User Interface 2.1
Brought to you by:
IT Department
Document Version: 3.0
Modified Date: 5/17/07
1
Training Purpose
To show you how to use the new
interface.
Note: Your processes will not change.
The interface is the only thing that
changes. You will follow the same
procedures to get your work done.
2
What is User Interface 2.1?
User Interface 2.1 is an enhanced GUI
(Graphical User Interface)
It provides an easy to use interface to the
Colleague System
User Interface 2.1 will become the only
interface to the Colleague/Datatel version
R18. Version R18 is scheduled to go live in
August 2007
3
What is User Interface 2.1?
The Desktop version of UI enables power
users to easily navigate Colleague with
minimal mouse movement during heavy data
entry workflows.
More intuitive usability with Microsoft
Windows “XP” navigation icons.
Fast data entry with user-defined tab
sequencing.
Easy setup of user-defined field access.
Personalized color indicators for required data
entry fields.
4
What you’ll see
When User Interface 2.1 is installed, an icon
is created on your desktop. A Datatel group
is also created under Programs in the Start
Menu.
Datatel (old)
Datatel (new)
5
What you’ll see
TERMINAL
UI 2.1
6
TERMINAL Print Screen Button
The terminal print screen button
does not exist in the new UI 2.1
interface.
In UI 2.1 you will use PrintKey to
capture and print a screen. To use
PrintKey simply hold down the “Alt”
key and press “Print Screen” on your
keyboard. You can then press “Enter”
or click on “Print” to print.
7
Logging In
Once you launch the Datatel program (
)
you’ll be presented with a Dialog Box similar
to this:
8
Logging In
On the login dialog box, enter your login ID,
PASSWORD, and select a database. Click OK
to continue.
9
Application Workspace
System
Menu Box
Current Application
and Account
Menu Bar
Tool Bar
Title Bar
System Menu Bar
Quick Access
Bar
Contents of the
folder being selected
Application Tree
Menu Panel
10
Title Bar
The Title Bar tells you which Colleague
database you are accessing and which
application you are currently running. It is
highlighted when your workspace is active.
Database Name
Application
11
Menu Bar
The Menu Bar, enables you to:
 Perform routine tasks, such as save your
work or cut and paste items
 Choose an application with which to work
 Choose a form in which to work
 Define your preferences
 Access online help
12
Toolbar
The toolbar provides easy access to common
functions, such as saving your work,
canceling changes, deleting records, and
accessing online help.
Cancel All
Save
Save All
Cancel
Hide Tree Menu
Record Delete
Process/Field Help
13
Quick Access Bar
The quick access bar enables you to access
any form directly by entering its mnemonic,
or by using the drop-down menu button to
select a previously used mnemonic. Press
the Enter key or click the Go button to
display the selected form.
14
System Menu Bar
The system menu bar enables you to
minimize, or close the application workspace.
Minimize
Maximize
Exit
15
System Hierarchy
APPLICATIONS
(Ex: CF,HR,ST)
MODULES
(Ex: HR modules contains
the PR and PE modules)
Note: In some cases, the
modules are further broken
down into sub-modules.
FORMS
(aka PROCESSES used for
Maintenance/Data Entry, data
Processing, Inquiry, and Reports)
16
Selecting an Application
You can choose an application with which to
work by selecting Apps on the menu bar.
17
Selecting a Module
After selecting an application, the application
tree menu displays all of the available
modules with a folder icon. Select a module
by clicking on its corresponding folder.
18
Selecting a Form
Most of your work in Colleague is done
through forms, also known as screens.
Forms can be accessed through the following
methods which are discussed later in this
presentation:




the
the
the
the
application tree menu
quick access bar
favorites menu
“file” dropdown menu
19
Accessing a Form Through the
Graphical Tree
The Graphical tree
structure menu
enables you to
navigate through
an application’s
menus and
submenus by
pointing and
clicking
The left tree menu is the main navigational menu.
The right menu displays the submenus and forms in
the folder selected in the left menu
20
Accessing a Form Through the
Quick Access Bar
You can locate and select screens by entering a form
mnemonic in the address bar or use the dropdown list to select a previously used form
mnemonic. Press ENTER or click the Go button
to display the form
Select the drop down menu
to view recently accessed forms
21
Other Ways to Access Forms



