How to Use Callista's Inquiry Screens

How to Use Callista's Inquiry Screens

1
Toolbar

Used to navigate around Callista's inquiry facility.
Click on the picture to read how each icon is used.

2
Menu Bar

Alternative way of executing toolbar commands. Refer also to Keyboard Shortcuts and Accelerator Keys.

3
Checkboxes

Provide yes/no information. E.g. A tick or cross in the Staff member checkbox indicates YES - the person is a staff member, a blank checkbox means no.

4
Iconic Buttons

Navigation buttons whose function is identified by an icon (representative picture). Clicking on a button usually displays another screen.

5
Navigation Buttons

Navigation buttons with a text label. Clicking on a button usually displays another screen. Some buttons are 'greyed' indicating that they are inactive or that the function is not available. Some buttons have a plus or minus sign, in brackets, after their text label (e.g. Unit Level details [+]). Plus indicates that their is data to be displayed on the screen activated by the button, minus means that there is no data to be displayed.

6
Data Fields

Fields containing data. Most fields are labelled (in this case Calendar Type). Fields which are ‘highlighted’ in a different colour to other fields (green here) are part of the ‘currently selected’ record. A record is selected by clicking in one of its fields.

Instructions:

Querying

To see information in a blank screen you must execute a query by clicking the Query button . A query may return more than one record. Some screens display more than one record at a time with a scroll bar to move through the records. Some screens display only one record at a time. In this case, click on the Next Record icon to view the different records.

A query can be refined so that less (or more relevant) records are returned, by entering query criteria (known data) in some of the fields on the screen and then clicking the query button. To execute a new query:

Click the query button to clear the screen
Enter search criteria in one or more of the context fields. (I.e. in only one block in a multi-block screen.)
Click the query button a second time.

Any records matching the query will be returned to the screen. If no records exist in the database that match the query, a message confirming this is displayed in the bottom left hand corner of the screen.

The percentage sign (%) can and should be used as a wildcard in query criteria. For example, a search for Katherine Elisabeth Macleod could be problematic if the exact spelling of the given or surnames is not known or if she most commonly uses her middle name. Therefore to find this record when we think we are searching for Elizabeth McLeod we could enter query criteria such as Surname: M%LEOD and Given Names: %ELI%.

It is a wise precaution to always truncate query criteria and add a wild card unless absolutely certain of the format of the query criteria. For example, the code for an unconfirmed student course attempt status is UNCONFIRM. If UNCONFIRMED is entered or UNCONF (without a wild card), the required records cannot be displayed. In this case UNCON%, or similar, could be used.

Moving Between Screens

Most screens contain navigation buttons with either text or iconic labels. Clicking on one of these buttons displays a new screen in which different information can be viewed. To return to the previously displayed screen, click on the Back button if there is one on the current screen or click on the Exit icon on the toolbar. The Inquiry Navigation Map shows the different paths that can be followed between screens. The Help for each screen describes which screens are displayed when each of its buttons is clicked. Refer also to Zooms, below.

Zooms

Some screens have zooms created for them which provide a quick way to navigate to other Inquiry screens and Callista data entry forms. Clicking on the Zoom item on the menu bar displays a list of screens and forms. Click on one of these to display that screen or form. Use the Exit button to return to the original screen. Further information about zooms is available in Callista's on-line manual.

Printing

To print what is currently displayed on a particular screen, click on the Print icon on the toolbar.

Keyboard Shortcuts

Most functions in Callista can be performed in three ways, either by clicking on a toolbar button, selecting a function from the menu bar or using a keyboard shortcut. A keyboard shortcut is a combination of keystrokes. They make it possible to use the keyboard rather than having to change to the mouse to perform system functions. Keyboard shortcuts relevant to the Inquiry Facility are:

Function Shortcut

Enter a query F7

Execute the query F8

Cancel query Ctrl + q

Exit (return to previous form) Ctrl + q or Alt + F4
(Cancel query first)

Next record Down arrow

Previous record Up arrow

Help F1

Display list of values F9

Print Ctrl + p

Accelerator Keys

Accelerator keys are combinations of keystrokes used instead of clicking on menu items or navigation buttons. Most menu items and navigation buttons have one character underlined. The accelerator key in each case is the combination of Alt and the underlined character. e.g. the accelerator key for this navigation button is Alt + i.

Getting Help

For help in using Callista's Inquiry facility refer to How to use Inquiry Help.

