MainBoss Newswire

September 2001

 

Topics:

  1. Using ODBC with MainBoss Reports—Make Report Exporting better by using Data Sources (ODBC). This will allow you to view text fields such as descriptions and comments that are otherwise unreadable by Excel. 
  2. MainBoss CMMS Training
  3. Did you know: Saving Settings on Reports
  4. MainBoss welcomes new Partners in India, Thailand, Indonesia, and the USA!
  5. Upcoming Tradeshows:

·        B.C. Industrial Expo in Vancouver, October 3 and 4, 2001

·        US/Mexico Plant Engineering & Maintenance Show in San Diego, October 31 to November 1, 2001

 

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1. Exporting made easier with ODBC

Many MainBoss users export their data to Excel to create specific reports. Excel however is unable to read memo fields such as are used for the description of a Work Order. However by using ODBC, these fields can now be viewed and manipulated within Excel.

According to the Microsoft Excel Help Menu, an ODBC (open database connectivity) is a standard method of sharing data between databases and other Programs. With ODBC you are able to view all fields in MainBoss, including text fields that would otherwise not be shown (such as descriptions and comments). Following are step-by-step instructions on setting up ODBC. For additional information, please refer to your computer’s Help (Start->Help).

 

Part 1:Creating a Common Directory:

This directory will contain all of the reports you export from MainBoss. The ODBC setup process requires one specific folder in which the files that will be exported to Excel can be found. Therefore, create a new directory on your computer’s hard drive, for example C:\MBExports.

 

Part 2: Setup of ODBC

 

In order to use ODBC you have to install and set up the appropriate driver. Since MainBoss is based on FoxPro tables, you need the Microsoft Visual FoxPro Driver. Follow these guidelines or refer to your Windows Help for assistance (keyword ODBC):

    1. Open Microsoft Excel and go to the Data menu (note that these steps are given for Microsoft Excel 2000). Choose ‘Get External Data’ and then click on ‘New Database Query’.
    2. Under the Databases tab, click on <New Data Source> and click OK.
    3. The new window contains four questions, the first being: What name do you want to give your data source? Type in an appropriate name such as ‘MainBoss 2.8 Exports’.
    4. The second question asks: Select a driver for the type of database you want to access. From the pull-down menu, choose ‘Microsoft Visual FoxPro Driver’.
    5. The third step is to click on the Connect button. This opens a new window where you choose a Database type (choose ‘Free Table directory’). You also specify the path to your directory that you have set up for the ODBC process (See Part 1 above). Click on Browse to locate that directory (i.e. C:\MBExports). Now click OK. Verify that you have the correct path and click OK again.
    6. The fourth step in this Setup is optional and need only be used if you plan on using the same export file over and over again. For our purposes we can leave this field blank. Simply click the OK button at the bottom of the window. Your Setup is now complete and you are back in the ‘Choose Data Source’ window. Click the OK button to save your setup.
    7. A message will appear: “The data source contains no visible tables”. Just click ok to this message and cancel out of the windows until you are back in the main Excel screen. You can now exit Excel or leave it running in the background. Proceed to Part 3 below.

 

Part 3: Using ODBC to view your MainBoss export in Excel

 

Now you are ready to use ODBC to view your exports, including any text/memo fields.

  1. Export the desired data from MainBoss. For example, run the history report, setting up all the options to get the desired output, and then click on Export. Save the resulting file to the specific directory that you created for all MainBoss Exports, as outlined in Part 1 above (for example: C:\MBExports). Give your file a name that is easily recognizable (for example: HistReportSept01). Make sure the Save as Type field refers to Database files (*.DBF). Exit MainBoss or leave it running for later use.

 

  1. Open Microsoft Excel and go to the Data menu (note that these steps are given for Microsoft Excel 2000). Choose ‘Get External Data’ and then click on ‘New Database Query’. Find the ‘MainBoss Exports’ Data Source that you created in Part 2 above (i.e. MainBoss 2.8 Exports). Then click on OK.