Use the Favorites
drop-down menu to
select a form that has
been previously added
to your list of favorites
Click the File menu to display the mnemonics of the
last ten forms you accessed, select a form from a list
Choose Run from the
File menu. The
Envision Run Dialog
Box appears. Enter
the mnemonic of the
form you want and
click OK
22
Types of Forms
Forms are represented by four different
icons, according to functionality
Maintenance. Maintenance forms allow you to to change
and enter data that is permanently recorded in the database
Processing. Processing forms allow you to start a program
that manipulates a record or a group of records behind the
scenes
Inquiry. Inquiry forms allow you to view information without
changing it
Reporting. Reporting forms allow you to generate a
particular report according to your specifications
23
Details of a Form
Form Mnemonic
Form Name
Header
Block
Data
Area
24
Fields
A field is any place on the form where data is displayed
or where you enter data. In most cases a field is
accompanied by a label indicating what kind of data
belongs in that field
Information to be entered in a field may or may not be
restricted. Fields where entries are restricted, are
referred to as “validated fields”
Another unique kind of field is a detail field. These
fields allow access to other forms from the form you are
in
Some fields are grayed out and do not allow data entry.
These are static fields and populate automatically.
25
Fields
Detail Field
Static Fields
Fields
26
Groups
A group is a set of related fields that are associated
with each other in some way. Each field in a group
can have multiple values. These are often referred
to as associated multivalued fields.


