.
Click on the Events tab.
The Events List will appear showing the Salesperson’s Events details.
4. As detailed in earlier sections, any column can be re-sorted by double clicking on the column heading.
Making an Interest Enquiry
The old version, MKIS, had a number of fields which could be used for adding additional information about a school or contact:
Courses field
Exams field
Analysis fields 1-4
Contact Interest (up to five).
E-MkIS puts
all of these items of interest in one place: The Interest screen.
The column headed Type shows the table the line comes from (CRS- Course, AN1- AN4- Analysis fields 1 –4, EXM- Exam, JOB- Job title, TRM- Terms).
As a default the Interest screen will show you all interests attached to the school or contact.
By clicking on the drop down menu next to Interest Types you can isolate particular tables if you wish.
To close e-MkIS down and return to Windows Program Manager/Oxford University Press Window:
From the e-MkIS Main Window;
Click Exit on the Menu Bar.
Note! The normal Windows commands File - Exit, and the Close Button method do not close E-MKIS down.
Note! Should you exit e-MkIS incorrectly you may find you are refused access the next time you try to log on. If this is the case your system controller will have to log on. They can then log you out by:
From the main e-MkIS window going to Maintain
Click on User
Find your User details
Click on Amend
Tick the Log off box next to User Status Logged On
You will then be able to log on to the system.
Most of the Windows opened for Enquiries have a Filter/Browse facility available. When there are many records in the database, filtering becomes essential to focus your searches on the records required, saving you the task of browsing through every record in the database to identify those you want to look at.
The Filter/Browse function works the same way whenever it is available.
The default mode for the filter is the AND condition. The Filter will automatically filter the records adding the ADD condition between each set of filter criteria.
With a Window Open (i.e. Say the School Window)
Setting a Simple Filter
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2. The Filter window will be displayed.
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3. Click
on the Fieldname
Drop list arrow.
The list of fieldnames will appear.
Click on the Fieldname for the field you want to filter on.
Click on the Operators Drop list arrow. The list of Operators will appear.
If there is a drop down menu available for the Criteria Field the question mark button will become active.
Explanation of Operators Drop Down List
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Operator Expression |
Function |
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exact equal |
Exactly Equal to the criteria |
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equal |
Has this criteria at its beginning with anything following. |
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less than |
Less than the criteria |
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gtr than |
Greater than the criteria |
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not equal |
Not Equal to the criteria |
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less or equal |
Equals to or Less than the criteria |
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gtr or equal |
Equals to or Greater than the criteria |
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and |
Records where criteria 1, and criteria 2 are met |
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or |
Records where either criteria 1, or criteria 2 are met |
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equal any |
The data contains any of the following criteria |
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not empty
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There is no data present in the criteria field.
There is some data present in the criteria field |
Click on the Operator you want to use.
The operator will appear in the Operator box.
Now enter the criteria for the search. There are two ways of
entering the criteria.
Either;
Click the cursor in the Criteria Field.
Type in the Criteria.
Or;
Click on the Question Mark button. A look-up table will appear. (Of course- where you are entering something such as ‘Address equal’ there will be no look up table.)
Click on the required
Criteria.
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Click on the Add button.
Note! The selection Criteria you have just entered will appear in the Criteria Window. Repeat the above steps to construct additional criteria, using the Add button to add them to your list. Remember they will use the AND condition to link them.
So in the above example the filter will look for:
All schools where the geographic code is equal to DORS, The School Status is equal to 1 and the Number of students is greater or equal to 500.
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Create your first filter criteria in the normal way. Next Click on the Group button to apply the OR condition - note the chain-dot lines and the OR statement appears in the criteria window. Now create the next set of criteria and add it. Continue in a similar manner for additional criteria, by inserting the OR condition between the criteria. (To delete an OR statement click to highlight it then use the delete button to remove it)
So, in the above example the filter has been set to Geo Code= DORS OR Geo Code = DEVN.
That is, the school will look for any school that is in Dorset or Devon.
If we had not put the OR condition in the computer would have attempted to find all schools who were in DORS AND DEVN- clearly impossible.
The equal any Operator is a new addition to the system. By choosing this operator you can put a number of choices in without having to use the OR condition.
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As can be seen when this is entered and we view :
To set the order in which your records will appear:
Click on the arrow for the Order drop list.
A list of fieldnames will be displayed.
Click on the Fieldname you wish to have the records ordered on. You
can view the filtered records in two ways, in the normal Salesperson Window
or in a Browse Table form.
Either;
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This will return you to the Schools Window.
At the top of the window you will see the filter icon now has a red
box around it.
This is to remind you that you
are only viewing some, not all, of the Schools. As you move
through the records now, you will only see those that match your selection
criteria.
Or:
Click on the Browse button.
A Browse Table will appear. Scroll through table contents using
the scroll bars.
To close the browse window:
Double click on the Window’s
Exit button.
You will be returned to the Filter window.
Click on the Close button.
To return to the original starting point window.
Click on the Filter button.
In the filter window:
Click on the Reset button.
This will remove your selection criteria.
To return to the School Window:
Click on the Close button.
The filter icon will no longer have the red box surrounding it and
you can view all the records again.
Setting a Complex Filter
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The complex filter screen will
be displayed, (also known as Multi Table browse).
Click on Reset.
Click on the drop down menu in the first column Selection Type.
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You can select from any of these tables in the complex filter. Each of these tables will have a different menu available to filter on. For a full list of menu contents for each table, see the pages following this description.
Click on the first table name you wish to use. (Most commonly school or contact).
Right click on the same line, in the column headed Filter.
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Complete all the criteria that you want for this particular table in the same way you would do in a simple filter.
When you have finished click on Close.
This will return you to the main complex
filter screen. You will find that the first line now has the first part
of the filter you have just entered:
You can now click on the menu for the next line and choose a different Selection type.
Repeat this procedure until you have completed your complex filter.
NB. You will notice that some tables allow you to enter criteria in the second and third columns.
E.g.
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The second column gives you the option to put in Exist or Not Exist: this means that if you put in Exist it will find all records where the filter is true. If you put Not Exist it will find all records where the filter is not true-
So, if you were to put:
Title Not Exist School
and Book Group Equal Elementary in your filter, e-MkIS would find all schools who do not use any Elementary books.
The third column allows you to decide whether you are looking for the criteria to exist or not exist for the School, for the contact or to be true/not true for both the school and the contact.
Pre-defined Filters
It is possible to load ready written filters into E-MkIS so that you do not have to type in the criteria every single time you use it.
Saving a Filter
Input your filter criteria as normal:
Enter a name for this filter in the Filter Description field. When you hit return you will find that the Save button has become active.
NB. If you tick the Public box it will make the filter available to all users, if not it will be accessible to you only.
Click on Save.
Loading a Pre-saved filter
From the main school or contact screen click on the complex filter button.
If you want to load a Public filter ensure the Public box is ticked.
Use the drop down menu next to Filter name to locate the filter you want.
Highlight it.
Click on Load.
You will now find that the filter is automatically filled in.
NB. Do not worry if you have added data to the database since you originally set up the filter - e-MkIS will include all changes in the filter.
Deleting a Pre-saved filter
From the main school or contact screen click on the complex filter button.
If you want to delete a Public filter ensure the Public box is ticked.
Use the drop down menu next to Filter name to locate the filter you want.
Highlight it.
Click on delete.
You will now find that the filter is deleted.
Filters within Filters
As well as simple and complex filters within
E-MkIS, you will find that you can create filters in other parts of the
screen even after you have set your initial filter.
Take the example below:
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A complex filter has been set. Back in the main screen another filter has been set.
The first filter was actually to show all schools offering FCE exams.
The second filter was done on Title and the criteria put in was:
Book Group equal Elementary.
As a result of this filter, we can now step through the schools chosen for the original filter, and each record will display only the Elementary books they use in the Books Used screen.
N.B. It is also possible to set a filter within a filter in the Events screen where the additional filters available are Events and Title.
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N.B. E-mail/Phone/Fax all have only one item in the list each (phone/fax/e-mail number).
Searching, Adding,
Amending & Deleting Schools
& Contacts
(Also refer to section covering Filtering and Browsing Records)
To go to a specific record (e.g. School), the Search Facilities are used. As your database increases in size the more important this facility will become.
There are three basic ways to search for specific schools.
The filter techniques previously discussed: by using precise filter such as
Address is like 14 Manor Park.
Or:
School Key equals 01111111.
School Key Searching.
This can be accessed by clicking on the School search key:
When you do, the following screen will come up:
You should only use the school search key when you know the school key.
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You enter the search screen which looks like this:
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You do not have to enter exact words in the new system. For example if you are looking for a school and you know it begins with Inter but cannot remember how the words ends the system will provide you with a selection which will include schools with names such as International, Interlanguage etc.
If you put enough information into the Word search so that e-MkIS knows for sure which school you are trying to find, you will be taken straight to that school record.
If you put in a search which brings up a number of possible matches a browse screen will open like the one below.
If you want to choose specific records, single click in the left-hand column headed ‘Sel’.
If you choose only one record you will be returned to that specific school record when you click outside of the above screen.
If you choose a number of records you will be taken back to the browse window.
There you will find two check boxes: Select All which is the equivalent of putting a ‘Y’ in every Sel column, and Save checkbox which will choose only those you placed a Y next to. When you are happy with your selection click on Close.
When you then return to the school record screen you will find that you are working within a filter indicated by the fact that the Word button is now blue:
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Remember to clear your selection when you have finished working in the selected records. You cannot start looking at records that are not in the selection you have made if the records are not one of the schools selected.
To search on schools or contacts that DO NOT match criteria you can use minus signs to exclude inappropriate records.
