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PC-FILE+ (TM)
USER'S GUIDE
Version 1.0
ISBN 0-922692-11-4
ButtonWare, Inc.
P.O. Box 5786
Bellevue, WA 98006
(c) Copyright 1982-1987 by Jim Button
All Rights Reserved.
(C) COPYRIGHT 1982-1987 BY JIM BUTTON
(C) COPYRIGHT 1984-1987 BY BUTTONWARE, INC.
ALL RIGHTS RESERVED
No part of this manual may be reproduced, transmitted,
transcribed, stored in a retrieval system, or translated
into any language, natural or computer, in any form or by
any means, without the prior permission of ButtonWare.
The software described in this manual is protected by Copyright
laws. The software may be used or copied only in accordance
with the terms outlined in the chapter "Restricted Permission
to Copy", which begins on page 229.
Information in this manual is subject to change without
notice and does not represent a commitment on the part of
ButtonWare, Inc.
ButtonWare may make improvements and/or changes in this
manual or in the product(s) and/or the program(s) described
in this manual at any time.
This product could include technical inaccuracies or
typographical errors. Changes are periodically made to the
information herein; these changes may be incorporated in new
editions of the publication.
PC-FILE, PC-FILE III, PC-FILE/R, AND PC-FILE+
ARE TRADEMARKS OF BUTTONWARE, INC.
i
PHONE NUMBERS
(800)J-BUTTON
Toll free order line
All 50 states except Washington
Does not include Canada
(206)454-2629
BUTTON-NET Bulletin Board
and Technical support
Hours of operation:
■ Technical support hours are
9 a.m. to 3 p.m. Pacific time
(Monday through Friday)
■ Bulletin Board (modem access)
is continuous (all other hours)
(206)454-0479
ButtonWare business line
9 a.m. to 5 p.m. Pacific Time
(Monday through Friday)
ii
TABLE OF CONTENTS
INTRODUCTION
1.0 GENERAL INFORMATION.............................. 3
2.0 SOME DO-NOTS..................................... 7
3.0 SOME DEFINITIONS................................. 9
BEFORE YOU START
4.0 CONVERTING YOUR DATABASES........................ 13
4.1 PC-File III Version 2.0 and Earlier............ 13
4.2 Encrypted Databases............................ 14
4.3 Other Conversion Considerations................ 14
4.4 Downward Compatibility......................... 15
5.0 INSTALLING PC-FILE+.............................. 17
5.1 Installing on a Floppy Disk.................... 17
5.2 Installing on a Hard Disk...................... 18
5.3 Your CONFIG.SYS file........................... 20
5.4 Configuring PC-File+........................... 20
6.0 "TEACH" MODE..................................... 21
7.0 SPECIAL KEYS WHEN TYPING......................... 23
8.0 SELECTING FILES AND FIELDS....................... 29
8.1 Selecting Files................................ 29
8.2 Selecting Fields............................... 29
9.0 USING THE BUILT-IN EDITOR........................ 31
9.1 What You See On The Screen..................... 31
9.2 Moving the Cursor and Scrolling................ 32
9.3 Function Keys.................................. 33
9.4 Other Keys..................................... 34
9.5 Keying in special ASCII characters............. 34
USING PC-FILE+
10.0 STARTING PC-FILE+............................... 37
11.0 DEFINING YOUR DATABASE.......................... 39
11.1 The FAST Method............................... 41
11.2 PAINTing Your Input Screen.................... 42
11.3 Guidelines.................................... 44
11.4 Field Lengths................................. 44
11.5 Field Names................................... 45
12.0 THE MASTER MENU SCREEN.......................... 47
13.0 ADDING RECORDS TO YOUR DATABASE................. 49
13.1 Entering the Data............................. 49
13.2 The DUPE Keys................................. 49
13.2.1 Record Duplication........................ 49
13.2.2 Field Duplication......................... 50
13.3 The Memorize Keys............................. 50
14.0 FINDING A RECORD................................ 51
14.1 (B) Beginning of file......................... 51
14.2 (E) End of file............................... 52
14.3 (N) Next sequential record.................... 52
14.4 (P) Previous record........................... 52
14.5 (R) Relative record number.................... 52
14.6 (+) Browse forward in file.................... 53
14.7 (-) Browse backward in file................... 53
14.8 Browsing - in general......................... 53
14.9 (S) Search for data (find).................... 54
14.9.1 Simple search............................. 55
14.9.2 Complex search............................ 57
14.10 After The Record is Found.................... 59
15.0 MODIFYING A RECORD.............................. 61
16.0 DELETING A RECORD............................... 63
17.0 SORTING THE DATABASE INDEX...................... 65
17.1 Defining the Sort............................. 65
17.2 Random Sort Fields............................ 68
17.3 Roman Numeral Sort Fields..................... 68
17.4 :p............................................ 68
18.0 PRINTING REPORTS................................ 69
18.1 Creating Report Formats....................... 69
18.1.1 Page Format............................... 70
18.1.2 Row Format................................ 70
18.1.3 Free Form................................. 72
18.1.4 Commands.................................. 77
18.2 Printing Reports.............................. 84
18.2.1 Output Device............................. 84
18.2.2 Number of Copies.......................... 84
18.2.3 Detail Lines.............................. 85
18.2.4 Subtotal Breaks........................... 85
18.2.5 Left Margin............................... 86
18.2.6 Page Length............................... 86
18.2.7 Print Size................................ 87
18.2.8 Blank Lines and Spaces.................... 87
18.2.9 Flip Data................................. 88
18.2.10 Selected Records......................... 89
18.2.11 Final Output............................. 89
18.3 Advanced Report Techniques.................... 89
18.3.1 Quick Complex Reports..................... 89
18.3.2 Printer Control Codes..................... 90
18.3.3 Mailing Labels............................ 90
19.0 USING THE LETTER WRITING FEATURES............... 93
19.1 Creating your Letter.......................... 93
19.2 The Mail Merge Commands....................... 95
19.3 An Example Letter............................. 97
19.4 Printing Letters.............................. 99
19.5 Doing Letters With Your Own Word Processor.... 99
20.0 PRINTING MAILING LABELS......................... 101
20.1 Running PCLABEL............................... 101
20.2 Recalling Previously Saved Defaults........... 102
20.3 Special Escape Codes for Printer.............. 102
20.4 Setting Up your Label Sheet Format............ 102
20.5 Position Labels Sheet in Printer.............. 105
20.6 Print Labels.................................. 106
20.7 PC-File Source Data........................... 106
20.8 Entering Punctuation and Constants............ 107
20.9 Completing the Label definition process....... 109
20.10 Save Label Setup Information to a File....... 110
20.11 Comma Delimited Source File.................. 110
20.12 Pure ASCII Labels Source File................ 111
20.13 PC-Type+ Mail Merge Label Source File........ 111
20.14 Invocation Parameters........................ 111
21.0 ENDING / CHANGING TO A DIFFERENT DATABASE....... 113
ADDITIONAL FEATURES
22.0 ALTERING A FIELD NAME, MASK, CONSTANT, OR CALC.. 117
22.1 Field Name.................................... 118
22.2 Edit Mask..................................... 119
22.3 An Automatic Field............................ 120
22.3.1 For Adding or Modifying Only.............. 120
22.3.2 Automatic - with Edit Mask................ 121
22.4 A Calculated Field............................ 121
22.5 A Relational Field............................ 122
22.6 A Constant.................................... 123
23.0 SETTING UP THE SMART KEYS....................... 125
23.1 Memorizing Smart Key Keystrokes............... 125
23.2 Editing or Changing existing Smart Keys....... 126
24.0 PASSWORDS AND SECURITY.......................... 129
25.0 CONFIGURING YOUR SYSTEM - USING PROFILE FILES... 133
25.1 Profile Overview.............................. 133
25.2 Creating or Modifying a Profile............... 134
25.2.1 Changing the Screen Colors................ 135
25.2.2 File Specification Defaults............... 136
25.2.3 Miscellaneous Configuration Options....... 137
25.2.4 Changing the Printer Defaults............. 138
25.2.5 Passwords................................. 140
25.2.6 /KEYIN - Keystrokes to Run at Startup Time. 141
25.2.7 Snapshot Mailing Labels................... 141
25.3 Saving the Profile............................ 142
25.4 Using a Text Editor to Modify Profile Files... 143
25.5 Profile Commands on the DOS Command Line...... 143
25.6 Configuration Commands Summary................ 143
26.0 USING THE UTILITIES............................. 145
26.1 File Maintenance - Copy, Delete, Rename....... 145
26.1.1 Copy a file............................... 146
26.1.2 Delete a file............................. 147
26.1.3 Rename a file............................. 147
26.2 Define or modify your configuration or profile files. 148
26.3 Modify the Smart Keys......................... 148
26.4 Modify a field name, mask, constant or calculation. 149
26.5 Clone - Change the current database definition. 149
26.6 Export and Import............................. 149
26.7 Checking for Duplicate Records................ 149
26.8 Un-deleting Deleted Records................... 152
27.0 GLOBAL MODIFY AND DELETE........................ 153
28.0 PC-FILE+ AND OTHER PROGRAMS..................... 157
28.1 Exporting your Database....................... 159
28.2 Importing Data................................ 163
28.3 Merging Two Databases Together................ 165
29.0 CHANGING YOUR DATABASE DEFINITION - CLONING..... 169
29.1 Delete a field................................ 170
29.2 Add a field................................... 170
29.3 Change a field length......................... 171
29.4 Rearrange fields.............................. 171
29.5 Sequencing fields............................. 171
29.6 Where will the data come from?................ 171
29.7 Modifying the Data Entry Screen............... 172
29.8 The Name of the Cloned Database............... 173
30.0 SPLITTING AND JOINING FIELDS.................... 175
31.0 SNAPSHOT MAILING LABELS......................... 177
31.1 The Snapshot Definition....................... 177
31.2 Using the Snapshot Label Feature.............. 178
31.3 An Example of a Snapshot Mailing Label........ 178
31.4 Printing to a Disk File....................... 179
31.5 Imbedding blank lines and spaces.............. 179
MISCELLANEOUS INFORMATION
32.0 BACKING UP YOUR DATABASE........................ 183
32.1 Using the DOS COPY command.................... 183
32.2 Using the DOS BACKUP program.................. 183
32.3 Using PC-File+'s COPY Features................ 184
32.4 Using the PC-File+ EXPORT capability.......... 184
33.0 USING PCFIX..................................... 187
33.1 When to Run PCFIX............................. 187
33.2 How to Run PCFIX.............................. 187
33.3 What Happens During PCFIX..................... 188
33.4 Stopping PCFIX................................ 189
34.0 IF YOUR DATABASE GETS DAMAGED................... 191
35.0 CALCULATING DISK STORAGE SPACE.................. 193
36.0 TIPS AND TECHNIQUES............................. 195
36.1 Reorganizing the Database..................... 195
36.2 TopView and Windows........................... 196
37.0 THE PC-CALC PC-FILE CONNECTION.................. 197
38.0 THE PC-TYPE+ PC-FILE CONNECTION................. 199
APPENDIX A. ERROR MESSAGES........................... 201
APPENDIX B. A FEATURES CHECKLIST..................... 205
APPENDIX C. WRITING YOUR OWN PROGRAMS................ 209
APPENDIX D. COMPARISON OF PC-FILE PRODUCTS........... 215
APPENDIX E. THE FILES ON YOUR DISKS.................. 217
APPENDIX F. FREQUENTLY ASKED QUESTIONS............... 221
APPENDIX G. WHEN YOU NEED TECHNICAL SUPPORT.......... 225
APPENDIX H. PC-FILE+ QUICK REFERENCE CARD............ 229
RESTRICTED PERMISSION TO COPY........................ 235
BUSINESS USE, PRODUCTIVE USE....................... 235
INDIVIDUALS AND COMPUTER CLUBS..................... 235
EDUCATIONAL INSTITUTIONS........................... 235
NO RENTING OR LEASING.............................. 236
EXTRA COPIES, EXTRA MANUALS........................ 236
USER RESPONSE FORM................................... 237
USER PROFILE....................................... 239
IMPROVEMENTS WANTED................................ 240
INTRODUCTION
1.0 GENERAL INFORMATION
Congratulations on your purchase of PC-File+, and welcome to
the ButtonWare family! PC-File+ is a general purpose Data
Base Manager program. It combines maximum power with
extreme ease of use. With PC-File+ you can easily create
and maintain databases on your computer, and produce printed
reports from all of your stored data.
You can use PC-File+ for all kinds of tasks:
■ Maintain mailing lists and print mailing labels, 1-up or
multi-up.
■ Write letters and send customized mailings to selected
individuals from your database.
■ Maintain price lists.
■ Maintain telephone or name and address directories.
■ Keep various types of inventory records.
■ Build personnel databases.
■ Keep customer lists.
■ Build and maintain databases to be exported for use by
other programs, such as VisiCalc, Multiplan, 1-2-3,
WORD, and MailMerge.
■ Import files from other programs into the PC-File+
format.
■ and many other tasks.
PC-File+ allows you to assign several different passwords to
each database. In this way, you can restrict unauthorized
people to only certain types of operations in the database.
PC-File+ will allow you to sort your data into almost any
sequence.
It allows rapid access to any record in the database.
Sophisticated search techniques allow comparison searches,
soundex searches, wildcard searches, or "scan across"
searches on any field in the record.
You can print out reports from your database, listing all or
some of the fields, from all or some of the records, in many
different sequences, with subtotals and totals. Report
fields can be calculated based on information from other
fields in the database. Report fields can even be extracted
from other databases. Reports can be sent directly to your
video screen, to your printer, or to disk for later use with
your word processor or other programs.
You can create new databases from existing databases. The
new database can be in a different format, and can be a
3
General Information
____________________________________________________________
subset of the database from which it was "cloned". New
fields can be added, old fields can be deleted, field
positions can be rearranged, and field sizes can be
lengthened or shortened.
You can merge together two databases. Databases can thus be
created and maintained on separate PC's, then combined when
desired into a "master" database.
You can write letters using the built-in letter writing
capabilities, or use your own word processor. Then merge the
letters using the merge feature which is built into PC-File+
with selected data from your database to produce customized
mailings.
Above all else, PC-File+ is EASY! Many people can use it
with no training or instructions. Please read this manual
carefully, however, if you want to pick up the extra fine
points of the program. The author has steadfastly refused
to make any additions to PC-File+ which would make it more
difficult to use.
Any suggestions which you have for improving this program
will be thoughtfully considered.
PC-File+ contains powerful features, including many not
normally found in other database programs. Here is a brief
overview of what you'll be learning about and using:
■ Customized data entry screens. PC-File+ allows you to
"paint" your own data entry screen, placing the fields
where you would like them to appear. Additional text
can also be included.
■ Relational capabilities. You can pull together
information from any number of other PC-File databases
for use in the current one.
■ Letter writing capabilities. PC-File+ contains built-in
letter writing and mail merge capabilities for merging
information from any database into your letters,
reports, and documents.
■ Calculations can be done on fields in the database, and
the answers can be used to update other fields in the
database, or in printed reports. Nested calculations
permitted.
■ Pop-up help screens. The help is context sensitive. That
means the help you get refers to the specific question
being asked.
4
General Information
____________________________________________________________
■ Complete DOS subdirectory support.
■ Four methods for defining reports, including one to
"paint" the output format. You can save your report
formats, and even edit them at a later time, to make
corrections or changes.
■ Smart Keys (sometimes called macros).
■ Special (proprietary) disk writing techniques are used to
guard against accidental loss of data.
■ A browse feature to view 20 records at a time, with the
ability to scroll left or right to see all fields in
each record.
■ Multi-level password protection.
■ Every field in your database is indexed. You don't have
to arbitrarily select a few of them to be indexed.
■ Soundex search on any fields.
■ Generic search on any fields.
■ Imbedded search on any fields.
■ Wildcard search on any fields.
■ All of these search types can be done in any combination,
simultaneously.
■ Searches can be done on up to 70 fields simultaneously.
■ Global modify or delete on any combination of fields,
including a portion of a field.
■ User defined data types. You can define the valid input
characters for any field.
■ The date and time or other data of your choice can be
automatically entered for you into fields in your
database.
■ Sort on any fields, mixed ascending/descending. Random,
roman numeral, and Soundex sorts are also supported.
■ Select (for printing) on any fields with boolean "and/or"
comparisons.
■ Print mailing labels, one-up or multi-up.
5
General Information
____________________________________________________________
■ Print a Snapshot while viewing a record. This feature
lets you print mailing labels and special reports on
demand.
■ A "flip data before printing" character is provided.
■ Import and export data in many different formats.
■ Menus, prompts, and context sensitive help screens aid
you every step of the way.
You'll be using PC-File+ in its basic form very quickly.
The advanced features will be there for you to discover
later, as your confidence in this very powerful tool grows.
If you re-read this manual every few months, you'll be
rewarded each time with some newly discovered capabilities.
PC-File+ runs perfectly on all of the IBM series of personal
computers, all compatible, and most "nearly compatible"
computers. It's designed to work with any printer.
PC-FILE+ REQUIRES A 384K OR LARGER MS-DOS COMPUTER WITH TWO
DOUBLE SIDED DISK DRIVES OR ONE DOUBLE SIDED DISK DRIVE AND
A HARD DISK, AN 80-COLUMN DISPLAY, AND MS-DOS OR PC-DOS
VERSION 2.0 OR LATER.
6
2.0 SOME DO-NOTS
■ DO NOT use PC-File+ until you've at least browsed through
this manual.
■ DO NOT forget to make regular backup copies of your
database.
■ DO NOT ever remove the data disk until you have
completely ended the program through the normal "Quit"
sequence.
■ DO NOT remove the PC-File+ disk during program operation
unless requested to do so by the computer.
7
Some Do-Nots
____________________________________________________________
8
3.0 SOME DEFINITIONS
Before you get too far into this manual, you might find some
definitions of basic database terminology to be helpful.
Byte
A single character of information. Each time you press
a key on the keyboard, one byte goes into the computer -
taking up one space in memory and, ultimately on your
data disk.
Field
A meaningful piece of information (made up of one or
more bytes), which is something you want to keep track
of. Examples of fields are: a date, a name, a dollar
amount.
Record
The collection of fields that describes one individual
entity in your database. For example: if your database
is a name & address file, the fields might be "name",
"phone", "street", "city", "state", and "zipcode". Each
record in your database will contain these fields, and
will describe one person.
Database
The collection of all the individual records which you
are keeping on file. For our purposes, a different
database exists for each of the types of things you are
keeping track of. You might have a name & address
database, a personal inventory database, and a library
database.
Relational database
A database that has data which is common to the data in
another database. Two databases containing some of the
same company information would be an example. You can
save time by pulling in current information about
companies or employees from other relational databases.
Thus you eliminate entry errors and keep all records up
to date.
9
Some Definitions
____________________________________________________________
10
BEFORE YOU START
4.0 CONVERTING YOUR DATABASES
If you're a new user of PC-File and have NO pre-existing
PC-File databases, please skip to the next chapter -
"Installing PC-File+."
PC-File+ is a MUCH improved version of the popular PC-File
III and PC-File/R programs. It's faster. It's easier to use.
It's far more powerful. Every attempt was made to keep
PC-File+ compatible with your existing databases. However,
some changes had to be made in the way things are defined in
order to give you an enhanced product.
Many of your databases will be directly useable by PC-File+.
Some of your databases may require changes. This information
is provided to help you determine where changes may be
required.
4.1 PC-FILE III VERSION 2.0 AND EARLIER
Starting with PC-File III version 3.0, the structure of the
database index was changed to allow for a maximum of 32,767
records per database. PC-File+ uses the same database
indexing methods as PC-File III version 3.0, version 4.0,
and PC-File/R - and even allows twice as many records -
65,533.
This means that old databases may not run directly with
PC-File+. If you have any databases which were created
PRIOR TO VERSION 3.0 of PC-File III which haven't yet been
converted, you must do a conversion to each of the old
databases before PC-File+ can use them.
The conversion is not difficult. Just follow the
instructions below to get each database converted. An extra
benefit is that the index of your newly converted database
will often take up less space on the disk than the index of
the old database. It should never take up more space.
1. Bring up DOS the way you usually do.
2. Put your new PC-File+ utility diskette (disk 2) into the
A disk drive.
3. Type A: then press the (Enter) key.
4. Type PCFIX then press the (Enter) key.
5. At this point, you can put your database diskette into
the A or B disk drive, or no action required if
your database is on the hard disk.
13
Converting Your Databases
____________________________________________________________
6. Now, answer the questions from the PCFIX program.
You'll tell it which drive contains the database. Then
you'll give it a path and the name of the database. You
will also have the option to remove deleted records, if
you wish. After that, the conversion will be done for
the database which you named.
7. Repeat steps 4 through 6 for each of your old databases.
4.2 ENCRYPTED DATABASES
PC-File+ does not allow databases to be encrypted. This
feature was dropped because of our inability to help users
reconstruct their database when they forgot the password.
If you have databases which were encrypted by an older
version of PC-File, you need to decrypt them. There are
three ways to do this:
Method 1
Run the PCDECODE program which is provided with
PC-File+. This is a standalone program, which you run
directly from DOS. It will not do anything to your
original (encrypted) database. It just reads it in,
decrypts it, and creates a new (second) database which
can be processed with PC-File+.
Method 2
Using the older version of PC-File, "export" the
database. Then using PC-File+, "import" it. Probably
the best export/import format to use for this would be
"compressed", as it takes up the least amount of space.
Method 3
Using the older version of PC-File, clone the database
into a new, non-encrypted one.
4.3 OTHER CONVERSION CONSIDERATIONS
The Smart Key specifications have changed. Smart Keys which
were set up with earlier versions of PC-File may have to be
redone. Please read the section on Smart Keys.
Report formats will all have to be completely redone.
PC-File+ uses an entirely different type of report format.
To help you do this, we've made defining reports easier than
ever before.
Calculated fields may have to be redone. This is because
14
Converting Your Databases
____________________________________________________________
old versions of PC-File calculated in a pure left to right
sequence. PC-File+ uses a "priority of operations" method of
calculating, and permits nesting of calculations with
brackets. This means that some of your answers may be
calculated differently.
Edit masks containing relational field definitions will have
to be modified. The relational definition now includes an
"at sign", @ , before the first field name. You will need
to add the @ sign to each relational definition. Please
read the section on Relational fields.
4.4 DOWNWARD COMPATIBILITY
Database layouts created with this version of PC-File+ will
usually NOT be downward compatible with previous versions of
PC-File. That means you can't create a new database with
PC-File+ and then use the database with older versions of
PC-File.
15
Converting Your Databases
____________________________________________________________
16
5.0 INSTALLING PC-FILE+
NOTE: When we ask you to type something at the keyboard, we
usually identify the characters to be typed in underlined
letters like this: TYPE-ME.
5.1 INSTALLING ON A FLOPPY DISK
If you have a hard disk on your computer, please skip to the
section "Installing on a Hard Disk."
You should make a copy of your PC-File+ disk before doing
anything else. The new copy will serve as your operating
diskette, and you can store the original distribution
diskette for safe keeping.
Assuming that you have a two-drive system, these are the
steps that you should follow.
1. Put your DOS system diskette in the A drive and an
empty diskette in the B drive. The diskette in the B
drive will become your new PC-File+ operating diskette.
2. If you don't see the normal DOS prompt on your screen,
then boot-up DOS in the usual manner. If you don't yet
know how to do this, please return to your DOS manual
for further reading.
3. Make sure that you are logged onto the A drive. To do
this, type A: and press (Enter).
4. Format the diskette in the B drive as a system
diskette and place COMMAND.COM onto it. This is done by
typing:
FORMAT B:/S
5. Next, remove the DOS diskette from the A drive and
replace it with the PC-File+ distribution diskette
number one.
6. Copy the PC-File+ programs to the B disk. Do this by
typing:
COPY A:PCF.EXE B:
COPY A:PCF.HLP B:
COPY A:PCF.PIF B:
COPY A:PCFILE.PRO B:
17
Installing PC-File+
____________________________________________________________
NOTE: You only have to copy PCF.PIF if you will be
using PC-File+ with Topview or Windows.
NOTE: If you don't include PCF.HLP on your operation
disk, then you won't have the pop up help screens
available while using PC-File+.
7. Remove the disk from the B drive and label it as your
"PC-File+ operation" diskette.
8. Remove the PC-File+ distribution diskette number one
from the A drive. Place the PC-File+ distribution
diskette number two in your A drive.
9. Insert a new diskette in the B drive. Format this
disk by typing:
FORMAT B:
10. Copy the PC-File+ files to your B drive. Do this by
typing:
COPY A:*.* B:
11. Store your PC-File+ distribution diskettes in a safe
place.
5.2 INSTALLING ON A HARD DISK
If you don't have a hard disk on your computer, please skip
over this section.
To install PC-File+ on your hard disk, please perform the
following steps.
1. Make sure that you booted up with DOS in the normal
fashion.
2. You should see the DOS prompt before you continue with
this procedure.
3. Make sure that you are logged on to your hard disk. For
example, if your hard disk is drive C, you should see a
DOS prompt that looks something like this:
C>
4. Change directories, into the root directory. You do this
by typing:
18
Installing PC-File+
____________________________________________________________
CD \
5. Make a subdirectory where you would like the PC-File+
programs to reside. If you already have a subdirectory
in mind and it already exists, skip this step.
Otherwise, type:
MD \PCF
NOTE: The above example assumes that you want the name
"PCF" for your subdirectory. If you have some other name
in mind, you can substitute your name for the word "PCF"
in the above example, and in the other commands which
follow.
6. Change directories into the subdirectory which will
contain your PC-File+ programs. Do this by typing:
CD \PCF
7. Place the PC-File+ distribution diskette number one in
your A drive.
8. Copy the PC-File+ files to your subdirectory on the hard
disk. Do this by typing:
COPY A:*.*
9. Remove the PC-File+ distribution diskette number one.
Place the PC-File+ distribution diskette number two in
your A drive.
10. Copy the PC-File+ files to your hard disk. Do this by
typing:
COPY A:*.*
11. Store your PC-File+ distribution diskettes in a safe
place.
NOTE: If you place the PC-File+ subdirectory on the DOS
"path", then you'll be able to run PC-File+ from anywhere on
your hard disk. This means you won't have to change into the
PC-File+ subdirectory each time you want to run PC-File+.
Instead, whenever you type PCF, DOS will find PC-File+ and
run it for you. If you don't understand what a path is or
how to use it, please study the PATH command in your DOS
manual.
19
Installing PC-File+
____________________________________________________________
5.3 YOUR CONFIG.SYS FILE
PC-File+ opens several different files, including your
database files, sort work files, etc. You need to make
allowances for the number of files to be opened before using
PC-File+.
Use your text editor or word processing program to insert
the following line in your CONFIG.SYS file:
FILES=20
If FILES is set to a number less than 20, you may have
trouble when sorting a large database, or when using
relational lookups. You can set FILES to a larger number if
you wish.
For more information on the FILES command and the CONFIG.SYS
file, please refer to your DOS manual.
5.4 CONFIGURING PC-FILE+
PC-File+ is distributed to be used on an IBM PC or PC
compatible, with an IBM or Epson compatible printer, and a
monochrome monitor. This configuration will be satisfactory
for most users.
If you need to change the configuration before starting
PC-File+, please see the section "Configuring Your System -
Using Profile Files".
20
6.0 "TEACH" MODE
A fun way to learn all about PC-File+ is to put it into
"teach mode."
When PC-File+ is in teach mode, it will always show
information from the help menus at the same time it asks a
question. This keeps you from having to press (Alt)H again
and again.
After you read each individual help screen, you can press
(Enter) and then respond to the question being asked.