Associated: Refers to fields that are associated
with each other in some way.
Multivalued: A field with multiple values. This
type of field can be viewed as list.
27
Groups
Below is an example of a “group” of fields. The field
“Child ID” is a multivalued field or list. The other fields
are associated fields.
Associated
Fields
Multivalued
Fields
Groups
28
Selecting Data From Lists
Many fields access information from a list. When
you select a piece of information by using the drop
down button
or by using the ellipse “…” you are
actually selecting data from another file.
The 2 types of files that are accessed to select
information are code files and VALCODE tables.
The data in these tables is entered during the initial
setup of the Datatel system.
For additional information on code files and
VALCODE tables, refer to Appendix A: Code Files
and VALCODE Tables.
29
Selecting Data From Lists
The screen below illustrates how Code files and VALCODE tables are
accessed through fields.
Code File
Allows “…”
LookUp
VALCODES are
displayed by
the down arrow
30
Detail Forms
Some forms only give
you limited or summary
information about a
certain item, but provide
you with the capability of
moving to another form.
This form, which is
known as a detail form,
provides more complete
information on that item
You detail to another
form by pressing F2 from
the current form or
clicking on the Detail
button
31
Where to Access Detail Forms?
The usual workflow is to access a detail form
from another form
There are exceptions, some detail forms can
be accessed from a menu
Detail forms that can be accessed only via
another form are referred to as detail-only
forms
32
Additional Features of User
Interface 2.1
Detail
Button
Window
Operation
Button
Date/Calendar
Button
Calculator
Button
Drop Down
Table Button
Scroll
Buttons
33
Additional Features of User
Interface 2.1
A Detail button appears to the right of each Detail field and
allows you to access the associated detail form
A Window Operation button enables you to insert or delete a
row of data. When you click the Window Operation button the
select Window Operation dialog box is displayed as shown
below:
Small Scroll Buttons. Appear to the right of fields that display
one value at a time
Large Scroll Buttons. Appear to the right of fields that display
two or more values at a time
34
Additional Features of User
Interface 2.1
A Date/Calendar button appears to the
right of each date field. Click on the
Date/Calendar button to display the
calendar browser, as shown on the right:
A Calculator button appears to the right
of each numeric field. Click the
calculator button to display a calculator,
as shown on the right:
35
Additional Features of User
Interface 2.1
A Drop-Down Table button. Appears to the right of each field that
has a predetermined set of valid entries. Click the Drop-Down
Table button to display a validation code table, as shown below:
User Interface 2.1 supports multiple user settings on one PC. If a PC
is shared by more than one user, U.I. 2.1 maintains individual color
settings, font sizes, and favorites menus for each user ID.
36
Information LookUp
Basic Lookup: When you access a form that needs to
access records, a LookUp prompt is displayed in a dialog
box similar to the one shown below. In the example shown
below, you can enter in a persons ID or full name to bring
up their information. You can also lookup records by using
the ellipse (…) or by using the at sign (@) to bring back
the last record you queried.
Note: When looking up a record in a large file such as
the Person file, using the ellipse (…) by itself will not
work. You must enter in some information followed by the
ellipse in order to lookup a record. Ex: “Fernandez…”.
For more information on Basic Lookups, refer to Appendix
37
B: Information LookUp.
Information LookUp
Here is as
example of a
lookup screen
that displays
when you use
the ellipse (…)
or a persons
last name. You
can scroll up or
down and
select single or
multiple
records.
38
Working with a Group of
Records
When you want to review or work with a set of records on a
given form, you can select a group of records directly from a
lookup screen
Click the box to the
left of each desired
record to select it.
You can also type in
the record sequence
number such as 66,
67, or 68 on the
lookup field.
When you have
selected all the records
that you want, click
the save button.
39
Working with a Group of
Records
The records you
selected will now
be displayed.
Note that in this
example 3 records
were selected.
Record 1 of 3 is
displayed.
For each record,
you can make
changes, save,
and exit.
40
Working with a Group of
Records
Saving a record and displaying another record:
Step 1: Click the save button
, an Alert box
prompts you to update, cancel, or return to editing,
as shown below:
Step 2: Click the Update button, press Enter, or
type U to choose Update. An alert box is displayed
as shown below:
41
Working with a Group of
Records
Step 3: Choose one of the following actions:
Click Previous or type P to move to the previous
record in the list
Click Next or type N to move to the next record
in the list
Click Jump or type J to select a specific record
in the list
Click Discard or type D if you do not want to
edit any more records in the list
NOTE: Do not click save/update if you are
only viewing data. Select “Cancel”.
42
Working with a Group of
Records
Canceling your changes and displaying another
record:
Step 1: Click the cancel button, an Alert box
prompts you to cancel, or return to editing, as
shown below:
Step 2: Click the Cancel button, press Enter, or type
C to choose to Cancel
Step 3: Choose an action. Click Previous to move to
the previous record. Click Next to move to the next
record. Click Jump to select a specific record. Click
Discard to discard the entire list
43
Browsing Reports
UI 2.1 allows you to view a report
immediately after it is generated through
the Report Browser screen. Generally
when running a report process you will get
2 types of reports:
1.
The report(s) for the process you
selected
2.
An error report which displays the errors
that occurred during the execution of the
process
44
Browsing Reports
Step 1: Select a desired report from the tree menu
Step 2: Fill in the desired report parameters
45
Browsing Reports
Step 3: Update from the first screen and select H
Hold/Browse File Output from the Output Device dropdown menu. You may also want to enter a Banner name
which allows you to easily lookup your report at some
future point.
46
Browsing Reports
Step 4: Update again. The processes may also generate
an Error Report. Select H Hold/Browse File Output
from the Output Device drop-down menu.
47
Browsing Reports
Step 5: Update again. Indicate if you want the report
process to run in background mode.
48
Browsing Reports
Step 6: Update
again to begin the
report generation
process. When all
records have been
processed, select
FINISH to browse
your report
directly from the
HOLD file
49
Browsing Reports
The Report Browser window will display your report.
Title Bar
Tool Bar
Report
Header
Scroll Bars
50
Browsing Reports
The error report will display any errors that occurred
during the generation process
51
The Report Browser Toolbar
Use the toolbar buttons on the Report Browser
window to navigate through the report, print the
report, or save a copy.
First Page of Report
Previous Page
Next Page Last Page of Report
Exit
Browser
Print Network
Import
Current Page/
Total Pages
Print Local
52
UTFB – Sequential File BROWSE
Shell
You can use the UTFB screen to browse reports that you
have saved to the HOLD file. You must know the “Item
Name” or “Banner Name” that you gave your report when
you sent it to the HOLD file. Your report will be displayed
in the “Report Browser” window.
Note: In addition, the UTBE – Batch Error Report
screen will allow you to retrieve error reports from the
HOLD file.
53
Printing A Report
You can print a report at 2 different points:
1.
2.
After you enter in all of the parameters on the report
screen and update.
From the Report Browser window or from the with the
“Print Local” and “Print Network” buttons:
 Print Local: brings up a Printer Dialog box.
Printing via this method generates your report
with data aligned in a different format.
 Print Network: brings up the PDEF screen for
server based printing. Through the PDEF screen
you can select a network printer and print your
report.
For more information on printing a report, refer to
Appendix C: Report Printing Options.
54
Saving a Report to Your PC
On the report browser toolbar, select the Import
button. The system will display a save window as
show below that you can use to save your report to
your computer.
55
Importing a Report Into
Microsoft EXCEL
When you save a report to your computer, you can
then import the data into Microsoft EXCEL. In some
cases this may be a bit complicated due to the format
of the data in your report. Reports that are easy to
import are those that have data aligned or formatted
in some way as shown below:
For more information on importing a report into
Microsoft EXCEL, refer to Appendix D: Importing a
Report Into Microsoft EXCEL.
56
UI Help
There are three categories of UI help



