Table of Contents
Forms/Tables............................................................................................................................................................1
Query Window ..........................................................................................................................................................2
Simple List Query - Sort..........................................................................................................................................2
Simple Query w/Conditions and Comparisons....................................................................................................3
IF ............................................................................................................................................................................3
Greater and Less than ........................................................................................................................................3
Not equal, Contains, Not contain.......................................................................................................................3
Wild Card, Null or “ “ ............................................................................................................................................3
AND, OR ...............................................................................................................................................................4
Total Query ...............................................................................................................................................................4
KEEP & SKIP Query ...............................................................................................................................................4
Additional Functions ................................................................................................................................................5
Report ....................................................................................................................................................................5
NM ..........................................................................................................................................................................5
Description - (?)....................................................................................................................................................5
LABELS with New Line - (\)................................................................................................................................5
SAVE & LOAD......................................................................................................................................................5
LETTER EDITOR & LETTERS ..........................................................................................................................5
Using Access Symbols in Forms/Reports ............................................................................................................6
Complex Queries w/Multiple Tables .....................................................................................................................6
TCH ........................................................................................................................................................................6
ADS ........................................................................................................................................................................6
MST........................................................................................................................................................................7
Moving Data to Excel, Word & Publisher .............................................................................................................7
Using Math Calculations in Query .........................................................................................................................7
Forms/Tables
A query is a request for information from a database.
All data entered into Aeries is through a form, but the data is actually stored in tables. A query is a way
of collecting the data from the tables to be viewed, create reports, labels, letters or extract to another
program.
Instead of creating one large table that has everything about the student in it, information is stored in
multiple tables and connected by a unique identifying, such as the ID.
Most forms that you look at are actually displaying information from multiple forms.
Query Window
Commands
LIST – will select and display query data
TOTAL – will calculate a total amount for a specific category and display
SKIP – will bypass specific records
KEEP – will select specific records
After clicking LIST all available TABLES are displayed and the aqua blue focus changed. After selecting
STU, all fields in the STU table display in the FIELDS column and the aqua focus changes to show what
are the next available steps are.
Single-click a heading of a column to change the sort order.
When you select a table, 3 things happen, the aqua blue now shows more of what you can do. The
Tables list now only include files related to ADS. The Fields column shows you what Fields are in the ADS
table
Write simple LIST query – ask for input
Simple List Query - Sort
LIST STU ID LN FN SX GR BD (note total)
LIST STU ID LN FN SX GR BD (with Include Inactives)(this sorts by LN)
LIST STU ID LN FN SX GR BD BY GR (this sorts by GR)
LIST STU ID LN FN SX GR BD BY GR SX (multiple sort)
LIST STU ID LN FN SX GR BD BY GR SX LN (triple multiple sort)
LIST STU ID LN FN SX GR BD BY GR REV (GR Reverse Sort)
LIST STU ID LN FN SX GR BY GR REV SX
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LIST STU ID LN FN SX GR BY GR REV SX REV
Simple Query w/Conditions and Comparisons
To select specific records, such as female only, an IF option can be added to separate other data.
IF
LIST STU ID LN FN SX GR IF GR = 2
LIST STU ID LN FN SX GR IF SX = F
Greater and Less than
LIST STU ID LN FN SX GR IF GR > 4 (not inclusive)
LIST STU ID LN FN SX GR IF GR < 4
LIST STU ID LN FN SX GR BY GR IF GR > 4 (sort order goes before IF)
Not equal, Contains, Not contain
LIST STU ID LN FN SX GR IF GR # 3
LIST STU ID LN FN SX GR cy IF CY # LINDSAY
LIST STU ID LN FN SX GR TL IF TL ; 559
LIST STU ID LN FN SX GR IF PG = MAYRA (will this work?)
LIST STU ID LN FN SX GR IF PG : MAYRA
LIST STU ID LN FN SX GR IF LN : GON
Wild Card, Null or “ “
LIST STU ID NM BD IF BD : 12/*/*
LIST STU ID NM BD IF BD : */*/2005
LIST STU ID NM LF IF LF = " "
LIST STU ID NM LF IF LF # " "
Open Language screen to look as US School Entry Date
LIST LAC SN USS IF USS = " " (won’t work)
LIST LAC SN USS IF USS = NULL (use = NULL for date fields)
LIST STU ID NM LF IF LF # " "
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AND, OR
Use AND when all records must meet all IF conditions
Use OR when the records must meet either condition
LIST STU ID LN FN SX GR IF SX = F AND GR = 0
LIST STU ID LN FN SX GR IF SX = F AND GR = 0 AND LN = Gonzalez (What result?)
LIST STU ID LN FN SX GR IF GR = 2 OR GR = 3
LIST STU ID LN FN SX GR IF SX = F AND GR = 0 OR LN = Gonzalez (What result?)
LIST STU ID LN FN SX GR IF SX = F AND GR = 0 AND GR = 1 (Is this going to work?)
