Eagle Software Customer Support Center

Frequently Asked Questions(FAQ)


The following frequently asked questions (FAQ) are organized into categories:

		Aeries and SIF Compliance
		Aeries Browser Interface (ABI)
		CELDT corrected GRT file
		Client Server
		CSIS - General
		CSIS - Identifiers
		CSIS - Fall Submission
		General Questions
		Installation and Updating
		MS Access 2002 (XP) / 2003 and Aeries
		Network Configuration
		Printer Setup
		Software Questions
		SQL Script Samples
		Terminal Services

Aeries and SIF Compliance
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	Q: Is Aeries SIF compliant? How can I get more info on SIF ocmpliance?
	A: Aeries is SIF Compliant. If you would like to implement the Aeries SIF Agent, they need to contact CPSI at www.vcasel.com.

Aeries Browser Interface (ABI)
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	Q: Where do I put my student pictures so that they are seen in ABI?
	A: Within the web server's ABI directory, place the photos in a \images\school#\ folder (where school# is your school code without leading zeros). All of your photos must be in JPG format.

	Q: Why is it that when I connect to my ABI website, I am prompted to login using a Microsoft Windows login window.
	A: The MS Windows login prompt identifies the problem as permissions to the web folders. Verify that the "IUSR_MACHINENAME" account has explicit, full control permissions to the \INETPUB\WWWROOT folder, including all child folders and files.

	Q: How do I increase (or decrease) the auto-logout time in ABI?
	A: This is a feature of IIS (Internet Information Services) - which is the webserver that ABI runs on. You have to go into the IIS Manager on the server. Right-Click on the Default Website (or whatever website ABI is run under) Click on Properties Click on the Home Directory tab Click on the Configuration button On the Options tab, you can adjust the Session Timeout

	Q: Why do I get the error message "Cannot Open Database ". when performing an update to my ABI?
	A: This error message is specific to ABI setups using Access 2000 or Access XP. The ABI install update program that is loaded on your server is the version used for Access 97. This program can be uninstalled and the correct version can be downloaded (UpdateABIXP.exe) and installed to clear up the error.

	Q: Why cant I see the "Overwrite Valid Marks?" checkbox when entering grades into ABI?
	A: The checkbox will only appear when the active, valid mark selected is identical in both Aeries and ABI.

	Q: When I try to view last year’s Database/records in ABI it gives the following error: Microsoft VBScript runtime error 800a01b0 File name or class name not found during Automation operation ABIadovbs.inc, line 139
	A: In addition to checking the box that allows access to last year's database(read only) on the Other 2 tab in the ABI Options interface, you must also create a UDL for last year’s school database. (e.g. SchoolData1.udl points to the current year school database SCH07xxx.MDB. You will need to create SchoolData1Last.UDL for last year's database SCH06xxx.MDB)

	Q: When accessing Contacts/Testing/Transcripts…. in ABI I get the message “Invalid Column Name SC...SN...ID etc….. I am running the CS (SQL) version of Aeries.
	A: Run the Admin CS interface, Select "Define Student Table Relationships", and exite by selecting “Close Form and Apply Changes” which will usually clear the error.

	Q: ABI Users that are experiencing any of the following errors are experiencing the same issue: /GradebookStuScores.asp, line 467 /abi/GradebookClassScores.asp, line 1086
	A: It is recommended that the user load the latest ABI Update. Secondly, query the GBA table for any assignment number that is greater than "1900" Sample queries: Aeries 97/2K/XP - LIST GBA IF AN > 1900 AeriesCS (QA) – SELECT * FROM GBA WHERE AN > 1900 Note each gradebook number (GN) for each record listed. Determine the next available assignment number by querying the GBA by gradebook number to see all assignment numbers currently in use. Sample queries: Aeries 97/2K/XP - LIST GBA IF GN = XXXXXXX AeriesCS (QA) – SELECT * FROM GBA WHERE GN = XXXXXX Lastly, you will need to change the 19XX assignment number to the next available assignment number (AN) for each gradebook. Sample Queries: Aeries 97/2K/XP - CHANGE GBA AN TO XX IF GN = XXXXXX AND AN = 19XX AeriesCS (QA) – UPDATE GBA SET AN = XX WHERE GN = XXXXXX AND AN = 19XX This will clear up the errors listed above.

