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July 2019 | Issue #81
Current Releases: SM 8.0.077 (7/1) | AW 3.5.055 (7/15)
ACEware Software Update - 8/7 1:30 CDT
ACEware Systems Newsletter - Information to Run Your Program
ISO a Booth Buddy!
Are you searching for a fall Continuing Education opportunity and need a financial sponsor? 

ACEware will be exhibiting at the National Council for Continuing Education & Training  (NCCET) Conference, September 22-25 in Orlando. We are offering a complimentary conference registration to a customer who would like to attend the conference and help promote ACEware during breaks! 

ACEware will cover the registration fee; you will need to cover travel and lodging. Look over the agenda for the conference  and contact me if you want to join us. It's sure to be a fun week!
Contributed by Sharon Brookshire

Asking the Additional Question
Customers with ACEweb, and that's most of you, know that a registrant must fill out a signup form to be able to register for a course. But some of you have programs where you want or need additional information  for just that course, program, event, etc.
Did you know there is something called Supplemental Data Capture page that's already in your ACEweb template folder and available for you to use?
Supplemental Data Capture has been around for a long time, but like with most things Student Manager/ACEweb, you may not know it's available.
So here's the skinny:  Supplemental Data Capture can ask extra questions in addition to the signup form based on the course the individual selects. They sign up/login and find the course, and when they attempt to add it to their Enrollment Cart, the system will look to see if they have filled out fields you requested. If they have not, the system will prompt for a response. It can even ask on the same page so it is seamless.
Scenario 1: You have a kids camp, and you need to request Emergency Contact and Phone Number. If you have a field dedicated for this information within Student Manager, then these fields can be added to the Supplemental Data Capture page to be asked of the registrant. And before you ask, yes, it can be required.
Scenario 2: You have classes that require driver's license numbers. Again, you dedicate the field for the information to go into, and we can make it happen.
Name and/or Registration User Defined Fields are a good place holder for this information.
So what do you need to do if you want to ask additional questions per course?
  1. Figure out the questions you want to ask the registrant.
  2. Figure out a place to store the information within Student Manager.
  3. Ask your technician for assistance setting up a Supplemental Data Capture Page.
More information is available here. You can even capture Unlimited UDFs!

Contributed by Michael Lowry
Tip of the Month: Data Environment
Did you know that you can view the fields that are available in a reporting area while you are in the modify report screen?
Select this button when in modify..

There are times when you're working on a report and you are trying to add a specific field, especially something that you are pretty sure should be native to the reporting area, but the system  keeps throwing an error saying that the field can't be found. Or maybe you're trying to add a field and can't remember exactly what the field name is. Well, you can use the handy dandy button (at the top-right of this article)  in the modify screen area. When you click on it, you'll be able to view the full data environment.  

With this, you can see which fields you can add to your report--and if you don't see the field you're trying to add, you now know you need to use a function to bring in that field from the specific table you are trying to work from.

Now you'll be able to find the right fields, plus you'll have a general overview of what is available to you in the cursor already!

Contributed by Joe Sotkovski
Report of the Month: Mailing Labels for Interest Code

The power of this report lies in the Interest Code. The Subject Code from your course is automatically applied to the Interest area on the name record when the student enrolls in that course. If the code is already there, the system updates the date to that day (the date they were last interested in the item). You can also assign interests when creating the name record. Or, if you have ACEweb, the student can checkmark their interests when creating their account. Once you have the student's interests, you're ready to use that information. It could be that you are wanting to share a catalog tailored to that interest, or maybe you have a flyer for a hot new course that you want these people to know about. To do that, you need to print mailing labels.

Reports -> Demographics -> Mailing Labels gets you to the Options screen. I recommend you check the, "Exclude 'Don't Mail' names," box. You might also want to check "Record 'CRM' entry," as well. If you are frugal and want to use a partial sheet of mailing labels, check, "Set Start Label Position." It is up to you if you want to do a default or additional report. The next part of this is to select the proper query after you hit "OK." You should have a query titled, "People with interest code = ..." but if not, create it or get with your technician to help you create it. Put in your interest code and get on with the show.

BONUS: If you want to save on postage, you can run the Mass Email Wizard from this area (you should already have an additional report, but get with your technician if you don't have it). In this scenario, you wouldn't want to use the  "Exclude 'Don't Mail' names," options, but instead check the "Exclude 'Don't Email' names," box in the Wizard to comply with the Can Spam act.

In my opinion, this is one of the most valuable reports in your system as it makes marketing to your students fast and easy--which makes it faster and easier to secure enrollments in your courses!. Plus, you are marketing to people who are already interested in what you are doing, which means that you can keep them coming back for more!

Contributed by Matthew Olson

To your continued success!

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

 Aceware Systems
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