1	Follett Summer Training Robert Cotton III Network Manager Williamson County Schools June/July 2002
2	Introduction Learn how to export student data from the WinSchool program Learn how to import student data into the Follett program Learn how to install barcode program Learn how to print student barcodes Learn how to install picture program Learn how to import student pictures in the Follett Program
3	Overview Main objective is to give you the knowledge to import a multitude of student information at one time into the Follett Program
4	Pre-Import Operations Create the following folders within the f:\temp directory Barcode Data Import WinSchool export Patron Conversion Lifetouch Pictures or Other Program
5	WinSchool Exporting student information
6	"Double Click WinSchool Icon" Double Click WinSchool Icon Login to WinSchool
7	"Click ASCII Transfer" Click ASCII Transfer
8	"Click Yes" Click Yes
9	"Double click the Follett template..." Double click the Follett template name
10	"Click the “X” button..." Click the “X” button to close window
11	"Hold shift button and click..." Hold shift button and click 1^st box This will put an “X” in every box
12	"Click Import/Export and then click..." Click Import/Export and then click Export
13	"Click the Drives dropdown button" Click the Drives dropdown button
14	"You will navigate to the..." You will navigate to the F:\temp\WinSchool NOTE: This is one of those previously created directories. Click OK to begin export
15	"The export process will begin" The export process will begin
16	"Once the export is complete..." Once the export is complete you can exit the WinSchool Program completely
17	WinSchool Export Completed You will find you export file in the f:\temp\WinSchool folder This file should be your school’s initials.txt This file will be used to perform numerous other task
18	Import student data into Follett Edit data with Excel to prepare it for import Use the Patron Conversion Utility to covert excel for use with Follett Import Data into Follett
19	Editing With Excel Open excel Click File Click Open Click Files of type and change to All Files (.)
20	"Click on your .txt..." Click on your .txt file Click Open
21	"Click Next" Click Next
22	"Click Next" Click Next
23	"Click Finish" Click Finish
24	Edit File Add or Delete information Place Column headers Save file
25	"Insert a Row" Insert a Row Click the 1^st cell in the worksheet
26	"Click Insert" Click Insert Click Rows
27	"A new row is inserted" A new row is inserted
28	Table for header information
29	"Enter Header Record names for..." Enter Header Record names for each column on row 1
30	"Click the Birth Date or..." Click the Birth Date or (N) column
31	"Right click the Column Name..." Right click the Column Name above Row 1 Select Format Cells
32	"Click Date" Click Date Click the MM/DD/YY format Click OK
33	"Date format will change" Date format will change
34	"Click File" Click File Click Save As…
35	"Click Up One Level button" Click Up One Level button
36	"Double Click Patron Conversion Folder" Double Click Patron Conversion Folder
37	"Type School Initial's student import.txt" Type School Initial's student import.txt Click Save
38	"Click OK" Click OK
39	"Click Yes" Click Yes Close Excel
40	"Click Yes to all remaining..." Click Yes to all remaining Questions
41	Excel Editing Complete You will find the input file in the f:\patron conversion folder You will use this file to input into the Follett Conversion Utility
42	Installing Patron Conversion Utility Insert your Follett 5.0 CD
43	"Click on the MISC tab" Click on the MISC tab Click the Patron Conversion Utility 2.10 Click install
44	"Click Yes" Click Yes
45	"Click Next" Click Next
46	"Click Accept" Click Accept Click Next
47	"Click Next" Click Next
48	"Click Yes" Click Yes
49	"Click Next" Click Next
50	"Click Finish" Click Finish
51	"Click Exit" Click Exit Click Yes
52	Using Patron Conversion Utility Use .txt file to create a patron.out file for use within Follett
53	"Double Click Follett Applications folder..." Double Click Follett Applications folder on the desktop Click Patron Conversion Utility
54	"Click the Options button" Click the Options button
55	"Verify Source File is Delimted..." Verify Source File is Delimted and tab Check Box for header record Verify Source Fields Numbers Click Save As
56	"Navigate to the F:\..." Navigate to the F:\temp\patron conversion folder Click Save Userdef.cvt is the default name
57	"Click OK" Click OK
58	"Click Browse" Click Browse
59	"Click Browse" Click Browse
60	"Click Convert" Click Convert
61	"The conversion will begin to..." The conversion will begin to process the data for use within Follett
62	"Click Close once conversion is..." Click Close once conversion is complete
63	"Click Close to exit Patron..." Click Close to exit Patron Conversion Utility
64	Patron Conversion Complete You will use the file created by the Patron Conversion Utility to import patron information into Follett You will be using the patron.out file to complete the import process into Follett
