How To create TATEMS Spreadsheets from Scratch

In this post I am going to go over how to create a custom spreadsheet that links to your TATEMS data.

I have created and posted a number of these custom spreadsheets that you can download for free at

http://tatems.com/fleetmaintenancesoftware/spreadsheets.cfm

Hopefully not too technical

This might be a little technical for some, but if you take the time to learn it, I think you’ll like the results.

Here is a video that shows you this process using Excel 2003:

The written instructions

Below explains how to do it using Excel 2010

In Excel click on Data->From Access

Excel-Data-From-Access-ScrenShot

Data->From Access

 

Then you will want to navigate to the:

TATEMS2005be.mdb

file in

C:Program FilesTATEMS 2005

Or it will be in the :

C:Program Files (x86)TATEMS 2005

folder.

Excel-Data-From-Access-Select-Datasource-ScrenShot

Select-Datasource-tatems2005be.mdb in the TATEMS 2005 folder

Then choose tblEquipment and click Ok

Excel-Select-tblEquipment-From-TATEMS-Fleet-Maintenance-Software-Database

Select the tblEquipment table

Then on the Import Data popup choose properties

Excel-Import-Data-Popup-Choose-Properties-Screenshot

Choose properties on the Import Data popup window

The Query

Then click on the Definition Tab and paste this SQL statement into the “Command Text” box”

 

SELECT tblEquipment.*,tlkpEquipmentType.sEquipmentType FROM tblEquipment,tlkpEquipmentType WHERE tblEquipment.lEquipmentTypeID = tlkpEquipmentType.lEquipmentTypeID

 

Then change the “Command Type” from table to SQL then click OK

 

Excel-2010-Connection-Properties-Command-Text-And-Command-Type-Popup-Screenshot

Connection Properties->Definition Command Text And Command Type

 

Then click OK and then click on again on the Import Data screen:

Excel-Import-Data-Popup-Choose-Properties-Screenshot

Click OK on this screen

 

This will show you all the columns for each piece of equipment and the equipment type. You can delete the columns you don’t need and rename the others.

Excel-Import-Raw-TATEMS-Data-After-Import-With-Pasted-Query-ScreenShot

Raw Live data after import

Get any data you want

You can use this technique to grab whatever data you need from the database by using different SQL statements.

You can also use the wizard in Excel to create your queries.

In Excel click on

Data->From Other Data Sources-> From Microsoft Query

then choose:

Microsoft Access Database*

from the list of data sources.

then click ok.

Excel Data From Other Data Sources - Microsoft Query Choose Data Source ScreenShot

Choose MS Access Database* then click OK

Then in the “Select Database” window, you will need to navigate to the:

TATEMS2005be.mdb

file in:

C:Program FilesTATEMS 2005

Or it will be in the :

C:Program Files (x86)TATEMS 2005

folder.

or on your network.

You can use the Drive at the dropdown at the bottom or the network button if needed .

And also check the box that says Read Only

Excel 2010 Data Other Data Sources Select Database Choose tatems2005be.mdb database-Screenshot

navigate to the TATEMS database file called tatems2005be.mdb click on it then click the Read Only check box

Joining Two Tables Together

Then you will be presented with the Query Wizard window and you can choose the columns inside the tables that store the info you are looking for. You usually want to expand the table called tblEquipment and choose the fields you need. In the srceen shot below I have selected: sEquipNum, sEquipDesc from tblEquipment and sLocation from another table called tlkpLocation.  So, if you need info like Location which is stored in another table called:

tlkpLocation

then navigate to the:

tlkpLocation table

and choose:

sLocation

Excel-2010-Data-Other-Data-Sources-Select-Microsoft-Query-Wizard-Choose-Columns-Screenshot

Select the fields from the tables you want to display and click next

The wizard will automatically join the 2 tables together so that the Location in this case will be linked to the proper piece of equipment. After you have chosen the columns to display then click next and on the following screen you can create your own criteria for the report.

Filter Data

On the next screen you will be able to filter the data if you want to.  If not just click next.  In the screen shot below I have selected the sLocation field then I chose equals from the first dropdown in the left column and once I selected that then the right hand column populates with the data I want to filter for. I will choose King City from the list in the screen shot below. You can also filter on multiple fields.  Once you have selected a field to filter by and created the filter you can move to another field and filter by that field.

Excel-2010-Data-Other-Data-Sources-Select-Microsoft-Query-Wizard-Filter-Data-Screenshot

Microsoft Query Wizard Filter Data Screen

Sort Order

Then click next and you can create your own sort order. You can sort by multiple fields, in order of importance. In the screen shot below I will just sort by the sEquipYear field as seen in the screen shot below.

Excel-2010-Data-Other-Data-Sources-Select-Microsoft-Query-Wizard-Sort-Order-Screenshot

Microsoft Query Wizard – Sort Order Screen Shot

Then click next and you can then choose to either return the data Microsoft Excel to view it or you can view the data and the query in the Microsoft Query window. If you are familiar with SQL then you can manipulate the query to suite your needs. I’ll choose the View data or edit query in Microsoft Query as selected in the screen shot below.

Excel-2010-Data-Other-Data-Sources-Select-Microsoft-Query-Wizard-Finish-Screenshot

Microsoft Query Wizard – Finish

Microsoft Query

You can now see the data you have selected and once in the Microsoft Query Window you can customize your query even further.

Excel-2010-Data-Other-Data-Sources-Select-Microsoft-Query-Query-From-MS-Access-Screenshot

 

For example you can set the names on the column headers to a more user friendly name by clicking on the column you want to rename and then click on Records->Edit Column.  I have slected the sEquipNum column to edit in the screen shots below and will change it from sEquipNum to Equipment #.

Excel-2010-Data-Other-Data-Sources-Select-Microsoft-Query-Query-From-MS-Access--Edit-Column-Screenshot

Microsoft Query Edit Column

 

Excel-2010-Data-Other-Data-Sources-Select-Microsoft-Query-Query-From-MS-Access--Edit-Column-Field-Column-Heading-Screenshot

Edit Column change sEquipNum to Equipment # then click OK

Excel-2010-Data-Other-Data-Sources-Select-Microsoft-Query-Query-From-MS-Access-After-Edit-Column-Heading-Screenshot

Column heading in Microsoft Query after changing sEquipNum to Equipment #

 

Once you have the query the way you want it you click on the little “exit door” icon at the top to return your data to Excel.

Excel-2010-Data-Other-Data-Sources-Select-Microsoft-Query-Query-From-MS-Access-Exit-Return-Data-To-Excel-Screenshot

Exit and return data to Excel

After you click the “return data to Excel” icon you will see the Import Data dialog popup and on that screen you just click OK

Excel-2010-Data-Other-Data-Sources-Select-Microsoft-Query-Query-From-MS-Access-Exit-Return-Data-To-Excel-Final-Import-Data-Screenshot

Import Data dialog after clicking Exit return data to excel.

I hope this gives you a basic idea how to create your own reports in Excel with your TATEMS data.

All The Best!

Marc