Field Help: Field Help provides an explanation
of each field on each form
Process Help: Process Help provides an
overview of each form
Function Help: Function Help provides a list
of frequently used keyboard shortcuts
57
Field Help
To Access field help (F1) while working in a form,
click on the field for which you would like help and
do one of the following:


Choose Field Help from the Help drop-down
menu
Click the Field Help button
on the toolbar
58
Process Help
To access process help from any location within a
form, choose Process Help from the Help dropdown menu
You can select the “More” button to get additional
information on the process.
59
Function Help
To access a list of frequently used keyboard shortcuts and
function keys, choose Function Help from the Help dropdown menu. Keyboard shortcuts are keystroke
combinations that can be used to perform functions which
are normally accessed by using the mouse
60
Function Keys
Function keys allow you to perform an action on a
form without the use of your mouse.












F1 – Field Help
Shift + F1 – Process Help
F2 – Detail
Shift + F2 – Function Key Help
F3 – Field Insert
F4 – Field Delete (Note: This function key is no longer “Field Jump”)
F8 – Direct Access (jump to another mnemonic, while in a screen)
Shift + F8 – Cancel & Re-Enter Lookup
F9 – Close / Finish (Saves)
Shift + F9 – Save & Exit
F10 – Save & Re-Enter Lookup
Shift + F10 – Record Delete
61
Function Key Differences
Between Terminal and UI
TERMINAL
F3 – Window Jump
Shift F3 – Window Insert
F4 – Field Jump
F5 – Window Forward
Shift F5 – Window Back
F6 – Field Forward
Shift F6 – Field Back
F7 – Element Forward
Shift F7 – Element Back
F8 – Direct Access
Shift F8 - Cancel
F9 – Finish
Shift F9 – Exit
F10 – Update
N/A
UI 2.1
F3 – Insert Field
N/A
F4 - Field Delete
N/A
N/A
N/A
N/A
N/A
N/A
F8 – Direct Access
Shift F8 – Cancel & Re-Enter
F9 – Close / Finish (Saves)
Shift F9 – Save & Exit Screen
F10 – Save & Re-Enter Lookup
Shift F10 – Delete Record
62
Function Key Template
Note: “Date/Time/Login Stamp
does not function
63
Function Keys
A function key cheat sheet can be created for your
keyboard as show below
64
Defining Preferences: Fonts
Follow the following steps
to define your font
preferences:


Step 1: From the option
menu, choose font. The
font dialog box is
displayed, as shown on
the right
Step 2: Use the dropdown lists to set the font
styles and sizes
individually for forms,
reports, and resolution
screens. Click OK. The
new settings will take
effect next time you logon
65
Defining Preferences: Colors
Follow the following steps to define your color
preferences:

Step 1: From the option menu, choose Change
Colors. The Visual Attributes dialog box is displayed,
as shown below:
66
Defining Preferences: Colors