CELDT corrected GRT file
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	Q: How do I handle loading the CELDT Corrected GRT file that I received from the testing vendor???
	A: Please refer to the attached document for information. This document will explain the current issues in detail: CELDT Corrected GRT File

Client Server
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	Q: I uploaded my data from AeriesXP to AeriesCS and the supplemental data from my AeriesXP files is not there. What do I do?
	A: When uploading the data to AeriesCS from AeriesXP, if there are custom fields to upload, the process for redefining the SUP table in the CS database needs to be done by clicking on the "ReDefine SUP" button and selecting a database that contains the customized layout. This step will modify the SQL database to mirror the layout of the traditional Aeries SUP table.

	Q: What procedures do I need to follow to optimize my MS SQL server for use with AeriesCS?
	A: You should perform these modifications on your MS SQL server to maximize performance for AeriesCS. If you have implemented ABI on another server other than the SQL server, these modifications should be performed on the ABI server as well. Note: Modifications to a server and registry should only be handled by a System Administrator or Technician that is proficient with server maintenance and registry modifications. Install all operating system (O/S) service packs and patches that are available from the Microsoft Updates website. Make sure that your MS SQL Server has been updated with the latest service pack. There have been issues with both Standard and Enterprise versions of MS SQL Server when the latest service pack has not been applied. Insert the following registry entries on the MS SQL server. The registry entries shown below have helped to make “timeout” or “dropped connection” errors stop on a MS SQL server: [HKEY_LOCAL_MACHINE\SYSTEM\CurrentControlSet\Services\Tcpip\Parameters] "TcpTimedWaitDelay"=dword:0000000f "MaxUserPort"=dword:00009c40 Update the MDAC to version 2.8 from the Microsoft Downloads website. Restart all servers (SQL and ABI) after the modifications have been completed

	Q: My users want to be able to practice procedures on a test SQL database. How would I set one up for AeriesCS?
	A: The usage of a test SQL database is recommended by Eagle Software and pretty common with AeriesCS users. The setup of a test database is a little different than with the traditional MS Access Aeries. The process involves backing up the live database with Enterprise Manager and then restoring the backed up data to a new database with a different suffix name. The most common suffix used is to give the same suffix as the live database with the addition of the word “Test” at the end (example DST05000DistrictNameTest). When a user wishes to use the test database, on the login screen, the new suffix of “DistrictNameTest” would be inserted in lieu of the live “DistrictName” suffix. This gives the user a test area to work in. You can further enhance this feature and also help users to avoid confusion between databases by changing the district and school names in the LOC table of the test database to something that would prompt the user to visually realize that he/she is not working in the live database. This is pretty important to do so that the user does not inadvertently work in the test database by mistake inserting or updating live data.

	Q: How do I distribute a new update to my AeriesCS users without visiting each Aeries workstation?
	A: The update process can be setup to automatically check a public file location that the extracted files reside in. Typically, this location is on a server and all users need full control to the folder. It can be setup as a drive mapping or a UNC, or a share. On each instance of Aeries workstation, you can go to View All forms and select the form "Aeries Variables For Current User". The form contains location that the update location is placed (Updates Path). Once an update that is newer than what is on the workstation is in the location, the update process is started automatically, copying down the necessary files to the local workstation. This works for both the Aeries School Access interface (SCH) as well as the District Access Interface (DST). One thing that MUST be accomplished by the database administrator (dba) is to update the SQL databases by using the AdminCS from the update that is being distributed. This is done by accessing all Aeries databases on the SQL server with the AdminCS and the file is updated automatically upon authentication. NOTE: Because AdminCS changes the database structure (Updates the database with new fields, table/index changes, etc), AdminCS MUST be the first thing run when implementing a new version of AeriesCS!