E.g. to find all International Houses that are not in Scotland you can enter INTERNATIONAL HOUSE in the name field.
-SCOTLAND in the address field.
The result will be all schools who have International House somewhere in their name, and do not have Scotland anywhere in their address field. Certain words may be excluded from the search-typically such words in English would be things like Road, Street, London etc because there are just too many of them.
You cannot just enter a negative condition. For example, you could not just put in –PARIS in the address field and expect to get a list of all schools who are on your database who do not have PARIS in their address field: there must be something that you do know about the school or contact in the search
You will find that the Word search is not character case sensitive- it will automatically enter the details in capital letters.
If you are getting results that you know are wrong it may be that you need to do a Word Match Rebuild and a Re-Index. (See pages 118 and 115 respectively).
The new version of e-MkIS allows you to enter a lot more information for Contacts than previous versions of MKIS did.
Consider the similarity between the School screen and the Contact screen:
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As can be seen in the above screen shots, both School and Contact Screens have the same tabs available to them (other than the fact that the first tab on the School screen is Contact and vice-versa).
It is important to remember:
which screen you are actually working in.
Whether you are entering data for the school or the contact or both.
From the e-MkIS Main Window:
Click on EMKIS on the Menu Bar.
Click on Schools in the drop down menu.
The School Window will appear.
School key which is automatically generated by e-MkIS.
If you put in a school name which e-MkIS
recognises as already existing on the system, you will be given the following
screen message:
If one of the matching records is actually the one you are currently trying to enter, you can right click on it and you will be taken directly to that record. If the matching record(s) are not the same as the school you are currently trying to enter, then click on continue and carry on entering the information.
The following fields are mandatory on the School screen:
School Type
School Status
Geo Code
Salesperson.
Selecting from the drop down menu
The following fields have drop down menus:
School Type
School Status
Geo Code.
In addition you can click on the blue tags Supplier, Notes and Salesperson to bring up the appropriate screens to enter information
Note! You can only access the drop down menu in Amend or New mode.
When you have entered all the information
you want on the general school screen click on:
Adding a new Department to a School
NB. It may be necessary to add a new department to an existing school. Such cases may include when a School opens up a new faculty. It is the same address and name as the original part of the school but it is doing very different things. Rather than create a completely new record, it is possible to create a new department. This will allow you to treat the two differently while recognising they are still part of the same institute.
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You will notice that a number of fields are filled in automatically, and are the same as those on the original record. Other parts will not be filled in so that you can fill in the things that are different for this department. You will also notice that the School Name has now moved to the address field and the School Name field is now blank allowing you to enter a name for this new department. In addition, next to the school key you will see that there the screen reads: Institution and then has the name of the original school that this department is associated with.
Fill in the details (it is possible to change the defaults if required).
Click on Save.
The screen will refresh to allow you to enter any details for this department you wish (such as Contacts, Events, Books Used, Interests, Contact etc).
To return to the original Institute screen, click on the blue word Institute by the School Key.
Either;
From the School Window:
Click on the Contacts tab.
Or;
From the e-MkIS
Menu bar:
Click on EMKIS.
Click on Contacts in the drop down menu.
With the Contacts Form open:
Click on the New button.
The Contact window will appear with all the fields blank for you to
fill in.
Type in the Surname of contact. Press Enter/Return.
The cursor will move to the Forename field.
Type in the Forename of contact. Press Enter/Return .
[WLM1]
Now the Initial(s) will be created automatically using the first
letter of each of the forenames you entered in the forename field - up
to a maximum of three.
Select a Title
from the Title drop down menu
Enter/Return.
The cursor will move to the Salutation Type field.
Decide whether you want to enter a school address
or a home address by typing S or H in the Addr.
Pref.
field.
If you want to copy the address from the
Contact's School Address field.
Either:
Click
in the Copy School Address check box.
Or:
Type in the Contact's
Home Address.
The cursor will move to the Address Preference field.
Type in the Address details. Press Tab.
The cursor will now be in the Post Code field.
Type in the Post
Code. Press Enter/Return.
The cursor will move to the Job Title field.
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Y or blank Include in mailing selection and labels.
N Include in selection but exclude from labels.
X Exclude from mailing selection completely.
A Always mail regardless of selection. (Added to every set of promotion labels).
U Unknown status - treat as "N" .
labels.
Enter Status (drop down menu available).
When you have entered all the details you wish to add for the contact, click on Save.
Click on Amend.
The buttons on the right hand side will now become active:
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Click on Add School.
You now have the options of:
Entering a school key (if you know it).
Clicking on the Word button to find the school you wish to attach this contact to.
Clicking on the Add New School button if you wish to enter a school record not currently on the database.
Adding an Existing Contact to an Existing School
From the e-MkIS Main Window:
Click on EMKIS on the Menu Bar.
Click on School in the drop down menu.
The School Window will appear.
Select
the required School. (Using the
navigation buttons or by Searching or Filtering methods).
With the selected school data visible;
Click on the Contacts tab if it is not currently displayed under the school details.
Click on Amend.
If you wish to Remove a Contact:
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ii) Click on the Remove button.
To add an additional contact:
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From here you may add an existing Contact to the school, add a Contact by Job Title (with no name), or add a New Named Contact as follows.
Moving an Existing Contact from One School to Another:
Type in the Contact's Key in the Contact Key field if you know it.
If you do not know it, click on the Word button to find the contact.
Note! You can have a teacher teaching at more than one school.
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If you select Move, the contact will be removed from the previous school they were connected with and the school you are moving them to will show as their sole school.
If you select Leave the box will disappear and you can then click on the Add Contact key which will have now become active. This will result in the contact being kept at the original school AND moved to the new school. You then have the option to change the job title for the contact at the new school.
Setting a Primary Contact
It is important to set Primary Contacts at schools. When you organise mailings you will have a range of options about how many teachers at a school you wish to mail to. One of the options will be Primary Contact only.
The Primary Contact should be the most important person for us to communicate with at the school.
To set the Primary Contact:
Click on Amend in the main school screen.
Left click on the contact you wish to make Primary Contact.
Click on Set Primary button.
The following screen will appear:
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If you select Primary you will be returned to the main school screen.
Note! Remember to click on Save in the main school screen.
Changing A Contact’s Job Title
Click on Amend in the main school screen.
Left click on the contact line you wish to change the job title of.
Click on the Job Title button.
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Use the drop down menu to select the job title you want and click on Save.
Remember to click on Save in the main school screen.
(Note! You can add Books Used by Contact or by School.)
Find the school you wish to add a book to in the School screen, by way of navigation buttons/key search or Word Search.
Click on the Books Used tab.
The grid will change to show all the Books Used records linked
to that School.
To add a new Book Used:
Click on the New Book Used button.
The following screen will then appear:
4. Enter the Book Key if you know it. If you don’t, click on the Blue Book Key flag, you can then Word Search the title you wish to enter. (In much the same way as you would do looking for a School or a Contact in Word Search. The Book Word Search allows you to search on Title or Author).
5. Having selected the book key you wish you will find that a number of fields fill themselves in automatically:
Book group
Book publisher
School Key
Contact Key (which will default to the Primary Contact-a drop down menu is available to change the contact if required)
Adopt Year and Renew Year will also set themselves to the defaults set in System Control (See section on System Control later in the manual).
6. Enter the details you have on the book. A number of the fields are optional. A number have drop down menus.
When you have added the details click on Save.
When you have added all the new books used you wish, click on Exit to return to main school screen.
The procedure for adding an Event to a School or Contact is exactly the same. For this example we will use the School file.
From the e-MkIS Main Window:
Click on EMKIS on the Menu Bar.
Click on the Schools (or Contact) option.
The School Window will be displayed. Find the school you wish to add
an event to.
Click on the Events tab.
A grid will appear listing all the previous events linked to that School.
To add a new event:
Click on the New
Event button.
The Event window will appear.
Type in Event
type (look-up table available).
Press Enter/Return.
The next three fields; Salesperson, School and Contact, have automatically
been filled in from the School record. You may change the Salesperson
and Contact details if required (look-up tables available).
The Campaign field is only used if a Campaign/Promotion is involved.
The Book field is only used if the event is related to a particular
book. If you wish to enter book details:
QTY- refers to how many copies are sent/left of the same title. This is to save you time if you send a class set.
Click the appropriate button: Single Title or Multiple Titles.
Enter the book key. If you are only entering a single title you can enter the code directly if you know it. If you don’t, click on the blue Book Key. You can then Word Search for the title you want to enter.
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Click on Add and enter the book key (or Word search for it) and hit return.
Repeat this procedure until you have entered all titles left or sent.
Type in the Follow-up
Date.
The last field is the Notes field.
You may type in text to remind you about the event.
Type in any Notes.
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If you tick Stat. Rec. the event will show up against the appropriate Salesperson’s Statistics (see earlier section.)
To save all the information:
Click on the Save button.
To come out of the Events option:
Click on the Exit button.
This will return you to main school screen.
Adding New Interests
(Note! You can add Interests by Contact or by School.)
Find the school you wish to add an interest to in the School screen, by way of navigation buttons/ key search or Word Search.
Click on the Interest tab.
The grid will change to show all the Interests linked to that School.
To add a new Interest:
Click on the Amend button.
The Add Interest and Remove Interest buttons will become active.
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6. You can now use the drop down menus to find the table you require.
7. You can now use the second drop down menu to find the interest code within that table.
8. If the interest you wish to enter does not currently exist you can click on Create New Interest and enter it.
From the e-MkIS Main Window:
Click on EMKIS on the Menu bar.
Click on Titles in the drop menu.
The Title window will appear with the details of an existing title.
Click on the New button.
All the fields will now be blank and you may enter the new information.
The first field to fill in is a Book key for the new title. This is
the short code which will relate to the title.
