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Colleague: Useful Information

Understanding Abbreviations

Understanding Abbreviations

Observations:

1. Duplicate ID numbers are usually discovered by users searching the name database.
   
2. NEVER use a "Hospitality Card" ID for anything other than that one function only.
   
3. Refer to the posted list to interpret the "files used" and, therefore, the concerned offices.
   
4. In determining which ID to retain as the "preferred" one, give preference to:
   • The lowest number
     
   • Any employment-related number
     
   • The number with the most "files used"
5. Not everyone has permission to make changes. Don't be afraid to ask for help. When in doubt, don't.
   

Resolution procedure:
** On all deletions, be sure to use the key combination of SHIFT-DELETE. Do NOT use spaces.

1. Use the code "NO" in the Prefix field.
   
2. Enter the last name in capital letters and preceded by "=*", e.g. your actual keystrokes would be =*LASTNAME where LASTNAME is the person's name. This results in the last name being fully capitalized, not just the initial capitalization which is the standard.
   
3. Delete the Social Security Number.
   
4. Delete all Address fields and enter "USE ID # nnnnnnn" in the first Address field where "nnnnnnn" stands for the seven digit ID which we have selected to remain active.
   
5. Delete City, State and Zip fields.
   
6. Contact other departments concerned to inform them of your actions.
   
7. If the "duplicate ID" was used in ARP, you MUST contact the person in the Records who updates student records. The PGS.ID field on page 2 and possibly the AR.NAME information on page 3 must be changed to reflect your work.

Commonly Used Keyboard Shortcuts

Function	Shortcut Key
Move to the next field	Tab or F6
Move to the previous field	Shift+Tab
Move forward one row	Down Arrow
Move back one row	Up Arrow
Move forward one screen	Page Up
Move backward one screen	Page Down
Move to the beginning of the current field	Home
Move to the end of the current field	End
Move to the first row of a window	Ctrl+Home
Move to the last row of a window	Ctrl+End
Field insert	Ctrl+I | Insert | F3
Field delete	Ctrl+D | Alt+F, F | Alt+E, D | F4
Open the File menu	Alt+F
Cancel	Alt+F, C | Shift+F8
Save (Update)	Alt+F, S | F10
Close (Finish)	Alt+F, L | F9
Detail	Alt+F, D | F2
Direct Access	Alt+F, A | F8
Record Delete	Alt+F, R | Shift+F10
Exit	Alt+F, X | Shift+F9
Open the Edit menu	Alt+E
Open the Apps menu	Alt+A
Open the Help menu	Alt+H
Field Help	Alt+H, F | F1
Process Help	Alt+H, P | Shift+F1
Keyboard Shortcut Help	Alt+H, U | Shift+F2
Pull down the Favorites menu	Alt+V
Pull down the Options menu	Alt+O
Pull down the Help menu	Alt+H | F1

Shortcut Key	Function
F1	Field Help
Shift+F1	Process Help
F2	Detail
Shift+F2	Keyboard Shortcut Help
F3	Insert Field
F4	Delete Field
F8	Direct Access
Shift+F8	Cancel
F9	Close (Finish)
Shift+F9	Exit
F10	Save (Update)
Shift+F10	Delete Record

Query Naming Conventions

Naming Convention Saved Paragraphs and Queries

To keep things orderly, any query or saved paragraph that is saved on the server should follow this naming convention.

XDD.NNN.WHAT.EVER.YOU.WANT

'X' prefixes all queries that you wish to save permanently
DD = Department Code. See table below
NNN = Your initials including that of your middle name.
All should be in CAPS (capital letters)

Example: XIT.DCR.SAMPLE.QUERY

Department Codes - the DD part

If you don't know which department you are in, please ask your manager.

* Data from ConventionsV0-2.doc