Changing Unspecified Visits
#1
Posted 15 November 2006 - 03:26 PM
When Viewing a summary report by course in AccuTrack showed that we had about 379 unspecified students as of yesterday. Fortunately for us, is that we have a hard copy sign-in list that the student first fills out (ex. math 102) before our front desk staff enters their information into AccuTrack.
My question is how can I go and edit the unspecified visits of a student with the correct information that we have down on our hard copy sign-in sheets in AccuTrack?
#2
Posted 15 November 2006 - 08:41 PM
#3
Posted 16 November 2006 - 03:11 PM
I have tried that path but for some reason those unspecified visits do not show up.
Let me tell how I was able to go about this.
I was able to view the unspecfied visits of a student by going into the session logs (System Administration -> Session Logs ) and filtering the "as entered" field to the start of our semester to our current date (9/11/2006-11/15/2006). Then looking at the students I was able to see on which dates had nothing entered in the categories and activities sections.
To double check this I went into the students file to view their visit history. This is the path that I used ( System Administration -> Setup -> Student Student -> Students). After choosing the specific student, I then looked up their visit history by (Advanaced -> Student Central). Selecting the "as entered" in the Period field box and the date range (9/11/2006 to 11/15/2006), I then selected visits and click on the preview button. This then showed me all the visits of the student, including the unspecified ones. Here is the screen student_central_preview.JPG 141.96K 14 downloads
When I went into the Edit Sign-in Logs for a student and choosing again the date of the unspecified visit, it was not brought up. For example, Duong Ngo showed in the Session log screen, it show that she had an unspecified visit on 9/11/2006, and 10/05/2006. Since we have our hard copy sign-in sheet, I know what she was here for. Going into the Edit Sign-In logs, and filtering the data, I then chose the specific "as entered" date from 9/11/2006 12:00am to 9/11/2006 12:00pm. After refreshing, the name does not show up. Choosing the other date yields the same result. Changing the filters to the person's name also does not yield the unspecified visit.
Again here are some screens. sign_in_logs.JPG 192.43K 11 downloads sign_in_log_by_name.JPG 152.38K 11 downloads
sign_in_log_by_name_2.JPG 152.31K 11 downloads
Is there any other path to get into those unspecified visits to change them than what I described here? Thanks.
#4
Posted 16 November 2006 - 05:07 PM
Also I would recommend that you run the Repair utility - see http://www.accutrack...repair_data.htm. This will eliminate any problems due to index corruption.
If you still have issues after running repair, try to check the option I mentioned at the top of this post and save. Next go to the Edit Logs screen and see if the records appear there. If you still have trouble, then please post back here.
#5
Posted 16 November 2006 - 07:14 PM
I don't believe that the "Do not show the activity screen during sign-in" box was selected when the semester the program was launched in September. Though I do see the logic of that thinking since, no category or activity was selected.
I actually ran the repair utility early this morning, since, and the visits that were classified as unspecified were still not there. The unspecified visits are only visible when I go into the session log or the students data file and open the date fields to the start of the semester to the current day. Any ideas?
#6
Posted 16 November 2006 - 10:49 PM
#7
Posted 21 November 2006 - 12:19 PM
My tech would like to know the name of the data file that we are supposed to send you to look at and the upload directions. Thanks
#8
Posted 21 November 2006 - 12:26 PM
#9
Posted 21 November 2006 - 12:50 PM
My tech would like to know which file to send, and to where. Thanks.
#10
Posted 21 November 2006 - 03:04 PM
Make sure to include a detailed description of the problem with your data files. We help several users each day and the tracking of each issues is easier when it includes the details. Thanks.
#11
Posted 21 November 2006 - 03:15 PM
#12
Posted 21 November 2006 - 04:15 PM
The initial AccuData folder is 1.2 MB in size. This folder does not have any data in it. As you add students, visits, and appointments, the size of this folder will increase, but it would still be in the megabytes range. For example, the sample database folder that ships with AccuTrack has about 5,000 students with sample sign-ins, appointments, media, and more, but it's still about 4.6 MB in size.
#13
Posted 21 November 2006 - 05:04 PM
Can you give me an abreviated list of what's in the folder? We have multiple databases and our smallest one is about 64 mb
#14
Posted 21 November 2006 - 05:08 PM
Please follow the instructions on this web page: http://www.accutrack...t/send_data.htm
We do not need multiple databases - only the one database with the problem the user is reporting.
Also make sure that you do not send any sub folders (e.g. no backup folders). We only need the database folder.
Thanks.
#15
Posted 22 November 2006 - 01:10 PM
We sent you our data file via email yesterday afternoon regarding the unspecified visits problems that we have been noticing. Did you receive the two emails and files?
Tuyen Nguyen
Learning Resource Center Tech
CSUN
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