Reading the help screens is a very good way to learn about
PC-File+. You are actually reading the information in
context. You see the response being asked for, and at the
same time you see information designed to help you answer
the question. For people who shun books, this may be the
best way to learn about the program.
To put PC-File+ into teach mode, just go to the Master Menu
screen and then press T or press (Alt)F8.
When you're ready to get out of teach mode, go back to the
Master Menu screen and press T again.
21
"Teach" Mode
____________________________________________________________
22
7.0 SPECIAL KEYS WHEN TYPING
PC-File+ is designed to work with you, NOT against you.
Often, PC-File+ will provide an assumed answer for you in
the input area. This is intended to save you some
keystrokes, while making the program easier to use. If the
assumed answer is correct, all you need to do is press the
(Enter) key. If the assumed answer is incorrect, type in
the correct reply.
One feature of PC-File+ that you're sure to find handy is
the HELP key.
The (Alt)H combination has been set aside as a special help
key. When you're in doubt about what to do or how to answer
a question, just press and hold the (Alt) key, then type H
A help window will pop up. This window will contain
information designed to assist you with a particular area of
PC-File+. The help screens are context sensitive. They will
display the correct information and some tips for whatever
area of the program is in use.
You will find that just about all of your questions can be
answered by using the pop-up help screens. That means you
have a mini version of the manual right there on the screen.
If you need to move the help window out of the way while
viewing it, use the arrow keys on your numeric keypad. The
window can be moved up, down, left, and right to reveal any
information it may be covering.
After you've read the help message press any key (except the
arrow keys) to remove the window.
Most windows, like the help window, are moveable. The arrows
on the upper bar of the window tell you which directions the
window can be moved.
Whenever you're prompted to enter data or commands, certain
keys have special significance.
Left Arrow
The left arrow on the numeric keypad will move the
cursor one position to the left.
23
Special Keys When Typing
____________________________________________________________
Right Arrow
The right arrow on the keypad will move the cursor one
position to the right.
Up Arrow
The up arrow will move the cursor to the field above the
current one. If there are no fields above, it will move
to the bottom field.
Down Arrow
The down arrow will move the cursor to the next field
below the current one. If there are no fields below, it
will move to the top field on the screen.
(Del) - Delete
The (Del) key will delete the character at the cursor,
and fill in the spot with the characters to the right.
Backspace - Delete
The backspace key will delete the character to the left
of the cursor, and fill in the spot with the characters
to the right.
(Ctrl)B
You can use the (Ctrl)B combination to blank all data
from the cursor to the right end of the field. Hold
down the (Ctrl) key, and press B.
(Ins) - Insert
The (Ins) key will place the computer in insert mode.
This is signaled by a change in the shape and size of
the cursor. The cursor becomes a large solid rectangle.
While in insert mode, each new character that you type
will be inserted at the cursor location. Other
characters will be moved over to the right to make room
for the new character. If you press the (Ins) key
again, you'll be taken out of insert mode and back into
normal overtype mode. You also are taken out of insert
mode when you move the cursor out of the current field.
(Home)
The (Home) key will move the cursor to the far left of
the field.
(End)
The (End) key will move the cursor to the right of the
last character in the field.
(PgUp)
The (PgUp) key will move the cursor to the first input
field on the screen. When browsing the database, it
will move up one screenful of records in the database.
24
Special Keys When Typing
____________________________________________________________
(PgDn)
The (PgDn) key will move the cursor to the last input
field on the screen. When browsing the database, it
will move down one screenful of records in the database.
(Enter)
The (Enter) key will move the cursor to the next field
down on the screen. If there's only one field, as in a
question that only requires a single answer, then the
(Enter) key will also "enter" the data for you - as if
you pushed (F10). See (F10) below.
Tab Key
The (Tab) key will move the cursor to the next field on
the screen. When in browse mode, the tab key will move
the browse window one field to the right.
Shift-tab, Backward-tab
The "backward-tab", or (Shift)(Tab) key will move the
cursor to the previous field on the screen. When in
browse mode, the backward-tab key will move the browse
window one field to the left.
(F10) - Accept
The (F10) key will always cause all of the data on the
screen to be accepted as "finished input."
Some computers don't have function keys, so a means is
provided for these keyboards to simulate the (F10) key.
Hold down the (Ctrl) key and type A. This is called
(Ctrl)A and will cause the program to pretend that (F10)
was pushed.
(Ctrl)D - Duplicate Record
There is a record duplication key for use when adding
records to the database. If you press (Ctrl)D, all of
the data from the previously viewed record will be
duplicated (copied across) onto the screen. Then, it's a
simple matter to change only the fields that are
different.
(Ctrl)F - Duplicate Field
There is a field duplication key key for use when adding
or modifying records. If you move the curser into a
field and press (Ctrl)F, the data from the same field in
the previous record will be copied into the field for
you, as if you had keyed it in.
(Ctrl)R and (Ctrl)W
There are two keys which provide a "read into memory"
and a "write from memory" function. This is a useful
feature (in addition to the Dupe keys) for data you will
25
Special Keys When Typing
____________________________________________________________
enter often. It's a real asset when it comes to
replicating data into a large field which isn't linked
to your previous entry. It's also very useful for moving
data from one field to a different one in the same
record.
(Ctrl)R - Read into Memory
The "read into memory" key memorizes the information in
the current field. To use it, hold down the (Ctrl) key
and type R. When you press (Ctrl)R, all the data in the
field where the cursor is located will be read into the
computer's memory. The data stays in memory and can be
re-used again and again until replaced by another
(Ctrl)R operation. Then, you can move the cursor to any
other field and activate the "write from memory" key.
(Ctrl)W - Write from Memory
The "write from memory" key is (Ctrl)W. Each time you
press (Ctrl)W the data previously memorized (with the
(Ctrl)R command) will be entered into the field for you.
(Esc) - Escape
(Esc) cancels the current operation. It can get you out
of most problem situations. Sometimes you'll get into a
part of the PC-File+ program you wish you weren't in!
(You may have pushed the wrong Function Key, for
example). At these times, you may push (Esc) to get
back to the Master Menu screen.
Tilde - Flip Data
The "tilde" character (it looks like this ~ ) on the
keyboard is the "flip data" character. When a field
with the flip data character is printed, all data after
the tilde is reversed with the data in front of the
tilde. That means "Jones~Bill" will print as "Bill
Jones".
The flip data feature is provided so you can create
fields with last names in front of first names (so that
they sort correctly on the last name) and still print
out nicely. By combining last name and first name into
one field, you can usually save space (and a field) in
the database.
(Ctrl)L - Snapshot Label
The Snapshot Label key is (Ctrl)L. Pressing (Ctrl)L
while viewing a record on the screen will cause selected
information to be printed for that record. You must
hold down the (Ctrl) key and type L. The Snapshot
format must have been previously defined in your profile
file. See the section "Snapshot Mailing Labels."
26
Special Keys When Typing
____________________________________________________________
(Alt)Y - Smart Key memorize mode
Macros (Smart keys) are very easy to set up and use.
See the section entitled "Setting up the Smart Keys."
Pressing (Alt)Y tells PC-File+ to start memorizing your
keystrokes. All of your keystrokes will be remembered
until you press (Alt)Y a second time. The second time
you press (Alt)Y, the keystrokes you memorized will be
saved away for future use as a macro.
(Alt)D - Drop to DOS
The (Alt)D combination means drop to DOS. This means
that at any time you're using PC-File+, you can
temporarily suspend what you're doing, perform a DOS
command, and resume where you left off.
27
Special Keys When Typing
____________________________________________________________
Here's a summary chart of the keys and their functions.
____________________________________________________________
KEY FUNCTION
--- ----------------------------------
(Alt)D drop to DOS
(Alt)H HELP
(Alt)Y Smart Key memorize on/off
backspace delete character to the left of the cursor
(Ctrl)A accept data
(Ctrl)B blank right, to end of field
(Ctrl)D duplicate all of previous record
(Ctrl)F duplicate field from previous record
(Ctrl)L print a Label (Snapshot)
(Ctrl)R read into memory
(Ctrl)W write from memory
(Del) delete the character at the cursor
down arrow move cursor to following field or line
(End) cursor right, past last significant character
(Enter) move cursor to next field
(Esc) cancel this operation
(F10) accept data
(Home) cursor left, to start of field
(Ins) Insert mode (toggle)
left arrow move cursor left 1 position
(PgDn) cursor to last input field on screen, or
page down (in browse mode)
(PgUp) cursor to first input field on screen, or
page up (in browse mode)
right arrow move cursor right 1 position
tab move cursor to next field, or
move browse window one field to the right
tab left move cursor to prior field, or
move browse window one field to the left
tilde (~) the flip data character
up arrow move cursor to preceding field or line
------------------------------------------------------------
Understanding how to use these keys in PC-File+ has a direct
impact on how effectively you can utilize most aspects of
the program. Most of this information is contained in
various pop-up help screens.
28
8.0 SELECTING FILES AND FIELDS
PC-File+ allows you to use several different methods to
select a file or field. You can use the method you like
best. The results will be the same.
8.1 SELECTING FILES
There are various times when you need to tell PC-File+ which
file to use. When you start PC-File+, you need to select
the database file to use. You need to tell PC-File+ which
report or letter to use when printing.
PC-File+ will show you a list of appropriate files to chose
from. You have three choices. You can:
■ Type the file name in the blank field provided and press
(F10).
■ Type the number to the left of the file name in the blank
field provided and press (F10).
■ Move the cursor to the number next to the file name and
press (F10).
8.2 SELECTING FIELDS
Many of the PC-File+ functions allow you to select fields.
When you sort your database, you need to tell PC-File+ which
fields it should use as the sort fields. When you want to
rename a field, you need to tell PC-File+ which field to
rename.
When PC-File+ needs you to select a field, you will be shown
a list of the fields in the current database. You will be
asked to enter the name of the first field to use. You can
either:
■ Type the field name in the blank field provided and press
(F10).
■ Type the number to the left of the field name in the
blank field provided and press (F10).
■ Move the cursor to the number next to the field name and
press (F10).
29
Selecting Files and Fields
____________________________________________________________
■ Type the field name, followed by the starting position
and number of positions to compare, and press (F10).
To select a portion of a field, you use the following
convention:
fieldname,starting position,number of positions
For example, the field PHONE contains phone numbers entered
in the following format, 206-454-0479. If you wanted to
print only the phone number and not the area code, you would
select PHONE,5,8. PHONE,5,8 tells PC-File+ to print the
information in the PHONE field starting at the fifth
position, printing eight characters.
The method for selecting a portion of a field can be used
when defining a report or letter, exporting, cloning and
finding duplicate records.
30
9.0 USING THE BUILT-IN EDITOR
When you are using PC-File+, you will sometimes be taken
into the built-in editor. This usually happens when you're
being asked to draw or paint something, such as a report or
a screen layout.
In this section, you'll learn how to use the built-in
editor.
The editor is very powerful because it allows you to key in
characters in a window. The window automatically moves
around over the data as you are typing. The data you are
typing can be much wider and longer than the actual screen
on your computer.
Most of the keys that you use with the editor are the same
keys you normally use for other PC-File+ activities. The
main differences are the Function Keys, which allow you to
move data in the window.
9.1 WHAT YOU SEE ON THE SCREEN
You need to be able to recognize the editing window when you
see it on the screen. Although it may vary in size and
location on the screen, it's easy to recognize. Here's an
editing window:
╔═ title or instructions 10:250 ═════════════════════════╗
║ ║
║ ║
║ ║
║ ║
╚═(F1,F2)Cut (F3,F4)Paste (F5,F6)Del (F10)Done ═ r:1 c:1 ═╝
There are several things that will always tip you off to the
fact that you're dealing with an editing window:
■ The row and column indicators in the lower right corner
of the window
See the "r:1 c:1"? The number after the "r:" is the row
within the document where the cursor is currently
located. The number after the "c:" is the column within
the document where the cursor is currently located. As
31
Using the Built-In Editor
____________________________________________________________
the cursor moves inside the window, these numbers will
be instantly updated.
■ The document size indicators on the upper bar of the
window
See the "10:250" on the upper bar? These numbers
represent the actual size of the page you are editing.
The editing window may only be showing a small part of
the actual page. The first number (10 in the example)
tells how many rows (lines) are in the page. The second
number (250 in the example) tells how many columns are
in the page (how wide it is.)
■ The abbreviated Function Key menu on the bottom bar of
the window
This helps you to remember the purpose of each Function
Key in the editor. We'll teach you how to use these
Function Keys a little later.
PC-File+'s editor works much like other word processors -
but the commands are kept to a minimum. In addition, there
is great flexibility.
9.2 MOVING THE CURSOR AND SCROLLING
The four cursor arrow keys move the cursor inside the
window. The cursor moves in the direction indicated by the
arrows on the keys.
The (PgUp) and (PgDn) keys shift the window up or down on
the document, in window-size increments.
The (Home) key moves the cursor to the beginning of the
current line.
The (End) key moves the cursor to the right end of the
current line.
The Tab key moves the cursor right, to the next tab marker.
The tab markers are invisible. They don't show up anywhere
on the screen. The tab markers occur every 8 columns in the
document.
The (Shift)(Tab) key, or left-tab, moves the cursor left, to
the previous tab marker.
32
Using the Built-In Editor
____________________________________________________________
9.3 FUNCTION KEYS
The Function Keys play an important role with the built in
editor.
Basically, Function Keys 1 through 4 allow you to move lines
and pieces of text around in your document, and to duplicate
text. Function Keys 5 and 6 allow you to delete lines and
partial lines. Function Keys 7 through 9 aren't used. And
Function Key 10, as always, means to "accept the input" for
processing.
The list that follows provides more details on what you can
do with the ten Function Keys.
F1 - CUT LINE
The line that the cursor is on is memorized, or cut into
memory. Only one line is remembered at any point in
time. That means any previously memorized line will be
replaced by this one. This serves the same function as
(Ctrl)R memorize and, in fact, (Ctrl)R can be used here
as well as (F1).
F2 - CUT RIGHT
The line that the cursor is on, beginning at the cursor
location, is memorized.
F3 - PASTE LINE
The line that the cursor is on is replaced by the
memorized line. In other words, the memorized line
overlays the line where the cursor is currently located.
The memorized line is also retained in memory for
further use. That means you can place the memorized
line in many different places. This serves the same
function as (Ctrl)W write from memory and, in fact,
(Ctrl)W can be used here as well as (F3).
F4 - PASTE RIGHT
The line that the cursor is on, beginning at the cursor
location, is replaced by the memorized data. The
memorized data is also retained in memory for further
use.
F5 - DELETE LINE
Putting the cursor on a line and pressing (F5) deletes
the entire line and closes up the space. The deleted
line is thrown away - it is not memorized.
33
Using the Built-In Editor
____________________________________________________________
F6 - ERASE RIGHT
The characters to the right of the cursor on the line
are deleted. This serves the same function as (Ctrl)B
"blank right" and, in fact, (Ctrl)B can be used here as
well as (F6).
F10 - DONE
Press this key when you're through providing information
to the editor. It means you're happy with what you have
entered, and want all of the text to be accepted "as is"
for use by PC-File+.
9.4 OTHER KEYS
The (Enter) key will move your cursor to the first column of
the next line, creating a new blank line. All lines below
the cursor will be moved down one line.
The (Ins) key, the (Del) key, and the backspace key behave
just as they normally do in PC-File+
9.5 KEYING IN SPECIAL ASCII CHARACTERS.
You may want to key in some of the special characters that
aren't on the keyboard, such as special lines for boxes, or
a character from the greek character set.
You can key in any character you wish from the keyboard.
While holding down the (Alt) key, type in the ASCII value of
the character desired (using the numeric keypad on the right
side of the keyboard) then release the (Alt) key.
For example, the mathematical symbol for square root is
ASCII value 251. To key this character onto the screen, hold
down the (Alt) key and using the numeric keypad at the right
side of the keyboard, strike the digits 2 5 1. Then,
release the (Alt) key.
34
USING PC-FILE+
10.0 STARTING PC-FILE+
Now you're ready to use PC-File+. To start PC-File+, bring
up your DOS system in the usual fashion.
Skip this paragraph if you've installed PC-File+ on your
hard disk. Put the PC-File+ operation disk in one of the
disk drives (this is typically the "A" drive) and enter the
drive name followed by a colon. For example, if the disk is
in the left-side drive type A: and press (Enter).
Type PCF and press (Enter).
When prompted with the question "Which drive for the
Database (A-Z)", enter the letter corresponding to the disk
drive where your database is or will be stored.
37
Starting PC-File+
____________________________________________________________
38
11.0 DEFINING YOUR DATABASE
Before you create your database, you will probably want to
have a fairly concrete outline. PC-File+ allows you to go
back and change a database after you have created it, but it
is easier to get it right the first time.
A simple name & address database layout might look like
this:
Field name Field Length
------------ ------
Last_Name 15
First_Name 12
Address1 20
Address2 20
City 15
State 2
Zip_Code 10
Home_Phone 12
Children# 2
Comments 145
In selecting a name for each field, keep the following rules
in mind:
The name cannot be longer than 12 characters.
The only characters allowed are the alphabetic
characters, numbers, the underscore, and the #
character.
The name must not start with a number.
If the field will contain numbers which you will want to
add up or otherwise use in arithmetic operations, you
should mark the field as a "numeric" field by providing
a # as the last character in the field name.
After you've designed your database on paper, start up
PC-File+ on your computer.
PC-File+ will ask for a drive and path for the database.
After you have given the appropriate information, one of two
things will happen:
■ If you've already defined a database, you will be shown a
list. You will then be asked to select a database. To
define a new database, type a unique name and press
39
Defining Your Database
____________________________________________________________
(F10).
■ If you haven't defined a database before, or if you don't
have any databases in the drive and path indicated, you
will receive this message: "We'll need to define a
database. Please give it a name." Enter the name for
the database. The name cannot be longer than 8
characters, and can include any character valid in a DOS
filename.
After you have given the database a new name, PC-File+ will
ask you:
C:\PCF\NEWDATA is a new file.
╔═ Please reply ═════════════════╗
║ Do you want to define it? Y/N [Y] ║
╚════════════════════════════════════╝
You will want to answer Y. Next, PC-File+ will offer you
two different options for defining your database.
First, you can define your database using the FAST method.
FAST is the easiest way to define your database. You'll
name the fields in their relative locations on the screen.
Then you'll give each one a length. This is a lot like it
was done with older versions of PC-File.
If you want more flexibility in defining your database, you
will probably want to PAINT your input screen. PAINT is the
most flexible way. You'll "draw" each field name and data
location on an empty screen. You can also put in
descriptive text or helpful markings for the operator.
40
Defining Your Database
____________________________________________________________
11.1 THE FAST METHOD
If you select the FAST method of defining your database, you
will see a screen that looks like this:
┌─────────────────────────────────────────────────────────┐
│ Enter the field NAMES in their relative positions │
│ You can place the names anywhere on the screen. │
│ │
│ [ ] [ ] [ ] [ ]│
│ [ ] [ ] [ ] [ ]│
│ [ ] [ ] [ ] [ ]│
│ [ ] [ ] [ ] [ ]│
│ [ ] [ ] [ ] [ ]│
│ [ ] [ ] [ ] [ ]│
│ [ ] [ ] [ ] [ ]│
│ [ ] [ ] [ ] │
│ [ ] [ ] [ ] │
│ [ ] [ ] [ ] │
│ [ ] [ ] [ ] │
│ [ ] [ ] [ ] │
│ [ ] [ ] [ ] │
│ [ ] [ ] [ ] │
│ [ ] [ ] [ ] │
│ [ ] [ ] [ ] │
│ [ ] [ ] [ ] │
│ [ ] [ ] [ ] │
│ [ ] [ ] [ ] │
│ [ ] [ ] [ ] │
│ [ ] [ ] [ ] │
│ Please respond. Press (F10) when complete. │
└─────────────────────────────────────────────────────────┘
At this point, all that you need to do is fill in the field
names of the fields that you would like in this new
database. Place them in the order that you want them to
appear and at the approximate position you want them to
appear on the screen.
After you have typed in all of your field names, press
(F10).
For the previous database, the screen will look like this:
41
Defining Your Database
____________________________________________________________
┌───────────────────────────────────────┐
│ Enter a length (1 - 65) for each field│
│ The "superfield" maximum size is 945 │
│ │
│ Last_Name [ ] │
│ First_Name [ ] │
│ Address1 [ ] │
│ Address2 [ ] │
│ City [ ] │
│ State [ ] │
│ Zip_Code [ ] │
│ Home_Phone [ ] │
│ Children# [ ] │
│ Comments [ ] │
└───────────────────────────────────────┘
NOTE: The superfield must always be the last field in the
database. The superfield maximum size will vary depending
on the number of fields you define. If you define more than
21 fields, you will not be given the option to have a
superfield.
At this point, you will need to specify the length for each
field. Remember that the last field is the only field that
can exceed 65 characters.
After you have defined the length for each field, press
(F10). Next, you will need to tell PC-File+ the order that
you want your fields to be accessed. Normally, you will
want the cursor to move in the order that you entered the
fields. If so, press (F10). However, if you want to change
the order that the cursor will move, you will need to number
the fields accordingly.
After you have indicated the order that you want the fields
to be accessed, you will be returned to the PC-File+ Master
Menu.
11.2 PAINTING YOUR INPUT SCREEN
If you choose to PAINT your own input screen, here is the
procedure that you will follow:
42
Defining Your Database
____________________________________________________________
First, you will receive a screen that looks like this:
Field names: 12 letters or less. Data locations: [ ]
Example: PHONE [( ) - ] Press (Alt)H for help
╔═ Please draw your data-entry screen 21:80 ══════════════╗
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
╚═ (F1,F2)Cut (F3,F4)Paste (F5,F6)Del (F10)Done ═ r:1 c:1 ═╝
You must now draw the data entry screen. You use brackets [
] as the data markers to tell PC-File+ where the data will
be entered. The number of spaces between the brackets will
be the field length. Therefore, if you want a field length
of 25, you would put 25 spaces between the brackets. Field
names should come BEFORE the data markers [ ]. If you want
some default data to always appear inside the data markers,
go ahead and put it there. Miscellaneous text can appear
anywhere.
Here's an example of a drawn screen:
┌────────────────────────────────────┐
│ PartNumber [ ] Qty [ 1] │
│ P.O.Number [ ] │
│ ShipVia [UPS Blue ] │
│If Qty over 50 check with supervisor│
└────────────────────────────────────┘
NOTE: The brackets must start after column 2.
After you have defined your database, press (F10). Then
you'll indicate how the cursor moves from one field to the
next (the access sequence). You do not have to access
fields in the order they appear.
After you have specified the access sequence, you will be
returned to the Master Menu.
43
Defining Your Database
____________________________________________________________
11.3 GUIDELINES
Here are some general guidelines for database definition:
1. The maximum number of fields allowed is 70.
2. The maximum field length allowed is 1665. If you choose
to have a superfield, it must be the last field defined
in your database. If you have more than 21 fields, you
will not be allowed to have a superfield.
3. If you want more than 21 fields, you will probably want
to PAINT your own input screen. You will have a great
deal more flexibility with this option.
11.4 FIELD LENGTHS
Most fields are limited to 65 characters. The last field
you define can be a superfield. Its length can be as long as
all the remaining space on the display screen. To define a
superfield you must have less than 21 fields in the database
definition. It's important to note that you will only be
able to have one superfield per record. Depending on how
many fields there are in the database definition, the
maximum length of the superfield will vary. The following
figure outlines the maximum length you can use for your
superfield.
44
Defining Your Database
____________________________________________________________
____________________________________________________________
Number of Fields Maximum Superfield Length
---------------- -------------------------
1 1665
2 1585
3 1505
4 1425
5 1345
6 1265
7 1185
8 1105
9 1025
10 945
11 865
12 785
13 705
14 625
15 545
16 465
17 385
18 305
19 225
20 145
21 65
------------------------------------------------------------
This chart shows you how big your superfield can be,
depending on how many fields you have in your record.
____________________________________________________________
NOTE: PC-File+ is a fixed length database. Therefore, even
though you may not have data in all of your fields, the
empty field still takes up disk space. Because of this, you
will want to carefully consider your field lengths before
you define the database.
11.5 FIELD NAMES
Here are some general guidelines to keep in mind when naming
your fields:
Define field names no longer than the length of the field.
Otherwise, when you print your report, the field names will
be Otherwise, when you print your report, the field names
will be truncated. You'll find it convenient to choose
relatively short field names, just long enough so you can
remember what the name stands for each time you see it.
You should try to avoid including a space in the field name.
Example: Last Name. If the field name contains a space,
45
Defining Your Database
____________________________________________________________
PC-File+ uses the last complete word or phrase as the field
name. Therefore, the field name "Last Name" would be simply
"Name".
These characters are not allowed in field names:
~ < > - / * % & + | ' " ! ^ , . = { ( ) }
If you use one of these characters, PC-File+ will change it
to an underscore.
If the field will contain numeric data, such as a price or a
quantity, include a "#" at the end of the field name.
Example: "PRICE#". This will cause PC-File+ to keep totals
for that data when printing the reports, and will also cause
the data to be printed right justified on the output
reports. It will also enable PC-File+ to sort correctly on
the field even if the numbers aren't all evenly aligned.
Don't worry if you select an inappropriate name for a field.
You'll be allowed to change the field names any time you
wish after the database has been completely defined by
selecting option N of the PC-File+ Utilities menu.
46
12.0 THE MASTER MENU SCREEN
When you work in PC-FILE+ you will be working from the
Master Menu Screen. Here's what that screen looks like:
PC-File+
────────
The current file is C:\PCF\NEWDATA
There are 282 records, in Last_Name sequence
This disk can hold approximately 15535 more records
┌────────────────────────────────────┐
│ F1 A - Add a new record │
│ F2 F - Find a record │
│ │
│ F4 G - Global operations │
│ F5 L - Letter writing │
│ F6 R - Reports │
│ F7 S - Sort │
│ F8 U - Utilities │
│ F9 M - Menu of smart keys │
│ │
│ (Alt)F8 T - Teach mode on/off │
│ (Alt)F9 Q - Quit this database │
│ (Alt)H - HELP │
└────────────────────────────────────┘
╔═ Please reply ═════════════════════════════╗
║ Type a command, or press a function key [F] ║
╚═════════════════════════════════════════════╝
You may perform any of the functions on the Master Menu
Screen by pushing the appropriate Function Key at the left
of the keyboard. You can accomplish the same thing by
typing in the one-character function code (indicated by the
first capitalized letter in each command).
For example, to add a new record to the database, you could
either push (F1), or you could type A. Some people like
Function Keys, some learn the names of the commands more
easily and so prefer to type the character. PC-File+ lets
you suit yourself!
When you use PC-File+ for the first time (or any time you
define a new database) you will not see all of the items on
this menu. Once you have added records to the database, the
Master Menu helps you to move around within PC-File+.
47
The Master Menu Screen
____________________________________________________________
48
13.0 ADDING RECORDS TO YOUR DATABASE
To add records to your database, push (F1) or type A when
viewing the Master Menu Screen.
PC-File+ will locate an empty spot for your new record. If
there has been a record deleted previously from the
database, that location will be reused for the added record.
If there are no deleted records in the database, the new
record will be added at the end. In either case, PC-File+
will tell you at the top of the screen which location it has
found for adding your record.
13.1 ENTERING THE DATA
You will then be allowed to enter your data using the cursor
keys to access any field on the screen.
After you've entered all the data for one record, press
(F10) to cause that record to be added to your database.
PC-File+ will then prompt you to add another record. If
there are no further records to add at this time, just press
(F10) without entering any data. You'll be returned to the
Master Menu Screen.
There is a maximum of 65,533 records allowed in PC-File+.
You must have enough disk space, of course, to handle the
quantity of data in your database. This caution applies
more to floppy disks than hard disks.