Step 2: The Visual Attributes
dialog box allows you to
change any foreground or
background color setting.
Click Font Color or
Background to the right of
the Example Text for the
color you want to change. A
color palette is displayed, as
shown on the right
Step 3: Select the color you
want and click OK
Step 4: When all the colors
are complete, click OK again
67
Defining Preferences: Favorites
Perform the following
steps to add a form
shortcut to your favorite
list. This is done within
each application you
work with (HR, CF, ST)
 Step 1: in either
panel, right-click the
form that you want to
add to your list of
Favorites. A popup
window prompts you
to add the item to
your favorites, as
shown on the right
68
Defining Preferences: Favorites


Step 2: Click the Add to Favorites pop up.
The Enter a Mnemonic dialog box is displayed
with the mnemonic for the selected form filled in,
as shown below:
Step 3: Click OK to add the form to your
customized Favorites list. If you use folders to
organize your Favorites, you can click Create in
to select an existing folder or create a new folder
69
Defining Preferences: Favorites

Step 4: The shortcut is added to your Favorites
drop-down menu, as shown below:
70
Defining Preferences: Favorites
You can also view favorites on the graphical
tree menu
71
Customizing Field Properties
Your department manager can specify the field
sequence and field access properties of a form by
following these steps:
Step 1: Access a form whose field sequence you
would like to modify.
Step 2: From the Tools menu select “Customize
Field Properties”.
72
Customizing Field Properties
Step 3: You will now be able to view field numbers
and the sequence number. Ex: The “View Advices
Online” field has a process field number of 12 and a
sequence 1.
73
Customizing Field Properties
Step 4: You can modify the field sequences and
access through the “Customize Field Properties”
screen. You can select a field in the “Process Field”
drop down menu and assigning it as the first or last
field, selecting the next field override, and set field
access rights.
Note: Some fields are static and therefore cannot
be setup in a sequence. Only fields that allow data
entry can be setup in a sequence.
Note: Regular users are able to modify and set
their own field sequences without the need to
modify security settings. Users need to make sure
they set a sequence which will collect all the
required data on a screen. Skipping required data is
not allowed.
74
Common Errors
Various types of login and access
errors can occur when using UI 2.1.
Refer to Appendix E: Common Errors
for examples of the most common
errors that users experience.
75
The End
Questions
76
Appendix A: Code Files and
VALCODE Tables
Validation code tables and code files are both store
codes. They differ in the way they are stored,
entered, and created.
77
Appendix A: Code Files and
VALCODE Tables
Data FOR VALCODE tables is entered through the
VAL screen from each application (HR, CF, etc.)
Data entry is performed during initial system setup
and configuration. Files are typically small and
contain info such as state codes, gender, etc.
Data for each Code file is entered via its own screen
or mnemonic. Files can be very large and therefore
the “…” search feature is allowed in a field that
accesses a Code file.
78
Appendix A: Code Files and
VALCODE Tables
Below is an illustration of how the data in Code Files
and VALCODE tables differ.
79
Appendix B: Information LookUp
Additional information lookup features include the
following:
1. When performing a basic lookup, if you know the
ID, or key, for the record you need, you can simply
enter it at the LookUp prompt.
2. When performing a basic lookup, if you do not
know a particular person’s ID, you can enter
his/her last name at the LookUp prompt followed
by the ellipse (…). Ex: “Fernandez…”
3. You can lookup records by using the ellipse (…)
when performing a basic or validated lookup.
80
Appendix B: Information LookUp
4.
Once you have brought up a record in a form,
when accessing a validation and lookup field that
is not wide enough to display all the characters
you want to enter, you can choose Wide Edit from
the Edit drop-drown menu. A LookUp dialog box
is displayed, as shown below:
81
Appendix B: Information LookUp
5.
You can lookup records by using the “at” sign (@)
or the ellipse (…).
 The “at” Sign ( @ ) Brings up the last record
you displayed during the current login session.
Clears after you exit the session. This is not
used on validated fields.
 The ellipse ( … ) Lists ALL records for the
appropriate lookup. Cannot be used with huge
files like PERSON.
82
Appendix C: Report Printing
Options
You can print a report at 2 different methods:
Method 1 - After you enter in all of the parameters on the
report screen and update.
Method 2 - From the Report Browser window with the
“Print Local” and “Print Network” buttons.
Note: When printing through the Report Browser window,
the “Print Local” option will print your report in a different
format. The rows and data will be aligned differently.
83
Appendix C: Report Printing
Options
Method 1 – After you enter parameters and
update:

Step 1: When the print screen comes up, click on the
“Output Device” drop down box and select an option.
The most common options
you will use are:
• P Printer Spooler – Used
to print to a network
printer.
• S Serial Line Output –
Used to print to a local
printer.
•H Hold/Browse File
Output – Used to send
report to the hold file.
84
Appendix C: Report Printing
Options

Step 2: If your select option “P Printer Spooler you can then
make a selection in the “Printer” field. You can use the
ellipse “…” search feature to bring up a printer list.
85
Appendix C: Report Printing
Options

Step 3: Each department uses a different naming convention
for their banner names. Update on this screen and continue
until your report is generated and printed.
Note: If you were sending this to the HOLD file you would
also want to enter in a “Banner” name. Your report will be
kept in the HOLD file for a period of 60 days. All data older
than 60 days is automatically cleared by the IT department.
86
Appendix C: Report Printing
Options
Method 2: Printing From the Report Browser
window with the “Print Local” and “Print
Network” buttons:

Print Local: brings up a Printer Dialog box. You can then
select any printers configured on your PC.
87
Appendix C: Report Printing
Options

Print Network: brings up the PDEF screen for server based
printing. The PDEF screen is basically the same print screen
that was discussed in Method 1 of this appendix section.
88
Appendix D: Importing a
Report Into Microsoft EXCEL
Go to EXCEL and follow these steps to import your
file:

Step 1: In EXCEL, select the Data menu, select Import
External Data, and then Import Data
89
Appendix D: Importing a
Report Into Microsoft EXCEL

Step 2: The Select Data Source screen will now appear.
Browse to the directory where you saved your file and select
it.
90
Appendix D: Importing a
Report Into Microsoft EXCEL
In order to import a report into EXCEL, the data
must be in delimited or fixed length format.
Most reports generated by the Datatel system are in
fixed length format.
 Fixed Length: fields are aligned in columns with
a fixed amount of spaces between each field
 Delimited: characters such as commas or tabs
separate each field or data element in a report.
91
Appendix D: Importing a Report
Into Microsoft EXCEL
An example of a report with fixed length format is
listed below. The data is being viewed through
NOTEPAD.
92
Appendix D: Importing a
Report Into Microsoft EXCEL

Step 3: The Text Import Wizard screen will now appear.
Select the format of your file, what row to start your import
and click on Next. Note that for this report, the row that
data starts is row 6
93
Appendix D: Importing a
Report Into Microsoft EXCEL

Step 4: Select Next and the Text Import Wizard screen
gives you a preview of how your date will look. The screen
also give you other data format options. Continue and select
Finish
94
Appendix D: Importing a
Report Into Microsoft EXCEL

Step 5: The final step of the import process asks you where
you want to put your data. Generally you always select the
dafault value
95
Appendix D: Importing a
Report Into Microsoft EXCEL
Step 6: Now that your data is in EXCEL, you must remove all of
the report header text that is in the file. One way to do this is
to sort the data in your report. In EXCEL, go to Data menu and
select Sort. On the Sort screen, sort your data by “-------” as
shown below
96
Appendix D: Importing a Report
Into Microsoft EXCEL
Step 7: Once the data is sorted, delete every row that is header
text. Once you do this you can re-sort your data as needed.
97
Appendix E: Common Errors
Log on errors are common. Your password is
case sensitive. Make sure you don’t have
caps lock on. Make sure you selected the
correct database
98
Appendix E: Common Errors
The error displayed below occurs when you
try to access a mnemonic that is not available
in the application that you are in. Switch to
the appropriate application.
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Appendix E: Common Errors
Users sometimes try to change the
application they are working with through the
quick access bar. This will not work.
Remember that you must use the “Apps”
drop down on the “Menu Bar” to change
applications
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Appendix E: Common Errors
If you are already logged on to Datatel on
your PC and try to log on another PC you will
get the following message. You can only
have 1 active session in Datatel.
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