Type in a Book Key. Press Enter/Return.
Type in the ISBN number. Press Enter/Return.
Type in the Full Title for the book. Press Enter/Return.
Type in the name of the Author. Press Enter/Return.
Type in Book Group who the book is to belong to, (look-up table available). Press Enter/Return.
Type in the name of the Publisher, (look-up table available). Press Enter/Return.
Flex
cat, Published
Date, Stock
Level, Cost Price, Sell Price and Title Interests are
all optional fields. (See Stock Level control in the manual for
more details.) Press Enter/Return.
When all these fields have been completed:
Click on Save button.
To return to the main menu:
Click on Exit button.
To return to the e-MkIS front window.
From the e-MkIS Main Window:
Click on EMKIS on the Menu bar.
Click on Salesperson in the drop down menu. The Salesperson window will be displayed with the details of an existing salesperson.
Click on the New button.
All the fields will now be blank and you may enter the new information.
Type in Rep. Code (a short code, not the full name). Press Enter/Return.
Type in Surname. Press Enter/Return.
Type in Forename. Press Enter/Return.
The initials field will be automatically filled in.
Type in Job Title (look-up table available).
The cursor will move to Title Field.
Type in Title (look-up table available).
The cursor will move to Phone Field.
Type in Geo Code (look up table available), but only if using Geo Code rep. extracts.
Type in Phone
number. Press Enter/Return.
The cursor will move to Phone Field.
Type in Fax number.
Type in E-mail address.
When all these fields have been completed.
Click on the Save button.
To return to the main menu:
Click on the Exit button.
At some stage when using e-MkIS you will want to amend School and Contact details.
To amend school details:
From the e-MkIS Main Window:
Click on the EMKIS option.
Click on the Schools option.
The School Window will be displayed with the details of an existing
school. To amend an existing school:
Find the school record you wish to amend through Word Search, Filter or School Key Search.
Click on the Amend button.
The fields may now be changed, and all the look-up tables are available.
When you have completed the amendment:
Click on the Save button.
To return to the E-MKIS window, click on Exit.
This can only be performed in AMEND MODE.
To add or amend a note the sequence is the same:
Open the appropriate Window for the School, Contact etc. required.
Select the required school, contact etc.
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Position the cursor in the
Notes Window and click the mouse button.
The text cursor appears.
Either:
Type in your new note text.
Or:
Delete text no longer required.
Move the cursor
to the end of an existing note and type
in your additions.
When finished:
Click on the Exit button to return you to the underlying window.
With the School Window on screen:
Click on the Contacts tab.
A list of Contacts associated with the School will appear:
Right click on the Contact to be amended.
3. The full Contact window will be displayed with details of the chosen Contact.
Click on the Amend button.
The fields may now be changed, and all the look-up tables are available.
When you have completed the amendment:
Click on the Save button.
To return to the School Window:
Click on the Exit button or right click on the school line
in the School tab linked to this contact.
To return to the Main Menu:
Click on the Exit button.
Contact details may also be amended directly without going via the School record.
From the e-MkIS Main Window:
Click on the EMKIS option.
Click on the Contact option.
This will display the Contact window. Find the required contact by
Word Search/ Contact Key search or Filter.
The details of the Contact to be amended will be displayed.
Click on the Amend button. The fields may now be changed, and all the look-up tables are available.
When you have completed the amendment:
Click on the Save button.
To return to the Main Menu:
Click on the Exit button.
From the e-MkIS Main Window:
Click on EMKIS on the Menu bar.
Click on Titles in the drop down menu.
The Title window will be displayed with the details of an existing
title.
To amend an existing title:
Locate
the title required.
The title details will appear on screen to be modified.
Click on the Amend button.
You may now make
the necessary changes. All look-up
tables will be available.
When you have finished:
Click on the Save button.
To return to the Main Menu:
Click on the Exit button.
From the e-MkIS Main window:
Click on EMKIS.
Click on Salesperson in the drop down menu.
The Salesperson window will be displayed with the details of an
existing salesperson.
To amend an existing salesperson:
Locate the Salesperson.
The Salesperson's full details will appear on screen ready to be modified.
Click on the Amend button.
You may now make the necessary changes. All look-up tables will
be available.
When you have finished:
Click on the Save button.
To return to the Main Menu:
Click on the Exit button.
Select EMKIS from the Main e-MkIS Window.
Click on Salesperson.
The Salesperson window will appear.
Select
the Salesperson required.
With the Salespersons details showing in the window:
Click on Statistics tab.
The Statistics window will appear in enquiry mode.
Click on the Amend button.
The Statistics window will change to the amend mode.
Click on the Target cell alongside the Month in the required Category column.
Type in the Target
Figure.
To Save the changes:
Click on the Save button.
Click on the Close button.
The Statistics windows closes.
Click on Exit.
The Salesperson Window closes and returns you to the E-MKIS Main
Window.
It may be necessary at times to change the Salesperson who looks after a group of schools. Instead of having to go through all the School, Contact, Supplier and Supplier Contact records and substitute the Salesperson on each one, an option on the Utilities Menu will do all this for you in one go.
From the e-MkIS Main menu:
Click on Utilities on the Menu bar.
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The following screen will appear:
4. The first field in the window is for inputting the Salesperson you wish to be replaced; (a drop down menu is available).
Type in the Salesperson Key, the Key of the Salesperson you wish to replace (A drop down menu is available).
If you wish you can Filter on Contacts or Schools (see previous section on Filtering.) If you only want to replace certain school types/geographic areas etc. The number of records that will be changed when you click on Process will be displayed.
When you have created the filter(s) you require press Process.
When e-MkIS has completed the changes you will be returned automatically to the main e-MkIS screen.
From the e-MkIS Main Window:
Click on the EMKIS option.
Click on the Schools option.
The School Window will be displayed.
Locate the school you wish to delete. The school details will be displayed on the screen.
Click on the Amend button.
The Save,
Cancel and Delete buttons will now become active.
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If this
is the school record you wish to delete, click on Yes.
To return to the main menu:
Click on the Exit button.
Note! To see deleted records, ensure the Show Deleted Record function is turned on.
To show deleted records:
From the e-MkIS Main Window:
Click on Utilities on the Menu Bar.
Click on Show
Deleted.
Until this function is turned off, deleted records will show and will
be indicated by the word DELETED in RED at the bottom of the appropriate
enquiry and Windows.
To hide deleted records:
Click on Tools on the Menu Bar.
Click on Hide
Deleted.
No deleted record will show in Enquiry Windows.
Reinstating a School
Ensure the Show Deleted records function is ON.
From the e-MkIS Main Window:
Click on the EMKIS option.
Click on the Schools option.
The School Window will be displayed.
Find the school you want to reinstate.
The school details will be displayed on screen, saying Deleted in red at the bottom.
Click on the Recall button.
A window will appear asking you to confirm or cancel the recall for
the Contacts, Books Used and Events associated with the School.
You may recall all, some or none of these.
To recall:
Click on the Amend button.
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If this is the record you wish to recall, click on Yes. The school will be recalled and you will be returned to the school screen.
Click on Save.
To cancel recall:
Click on the Cancel button.
The School detail window will return.
To return to the main menu:
Click on the Exit button.
From the e-MkIS Main Window:
Click on EMKIS on the Menu bar.
Click on Title in the drop menu.
The Title window will appear.
Find the Title record you wish to delete.
To delete
Click on the Amend button.
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If this is the record you wish to delete click on Yes.
To return to the main menu click on the Exit button.
Ensure the Show Deleted records function is ON.
From the e-MkIS Main Window:
Click EMKIS on the Menu bar.
Click on Title in the drop down menu.
The Title window will appear. Locate the title you wish to reinstate.
The Title details will be displayed on screen showing Deleted in red at the top.
Click on the Amend button. The Recall button will now be active.
Click on the Recall button.
A window will appear asking you to confirm or cancel the recall.
To return to the main menu:
Click on the Exit button.
There are two possible ways to access the Contact window so that a Contact record may be deleted. You may access the Contact window directly from the e-MkIS Main Menu or via the School that the Contact belongs to. Depending on the type of Contact you may do either. Multi-school Contacts are probably best deleted from all their schools straight from the Contact window. Single-school contacts or multi-school contacts to be removed from one school are probably best done via the School record.
To access the Contact window directly:
From the e-MkIS Main Window:
Click on EMKIS on the Menu bar.
Either:
2.
Go directly to the Contact window.
Click on Contact in the drop menu.
The Contact window will appear.
Or:
3.
Access the Contact window via the Schools window.
Click on School in the drop down menu.
The School window will appear.
Click on the Contact button.
The contact window will appear.
Once you have reached the Contact window the procedure for deletion
is the same.
First find the Contact to be deleted.
4. The Contact details will be displayed on screen.
5. Click on the Amend button.
6.
The Delete button will now be active.
A window will appear for you to confirm or cancel
the deletion.
To delete the Contact:
Click on the Delete button or click on the Cancel button as appropriate.
To return to the main menu:
Click on the Exit button.
Ensure the Show Deleted records function is ON.
From the e-MkIS Main Window:
Click on EMKIS on the Menu bar.
Click on Contact in the drop down menu.
The Contact window will appear.
Find the correct Contact record:
The Contact details will be displayed on screen, saying Deleted in red at the bottom.
Click on the Amend button.
The Recall button will now be active.
A window will appear asking you to confirm or cancel the recall.
To recall, click on the Recall button or click the Cancel button as appropriate.
The Contact detail window will appear.
To return to the main menu:
Click on the Exit button.
From the e-MkIS Main Window:
Click on EMKIS on the Menu Bar.
Click on
Salesperson in the drop down menu.
The Salesperson window will be displayed with the details of an existing
Salesperson.