13.2 THE DUPE KEYS
Two duplication keys are provided for data entry of
repetitive information. One will duplicate an entire
record, and the other will duplicate the current field.
13.2.1 RECORD DUPLICATION
If you press (Ctrl)D PC-File+ will duplicate (copy across)
all of the data from the previously viewed record. Then, you
can move the cursor to any field that is different and
change the data before adding the record to the database.
49
Adding Records To Your Database
____________________________________________________________
13.2.2 FIELD DUPLICATION
If you press (Ctrl)F PC-File+ will duplicate the field from
the previously viewed record into this field. This is
especially handy, for example, if almost everyone in your
database is from the same city or state.
13.3 THE MEMORIZE KEYS
If you have information in a field that you will enter from
time to time in other fields, you might want to use the
(Ctrl)R and (Ctrl)W features of PC-File+. Using these
features you temporarily store information from a field in
the memory of your computer. Here's how this works:
Whenever you hold down the (Ctrl) key and press R all the
data in the field where your cursor is will be read into the
computer's memory. That data then stays in memory and can
be re-used again and again, until replaced by another
(Ctrl)R or you quit PC-File+. (Ctrl)R means "read" the
field's data into memory.
To retrieve what you have stored with (Ctrl)R, just hold
down the (Ctrl) key again, this time pressing W. Your
stored data will then be entered into the field where you've
placed your cursor. (Ctrl)W means "write" into the field
from memory.
Using the duplication keys and the (Ctrl)R/(Ctrl)W keys will
save you time during data entry. These techniques should
also reduce typing errors, too.
50
14.0 FINDING A RECORD
Find is a versatile command that allows you to not only find
what you're looking for, but then modify or delete it. The
default command from the Master Menu screen is set to F, so
all you need to do is either press (F10), (Enter), or the F
key to activate this function.
The Find command has great flexibility built in to allow you
to find just what you're looking for - no matter where it
might be in your database. This section explains all the
details of how to get the most out of the PC-File+ Find
command.
To find a record, press (F2) or (Enter) or (F10), or type F
while viewing the Master Menu screen.
Because there are many ways to find a record, PC-File+ shows
you a menu of different methods for finding.
┌───────────────────────────────────────────┐
│ S. Search for data (find) │
│ │
│ B. Beginning of file (first record) │
│ E. End of file (last record) │
│ N. Next sequential record in file │
│ P. Previous record in file │
│ R. Relative record number │
│ +. Browse forwards in file (PgDn) │
│ -. Browse backwards in file (PgUp) │
│ │
│ Q. Quit the Find. Return to main Menu │
└───────────────────────────────────────────┘
Let's review this menu, one item at a time. First, the
simplest methods:
14.1 (B) BEGINNING OF FILE
Select option B (Beginning of file) if you want to see the
first record in your database. If your database has never
been sorted, this is the first record that you entered or
"added" to it. If your database has been sorted, this is
the first record in the sort sequence. For example, if your
database was sorted into ascending sequence on LastName,
Aabrams might be the first record in the database.
51
Finding a Record
____________________________________________________________
14.2 (E) END OF FILE
Select option E (End of file) if you want to see the last
record in your database. If your database has never been
sorted, this will usually be the most recent record that you
added to it. If your database has been sorted, this is the
last record in the sort sequence. For example, if your
database was sorted into ascending sequence on LastName,
Zybrinski might be the last record in the database.
14.3 (N) NEXT SEQUENTIAL RECORD
Selecting option N (Next record) will show you the next
record in sequence. This is the record that follows in
sequence the one you most recently viewed. If you just
viewed Aabrams, for example, option N might show you Adams.
Each time you press N you'll see the next record in
sequence. In this manner, you can view every record, one
after another, all the way to the end of the database.
14.4 (P) PREVIOUS RECORD
Selecting option P (Previous record) will show you the
previous, or prior, record in sequence. This is the record
that precedes in sequence the one you most recently viewed.
If you just viewed Zybrinski, option P might show you Zier.
Each time you press P you'll see the preceding record in
sequence. In this manner, you can back up all the way to
the front of the database.
14.5 (R) RELATIVE RECORD NUMBER
Each record in the database has a sequence number. This is
sometimes called the relative record number. The first
record in sequence is number 1, the second is number 2, and
so on. Each time you sort the database, this sequence
number changes to reflect the new sequence.
If you know the sequence number of the record you're after,
you can select option R (relative record number). PC-File+
will then ask you "What record number to find:". Just type
in the record number. The record will be brought up onto
the screen.
52
Finding a Record
____________________________________________________________
14.6 (+) BROWSE FORWARD IN FILE
Browsing allows you to look at more than one record at a
time on your screen. When you browse, PC-File+ shows you one
record per line, 20 lines (or records) at a time on the
screen. If the record is wider than the screen, you'll only
see as much of it as will fit onto the screen window.
Pressing + or the (PgDn) key will start browsing forwards
(down) in the database. It's like pressing N for Next,
except that instead of seeing just the next record, you'll
see the next 20 records. Each time you press + or the
(PgDn) key, you'll see the next 20 records. In this manner,
you can browse all the way to the end of the database.
14.7 (-) BROWSE BACKWARD IN FILE
Pressing - or the (PgUp) key will start browsing backwards
(up) in the database. It's like pressing P for Previous,
except that instead of seeing just the prior record, you'll
see the prior 20 records. Each time you press - or the
(PgUp) key, you'll see the previous 20 records. In this
manner, you can browse all the way to the front of the
database.
14.8 BROWSING - IN GENERAL
Just a few more things to know about browsing.
The browse screen shows the relative record number of each
record at the far left of the screen. If you see a record
on the browse screen that you want to view in its entirety,
you can just issue the R (relative record) command and
then give the record number that's shown. You'll be taken
immediately out of browse mode and the desired record will
be displayed in its fullness on the screen, ready to be
viewed, modified or deleted.
Since browsing only shows about 70 of the characters in each
record at one time, you may wish to move the browsing window
to the left or right - so that you're viewing a different
portion of each record. To move the window to the right by
one field, press the (Tab) key. You can keep pressing the
(Tab) key as often as you like. Each time you do, the
browse window will move to the right.
Similarly, you can move the browse window to the left. Just
hold down the (Shift) key, and press the (Tab) key. This is
53
Finding a Record
____________________________________________________________
called left-tab, or (Shift)(Tab). Each time you do this,
the browse window will move to the left one field.
14.9 (S) SEARCH FOR DATA (FIND)
The search option is a very powerful feature of PC-File+.
By using the search option, you'll be able to find any
record in your database.
You can search on any combination of fields in the database.
And you can utilize powerful "sounds like" searches, "begins
with" searches, and "scan across" searches in any
combination.
You can also tell PC-File+ whether to perform case sensitive
or case insensitive searches. Please see the section on
"Configuring Your System - Using Profile Files" for more
information.
To do a search, select the S (Search for data) option from
the find menu. Here's what you'll see:
┌─────────────────────────────┐
│ Simple search: │
│ you `fill in the blanks' │
│ Complex search: │
│ you type in a formula │
└─────────────────────────────┘
Basically, there are two ways to search.
■ The SIMPLE way. This is plenty powerful enough for most
needs. And it's very easy to learn and do.
■ The COMPLEX way. The sky's the limit with a complex
search. You use a powerful search language to find
records in the database. And while it's much more
powerful than the Simple search, it also requires you to
know how to type in the search criteria. The search
language is very logical and easy to learn, however.
54
Finding a Record
____________________________________________________________
14.9.1 SIMPLE SEARCH
You'll be given a screen showing each field name followed by
a data portion for the field filled with the "*" character.
Here's an example:
____________________________________________________________
Last_Name [***************]
First_Name [************]
Address1 [********************]
Address2 [********************]
City [***************]
State [**]
Zip_Code [**********]
Home_Phone [************]
Children# [**]
Comments [***********************************************]
Please respond. Press (F10) when complete.
____________________________________________________________
This sample shows the simple search screen. All you need to
do is enter the information you want to find.
____________________________________________________________
The * shows the end of the data being searched for in each
field. The * was used instead of spaces, because you may
want to search for data containing spaces. If you're
searching on only a single field, enter the data being
searched for next to the field it's to be located in. For
example, if you're looking for JONES, you would move the
cursor to the LastName field, then type JONES and press
(F10).
You can also search on multiple fields simultaneously. This
is a more selective type of search. If you enter search
data in multiple fields, all of the data must match before
the record will be considered found. For example, you could
enter SMITH into the LastName field, JOHN into the
FirstName field, and MILWAUKEE into the City field. You
would then be shown only the John Smiths that reside in
Milwaukee.
There are FOUR different ways you can enter the search
information:
55
Finding a Record
____________________________________________________________
ONE: SCAN ACROSS
If you precede the data with a ~ (tilde) character,
PC-File+ will look for an occurrence of that data
anywhere in the field. For example, if you type ~MIT,
records will be returned which have "Smith", or
"transmit", or "miter", etc. This is a full field scan
type of search.
TWO: GENERIC
If you type MIT (without the ~ in front) records will
be retrieved only if they start out with "mit" in the
field, such as "miter", "mitten", etc. This type of
search is fully generic - that is, all records will be
retrieved when the data field begins with the search
data. You can, for example, find all records with last
names that start with "S", or find all records with zip
codes starting with "980".
Search TWO will proceed considerably faster than search
ONE. Search ONE does a full field scan, therefore
PC-File+ must look at every record in the database. In
search TWO, however, PC-File+ can take advantage of its
index file for very rapid retrieval.
THREE: SOUNDEX
Soundex searches retrieve records that sound the same as
what you're looking for. You can do a soundex search on
any field in your database. If you precede the search
data with a ? (a question mark), a soundex search will
be made.
For example, if you enter ?RAWLINS, you'll get back
records with "Rollings" , "Rollins", "Rawlings", and
"Rawlins".
Please note that the soundex method of locating names
was not invented by the author of PC-File+. It's a
computerized implementation of a standard name indexing
method that was in use long before computers were
invented.
We have made one improvement to the standard soundex
method. Standard soundex requires that you give the
FIRST letter of the name correctly. PC-File+ will find a
match even if the first character that you type only
sounds like the first character of the name. For
example, a search for "Case" would also find "Kase" and
"Xase".
56
Finding a Record
____________________________________________________________
FOUR: WILDCARD
A wildcard search finds records which have certain
characters appearing in certain fixed positions within a
field. Think of the wildcard character as the "I don't
care what's at that spot" character. The wildcard
character is an underscore (it's uppercase on the minus
key on the PC keyboard) and it looks like this "_"
(between the quote marks).
When you enter the wildcard character as part of the
search string, PC-File+ will accept any character found
in that position. Here's an example.
Suppose that the field DEPARTMENT is two positions long
and we want to find all departments that have a "7" in
the second position. A search for _7 will show
records for department 07, department 17, department 27,
etc.
The wildcard character may not be used with soundex
searches.
14.9.2 COMPLEX SEARCH
The search capabilities via the Complex search option are
spectacular - far more powerful than those of most other
database programs.
When you choose to do a complex search, you are given a
window in which to enter your search command. The window
looks like this:
╔═ Type your Find command 1:250 ══════════════════════╗
║ ║
╚════════════════════════════════════════════ r:1 c:1 ═╝
You'll type your find command in this window. The window is
only one line deep, but it's 250 characters wide. This means
that you can keep typing your command, even after the cursor
gets to the right end of the window. You'll see your
command scroll to the left as you continue typing past the
right edge of the window. You can type up to 250 characters
into your find command.
Here's a sample Find command:
(NAME = "SMITH " | NAME = "JONES ") & CITY = "BOSTON"
Translated into English, this says "Name equal to SMITH or
Name equal to Jones, and City = Boston".
57
Finding a Record
____________________________________________________________
A more clear translation that takes the brackets into
account is "Find anyone named JONES or SMITH in the city of
BOSTON".
Notice that the Find command has four components:
■ Parentheses to group things logically. These are the (
and the ) characters. You can use as many parentheses as
necessary to clarify the comparison logic.
■ Logical operators. These are the | and the & characters.
The | means OR. The & means AND.
■ Comparison operators. The comparison operators are:
= Equal to
!= Not equal to
> Greater than
< Less than
>= Greater than or equal to
<= Less than or equal to
■ Data identifiers. Data identifiers are either FIELDS,
CONSTANTS, or the RECORD NUMBER.
A FIELD is simply the field name. You don't have to
include the entire field name, only enough so that
PC-File+ can locate the field.
CONSTANTS always have a special character surrounding
them. Here are the special "surrounding" characters and
their meanings:
" Generic (begins with) search data
example: "SMITH"
~ Scan across search data
example: ~ITH~
? Soundex (sounds like) search data
example: ?SMITH?
The RECORD NUMBER is the sequential number of the record
in the database. It's indicated by the # character.
Spaces between components are not necessary, but can be used
as much as you like to enhance readability of the command.
Here are some example searches, to help you tie all of this
information together.
58
Finding a Record
____________________________________________________________
Find all of the departments that don't contain a "Q"
anywhere in the department number.
DEPARTMENT != ~Q~
Find any name in Utah that doesn't sound like "Smith" and
doesn't sound like "Young":
(STATE = "UT" & (NAME != ?SMITH? & NAME != ?YOUNG?))
Find all of the managers in division 12 earning at least
$4,000.00 per month:
STATUS="M" & DIVISION = "12" & SALARY# >= "4000.00"
Find all records whose record number is greater than 100:
# > "100"
14.10 AFTER THE RECORD IS FOUND
Whichever type of search you use, when a matching record is
found it will be displayed. A box containing your options
will also be displayed. The box looks like:
╔≥F≤═════════════╗
║ D Delete ║
║ M Modify ║
║ F Find (cont.) ║
║ S new Search ║
║ E End of file ║
║ B Beginning " ║
║ N Next record ║
║ P Prior record ║
║ R get by Rcd# ║
║ + browse down ║
║ - browse up ║
║ Q Quit finding ║
╚════════════════╝
If you want to find more records which match the search
criteria, just type F (for Find another) or press (Enter).
The next record will be found and displayed.
If you want to make changes to the record, type M.
To delete the record, type D.
Or, you can enter one of the other find commands indicated
at the left side of the box. Each of these commands was
59
Finding a Record
____________________________________________________________
discussed above.
60
15.0 MODIFYING A RECORD
Before you can modify a record in your database, you first
need to find it. Read the section on finding records in the
database.
After you've found the record to be modified, press M.
PC-File+ will display the entire record for you in the data
entry format, and allow you to change data in any or all
fields.
You use the cursor movement keys, data keys, and the insert
and delete keys to change the data on the screen. You can
also use the field duplication key (Ctrl)F to copy data from
the corresponding field in the previously viewed record.
Don't forget about (Ctrl)W at this point either, which will
write memorized data from memory into any of the fields.
After you've modified the data on the screen, press (F10) to
cause the changes to be accepted.
You'll then be prompted to provide information for finding
another record in the database. If you want to go back to
the Master Menu screen at this time, just type Q or press
(F10).
61
Modifying a Record
____________________________________________________________
62
16.0 DELETING A RECORD
Before you can delete a record, you first need to find the
record to be deleted. Please refer to the section on finding
records in the database.
After the record has been found, you press D to delete it.
Before the record is deleted, you'll be asked if you really
intend to delete it. This is just a final check, in case you
pressed D accidentally! If you decide that you really do
wish to delete the record, type Y for "Yes". If you
decide not to delete this record, type N.
63
Deleting a Record
____________________________________________________________
64
17.0 SORTING THE DATABASE INDEX
If you wish to have your output reports printed in a
specific sequence, you should sort the database index. For
example, to print your customer file in alphabetical order,
by last name, you would first sort the database on
Last_Name. If you don't care about the sequence of your
output report, you won't need to do a sort before printing.
17.1 DEFINING THE SORT
To sort the records, press (F7) or type S while viewing
the Master Menu Screen. PC-File+ will list all the field
names on your screen, and ask: "Sort field #1:".
You should enter the name of the field you want sorted in
the database. (Just enter enough of the field name to
uniquely identify it.)
If you want to sort on multiple fields, you should give the
name of the most primary (i.e., most important) field in the
sort sequence. For example, you may be producing an
alphabetic listing by name. Within all of the SMITH names,
you would want the sort to include the first names, so that
all the JOHN SMITHs would appear together, followed by all
the JUNE SMITHs. Sort field #1 in this example would be
Last_Name, and sort field #2 would be First_Name.
You'll be allowed to specify up to ten field names in the
sort sequence.
You can also pull out any portion of any field for use in
sequencing. To do this, you enter the field name, followed
by an offset, followed by a length. All three items are
separated by commas.
Example: DATE,7,2
This would sort on positions seven and eight of the date
field, picking up only the last two digits. For many date
fields, this would isolate the year for sorting. If your
dates look like 10/27/87 you can get the entire field to
sort correctly by entering:
DATE,7,2 (sort field #1)
DATE,1,5 (sort field #2)
This is also a way of saving space required for the sort.
65
Sorting the Database Index
____________________________________________________________
For example, when sorting on LASTNAME, it's often only
necessary to sort on the first six or seven characters of
the name. The sort would run much faster if you specified:
LASTNAME,1,6 (sorts on only the first 6 characters)
instead of
LASTNAME (sorts for the entire field length)
As you enter each field name, you'll be asked "Ascending or
Descending (A or D):". Ascending means from front to back,
like A to Z. Descending means from back to front, like
from Z to A. Answer accordingly.
You can freely intermix ascending fields with descending
fields. For example, you might wish to print a list of
employee salaries, according to department. Each department
will be listed in ascending sequence. Within each
department, you would list salaries by descending sequence
(so that the big earners show up on top). To produce this
list, you would sort as follows:
DEPARTMENT (Ascending)
SALARY# (Descending)
When you've finished identifying all the fields and their
corresponding sequences, press (F10).
Finally, you'll be asked to identify a work drive for the
sort to use as a work area. The work drive will be used as
work space by the sort.
You must select a work drive that has enough empty space on
it to contain the entire sort work file. This file is
almost as large in size as the database index file. For
example, if your database is called MYFILE, you can look at
the size of the file called MYFILE.INX to see how large the
sort work file will be.
Also, to help with the speed of the sort, it's best to make
the work drive different from the database data drive.
However, if you have a hard disk or enough room in a RAM
drive, put the work file there.
The sort will now proceed and keep you informed of its
status as it progresses. The sort status report is displayed
on the screen so that you can view the progress of the sort.
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Sorting the Database Index
____________________________________________________________
╔═════════════════════════════════════════════╗
║ The sort is running ... ║
║ Current activity: extracting block 2 ║
╟─────────────────────────────────────────────╢
║ Sort keys extracted: 253 ║
║ Records Sorted: 130 ║
║ Index entries built: ║
╚═════════════════════════════════════════════╝
The sort fields: (A) Department
(D) Salary
Basically, here's what you'll see on the screen. The sort
extracts blocks of records. After each block is extracted it
is sorted. Thus, you'll see a block get extracted. Then
the block will be sorted. Then the next block will be
extracted, etc.
While each block is being extracted, the "Sort keys
extracted:" count will be increased. Then after a block has
been sorted, the "Records Sorted:" count will be increased.
After all the records in the database have been extracted
into blocks and sorted, the bottom line "Index entries
built:" will start updating. At this point, the sort is in
its final phase - making a new index for the database.
After the index entries count reaches the total number of
records, the sort is finished.
The sort is very fast. You can expect the total sort time
to be roughly 1,000 records per minute. This time will vary
GREATLY, however, depending on RAM memory available, the
sort sequence, the order of the existing data file, the
speed of your disk drives, and the speed of your computer.
A TECHNICAL NOTE: The sort is a Shell sort with multiple
merges. The data file itself is not sorted. The Index
file, which contains pointers to the data records, is
sorted. This permits very large databases to be sorted at
high speed.
67
Sorting the Database Index
____________________________________________________________
17.2 RANDOM SORT FIELDS
PC-File+ can sort in a random sequence. Random sequence is
like shuffling a deck of cards. The records in your
database will be placed in a random order. This may be used
to create a random list of the entrants in an event. To
accomplish a random sort, reply with RANDOM* when you are
asked to enter the name of the sort field.
17.3 ROMAN NUMERAL SORT FIELDS
PC-File+ can also sort Roman Numerals correctly. If one of
your sort fields contains Roman Numerals, supply the field
name, a comma, and an R when asked "Sort field #n". Example:
CHAPTER,R
17.4 :P.
PC-File+ can perform a Soundex (sounds like) sort. To do a
Soundex sort, supply the field name, a comma, and an S when
asked "Sort field #n". Example: LASTNAME,S. This would
place all last names sounding alike together in the
database.
68
18.0 PRINTING REPORTS
PC-File+ has the power to print a report of any size on any
size paper or form. Invoices, purchase orders and checks
are no problem for PC-File+ with its powerful report command
language. PC-File+ can generate a row format or one record
per page format quickly and easily.
PC-File+ can select records based on any number of
comparisons. You can use multiple levels of selection
criteria to isolate the specific records you want to print.
PC-File+ supports any printer connected to either a parallel
or serial port. In addition you can print a report to the
screen or a disk file.
To list records, press (F6) or type R while viewing the
Master Menu. PC-File+ will then list the names of report
formats that have been defined previously, and you will be
prompted to choose a report format. If no report formats
have been defined you will be prompted for the type of
report format to create. Report format types will be
discussed shortly.
To choose a report format you can type the name of the
format, move the cursor to the report format or type the
number next to the format that you want to use. After using
one of the above methods, press (F10) to enter your choice.
If you want to define a new report format press (F10) with
the cursor in the blank field.
18.1 CREATING REPORT FORMATS
With PC-File+ you can create a simple listing, or a complex
report to print invoices and other forms. There are four
options when creating a report.
■ The PAGE format will print one record per page similar to
the way the records appear when displayed on the screen.
■ The ROW format allows you to select particular fields to
be printed on one line across the page.
■ The FREE FORM mode enables you to paint your report
format using the screen as a guide to where the fields
will print.
■ The COMMAND option allows you to create a new report
69
Printing Reports
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format or edit an existing report format by modifying
the report format directly.
To create a new report format, press (F6) or R at the Master
Menu. If you are prompted for the report format to use,
press (F10) with the cursor in the blank field. You will
then be asked for the type of report format to use. If no
report formats have been previously defined you will be
prompted for the type of format immediately.
18.1.1 PAGE FORMAT
To create a simple report format with one record per page,
choose the first option P, Page format. This will print
each record similar to the way the records are displayed on
the screen. The figure below is an example of a Page Format
report.
EMPNUM 12323
MONTH JAN
VOLUME 423.34
TRANSACTION 17
After PC-File+ has created a work file you will be asked if
you want to save the format. Answer Y if you will ever want
to use this report format again. You will then be asked to
enter the name of the report. PC-File+ will save the format
in a file with the name you supplied and the extension .REP.
The file will be saved on the same drive and directory as
the database.
Next, the Report Menu will appear. The format has now been
defined. To print the report, refer to the section on
printing reports.
18.1.2 ROW FORMAT
To define a report format with the data appearing in columns
across the page, choose R for Row Format. You could also
just press (F10) or (Enter) since R is the default answer.
A screen similar to the one below will appear.
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Printing Reports
____________________________________________________________
┌──────────────────────────────────────────────────────────┐
│ Please number only the columns that you wish to print. │
│ Column 1 will print at the left, then column 2, etc. │
│ EMPNUM [2 ] │
│ MONTH [1 ] │
│ VOLUME# [ ] │
│ TRANSACTION#[3 ] │
└──────────────────────────────────────────────────────────┘
To choose which fields to print, enter a number next to the
field. Enter the numbers in the order that you want the
fields to be printed. Any fields without a number will not
be printed. In the example above the fields will be printed
in the order MONTH, EMPNUM and then TRANSACTION#. The
VOLUME# field will not be printed as it does not have a
number next to it. Once you have entered a number for all
of the fields you want to list, press (F10).
PC-File+ will list the fields side by side with one space
between each field. If the report is to be printed to the
screen, and is wider than 79 characters, only the first 79
characters of each line will be displayed. When sending a
report to the printer, the width should not be more than the
printer can print on one line. The manual for your printer
should indicate the maximum number of characters that can be
printed per line.
PC-File+ will then ask for the title of the report. If you
enter a title, this title will be used each time the report
is printed. If you do not enter a title, you will be
prompted for the title of the report each time it is
printed. This is useful when you want to use the same
format but use a different title each time the report is
printed. An example would be if you were printing a
quarterly report that used the same fields but needed the
specific quarter referenced.
After you have entered the title of the report or pressed
(Enter), you will be asked if you want to save the report
format. If you respond Y you will be asked for the name of
the report. Once the name has been entered the report will
be written to disk with the extension .REP.
Below is an example of how the row format will look when
printed.
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First Quarter Report
Page 1
MON EMPNUM TRA
=== ====== ===
JAN 12323 17
FEB 12323 24
MAR 12323 15
JAN 19645 35
FEB 19645 20
MAR 19645 27
--------------------------------------
TOTALS: TRANSACTION 138.00
Numeric fields will generate totals and subtotals at the
appropriate place in the report. Numeric fields are fields
with names that end with a "#". If you want to suppress
totals or subtotals for a field you will need to either edit
the report format or remove the # sign from the field name.
For more information on editing report formats see the
section on Commands.
18.1.3 FREE FORM
PC-File+ allows you to define a report by painting it on the
screen. This is called the Free Form format. The fields
are placed on the screen where you want them to print on the
paper. A Free Form report can be patterned after another
format that has been saved. After choosing F, Free Form
format, you will be asked if you want to pattern the new
report after an existing report.
If you respond Y you will be shown a list of existing
reports and asked which format to use. After choosing a
report format, the editing window will appear with the old
report format on the screen.
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╔══ 150:220 ═══════════════════════════════════════════════╗
║ :COVER-------------------------------------------------- ║
║ First Quarter Report ║
║ :HEADING------------------------------------------------ ║
║ Page @@@ ║
║ EMPNUM MON VOLUME TRANSACTION ║
║ ====== === ======= === ║
║ :DETAIL------------------------------------------------- ║
║ @@@@@@ @@@ @@@@@@@ @@@ ║
║ :SUBTOTAL----------------------------------------------- ║
║ -------------------------------------- ║
║ SUBTOTAL: VOLUME @@@,@@@,@@@.@@ ║
║ TRANSACTION @@@,@@@,@@@.@@ ║
║ -------------------------------------- ║
║ :FOOTING------------------------------------------------ ║
║ :TOTAL-------------------------------------------------- ║
║ TOTALS: VOLUME @@@,@@@,@@@.@@ ║
║ TRANSACTION @@@,@@@,@@@.@@ ║
╚ (F1,F2)Cut (F3,F4)Paste (F5,F6)Del (F10)Done ═ r:21 c:1 ═╝
If you reply N when asked whether to pattern the new report
after an existing report, a blank report format will appear
in the editing window. Under each section of the report
will be a brief description of the type of information to
enter into that section.
A report format consists of up to six sections. These
sections are the COVER, HEADING, DETAIL, SUBTOTAL, TOTAL and
FOOTING sections. Each section controls a specific part of
the report. If a section is not included in a report format
that portion of the report is not printed. Each section is
described below.
■ COVER - The cover section is used to print text once at
the beginning of a report. This is useful when you want
to include a cover page or want to have something at the
beginning of the report.
■ HEADING - The information in the heading section is
printed at the top of each page. The heading is usually
used to print titles, page numbers and column headings
at the top of each page.
■ DETAIL - The detail section supplies the information that
tells PC-File+ which fields to print and where to print
them. Everything located in the detail section will be
printed once for each record selected.
■ SUBTOTAL - The subtotal section is only printed when a
subtotal break is requested. Each time a subtotal break
occurs, the subtotal section will be printed. The
subtotal section can be used to print subtotals for
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Printing Reports
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numeric fields, text or blank lines.
■ TOTAL - The total section is printed at the end of a
report after all of the records have been printed.
Items that usually appear in the total section include
totals for numeric fields, number of records printed and
the selection criteria.
■ FOOTING - The footing section is printed at the end of
each page. Information in the footing section can
include items such as a page number, blank lines or
strings of text.
The DETAIL section is the only section which can contain
actual fields from the database. All sections can contain
system field commands (DATE*, PAGE*, etc.) and constants or
text information.
When creating a Free Form report format there are some
important things to remember.
1. Any line with a ■ (short block) symbol in the first
position is considered to be a comment line and will not
be placed in the report format.
2. Anything that is typed in the editing window, other than
the @ sign will be interpreted as a constant (text) in
the report.
3. Any @ sign will be interpreted as a field in the
database, a calculation or a system field.
4. There must be at least one space between each field (set
of @ signs).
When editing a report format, you will use the editing
window. For more information on using the editing window
see the section "Using the Built-in Editor."
To draw the report, move the cursor to the location on the
screen where you want data to print. If the data is a
string of text such as a title or field heading, type in the
text from the keyboard. When you want to place a field from
the database enter a series of @ signs to indicate the
length of the field to print. For example if you were to
enter ten @ signs where a field with a length of 20 is to be
printed, only the first 10 characters of that field will
print.
With numeric fields you can format a field to include commas
and decimal points. If the string @@@,@@@.@@ were entered
on the screen, the field printed at that location would be
74
Printing Reports
____________________________________________________________
formatted with the comma and decimal point. As an example
the data 100000.59 would be printed as 100,000.59, the data
957 would be printed as 957.00.
╔ 150:220 ═════════════════════════════════════════════════╗
║ :HEADING------------------------------------------------ ║
║ MONTHLY SALES REPORT Page @@@ ║
║ ║
║ EMPNUM MONTH TRANS VOLUME AVG ║
║ ------ ----- ----- --------- --------- ║
║ :DETAIL------------------------------------------------- ║
║ @@@@@@ @@@ @@@ @@,@@@.@@ @@,@@@.@@ ║
║ :SUBTOTAL----------------------------------------------- ║
║ ------------ ║
║ SUBTOTAL: @,@@@,@@@.@@ ║
║ ║
║ :TOTAL-------------------------------------------------- ║
║ ------------ ║
║ TOTAL: @@,@@@,@@@.@@ ║
║ ║
║ :FOOTING------------------------------------------------ ║
║ *** CONFIDENTIAL *** ║
║ Page @@@ ║
║ ║
╚ (F1,F2)Cut (F3,F4)Paste (F5,F6)Del (F10)Done ═ r:26 c:1 ═╝
EMPNUM(5) MONTH(3) VOLUME#(7) TRANSACTION#(3)
In the example above, the heading section is used to print
the field titles and a title for the report. This will be
printed at the top of each page. The detail section has a
total of five fields. The first four are fields in the
database. The last field, AVG, will be a calculation of
VOLUME divided by TRANSACTION. The report also contains a
subtotal and total calculation that will be the sum of the
VOLUME field. Page numbers have been included at the top
and bottom of each page.
Any blank lines that are left in the layout will be printed
as blank lines. The example above includes a blank line at
the end of the subtotal, total and footing sections. The
lines used in the heading and footing sections will
determine how much of a top and bottom margin are used.
The .FF command can be used to cause the printer to skip to
the top of the next page. This command would be useful at
the end of the cover page or a subtotal break to start a new
page.
The report layout can be up to 220 characters wide by 150
lines long. You can use as many lines in each section as
are required to enter the report format. If a section is
not needed in a report it may be deleted. Any instructions
75
Printing Reports
____________________________________________________________
or blank lines that are not needed can also be deleted.
After you have finished laying out the report on the screen
press (F10). You will be prompted for the information to
fill in the field blanks. These blanks are the series of @
signs that you placed in the report format to represent the
fields. One by one PC-File+ will move through each set of @
signs. PC-File+ will display the field that it is asking
about as a series of ? symbols.
PC-File+ will first ask you whether the marked space is a
field or a calculation. If you respond F, PC-File+ will
display a list of the fields in the database. Choose the
field that you want to have printed at this location on the
report.
Field names that end with the # character will be taken as
numeric fields. When you choose a field without a #
character at the end you will be asked whether the field is
a numeric or character field.
If you respond with C when asked whether a marked field is a
field or calculation, you will be prompted for the
calculation to perform. A calculation can include any field
in the database, a constant, a relational lookup or a system
variable. The calculation can be up to 250 characters long
and can have nested parentheses.
To have a field perform a relational lookup you would use C
when asked whether the field is a field or a calculation. A
relational lookup is used to retrieve information from
another PC-File database based on a common field in the two
databases.
When a field is marked in the Heading section, you will be
prompted for which type of system variable to use. Fields
in the Heading section can only be system variables.
Fields marked in the Subtotal and Total sections can be a
system variable or represent a total calculation for a
field. Choose the T option when prompted to have a marked
field be a total for the report or subtotal break. You will
then be asked which field to total.
To use a system variable select S and then choose the system
variable to use. The system variables that are available in
the Free Form report format are listed below.
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a. Today's date
b. The current time
c. The page number
d. Total records in database
e. The selection criteria
f. The primary sort field
g. Quantity in the subtotal group
h. Field name of subtotal field
i. Data from the subtotal field
j. Count of records printed
k. Request operator input
Once all of the fields have been identified, PC-File+ will
ask if you want to save the report format. If you respond Y
you will be asked to enter the name for the file. The
program will then proceed to the Report Menu.
18.1.4 COMMANDS
CREATING AND EDITING REPORT FORMATS
The Command option allows you to create and modify report
formats. The Command feature can be used to generate a
report format from scratch. In most cases a report would be
created using either the Page, Row or Free form option. If
you need to be edit the report format you would use the
Command option.
To create or edit a report format type R from the Master
Menu or press (F6). When prompted for the report format to
use press (F10). To create a new report, type C. To edit
an existing format type E.
When creating a report format from scratch, a blank editing
window listing the section titles will appear. The commands
can be entered in each section to produce the desired report
format. Any sections that are not needed can be deleted.
When editing a format, the report is loaded into the editor.
The cursor and editing keys work the same way as discussed
in the section on using the editor. After the edit session
is complete, press (F10). PC-File+ will ask for the name to
save the report under. The default answer is the original
format name. To save the format with a different name, type
in the new name and press (Enter). After the report has
been saved PC-File+ will move to the Report Menu.
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REPORT COMMANDS
When creating or editing a report format the editing window
functions the same as when creating a free form report or
using the letter writer. Here are the commands available
for use in a report format:
Command Syntax Command function
-------------- ----------------
[xxx] database field
<xxx> compressed database field
[xxx,s,l] partial field, (s)tart,(l)ength
[COUNT*] number of records printed
[DATE*] system date
[KEYIN*] prompt for operator input
[PAGE*] page number
[RECORD*] current record number
[RECORDS*] number of records in database
[SELECT*] selection criteria
[SORT*] primary sort field
[SUBCOUNT*] number of records in subtotal group
[SUBFLD*] field name of subtotal break field
[SUBID*] data from subtotal break field
[TIME*] system time
A nn,nn ASCII control codes
=nn tab to column nn
/n insert n lines
.FF formfeed
.CP n conditional page
`x total bucket
(a+b) calculation
(#) record number
(@F1,DB,F2,F3) relational lookup
:@@@@@: edit mask for text field
:zzz,zz#.##: edit mask for numeric field
DATABASE FIELD COMMANDS
To print a field from the database you must use one of the
field designators. The first option would be to include the
field name inside square brackets. This will cause the
field to print and retain any spaces in the field. If
pointed brackets are used, blank spaces in the field will be
removed.
It is possible to print only a portion of a field by
entering the field name followed by the character position
to start at and the number of characters to print. Examine
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Printing Reports
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the report format shown below.
Report Format | Database Record
--------------- | -----------------
| EMPNUM [32472]
:DETAIL | MONTH [JAN]
[VOLUME] | VOLUME [4.34 ]
[TRANSACTION] | TRANSACTION [17 ]
/1 |
<VOLUME> |
<TRANSACTION> |
/1 |
[VOLUME,1,3] |
[TRANSACTION,2,1] |
/2 |
When the report format is printed with the data shown, the
output will appear as follows:
Printed Report
----------------
VOLUME TRNS
------- ---
4.34 17 - square brackets
4.3417 - pointed brackets
4.3 7 - portion of field
It is possible to print a string of text for each record.
These strings are known as constants. Constants are used to
print headings, titles and similar items on a report format.
When a constant is used in a report format it must be
surrounded by quotes ("). Notice how constants are used in
the example below.
:COVER
=30
"ACME CHEMICAL COMPANY"
/1
=32
"YEAR END REPORT"
SYSTEM FIELD COMMANDS
System fields can be used to print specific information
concerning the report. System fields include the number of
records that are printed, page numbers, the sort sequence,
number of records in the database and other information.
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"Printed "
<COUNT*>:zz,zz#:
" of the "
<RECORDS*>:zz,zz#:
" records."
/1
"PRIMARY SORT FIELD: "
<SORT*>:@@@@@@@@@@@@:
"SELECTION CRITERIA: "
<SELECT*>
This part of a report format would print out the number of
records that were printed, how the database is sorted and
the selection criteria.
The following example demonstrates how PC-File+ would prompt
you for the title of the report or any other information
which you might want to display when the report is printed.
:HEADING
<KEYIN*TITLE LINE:>
The syntax is the KEYIN* command followed by the prompt
message you want to have appear when PC-File+ asks for the
information.
System fields that are available in a report format are
listed below.
■ [COUNT*] - lists the number of records that have been
printed.
■ [DATE*] - prints the system date.
■ [KEYIN*] - prompts for input from operator during
printing.
■ [PAGE*] - prints the current page number of the report.
■ [RECORD*] - lists the record number of the record being
printed.
■ [RECORDS*] - prints the total number of records in the
database.
■ [SELECT*] - prints the selection criteria entered for the
report.
■ [SORT*] - lists the primary sort field for the database.
■ [SUBCOUNT*] - lists the number of records printed in a
subtotal break.
■ [SUBFLD*] - lists the field name of subtotal break field
■ [SUBID*] - lists the data from subtotal break field
■ [TIME*] - prints the system time.
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PAGE FORMAT COMMANDS
There are several commands that allow you to tell PC-File+
where to print the fields. These commands control tabbing,
line feeds and when to skip to the top of a new page. The
=nn command controls the print location horizontally. If
you want to have a field print in the middle of a line you
must use the =nn command to move the print head across the
page before printing the field. The nn indicates how many
spaces to tab over. For example, the command =40 would tab
over 40 characters from the left side of the page, =73 would
tab 73 characters from the left side of the page.
To cause the report to line feed down the page you would use
the /n command. The /n command will cause the printer to
move down n number of lines. To skip down five lines you
would use the command /5. The only time PC-File+ will move
to a new line is when a /n command is encountered. If you
want to have more than one line you would use the /n
command. An example would be if there are two lines of text
in a heading, you would need to have a /1 command to have
the second line print under the first.
NOTE: /1 and / are interchangeable. Both will cause the
printer to start a new line.
The .FF and .CP n commands allow you to skip to a new page.
The .FF command will cause the printer to skip to the next
page even if the current page is not full. This is useful
when printing a cover page at the beginning of a report or
if you want to skip to a new page after a subtotal break.
The .CP n command also skips to a new page, but only if
there is less than n lines left on a page. An example of
the command might be .CP 8 When this command is encountered
PC-File+ will check to see how many lines are left between
where it is currently printing and the end of the page. If
there are less than eight lines left, the printer will skip
to the next page. This command is referred to as the
Conditional Page command.
It is possible to have PC-File+ use type sizes other than
normal and condensed. This is done with the A nn,nn
command. This command tells PC-File+ to send the ASCII
characters listed after the A to the printer. Using the A
nn,nn command you can cause the printer to print a certain
field in a different type size or you could even have a
complete section print in a different type size. This would
be useful if you wanted to have a specific field print in
bold print or have all of the totals print in italics. For
example, if you wanted PC-File+ to print condensed print on
an Epson printer, you would enter, A 15. The following
example demonstrates uses for the page layout or format
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commands.
:COVER
A 27,71
/5
=30
"ACME CHEMICAL COMPANY"
/1
=32
"YEAR END REPORT"
.FF
:HEADING
=5
"EMPNUM"
=15
"VOLUME"
/1
=5
"------"
=15
"------"
:DETAIL
=5
A 27,69
[EMPNUM]
A 27,70
=15
[VOLUME]
/1
:TOTAL
.CP 6
"--------------------------------------"
/1
"Printed "
<COUNT*>:zz,zz#:
" of the "
<RECORDS*>:zz,zz#:
" records."
/1
:FOOTING
/5
CALCULATION COMMANDS & MASKS
A calculation can use a field in the database, a system
field, a constant, a total bucket or a relational lookup. A
calculation must be surrounded by parentheses and can
include embedded parentheses. When performing a
calculation, field names and constants can be entered as
they appear in the database, no brackets or parentheses are
required. A system field or a total bucket must be
surrounded by square brackets. Relational calculations (or
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lookups) must be surrounded by parentheses and must follow
the format shown in the section "Altering a Field Name,
Mask, Constant or Calc."
(VOLUME/TRANSACTION)
([`a]/[COUNT*])
(VOLUME*([RECORDS*]/TRANSACTION)
(VOLUME*(@EMPNUM,COMM,EMPNUM,RATE))
A total bucket is used to keep a running total for a field.
To use a total bucket, place an ` (backward apostrophe, not
') and the bucket letter at the end of the field to keep
totals for. The bucket is placed in the detail section and
can be any letter from a to z in either upper or lower case.
To print a total bucket place the bucket inside square
brackets. Below is an example of both a total bucket for a
field, printing a total bucket and a calculation with a
total bucket.
[SALES]:zzz,zz#.##:`c
[`c]
([`c]/[COUNT*]):z,zz#.##:
When a field or calculation is printed, it is possible to
format the data that will be printed. Fields containing
text can only be formatted as to the number of characters
that are printed. Numeric fields can be formatted for the
number of characters to print, the location of commas and
decimal points and parts of the field that will always be
printed.
To format a text field use a series of @ signs surrounded by
colons to represent how many characters to print for that
field. Numeric fields and calculations are formatted by
adding the combination of lower case z's, # signs and commas
or decimals. When a lower case z appears, PC-File+ will
only print something if there is a character in that
position of the field. When a # sign appears in a mask the
position marked by the # sign is forced to print. If there
is no data in that position a zero is printed. Commas and
decimal points in an edit mask will print as discussed in
the Free Form section. The example below demonstrates
several edit mask possibilities.
:DETAIL
[MONTH]:@@@:
[VOLUME]:zz,zz#.##:
(VOLUME*TRANSACTION):z,zzz,zz#.##:
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18.2 PRINTING REPORTS
After you choose a report format, create a new format or
edit an old format, PC-File+ will display the Report Menu.
You can now set the printing options for the report.
┌─────────────────────────────────────────────────┐
│ REPORT MENU │
├─────────────────────────────────────────────────┤
│ Output to Printer, Screen, or Disk P/S/D [P] │
│ Number of copies 1-9 [1] │
│ Do Detail lines? Y/N [Y] │
│ Do Subtotals? Y/N [N] │
│ Left margin (extra spaces) 0-99 [ 0] │
│ Page length (in "lines") [ 66] │
│ Type size (Normal/Compressed) N/C [N] │
│ Remove blank lines and spaces Y/N [N] │
│ Flip~data active Y/N [Y] │
│ Print All or Selected records A/S [A] │
│ │
└─────────────────────────────────────────────────┘
18.2.1 OUTPUT DEVICE
PC-File+ can print a report to the printer, screen or disk.
To select the output device, enter P, S, or D.
If you select Printer as the output device, PC-File+ will
print to the printer port selected in the configuration
setup. The default is the first parallel port. If your
printer is connected to another port, you must modify the
configuration setup appropriately before printing a report.
When printing to disk you will be prompted for the output
filespec. This is the drive, path and file name that you
want to print the report to. For example, you might enter
C:\PCF\TEMP.LST. This would print the report into the file
TEMP.LST, on the C drive, in the PCF directory.
18.2.2 NUMBER OF COPIES
The second option on the Report Menu is the number of copies
to print. PC-File+ can print up to nine copies of a report
in one printing.
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18.2.3 DETAIL LINES
PC-File+ allows you to omit the detail lines when printing a
report. This is useful when only the subtotal information
is required and the detail lines are not needed. To omit
the detail lines change the response to N. Normally the
detail lines will be printed as Y is the default answer.
18.2.4 SUBTOTAL BREAKS
A subtotal break allows you to insert a break or space
between related records. This is helpful to break a report
into groups, such as months or departments. If you have
numeric fields, the subtotal of those fields will print for
the records in that group or subtotal.
The "Do Subtotals" parameter specifies whether or not to use
a subtotal break for the report being printed. PC-File+ can
perform a subtotal break on any field in the database. It
is best to use the subtotal break on the same field that the
database is sorted on. This allows for a much more
organized report and avoids having related pieces of data
spread throughout the report.
If you want a subtotal break, enter Y at the "Do
Subtotals?" prompt. You will then be asked for the field to
use for the subtotal break. Answer acordingly.
The example below shows a report using a subtotal break on
the EMPNUM field.
Monthly Sales Figures - First Quarter 1991
EMPNUM MONTH VOLUME TRANSACTIONS AVERAGE
====== === ====== === =======
12323 JAN 423.34 17 24.90
12323 FEB 545.35 24 22.72
12323 MAR 234.21 15 15.61
-------------------------------
1,202.90 56 21.48
19645 JAN 879.56 35 25.13
19645 FEB 758.24 20 37.91
19645 MAR 834.94 27 30.92
-------------------------------
2,472.74 82 30.15
Notice how each time the EMPNUM data changes, the subtotals
for the previous records are printed.
When printing with subtotal breaks it is also possible to
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print using group highlighting. This avoids having the
subtotal field repeat unnecessarily. To use group
highlighting simply respond Y when prompted. The example
below shows group highlighting for the first subtotal break.
Monthly Sales Figures - First Quarter 1991
EMPNUM MONTH VOLUME TRANSACTIONS AVERAGE
====== === ====== === =======
12323 JAN 423.34 17 24.90
FEB 545.35 24 22.72
MAR 234.21 15 15.61
-------------------------------
1,202.90 56 21.48
It is also possible to perform a subtotal break when only a
portion of a field changes. Using the example above, let's
say the first two digits of each employee number represent
the department they work in. To generate a report where the
subtotal break occurs at the end of each department you
would need to indicate EMPNUM,1,2. This will cause a
subtotal break to occur when the first two characters or the
EMPNUM field change.
18.2.5 LEFT MARGIN
The Left Margin parameter allows you to imbed extra spaces
on the left side of your report. This is especially useful
when you want to have a left margin on your report or when
printing with an automatic sheet feeder in the center of the
printer.
18.2.6 PAGE LENGTH
The fifth option allows you to set the page length for the
report you are printing. This makes it easy to print on
different size paper or forms without changing the profile
setup. The page length will default to the setting in the
profile. To change the number of lines per page, enter the
new page length.
The number of lines printed per page will be calculated by
subtracting the number of header and footer lines from the
page length. Using this formula PC-File+ will automatically
calculate how many lines of data it can print on each page.
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18.2.7 PRINT SIZE
PC-File+ can print a report using one of two pre-defined
print sizes. These sizes are determined by the printer
control codes set by the /NORMAL and /CONDENSED commands in
the profile. The Type size parameter on the report menu
specifies which size to use for your report.
You should always use compressed print if your report is
wider than your printer can print on one line using normal
print. If you print a report that the printer cannot print
on one line, the printer will either wrap each line of the
report to the next line or it will print off the edge of the
paper.
The following table shows the maximum number of characters
you can print on one line with various print sizes and paper
widths.
┌──────────────────────────┐
│ Type Size │
┌─────────┼────────┬─────────────────┤
│ Paper │ Normal │ Compressed │
│ Width │ 10 CPI │ 15 CPI 17 CPI │
├─────────┼────────┼────────┬────────┤
│ 8.5 │ 80 │ 120 │ 132 │
│ 11.0 │ 105 │ 158 │ 178 │
│ 14.0 │ 136 │ 204 │ 232 │
└─────────┴────────┴────────┴────────┘
(CPI indicates Characters Per Inch)
18.2.8 BLANK LINES AND SPACES
The "Remove blank lines and spaces" option allows you to
print reports with extra spaces and blank lines removed.
This is especially useful when you want to print labels from
within PC-File+. Likewise, it can be used when printing
regular reports to remove spaces between certain fields or
remove extra blank lines that make the report appear spread
out.
PC-File+ will remove blank lines and spaces whenever there
is one empty line or one empty space between fields. If
there is more than one empty line or more than one empty
space defined between the fields those fields will hold
their position.
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:DETAIL
=20
[DUE_DATE]
/2
[FIRSTNAME]
[LASTNAME]
/1
[COMPANY]
/1
[ADDRESS]
/1
[CITY]
[STATE]
=20
[ZIP]
/2
When the report above is printed, it will produce a label
with the extra spaces and blank lines removed.
01/01/91
ROBERT SMITH
1234 MAIN ST
SEATTLE WA 98101
Notice that there are still two lines between the DUE_DATE
field and the name fields. This is because of the /2
command between the fields in the report format. The blank
line where the company would have been printed has been
removed.
The zip code is still printed 20 characters to the right
because of the tab (=20) command. Locations that are tabbed
to will never be compressed out, or moved further to the
left.
18.2.9 FLIP DATA
PC-File+ will normally flip the data in a field containing
the flip character, ~ . You can suppress the flip action by
entering Y to the Flip~data option.
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18.2.10 SELECTED RECORDS
The last option on the Report Menu allows you to specify
whether to print all or selected records from a database.
The default answer is A for all records. If you choose
selected records you will be prompted whether to use a
simple or complex search. Refer to the section on finding
records for information on simple and complex searches.
18.2.11 FINAL OUTPUT
After you have answered the questions on the Report Menu,
press (F10). At this point you will be prompted for
information about subtotals and selected records if these
options were selected. Once all of the information has been
entered, PC-File+ will bring up the first record to be
printed, unless the report is being printed to the screen.
You will be asked whether to print the record. This is the
second level of selection. You have the option to print
only certain records from the group selected.
You may enter Y to print the current record and move on to
the next, N to skip the record and move on, X to have
PC-File+ stop asking and print all of the records that meet
the selection criteria, or Q to stop printing the report.
If you press (Esc) or Q when printing a report, the printing
process will terminate and you will be told that the report
has been completed. After pressing (Enter) you will return
to the Master Menu.
18.3 ADVANCED REPORT TECHNIQUES
18.3.1 QUICK COMPLEX REPORTS
To speed up the process of creating complex reports you can
first create a report using the Page, Row or Free Form
formats. This will allow you to create the basic report
quickly and then go back using the Command Edit function to
put in the finishing touches. This is especially useful for
adding things such as totals for calculated fields or
averages for total buckets.
In order to calculate averages you would divide the total
bucket for a field by the number of records that were
printed. PC-File+ keeps track of the total buckets at two
levels. The first level is reset at the beginning of each
subtotal break. The second level is only reset at the
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beginning of a report. This allows you to generate totals
and calculate averages at subtotal breaks as well as the end
of the report. You do not need to worry about which level
is used, PC-File+ will choose the level depending on where
the bucket is referenced in the report.
18.3.2 PRINTER CONTROL CODES
PC-File+ uses the /NORMAL and /CONDENSED commands to specify
the general print size for reports. It is possible to use
other control codes within a report format to specify
various printer attributes. Control codes are useful for
changing print size and style, or color. You could set up a
report so that the headings are printed in bold type or
highlight a field with italic print.
PC-File+ makes using printer control codes even easier than
previous versions. The A NN,NN command allows you to use
any printer code anywhere in a report format.
To change the print style in a report, imbed the A nn,nn
command on a line by itself. The nn represents the decimal
value of an ASCII character. As an example, A 27,69 will
send the characters ESC and E to the printer to produce bold
print on an Epson printer. To print a single field in bold
type you would insert a line before the field (in the detail
section) to turn bold printing on, A 27,69. After the field
there would be a line that reads A 27,70 to turn the bold
print off again.
PC-File+ will accept up to 67 characters for the A nn,nn
command, the length of a line in the report editor. This is
sufficient for most printers. When using a laser printer
which tends to require long ASCII strings in order to select
a font, it may be necessary to divide a long string into two
or more parts.
18.3.3 MAILING LABELS
It is possible to print mailing labels in a 1-up format from
within PC-File+. The simplest way to create a label format
is to use the Free Form format. In the detail section, lay
out the fields as you want them to appear.
The detail section should contain the same number of lines
as are on the labels you will be printing to. If the label
has six lines there should be six lines in the detail
section. This includes blank lines. Any lines in sections
other than the detail section should be removed.
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When printing the report you should use the "Remove blank
lines and spaces" command on the Report Menu. This will
cause extra spaces and empty lines to be compressed.
If you're printing directly onto envelopes rather than onto
labels and want the printer to pause after each envelope is
printed, use .FF at the end of the detail section. This
will signal PC-File+ to send a form feed to the printer
ejecting the envelope. Each record should be allowed to
print before starting the next record. You should not
respond X when prompted "Output this one? Y,N,X or Q".
Instead, press Y as each label is printed, pausing to insert
the next envelope before pressing Y again.
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92
19.0 USING THE LETTER WRITING FEATURES
PC-File+ has a built-in letter writing and mail merge
feature. With the letter writing feature, you can create a
form letter and then merge data from your database with the
letter to create personalized letters.
19.1 CREATING YOUR LETTER
Letter writing in PC-File+ is accessed from the Master Menu
Screen by pressing (F5) or typing L.
If you do not have any previously saved letters, you will be
taken immediately to the letter screen.
If you have previously saved any letters, you will be shown
a list of the letters. If you want to create a new letter,
place the cursor on the blank line and press (F10). If you
want to use an existing letter, move the cursor to the line
containing the letter and press (F10).
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Using the Letter Writing Features
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The letter screen looks like:
Press (F10) when letter is ready to print.
You can include these commands in your letter:
.<field> .[field] .<KEYIN*> .<DATE*> .GROUP .EGROUP .FORMFEED
╔ Type your letter 260:90 ════════════════════════════╗
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
╚ (F1,F2)Cut (F3,F4)Paste (F5,F6)Del (F10)Done ═ r:1 c:1 ╝
Last_Name (15) First_Name (12) Address1 (20) Address2(20)
City (15) State (2) Zip_Code (10) Home_Phone (12)
Children#(2) Comments (145)
Above the editing window, you will see a brief summary of
the types of mail merge commands you can include in your
letter. The top line of the editing window displays the
size of the window 260:90. You can use up to 90 columns per
line, and up to 260 lines.
Below the editing window, you will see a list of the field
names in your database. The length of each field will be
displayed in parentheses next to the field name.
You can now create or edit the letter. You can include all
or some of the mail merge commands. You can include data in
all fields or selected fields, calculations or relational
lookups.
After you have finished writing your letter, press (F10).
You will be asked if you want to save the letter. If you
answer Y, you will be asked to provide a name for the
letter. PC-File+ will automatically include the .LTR file
extension.
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19.2 THE MAIL MERGE COMMANDS
The merge commands are typed into your letter just like
standard text. However, PC-File+ recognizes the special
characters in the merge commands and replaces them with data
from the database. The merge commands all start with a
period.