65	Importing Patron Data into Follett Import patron data Install barcode program Print student barcodes Install Life Touch or other program Import patron pictures
66	"Double Click Patron Maintenance Icon" Double Click Patron Maintenance Icon
67	"Click File and then click..." Click File and then click Import Patrons
68	"Click Import" Click Import
69	"Navigate to f:\temp\patron..." Navigate to f:\temp\patron conversion Click on the patrons.out file Click the open button
70	"The import procedure in process" The import procedure in process
71	"Click No" Click No Click Close
72	"Click Yes to view exception..." Click Yes to view exception report Click No to save exception report
73	Student Data Import Complete Your student data is now imported into the Follett program You can now Close the Patron Maintenance program
74	Print Student Barcodes Install Barcode program Import student data into program Print barcode
75	Install Barcode Program Insert the Label Factory CD 1 Note: CD 2 is a Clip Art CD
76	"Click Install Label Factory Deluxe" Click Install Label Factory Deluxe
77	"Click Next" Click Next
78	"Click Yes" Click Yes
79	"Click Next" Click Next
80	"Click Yes" Click Yes
81	"Click Typical" Click Typical
82	"Click Next" Click Next
83	"Click Next" Click Next
84	"Installation will begin" Installation will begin
85	"Click Yes" Click Yes
86	Printing Student Barcodes Use Excel file to create barcodes Print barcode label and cards
87	"Open Excel" Open Excel Open text file from WinSchool Export Folder
88	"Click Next" Click Next
89	"Click Next" Click Next
90	"Click Finish" Click Finish
91	"Highlight Columns A,B" Highlight Columns A,B, C and D
92	"Click Edit and then click..." Click Edit and then click Copy
93	"Click File and then click..." Click File and then click New
94	"Click Blank Workbook located on..." Click Blank Workbook located on the right-hand side of excel
95	"This will open up a..." This will open up a new worksheet
96	"Click Edit and then click..." Click Edit and then click Paste
97	"This will paste the four..." This will paste the four columns into the new worksheet
98	"Click File and then click..." Click File and then click Save As
99	"Click Save as type and..." Click Save as type and Choose DBF (dbase III) Type File name as barcode.dbf Make sure you are saving to correct folder Click Save
100	"Click OK" Click OK
101	"Now you will need to..." Now you will need to save the file once more under a different name Click File Save As
102	"Type File name as barcode2.dbf" Type File name as barcode2.dbf Make sure you are saving to correct folder Click Save
103	"Click OK" Click OK
104	"Click File exit" Click File exit Click no to save the file once again
105	Create and Print Barcodes Import data into barcode program Create barcodes Print barcodes on labels Print barcodes on cards
106	"Open Barcode Program" Open Barcode Program Click on Create a Project from Scratch
107	"Choose Paper type" Choose Paper type Type Item Number i.e. 5960 for Avery labels Click Find
108	"Preview paper" Preview paper Click OK
109	"You can click the skip..." You can click the skip button to prevent the help menu from coming up each time Click X to close
110	"Click Database and then Open..." Click Database and then Open Database
111	"Click Open a dBase III..." Click Open a dBase III Database
112	"Navigate to f:\temp\Barcode..." Navigate to f:\temp\Barcode Data Import Click barcode.dbf file Click Open
113	"Click Database and the Display..." Click Database and the Display Field Contents
114	"Click Insert and then Bar..." Click Insert and then Bar Code
115	"Stretch dotted line to create..." Stretch dotted line to create a box This box will contain your barcode
116	"Click Insert Field" Click Insert Field
117	"Click Student_ID" Click Student_ID Click Insert Click close
118	"Your barcode will appear on..." Your barcode will appear on your label
119	"Click Insert and then Text" Click Insert and then Text
120	"Position lines for name placement" Position lines for name placement
121
122	"Click Database and then Insert..." Click Database and then Insert Field
123	"Click Last_Name" Click Last_Name Click Insert
124	"Click Space" Click Space
125	"Click First_Name" Click First_Name Click Insert
126	"Click Space" Click Space
127	"Click Student_ID" Click Student_ID Click Insert Click Close
128	"Click after last name to..." Click after last name to add a comma
129	"Click the comma button to..." Click the comma button to add comma
130	Printing Barcode Labels Click File and then Print
131	"You can perform a few..." You can perform a few options here Print Preview Start Position
132	"If you click the options..." If you click the options button you will be able to choose a start and end for records to print
133	"Removing the X from the..." Removing the X from the Print All Records give you the ability to print records 1 – 30.