To Delete an Existing Salesperson:
Find the Salesperson record you wish to delete.
The Salesperson's full details will appear on screen to be deleted.
Click on the Amend button.
The Delete button is now active.
A window will appear asking you to confirm or cancel the deletion.
To confirm deletion:
Click on the Delete button.
To return to the main menu:
Click on the Exit button.
From the e-MkIS Main menu:
Click EMKIS on the Menu bar.
Click on Salesperson in the drop down menu.
The Salesperson window will be displayed with the details of an existing
Salesperson.
To recall a deleted salesperson:
Find the salesperson record you want to recall.
The Salesperson's full details will appear on screen to be recalled. Note at the top of the window you will see Deleted in red text to confirm that this record is marked for deletion.
Click on Recall button.
A window will appear asking you to confirm or cancel the recall.
To recall:
Click on the Recall button.
or to Cancel:
Click on the Cancel button
To return to the main menu:
Click on the Exit button.
Setting System Parameters
and
Creating Reports
System Parameter Tables contain the constant codes used to classify Schools and Contacts. These parameters ensure consistency of entry and, as a result, the selection used in campaigns/promotions is extremely accurate. Some of them are MANDATORY. Before Schools, Contacts and Suppliers can be entered, the mandatory System Parameter Tables must be completed.
The tables that need to have information in before you can enter a School or Contact are:
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Code |
Table Name |
Use |
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CNT |
Country code |
needed by whole system |
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DIS |
Geographic code |
for Schools & Contacts |
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JOB |
Job title |
for Contacts & Salespersons |
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SST |
School Status |
for Schools |
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STY |
School Type |
for Schools |
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TIT |
Personal Title |
for Contact and Salespersons |
There are other tables which are associated with Schools, Contacts and Salesperson, but these are not compulsory fields. These other fields, such as Interest, may be used for additional information.
WARNING! You must be extremely careful choosing the codes to go into your system tables. They must be meaningful codes and designed so that information which is required by the ELT operation world-wide, as well as your own market, can easily be obtained from your system.
Some codes, such as Campaign Status, are already in the system and should not be touched.
From the e-MkIS Main Window:
Click on Utilities on the Menu Bar.
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The system codes can be broken down into two types:
The table codes that describe each table
ii) The item codes that go in to each table.
The AAA shown in the Table field will not change for the table codes; you may ignore this.
If you have just installed a new copy of e-MkIS, the first table to insert an item code in is the CNT table which contains the country code. This code is used only once (in the Main System Control File), but is then referenced across the whole system.
First we must get to the CNT (Country) table.
Click on the Table Code button.
Click on the Filter button.
The Sys. Ref. Key window will appear.
Scroll down to find the Sys. Ref. code you wish to work in.
Click on the line you want and then click off screen.
To enter a specific country item code:
Click on the Item Code button.
Click on the New button.
The window will clear ready for you to
input the information.
Note the Table code field is already filled in for you.
Type in the Country
Code. Press Enter/Return.
The focus moves to the Description field, which is for a full-length
description.
Type in Description. Press Enter/Return.
The focus moves to the Text field, which can be used for more information,
or can have the same details as the description field.
Type in Text. Press Enter/Return.
To save the entry in the Country table:
Click on the Save button.
Note! This is the same procedure for any menus you wish to add to.
Do NOT try to change the Code Length in either Table or Item screens.
From the e-MkIS Main Window:
Click on the Utilities on the Menu Bar.
Click on System
Table in the drop down menu.
The System Table window appears.
Click on the Print button.
The Print Options window will appear with three options:
To Preview the System Report prior to printing out:
Click on Preview.
The print preview window will open showing the System Parameters.
To return to the Print Options Window:
Click on OK.
To Print the Report:
From the Print Options Window;
Click on Print.
The normal Windows Print Dialog Box will appear.
Choose the Number of Copies to be printed.
Select pages to be printed.
Click on OK.
The report will be printed.
Click on Cancel to return to the System Parameters Window.
Click on the Table Code radio button.
Click on the Filter button and find the code you wish to print.
Type the Table Code in the Table Code field. Press Enter/Return.
Click on the Item Code radio button.
Click on the Print button.
The Print Options window will appear.
To Print the Report:
Click on the Print button.
The normal Windows Print Dialog Box will appear.
Choose the Number of Copies to be printed.
Select pages to be printed.
Click on OK.
The report will be printed.
Click on Cancel to return to the System Parameters Window.
Producing Reports
Like all databases, the information will at some stage need to be presented as reports. A report is simply a printout of selected records. These are usually filtered to print out lists based on your specific requirements.
There are essentially three different ways of producing reports.
Producing Reports from Simple Filters
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1. When you have created your filter you will have the opportunity to produce a report.
When you click on the Report button the following screen will open:
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Note! Only the fieldnames that were available in the filter drop down list will be available to use in the report. (If you require other fields you will need to do a Complex filter-see below).
An ‘Output
Filename’ has been automatically created. You may wish to change
its name or location.
To change the Filename and/or its location, delete the existing filename
and type in the required Filename.
Note! Make a note of the whole of the filename
NOW to save time and frustration later when you come to use it and can’t
remember what it’s called or where it’s located.
Press Enter/Return to accept the Filename.
To choose the fields you require to be exported:
Click on the first Fieldname
you require to select it.
It will be highlighted in blue.
Whilst holding down the Ctrl key, Select all the
other Fieldnames you require
with a single click for each one. e-MkIS will highlight each fieldname
with blue to show they are to be included.
To arrange the chosen fields in the order you would like them:
Drag the Move Button alongside each of the chosen Fieldnames to the position in the list you would like them to adopt in the new file.
When satisfied you have all the fieldnames required and sorted into the required order you can either:
Preview
Create a WP file
Cancel.
Note! It IS possible to print directly from this quick
report by choosing Print. However, the report will probably not
include all the fields you select. For this reason it is best to
choose Create a WP file.
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Click Exit twice to return to the e-MkIS Main window.
You can now locate the file from your
E-MKIS/TEXT directory (presuming you did not change the location for the
file to be stored in).
13. Once you have opened the directory you can open the file in whatever Windows application you want (e.g. Word, Notepad, Excel).
2. Producing Reports from Complex Filters
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The following screen will appear:
You will see that this quick report looks similar to the quick report in the simple filter report screen. However:
There are many more fields which you can select from.
Instead of a WP button you now have a CSV (comma separated files) button and an Excel button.
Once you have selected the fields you require (see the previous section for an explanation of how to do this) you can click on any of the buttons. Again, it is advised NOT to use the Print function.
If you click on the CSV button you will produce a comma separated file, where each field is separated by a comma to make it easier to manipulate the data if you should wish to open it from Excel.
If you click on the Excel button the system will automatically open up an Excel spreadsheet and place the data in it (but all data will appear in one cell until you delimit it.)
e-MkIS produces its TEXT FILES in the “Comma delimited format”. This means each field in a record is separated by a comma. Other programs, including Excel can recognise this popular format and can import the data into a workbook.
To use the e-MkIS Text File in a Workbook:
Open Excel.
Click on File on the Menu bar.
Click on Open.
The Open dialog box appears.
Select your e-MkIS Mail Text File
from the Directory you have saved it in.
The Text Import Wizard Step 1 of 3 Window appears. Note the preview
of the data showing commas delimiting the fields and the inverted commas
enclosing text. The data at this stage is not in columns.
Ensure the Delimited button is checked.
Click on Next.
The Text Import Wizard Step 2 of 3 Window appears.
Click on the Comma check box in
the Delimiters section.
Note the data is now in Columns in the Data Preview area.
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This step allows you to format the data. General is normally acceptable. The date format should appear in your local country format as set in Windows Control Panel. Change it if necessary using the date drop down list.
Click on Finish.
Your data is imported into a new workbook.
Finally, adjust the column widths to suit the data as follows:
Highlight all the Column Headings.
(The grey ones with A, B, C, etc. in them).
This cursor will appear: 
(This column width adjustment cursor appears when you position
your mouse cursor over any right-hand column divider line in the Grey
Column Headings).
Double Click the Column Headings
to AUTOFIT all the Column Widths.
The Workbook can be edited, have formulae added to total figures etc.
as in any other Workbook.
Note! Use the DATABASE FUNCTIONS within Excel to further enhance the use of your data. Use the AUTO FILTER function to apply filters. Use the SORT functions to order the data.
As well as allowing you to create your own reports in a variety of formats, e-MkIS has a number of pre-written standard reports.
From the e-MkIS Main Window:
Select Reports from the drop down menu.
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Click on the Report Table you require.
Depending on the Report you select, you will be able to filter on a number of tables in the Report Tables at bottom right. To do this, simply highlight the table you wish to filter on and then click on the Filter button next to it.
When you have finished creating your filter, decide whether you want a Summary Report (Tick Summary box) or a Complete Report (leave box unticked).
Note! A Summary report is not available for all reports.
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Decide which format you wish to produce the report in. (Click Preview to see how it will look when Printed.)
Note! If you want to create a CSV or Excel file you will need to enter a File Name.
The Cancel function will return you to the Report Set-up Window.
Click on the Exit button.
You will be returned to the e-MkIS Main Window.
Salesperson Reports
It is possible to produce reports for various aspects of the salesperson’s duties.
From the main menu choose Salesperson.
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Click on the Printer icon. The following box will appear:
Report types:
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As can be seen, it is possible to submit specific dates. It is also possible to filter so that we just see a specific event type/event involving a particular type of school etc.
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3. Books
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After selecting the period or the title you wish to print click on the Print icon. You will then have the choice to print directly or send to a CSV file. When printed out the report will look like this:
Salesperson
Books Sent
The other Salesperson report available is in the Reports section.
From the main e-MkIS screen click on Reports.