Here are the merge commands, and their meanings:
.<fieldname>
This is a variable substitution. Data will be extracted
from the field indicated. Then, the excess spaces to
the right and left of the data will be removed, and the
result will be inserted into the letter. Replace
"fieldname" above with the name of a field in your
database. You can use an abbreviated field name.
.[fieldname ]
This is a fixed length substitution. Data will be
extracted from the field indicated, but no spaces will
be inserted or removed. Instead, the data will be
placed into the space allocated in your letter as
indicated by the left and right square brackets. This
is useful for lining up data in columns. Replace
"fieldname" above with the name of the field in your
database. You can use an abbreviated field name.
.<KEYIN*msg>
The .<KEYIN*msg> command is used when you want PC-File+
to pause to accept input from the keyboard operator.
You can type the information you want inserted in the
letter. Press (Enter) to tell PC-File+ you are finished
entering data.
You can replace "msg" with an appropriate message. When
PC-File+ processes the .<KEYIN*msg> command, the message
you entered will be displayed on the screen. For
example, if you wanted PC-File+ to remind the operator
to enter a particular product, you would include the
command .<KEYIN*product>. If you remove the message
from the KEYIN command (.<KEYIN*>), no message will be
displayed when PC-File+ stops for input.
Note: The letter writer won't automatically reformat
your line for you, so you need to be careful that the
information you will be typing doesn't exceed the length
you planned for when drafting the letter.
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Using the Letter Writing Features
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.<DATE*>
You may be printing this letter in the future. Rather
than typing in the exact date, then changing it each
time you get ready to print letters, you can use the
.<DATE*> command. PC-File+ will pull in the system
date.
Note: If your computer does not have a clock calendar,
you will need to enter the date by using the DOS DATE
command.
.GROUP
This causes all following lines to be treated as a
group, until an .EGROUP command is encountered. All
blank lines within a .GROUP of lines will be removed.
If a record doesn't have anything in a particular field
there won't be a blank line.
.EGROUP
This ends a .GROUP. If any blank lines are found in a
.GROUP, they will be removed.
.EGROUP R
This is another form of the .EGROUP command, except that
the blank lines that were removed will be re-inserted at
this point. This is used if you need to maintain exact
line spacing in your letter.
.FORMFEED
This is how you tell PC-File+ when to skip to a new
page. If your letter is only one page long, .FORMFEED
should be placed on the last line of the letter. If your
letter is several pages long, place one .FORMFEED
between each page of the letter and one on the last line
of the letter.
.FF
Same as .FORMFEED above.
.CP nn
This is the Conditional Page command. The .CP N command
skips to a new page, but only if there is less than nn
lines left on a page. An example of the command might
be .CP 8. When this command is encountered PC-File+
will check to see how many lines are left between where
it is currently printing and the end of the page. If
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Using the Letter Writing Features
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there are less than eight lines left, the printer will
skip to the next page.
.<(calculated field)>
You can place a calculated field in your letter. This
field has the same format as calculated fields in
reports. The answer will be placed at this location in
your printed letter.
EXAMPLE: .<(AGE*364.25):ZZ,ZZ#.##
.<(relational lookup)>
You can do a relational lookup into other databases.
This field has the same format as relational lookup
fields in reports. The lookup value will be inserted in
your letter at this location.
EXAMPLE: .<(@PARTNO,PARTSDB,PART,DESC):@@@@@
19.3 AN EXAMPLE LETTER
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Using the Letter Writing Features
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Let's look at an example letter.
Press (F10) when letter is ready to print.
You can include these commands in your letter:
.<field> .[field] .<KEYIN*> .<DATE*> .GROUP .EGROUP .FORMFEED
╔ Type your letter 260:90 ════════════════════════════╗
║ .<DATE*> ║
║ .GROUP ║
║ .<FIRSTNAME> .<LASTNAME> ║
║ .<ADDRESS> ║
║ .<CITY>, .<STATE> .<ZIP> ║
║ .EGROUP ║
║ Dear .<SALUTATION> .<LASTNAME>: ║
║ ║
║ According to our records, you owe ║
║ us $.<(CHARGES-PAYMENTS+BALANCE):zz,zz#.##:>. ║
║ ║
║ Please pay up, you .<KEYIN*insult>!!! ║
║ ║
║ Sincerely, ║
║ Acme Loan Company ║
║ .FORMFEED ║
╚ (F1,F2)Cut (F3,F4)Paste (F5,F6)Del (F10)Done ═ r:1 c:1 ╝
FIRSTNAME(12) LASTNAME (15) SALUTATION (4) ADDRESS(20)
CITY (15) STATE (2) ZIP (5) CHARGES (10)
PAYMENTS (10) BALANCE (10)
The .GROUP and .EGROUP commands will keep your address
information all grouped together, even if the field called
ADDRESS is empty in some of the records.
The .<SALUTATION> (i.e., Mr., Mrs., Ms., or Miss), along
with the .<FIRSTNAME> and .<LASTNAME>, of each record
selected will be plugged in for you. The same holds true
for .<ADDRESS>, .<CITY>, .<STATE>, and .<ZIP>. Each one
will be placed exactly where you want it in the letter. All
of this information is taken out of each record selected by
PC-File+.
PC-File+ then performs the calculation, and inserts the
answer in the body of the letter.
PC-File+ will stop on the line containing the
.<KEYIN*insult> command and wait for keyboard input. A
message will be displayed reminding you to type an insult.
After you have typed your reply, press (Enter) and PC-File+
will print your reply and continue with the rest of the
letter.
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The .FORMFEED you see at the bottom of the letter means that
this letter is done. The paper will now be skipped to a new
page for the next letter.
19.4 PRINTING LETTERS
The letter you've just created is now ready to be printed.
You will be shown a menu of print options. For more
information on this menu, please refer to the section on
printing reports.
19.5 DOING LETTERS WITH YOUR OWN WORD PROCESSOR
If your word processor saves data in a pure ASCII format,
you can use it to create letters for use with PC-File+. Be
sure that the letters you create with your word processor
are saved with the file extension .LTR.
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Using the Letter Writing Features
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100
20.0 PRINTING MAILING LABELS
PCLABEL can do a very nice job of producing mailing labels
from any database. Excess spaces and empty lines will be
automatically removed. Labels can be produced in the
standard 1-up format, or you can optionally produce them
multi-up in a side by side format. PCLABEL has been
provided as a standalone program on your PC-File+ disk.
PCLABEL works with all kinds of files - not just PC-File
databases. It will also handle files consisting of pure
ASCII information, comma delimited files, and address files
created by PC-Type+.
20.1 RUNNING PCLABEL
PCLABEL is a standalone program. To start PCLABEL, you must
type PCLABEL from the DOS prompt. It is not a menu option
in PC-File+.
When you start PCLABEL, the PCLABEL menu shown below will be
displayed.
┌────────────────────────────────────────────────┐
│ │
│ PC-LABEL Function Selection Menu │
│ │
╞═════╤══════════════════════════════════════════╡
│ │ │
│ F1 │ Help │
│ F2 │ Recall Previous Label Setup Information │
│ F3 │ Save Label Setup Information to a File │
│ F4 │ Quit or Exit │
│ F5 │ │
│ F6 │ │
│ F7 │ Special Escape Codes for Printer │
│ F8 │ Set up Labels Sheet Format │
│ F9 │ Position Labels Sheet in Printer │
│ F10 │ Print Labels │
│ │ │
└─────┴──────────────────────────────────────────┘
If you press (F1), Help, you will be shown a few screens of
explanatory information. To return to the PCLABEL menu,
press (Esc). In fact, you will be able to return to this
menu with the (Esc) key from any point within the PCLABEL
program.
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Printing Mailing Labels
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20.2 RECALLING PREVIOUSLY SAVED DEFAULTS
If you have run PCLABEL previously, you may have already
saved a default file of label information. These files are
saved with the extension .LBL. To recall a defaults file,
press (F2).
NOTE: You must know the drive, path and file name of the
.LBL file.
PCLABEL will ask you for the path to the default file.
Enter the drive and path and press (F10). PCLABEL will
provide you with a list of all .LBL files found in the
specified path.
Move the cursor to the desired file and press (F10) or
(Enter). The defaults will be loaded, and you will be
returned to the main menu.
20.3 SPECIAL ESCAPE CODES FOR PRINTER
You may want to print your labels in italics, compressed
print, etc. PCLABEL will let you enter the Escape codes for
your printer. Press (F7) and enter the escape codes in the
field provided. Enter the codes by holding down the (Alt)
key and pressing the corresponding ASCII decimal number.
Release the (Alt) key. An ASCII character should appear.
Repeat the process for each character.
NOTE: You will need to consult your printer manual for the
ASCII decimal codes.
If you need to enter the ASCII decimal value zero (not the
character zero), you should enter (0).
20.4 SETTING UP YOUR LABEL SHEET FORMAT
You can define your Label Format by pressing (F8). If you
loaded previously saved defaults, you will not have to do
this step.
When you press (F8), you will be asked several questions
about your labels. At any point in this process you may
return to the main menu by pressing the (Esc) key.
The first question is:
How many labels across your label sheet?
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Printing Mailing Labels
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Enter the number in the field provided and press (Enter) or
(F10).
The next question is:
How many labels down one label sheet?
If you are using separate sheets of labels, enter the number
of labels down each sheet. Press (Enter). If you use
continuous form or fan-fold labels, you should enter 99 and
press (Enter).
When you answer 99, PCLABEL will continuously print the
labels until all the labels have been printed, or until
interrupted. When you indicate an answer other than 99,
PCLABEL will pause the printing process at the end of each
sheet.
You will next be asked to enter the number of lines from the
beginning of one label to the beginning of the next label.
If you know the answer to this question, enter the number
and press (Enter).
┌─────────────────────┐ ─ Enter the number of lines from
│ │ │ the top of one label to the top
│ │ │ of the next label (max 22 - min 6)
│ │ ▒
│ │ │ (If you don't know, enter '?')
└─────────────────────┘ │
┌─────────────────────┐ ─
│ │
│ │
│ │
│ │
└─────────────────────┘
If you do not know the answer to this question, press the
question mark, and PCLABEL will respond with:
Insert a sheet of paper in your printer and turn printer on.
Press any key to continue ...
A matrix of numbers will be printed to your label sheet that
will allow you to determine the number of lines.
If you specified that there was more than one label across
each label sheet, you will be asked to enter the number of
characters from the left edge of one label to the left edge
of the next label. Again, by pressing the "?" a matrix of
numbers will be printed on your label sheet to help you
determine the answer.
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You will next be asked to provide the maximum number of
characters to be printed per line. Again, press the "?" key
if you don't know.
You will need to tell PCLABEL where to place your address
information. To determine this, you will be asked the
following four questions:
■ Enter the FIRST available row in the label for label data
■ Enter the LAST available row in the label for label data
■ Enter the FIRST available column in the label for label
data
■ Enter the LAST available column in the label for label
data
If you can use the entire label, just press (Enter) or (F10)
to each question.
If you defined a portion of the label area for address
information, you will be asked if you want to place any text
on the label. If you answer N, you will be returned to the
main menu. If you answer Y, a picture of the entire label
will be displayed on your screen containing the area set
aside for the address information.
┌─────────────────────────────────────────────────────┐
│ This is text line 1 │
│ This is text line 2 │
│▒▒▒▒This▒is▒text▒line▒3▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒│
│ This is text line 4 │
│ This is text line 5 │
│ This is text line 6 │
│ This is text line 7 │
│ ┌──────────────────────────────────────────┐│
│ │ ││
│ │ ││
│ │ ││
│ │ ││
│ │ ││
│ └──────────────────────────────────────────┘│
└─────────────────────────────────────────────────────┘
By pressing the up or down arrow keys, you can move the
field entry bar to the line(s) where you want to enter
information. When you have entered all the information,
press (F10) and you will be returned to the main menu.
NOTE: When inside the field entry bar, you may use the
right and left arrow keys, the (Ctrl) right and left arrow
keys, the (Tab) and (Shift)(Tab) keys, and (Home) and (End)
to move around inside the field.
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20.5 POSITION LABELS SHEET IN PRINTER
PCLABEL will help you to align your labels. By pressing
(F9), you will be asked a series of questions.
You will first be asked to align the top label as accurately
as possible. A row of numbers will be printed across this
label. This will allow you to tell PCLABEL how many spaces
to skip before coming to the left edge of the label. The
screen shown below will instruct you how to respond. Note
that each occurrence of "0" is an additional 10.
┌──────────────────────────────────────────────────────────────┐
│ A row of numbers is being printed across your Top label. │
│ │
│To determine how many spaces must be printed before getting to│
│your label, enter the number corresponding to the first number│
│printed INSIDE your label at the left edge. │
│ │
│ ┌────────────────────────┐ │
│ 123456789012│456789012345678901234567│9012.. │
│ │ │ │
│ │ │ │
│ └────────────────────────┘ │
│ │
│ In the example above, you would enter the number 14. │
│ │
│ Enter the number at the left edge: 14 │
└──────────────────────────────────────────────────────────────┘
At this point, you should adjust the vertical position of
the label to ensure that the first line printed will be on
the first label line. This should be the first line at the
very top of the label.
PCLABEL will space down to the beginning of the next label.
You will return to the main menu.
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20.6 PRINT LABELS
When you are ready to print your labels, press (F10). You
will need to select the type of source data. Each source
data will ask slightly different questions.
Four different types of source data are supported by
PCLABEL:
1. PC-File database
2. PC-Type+ labels file
3. WS comma delimited file
4. Pure ASCII labels file
20.7 PC-FILE SOURCE DATA
After you have selected a PC-File database as the source
data, enter the drive and path containing the database.
PCLABEL will display the names of all databases found.
Select the database to use to print labels.
PCLABEL will display the names of the fields in the database
selected. You will be asked to mark those fields of the
database which you will use in your label definition.
┌───────────────────────────────────────────────────────┐
│ PC-LABEL SOURCE DEFINITION │
│ │
│ x NAME_ NICKNAME │
│ TITLE x COMPANY │
│ x STREET x SUITE │
│ x CITY x STATE │
│ x ZIP COUNTRY │
│ B_PHONE H_PHONE │
│ KEYWORDS DATES_LTR │
│ COMMENTS │
└───────────────────────────────────────────────────────┘
You will also be asked whether to print all or selected
records.
If you answered Selected records, you will be asked if the
search is to be simple or complex.
If you respond Simple, then you merely fill in the strings
which you want matched in the records selected. (Only the
first 42 fields will be available for entry.)
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┌───────────────────────────────────────────┐
│ PC-LABEL SOURCE DEFINITION │
│ │
│ NAME_ cat NICKNAME │
│ TITLE COMPANY │
│ STREET SUITE │
│ CITY STATE ca │
│ ZIP COUNTRY │
│ B_PHONE H_PHONE │
│ KEYWORDS DATES_LTR │
│ COMMENTS │
└───────────────────────────────────────────┘
If you respond Complex, then all the field names will be
displayed on the screen and you may enter a search command
in the field provided which represents the information you
want matched. This is a more sophisticated search since you
may use & for AND, | for OR. For more information on the
complex search, please refer to the section on Finding
records.
20.8 ENTERING PUNCTUATION AND CONSTANTS
Once the fields have been identified, you may define their
location inside the label as shown below. Notice that you
may also enter additional text, which will appear on each
label. Note that while the fields appear spread out, they
will be compressed when printed.
┌─────────────────────┤ NAME ├──────────────────────────┐
│Attn: NAME │
│COMPANY V.P. Sales │
│ADDRESS SUITE │
│CITY STATE │
│ZIP │
│ │
└───────────────────────────────────────────────────────┘
You can place the fields anywhere on the label. You can
move around inside the label from position to position by
using the arrow keys. There are 6 positions per line. When
you move the position bar to the desired location, press P
for Put, and the field shown in the box will be placed in
the current position. Press S to select the next field.
The field name will be displayed in the box at the top of
the screen. Press (Shift)S to select the previous field.
Text may be entered in any of these positions by pressing E
for "Enter data". The position bar will be converted into a
field where you may type information. "Attn:" and "V.P.
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Sales" in this example were entered in this fashion.
You can include punctuation to be printed between fields.
Punctuation will be appended to the field to the left. In
the example below, the "," will be appended to the data in
the field CITY. A space will always be printed between
adjacent fields.
┌───────────────────────────────────────────────────────┐
│Attn: NAME │
│COMPANY V.P. Sales │
│ADDRESS - SUITE │
│CITY ,STATE │
│ZIP │
│ │
└───────────────────────────────────────────────────────┘
Normally, PCLABEL will center each label. The label will be
centered as a whole unit. Each line of the label will start
on the same column.
However, if you want some lines to maintain an absolute
position in the label, you may insert spaces. Any lines
which have not had spaces inserted will be centered. Any
lines which have had at least one space inserted will not be
centered - they will begin exactly where indicated on the
label.
In the example below, all information will be centered
except the last line. The zip code will always begin at the
indicated position on the label.
┌─────────────────────────────────────────────────┐
│Attn: NAME │
│COMPANY V.P. Sales │
│ADDRESS - SUITE │
│CITY, STATE │
│ ZIP │
│ │
└─────────────────────────────────────────────────┘
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20.9 COMPLETING THE LABEL DEFINITION PROCESS
Once the file has been defined, you are asked if you want to
send the labels to a disk file or to your printer. If you
indicate a disk file, you will be asked for the path and
name of that file.
Next you will be asked if you want to print multiple copies
of your label output. If you do, enter the number in the
space provided.
You may print multiple copies in one of two ways:
1. Print the entire set of labels once, then the entire set
again, and then again, etc.
2. Print each record the desired number of times before
continuing on to the next record.
If you select method (1) above, PCLABEL will need some
temporary disk space to save information. The amount of
space you need can be determined by multiplying of the
number of unique labels to be printed by 4. For example, if
you will be printing 500 unique labels, you will need about
2K of disk space for this temporary file. Enter the drive
letter where this room is available.
PCLABEL will now begin printing. PCLABEL will display the
first record to be printed. At this point you will be
asked:
Print label? Press Y/N or X=>Y and don't ask (or Esc)
If you press Y for Yes, the label will be printed. If you
press N for No, the label will not be printed. If you press
X, the label will be printed and all the rest of the labels
will be printed continuously without asking you for
confirmation. You may interrupt this process by pressing
(Esc).
If you press (Esc) while in the process of printing labels,
the message:
Esc to exit. Press B to backup or C to continue.
will be displayed on your screen. If you press (Esc) again,
the label process will be aborted and you will be returned
to the main menu.
If you press B, the previous label printed will be
displayed. Pressing B will back you up 50 labels or until
the first label printed is encountered.
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At any point in the backup process, if you press R, the
process of printing labels will continue. (You will first
be asked if you want to reposition your labels again.)
When you resume printing after backing up, you will notice
that previously skipped labels will be displayed again.
This is done intentionally so that if you accidentally
skipped a label, you can back up and print it.
The backup feature of PCLABEL is very handy in case you run
into some sort of printer problem. With this feature, you
do not have to start over from the beginning.
When all the labels have been printed, you will be asked if
you want to start from the beginning of the file or return
to the main menu.
20.10 SAVE LABEL SETUP INFORMATION TO A FILE
You can save the label setup to a file by pressing (F3).
You will be asked for the path to save the information.
Following this, you will be asked to provide a file name.
All the .LBL files which exist in the directory specified
will be displayed as shown below. In addition, the field
"New_File" will exist. By using the arrow keys, you may
move the selection bar to any file. When you press (F10),
the previous .LBL file will be replaced with the new
defaults information.
By selecting "New_File" and pressing the (F10) key, you will
be presented with a blank field in which you may enter a new
file name. Press (Enter) or (F10) after entering the new
name and the file will be saved to disk with a .LBL
extension.
20.11 COMMA DELIMITED SOURCE FILE
You will first be asked for the location and name of the
Comma Delimited File. You will also need to define which
fields will to use in the label output, the position in
which these fields should be located on the label, and any
necessary punctuation to include.
A Comma Delimited file contains data, but does not contain
information relating to that data. Therefore, you must
provide the names for the data fields so the information can
be identified. In the sample below, you must supply the
field names, "name", "address", etc.
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┌─────────────────────────────────────────────────────────┐
│ PC-LABEL SOURCE DEFINITION │
│ │
│ name Cat~Garfield Fat Cat │
│ President company Garfield Enterprise │
│ address 123 Feline Court suite Very │
│ city Lyons state CA │
│ zip 90014 USA │
│ 328-3663 │
│ │
│ Cuddley │
└─────────────────────────────────────────────────────────┘
20.12 PURE ASCII LABELS SOURCE FILE
The Pure ASCII Label data will simply ask you for the
location and name of the source data. PCLABEL will assume a
label is completed when a blank line is encountered in the
file.
20.13 PC-TYPE+ MAIL MERGE LABEL SOURCE FILE
The PC-Type+ Label data will also ask you for the location
and name of the labels file. This file is created by
PC-Type+ when you use the .LABEL and .ELABEL options
provided within Mail Merge. The format of these files is
quite similar to that of a Comma Delimited file, but is
easier to use since the label shape and information is
already included in each record of the file.
20.14 INVOCATION PARAMETERS
When initially starting PCLABEL, you may optionally include
one or more of the following invocation parameters.
/GREEN
Use this parameter if you have a graphics monitor which
does not support color. If you have a standard
monochrome screen you do not need to do this.
/BIOS
If you are using a computer which is reasonably
compatible with the IBM PC, you may need to use this
parameter. This will cause all screen output to go
through your BIOS instead of directly to the screen.
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/ANSI
If you are using a computer which is not very compatible
with the IBM PC, you may need to use this parameter. If
you do, be sure that you have ANSI.SYS installed by
including the line
DEVICE=ANSI.SYS
in your CONFIG.SYS file. Both CONFIG.SYS and ANSI.SYS
must be located in your root directory.
default filespec
You may call PCLABEL with the full path and file
specification for a previously saved default file. This
will save you the trouble of specifying it once you get
into the program itself.
For example, if you typed the following after the DOS
prompt:
PCLABEL C:\PCF\CLIENT.LBL /GREEN /BIOS
PCLABEL will automatically load the file CLIENT.LBL in the
PCF subdirectory on your C drive. Your screen color would
be set to black and white and all screen output would go
through your ROM BIOS before being displayed on the screen.
112
21.0 ENDING / CHANGING TO A DIFFERENT DATABASE
To end the program and return to DOS, or to change to a
different database, Press (Alt) with (F9), or type Q
while viewing the Master Menu Screen.
PC-File+ will ask:
"Quit processing, Different file, or Resume processing?"
Answer Q if you're through working with PC-File+ and you
don't want to work with any other databases. Answer D if
you would like to keep using PC-File+, but wish to work with
a different database. Answer R if you didn't really mean
to quit, in which case you'll be returned to the Master Menu
Screen.
113
Ending / Changing to a Different Database
____________________________________________________________
114
ADDITIONAL FEATURES
22.0 ALTERING A FIELD NAME, MASK, CONSTANT, OR CALC
The "Name or Mask Screen" is an area of PC-File+ where you
can do several things.
■ You can change the NAME of a field.
■ You can provide an EDIT MASK for a field, to carefully
screen what's typed into the field by the operator.
■ You can provide an AUTOMATIC FIELD. This is where the
date, time, or other information can be automatically
entered for the operator.
■ You can provide a CONSTANT for the field. This is
pre-entered data, which can either be accepted as input,
or typed over by the operator.
■ You can provide a CALCULATION for the field. This can be
an arithmetic calculation, or a lookup into another
database for the answer.
To perform any of these functions, you must first select the
Utilities option by typing U while viewing the Master Menu
screen. Then, from the Utilities menu, select the item
"Name of Field, Mask, Constant, or Calc (modify)".
You will be shown a list of all the field names and asked:
"Which FIELD's Name, Mask, Constant or Calcs to Change?"
Type the name or number of the field you wish to change and
press (F10).
The next question will be:
"Change (N)Name (M)Mask (K)Constant or (C)Calcs [ ]"
Your response to this question depends on what
characteristics of the field you wish to change.
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22.1 FIELD NAME
You answer N if you want to change the name of the field
selected. You might want to do this, for example, to
shorten the field name, or change the field attribute from
numeric to character.
You will be asked to:
Enter the new field Name [ ]
At that point you can go ahead and type in the new field
name - right over the old one. Once you have the new field
name entered, you can press (F10). The new name will be
accepted and you will be returned to the question, "Which
FIELD's Name, Mask, Constant or Calcs to Change?"
You can change as many field names as you like and as often
as you like, too.
In choosing a new name for the field, keep these points in
mind:
■ Use only alphabetic characters, numbers, and the
underscore character for field names.
■ Never start the field name out with a number. It should
always start with an alphabetic character.
■ If the field will contain only numeric data which you may
need to add up for totals, or which you may want to sort
into numerical sequence, make it a Numeric field. You do
this by ending the field name with a # character.
Here are some field name examples:
Name
Last_Name
Month1
Quantity#
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Altering a Field Name, Mask, Constant, or Calc
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22.2 EDIT MASK
You use an edit mask to define which characters will be
allowed when entering data into a field. If you don't
provide an edit mask, all characters (i.e., those in the
ASCII character set) will be allowed for the field. If you
have a numeric field, only the digits 0 through 9, as well
as the decimal, plus, minus, and the letters "D" and "E"
will be allowed. ("D" and "E" are used when entering
floating point numbers in scientific notation.)
A carefully thought out edit mask can prevent the operator
from accidentally keying the wrong characters into your data
fields. That means you can restrict the kind of information
that can be entered. You can make sure that only numbers
get entered in zip code fields and only letters in a name
field. Before we go over some examples, you need to know a
little bit more about how to enter information in the edit
mask.
To set up an edit mask you need to enter a colon, followed
by PAIR(S) of characters, ending with a colon. Each pair of
characters defines a valid range of characters which will be
allowed as input. Spaces and punctuation are counted as
characters here, so you must enter those in pairs also.
For example, :AZ: will only allow uppercase characters from
"A" through "Z".
Similarly, :YZ: will only allow Y and Z, and :YY: will only
allow the uppercase Y.
The edit mask :AZaz: would allow all uppercase and lowercase
letters, but nothing else.
The edit mask :AZaz09 : would allow all uppercase and
lowercase letters and all digits from 0 through 9, and the
"space" character.
One last example. The edit mask :09//--: would allow the
digits "0" through "9", the slash, and the minus character.
This would be a useful edit mask for a date field.
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Altering a Field Name, Mask, Constant, or Calc
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22.3 AN AUTOMATIC FIELD
Certain field masks can be used to cause automatic data
entry into a field. If you use one of the masks listed
below, data will be supplied automatically for the field
whenever records are being added or changed. The masks and
their automatic data are as follows:
MASKS AND THEIR AUTOMATIC DATA
Mask Example of supplied data:
---------- -------------------------
:MO*: 10 (the month)
:DY*: 20 (the day)
:YR*: 87 (the year)
:YYMMDD*: 871020 (date yymmdd)
:DATE*: 10-20-87 (date mm-dd-yy)
:MM/DD/YY*: 10/20/87 (date mm/dd/yy)
:DD/MM/YY*: 20/10/87 (date dd/mm/yy)
:TIME*: 14:37 (time hh:mm)
:UNIQUE*: 31415 (a unique record number)
:DUPE*: Smith (duplicates from previous record)
The UNIQUE* field shown above merits further explanation.
The number automatically placed into this field is a number
that will be unique for the particular record in the
database. No other record will have that number. Even if
you sort the database, the UNIQUE* number will not change.
However, if you delete the record, the UNIQUE* number
becomes available again.
22.3.1 FOR ADDING OR MODIFYING ONLY
You may wish to have the automatic data supplied only when
you are adding new records, but not when you are modifying a
record. Or, you may want it only when modifying a record,
but not when adding a new one. For other automatic fields,
you may want the data supplied both when you are adding, and
when you are modifying.
