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Find Blank Records

Scripts to help keep your data tidy in Music Monitor

Overview

Despite our best efforts, sometimes we end up creating blank records in our files! These scripts will search for blank records and display them in a list for you to preview and then delete if desired.

These are a set of nine similar scripts, each to find blank records in a different file in Music Monitor. They are quick to run, and we recommend that you run each of them once a term, as part of your End of Term Procedures.

Run the Scripts

  1. Go to Common Tasks > General tidy-up

  2. One at a time, select each of the scripts labelled "Find Blank Records".

    • Each one is linked to a different file, shown in the File column, so you can see which records it will search for.

  3. If blank records are found, Music Monitor will display them in a list.

  4. In most cases, these blank records are errors and you will want to delete them.

    • If there are individual records among them that you do not wish to delete, edit them so they are not blank, then select the Eye icon on the right-hand end of the row to remove those records from the list.

    • When the list shows only the ones you wish to delete, select Useful Tools (but be careful) > DELETE found set.

  5. You will see a confirmation message which you must accept before the script goes ahead and deletes the records.

    Note: Deleting a record removes it immediately. Recovering it means re-entering the information — there's no built-in undo.

  6. Just close the window to return to the General Tidy-Up list and run the next script.

How it Works

Each script is customised to find the records that are most likely to be erroneous in its respective file. The table below shows what search is conducted in each file.

File

The Find Blank Records script searches for:

Contacts

Records that are blank in First Name, Last Name, AND Company Name

Ensembles

Records that are blank in Ensemble Name

Exams

Records that are blank in Exam Session OR Exam Subject

Excursions

Records that are blank in Excursion Name

Loans & Hire

Records that are blank in Category 2 OR First Name

Resources

Records that are blank in Category 2 AND in Ref No

Student Accounts

Records that are blank in Amount

Students

Records that are blank in First Name AND Last Name

Tuition

Records that are blank in Lesson Type

  • Note: If you create tuition enrolment records with no Lesson Type as a way of managing a Waiting List, you may not benefit from running this script, as it will find all of your waiting enrolments, and you do not want to delete them.

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