 

  1. Now the Query Wizard will ask you to choose your columns. You will notice that your exported file ‘HistReportSept01’ is in the right-hand window. Click on the plus sign beside this file to reveal all the columns that are available for adding to the Query. If you want to add all the columns simply highlight the file and click on the > button. Otherwise highlight each individual column and click the > button. When finished, click on Next.

 

  1. Here you can add further filters to your query. For example, you only want to display work order numbers greater than 1200. Highlight wonum and enter the appropriate criteria. If you are not sure what all the columns refer to, please see the MainBoss 2.8 Database Structure, which is available on the MainBoss CD. When finished click Next.

 

  1. The next window will allow you to choose the Sorting Order. Enter your preferences and click Next.

 

  1. The final step in creating your query asks what you would like to do with it. Choose: ‘Return Data to Microsoft Excel’ (the first option). Click Finish.

 

  1. You will now be asked where in Excel to put the Data. Choose the appropriate worksheet and location (i.e. existing worksheet, location =$A$1).

 

  1. The resulting information will allow you to view all the data in your report, including text fields such as the description (wodesc) and any comments (wocomment).

 

  1. Now format the information to your preferences to create customized reports and charts.

 

 

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2. MainBoss CMMS Training

While phone support is valuable in solving problems, it is not intended for teaching users how to use MainBoss. On-site training is available for this purpose and provides a thorough, detailed understanding of how MainBoss works.

 

Our MainBoss Implementation / Training consultants bring years of maintenance experience which can help you maximize the return on your investment by providing either on site training, implementation assistance or both. We have also found that some customers are not able to fully benefit from all MainBoss features due to various reasons. Some of these reasons could be poor setup, not enough time to fully understand program, employees using the package who are not properly trained, or a key employee involved with the setup left the company. All of these can lead to frustration and inefficiency.

 

Our MainBoss Implementation / Training consultants make use of the latest training techniques including overhead projectors, hands on training and hand out materials to ensure your attendee’s receive maximum value from their training experience.

 

We at MainBoss are aware of our customers concerns over upgrading from one release to another. Over the next few weeks we will be contacting you in regards to your interest in regional training sessions to deal with the changes in MainBoss from version 2.7 to version 2.8. This training session will be offered to our clients on a break-even cost basis and held in several regional centers across North America.

 

If you are interested in MainBoss training please contact

Pat Maloney, Manager of Implementation Services

1-800-563-0894 extension 219

pat@mainboss.com

 

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3. Did you know: Saving Settings on Reports.

MainBoss 2.8 now has a feature that allows you to save your settings for reports and other windows. This is a useful tool in case you use many of the same criteria every time you run a report. Rather than entering all the options over again and again, you can now save them and have them automatically appear the next time to open that specific report. Here is how you save your settings:

  1. Make sure you are logged in as the Administrator or have Administrator permissions.
  2. Go to a MainBoss Report (for example the Statistics Report under the Work Orders menu).
  3. Change the Report options to suit your needs.
  4. Right-click on the blue bar along the top of your window (called the Status bar). A little window will appear with the option to Save Settings.
  5. Click on Save Settings. This will save all the generic settings such as radio buttons and checkboxes.
  6. Now the Report will be set with your preferences the next time anyone opens MainBoss (Note: these settings apply to all users of MainBoss).

For further information, see you MainBoss manual on page 220.

 

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4. MainBoss welcomes new Partners in India, Thailand, Indonesia, and the USA!

MainBoss is please to announce that the following Representatives have joined the MainBoss team:

 

5. Upcoming Tradeshows:

 

 

Contact Information

Daniela Schumann

Phone: 800-563-0894 ext. 214 or 519-895-1860 ext.214

Fax: 519-895-1864

E-mail: daniela@mainboss.com

www.mainboss.com

 

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