Toolbar Icons

Click on this button to exit the current screen. Returns you to the previous screen or menu

Click on this button to print the current screen

Click on this button to execute a query. In most screens you can enter query criteria in some fields to narrow down the set of data returned by the query. If data is displayed on the screen, click on this button to clear the screen ready for another query.

Click on this button to cancel a query. Once a query has been started (by clicking on the query button ), it must either be executed by clicking on the query button a second time or cancelled by clicking on this button.

This is a lamp which indicates when the screen is in Query mode, i.e. whether a query has been started. When the screen is not in Query mode, the lamp is not visible.

Click on this button to go back to the record prior to the one currently displayed. A message advises if you are at the first record. Where multiple records are displayed, the adjacent scroll bar can be used to scroll through the records

Click on this button to go forward to the next record. A message advises if you are at the last record retrieved by your query. Where multiple records are displayed, the adjacent scroll bar can be used to scroll through the records

Used in some fields to display a list of valid values. The button also appears next to the field concerned and can be clicked there

Click on this button to access Help. A Field Help window is displayed. Click on the buttons in the Field help window to access the on-line manual using your web browser. The More button displays help about the Inquiry screens. Try this help first. The TOC and Index buttons access the main Callista manual. Try this help only if very detailed information is required. You must close your web browser window to return to Callista's inquiry screens.

Note that on closing Help, the client window (the part of the screen in which data is displayed) is no longer maximised. Maximise it again by clicking in the middle box at top right of the client window.

Last Modified on 22 January, 2004

1	Toolbar
		Used to navigate around Callista's inquiry facility. Click on the picture to read how each icon is used.
2	Menu Bar
		Alternative way of executing toolbar commands. Refer also to Keyboard Shortcuts and Accelerator Keys.
3	Checkboxes
		Provide yes/no information. E.g. A tick or cross in the Staff member checkbox indicates YES - the person is a staff member, a blank checkbox means no.
4	Iconic Buttons
		Navigation buttons whose function is identified by an icon (representative picture). Clicking on a button usually displays another screen.
5	Navigation Buttons
		Navigation buttons with a text label. Clicking on a button usually displays another screen. Some buttons are 'greyed' indicating that they are inactive or that the function is not available. Some buttons have a plus or minus sign, in brackets, after their text label (e.g. Unit Level details [+]). Plus indicates that their is data to be displayed on the screen activated by the button, minus means that there is no data to be displayed.
6	Data Fields
		Fields containing data. Most fields are labelled (in this case Calendar Type). Fields which are ‘highlighted’ in a different colour to other fields (green here) are part of the ‘currently selected’ record. A record is selected by clicking in one of its fields.

Function	Shortcut
Enter a query	F7
Execute the query	F8
Cancel query	Ctrl + q
Exit (return to previous form)	Ctrl + q or Alt + F4 (Cancel query first)
Next record	Down arrow
Previous record	Up arrow
Help	F1
Display list of values	F9
Print	Ctrl + p

	Click on this button to exit the current screen. Returns you to the previous screen or menu
	Click on this button to print the current screen
	Click on this button to execute a query. In most screens you can enter query criteria in some fields to narrow down the set of data returned by the query. If data is displayed on the screen, click on this button to clear the screen ready for another query.
	Click on this button to cancel a query. Once a query has been started (by clicking on the query button ), it must either be executed by clicking on the query button a second time or cancelled by clicking on this button.
	This is a lamp which indicates when the screen is in Query mode, i.e. whether a query has been started. When the screen is not in Query mode, the lamp is not visible.
	Click on this button to go back to the record prior to the one currently displayed. A message advises if you are at the first record. Where multiple records are displayed, the adjacent scroll bar can be used to scroll through the records
	Click on this button to go forward to the next record. A message advises if you are at the last record retrieved by your query. Where multiple records are displayed, the adjacent scroll bar can be used to scroll through the records
	Used in some fields to display a list of valid values. The button also appears next to the field concerned and can be clicked there
	Click on this button to access Help. A Field Help window is displayed. Click on the buttons in the Field help window to access the on-line manual using your web browser. The More button displays help about the Inquiry screens. Try this help first. The TOC and Index buttons access the main Callista manual. Try this help only if very detailed information is required. You must close your web browser window to return to Callista's inquiry screens. Note that on closing Help, the client window (the part of the screen in which data is displayed) is no longer maximised. Maximise it again by clicking in the middle box at top right of the client window.