Pharmacy Affairs Branch. Website Database Downloads PUBLIC ACCESS GUIDE

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1 Pharmacy Affairs Branch Website Database Downloads PUBLIC ACCESS GUIDE From this site, you may download entity data, contracted pharmacy data or manufacturer data. The steps to download any of the three are essentially the same. The following detailed procedure outlines downloading entity data.

2 The Download Data Extract Screen will appear.

3 Download Data Extract Screen The user can define the parameters of the data that he\she would like to view; the screen provides three options for the user to download data: 1. They user can view a look up of the data. There is a restriction of the number rows that this option can return; it cannot exceed more than 50. The user is provided with the message Result set more that 50, please refine your search. The user can further refine the search parameters to make the result set less than The user can download the data as a delimited text file. There is no restriction on the output data for this option. 3. The user can download the data as a Microsoft Access 2000 file. There is no restriction on the output data for this option. The user can choose a simple query screen on the top of the page or an advanced query by including the additional parameters at the bottom of the screen.

4 In the advanced query options the User can select the Terminate Date provided the Participating is set to No. When the Participating is set Yes the Terminate Date option is disabled. The option ALL in the data parameters indicate that the data extract output will include the data which has the parameter value less than or equal to the current date. For example, if the Add Date is selected as ALL, the output result will include all the rows that are less than or equal to the current date. Download Data Extract Output Screen Lookup This is a sample output of the data extract screen for the lookup option. The data includes 340B ID, Entity Name, Organization, City and State. The uses can click on the 340B ID hyperlink to see the details of the entity. He can click on the link Back to Data Extract to return to the data extract screen. Download Data Extract Output Screen Text

5 If the user selected the text download format, the screen will appear with TEXT as the selected format. Click on Delimited Text File to display the results. If you would like to save the text file follow these steps: Click File on the Menu at the top and click SAVE AS. A dialog box will appear for you to designate where you would like the file saved and the file name (default File Name will consist of three numbers and the text extension, e.g., 197.txt). Click Save (For your convenience and sanity, make a note of the target file location: hard drive, directory structure and file name.) If you would like to import this text file into Excel for further analysis follow these steps: Open Excel. From the Menu select Data--Import External Data--Import Data. A dialog box will appear. Browse until you find the saved text file. Double click on the text file. The Text Import Wizard will appear by default, delimited is selected, click Next button. Under the Delimiters heading, click on Tab to unselect it and click on comma to select it, click Next button. Click Finish (accepting the default selection). On Import Data Dialog Box, Existing Worksheet is selected, click OK. You can now work with the file in Excel.

6 To save, click File on the Menu and Save. Specify file location and name and click Save. Download Data Extract Output Screen Access 2000 If the user selected the download format Access Database, the screen will appear with ACCESS 2000 as the selected format. Click on Access 2000 File to display the File Download Dialog Box. Please Note: If you have Access 97, you may need to download a text file, save the text file, and then import the file into your Access program. Importing into Access is similar to importing to Excel. File Download Dialog Box

7 If you select Open on the above dialog box, you may get the following message. If you get this message, click OK. Close Access. Click Access 2000 File and select Save option. A SAVE AS dialog box will open with the default name output for the access database file. Select Save (making note of file location and name.) A Download Dialog Box will appear.

8 You will get the following message when the download is complete. For your convenience and sanity, make a note of the file location in Download to: (hard drive, directory structure and file name) Select Open from the Download Complete Box and output.mdb will open. Click on the 340 Download Table to view the results.

9 PLEASE NOTE: If you have downloaded before from this site, you may get a dialog box similar to the one below. If you select yes, the old output file will be replaced with the new one. If you do not want the old output file replaced, select No. Rename file in the SAVE As dialog box, e.g., output1 and then click Save. This creates a new database file and does not overwrite the previous one. Close browser.

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