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As can be seen it is possible to decide the time period, the Salespeople and the order of the print out. When the Printer button is clicked you get the option of how you want to output your report-Print, Preview or CSV. When printed the report looks like this:
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Campaigns and Promotions
A Campaign is no more or less than a predefined filter. You set up the filter conditions to isolate those records in the e-MkIS database identified as “targets” for a marketing initiative.
Once the Campaign (filter) has been correctly constructed, the Promotions - additional filters -, which produce the mailing lists for the various aspects of the marketing campaign, are designed.
A very simple marketing initiative could go as follows:-
Assume you have a new book to promote. It is decided that it will only be targeted at organisations (Schools) with a School Status of 1. A label is to be printed for each one by e-MkIS to attach to a publicity card that requires the recipient to return the card to OUP in order to receive a complementary copy of the book. Not all are expected to respond.
A Campaign would be designed to filter out all records from e-MkIS that have the School Status of 1.
A Promotion would be designed to print out these labels. It would also be prepared for Batch Updating later to record those organisations that responded and require a complimentary book. An event of say, “Book Requested”, would be recorded against the appropriate School Record so they can be found later.
A second Promotion would be designed to find the Schools with the Event “Book requested” who were in Promotion 1, and to print a label to attach to the book for postal purposes. It in turn would add the event “Book Sent” to these School Records.
From the Main e-MkIS Window:
Click on EMKIS on the Menu Bar.
Click on Campaigns in the drop down menu.
The Campaign window will appear with an existing record in it.
Click on the New button.
Type in Name of New Campaign. Press Enter/Return.
Type in Description of Campaign.
Enter Notes if you want to.
Click on the Save button.
Next we must enter our selection criteria.
Click on the Selection button.
The Selection Criteria input screen will be displayed:
You will see that it is very similar to the Complex Filter discussed earlier.
Click on the Amend button.
You can now start entering your Campaign criteria.
It is possible to load a previous Filter from the drop down menu next to Filter Name.
If you are not loading a previously stored Filter you can start to select.
Decide whether you want to select by Contact or by School.
Decide whether you want to suppress duplicates (this means that if a contact is attached to more than one school they will be mailed only once).
Decide how many contacts you want to mail to, on the right hand side of the screen-Primary Contact Only, Non primary contacts only etc.
NB. If you want to send the mailing to a default addressee, you must fill in the Addressee line with the title you want to mail to (For example: Head of English) or select a title from the drop down menu next to it.
Making Your Selection
Click on the arrow on the right of the Selection Type box.
Decide which tables you want to select on. For example: School Table.
Right click on the line in the Filter column.
The familiar
filter box will appear and you can enter the criteria you want.
NB.
In
some tables such as EVENTS, BOOKS USED, PHONE, E-MAIL you will find you
can enter criteria in the second and third columns as well:
This allows you to create negative filters: for example if you put in
Books Used Does Not Exist School and then right clicked in the Filter column, you could then enter a book key and the search would be for all schools where that book is NOT being used.
When you have finished entering all your criteria, click on Save.
To start the filter, then click on Execute.
e-MkIS will filter all the appropriate records. When it has finished it will ask you to hit any key to continue.
You can then Browse.
To add a single contact to the mailing, click on Add to Mailing.
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When you are happy with your Campaign selection, click on Exit.
Note that the Execute button is now labelled Revert to indicate that the selection has been made.
You may of course click on Revert it if you wish to change the filter.
To close the Campaign
Selection window:
Click on the Exit button.
You will now be back in the main Campaign window.
Note that the number of records you have selected will be displayed next
to the Selection button, along with the date you selected them.
To return to the Main e-MkIS Menu, click on the Exit button.
Ensure the Show Deleted records function is ON.
From the Main e-MkIS Window:
Click on EMKIS on the Menu Bar.
Click on Campaign in the drop down menu.
The Campaign window will be displayed with the details of an existing
Campaign. To delete an existing Campaign you must first find the correct
Campaign record.
Click on the Filter button.
A window will appear listing all the existing Campaigns. Move down
the list until you find the Campaign you want to delete.
Click on the Campaign to be deleted.
Click
on the first Campaign window
(beneath the listing window).
The record you want will be inserted in the Campaign window ready
to be deleted.
Click on the Amend button.
Click on the Delete button.
A window will appear asking you to confirm or cancel the deletion.
If there are any Promotions associated with the Campaign you will be reminded
that these will also be deleted.
To return to the Main Menu:
Click on the Exit button.
Promotions are extra filters that filter the Campaign records to find some of the records in the campaign. The Event code is used very often for this purpose. It is important that you check the results at all stages of this process to ensure accuracy of the final results.
To enter a new promotion you must first find the Campaign upon which you wish to base your Promotion(s).
From the Main e-MkIS Window:
Click on EMKIS on the Menu Bar.
Click on Campaigns in the drop down menu.
The Campaign window will appear.
Find the campaign you require - either by Word Searching on the Campaign Description or by clicking on the Key Icon and entering the Campaign code or by scrolling through using the arrows.
Note
that the Campaign you chose has been inserted in the Campaign window ready
to add Promotions to.
To add Promotions:
Click on the Promotions button.
The Promotions Screen will appear.
To add a new Promotion:
In the Promotion screen:
Click on the New button.
The
Promotion window will be displayed. At the top of the window the
details of the Campaign are displayed as a reminder. The Promotion
will automatically have been assigned a number by the System.
The cursor will be in the “Promotion Type” field.
Type in Promotion Type (look-up table available).
Type in Promotion Description.
Type in the
Cost fields as required;
Otherwise:
Click on the Save button.
The basic details of the Promotion have now been saved.
Having selected the basic details for the Promotion you are working on as described previously. From the e-MkIS Main Window:
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Enter: 0
(zero) to have the promotion based on the Original
Campaign Data.
1 To base
the promotion on the updated data
from Promotion 1
2 To base
the promotion on the updated data
from Promotion 2
etc.
E-MKIS will select all the Schools from the Campaign (or Promotion
chosen as appropriate) which match the criteria entered in this Promotion,
i.e. all those schools from the Campaign database who do not have an Event
Type of Visit. A window will appear in the top left-hand corner
of the screen asking which data you want to select from.
WARNING! Check the results are correct throughout
this process.
To select from the original Campaign data.
Click on the Selection button.
The Selection Criteria input screen will be displayed. As you can
see this is exactly the same as the Campaign selection screen and it works
in exactly the same way. Enter the selection criteria for what you want
to select in this particular Promotion.
Click on the Execute button.
Click on OK.
A window will appear in the top right-hand corner describing what
stage the selection process has reached. When it has finished selecting,
another window will appear as it starts to build up a database of labels
- you will be able to see it counting through these. When the process
has finished the Execute button will be labelled Revert to show that the selection has been made.
To close the Selection Criteria window:
Click on the Close button. (You may need to do this twice).
You will now be back in the Promotion window. Please note that
the number of records you have selected will be displayed next to the
Selection button, along with the date you selected them.
To return to the Main Menu:
Click on the Exit button.
Having entered your Promotion details and Selection as previously described.
Click on the Labels button.
The Promotion Labels window will appear with a series of printing
options.
Click on the sequence you want to use. This will determine what order your labels are produced.
Tick the Generate Event box if you wish to record this mailing as an event on each school record selected.
Add the Salesperson details, and Book details if a book has been sent out and you want to record that fact on the School record.
E-mail subj/Lbl Txt: In terms of printed labels, this field will print the same thing on each label produced. So if you want standard text to appear on each label (For example: “Summer Dictionary Mailing”,) put that text in this box.
The
Label Format field allows you to choose which style of labels you will
print use. Depending on your system there may be any number of formats
to choose from. There is a look-up table available to list all the available
options.
Warning!
This often gets forgotten. The result being nothing will show if
you go to Preview and nothing will print if you try.
To see the list of Label Format Files available:
Click on the text Label
Format.
A Windows ‘Open File’ window will appear with a list of label format
Filenames on the left-hand side.
Double click on the format
Filename required to select it.
Note the Label Format Filename has been entered as the Label Format.
To print the labels:
Click on the Print button.
The Windows ‘Print’ dialog box appears for you to enter the number
of copies etc. you require. The Preview
button will allow you to look at how the labels will be printed out without
actually printing them. The Reprint button allows you to reprint any set
of labels if you need a second set. See the samples of labels that follow:
This is the normal layout that will print individual labels one or two across the page (LASER 1_1.LBX or LASER 1_2.LBX)
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Roadshow 01/01 Mrs R Scott Abingdon College of FE Northcourt Road Abingdon Oxon (ABI1NNABGB/SRABGB)
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This layout (DOUBLE.LBX) will print the same label twice across the page. This is useful if you need two copies of the same label.
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Roadshow 01/01 Mrs R Scott Abingdon College of FE Northcourt Road Abingdon Oxon (ABI1NNABGB/SRAABGB)
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Any other label formats can be designed to suit your requirements. Please contact Simon Bewick in Oxford with details of what you would like to see on your label.
NB. E-mail message and Attachment field are not applicable when producing printed labels.
The Different Types of Labels
You will see you have several options of what to do with your labels:
Print: Prints all labels in the format you have chosen.
Preview: Shows you on screen what the labels will look like when you print them.
CSV File: Allows you to create a comma separated file which can then be used in whichever package you want (Word, Excel, E-mail on to a mailing house etc)
Cheshire: Produces a file which can then be sent to a mailing house if required.
Printing default contact for schools without contacts
Select by School.
Primary contact or default.
Manually enter the default addressee to appear on the label.
The default addressee is saved and is then available for future mailings from this drop down list.
This selects all schools that match the selection criteria. The label is sent to the primary contact if there is one, otherwise it is sent to the default addressee.
