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November 2016 | Issue #49

Current Releases: SM 8.0.045 (11/01) | AW 3.5.036 (10/25)
Webinar: Supplemental Data Capture Pages  (11/10 1:30 CDT)
ACEware Systems Newsletter - Information to Run Your Program
Wishing Lauri a Fond Farewell
For 18 years, we have valued Lauri's contributions to our team. She served as customer advocate, technical consultant, trainer, presenter, webinar facilitator, and was a frequent Facebook and newsletter contributor. With heavy hearts and deep appreciation, we wish her the very best as she assumes the role of Continuing Education Coordinator for the State of Tennessee. Librarians in TN are lucky to have her leadership and creativity to develop professional growth opportunities for them.
Thank you, Lauri, for sharing your many talents with us.   

Contributed by Sharon Brookshire
Coupon Use Limits
For the last several months, Student Manager and ACEweb (versions 8.0.040 and 3.5.031 or newer) have had the ability to limit coupons. For example, maybe you only want to give coupons to the first 50 people that register in courses that have this code.

Here is how you do it:
  1. Go to Module > Codes > FEES: Coupon Use Limits.
  2. Enter the Coupon Code. This is the code ACEweb users will need to enter to apply the coupon discount.
  3. Enter a Description.
  4. Enter the # on hand. This is the maximum number this coupon can be used on registrations (50 in our example).
  5. Click the  OK/Close  button to save the code record.
  6. Add the coupon as you normally would to the courses you want this to apply to.
As people register and use the coupon, the number on hand will decrease. When you reach zero, nobody else can use the coupon. You can read more about this feature on our help guide.

I think this is a cool way to promote your courses. I'd like to hear if you use this feature. Email me at

Contributed by Matthew Olson
The New Newsletter Archive
Last month, Constant Contact released a makeover to their website. A number of features were scrambled and some new eggs were made. Some of the eggs were fine, but there were a couple that didn't sit well with me. One of those was the removal of the Archive Page feature.

When I found out about the change, I scrambled to find a new solution. I had done some work to make the old archive page look a little better than the default. Now that was replaced by a script that we had to put on one of our pages.

Enter Cheryl Scott, the brilliant webmaster of and guru of all things web for ACEware Systems. Cheryl took the Constant Contact script and prettied it up. Our new archive page is much better than the one I had made. She even worked to add the newsletter signup directly to the page. See her masterpiece here

Contributed by  Matthew Olson
2017 Users' Conference: A Plethora of Great Topics Planned  
We are blown away by the excitement we're seeing for our 21st Annual ACEware Users' Conference in Scottsdale, AZ. We're glad so many of you are making plans to attend.  Take a glance at the Student Manager and ACEweb presentations and workshops planned. There's a little something for everyone - program coordinators, marketers, financial managers, and directors.

One of our confirmed featured presentations is on the topic of Building, Nurturing, and Retaining Industry Partnerships. Industry leaders are looking to continuing education providers for skill development, and Tri-County Technical College does exemplary work in this area. We're looking forward to their presentation.

In addition to Tri-County Technical College, Missouri State Outreach and the University of Texas-El Paso will also be presenting. It isn't too late for you to get your name on the program! Send an email to to propose your topic and join our list of presenters.

We've planned three six-hour pre-conference workshops for Tuesday, June 20th. These in-depth, hands-on sessions will provide training in some essential areas of successful software use - overall software knowledge, system (and user care), and powerful data output. You'll need to bring more than one representative!
  • Student Manager Boot Camp: Great for those new to Student Manager or those who want a "Back to the Basics" refresher course.
  • Keeper of the Flame Leadership Skills: For those responsible for the care and management of Student Manager and for nurturing those who use it.
  • Unlocking the Power of Reporting: A must for those who run, modify, and manage reporting efforts.
We're offering two important topics as extended post-conference presentations. There's a lot of information in these topics so we will take extra time to walk you through and address your questions. Stick around with us, you'll be glad you did!
  • Getting the Most From Your ACEweb: Like your Student Manager, ACEweb needs a bit of attention and nurturing to perform well!  We'll give your the Top Ten things you should know.
  • Financial Management from A-Z:  A complete review of financial management tools contained in your Student Manager.
There are plenty of preparations in progress to make our 21st event great! Hope you're planning to join us!

Contributed by Sharon Brookshire
Is an ACEware Overview a Part of  Your Administrator's Orientation?
Do you have a new administrator in your unit? Did you know we  provide a complimentary executive overview of Student Manager and ACEweb for new deans, directors, and vice presidents (or whatever title you have for that position)? Be sure to add an hour for an "ACEware Overview" to their orientation schedule. We'll share how using Student Manager and ACEweb provides statistical information to support their strategic planning and annual reports. 

Send me an email or give me a call (800-925-2493 ext. 238) to get started.
Contributed by Sharon Brookshire
Report of the Month:  Copy2XLS
Last month, we highlighted the use of functions in reports. One of the questions we often get is: "How can I export data from a report to Excel?" The base report setup form has an [ ] Export to File box, which will allow you to select the data fields you want to export:

However, if you only need a few of the fields from the cursor (what we call the raw data in the report), and especially if you need to run the same export repeatedly, there is a more efficient way.
Use the COPY2XLS function!   
The COPY2XLS function (see  help guide description) can be added to a report with a JUSTAFTER, and can automatically export the data in the report to an Excel file.  
In addition, you may specify a default filename and location (for the export file) AND, you can define the exact data fields you wish to export. So, the following command:  JUSTAFTER("COPY2XLS('nmname1,nmname3,nmemail')") - exports first name, last name, and email address to an Excel file and allows you to select location of saved file/enter file name.
If you always want the export file to go to a specific folder, you could add the parameter (the instruction) that would define where the file should be saved, and the file name:  JUSTAFTER("COPY2XLS('nmname1,nmname3,nmemail','c:\acehold\emails.xls')") - exports all fields to an Excel file named emails.xls into the c:\acehold folder.
If you need to do a repetitive export to excel, of specific data fields, check out COPY2XLS--it can be a real time saver.
Submitted by Chuck Havlicek

Here's to your continued success! 

Your ACEware team,

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

 Aceware Systems
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ACEware Systems, Inc.
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