CSIS - General
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	Q: How do I populate student withdrawals, including: Summer Withdrawals, Mid-Year Withdrawals, Dropouts, and No Shows?
	A: See our Student Withdrawal Data Population Guide at http://www.aeries.com/Support/DecisionGuides/WithdrawalGuide.asp

CSIS - Identifiers
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	Q: How do I get my New CSIS ID Numbers Loaded back into my school databases?
	A: The recommended method for CSIS identifier procurement is to create the extract files for new numbers at the school level, and to load the DID Force ID files into the district database. The reasoning is that the school level files are smaller in record quantity and create "virtual batches" of information to work with through the validation and confirmation processes. When the DID Force ID file is loaded into the district, the CSIS ID numbers are immediately pushed out to each school database. This process assumes that the UNC paths are properly set for each school in the District LOC table so that the push can occur. There is no further need to "push" the IDs out to school sites.

	Q: If I have a new student that comes to our district with a CSIS identifier already, the field is locked so no data can be input. Where do I input that identifier?
	A: The process for populating student identifiers for students who transfer from another district to your district is no different than requesting a new number. The student is extracted and goes through the locater process. The confirmation process should produce a 100% match with the identifier printed on a student transcript. This process needs to be followed to trigger the "home school" notation for each student. When you request the number to be included in your batch, the home school is updated with your district and the student is then identified in CSIS as being in your district and not in the previous district. For this reason, the fields are "locked down" in Aeries. This also eliminates the possibility of data entry errors.

	Q: What do I need to do to notify CSIS of a name change for one of my students?
	A: The registration of a legal name change is handled by the Enrollment Update (EU) or Fall Submission (FS) process. As the extract is processed by SRRTS during the CSIS Enrollment Update process, name changes are registered in the CSIS Identifier Locator Database. Alternatively, LEAs may use the on-line "Identifier Locator Corrections" functionality in DataGate to update individual names. Before the next Fall Submission (0607), the legal names in the EU and FS transactions must match the names in the CSIS ID Locator Database. After this baseline collection year, LEAs will only be able to change student names in the "Identifier Locator Corrections" functionality in DataGate. Per CSIS, this information will be valid only for this fall. After this baseline collection year, LEAs will only be able to change student names in the "Identifier Locator Corrections" functionality of SRRTs. After this Fall Submission, the names in the Enrollment Update and Fall Submission files must match the CSIS ID locator database.

	Q: When I download my identifier file (DIDForceID), I have three choices for a download delimiter. Which one do I select?
	A: Aeries uses the Caret delimited format for the identifier file.

CSIS - Fall Submission
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	Q: Why is it that when I extract my files for Fall Submission, Data is included for staff tagged as "Inactive"?
	A: The TG (tag) field in the STA table does not have anything to do with extracting a teacher’s data. The logic of the extraction process looks to the Staff Hire Date and Leave Date to determine if the record needs to be included or excluded from the extract.

	Q: How can I easily populate the Highly Qualified Teacher (HQT) data in the Master Schedule (MST) area?
	A: If you’ve populated the STH (Staff Highly Qualified Areas) table and the CRS.CA1 and CRS.CA2 (NCLB Core Areas) fields, there is a macro called “Populate MST HQT from STH” which will populate the MST.HQT fields in your Master Schedule. The process will only overlay a blank or an “N” value. It will not overlay “E” or “H” codes. There is also a button on the Staff form on the Highly Qualified tab for updating just a single teacher at a time.

	Q: How do I enter a single staff id into Aeries at a school that does not have the staff record?
	A: The proper process to follow for a teaching staff member at multiple sites is to determine which school site is the “primary” school. This would usually be the school that the teaching staff member is at the most. The trick for entering the staff id in the teacher record on one of the “secondary” sites requires the client to enter the staff ID into the database table directly. The client is not able to type the staff id into the TCH form presently. When it comes to loading assignments, the client will have to enter the “secondary” site assignments manually and add the school id that the assignment pertains to. The loading of assignments only looks at the current school record and does not check for assignments in other site databases.

General Questions
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	Q: What causes Database Corruption?
	A: Click here to see the most common causes of Database Corruption.

	Q: How do I report a problem or submit a feature request?
	A: Both can be done online at our support page: http://www.aeries.com/support

	Q: How do I append fix length files together?
	A: By using DOS copy you can create a single file from multiple fixed length files while keeping the same record layout. For more information type “copy /?” from a command prompt. The following is a sample statement, from the DOS command prompt: copy file1.dat/b+file2.dat/b+file3.dat/b combinedfile.dat/b. The “/b” is to denote "Binary", which will keep ALL formatting information (CR/LF, etc).