The table above shows the edit mask to use for BOTH adding
and modifying records.
If you want the automatic data supplied ONLY when you are
adding records, put an "A" after the asterisk. This must be
an uppercase "A". Example:
:DATE*A:
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Altering a Field Name, Mask, Constant, or Calc
____________________________________________________________
If you want the automatic data supplied ONLY when you are
modifying a record, put an uppercase "M" after the asterisk.
Example:
:TIME*M:
22.3.2 AUTOMATIC - WITH EDIT MASK
Even though the data is being supplied automatically, you
may also wish to supply an edit mask to limit what the
operator can key into the field.
To supply an additional edit mask for the automatic field,
just add the edit mask data after the asterisk. Here are
some examples:
:YYMMDD*09: digits only, adding and modifying
:YYMMDD*A09: digits only, adding only
:YYMMDD*M09: digits only, modifying only
22.4 A CALCULATED FIELD
You also can specify a calculated field. The calculated
field will do arithmetic calculations on other fields in the
database, and provide the answer as data. A calculated
field looks like this:
(fieldname*fieldname).d
Where you see "fieldname" in the above example, you can put
the name of a field, or you can specify a numeric constant.
Where you see the "*", you can put a "+" for add, a "-" for
subtract, a "/" for divide, or a "*" for multiply. Instead
of the "d" at the right end, place a number indicating how
many digits should appear to the right of the decimal point
in the answer.
The left parenthesis and the right parenthesis as well as
the decimal point must appear exactly as you see them in the
example. You can abbreviate the field names, taking care to
specify enough of the first few characters of the field name
to make sure PC-File+ can recognize it.
Here are some examples of valid calculated fields:
121
Altering a Field Name, Mask, Constant, or Calc
____________________________________________________________
(CENTS/100).2
((RADIUS^2)*3.1415927).5
You can use a calculated field in conjunction with a
relational field (which is explained in the next section).
22.5 A RELATIONAL FIELD
A relational lookup is just another type of calculation.
When PC-File+ detects a relational field, it goes out to the
indicated database and retrieves the necessary data, placing
it into the input field for you.
To specify a relational lookup as part of a calculation, you
first use the "@" character, followed by four more
identifiers. Here's a sample relational lookup:
(@partno,pmaster,partno,price)
You can read this relational lookup from left to right, like
this:
1. Using "partno" from the current database,
2. go out to the "pmaster" database,
3. and find the same data in "partno"
4. and give me back the "price" for that partno.
Here's a similar example. This one takes the current
quantity, then goes out to the master file to find the
price, and multiplies the two together (quantity times
price).
(quantity * @partno,pmaster,partno,price).2
Here's the way to remember the order of what you're doing
with a relational lookup:
RELATED FIELD, LOOKUP DATABASE, LOOKUP FIELD, LOOKUP DATA
RELATED FIELD
The field in the current database, which contains a
value that we'd like to look for in some other database.
LOOKUP DATABASE
The database to go look into, to find a match from the
related field.
122
Altering a Field Name, Mask, Constant, or Calc
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LOOKUP FIELD
The field in the LOOKUP DATABASE, which corresponds to
the RELATED FIELD. This field may have a different name
than the RELATED FIELD, but its data will be the same.
LOOKUP DATA
After finding a match in the LOOKUP DATABASE, this is
the actual data that is brought back.
And remember that while you can abbreviate field names - in
either the current or lookup database - you CANNOT
abbreviate the lookup database file name.
22.6 A CONSTANT
Specifying a constant for a field is just like specifying
automatic data for the field - except that you get to
provide an exact value for the field.
For example, suppose that most of the addresses in your name
and address database are from Poughkeepsie. Every time a
new record is added to the database, you would like to save
the operator from having to type POUGHKEEPSIE. You can
provide a constant for the field, which will automatically
provide it with the value of POUGHKEEPSIE. Then, the
operator can just skip over the field and accept the value
provided. If a different city is needed, the replacement
value can be typed over the one provided.
When you provide the constant for the name, just remember to
put quotation marks around both sides of the constant.
Here are some examples:
"Poughkeepsie"
"Walla Walla"
"I.B.M. Personal Computer"
As with automatic fields, you can specify that the constant
only be supplied when adding a record, or only when
modifying a record. To do that, just put *A (for adding
only) or *M (for modifying only) after the quotation mark
on the right. Here are some examples:
"Hackensack"*A
"Chocolate covered almonds"*M
123
Altering a Field Name, Mask, Constant, or Calc
____________________________________________________________
124
23.0 SETTING UP THE SMART KEYS
Twelve different keys - known as Smart Keys - on your
keyboard can be used to store data and/or commands. The
keys are the number keys 0-9 located along the TOP of your
keyboard, and the "-" and "=" keys, also at the top of the
keyboard. They are NOT the Function Keys. They are NOT the
keys on the numeric keypad at the right side of your
keyboard.
When Smart Keys have been set up with data or commands, they
can be used by holding down the (Alt) key and then pressing
the desired Smart Key number. If the particular key has
been set up with keystrokes, the commands will be invoked
just as if you had typed them in from the keyboard. If the
Smart Key hasn't been set up, then nothing will happen when
it's pressed.
23.1 MEMORIZING SMART KEY KEYSTROKES
Setting up Smart Keys couldn't be easier. Press (Alt)Y at
any time you're using PC-File+. This puts PC-File+ into
Smart Key memorize mode. From then on, each keystroke will
be remembered for you. In addition, each keystroke will be
accompanied by an audible sound. This is done to remind you
that your keystrokes are being remembered.
When you want to stop memorizing your keystrokes, press
(Alt)Y a second time. This will cause PC-File+ to stop
remembering your keystrokes. You'll be shown a menu of the
current Smart Keys and asked which Smart Key you'd like to
save the keystrokes into. Press any of the number keys
(0-9) or the "-" or the "=" key. The memorized keystrokes
will be placed into that Smart Key for future use. From then
on, whenever you want to play back your keystrokes, press
(Alt) with the Smart Key identifier.
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Setting Up the Smart Keys
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23.2 EDITING OR CHANGING EXISTING SMART KEYS
Advanced users may want to change existing Smart Keys. This
might be done to include a menu entry at the front of the
Smart Key. Or, data that was entered during Smart Key
memorization can be replaced with a ^K command. This
requests information from the operator during Smart Key
playback, and makes the macro more general in nature.
To edit a Smart Key, press U to select the Utility option
from the Master Menu screen. Then, from the Utility menu,
select option S "Smart Keys (modify)". The status of all
Smart Keys will be displayed, and you'll be asked which key
you want to set up. Press any of the number keys (0-9) or
the "-" or the "=" key.
Next you'll be prompted to enter the data to be loaded into
the Smart Key. This data can be up to 318 characters in
length, and is typed in exactly the way you want it to be
emitted. You can enter actual data, such as the name of a
city which you enter frequently, or you can intermix
commands with the data.
Before setting up the Smart Key data, it's best to actually
perform the sequence manually, keeping track of each
keystroke on a note pad. Then, when you're ready to set up
the Smart Key, it's a simple task to recreate the keying
sequence.
Before you key in the Smart Key data, it's wise to insert a
comment, or note to the operator, at the front of the Smart
Key information. The comment for each Smart Key will be
displayed whenever you press (F9) or type M while viewing
the Master Menu Screen. This allows you to set up your own
Smart Key menu screen to help prompt the users of your
database. Here's how to place a comment at the front of the
Smart Key data. Enter a left parenthesis, followed by a
comment, followed by a right parenthesis.
Here's an example.
(Change to CUSTOMER database)QDC\DATA[324]CUSTOMER[324]
Some keys on your keyboard can't be entered directly as
Smart Key data. For example, if you try to use the (Enter)
key as data, it will be intercepted instead as a command.
The same is true of the cursor movement keys, or the insert
and delete keys. For these special keys, there is a unique
way to indicate to PC-File+ that they are to be inserted
into the Smart Key data.
First, key in the [ (left square bracket) character.
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Next, key in a number from the table below. Finally, key in
the ] (right square bracket) character. For example, the
(Enter) key would look like this: [13] and the (PgUp) key
would look like this: [329]
The table below shows some of the more common special keys
on the PC keyboard that you'll be using when you set up
Smart Keys. The numbers you see are what you'll place
within the brackets to get the particular key stroke.
Keystroke codes for Smart Keys
___________________________________________________________
F1 - [315] Home - [327] Tab rt. - [9]
F2 - [316] Cursor up - [328] Tab left - [271]
F3 - [317] PgUp - [329] (Alt)D - [288]
F4 - [318] Cursor left - [331] (Alt)H - [291]
F5 - [319] Cursor rt. - [333] (Ctrl)A - [1]
F6 - [320] End - [335] (Ctrl)B - [2]
F7 - [321] Cursor down - [336] (Ctrl)D - [4]
F8 - [322] PgDn - [337] (Ctrl)F - [6]
F9 - [323] Ins - [338] (Ctrl)L - [12]
F10- [324] Del - [339] (Ctrl)R - [18]
Enter - [13] (Ctrl)W - [23]
___________________________________________________________
The number inside the brackets is the ASCII value of the
key. If the key produces a two character extended code, the
number is 256 plus the second character of the extended
code. A complete list of the extended codes can be found at
the back of your BASIC manual in the section titled
"Extended Codes."
You can nest Smart Keys within other Smart Keys. To do
this, enter the ^ character followed by the Smart Key
number. For example: Assume that Smart Key 1 contains the
data CDEF. Assume that Smart Key 2 contains the data
AB^1GH. If you press Smart Key 2, the ^1 in Smart Key 2
will be replaced by the data "CDEF" from Smart Key 1. All
the rest of the Smart Key 2 data will be invoked unchanged.
The final result will be ABCDEFGH.
You can also cause the Smart Key to pause and accept
keyboard input from the operator. To do this, enter the ^
character followed by a K for "Keyboard". While the Smart
Key is sending out its data, it will pause when it comes to
the ^K and let the operator type until the (Enter) key is
pressed. Then, the Smart Key will continue with any
remaining data that it has. While PC-File+ is waiting for
operator input within a Smart Key, the shape of the cursor
will change to a half block shape. This is to alert the
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operator that the keystrokes are coming in at the request of
a Smart Key.
After programming a Smart Key, you can cause it to perform
its function by pressing (Alt) and the appropriate number
key at the top of the keyboard.
The Smart Keys are remembered in a file called
databasename.KEY (where databasename is the name you gave to
your database), which is saved on your data disk. Different
Smart Key files can be created for use with different
databases. The key file will automatically be loaded
whenever the corresponding database is called for.
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24.0 PASSWORDS AND SECURITY
PC-File+ allows you to establish a system of passwords for
each of your databases. The passwords are designed to
prevent certain types of operations on the database by
unauthorized users. If you don't provide passwords for a
database, all users of the database will be allowed to
perform any of the operations.
Each of the following operations can be controlled by the
use of passwords:
■ Viewing the database, or using it in any way
■ Adding, modifying, and deleting records
■ Sorting the database
■ Performing "system" type operations on the database, such
as defining reports, or setting and changing Smart Keys.
It's even possible to set the passwords up so that the menu
screens totally omit any options that you don't want the
user to know about.
Before we talk about each password that can be set, a few
notes about passwords in general.
Passwords are from one to three characters long. Any of the
characters on the keyboard can be used in the password, in
any combination. Thus, passwords can be numbers, letters,
punctuation marks, or any combination of these. Here are
some valid passwords:
911
JB
RED
#*$
R/D
The password feature is not case sensitive. For example, if
you set up a password "ABC", then the user of the system
will be allowed access if he/she provides "abc" or "aBc",
etc. This is so that it will be easy to enter the password,
IF YOU KNOW IT!
One password that has particular meaning is "XXX". If you
specify "XXX" as the password for a certain activity, it
means that NO one should be allowed to perform the activity.
The activity won't be displayed as an option on the menu
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screen. However, you can optionally provide an "override"
password for your own use. You'll learn more about the
override password below.
To set the passwords, you need to run PC-File+ and use the
setup routine. There are two ways to do this. First, you
can go into setup directly from DOS. Just type PCF SETUP at
the DOS prompt. Or, you can bring up PC-File+ in the usual
fashion. Then, from the Master Menu, type U or press (F8).
From the utilities menu, press P to choose "Profile files
(set up configuration)."
After you get to the setup screen, you'll see an item asking
if you wish to set passwords. Answer Y (Yes) and press
(F10). The password setup screen will follow.
The password setup screen shows five passwords that you can
set.
Master Menu Password
This is the highest level password. If you provide a
master menu password, the user will have to give this
password in order to do ANYTHING with the database. If
this password can't be provided, the user will not be
allowed to access any aspect of the database. It can't
even be viewed.
Modify Password
This password controls Adding records, Modifying
records, Deleting records, and Global operations in the
database. If you specify a password here, the user will
have to provide the same password the first time that an
attempt is made to add, modify, or delete any record in
the database.
Sort Password
This password controls sorting the database. If you
specify a sort password, then the user will have to give
the same password in order to sort the database.
System Password
This password controls "system" type activities. If you
provide a system password during setup, then users of
the database will also have to provide the same password
before they are allowed to do any "system" activities.
These activities are:
changing the configuration setup options
defining report formats
defining and changing Smart Keys
changing field names, edit masks, and calculated
fields
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changing the database definition (cloning)
Override password
Remember that if "XXX" is used as a password, no one can
ever use the feature that the password controls. It
won't even show up on the menu screen. The override
password, if specified, will allow bypassing of all the
"XXX" passwords on the system.
If you specify an override password, a new command will
be made active from the Master Menu screen. This new
command will not show up on the menu screen because it's
a hidden command. When you type X, the system will ask
you for the override password. If you can provide the
override password, you'll be allowed access to all of
the operations that were formerly locked out by "XXX"
passwords.
Thus, the override password is provided to keep others
from knowing about or having to view certain menu
options. At the same time, you'll be able to issue an
override password and access all features of PC-File+.
An example. Let's say you don't want anyone except
yourself to be able to add, modify or delete records or
perform any system activity. In fact, you don't want
other users to see these options on the screen.
You would define the Modify Password to be XXX and the
System Password to be XXX. In order to be able to
perform these functions yourself, however, you'll need
to define an Override or XXX password. When you issue
the X command and give this password correctly, you'll
be able to add, modify, delete, and perform system
functions.
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132
25.0 CONFIGURING YOUR SYSTEM - USING PROFILE FILES
25.1 PROFILE OVERVIEW
PC-File+ comes configured ready to run on most IBM
compatible machines.
You can change many of the PC-File+ options to suit your
individual tastes and hardware configuration. This chapter
details the options which can be changed and how to change
them.
The configuration commands are stored in a profile file.
There are two types of profile files:
■ the master profile file, called PCFILE.PRO.
■ individual database profile files, filename.PRO.
Whenever you start PC-File+, it reads the PCFILE.PRO file on
the current drive and path. PC-File+ uses the information
found in PCFILE.PRO to adjust itself to your requirements.
If PC-File+ does not find the file PCFILE.PRO on the current
drive and path, PC-File+ will assume certain defaults.
The defaults PC-File+ assumes are:
■ /BG,0 black background
■ /FG,7 white foreground
■ /PAGELEN,66 the page is 66 lines long (11")
The file PCFILE.PRO which was included on your distribution
disk, includes the above parameters, as well as the
following:
■ /NORMAL,18 Epson printer code for 10 cpi.
■ /CONDENSED,15 Epson printer code for 17.1 cpi.
PC-File+ also allows you to have individual profile files
for each database. For example, you might want to have
different colors, a different Snapshot label definition, or
different passwords for each database.
After PC-File+ has started and processed the PCFILE.PRO
file, it asks for the database to be used. If it finds a
profile file for the database in use, it will use the
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configuration commands in the database profile file,
overriding any similar commands from the PCFILE.PRO file.
For example, if your database is named EMPLOYEE, you can
create a profile for it called EMPLOYEE.PRO. You need to
place this profile file on the same drive and path with your
database. Whenever you use the EMPLOYEE database, PC-File+
will read the settings in EMPLOYEE.PRO and adjust itself
accordingly.
25.2 CREATING OR MODIFYING A PROFILE
You can change the configuration and profile parameters in
one of two ways. First, you can start PC-File+ and go
directly to the configuration setup menu by typing PCF SETUP
at the DOS prompt. You must use this method if you have not
yet defined any databases. Second, if you are working with
a database, and find you need to change one or more
settings, you can go to the Utilities menu. Select option P
of the Utilities menu - "Profile files (set up
configuration)."
You will be asked if you want to create a new profile file
or modify an existing one.
If you answer C, you be asked if you want to use an existing
profile file as a sample. This will allow you to create a
profile file which is similar to another without having to
type in all of the parameters. This is especially handy if
you want to use the same Snapshot definition, KEYIN
definition, etc. If you want to use an existing profile as
a sample, answer Y. You will be asked to enter the drive,
path and name of the profile to use as a sample. If you do
not want to use an existing profile as a sample, you will be
taken immediately to the configuration screen.
If you want to modify an existing profile, answer M.
PC-File+ will ask you to enter the file specification of the
profile file you want to modify. You will be asked to enter
the drive and path where the profile exists or will be
stored. You will then be shown a list of all currently
defined profile files on the drive and path indicated.
Select the profile to modify.
After you have selected the profile file to modify or
create, you will be shown the following screen:
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┌──────────────────────────────────────────────────────────┐
│SCREEN COLORS: Background (0-7) [ ] │
│ Foreground (0-15)[ ] │
│ │
│DATABASE DEFAULTS: Drive (A-Z) [ ] │
│ Path [ ]│
│ Database name [ ] │
│ │
│OPTIONS: Case sensitive finds (Y/N) [N] │
│ Case sensitive sorts (Y/N) [N] │
│Skip to next field when field full(Y/N) [N] │
│ │
│PRINTER DEFAULTS: Define/Modify (Y/N) [N] │
│ │
│MENU PASSWORDS: Define/Modify (Y/N) [N] │
│ │
│KEYIN MACRO: Define/Modify (Y/N) [N] │
│ │
│SNAPSHOT LABEL: Define/Modify (Y/N) [N] │
└──────────────────────────────────────────────────────────┘
If you are creating a new profile file from scratch, the
first five fields will be blank, and the remaining options
will be set to N. If you are using an existing profile as a
sample, or if you are modifying an existing profile, the
first nine fields will be set accordingly.
You only need to provide answers for the parameters you wish
to define or modify.
In order to define or modify the printer defaults,
passwords, KEYIN macro and/or Snapshot label, you must
answer Y to the appropriate question. You will be shown
subsequent screens if you wish to define or modify any of
these four items.
25.2.1 CHANGING THE SCREEN COLORS
If you have a color monitor, you will probably want to
change the default colors from white on black to something
more interesting.
To change the background color, just move the cursor to the
field "Background (0-7)" and enter the number corresponding
to the color you want. To change the foreground color, just
move the cursor to the field "Foreground (0-15)" and enter
the number corresponding to the color you want.
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The colors are:
0 - Black 8 - Gray
1 - Blue 9 - Lt Blue
2 - Green 10 - Lt Green
3 - Cyan 11 - Lt Cyan
4 - Red 12 - Lt Red
5 - Magenta 13 - Lt Magenta
6 - Brown 14 - Yellow
7 - White 15 - Bright White
If you enter an invalid color number, or if you enter the
same color for background and foreground, PC-File+ will
display an error message. You must correct the colors
before you can save the profile file.
25.2.2 FILE SPECIFICATION DEFAULTS
You can save a default drive, path, and/or database in
PCFILE.PRO. You can define all three parameters, some or
none. If a default drive, path and/or database is defined
in PCFILE.PRO when the program is initially loaded, PC-File+
will bypass the screens asking for this information.
There is no reason to put these parameters in an individual
database profile file. Because you must select the drive,
path and database before PC-File+ can load the database and
associated profile, PC-File+ will not access these
parameters if found in an individual database profile file.
Let's say you each time you start PC-File+, you want to load
the database called CUSTOMER which is on your C drive in the
subdirectory called PCF. You would enter the following
answers:
┌────────────────────────────────────────────────────────┐
│DATABASE DEFAULTS: Drive (A-Z) [C] │
│ Path [\PCF ]│
│ Database name [CUSTOMER] │
└────────────────────────────────────────────────────────┘
Now, whenever you start PC-File+, your CUSTOMER database
will automatically be loaded for you. You won't have to
tell PC-File+ which drive and path contain the database, and
you won't have to select the database to use.
NOTE: If you are using floppy diskettes, you probably will
not store the database in a subdirectory. If you would like
PC-File+ to bypass the "Path" question, you need to enter a
backslash (\) in the "Path" option of your PCFILE.PRO file.
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25.2.3 MISCELLANEOUS CONFIGURATION OPTIONS
There are three miscellaneous configuration options which
can be included in PCFILE.PRO or a database profile. These
options are:
■ Case sensitive finds
■ Case sensitive sorts
■ Skip to the next field when the current field is full
CASE SENSITIVE FINDS
You can tell PC-File+ that whenever it searches for a
record, whether simple or complex, to perform a case
sensitive search. If you ask for case sensitive searches,
PC-File+ will distinguish between upper and lower case
letters. For example, if you requested case sensitive
searches, and asked for SMITH, PC-File+ would select all
records with SMITH, but no records with Smith or SMIth, etc.
CASE SENSITIVE SORTS
You can tell PC-File+ that whenever it sorts the database,
to distinguish between upper and lower case letters. If you
request case sensitive sorts, upper case letters will be
sorted before lower case letters. If you do not request
case sensitive sorts, upper and lower case letters will be
treated equally. The following chart shows the difference
between a case sensitive sort and a case insensitive sort.
CASE SENSITIVE CASE INSENSITIVE
Anderson, Andy Anderson, Andy
DAVIS, Donald brown, bob
Davis, David davis, danny
brown, bob DAVIS, David
davis, danny Davis, Donald
AUTOSKIP
Normally, PC-File+ requires you to press the (Enter) key
when you want to move from one field to the next field while
adding or modifying a record. However, you can tell
PC-File+ to automatically move to the next field if you fill
the current field. In order for PC-File+ to automatically
move to the cursor to the next field, the cursor must be in
the last position of the field.
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25.2.4 CHANGING THE PRINTER DEFAULTS
PC-File+ allows you to define four different parameters
pertaining to your printer. The four parameters are:
■ the printer control code(s) for Normal print
■ the printer control code(s) for Condensed print
■ the length of the page
■ the port your printer is connected to
If you answer Y to define or modify the printer defaults,
you you will be asked to provide answers for each of the
four parameters.
PRINTER CONTROL CODES - NORMAL AND CONDENSED
When you print a report or a letter, you can select between
two printer options, Normal and Condensed. PC-File+ is
distributed with the IBM or Epson printer control codes for
Normal and Condensed print. Depending on your needs and
printer, you may need to change these printer control codes.
If you answer Y to define or modify the printer defaults,
you will first be shown a screen listing various printers.
At this point, you will need to select the printer you are
using.
┌─────────────────────────────────────────────────┐
│ (C) C. Itoh/NEC printers or compatibles │
│ (D) Diablo printers or compatibles │
│ (H) HP Laser Jet printers │
│ (I) IBM/Epson printers or compatibles │
│ (O) Okidata printers or compatibles │
│ (R) Radio Shack (Tandy) printers │
│ (T) Toshiba printers or compatibles │
│ │
│ (0) Do not send any printer control codes │
│ (1) Remove /NORMAL and /CONDENSED from profile │
│ (2) Enter your own printer control codes │
└─────────────────────────────────────────────────┘
We have included printer control codes for some of the more
popular printers. If you see your printer listed, enter the
appropriate letter.
You can tell PC-File+ not to send any printer control codes
to the printer, or to remove existing printer control codes
from the profile file. You might want to do this if you
have a daisy-wheel printer, or if you use an external
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program to set your printer control codes. Answer 0 if you
do not want to send any printer control codes to the
printer. Answer 1 if you want to remove existing printer
control codes.
If you do not see your printer listed, or if you want to
change the pre-defined printer control codes for your
printer, press 2. You will be taken to another screen to
enter the printer control codes.
You will first be asked to enter the printer control codes
for normal print. Next you will be asked to enter the
printer control codes for condensed print.
You will enter the printer control code or codes in the
editing window provided. As indicated on the screen, you
should enter the ASCII decimal value of the printer control
code. You should separate each ASCII value with a comma.
For example, if the code for normal or ten characters per
inch for your printer is ESC G, you would enter 27,71. You
do not need a comma after the last value. You will need to
refer to your printer manual for the control codes for your
printer.
You are not limited to normal print or condensed print. You
can enter the printer control codes for italics,
double-strike, elite pitch, etc. However, remember that the
codes you enter for Normal will be sent to the printer when
you use the normal parameters, and the codes you enter for
Condensed will be sent to the printer when you use the
condensed parameters. You can define the normal printer
control codes to print near-letter quality, and the
condensed printer control codes to print elite and italics.
Every time you use this particular profile, the codes you
have entered will be sent to the printer.
PAGE LENGTH
After you have selected the printer control codes for normal
and condensed print, you will be asked to enter the length
of the paper. The length of the page can be calculated by
multiplying the length of the paper in inches by the number
of lines printed per inch. Normally, a printer prints six
lines per inch. If you will be using 8 1/2" by 11" paper,
you would indicate 66 lines per page (6 x 11 = 66).
PC-File+ will automatically calculate the number of lines of
text to be printed per page. The number of lines to print
per page is equal to the length of the page minus the number
of heading lines and footing lines.
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PRINTER PORT
You will also be asked to select the port your printer is
connected to. Most printers are connected to the first
parallel port, LPT1:. However, some printers, such as laser
printers and daisy-wheel printers may be connected to the
serial port, COM1: or COM2:. Select the port for your
hardware configuration.
25.2.5 PASSWORDS
If you answer Y to define or modify the passwords, you will
be shown the following screen. You can enter passwords for
each function, or you may only want to enter passwords for
selected functions.
┌────────────────────────────────────────────────────────────┐
│ PC-File+ Passwords │
│ │
│Enter any three digit combination of letters and/or numbers.│
│If you do not want a particular menu item to have a password│
│ just leave the password field blank. │
│ │
│ │
│ PC-FILE+ MASTER MENU PASSWORD [ ] │
│ │
│ MODIFY PASSWORD [ ] │
│ │
│ SORT PASSWORD [ ] │
│ │
│ SYSTEM PASSWORD [ ] │
│ │
│ XXX OVERRIDE PASSWORD [ ] │
│ │
│ │
│When you have entered the passwords you want, press (F10). │
└────────────────────────────────────────────────────────────┘
If you define a password for a particular function, you will
be asked to enter the correct password whenever you try to
access that function. For example, if you define a SORT
password, each time you press (F7) or type S from the Master
Menu, PC-File+ will ask you to enter the password. If you
do not enter the correct password, PC-File+ will not let you
sort.
You must enter up to three characters for the password. You
may use any combination of letters, numbers, punctation
characters, or a space. The password feature is not case
sensitive.
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If you don't want a particular feature to be password
protected, just leave the password field blank.
Please see the section Passwords and Security for more
information.
25.2.6 /KEYIN - KEYSTROKES TO RUN AT STARTUP TIME
It's possible to cause PC-File+ to automatically run the
equivalent of a Smart Key every time it loads one of the
profile files. The /KEYIN command is executed when the
program first begins if the command is in the PCFILE.PRO
file. Likewise, it's executed every time the database is
opened if the command is in the associated database profile.
To define or modify the /KEYIN command, answer Y on the
setup screen. You will shown the editing window, and
allowed to enter the command string. You should enter the
keystrokes necessary to perform the function. Please review
the section on Smart Keys for an understanding of the
characters allowed in the /KEYIN command string.