134	"If you choose not to..." If you choose not to go into the options and just print a barcode for all records you would click the OK button
135	"You can click Database and..." You can click Database and the edit This will give you the ability to edit you database
136	"At this time you can..." At this time you can edit you data on any record To advance to the next record, click the next button
137	"Click the Find button to..." Click the Find button to find a specific record
138	"This will give to the..." This will give to the ability to sort by any record field
139	"If you want to look..." If you want to look for a student with the last name jones Type jones in the Search Change the In Field to Last_Name Click First Record
140	"Click Close to exit database..." Click Close to exit database search
141	"You will now be at..." You will now be at the first jones You can go forward by press the next button
142	"Click Close to exit the..." Click Close to exit the database edit
143	"To sort your database" To sort your database, you can click on Database and then on Sort
144	"These options will allow you..." These options will allow you to sort by any field Choose your Sort Key Note: You do not have to use all 3 Sort Keys Click OK
145	"Click the First Record button..." Click the First Record button to see sort results
146	Saving Barcode Labels Click File and then Save
147	"Navigate to f:\temp\Barcode..." Navigate to f:\temp\Barcode Data Import Type student labels.zdp in the File name field Click Save
148	"Click File and then Exit" Click File and then Exit
149	Barcode Print Complete Installed Barcode program Imported student data into program Printed barcode
150	Importing Student Pictures into Follett Install Lifetouch program Export pictures Import pictures Use pictures with Circulation Desk
151	Install Lifetouch Program Insert Lifetouch CD Double click My Computer Double click cdrom Drive (usually D:)
152	"Double click the Windows Admin..." Double click the Windows Admin CD Installer.exe file
153	"Click Next" Click Next
154	"Click Next" Click Next
155	"Click Next" Click Next
156	"The installation process will begin" The installation process will begin
157	"Click Finish" Click Finish
158	Using Lifetouch Program Export data for use within Follett Double Click the Lifetouch Icon on your desktop
159	"Click drop down menu to..." Click drop down menu to choose Follett Software Company Click OK
160	"Choose CD-ROM drive and then..." Choose CD-ROM drive and then click OK
161	"Click the All button to..." Click the All button to select all pictures
162	"Click the Images" Click the Images button to begin Export Process
163	"Click Change Location" Click Change Location
164	"Navigate to f:\temp\lifeto~1" Navigate to f:\temp\lifeto~1 Click OK
165	"Click Change Location" Click Change Location
166	"Navigate to f:\temp\lifeto~1" Navigate to f:\temp\lifeto~1 Click OK
167	"Click Export" Click Export
168	"Click Yes" Click Yes
169	"Status bar will appear in..." Status bar will appear in upper left of screen
170	"Click File and then Quit..." Click File and then Quit to exit program
171	Import Patron Pictures Import Idink.txt into Follett
172	"Double Click the Patron Maintenance..." Double Click the Patron Maintenance Icon
173	"Click File and Import Patron..." Click File and Import Patron Pictures
174	"Click Browse to locate import..." Click Browse to locate import file
175	"Navigate to f:\temp\lifetouch..." Navigate to f:\temp\lifetouch pictures Click Idink.txt Click Open
176	"Click Browse to locate picture..." Click Browse to locate picture folder
177	"Navigate to f:\temp\lifetouch..." Navigate to f:\temp\lifetouch pictures
178	"Click the Lifetouch Pictures folder" Click the Lifetouch Pictures folder Click OK
179	"Click the Import button" Click the Import button
180	"The import process will begin" The import process will begin
181	"Click Close once the import..." Click Close once the import is complete
182	"Click Yes to view report" Click Yes to view report
183	"Click No to keep report" Click No to keep report
184	"Double click Circulation Icon" Double click Circulation Icon
185	"Click File and the Show..." Click File and the Show Patron Picture
186	"Mission Complete" Mission Complete
187	Summary Taught you how to export student data from the WinSchool program Taught you how to import student data into the Follett program Taught you how to install barcode program Taught you how to print student barcodes Taught you how to install picture program Taught you how to import student pictures in the Follett Program
188	Where to Get Support Follett Technical Support 1-800-323-3397 Follett Customer Support 1-800-323-3297 Susan Russell (Sales Representative) 1-800-323-3397 ext. 7936 Barry Craft 1-615-472-4113