Batch Transcripts by Query

Batch Transcripts by Query

Step 1-Create Input File

Create an input file of ID numbers. It is important that each ID contain the entire nine-digit number including the leading zeros. The file must be a text file in order for the process to work correctly.

The file may be created manually in a variety of applications by entering the nine-digit student ID numbers (not the SSNs).

You can create the file in Word or WordPad (Start – Programs – Accessories – WordPad). Enter the list of IDs. Save the file as a text document with a .txt extension.

You can create the file in Excel. Be sure the cells are formatted as text before entering the student ID numbers in them. Save the file as a text (MS-DOS) type document with an extension of .txt or save it as a CSV file with a .csv extension.

The file may also be created using a query and downloaded into an Excel spreadsheet or a CSV text file. When using the query method to create the file, be sure to eliminate any additional information that may be obtained since you only want the ID numbers for this process. If you download the query into an Excel spreadsheet, the cells containing the ID numbers must be formatted for text. Save the file as a text (MS-DOS) type document with an extension of .txt save it as a CSV file with a .csv extension.

Save the file containing the ID numbers on the network in the department’s Output file on Lincoln (i.e. \\lincoln\NetApps\psreports\prod\sa\department\department name\output\filename.txt).

NOTE: It is best to use files that contain less than 300 student ID numbers. If you have a file with large number of student IDs, break it up into smaller files that contain 300 or less.

Step 2-Create Report Request Number

Home > UA Custom Addons > UASA Student Records > Inquire > Transcript Request

Select the Add a New Value link .

Select UAGRD in the Transcript Type field.

Note: The UAGRD transcript type represents the student grade report, which is the unofficial transcript.

Select the Request Detail Page.

Enter one student ID in the ID field. This is required. This can be any valid ID number. It will get deleted in Step 3 of this process.

Select Save .

Take note of the Report Request Number generated. You may want to write this number down as this number is needed for Step 3.

Step 3-Run Tscripts by Query Process

Home > UA Custom Addons > UASA Student Records > Process > TScripts by Query

Enter TSCRIPTS_BY_QUERY_Your User IDin the Run Control ID field.

Select the Search button .

Note: If you get the message No matching values were found it means your Run Control ID has not been set up. Follow the First Time User Note to set it up.

FIRST TIME User Note: If this is your first time running this process you need to create a Run Control ID. To create the Run Control ID, select the Add a New Value link .

Enter the name of the Run Control (i.e. TSCRIPTS_BY_QUERY_AB1234), and select the Add button .

In the Report Request Nbr field enter the Report Request Number created in Step 2: Create Report Request Number.

In the Input File Name field, enter the input file directory/name for the file created in the first step. (i.e. \\lincoln\NetApps\psreports\prod\sa\department\department name\output\filename.txt).

Select Save .

Choose the Run button .

Select PSNT for the Server Name.

Type: Web

Format: PDF

Choose the OK button .

Select the Report Manager link .

Wait for a Run Status of Posted.

You may need to use the Refresh button to give you the most current status.

Once the process has completed processing (Status = Posted), select the View link .

You may get the following Security Alert message.

Choose Yes to continue.

You may be asked to log in again using a window similar to the image below.

Enter your User ID in the User ID field.

Enter your password in the Password field.

Select the Sign In button .

Make sure the Status equals Success.

Note: This process deletes the original Student ID entered on the Transcript Request Detail Page and populates it with all the student IDs from the input file.

Close the window .

Step 4-Enter Original Report Request Number

Home > UA Custom Addons > UASA Student Records > Inquire > Transcript Request

Enter the Report Request number in the Report Request Nbr field. (This was the number you wrote down in Step 2.)

Select the Search button .

Select the Request Detail page.

You will see that the first Student ID that you entered in the Request Detail page has been deleted and the page has been populated with all of the Student IDs from the input file that was created in Step 1.

Select the Process Request button .

The student grade reports (unofficial transcripts) are created for each student that was generated from the input file.

Choose the Run button .

Server Name: PSUNX

Type: (None)

Format: (None)

Select the OK button .

Select the Process Monitor link .

Wait for a Run Status of Success.

You may need to use the Refresh button to give you the most current status.

Select the Go back to Transcript Generation link .

Choose the Print Transcript link .

Choose the Run button .

Server Name: PSUNX

Type: Web

Format: PDF

Select the OK button .

Select the Process Monitor link .

Wait for a Run Status of Success.

You may need to use the Refresh button to give you the most current status.

Once the Run Status shows Success select the Details link .

Select the View Log/Trace link .

A new window will appear that looks similar to the image below.

Select the uasrtrpr…1.PDF file link to see the actual transcript. (The uasrtpr…2.PDF file lists the student’s name that you requested a transcript for.)

The Student Grade Report of the selected students opens into the Adobe Acrobat software application. You can view and print the grade reports from the Adobe application.

Select the printer icon to print the unofficial transcripts to your default printer that you have setup on your computer.

Close the window when you finish printing.

University at Albany1

5/10/06