Let's say that every time you load your customer database,
you want to sort on the field ZIPCODE. You don't want the
operator to have to remember to do this every day. With the
KEYIN parameter, you can have PC-File+ do it for you
automatically. Inside the profile file for your database,
you would include:
/KEYIN,SZIPCODE[324]A[324]C.
The KEYIN parameter tells PC-File+ to enter S at the Master
Menu to Sort the database. Type in ZIPCODE as the primary
sort field. Press (F10) to accept ZIPCODE as the primary
sort field. Indicate you want an ascending sort. Press
(F10) to indicate no secondary sort field. Indicate drive C
as the work drive.
25.2.7 SNAPSHOT MAILING LABELS
To define or modify a Snapshot mailing label, answer Y in
the field SNAPSHOT LABEL.
You will be taken to another screen, and allowed to enter
your Snapshot mailing label definition. You can include up
to 250 characters in your Snapshot label definition. The
Snapshot label definition is:
device,t,f,f,f,f,f,f,f,f,f,f
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where "device" is the name of the DOS device to be used for
Snapshot label output, "t" is the number of characters to
tab to the right on each line, and "f" is the data to print
on the label.
Please refer to the section on Snapshot Mailing labels for
more information.
25.3 SAVING THE PROFILE
After you have answered all the profile configuration
questions, you will be asked if you are ready to save the
profile file. If you realize you made a mistake or forgot
to change a parameter, answer N. You will be taken back to
the first screen, and allowed to modify any answer.
If you have completed the configuration setup, answer Y.
You will need to enter the drive, path and name of the
profile to save the parameters in. If you modified an
existing profile file, PC-File+ will display the drive, path
and name of the profile you modified.
If you modified or created a profile for the database you
are currently working with, or the PCFILE.PRO on the program
drive and path, you will be asked if you want to load the
new profile parameters. If you want the new profile
parameters to take effect immediately, answer Y. If you
answer N, the profile parameters will not take effect until
you exit the program and then re-start PC-File+ and load the
database.
You will be returned to one of two places depending on how
you entered the profile configuration. If you started
PC-File+ by typing PCF SETUP at the DOS prompt, you will be
returned to the PC-File+ start-up screen, and asked to
select a database. If you changed your defaults by entering
the Utilities menu, you will be returned to the Master Menu.
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25.4 USING A TEXT EDITOR TO MODIFY PROFILE FILES
You do not have to use the configuration routine provided in
PC-File+ to modify profile files. You can edit a profile
file with a text editor or word processor that saves the
file in a straight ASCII format.
25.5 PROFILE COMMANDS ON THE DOS COMMAND LINE
All of the profile commands discussed in this chapter can be
used on the DOS command line when PC-File+ is started.
To do this, type PCF, press the space bar once, then include
the configuration command. Here is an example:
PCF /DRIVE,B
If you need to include more than one command, you must
separate each command with a comma. For example:
PCF /BG,1,/FG,0
25.6 CONFIGURATION COMMANDS SUMMARY
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____________________________________________________________
Configuration Commands
________________________________________________________________
/AUTOSKIP skip to next field when field full
/BG,n color for screen background
/CASEFIND cause case sensitive searches
/CASESORT cause case sensitive sorts
/CONDENSED,n,n characters to cause condensed print
/DRIVE,x default disk drive for data
/FG,n color for screen foreground
/FILE,xxx default database name
/KEYIN,xxx keystrokes to run at startup
/LBL,xxx gives Snapshot feature format
/MODPW,xxx password allowing modifications
/NORMAL,n,n characters to cause normal print size
/PAGELEN,n size of page (no. of print lines)
/PATH,xxx default subdirectory for data
/PRPORT,xxx printer port to send output to
/SORTPW,xxx password allowing sort operations
/SYSPW,xxx password allowing system operations
/USEPW,xxx password allowing use of PC-File+
/XXXPW,xxx password to override other passwords
_________________________________________________________________
144
26.0 USING THE UTILITIES
The utilities section of PC-File+ includes convenient
features which make it easier to maintain your database.
To access the features provided in the Utilities section,
press (F8) or type U while viewing the Master Menu Screen.
You will then be presented with a Utilities menu screen and
prompted for further action.
You can perform any of the following from the Utilities
menu:
■ Copy, Delete or Rename a PC-File+ data file
■ Define or modify your setup configuration
■ Modify the Smart Keys
■ Change a field name, mask, constant or calculation
■ Change the current database definition (clone)
■ Export the current database
■ Import a PC-File+ database or other data file
■ Find duplicate records in the current database
■ Un-delete deleted records
When you want to return to the PC-File+ Master Menu, simply
enter 0 at the Utilities Menu and press (Enter).
26.1 FILE MAINTENANCE - COPY, DELETE, RENAME
The first option of the Utilities menu is for general file
maintenance. You can copy, delete or rename PC-File+ data
files - a database (.HDR, .DTA and .INX), a Smart Key file
(.KEY), a letter file (.LTR), a profile file .(PRO) or a
report format (.REP).
You do not have to use the Utilities to copy, rename or
delete PC-File+ files. You may prefer to use DOS commands
instead. The choice is yours. There are two advantages,
however, to using the Utilities. First, you will be able to
perform these functions without having to exit PC-File+.
Second, you can copy, delete or rename the three database
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files (.HDR, .DTA, and .INX) in one process.
To copy, delete or rename PC-File+ data files, press M at
the Utilities menu. Answer appropriately when asked:
Copy, Delete or Rename (C/D/R)?
Next, you will be asked to select the type of file. The
options are:
┌───────────────────────────────────────┐
│ D) Database (.HDR .DTA .INX) │
│ L) Letter file (.LTR) │
│ P) Profile file (.PRO) │
│ R) Report format (.REP) │
│ S) Smart Key file (.KEY) │
└───────────────────────────────────────┘
The database files - the header file (.HDR), the data file
(.DTA) and the index file (.INX) - will be treated as one
group. All three will be copied, deleted or renamed in one
process.
26.1.1 COPY A FILE
It is important to make frequent backup copies of your
PC-File+ database and associated files, just in case
something happens to make them unusable. You never know
when you might need to refer to a backup copy.
After you have selected the type of file to copy, you will
be asked to enter the drive and path which contain the file.
You will then be shown a list of all files of the type
selected. Select the file you want to copy.
You will then be asked to enter the drive, path and filename
to copy to. If you will be copying to a different drive or
path, you can give the file the same name. If you will be
copying to the same drive and path, you will need to give
the file a new name.
If you enter a name of a file which already exists on the
drive and path selected, you will have the option to replace
the existing file. If you replace an existing file, the
existing data will be lost. Be sure you are not replacing a
file you need. If you do not want to replace the existing
file(s), answer N when asked. If you answer N, you will be
returned to the Utilities menu.
After PC-File+ has copied the file(s) selected, you will be
returned to the Utilities menu.
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NOTE: The copy feature of the Utilities menu can only copy
files if they will fit on the designated drive. If you are
copying from a hard disk to a floppy disk and your database
takes up more space than available on the floppy disk, you
can use the DOS BACKUP command to backup your files to a
floppy. Alternatively, you can export your database to the
compressed format. Refer to the section on Exporting your
database.
26.1.2 DELETE A FILE
You may find you want to delete PC-File+ data files. Maybe
you cloned your database, and want to delete the old
database. Perhaps you changed a report format and want to
delete the backup copy. Regardless of the reason, you can
delete any PC-File+ data file from within the program.
After selecting the type of file to delete, you will be
asked to enter the drive and path which contain the file.
You will be shown a list of all files of the type selected.
Select the file you want to delete.
PC-File+ will then display the file name, and ask you to
verify that you want to delete the file. Just in case you
selected the wrong file, you can still prevent PC-File+ from
deleting the wrong file by answering N. If you do want to
delete the file, answer Y.
After PC-File+ has deleted the file(s) selected, you will be
returned to the Utilities menu.
26.1.3 RENAME A FILE
You can also rename PC-File+ data files from within the
program.
After selecting the type of file to rename, you will be
asked to enter the drive and path which contain the file.
You will then be asked to select the the file to rename from
the list shown.
Next, you will be asked to enter the new name. Make sure
you give a unique name. If you enter the name of a file
which already exists, PC-File+ will not be able to rename
the file(s).
After PC-File+ has renamed the file(s) selected, you will be
returned to the Utilities menu.
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26.2 DEFINE OR MODIFY YOUR CONFIGURATION OR PROFILE FILES
PC-File+ stores the configuration parameters in a profile
file. You can change the configuration parameters used at
any time from the Utilities menu. You can modify an
existing profile or create a new profile.
The configuration parameters determine the following:
■ screen colors
■ default database information
■ miscellaneous defaults
■ printer defaults
■ passwords
■ /KEYIN definition
■ Snapshot definition
Please refer to the section on configuring your system for
more information.
26.3 MODIFY THE SMART KEYS
PC-File+ allows you to store up to twelve different Smart
Keys per database. Normally, you will define your Smart
Keys using (Alt)Y to memorize the keystrokes. However,
there may be times when you want to make a minor change to
an existing Smart Key without having to memorize the entire
sequence.
To edit a Smart Key, press U from the Master Menu screen.
Then, from the Utilities menu, select option S "Smart keys
(modify)." The status of all Smart Keys will be displayed,
and you'll be asked which key you want to modify. Press the
appropriate key. The current Smart Key definition will be
displayed in the editing window. You can now make your
changes.
For more information on defining and modifying Smart Keys,
please refer to the section on Smart Keys.
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26.4 MODIFY A FIELD NAME, MASK, CONSTANT OR CALCULATION
After you have defined your database, you can change the
name of a field very easily. You can also add an edit mask
to limit the characters which can be entered in a field.
You can also add a constant value or calculation.
For more information, see the section on Altering a Field
Name, Mask, Constant or Calc.
26.5 CLONE - CHANGE THE CURRENT DATABASE DEFINITION
PC-File+ allows you to change the database definition, even
after you have entered data. You can add new fields, delete
existing fields, re-order fields and change field lengths.
You can also modify the data entry screen to move fields and
add textual information.
For more information, see the section on Changing the
Database Definition - Cloning.
26.6 EXPORT AND IMPORT
PC-File+ has the ability to transfer information to other
programs, and read information from other programs. To
transfer information out of PC-File+ to another program, you
export your database. To read in information from another
program, you import a file. Importing also allows you to
merge PC-File+ databases into one master database.
For more information on exporting and importing, please see
the section PC-File+ and Other Programs.
26.7 CHECKING FOR DUPLICATE RECORDS
Another utility provided with PC-File+ is the ability to
check for duplicate records in the current database. You
might want to check your mailing list database for duplicate
records before printing labels.
The duplicate record check will allow you to specify the
field or fields to compare. You will also be allowed to
compare on a portion of a field. You can specify up to ten
fields or portions of a field to compare.
As PC-File+ checks the database for duplicate records, a
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report will be prepared with information regarding each
duplicate record found. You can print the report to the
printer, screen or disk. Once you have printed the report,
you can go back to the duplicates found and consolidate data
and delete duplicate records, if necessary.
To check for duplicate records, press (F8) or type U from
the PC-File+ main menu. You will be shown the Utilities
menu. Press D to begin the duplicate record check.
You will be shown a list of fields in the current database,
and asked to enter the name of the first field to compare.
Select the field or portion of a field to compare.
Remember, you can select on up to ten different fields or
portions of a field to compare. Your database must be
sorted in the order you will compare fields. PC-File+ will
check the primary sort field. If you select a field other
than the primary sort field as the primary compare field,
you will receive an error message.
Let's say you want to find all records with duplicate data
in the fields CLIENT and COMPANY. You would sort on the
CLIENT field as the primary sort field and the COMPANY field
as the secondary sort field. After the sorting process is
complete, enter the Utilities menu, and select option 8 to
check for duplicate records. Select CLIENT as the first
field to compare, and COMPANY as the second field to
compare.
After you have selected the compare fields, you will be
asked if you want the report to be printed to the printer,
screen, or disk. Answer appropriately. If you want the
report to be printed to a disk file, PC-File+ will create a
file on the same drive and path as the database with the
name FILE.DUP, where FILE is the name of the database.
You will also be asked if you want to print data in all of
the fields in the database or only the fields you are
comparing. PC-File+ will print the record number of any
duplicate record in the left column. Data in the fields
will be printed to the right of the record number. PC-File+
will print up to 78 characters per record on one line. Data
beyond 78 characters per line will be omitted. PC-File+
will print all of the data for an entire field even if you
asked to compare on a portion of a field.
Here is an example of a report, selecting on LASTNAME as
compare field #1, and the first five characters of FIRSTNAME
(FIRSTNAME,1,5) as compare field #2.
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Using the Utilities
____________________________________________________________
RECNO LASTNAME FIRSTNAME STREET
----- ------------- --------------- -----------------
10 Brown Robert P.O. Box 111
11 Brown Roberta 55 Main Street
30 Davis Donald 123 First Street
31 Davis Donald 123 First Street
100 Smith John 9898 Hill Road
101 Smith John P.O. Box 123
102 Smith John 9898 Hill Road
Notice that PC-File+ considers records 10 and 11 to be
duplicates. The reason is that PC-File+ was comparing only
the first five characters of FIRSTNAME. The first five
characters of "Robert" and "Roberta" are the same, and thus
considered duplicates.
PC-File+ will compare the data from one record to the data
from the previous record. If the data is different in any
of the compare fields, PC-File+ will not consider the two
records as duplicates. The data must match exactly for all
compare fields in order for PC-File+ to consider the two
records as duplicates.
PC-File+ can only compare adjacent records. For example,
the data in record 1 can be compared to the data in record
2, but not the data in records 3, 4, etc.
If the data in the first compare field doesn't match,
PC-File+ won't bother to compare the subsequent compare
fields. For example, if your first compare field is
LASTNAME and the second compare field is FIRSTNAME, the
records containing JOHN SMITH and JOHN DOE will not be
flagged as duplicates because the last names are not
duplicates. However, JOHN SMITH in Seattle, WA and JOHN
SMITH in Los Angeles, CA would be flagged as duplicates.
Referring to the previous example, if you had selected
LASTNAME as compare field #1, FIRSTNAME as compare field #2
and STREET as compare field #3, only the records for Donald
Davis, records 30 and 31, would be selected as duplicates.
Records 100 and 102 would not be selected as duplicates.
Records 100 and 101 are not considered duplicates because
the street addresses are not the same. Therefore, record
102 can only be compared to record 101, and not 100.
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26.8 UN-DELETING DELETED RECORDS
PC-File+ has the ability to un-delete or recover deleted
records in the current database.
To un-delete deleted records, press (F8) or type U from the
PC-File+ Master Menu. You will be shown the Utilities menu.
Press U, "Un-delete records".
PC-File+ will read the data file. Each time a deleted
record is found, PC-File+ will display the deleted record on
your screen. You will notice that the first character of
the first field contains a slash, / .
To un-delete the record displayed, enter the correct
character for the first position of the first field. To
leave the record deleted, just press (F10).
NOTE: PC-File+ will only be able to recover deleted records
which still exist in the database. If you removed deleted
records by running PCFIX or cloning the database, PC-File+
will not be able to recover those deleted records.
Likewise, you will not be able to recover deleted records if
new records have been added in place of the deleted records.
152
27.0 GLOBAL MODIFY AND DELETE
If you wish to delete a lot of records at one time, or
modify a lot of records with the same values, then you'll
find the global modify/delete capabilities of PC-File+ to be
very useful.
You can think of this as a bulk, or batch modify or delete.
You'll be allowed to find a quantity of selected records
from the database. For every record found, global delete
will delete the record(s). Or, if you're doing global
modify, each record found can have any of the fields changed
to a new value.
To perform global modifies or deletes, press (F4), or type
G while viewing the Master Menu Screen. Here's an
explanation of the questions you'll then be asked.
Global Modify or Delete (M/D) [M]
If you want to delete a series of records, reply D. If you
want to modify a series of records, reply M.
The next questions asks:
All records, or Selected A/S [S]
If you want to operate on all of the records in the
database, reply A.
If you want limit the operation to selected records, reply
S
If you reply S for selected records, you'll see the search
menu screen.
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Global Modify and Delete
____________________________________________________________
┌──────────────────────────────┐
│ Simple search: │
│ you `fill in the blanks' │
│ Complex search: │
│ you type in a formula │
└──────────────────────────────┘
╔═════════════════════════════════════════════════════════╗
║ S(Simple search), C(Complex search), Q(Quit) S/C/Q [S] ║
╚═════════════════════════════════════════════════════════╝
PC-File+ will have to find the records for you to process.
This is the same search question that's used when you give
the "Find" command. Please read the section on Finding a
record for more information.
If you're doing a global modify, PC-File+ will ask which
fields to change, and the new values. The prompt looks like
this (we'll use a fictitious database):
Please supply the replacement data below
══════════════════════════════════════════════════════════
Name [==========================]
Address [================================]
City [===============]
State [==]
Zipcode [==========]
This screen lets you replace the current data with new
information. If you don't enter anything into a field, the
data in that field will not be changed during the modify. It
will be left alone. If you do enter something into a field,
every record selected for updating will have that field
replaced with the new value.
You can enter new data into one, several, or all of the
fields. Each of the fields that have new data entered will
be modified.
The wildcard character can be very useful here. Remember
the wildcard character is an underscore. It looks like this:
_ If you use a wildcard character as part of the new data
in a field, it means to leave this spot alone during the
modify.
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Global Modify and Delete
____________________________________________________________
Let's try an example. Suppose that you wanted to put a dash
into every zipcode, after the first five characters. You
want to leave the first five characters of the zipcode
unchanged, but you want the sixth character to become a "-".
Also, you want every character after the sixth one to be
left unchanged. Here's how you would fill in the screen:
Please supply the replacement data below
══════════════════════════════════════════════════════════
Name [==========================]
Address [================================]
City [===============]
State [==]
Zipcode [_____-____]
PC-File+ will locate a record which matches your search. If
you're doing a global modify, you'll be asked:
"modify? Y,N, X(stop asking), Q(Quit) [N]"
If you're doing a global delete, you'll be asked:
"Delete? Y,N, X(stop asking), Q(Quit) [N]"
If you wish to perform the modify or delete, reply Y.
If you wish to leave the record unchanged and continue the
search for the next record, reply N.
If you're absolutely sure of what you're doing and wish to
have all future modifies or deletes done with no more
questions asked, reply X. CAUTION! Things happen fast in
PC-File+. If you reply X, you'll modify or delete a lot of
records quickly. It's up to you to know what you're doing.
Think hard before pressing X, and be certain that you have
a fresh backup copy of your database just in case things
don't go as expected. We recommend pressing Y for the
first several records so you can be sure the records being
selected are the ones you want.
After all the processing has been performed, you'll get a
short report on the screen telling how many records were
modified or deleted.
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Global Modify and Delete
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156
28.0 PC-FILE+ AND OTHER PROGRAMS
A very powerful feature of PC-File+ is its ability to
exchange data with many programs such as Lotus 1-2-3,
WordStar, Microsoft WORD, dBASE, PC-Calc, PeachText,
VisiCalc, and others.
The following formats can be imported into PC-File+
databases and exported from PC-File+ databases.
dBASE
This is the format used be dBASE II and dBASE III data
files, and other .DBF files.
DIF
This format is produced as an import/export option by
many spreadsheet programs, and by some database
programs.
Fixed Length
Fixed length format is used by many programs which
create "random" files. Every record is exactly the same
length, and there are no delimiters or record
separators. The only way to tell where one record stops
and the next one starts is by knowing the exact length
of the records. This format is just like the Text
Editor format described below, except that the end of
each record is not marked by a carriage return.
Lotus PRN
This is essentially the same format as MailMerge
described below, with one exception. In the MailMerge
format, if a field is blank or empty, nothing is written
out except the comma at the end of the field. In PRN
files, if the field is blank or empty, a pair of quote
marks is written out, then the comma at the end of the
field. PRN files can be imported into 1-2-3 by using
the File Import Numbers command sequence. To import a
PRN file created by 1-2-3, you would use the Text Editor
format.
MailMerge
This format consists of data fields separated by commas,
with quote marks usually surrounding each field. The
end of each record has a carriage-return and optionally
a line-feed. This format is used by many word
processing programs, including the WordStar "MailMerge"
program and Microsoft Word, and is produced by many
BASIC programs. It is also an export option in many
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PC-File+ and Other Programs
____________________________________________________________
database programs.
PC-Calc
This format is used by the ButtonWare spreadsheet
program called "PC-Calc".
PC-File databases.
You can select another PC-File database as the file to
import. This will allow you to merge two different
PC-File databases into one database. The PC-File format
is not supported on export.
PeachText
This format consists of one field on each line of a new
text record. It's sometimes called "field delimited" or
"field per record" format. The only way to know where
one record stops and another starts is to know exactly
how many fields exist in each record.
SYLK
This format is used by MicroSoft in its "MULTI" series
of programs. PC-File+ can export to SYLK format, but it
cannot import from SYLK files.
Text editor or SDF format
This format consists of fixed length fields with no
separators between each field. The end of each record
has a carriage return and sometimes a line-feed. This
format is produced by many text editor programs and word
processing programs, and is an export/import option in
many database programs.
User-defined delimiter
This format is supplied so you can exchange data with
programs that don't use one of the standard formats.
This format allows you to specify the field delimiter on
import and export, and the record delimiter on export.
When importing using this format, PC-File+ assumes the
record delimiter is either a line-feed character or
carriage-return/line-feed combination.
Visicalc
This format is used by the Visicalc spreadsheet program,
and is produced as an import/export option by some
spreadsheet programs. PC-File+ can export to Visicalc
format, but it cannot import Visicalc format. To import
Visicalc files, please refer to the DIF format above.
Word Perfect
This format is used by the "Word Perfect" word
processor.
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Compressed
This format is created by the PC-File+ export program
when "Compressed" is selected as the export format. It
has combinations of two or more spaces replaced by
single characters. Compressed files typically occupy
approximately half as much space as the original
database. Compressed format files can extend over
multiple diskettes.
28.1 EXPORTING YOUR DATABASE
You can export PC-File+ databases for use with many other
programs. You may want to export your data to be used with
your word processing program's mail merge feature. You
might also want to export portions of your database to be
used with your spreadsheet program.
PC-File+ will export the database you are currently using.
If you want to export a different database, you must first
change databases, and load the database you wish to export.
To export your database, press (F8) or enter U from the
Master Menu Screen. You will then be shown the Utilities
menu. Select option E," Export the current database."
PC-File+ will prompt you to enter the drive and path to
contain the exported file. Next, PC-File+ will ask you to
enter the name for the exported file. You do not need to
supply a file extension, PC-File+ will do that automatically
for you.
NOTE: You want to be sure to export to a drive with enough
available space to contain the exported file.
After entering the file specification of the file to be
exported, you will be shown the possible formats to export
to, and asked to select the format you want.
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┌─────────────────────────────────────────────────────┐
│ B) dBASE (DBF) │
│ C) PC-Calc (by ButtonWare) │
│ D) DIF (i.e. Visicalc, etc.) │
│ F) Fixed length (i.e. random files) │
│ L) Lotus PRN │
│ M) Mail-merge (comma-delimited) │
│ P) Peachtext (i.e. 1 field per record)│
│ S) Sylk (Microsoft Multiplan) │
│ T) Text editor (SDF) (i.e. fixed length, c/r) │
│ U) User-defined delimiter │
│ V) Visicalc │
│ W) Word Perfect │
│ X) Compressed (by PC-File export) │
└─────────────────────────────────────────────────────┘
Select the appropriate format. Refer to the section above.
After selecting the format to export to, PC-File+ will check
the complete file specification. If a file already exists
with the file specification given, you will have the option
to replace the existing file. If you replace the existing
file, the existing data will be lost, and the new exported
data will take its place. If you do not want to overwrite
the existing file, indicate this and you will be returned to
the Master Menu.
Depending on which format you select, you will be asked
different questions.
If you select the Mail-Merge option:
You will be asked "If the last field is blank, do you
want an extra comma? (Y/N)". Normally, you will want
to answer N. If you are using an earlier version of
Wordstar, an extra comma is required if the last field
is blank. If you will be using the exported file with
Wordstar, not Wordstar 2000, answer Y.
You will also be asked if the first record of the
exported file should contain the field names. Some
programs, such as Microsoft Word, require the first
record to contain the field names. If you will be
using such a program, answer Y, otherwise answer N.
If you select the User-defined delimiter option:
You will first be asked to enter the field delimiter,
and then the record delimiter. The field delimiter is
the character which will separate each field. The
record delimiter is the character which will separate
each record. The field and record delimiters may or
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may not be the same, and will vary depending on which
program you will be using. There are four options for
entering the field and record delimiters. You can:
1. Enter the ASCII decimal value of the delimiter.
This is handy for those keys which aren't
represented by a character, such as <Tab> or
<Enter>.
2. Select carriage return/line-feed combination as
the delimiter.
3. Enter the required delimiter via keyboard. You
will be asked to enter the delimiter by pressing
the appropriate key.
4. Select no delimiter.
Next, you will be asked the following questions if you
export to any format other than the compressed format:
"Do you want to flip the data?" If the data contains
the tilde character, ~ , you can flip the data on
output. You will want to answer Y if you will be
using your exported file with a word processing
program to perform a mail merge.
"Export all fields or selected fields". Your answer
may vary. If your database contains fields which will
not be used by the program you are exporting to, you
may want to export selected fields. You can export a
portion of a field also.
Finally, you will be asked if you want to export all records
or selected records. Please read the section on printing
reports for more information on selecting records. After
you have answered all of the questions, PC-File+ will
display the first record to export on the screen. You will
be asked "Export? Y, N, X, Q".
If you want to export this record, but still preview each
record before exporting, answer Y. If you do not want to
export this record, answer N. If you want to export this
record, and all remaining records without PC-File+ stopping
to ask you, answer X. If you want to quit the export
process, answer Q.
If you answer X, PC-File+ will keep you informed as to how
many records have been processed, and how many records have
been exported.
After PC-File+ has processed all of the records in the
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database, you will receive a message indicating the export
process is complete. You will now be returned to the
PC-File+ Master Menu.
After your database has been exported, the exported file
will have one of the following names:
filename.CAL if you chose "PC-Calc" format
filename.DBF if you chose "dBASE" format
filename.DIF if you chose "DIF" format
filename.FXD if you chose "Fixed Length" format
filename.PRN if you chose "Lotus PRN" format
filename.WS if you chose "Mail-Merge" format
filename.PCH if you chose "PeachText" format
filename.SYL if you chose "SYLK" format
filename.SDF if you chose "Text Editor" format
filename.USR if you chose "User-defined delimiter" format
filename.VC if you chose "VisiCalc" format
filename.WP if you chose "Word Perfect" format
filename.X1 if you chose "Compressed" format
A special note on the output of the "Compressed" option:
PC-File+ makes a copy of the header file on the output drive
in case the original somehow gets lost. It names this file
"filename.HD1" so as not to conflict with the "filename.HDR"
of the original file.
The Compressed format is the only format that also allows
multiple disks for the output. When each disk fills up, the
operator will be prompted to insert a new one. This will
continue until the entire database is exported. The
filename on the first exported disk will be "filename.X1".
On the second disk, it will be "filename.X2". The number at
the end will increase by one for each output disk from the
export.
When you export the database, the selected records will be
exported in the most recent sort sequence. Therefore, if
you want the exported file to appear in a particular order,
you'll need to sort the database first.
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28.2 IMPORTING DATA
You can import files or databases created with other
programs into the PC-File+ database format. You can also
use the import feature to merge two PC-File databases into
one.
In order to do this, the file to be imported must be in one
of the above formats. PC-File+ cannot, however, import
SYLK, Visicalc or Lotus PRN formats.