	Q: How do I setup a new Aeries account to force a password to be changed upon the first login?
	A: When setting up a new user account in Aeries (all versions), using the temporary password of "welcome" will force the user to re enter a different password. The user can continue to use the "welcome" password, but will continue to be prompted to change the password until the user selects another password.

Installation and Updating
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	Q: Installing access 97 and 2000 on the same machine
	A: Refer to this Microsoft help page. http://support.microsoft.com/support/kb/articles/Q241/1/41.ASP?LN=EN-US&SD=gn&FR=0

	Q: How do I install AERIES?
	A: Use the following link for printed instructions. CD Installation Instructions.

	Q: What should I do if I get the "File sharing lock count exceeded" Error in Aeries?
	A: Modifications to the registry should only be handled by a System Administrator or Technician that is proficient with registry modifications. However, Eagle Software has created a script file that will make the change to the registry and increase the MaxLocksPerFile. To download the script file Click Here and run it on the affected machine(s). This file will work on a WIN2k or WIN XP operating systems. For all other Windows operating systems the System Administrator must manually edit your registry.

	Q: How does the automatic updating work?
	A: The update process can be automatic and seamless. The files from the weekly update file (UPDATECS.EXE) are to be extracted to a folder that all users have RUADC permissions. From the school version of access (SCH), in the Aeries form Aeries Variables for Current User the Update Path is to be keyed in the appropriate field. The next time a user logs in to Aeries, the software will run a comparison routine that checks a date field in a table called USYSVER within the SCH.MDE (or DST.MDE) application file. If the latest date on the new files is more recent than the latest date in the workstation copy of SCH.MDE, an application called UPDATE.MDB will run a routine that copies the new files to the proper locations on the workstation. Most districts and clients use this automatic update function, but it is not required. Districts can establish their own update/copy routines if they wish. If you are going to create a custom Aeries updating routine, please contact Eagle Software support for details about which files need to copied where for the various versions of Access and Aeries.

	Q: My Terminal Services user sessions started having problems after an update from Microsoft. What is the problem?
	A: The problem presents itself by logging into Aeries and connecting to the wrong school. The problem persists even when connecting to the proper database and year. Other things noticed are that the Eagle1.ini has the correct parameters in the Terminal Services. The problem has been tracked down to two security updates from Microsoft, and can be resolved by uninstalling the security updates, 917422 and 921883

MS Access 2002 (XP) / 2003 and Aeries
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	Q: Which version of Aeries do I use?
	A: Microsoft’s latest version of Access 2003 has a minimum of changes needed to be used with Aeries. The preliminary discussions at Eagle Software has concluded that given the fact that MS Access 2003 uses the same file structure as MS Access 2002, Eagle Software has no immediate plans to create an MS Access 2003 specific version of Aeries. The recommended version of Aeries to use for MS Access2003 would be Aeries v10 (XP/2002)

	Q: When running Aeries in Access 2003, I get a message about macro security. What does this mean?
	A: Microsoft has implemented a position on security that keeps exposure to viruses, parasites, and hackers at a minimum. As with previous products (Excel 2002) Microsoft has defaulted the setting for Macros to a “medium” security setting. • The “High” setting will stop all databases/macros not “certified” by Microsoft from executing automatically. • The “Medium” setting consistently reminds the user of the threat of potential problems from non-certified data sources. The user is prompted each time a macro is executed about the potential threat and requires the user to confirm the desire to continue the macro execution. • The “Low” setting will allow the software to work properly without interrupting messages. Eagle Software recommends for our clients to change the setting to the lowest setting. To complete this task, simply click on Tools, Macro, Security, Low. The warning messages will stop appearing and Aeries XP/2002 will function properly.

