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Task Manager and Files

The Task Manager allows users to find files saved in Aleph server's print directory and move them to any desired local directory, for viewing, editing, and printing. You can access the Task Manager from the GUI client of any Aleph module by clicking on the Admin tab located on the left panel.

General visual instructions on working with the Task Manager are available through the video tutorial below:

Working with the Task Manager's File List

To access a file through the File List item of the Task Manager, you have to first double-check what you have set for the sort order. It is best to start with the date/time descending sort order, first. See image below.

To locate a file, you would only need to know approximately when it was produced (usually within the past one day). If you are picking up your report files to view them at a later time you can save them locally, since they will not be available indefinitely on the server. You can save a report file by moving a copy of it to a local drive location of your choice, including a network drive.

Often a file will have a two letter institution code such as ‘BM’. Reports that are CUNY-wide will not have this designation.

Storing reports files locally will allow you to back them up. This way, even if one local PC fails, such files can be easily recovered. It will also make it easier to find them at a later date, since you will be searching only your reports, and in a single location that makes logical sense to you.

File Types of the Task Manager's File List

Generally, the Task Manager contains four types of files. Some can easily be converted into spread sheet files. You need to preview a file in the Task Manager to determine its type.

To do that, select the “FileList” mode from the Task Manager, click once on the desired file to select it while in the “FileList” mode option, set “Print Configuration” (lower left corner area) to “Preview”, and finally click the “print” button (top right corner area) to preview it.

The following is a list of the four types of files and how to convert each to a spread sheet file:

1) Plain Text type files. Although no conversion is needed for such files (since they already contain tabulated data) you can convert a tabulated text file to an Excel spreadsheet file by simply downloading and renaming it filename.csv, then opening it in MS Excel and saving it as filename.xsl.

2) Comma-separated values (CSV) files. These are plain text files with tabulated data that are already named with the extension .csv added. To convert a file of this type to an Excel spreadsheet file, simply open the downloaded file in MS Excel and save it as filename.xsl.

3) Out of the box XML files. To convert a file of this type to an Excel spreadsheet file, you must first preview it via the Task Manager as outlined above. While the file is displayed, click anywhere within it. Press “Ctrl-a” to select all data then press “Ctrl-c” to copy the data. Open MS Excel and press “Ctrl-v” to paste the selected data into a sheet. Finally save it as filename.xsl. In certain cases, a column will not be in excel format (eg dollar amounts, barcodes) You may need to select (right click) a column and set “format cells” to “custom” (or Currency, or Number, etc.) under the “number” tab in order to view that column’s data correctly.

4) Custom reports HTML files. You can convert this type to an Excel spreadsheet file following the same steps used for the “Out of the box XML files” in #3 above. Alternatively, you can download the file first and rename it to filename.html. Then open it in MS Excel and save it as filename.xsl.

If you need further help on how to import/export text (including CSV) files into Excel spreadsheets, please see: