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key topic Topic 7 - Utilities / Setup Screen / Backup

When you first install or start using the database, go to the Setup Screen to set certain information:

From the main menu, click the gray Utilities / Backup / Setup Screen / Import Screens button. Follow the instructions on screen to:

  1. Set an ID Prefix - a one or two letter prefix that will be used when the program generates Employer ID numbers, Activity Record ID numbers, or other automatic ID numbers. This is important if you merge your data with data that was entered on another computer. If you plan to merge data, each computer where anyone enters data must have a different ID Prefix.

  2. Select the name of your region or partnership, which will then be put at the bottom of each record you data enter. ** If you want to edit the popup list of regions/partnerships, click the button to open the City/Zip file and make changes there.
  3. Set the reporting period. For example, select 2nd quarter 2008 and then click the button to recalculate the report date range ... which will be 7/1/2007 to 12/31/2007.

  4. Choose which data entry layout you want to have as the "default" layout: Layout1, Layout2, Layout3, or Layout 4. "Layout2" is a short version that does not include MCAS scores or anything related to MCAS scores. This is suitable for use by any data entry interns who shouldn't have access to MCAS information. A separate layout allows program staff to enter MCAS information later. Layout 4 is customized for the Life Sciences Career Development (LSCD) project.
  5. Optional - paste a graphic in the boxes on this screen if you want your logo or a favorite graphic to appear on the main menu and/or on the built-in fax cover sheet.
Background Reading, Software Skills and More

Utilities. The gray Utilities button on the main menu also opens the BACKUP function and the IMPORT screen. Use BACKUP frequently. This button runs a routine that simply saves a copy of each file to the directory C:\DatabaseBackup. Note: You should also occasionally backup all of your database files (all the *.skl files) to another medium, such as a CD, tape backup, zip disk, network drive or memory stick.