LIST STU ID LN FN SX GR IF SX = F AND GR = 0 OR GR = 1
Male of Female in 6th grade
LIST STU ID NM GR SX IF SX = F OR SX = M OR GR = 6 (this is really saying F, M and 6th graders – list 3
things)
LIST STU ID NM GR SX IF ( SX = F OR SX = M ) AND GR = 6 (only list 2 things)
LIST STU ID NM GR LF IF LF = 3 AND ( GR = 0 OR GR = 2 )
Total Query
TOTAL STU GR BY GR
TOTAL STU EC GR BY EC GR
TOTAL STU GR SX BY GR SX
TOTAL STU CU GR BY CU GR
TOTAL STU CU GR SX BY CU GR SX
KEEP & SKIP Query
Are used as a filter to either view on not view certain records based on the criteria
KEEP STU IF GR = 6
SKIP STU IF GR = 6
Run Attendance Report w/o KEEP and then with GR = 0 KEEP
Run Attendance Report with CU = 202 KEEP
KEEP Migrant Student or English Learners
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Additional Functions
Report
LIST STU ID LN FN GR TL BD (run query, report)
If you add a sort to you Query you get the option to page break on what you sorted it by. For example:
Grade or Teacher
LIST STU ID LN FN GR TL BD BY GR (run query, report, page break)
LIST STU ID FN LN by LN "_______________________" (Student Fund Raiser Sign Up)
NM
LIST STU ID NM
Description - (?)
LIST STU ID NM BD?
LIST STU ID NM BD BD? BY BD REV (run query, report with title and page break)
LIST ADS SN DT CD DS
LIST ADS SN DT CD? DS?
LABELS with New Line - (\)
LIST STU NM \ AD \ CY ST ZC (run query, LABELS)
LIST STU “To the Parents of:” \ NM \ AD \ CY ST ZC (run query, LABELS, take note of total pages)
LIST STU “To the Parents of:” \ NM \ AD \ CY ST ZC IF GR = 2 (run query, LABELS, take note of total pages)
SAVE & LOAD
LETTER EDITOR & LETTERS
The LETTERS button is to merge data into a formatted letter. The letters are first created in the Query
Letter Text Editor. A query statement is utilized to pull data form tables and fields. The LETTER button
will merge the data from the query into the letter selected.
Field codes are not case sensitive but use for easy location. They MUST have a square bracket
around them and a space between each field but no space in the brackets.
[PG]
RE: [NM]
[AD]
[CY], [ST] [ZC]
Dear [PG]:
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We would like for [FN] to join us on the field trip to the zoo for all second graders. Please make
sure that [he/she] brings a warm coat. We are looking forward to having [him/her] come with
us.
Use for Migrant, GATE or other program meetings. Use in conjunction with reports that
generate a query tag.
Using Access Symbols in Forms/Reports
Some Aeries programs will display a selection box allowing you to enter and Access query IF statement.
The Query IF selection only uses Access symbols not Aeries symbols.
Master Schedule > Reports > Run D to show all
Add Query Condition TN = 202 (Run D and I)
TE # 202 vs TE <> 202
TE Like "A*"
TE not like "A*"
TN >= 298
TN >= 298 and PD = 1
Complex Queries w/Multiple Tables
LIST STU ID NM CU (run query, note TN w/o Teacher name)
Show CU and Teacher name fields on STU form
TCH
LIST TCH – enter
LIST STU TCH (note change in field column) STU.ID STU.NM STU.CU TCH.TN TCH.TE
LIST STU TCH STU.ID STU.NM STU.CU STU.TE
ADS
LIST STU ADS STU.ID STU.NM ADS.CD ADS.CD? ADS.DS ADS.DS? ADS.DT
LIST STU ADS STU.ID STU.NM ADS.CD ADS.CD? ADS.DS ADS.DS? ADS.DT IF ADS.CD # " "
LIST STU ADS STU.ID STU.NM ADS.CD ADS.CD? ADS.DS ADS.DS? ADS.DT IF ADS.CD # " " AND ADS.DT >
8/16/2010 (what date?)
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LIST STU ADS STU.ID STU.NM ADS.CD ADS.CD? ADS.DS ADS.DS? ADS.DT IF ADS.DS : SU AND ADS.DT >
8/16/2010
MST
Look at MST, CRS, TCH, SEC
LIST STU SEC MST CRS TCH STU.ID STU.NM MST.SE MST.PD CRS.CO TCH.TE
LIST STU SEC MST CRS TCH NM \ STU.AD \ STU.CY STU.ST STU.ZC IF TCH.TN = 202 AND MST.PD = 0
Moving Data to Excel, Word & Publisher
LIST STU ADS STU.ID STU.NM ADS.CD ADS.CD? ADS.DS ADS.DS? ADS.DT IF ADS.DT > 8/16/2010
Copy to Excel and use filter
Run Good Attendance Report
Use Query Tag to create letter
Run Perfect Attendance Report
Use Query Tag to Create Letter and create data file for Mail Merge to Publisher
Total of Tardies, by period, by student, by grade by gender
1.
2.
3.
4.
5.
6.
7.
8.
9.
Run Attendance Report
Run TARDY report (note query tag)
Analyze with Word
Copy/Paste to Excel
Remove extra rows
Sum Columns
Format sheet – autofit and rows to print
Run TOTAL STU GR SX BY GR SX query
Copy and Paste into EXCEL
Using Math Calculations in Query
LIST STU NM BD (( RIGHT (BD,4) )) – truncates the birth date to get the year
LIST STU NM FN (( LEFT (FN,1) ))
LIST STU FEE STU.NM STU.GR FEE.CD? FEE.AM FEE.PD IF (( FEE.AM - FEE.PD )) > 0
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