Finding Fields and Locating Data

When working with the Datatel system, it is often necessary to identify a piece of information for inclusion on a report or query. This document outlines some tools that are available for locating fields and determining what files they are in. With this information, it is possible to extract those pieces of data through reports, ODBC, and Query Builder queries.

Where to Look First

The first step in identifying a field is to locate a screen containing the information you are after. Once on the screen, you can usually determine the field name. The steps are as follows:

Bring up any record on the screen containing the piece of information you need

Hit the F1 key - “Field Help” to bring up the help screen

Click on the “More” button or hit the “Enter” Key (the More button is the default)

In the Title Bar of the help window that appears you will see the name of the field. You now know the field name and can move on to the next section.

Note: occasionally the field name will begin with VAR. These are special field names and require special consideration (See “VAR Fields” below).

Does the Field have Codes Associated

Some fields have codes or specific values associated such as enrollment status or phone number type. These types of fields may be used in a report or query to select certain records. You will need to know the valid codes to use when doing these types of selections. These fields will either have a code table or a code file. To see the valid codes for …

A field with a Code Table –

Position your cursor in the desired field

Tap the F1 key twice

You will see a listing on the screen containing the valid codes or values for this field.

A field with a Code File –

Position your cursor in the desired field

Do a lookup on the field by typing … and tapping the Enter key

You will see a listing on the screen containing the valid codes or values for this field.

Note: If, while your cursor is on a field, the term “Lookup” appears at the bottom of the screen, it is a Code File.

Locating the File a Field Is In

Once you have the field name, you can find out the file it is in by doing the following:

Run the mnemonic RDEL

At the look-up prompt, enter the field name

The screen that appears will contain information about that field. Position 3 on the screen will tell the name of the file the field is in. Position 2 will usually give a description of what the field is used for. Other information is also presented but these are the two items we are interested in.

Getting Information About the Formatting of a Field

It is sometimes useful to know other pieces of information about a field. Field length, field justification, formatting. This information can be found by doing the following:

Run the mnemonic RDEP

At the look-up prompt, enter the field name

The screen that appears will contain information about the formatting of the field. The length and Justification will be in position 3. A conversion string (dates, numbers) may also be included in position 4. Position 7 will show what will be displayed as the field header in a report or query unless the user changes it. The purpose of the field will also be displayed in Position 2

VAR Fields

When looking at a field on a screen to determine its name, it will sometimes show VAR and a number as the field name. This usually means that the entry in this field will be used in a calculation or manipulated in some way before being entered into the record. Unfortunately, this means the field cannot be looked up using the methods described above. There are some things that can help you locate these fields:

- Try and locate the same piece of data on another screen. It is possible that on another screen the field help will tell you the actual name of the field

- If necessary, contact WCTS and ask for assistance in locating the field.

Ó Copyright 2001