If “Default Addressee only” is selected in 2 above, then all labels are addressed to the primary contact regardless of whether there are contacts at a school.
Deleting a Promotion
To delete a Promotion you must first find the Campaign which the Promotion belongs to.
From the Main e-MkIS Window:
Click on EMKIS on the Menu Bar.
Click on Campaigns in the drop down menu.
The Campaign window will appear.
Find the Campaign you require – either by Word Searching on the Campaign Description or by clicking on the Key Icon and entering the Campaign code or by scrolling through using the arrows.
To delete a Promotion:
Click on the Promotions button. The Promotions Screen will appear.
Click on the Amend button.
Click on the Delete button.
A window will appear asking you to confirm or cancel the deletion.
To return to the Main Menu:
Click on the Exit button.
E-Mailings
NB.
To create an e-mailing campaign you follow exactly the same steps as creating
a label mailing campaign all the way up to the point where you click on
Labels in the Promotion screen.
NB 2. Remember if you are creating an e-mailing campaign, you must ensure that you are choosing people for whom you have e-mail addresses. You must have a filter line in the original Campaign selection, or in your Promotion Selection to stress that you are only including contacts who have e-mail addresses present.
Having created your Promotion selection:
Click on the Labels button.
Tick the Generate Event box if you wish to record this e-mailing as an event on each school record selected.
Add the Salesperson details. It is not likely that you will need to fill in a book key, as you cannot e-mail a book to a contact.
E-mail subj/Lbl Txt: This is what will appear in your e-mail subject line.
The Label Format field is not relevant to E-mailing.
E-mail Message: this is what will appear in the body of your e-mail.
NB. The e-mail button will not become active until you put something in this field.
Attachment: click on this and you will open your browser in order to attach any files (e.g. Word document, Excel spreadsheet, PDFs etc).
Individual E-mail or Blind copy e-mail: You have the choice of sending this as an individual e-mail, or sending it en-masse to everyone you have selected, and blind copying it.
Note! It is important to check the data protection laws in your market. It is also vital that you never send anything out which shows other teachers addresses on the list.
Batch Update allows you to record the responses to the promotions you have sent out (such as a mailing asking people whether they would like to receive a copy of a book). When you do an update for a school it will be automatically recorded against the school as an Event. To update a Promotion you must first find the Campaign which the Promotion belonged to.
From the Main e-MkIS Window:
Click on EMKIS on the Menu Bar.
Click on the Campaigns in the drop down menu. The Campaign window will appear.
Find the Campaign you require – either by Word Searching on the Campaign Description or by clicking on the Key Icon and entering the Campaign Code or by scrolling through using the arrows.
Click on the Promotions button. The Promotions screen will appear.
Click on the required Promotion name.
Note! This facility will only work after the labels have been printed.
Click on the Batch Update button.
The Batch Update window will be displayed.
According to the Promotion response details you can then fill in the fields:
Type in the Event Type (look-up table available).
Type in the Rep. (look-up table available).
Type in the School Key (look-up table available).
Type in the Contact Key (look-up table available).
Type in the Quantity (only necessary if more than one copy of a book is sent).
Type in the Analysis code/Follow Up/Doc. Ref. if required.
Type in the Book Key (the book sent to the school-look up table available).
NB. It is possible to send more than one book to the school if required-click on Single Title or Multiple Titles.
Click
on the Stat. Rec. if you wish to record this event against the school
record.
To save your information:
Click on the Save button.
The School Record will be updated.
Note! The window will now appear with some of the fields
filled in with the data from the previous updated record, others will
have emptied. This is normal and can save you time when many records
have the same promotional data to be entered. If your next record in the
update has different data, just type in the correct data.
20. Repeat the above steps for each school
in the remainder of the batch.
21. When you have finished entering the data, click on Batch End.
22. Click on Exit.
Select the Campaign and Promotion in the normal way.
Click on Batch Update button.
A new Batch Update session is instituted. Note the Labels
button is inactive.
Click on Cancel.
This cancels the new Batch Update session and the Labels button
becomes active.
Click on the Labels button.
The “Label Select” window appears.
Select the Unprinted Labels option.
Click on OK.
The “Promotion Labels” window appears.
Choose the Label Format file to use for the labels (Refer to the “Printing Promotion Labels” section if necessary).
Click on the Preview button to preview
the labels or Print to
print them out.
The Windows Print Dialog box will appear.
Choose the number to print etc. Then click on OK.
Housekeeping, Administration & Miscellaneous
This function tidies up the system when many deletions, insertions or reinstatements have been made and must be done at least once a month.
If your system is on a network then you must make sure that all other users are logged off the system.
The first part of the housekeeping removes all records that are marked for deletion. Once this has been done, the records cannot be reinstated. After the records have been removed, all the databases are re-indexed.
From the Main e-MkIS Window:
Click on Utilities on the Menu Bar.
Click on Housekeeping in the drop down menu.
The following window will appear:
If any users appear in the table
do not attempt to housekeep.
Click on the Re-index option.
A list of all the database files will be displayed in the following
way:
You may either re-index one (or more) file(s) at a time, or you may re-index them all at once.
Highlight the required lines and then click on the single > button.
Click on Index.
When indexing is completed hit any key and then Exit.
Click on the >> button. Click on the OK button.
As the system re-indexes each of the databases, a message will
appear saying how long it is taking.
Click on Index.
When indexing is
completed hit any key and then Exit.
This function will permanently delete all records which have been deleted since the last Housekeep was carried out.
Highlight the required lines and then click on the single > button.
Click on Purge.
When purging is completed hit any key and then Exit.
Click on the >> button. Click on the OK button.
Click on Purge.
As the system purges each of the databases a message will appear saying how long it is taking.
When purging is
completed hit any key and then Exit.
Word Search Rebuild
The following functions should be performed after doing the Housekeeping. If they are not you will find you cannot search accurately using Word search feature, and that Individual records may be incorrect or unobtainable.
From the Main e-MkIS Window:
Click on the Utilities option.
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Un-tick All Tables.
Click on the box(es) next to the required file(s).
A tick will appear in the box
to show which files you have selected.
To de-select a file:
Click in the box again and the tick will disappear.
Click on the OK button.
To rebuild all the files at once:
Click in the box
next to 'All Tables' at the bottom
of the list.
An x will appear in all the boxes.
When you have selected the files:
Click on the OK button.
As the system
rebuilds each database, a message will appear showing the time the alpha
re-build was started and what percentage has been completed. When the
rebuild is complete, the records will be sorted.
Another message will be displayed telling you what percentage has
been completed.
When the procedure has finished hit any key and then click on Exit.
NB Ensure you have an appropriate user type: System Controller or Power User.
This function is required whenever you want to add a new user to the system.
From the e-MkIS Main menu:
Click on the Maintain option.
The Maintain menu will appear:
Click on the User option.
The User window will appear:
3. Click
on the New button.
An empty User window will be displayed for you to enter the new
details.
The first entry is the User Key which will be the Username for the new user when they enter e-MkIS.
Type in the new User
Key. Press Enter/Return.
The cursor will move to the User Name field:
Type in User's
full name. Press Enter/Return.
The cursor will move to the User
Type field. The User Types are:
System Controller
Power User
General
Spare.
Type in the required User Type. Press Enter/Return.
Access
to Salesperson indicates which
Salesperson this entry is linked to. (I.e. Which Salesperson are they
normally?).
Press Enter/Return.
The next field is the Password Expiry Date field. If you wish you can enter a date at which point the user’s password must be changed. If you do not enter anything the password automatically changes when the Default Expiry Day has been reached.
The next field is Password. This is where you will input the password to be used:
Type in the new password. Press Enter/Return.
To save the new user details:
Click on the Save button.
The new user is now set up to use.
To return to the Main Menu:
Click on the Exit button.
This function is required if you wish to change details (for example user level or password) for a user.
From the e-MkIS Main menu:
Click on the Maintain option.
The Maintain menu will appear:
Click on the User
option.
The User window will appear.
To find the User's details you want to amend:
Click on the Filter button.
A window showing a list of all users will be displayed.
Click on the line of the user you want to amend.
Click
outside of the screen.
The User window will now display the chosen user's details.
Click on the Amend button.
Make your amendments.
When you have finished amending:
Click on the Save button.
To return to the main menu:
Click on the Exit button.
Setting User Preferences
On the new version of e-MkIS it is possible to create different settings for individual users.
From the e-MkIS Main menu:
Click on the Maintain option.
The Maintain menu will appear:
Click on the User option.
The User window will appear.
To find the User's details you want to amend:
Click on the Filter button.
A window showing a list of all users will be displayed.
Click on the line of the user you want to amend.
Click
outside of the screen.
The User window will now display the chosen user's details.
Click on User
Preference button at the top
of the screen. The following screen will appear:
Tool Tips: If this box is ticked, the Windows Help signs will appear when you hover the cursor over anything.
Century On: If "century on" is set all dates are displayed/printed showing the century e.g. 01/04/2003.
Printer Prompt: If ticked will mean that the printer prompt screen comes up before anything is printed.
View Events Passed Follow Up: If ticked will ensure that every time the user logs on to e-MkIS, all events which have past their follow up date will appear automatically.
Language: If the system has been set up with a local language this will determine whether the user sees the e-MkIS system in English or in the selected local language.
E-mail signature file: If sending e-mails it is possible to attach an automatic electronic signature-this field is where you would store the directory of the signature.
User Colours
Click on User Colours.
The following screen will appear:
Click on Amend.
Right click in the box of the colour you wish to change. A colour palette will appear to allow you to change the colour to whatever you want.
When you have selected the colours you want for the various fields click on Save.
Click on Exit.
Follow Up
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e-MkIS will then tell you when that date has passed and if notes have been added to the event what action needs to be taken.
