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August 2016 | Issue #46

Current Releases: SM 8.0.041 (6/29) | AW 3.5.032 (6/28)
Webinars:  All About Registrations  (8/16 1:30 Central)
Certificates  (8/30 1:30 Central)
ACEware Systems Newsletter - Information to Run Your Program
New Option for Course Set Filter
Prior to .041, you could set Data Filters on Courses but not on anything in the Course UDF table and have the Course screen respect it. Now that we have this option, it makes Data Filters a little more usable. So let's recap what a Data Filter is:

Data Filters allow you to select a subset of records for viewing or to flag for reporting purposes.  You can set filters for  Names , Firms, Courses, and Registrations. You can also set filters on records created via ACEweb to  validate Firms You can also set the Print Label or Report flags on Name records for special reporting purposes.

To set a filter
  1. Select Tools > Data Filters > Set Filter for Editing > [area]. (e.g. to set a course filter, select Course)
  2. Run your query (e.g. Courses Between Two Dates or a query that includes a UDF).  
  3. On the Special Option window, click the Just Set Filter button.
When you open the  Course screen and search you'll only see the records that match your query--all the rest will be temporarily hidden. There is a message at the bottom of the screen in purple that tells you what filter you set.

Once you have done your edits or whatever you need to, don't forget to clear the filter.  To clear the filter and display all the records again, select  Tools > Data Filters > Remove Filter > [area]

Contributed by  Matthew Olson
Have You Looked at Your FAQ Page Lately?
We spend a lot of time on ACEweb design, INI settings, responsive pages, and course content pages, but your FAQ page is sitting there quietly working as a 24/7 customer service rep answering questions and providing answers to, well, frequently ask questions.

The entire point of the FAQ page is to provide information and, in the process, save yourself time and energy. We've designed a template to help you think through the FAQ process, but it should be reviewed whenever you make a change to your cancellation policy, hours, address, phone number, or method of payment.

Because the FAQ page can be customized you might want to talk with your registration team to determine which questions are asked most frequently, or for ideas on additional topics that might be helpful. If you need a little help, your tech is there to walk you through the process. 

ACEweb users from Wayne County Schools Career Center have an outstanding FAQ site.  Take a look!

So, when was the last time you read your FAQ page?

Contributed by Lauri Thompson
Lag Days
No, this isn't the setting for when the coffee pot breaks down!
The Lag Days setting controls the number of days either before or after a course begin date that the course will still show up in your course listings on ACEweb. The default setting is 0, which means that the course will drop off of ACEweb on midnight of the course begin date.  However, you can change that in your preferences. All new or cloned courses start with a custom lag days setting.
To break it down further:
  • Positive Number - course will remain in listings until midnight of the set number of days AFTER the course begins. For example, if you enter 2 and the course starts April 5, it will be remain in listings until midnight of April 7.
  • Negative Number - course will be removed from the listings at midnight of the set number of days BEFORE the course begins. So if you enter -2 and the course starts April 5, it will remain in listings until midnight of April 3.
Perhaps your instructor has requested that, in order to have time to prepare materials, s/he wants no new registrations in the week leading up to the course begin date. For this, you would set a negative seven in your lag days field for that course.
If you have another instructor who wants to keep accepting new registrations after the course has already begun, you can let those stragglers still see and register for the course by putting a positive number of days in this setting.
If you are using Student Manager 8.0.013 or later, you can select the date from the Date Picker next to the "Lag Days" for ACEweb field. Double-click the date and it will enter the correct number into the field. E.g. in this example, the course starts on April 14, 2015. Selecting May 14, 2015 from the Date Picker enters 30 in the "Lag Days" for ACEweb field.

Contributed by Jason Allen
Save the Date!
Mark your calendars now for the 2017 ACEware Users' Conference. We'll gather in Scottsdale, Arizona at the Hotel Valley Ho in Downtown Scottsdale.  The hotel is near the arts and antiques districts and within walking distance of the Old Town area. The property is as unique as its name and with so much to do and see around the hotel, as well as great rates ($112/night), you may want to stay a few extra days!

We'll have program information and open registration in the fall. For now, mark your calendars to attend and be thinking about what you could share with your colleagues! The Call for Presentations will be sent to the ACEware listserv very soon. Not on the listserv? Contact your tech. They'll be glad to get you signed up.

Contributed by Sharon Brookshire
Fall Training!
When we announced Data-Driven Making: Using ACEware to Build Your Program (August 5 at Chattahoochee Technical College), we received a number of requests to have this workshop repeated in other regions. We can do that!

Johns Hopkins University (Columbia, MD) will be host to a second session of this workshop in the fall. This workshop covers the topics of:



  • The Key Elements in Retrieving Quality Data
  • Planning Your Reporting Strategy (capturing critical data elements and quality control for data entry)
  • Reporting Systems
  • Marketing Reports and Tools
  • Reviewing Data for Decision Making
  • Tips for Success
Date: Wednesday, November 16
Time: 8:30 am - 3:30 pm (lunch is included)
This is a great opportunity for those of you who are planning to attend the LERN Conference! Attend the workshop and we'll have you out in time to return to the hotel and enjoy LERN's opening reception. The workshop location is about 15 miles from the Hilton Baltimore (site of the LERN Conference) If we have several registrants attending the LERN conference, we'll help coordinate transportation!

Register today! Space is limited.

Contributed by Sharon Brookshire
Report of the Month
Reports by [When] Last Ran
The new *Reports by Last Ran report lists all the default and additional report templates in your system, sorted by when they were last run.  It's a great way to see the last time a report template was used and who ran the report. It also displays when the report was last edited and who edited it. 
You can see an example of this report on our website:
Adding the Report to your System
*Download the report files from our website:
An instruction sheet to import/run the report is included in the zip file.
*You will need the current Customer password to download the zip file. If you don't have that password, please contact your ACEware technician.

Contributed by Cheryl Scott

Here's to your continued success!

Your ACEware team,

- Chuck, Sharon, AJ, Cheryl, Jason, Lauri, Lindsey, Matthew, Mike, and Stein

 Aceware Systems
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ACEware Systems, Inc.
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