	Q: How do I hide / restore the database window for Aeries?
	A: From the MS Access menu, select Tools, Startup, and toggle the checkbox for "Display Database Window"

Network Configuration
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	Q: What files should be shared on the File Server, and what files should be on the hard drive?
	A: All files contained in the Aeries update file (Update99.exe, Update2K.exe, or UpdateXP.exe) should be placed in a shared folder on the file server. This includes but is not limited to the following files: SCH.MDE, AERIES.MDE, SCHMODEL.MDB, UPDATE.MDB, SYSTEM.MDW and EAGLE.HLP. The file server should also have any school datafiles that are sharable. i.e. SCH98001.MDB. All other installation files reside on the local hard drive. (C:\)

	Q: No computers can connect to AERIES (we share data on the server).
	A: Make sure you are being attached to your server (’s) at start up. Click on the My Computer icon on your desktop, look for your network drive i.e. F:\ . If you are not finding the network drive, try closing out and logging back on, or reboot your workstation.

Printer Setup
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	Q: How do I set up a dot-matrix/ line printer with Aeries?
	A: In order for a report that has "generic" in the title to print, you must have the following set up: 1. You need the Generic Text printer driver loaded on your machine. This should not be your default printer. 2. Under the properties for the generic text printer, you need to go to the details tab, spool settings, and select Print directly to printer. 3. Under the Paper tab of the printer settings, the page size should be US Standard Fanfold. 4. Also, under the Paper source tab the paper needs to be set to Continuous - No page break. Aeries will automatically set the driver to the generic text when using one of our "generic" reports, all you have to do is have the driver installed on the system and have the settings as described above.

	Q: I cannot get my printer to print barcodes as barcodes under the Print Student ID/CARD form. Instead it prints the barcode as @0005000011@. All computers print to the same printer and i tried reinstalling the print driver. thanks
	A: The font that is used to print barcodes is not present on the workstation. You will need to download (available from our website in each update file distributed (UPDATE99.EXE, UPDATE2K.EXE, UPDATEXP.EXE, UPDATECS.EXE) and install the RSWIDE39.TTF font. Go to Control Panel, Click on FONTS, Then INSTALL NEW FONT, browse to whereever you saved the downloaded file and choose the RSWIDE39.TTF font to complete the installation. This will need to done on each work station or on the network print server.

Software Questions
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	Q: How do I convert my Aeries database from Access 97 or Access 2000 to Access 2002(XP)/2003?
	A: Use the following link for instructions. Upgrade Access 97 or Access 2000 to XP

	Q: Why do I get the message "Not a valid name or password" when trying to login.
	A: AERIES security login passwords are case sensitive. Make sure you are using lower case, (Caps Lock off) if that is how your password is supposed to be entered. If you still can not log in, please contact your local system administrator.

Terminal Services
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	Q: How do I setup Aeries to work with Terminal Services?
	A: AeriesCS is not designed as a “Terminal Services Application”. Eagle Software does not promote usage of AeriesCS as a TS App. This does not mean that AeriesCS will not work in a terminal services environment, it merely means that the support group does not assist in this type of setup. As a workstation oriented application, the files used to start the AeriesCS workstation interface are not to be shared across multiple workstations. Each user logging in needs to use their own set of files (specifically, SCH.mde, SCHMODEL.mdb, UPDATE.mdb, AERIES.mde, and SYSTEM.mdw). Eagle Software’s 2nd level support team members do have background experience in the usage of AeriesCS in terminal environments. This type of setup can be accomplished by setting up the AeriesCS interface for each user profile as if the virtual workstation is a local PC. There are two ways to setup an AeriesCS workstation: 1. Run the installation package available from our website (InstallCS.exe) for each individual user profile. The installer prompts for file placement locations, which I am sure you have seen previously. This may be a lengthy process if you have several (more than 20) users. Run the installer once on the server (or some other designated location) and then copy the installed files in the designated drive:\fioldername\ location, as well as the Icon created in the AeriesCS group, to each user profile folder utilizing Windows login scripting. The installation package extracts the necessary files into designated folders (typically the C:\eagle folder) and creates an icon for starting the AeriesCS School interface. No changes are made to any config files or the registry during installation. If desired, you can create an EAGLE1.ini file to distribute during the scripting process by starting AeriesCS on the “installed” designate and then copy the EAGLE1.ini file to each virtual workstation profile. This file can contain the necessary login credentials, as well as the updated file location to perform the automatic update process. Hopefully this helps you to accomplish what you want to do. At present, there are no immediate plans to develop a terminal services setup process. The above details would be the best course of action to follow to accomplish a terminal services setup.