There are two ways of seeing events which have past their follow up date.
1. The Events Follow Up Screen
1. From the main e-MkIS screen go to Utilities.
2. Click on Events past follow up. The following screen will appear:
4. It is possible to delete some or all of these follow up events by using the Clear Follow Up before button.
2. Automatic Appearance of Follow Up Screen
1. Go into Maintain.
2. Go into User.
3. Find the user you want.
4. Click on the User Preference tab.
5. Ensure the following box is ticked:
This will ensure that the next time this user opens up e-MkIS they will be greeted by a screen as shown on the previous page showing all events which have past their follow up date.
It is possible to add and delete items from the Item code menus as discussed elsewhere in this manual.
It is also possible to change the flags which appear next to fields on any of the screens.
However, it is advisable that only System Administrator does this.
In the example below we will change
the flag which reads Computers to a new flag which reads “Re-statused”.
1. Right click on the flag you wish to change.
2. The Language MKParam maintain screen will pop up as above.
3. Click on Amend.
4. Change the word in the Description field to the new word you want to appear on your E-MKIS screen.
5. Click on Save.
6. Click on Exit.
NB. Note that the Field Name cannot be changed.
When you use a filter however it is the Description name which will show rather than the Field Name.
The data contained in e-MkIS can be exported to other applications such as Word or Spreadsheets. All that is necessary is for e-MkIS to produce a special file containing the data in a “Standard Format” that other programs can recognise and import for use in their document format. This is useful for Mail-merging data; producing Tables and Charts, or for producing other databases.
This can be done in several places on E-MKIS.
From:
Simple Filter
Complex Filter
Campaign Screen
Promotions Screen.
Report Screens.
Simple Filter
In your simple filter (the blue binocular icon) enter the filter criteria you want.
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To create the Export File (Called a WP file, although they can be used for much more than that.) click on the fields you wish to export. This can be as many as you need, but in the quick report you will only be able to select from fields available in the Establishment table.
Note!
An ‘Output Filename’ has been automatically created. You may wish
to change its name or location.
To change the Filename and/or its location, delete the existing
filename and type in the required filename including its FULL LOCATION
in the normal DOS format:
e.g.
c:\mkis\text\mydata.txt where c:\ is the
disk drive, \mkis\text\ is the directory and mydata.txt
is the new filename.
(If you’re not happy with
this aspect of computing, don’t risk it, seek help from your System Administrator.)
Tip! Make a note of the whole of the filename
NOW to save time and frustration later when you come to use it and can’t
remember what it’s called or where it’s located.
To arrange the chosen fields in the order you would like them:
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When satisfied you have all the fieldnames required and sorted into the required order:
Click
on the WP file button to create the file.
Note the Information box in the top right-hand corner of the e-MkIS
window. It will indicate when the file has been created.
The file now resided at the location you specified. (By default,
this will be the MKIS\TEXT directory - provided you did
not change its automatically generated location).
Click anywhere on the screen and then hit Cancel to return to the e-MkIS Main Filter window.
Complex Filter
Fill in the filter details in the usual way having clicked on the Complex Filter icon (the red binoculars).
When you have finished making your selection click on Select.
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As you can see it is similar to the Simple Filter Quick Report, but there are more details and more options available on this one. You can choose fields from the School Table and Contact tables.
Select the fields you wish to export.
If you wish to export to an Excel worksheet, click on Excel. This will immediately open up Excel and put the fields you have selected into a spreadsheet.
If you wish to export to a CSV (comma separated file) click on the CSV button. As in the simple filter it will default to the directory name which appears in the top right corner, but you can change this to whatever name you wish.
From the Campaign Screen
While setting up your filter in the Campaign screen you can click on Report within each line. Then proceed in exactly the same way described in the Simple Filter Section above.
From the Promotion Screen 1
While setting up your filter in the Selection screen of the Promotion you can click on Report within each line. Then proceed in exactly the same way described in the Simple Filter Section above.
From the Promotion Screen 2
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Select the items you wish to output to a CSV file and give the Output file a name.
When you have done so, the Create CSV File button will become active.
(Note! The following instructions are for Word 97 but other versions follow the basic procedure, as do other Word-processors in that you create a Main Merge document and attach a Data file to produce the merge.)
e-MkIS produces its MAIL TEXT FILES in the “Comma delimited format”. This means a comma separates each field in a record. Other programs, including MS Word, can recognise this popular format and can import the data into a mail-merged document, envelopes, cards or labels etc.
For the purposes of this Training Course, you will create a Mail Merge Letter.
To create and run a MAIL MERGE using a MKIS TEXT FILE:
Run Word.
Click on File on the Menu Bar.
Click on New in the drop down menu.
Click on Tools on the Menu bar.
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Click on Step 1 - Main Document: Create
Button.
The merge document selection list appears.
Click on Form Letters.
Click on New Main Document Button.
Note! If you already have a merge document designed,
you can elect to use it for the Mail merge. In this case ensure
the merge document is open prior to selecting Tools, Mail Merge.
At this stage check the merge fields are correct. i.e. they relate to
the data file fieldnames.
Click on Step 2 - Data Source Get Data Button.
Click on Open Data Source.
A File Selection Box appears.
Choose Text Files (*.txt) from the “List of Files of Type” drop down list.
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The message box also appears stating that No Merge Fields were found in the Main Merge Document. This is correct. Now you have attached our data file you can select the field to include in the Mail Merge document.
Click on the Main
Document Edit Button.
You are returned to your MAIN DOCUMENT window. Note the Mail
Merge Toolbar has been opened.
Create your Main
Merge Letter inserting the Field Names where you require the text from
each field to appear in your letter. Use the Insert
Merge Field button on the Mail Merge Toolbar for this purpose.
Note! Remember to include a “space” between adjacent
fields to prevent them joining up into one word or number when printed.
Once the Document is completed, including any grammar and spell
checking etc.
Click on Tools on the Menu bar.
Click on Mail Merge.
The Mail Merge Helper Window appears again.
Click on Step 3
- Merge button.
The Merge Window appears.
Click on the Merge Button.
The full merge file is built at this stage. This may take
some time. When complete, the new document will contain all the
merge letters ready to print as if it were a single, multi-page document.
Check the data is inserting correctly and the pages “break” properly after each separate record. If not return to Tools, Mail Merge and Click on the Main Document Edit button to edit the Main Document to correct any errors and recreate the merge document.
Click on File on the Menu bar.
Click on Print to print the merge document in the normal Word manner. Note you do not need to set how many pages there will be, the program will do this automatically. The “Number of copies” box is normally left at 1 copy (Each record - in the data file - will produce one copy in the print run).
Ensure you save your MAIN DOCUMENT for future use. There is no need to save the full merge document in most cases. It is used just once to print from.
Exit the documents and close Word in the normal manner.
To insert e-MkIS data into a documents (New or Existing):
Open the document in which you wish to include the Data.
Position the Cursor where you wish to insert the data.
Click on Insert on the Menu bar.
Click on File in the drop down menu.
Locate the e-MkIS Mail Text File in the usual Windows manner.
The data will appear in the document as text. Use the Find & Replace function to strip out unwanted characters and format it as you wish. Alternatively convert it to a table as follows:
Continuing on from the last instruction:
Highlight all the Data.
Click on Table on the Menu bar.
Click Insert
Table.
Word will automatically build a table to contain the data.
Remove any surplus characters such as “ manually or by using the Find & Replace function.
Change the size of the columns to suit your data.
Edit and save the file.
In various parts of e-MkIS you will find an Excel button which will automatically take the chosen data and open up Excel, inserting the data into it.
Where there is NOT an Excel button, you can produce TEXT FILES in the “Comma delimited format”. This means each field in a record is separated by a comma. Other programs, including Excel, can recognise this popular format and can import the data into a workbook.
To use the e-MkIS Mail Text File in a Workbook:
Run Excel.
Click on File on the Menu bar.
Click on Open.
The Open dialog box appears.
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Note! The Preview of the data shows commas delimiting the fields and the inverted commas enclosing text. The data at this stage is not in columns.
Ensure the Delimited radio button is checked.
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Click on the Comma check box in
the Delimiters section.
Note the data is now in Columns in the Data Preview area.
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This step allows you to format the data. General is normally acceptable. The date format should appear in your local country format as set in Windows Control Panel. Change it if necessary using the date drop down list.
Click on Finish.
Your data is imported into a new workbook.
Finally, adjust the column widths to suit the data as follows:
Highlight all the Column Headings.
(The grey ones with A, B, C, etc. in them).
With this Cursor showing: (This column width adjustment cursor appears when you position
your mouse cursor over any right-hand column divider line in the Grey
Column Headings;)
Double Click the Column Headings
to AUTOFIT all the Column Widths.
The Workbook can be edited, have formulae added to total figures etc.
as in any other Workbook.
Note! Use the DATABASE FUNCTIONS within Excel to further enhance the use of your data. Use the AUTO FILTER.
e-MkIS Global Field Change Utility
This is accessed from the Utilities menu. It allows any data item in any table to be changed from one value to another across the whole table or part of the table based on a filter.
WARNING! This is a very dangerous utility to use and has the potential to do irreparable damage to your database. Always make sure there is an up-to-date backup of your entire e-MkIS system before you use this.
Make sure that all other users are out of e-MkIS before running this.
Table Select the table to be modified from the drop-down list. Note this uses the actual database table names rather than the application specific names you are accustomed to. For ELT, ESTAB = School, INDIVID = Contact, PRODUCT = Title, PRODUSED = Books Used & TRANSACT = Event. The rest are fairly self-explanatory. If in doubt contact DMS.
Field Select the data item to be modified from the drop-down list. This also uses the actual database field names rather than the language or application translated names that appear on the screen. If in doubt as to what field to select, use the “Data Item Language” option on the Utilities menu (see below) to check the local name for a data item.
Type Displays the data type of the selected field. C=Character, N=Numeric, D=Date, M=Memo (Text).
Length Displays the maximum length of the selected field.
Current value Enter the current value of the field that you wish to change.
New Value Enter the replacement value for the selected field.
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Set up a filter on the selected table. This limits the records available to be changed. The number of records displayed on the left is the number that match the filter. This is not necessarily the number that will be changed. That will depend on the number matching the specified current value. |
Execute Click on the execute button to perform the global change. The displays a confirmation screen before proceeding.
Data Items Language lookup
Accessed from the Utilities/Language menu option.
Select the table from the drop down menu:
The Field Name column shows the actual field names in use on the database. The description column shows the system specific field names that appear on your E-MKIS screens.
This is a procedure to initially set up a rep’s e-MkIS system from the central branch system. It is best if the rep’s system can be connected to the same network as the main e-MkIS to facilitate the copying of files. Otherwise some other method must be found to transfer the data. (Zip drive, FTP site, LapLink, PCAnyWhere etc.)
It will optionally set up a system for one or more reps.
It creates the rep system by taking a full copy of the central system and then deleting all data that is not associated with these reps.
1. Create a new folder called \repmkis.
Also create sub-folders for \Campaign, \Import, \Export and \Text.
2. Copy Central E-MKIS.
Using the Windows Explorer, copy all files from the main e-MkIS folder into the new repmkis folder. (Do NOT copy any of the sub-directories.)
3. Run e-MkIS.exe in folder repmkis.
Sign on as a system controller.
4.1 Insert the required reps as new salespersons, if they do not already exist.
4.2 On the Communications Data Tab:
Tick the Rep Active box.
Set the data ownership to Central or Salesperson. (This determines whose data takes precedence when there is a data conflict on import.)
5. User Screen
5.1 Set up user record for reps. The username does need not be the same as rep-code.
5.2 Link the user to the rep-code via the Access to salesperson box.
5.3 Delete all other users except the system controller. (i.e. The one you are logged on as).
6. System Control Set Up
6.1 Change System / Company Name on the “System” tab.
6.2 Set the System Type to be Rep on the Application Set up – Export/Import tab.
The Export File Prefix identifies E-MkIS import and export files. This can be changed if it causes confusion with other files on the computer.
The Max Email Size is the maximum size for an export file. When an export exceeds this value the export file is split.
The Central E-mail Address is the e-mail address to which all the rep’s export files are to be sent. If this is set up and Microsoft Outlook is being used this allows the export files to be e-mailed directly from the Export screen.
6.3 Set Key Generation method.
6.3.1 Key generation Method.
This must be set to one of the following:
Prefix all generated keys with a one character prefix
Prefix all generated keys with a two character prefix
It should never be set to zero on a rep’s system.
6.3.2 Key Prefix.
This must be a one or two character code unique for each rep’s system. This is to prevent duplicate keys being generated on the central and reps systems. THIS IS VERY IMPORTANT!!
6.3.3 Key Pad Character.
Used to pad out a key that is less than the required length. It is not used with generation methods 1 and 2 for data record keys.
6.3.4 School Key Number and key length.
Number used in next key generation for school. In the above example the next school key will be “AA001493”. (Note that the prefix overwrites the first two digits of the key.)
6.3.5 Contact Key Number and key length.
As 6.3.4 but for contact records.
6.3.6 Events, Books Used, Mailing reference.
Internal keys used by e-MkIS for the events, book used and campaigns.
6.4 Save system control.
7. Exit e-MkIS.
8. Run EMKREPSYS.EXE.
This can only be run from a rep’s system.
8.1 Sign on as the system controller.
8.2 Select the Rep or Reps by clicking on the blue “Salesperson” text. This displays a selection list of the available reps.
8.3 Click on Generate System.
8.4 When complete click on Exit.
9. Run E-MKIS.EXE in the RepMkIS folder.
9.1 Sign on as the system controller again.
9.2 From the utilities menu select Housekeeping.
9.2.1 Run all three available tasks in the following order.
Validate e-MkIS tables
Purge deleted records
Re-index.
On the purge and the re-index choose all tables when prompted.
9.3 From the utilities menu select Word Search Rebuild. Run for all tables.
9.4 Exit e-MkIS when complete.
10. Re-run e-MkIS in the RepMkIS folder.
10.1 Sign on as rep user.
10.2 Test functions to make sure that data has been set up correctly.
10.3 Exit e-MkIS.
11 System is now ready to transfer to the reps computer.
The ability to send a standard letter is available from the school, contact and supplier screens. The letters are generated using the mail merge function of Microsoft Word.
The following information must be set up on the system control file.
This is the working folder where temporary files are stored. This must be blank or set to a known folder that exists on all workstations. It must not be set to a server folder. If left blank it will automatically use the Windows default Temp folder. (e.g. C:\WINDOWS\TEMP or C:\TEMP)
This is the folder where the standard letter templates are stored. This is usually a sub-folder on the main E-MKIS folder on the server. (e.g. E-MkIS\text\ in the above example).
The command used to run Microsoft Word. This must be set up. It assumes that Word is run from the same path on all workstations.
Creating Standard Letter Templates
Standard letter templates are created using Microsoft Word. They can be created from scratch or edited from an existing document. If modifying an existing document it must first be copied into the e-MkIS Word Processing files folder. (see 1.2 above).
Select Letter
Leave this blank if a new letter is to be created, otherwise select from the drop-down list. This list will contain all files with an extension of .DOC in the folder.
This is used to activate Microsoft Word for the selected document or for a blank document.
Sending a standard letter by e-mail
Select a standard letter from the drop down list then click on the Send e-mail button. The following screen will be displayed:
The merged letter will be sent as an attachment to the e-mail. An additional message may be entered as the body of the e-mail.
The subject must be entered before the Send button is enabled. If the Record Event box is ticked an event will be generated when the e-mail is sent.
Click on Send to transfer the message to the out-box of Microsoft Outlook.
e-MkIS Post Codes
e-MkIS maintains a table matching post codes to towns and to geo-codes. This is used to validate the input of postcodes for the school and contact records.
This is accessed from the Maintain/Postcode menu option. The following screen is then displayed:
The navigation buttons and the action buttons on the top half of the screen allows the existing post-code table to be viewed and updated.
The lower half of the screen allows the post-code data to be imported from a comma separated data file. The data file must have three items in each record – Geo-Code, Post-Code and Town.
Enter the name of the data file in the input field or click on the blue Postcode CSV file text to activate the standard file finder to locate the input file. Once the file is located the Import and View File buttons are available.
This allows the contents of the data file to be viewed. This can be used to verify the input file has the correct format and to check the field sequence.
The sliders to left of the field names can be used to alter the sequence of the fields to match those on the input file. If they do not match, the data items will be imported to the wrong fields in the table.
Overwrite Check Box
If this is ticked the entire post-code table is replaced by the imported data. If it is not ticked the imported data is appended to the existing table.
The same validation is applied to the input of addresses and postcodes on both the school and contact screens.
When inputting an address, the postcode is automatically copied from the address into the postcode field providing that it is at the start of a line and consists of five digits and that the postcode field is currently empty. It is not validated against the post code table at this stage.
The entered value is checked against the postcode table.
A warning message is displayed when:
The postcode does not exist in the table
The town from the table that matches the postcode does not exist in the address.
After a warning the entered postcode can still be accepted or the address and/or postcode may be modified if the postcode exists in the table.
e-MkIS: INSTALLING PROGRAM UPDATES
Upgrades to the e-Mkis program will be distributed as required. Initially this will be fairly frequently but should tail off as e-MkIS becomes bedded in. If you have more than one upgrade awaiting installation only the latest need be installed. The earlier ones can be discarded.
The upgrades will almost always be done as a straight replacement of the main program file E-MKIS.EXE. Any other type of upgrade will have additional instructions sent with it.
The upgrade will be sent in a self-extracting zip file named E-MKIS_SE.EXE. This is a compressed file as created by the compression utility WinZip but which contains the means to unzip (de-compress) itself. Therefore it is not necessary to have WinZip loaded to install the upgrade.
Make sure that a full back up exists of the e-MkIS data and also make sure that all users are out of e-MkIS.
Save E-MKIS_SE.EXE into a temporary folder. This can be anywhere on your local hard disc (e.g. C:\TEMP) or on the server.
Use the “Run” command to execute E-MKIS_SE.EXE or execute it by a double-click from the Windows Explorer.
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Click on OK.
The installation window is displayed:
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Enter the location of your E-MkIS folder into the “Unzip to folder” field, or use the Browse button to locate it.
Click on Unzip. The following confirmation should display:
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Click on OK, then click on Close to finish. If the following message appears, it is likely that someone is still using E-MKIS.
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If this happens you should get everyone out of the system and then retry from step 3 above.
Start e-MkIS from one workstation only. Some upgrades incorporate changes to the database structure. These will be executed automatically and the system will close itself down without activating the sign-on screen. If there are no database changes the sign-on screen will display as normal. No other user should attempt to sign on while the database changes are being executed.
Once the sign-on screen has appeared for the first time, it is then safe for all other users to sign on.
The data conversion from MkISw to the new e-MkIS will be performed on the main branch e-MkIS system only. All updates from the Reps systems must be imported into the main system before the conversion takes place. The Reps’ systems will not be converted but will be re-generated from the converted central system.
Until the conversion routine has been stabilised it is preferable that all conversions are performed by DMS. To do this the existing MkISw data must be sent to DMS in the UK. After conversion a zipped up folder containing the complete e-MkIS will be supplied.