You may only import into the current database. If you want
to import records into a different database, you must first
change to the desired database. If you have not yet defined
the database you wish to import into, you must first define
the database.
PC-File+ does not require that the file or database to be
imported have the same number of fields, or matching field
lengths. If the file to be imported contains more fields
than the database, the extra fields will be thrown away. If
the file to be imported contains fewer fields than the
database, the fields at the end of the record will be filled
with blanks. This is also true for field lengths. If the
file to be imported contains fields longer than those
defined in the database, data in those fields will be
truncated to the database field length. If the file to be
imported contains fields which are shorter than the
database, the extra spaces will be filled with blanks.
NOTE: If you will be importing using the Text Editor (SDF),
fixed length, dBASE, or PeachText format, the database must
match the import file exactly. The database must be defined
with the fields in the same sequence as they exist in the
import file, with the same number of fields, and matching
fields must have matching lengths.
To import a file into the current database, press (F8) or
enter U from the Master Menu Screen. You will then see the
Utilities menu. Select option I, "Import a PC-File+
database or other file."
You will first be asked if you will be importing a PC-File
database, or another file. If you want to import or merge
another PC-File database, answer F, otherwise answer O.
PC-File+ will prompt you to enter the drive and path which
contain the file to be imported. After you have entered a
valid drive and path, PC-File+ will ask you to select the
file to be imported. PC-File+ will list the first 50 files
on the drive and path indicated. If you see the file you
want to import on the screen, you can either move the cursor
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to the desired file and press (F10), or enter the file name
or number in the blank field, then press (F10). If you have
more than 50 files and you do not see your file listed, you
will need to type the name in the blank field provided.
You will now be shown the possible import formats. Select
the appropriate format.
┌─────────────────────────────────────────────────────┐
│ B) dBASE (DBF) │
│ C) PC-Calc (by ButtonWare) │
│ D) DIF (i.e. Visicalc, etc.) │
│ F) Fixed length (i.e. random files) │
│ M) Mail-merge (comma-delimited) │
│ P) Peachtext (i.e. 1 field per record)│
│ T) Text editor (SDF) (i.e. fixed length, c/r) │
│ U) User-defined delimiter │
│ W) Word Perfect │
│ X) Compressed (by PC-File export) │
└─────────────────────────────────────────────────────┘
If you select the User-defined delimiters option, you will
be asked to enter the field delimiter.
Next, you will be asked if you want to append the new
records to the end of the database, or overwrite the
existing data. Answer appropriately. If you select A, the
imported records are added to the end of your database. If
your database was empty to start with, then it will contain
only the records that were imported. If you imported into a
database that already contained records, the newly imported
records will appear at the end of the database. If you
answer O to overwrite, the existing records will be
deleted, and the records imported will start at record 1.
Finally, you will be asked if you want to import all records
or selected records. Answer accordingly. Please refer to
the section of the manual "(S) Search for Data" for more
information.
PC-File+ will begin the importing process. The first record
will be shown to you as it will be stored in PC-File+. You
will be asked "Import? Y, N, X, Q".
If you want to import this record, but still preview each
record before importing, answer Y. If you do not want to
import this record, answer N. If you want to import this
record, and all remaining records without PC-File+ stopping
to ask you, answer X. If you want to quit the import
process answer Q.
One advantage to previewing the records before actually
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importing, is that you can see if the records will be
imported properly. If you notice that the record is not
being imported properly, you can stop the import process, by
typing Q.
If you answer X, PC-File+ will keep you informed as to how
many records are now in the database and how many records
have been imported.
After PC-File+ has processed the import file, you will
receive a message indicating the import process is complete.
You will now be returned to the PC-File+ Master Menu.
The records imported will be in the order they appeared in
the import file. You may want to sort the database before
processing.
28.3 MERGING TWO DATABASES TOGETHER
There is occasionally a need to combine two databases into
one. For example, you may have been keeping your data on
two separate databases because of a limitation on diskette
space. Later, you install a new hard disk and wish to
combine both databases into one.
The merge function is actually an append. Records from one
PC-File+ database will be appended to the end of the current
database. Data will not be merged into existing records.
As an example, let's say that you want to merge FILEB into
FILEA. After the merge is complete, FILEB will still be the
same as it was. FILEA will contain all of its original
information, and in addition will contain the selected data
from FILEB.
The two databases to merge do not have to be defined
similarly, i.e., have the same number of fields, or matching
field lengths. However, the fields should be in the same
order. If the database to be imported contains more fields
than the current database, the data in the extra fields will
be thrown away. If the database to be imported contains
fewer fields than the current database, the fields at the
end of the record will be filled with blanks. This is also
true for field lengths. If the database to be imported
contains fields longer than in the current database, data in
those fields will be truncated to the database field length.
If the database to be imported contains fields which are
shorter than the current database, the extra spaces will be
filled with blanks.
To merge two databases, first make certain that the disk
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with the current database has enough room to contain the
increased size of the merged database. It is also a good
idea to have backup copies of both databases, just in case
you need to refer to the original databases.
To merge another PC-File+ database into the current
database, press (F8) or enter U from the Master Menu Screen.
You will then see the Utilities menu. Select option I,
"Import a PC-File+ database or other file."
You will first be asked if you will be importing a PC-File+
database or another file. Answer F.
PC-File+ will prompt you to enter the drive and path which
contain the database to be merged. After you have entered a
valid drive and path, PC-File+ will ask you to select the
database to merge into the current database. PC-File+ will
list the first 50 databases on the drive and path indicated.
If you see the database you want to import on the screen,
you can either move the cursor to the desired database and
press (F10), or enter the database name or number in the
blank field, then press (F10). If you have more than 50
databases on the drive and path indicated, and do not see
the database listed, you will need to type the name in the
blank field provided.
Finally, you will be asked if you want to merge all records
or selected records. Answer accordingly. Please refer to
the section of the manual "(S) Search for Data" for more
information.
PC-File+ will begin the merging process. The first record
will be shown to you as it will be stored in PC-File+. You
will be asked "Import? Y, N, X, Q".
If you want to import this record, but still preview each
record before importing, answer Y. If you do not want to
import this record, answer N. If you want to import this
record, and all remaining records without PC-File+ stopping
to ask you, answer X. If you want to quit the import
process answer Q.
One advantage to previewing the records before actually
importing, is that you can see if the records will be
imported properly. If you notice that the record is not
being imported properly, you can stop the import process by
typing Q.
If you answer X, PC-File+ will keep you informed as to how
many records are now in the database and how many records
have been imported.
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After PC-File+ has processed the import file, you will
receive a message indicating the import process is complete.
You will now be returned to the PC-File+ Master Menu.
The records imported will be in the order they appeared in
the import file. You may want to sort the database before
processing.
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168
29.0 CHANGING YOUR DATABASE DEFINITION - CLONING
You can create an entirely new database from an existing
database. You may want to do this to create a subset of the
original database with fewer records, or to change the way
your database is defined. You can also split a database
into multiple parts. This is especially useful when you're
running out of disk space and wish to divide the database
into several smaller databases.
The cloning operation allows you to define a new database
that is similar to an existing one, and copies the data from
the existing database into the new one. The new database
can differ from the original in the following ways:
■ You can modify your data entry screen.
■ Field lengths can be lengthened.
■ Field lengths can be shortened.
■ New fields can be added.
■ Fields can be deleted.
■ Fields can be rearranged (the order of their appearance
on the screen changed).
■ The new database can contain selected records from the
original.
Cloning your database is simple! All you have to do is
modify the current data entry screen.
To clone your database, press (F8) or U while viewing the
Master Menu. From the Utilities menu, choose selection C,
"Clone (Change the database definition)."
PC-File+ will display the current entry screen. You can now
make any changes to the data entry screen. Here is an
example of what the screen looks like:
NOTE: Your database will probably be defined differently
than ours. Therefore, your field names, number of fields,
and size of fields will differ from this example.
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Field names: 12 letters or less. Data locations: [ ]
Example: PHONE [( ) - ] Press (Alt) H for help
╔ Please make changes to your data-entry screen 21:80 ═══╗
║ NAME [ ] ║
║ ADDRESS1 [ ] ║
║ ADDRESS2 [ ] ║
║ CITY [ ] ║
║ STATE [ ] ║
║ ZIP [ ] ║
║ PHONE [ ] ║
║ COMMENTS [ ║
║ ]║
║ ║
║ ║
║ ║
║ ║
╚═(F1,F2)Cut (F3,F4)Paste (F5,F6)Del (F10)Done ═ r:1 c:1 ═╝
29.1 DELETE A FIELD
To delete a field, place the cursor on the first character
of the field name and press the delete key. If the field is
on a line by itself, you can press the (F5) key. If the
field is the last field on a line (to the right of all the
other fields), press (F6). If there is a field to the
right, do not use the (F5) or (F6) keys. You must use the
(Del) key and the space bar to prevent deleting the field to
the right.
29.2 ADD A FIELD
To add a field to your database, type the new name where you
want the new field. Then use the left and right brackets to
define the field length. For example, if you want to define
a field ten characters long, you must have ten blank spaces
between the left and right brackets.
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29.3 CHANGE A FIELD LENGTH
To change a field length, all that you have to do is either
delete spaces between the brackets, or add spaces between
your brackets.
NOTE: If you delete spaces between the brackets you may
lose data.
29.4 REARRANGE FIELDS
To rearrange your fields on the data entry screen, use the
(F1), (F2) Cut keys and the (F3), (F4) Paste keys. You can
then place your fields in any order you wish. For more
information regarding the editor commands, please see the
section "Using the Built-in Editor."
29.5 SEQUENCING FIELDS
After you have made all of your changes to the entry screen,
press (F10). You will be shown the order of access for the
fields. If you want to change the order the cursor will
move, answer Y when asked. Otherwise, answer N.
If you answer Y, you will be asked to enter a number next to
each field. The number will correspond to the order the
field will be accessed.
NOTE: PC-File+ will store the data in the .DTA file in the
order the fields are accessed. In other words, the first
field that is accessed on your screen will be the first
field in the data file.
29.6 WHERE WILL THE DATA COME FROM?
PC-File+ needs to know which field currently contains the
information so that the data can be transferred to the new
database.
PC-File+ will display the field names as they were before
the cloning process. PC-File+ will prompt you to enter the
name of the field the data will come from, for each field in
the new database. PC-File+ will try to quess which field
currently contains the data. If PC-File+ thinks it knows
which field contains the data, the field name will be
displayed in the entry field. If PC-File+ can't figure out
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which field contains the data, the entry field will be
blank.
If PC-File+ is correct, just press (F10). If PC-File+ is
not correct, enter the correct name. If the field is a new
field, just press (F10) when the cursor is in the blank
field.
If you are shortening a field, you can tell PC-File+ which
characters to clone. Following the field name, type a
comma, following by the starting position, followed by a
comma, followed by the number of characters to clone. The
number of characters to clone should equal the field length.
For example, the field DATE is stored in the format
MM-DD-YY. You want to shorten the field to two characters
to include just the year. When asked to enter the name of
the field which contains the data for DATE, you would enter
DATE,7,2. This tells PC-File+ to clone two characters,
starting at position 7.
If you shorten a field, and do not indicate the starting
position and number of characters to clone, PC-File+ will
assume a starting position of 1, and will clone the number
of characters equal to the field length.
29.7 MODIFYING THE DATA ENTRY SCREEN
If PC-File+ determines that you have only made cosmetic
modifications to the data entry screen, and not actually
changed the number of fields, field lengths or positions,
you will be asked, "Clone a new database or only Modify the
entry screen?"
If you answer M, PC-File+ will save the new header file, and
return to the Master Menu. PC-File+ will not actually clone
the database.
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29.8 THE NAME OF THE CLONED DATABASE
After you have defined which fields to include in your new
database and the order the fields will appear, you will be
asked to enter the file specification for the new database.
First, PC-File+ will ask you "Which drive for output?"
Enter the drive where you want the new database to be
stored. Be sure there is enough room on the disk you select
to contain the new database. Next, PC-File+ will ask you to
enter the name of the path or subdirectory to clone to.
After you have entered a valid drive and path, PC-File+ will
ask you to enter the name for the new database. You do not
need to include the file extension in the name. PC-File+
will do that for you automatically.
You must give the database a unique name. If you clone to a
different drive or path, you can use the same name for the
database. If you try to name the new database with the name
of an existing database on the drive and path specified, you
will be asked if you want to replace the existing database.
If you want to overwrite the existing data, answer Y. If
you don't want to lose the existing database, answer N.
PC-File+ will ask you for the file specification, again,
beginning with the drive to contain the database.
If you have defined a profile file for the current database,
you will be asked if you want to copy the profile file. You
will also be asked if you want to copy the .KEY file if you
have defined any Smart Keys for the current database. Your
answers to these two questions will probably depend on the
reason for cloning. If you clone your database to add a new
field or to lengthen a field, you will probably want to copy
the profile file and Smart Key file. If you are creating a
subset database that will be used for a different purpose,
you may not want to copy the profile file or Smart Key file.
Remember, you can always go to the Utilities menu to copy or
delete either a profile file or Smart Key file.
Finally, PC-File+ will ask you whether you want to clone all
of the records in the current database or only selected
records. Again, your answer will probably vary. Answer
accordingly. If you answer S for selected records, you will
be asked to enter the selection criteria. Please refer to
the section on selecting records for more information.
PC-File+ will display the first record matching the
selection criteria and ask if you want to clone the record.
If you answer X (clone all of the remaining records and
don't ask anymore), PC-File+ will display the number of
records processed and the number of records selected for
cloning. This will tell you how many records will be
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included in the new database. This will also give you an
idea of how fast the cloning process is proceeding.
Regardless of whether or not you specify all records or
selected records, PC-File+ will never clone deleted records.
When PC-File+ has completed the cloning process, the total
number of records included in your new database will be
displayed on the screen.
If you escape out of the cloning process, PC-File+ will
display a message "Clone canceled. Press (Enter)". The new
database will contain only those records which were already
cloned before you pressed (Esc).
After the cloning process has finished, press (Enter) to
return to the Master Menu.
174
30.0 SPLITTING AND JOINING FIELDS
It's possible with PC-File+ to combine two adjacent fields
into one field in your database. You may want to do this,
for example, if you had defined a YEAR field, a MONTH field,
and a DAY field and then wished to combine them into one
single field called DATE.
You can also split up a single field into multiple fields.
For example, you may want to take the DATE field and split
it out into MONTH, DAY, and YEAR.
Here's how to split or join fields:
Let's use an example. We'll pretend that your old database
is named OLD, and your new database is called NEW.
The OLD database has a field called NAME, which we don't
want to change. It has a field called BIGFIELD which we
want to split out into two fields called BIG1 and BIG2. It
has two fields called SMALL1 and SMALL2 which we wish to
join into one field called SMALLFIELD.
Here's how the changes will look:
OLD database NEW database
-------------- --------------
NAME 20 NAME 20
BIGFIELD 30 BIG1 15
BIG2 15
SMALL1 4 SMALLFIELD 10
SMALL2 6
Please reference the above example in the steps that follow.
1. Define a new database. Make certain that you use a
different database name. Define it exactly the same as
your old database, except for the changes to the fields
you wish to split or join. The lengths of all the
non-changed fields must be exactly the same. The
lengths of the split or joined fields must exactly add
up to the length of the old field(s). The total length
of all your new fields must equal EXACTLY the total
length of all the fields in your original database.
NOTE: Do not change the order of any field which is not
either split or joined. If you need to change the order
of any field, you must clone the database.
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For the example, you would define a new database called
NEW as outlined above.
2. Copy the data portion of your old database over to
become the data portion of your new database, changing
the name in the process.
From DOS, for example, you would enter the command:
COPY OLD.DTA NEW.DTA
3. Run the Program PCFIX on your new database. This will
cause the new index to be built.
From DOS with your PC-File+ disk in the default drive,
you would type:
PCFIX
After performing all of the above steps, the new database
should be ready to use. After you've checked it out
thoroughly, you can delete the old database.
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31.0 SNAPSHOT MAILING LABELS
The Snapshot Mailing Label is a very handy feature.
When you're adding a record to your database, or just
viewing or modifying a record, you may wish to print some of
the information you see on the screen. You might want the
address for a mailing label or specific details for a daily
listing or report.
To define a Snapshot mailing label, you must either create
or modify the profile file of the database to have snapshot
mailing labels. From the Master Menu, enter the Utilities
menu and select option P, "Profile files (set up
configuration)." Select the profile to create or modify.
Answer Y in the field next to SNAPSHOT LABEL. You will be
allowed to enter the Snapshot definition in the editing
window provided.
31.1 THE SNAPSHOT DEFINITION
You can include up to 255 characters in your Snapshot label
definition. The Snapshot label definition is:
device,t,f,f,f,f,f,f,f,f,f,f
Replace the "device" with the name of the DOS device to be
used for Snapshot label output. This will usually be LPT1:
(a printer connected to the first parallel port). If you
have a serial port printer, you would indicate either COM1:
or COM2:. You can store the Snapshot information in a file
on disk, rather than printing the information. To do this,
you would include the name of the file as the device.
Replace the "t" with a number specifying how far to tab in
at the front of each line of your mailing label or report.
Replace the "f"'s in the definition as follows:
0 - Use the 0 (zero) when you want to start a new
line.
A Field Number - Select the fields you want, in the
order that you want them printed. To select the first
field, you would enter 1; to select the second field,
enter 2, etc.
Number of Characters to tab right - The number must be
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preceded by a minus sign. For example, if you want to
tab 10 spaces to the right, you would enter -10.
A Constant
A constant is any text that you want printed on each label.
Each constant must be surrounded by the apostrophe
character. Quote marks will not work. Example:
'DO NOT BEND'
You can put as many "f" values as needed in your Snapshot
definition. Each value must be separated by a comma.
31.2 USING THE SNAPSHOT LABEL FEATURE
Once you have defined the Snapshot, all you have to do to
print the label is press the (Ctrl)L key combination.
31.3 AN EXAMPLE OF A SNAPSHOT MAILING LABEL
Let's try an example. Assume that your database is defined
with these field names in this order:
1 LASTNAME
2 FIRSTNAME
3 ADDRESS
4 CITY
5 STATE
6 COUNTRY
7 ZIPCODE
8 PHONE
Also suppose that you want your address labels to look like
this:
firstname lastname
address
city state zipcode
country FIRST CLASS
In addition, you want to tab over ten spaces before you
print each line of the label. You also need two blank lines
at the end of each label to get the printer to the top of
the next label.
Your Snapshot command string would look like this:
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LPT1:,10,2,1,0,3,0,4,5,7,0,6,-15,'FIRST CLASS',0,0,0
31.4 PRINTING TO A DISK FILE
Using the same database as above, let's assume that you want
to keep a log of your telephone calls each day. Thus, each
time that someone calls, you look them up in the database,
and do a Snapshot label. However, because you want to be
using your printer for other tasks, you don't want to have
to print to your printer. You can print the Snapshot label
to a disk file called CALLS.
Your Snapshot string for printing to disk would look like
this:
CALLS,0,2,1,3,4,5,7,0
PC-File+ will create a file called CALLS if one does not
exist. If a file CALLS already exists, PC-File+ will append
the snapshot data for the record displayed to the end of the
CALLS file.
31.5 IMBEDDING BLANK LINES AND SPACES
The Snapshot label removes spaces within a line, and removes
blank lines. This is to produce a nicer looking label.
There might be times when you want a blank line within the
body of your label. To imbed a blank line, you need to tell
PC-File+ to tab a certain number of characters, we recommend
1, then start a new line. Using the example above, if you
wanted a blank line to occur between the line with CITY,
STATE and ZIP (4,5,7) and the line with COUNTRY (6), you
would enter:
LPT1:,10,2,1,0,3,0,4,5,7,0,-1,0,6,-15,0,0,0
The combination "0,-1,0" will cause PC-File+ to print a
blank line within the body of the snapshot label.
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180
MISCELLANEOUS INFORMATION
32.0 BACKING UP YOUR DATABASE
We recommend backing up your database frequently. It
doesn't take much time to backup at the end of EACH day. If
what you have on disk is very important to you, you should
keep several "generations" of your backup copies on hand.
You may want to keep a different set of backup disks for
each day of the week.
There are several methods that can be used to make your
backup copies.
32.1 USING THE DOS COPY COMMAND
If your database is small enough to fit on a single
diskette, you can use the DOS COPY command. The DOS manual
explains this command in greater detail. Here's an example
using a database called MYDATA.
COPY B:MYDATA.* A:
32.2 USING THE DOS BACKUP PROGRAM
If your database is on a hard disk and is too large to fit
on a single diskette, you can use the DOS BACKUP command.
This will allow you to copy the entire database onto several
floppy disks. Later, you'll be able to restore your
database back onto the hard disk by using the DOS RESTORE
command. These commands are explained in the DOS manual.
Here's an example using the BACKUP command on a file called
MYDATA in a directory called PCF on the C drive:
BACKUP C:\PCF\MYDATA.* A:
NOTE: If you backup using DOS BACKUP, you MUST use the
RESTORE command if you need to use the backup copy. You
cannot use the DOS COPY command to restore a database which
was backed up using BACKUP.
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32.3 USING PC-FILE+'S COPY FEATURES
To make backup copies of your database(s) from within
PC-File+ you need to go from the Master Menu Screen to the
Utilities section of PC-File+. You do that by pressing (F8)
or typing U while viewing the Master Menu Screen.
Select option M, "Maintenance - Copy, Delete or Rename a
PC-File+ file." When asked "Copy, Delete, or Rename?", type
C. You will then be asked which type of file you wish to
copy. Answer D, for database. You will be asked for the
drive, path and name of the database to copy. You will then
be asked for the drive, path and name to copy to. If you
will be copying to the same drive and path, you must select
a different name than the current database. If you select a
file specification of a database which already exists,
PC-File+ will tell you. You can proceed with the copy
process and overwrite the existing file, or you can cancel
the copy process and select a different file specification.
PC-File+ will then display each of the file names being
copied. When you press (Enter) you will be taken back to
the Utilities menu. To return to the Master Menu Screen
just type Q and press (Enter).
It's important to note that making backup copies this way
may not be as fast as using the DOS commands, but it does
allow you to make your backup copies without exiting
PC-File+.
32.4 USING THE PC-FILE+ EXPORT CAPABILITY
The export utility in PC-File+ can also be used to make a
backup copy of your database. There are some advantages and
disadvantages to using this method.
The disadvantage is the slower speed of making the copy.
The DOS COPY and BACKUP commands will both run faster than
the PC-File+ export.
The advantages are:
■ All excess blanks (spaces) will be removed from the
exported copy. The exported copy will take up less
space on the diskettes. The exported copy typically
occupies only half as much space as the original.
■ The process of exporting and then importing the database
removes deleted records, and places the database in the
same physical sequence as the index. This can have a
184
Backing up Your Database
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speed advantage in later processing with the database.
To backup your database using the export routines, follow
the instructions in the chapter on exporting your database,
selecting the Compressed format.
185
Backing up Your Database
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186
33.0 USING PCFIX
PCFIX performs several functions. First, PCFIX allows you
to permanently remove deleted records from your database.
PCFIX will also remove any imbedded end-of-file markers and
will replace any character with an ASCII value less than 32
with a space. Finally, PCFIX will build a new index file.
33.1 WHEN TO RUN PCFIX
You may never need to run PCFIX. However, there may be
times when something happens to your database files. If
your index file is damaged or deleted, you should run PCFIX.
Also, you may have an imbedded end-of-file marker in the
database. When this happens, you will not be able to access
all of your records. You should run PCFIX. Moreover, if
you delete a lot of records, you may want to run PCFIX to
reclaim the space taken up by the deleted records.
33.2 HOW TO RUN PCFIX
To run PCFIX, type PCFIX at the DOS prompt.
You will be asked to enter the file specification of the
database to fix. You will first enter the drive and path
which contain the database. PCFIX will display a list of
databases on the drive and path indicated. Select the
database to fix.
There are two reasons that you might not see your database
listed. First, you may have indicated the wrong drive
and/or path. Second, you have more than 50 databases on the
drive and path. If this is the problem, you will need to
type the database name on the line provided, and press
(F10). If you try to select a database that does not exist,
PCFIX will reject it.
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Using PCFIX
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33.3 WHAT HAPPENS DURING PCFIX
After you have entered the file specification, PCFIX will
check the header file (.HDR). PCFIX will warn you of any
problems with the header file. Possible problems are:
■ An error in a field name.
■ An error in a field length.
■ Too many fields defined in your database. The maximum
number of fields is 70.
PCFIX cannot repair a damaged header file. If your header
file becomes damaged, you can do one of two things to repair
the header file:
1. Copy a backup copy of the header file.
2. Recreate the header file by defining an exact database.
After you have defined the new database, copy the new
header file over the old header file.
After PCFIX has checked the header file, you will be asked
if you want to remove deleted records. If you answer Y,
PCFIX will read through the .DTA file, searching for all
deleted records. When PCFIX finds a deleted record, the
next record will be moved on top of the deleted record.
This process will proceed until PCFIX has read the entire
.DTA file.
PCFIX will keep you informed of how many records have been
processed and how many deleted records have been removed.
After checking for deleted records, PCFIX will begin
building a new index file. PCFIX will also replace any
imbedded end-of-file markers in the .DTA file with an @, and
will also replace any character with an ASCII value less
than 32 with a space. PCFIX will keep you posted as to how
many records have been processed and how many records have
been fixed.
When PCFIX has successfully finished processing, you will be
notified that your database is ready to use.
NOTE: PCFIX builds the index in the order the records were
originally entered. You may find you need to sort the
database after running PCFIX.
If the data disk becomes full before the entire index file
is built, PCFIX will display an error message. The partial
index file will be deleted. You will need to free up space
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Using PCFIX
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on the disk, or copy the header and data file to a disk with
more space, and run PCFIX again. You will not be able to
access your database until PCFIX has built a complete index
file.
33.4 STOPPING PCFIX
We do not recommend canceling PCFIX before it has completed
processing.
You will not be able to use the (Esc) key to escape out of
PCFIX after you answer the question "Do you want to remove
deleted records?". This prevents you from accidentally
destroying your index file. When you run PCFIX the old
index file is deleted and a new index file is created.
Without a complete index file, you would not be able to
access the data in the database.
NOTE: If you remove deleted records, DO NOT use (Ctrl)
(Break) to break out of PCFIX. If you do, you risk damaging
your data.
189
Using PCFIX
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190
34.0 IF YOUR DATABASE GETS DAMAGED
PC-File+ takes many precautions to make sure that you don't
accidentally damage your database.
However, accidents do happen. Diskettes are a notoriously
unreliable medium for the storage of information. Sectors
can sometimes go bad on the disks. Read/write heads in the
drives can get dirty.
If something unforeseen happens to your database, follow the
steps listed below. It can probably be recovered.
First
Run the DOS CHKDSK command on your data disk. If any
errors are reported, follow the instructions in your DOS
manual for trying to fix the errors. Until the errors
are corrected, you should not use your database.
Second
Check to see that you have some empty space on the
database disk (the DOS CHKDSK program will tell you
this). If the disk is full, you must free up some space
by deleting any files on the disk that are not needed,
or by moving some files off of the database disk onto
another disk.
Third
Run the program PCFIX which was distributed as part of
your PC-File+ package. This program can repair a
damaged index file, but not a damaged header file or
data file.
Fourth
If the above steps don't solve the problem, you'll have
to make a copy of one of your backup copies of the
database and use the COPY of the backup copy.
To help minimize the chances of damaging a database in the
future, we offer the following suggestions.
■ Always keep one or more backup copies of your database.
If you ever need to use the backup copy, DON'T. Make a
copy of the backup copy, and use that. Please see the
section "Backing up your Database."
■ Never open the latch on your diskette drive until after
the red light on the disk drive goes out.
191
If Your Database Gets Damaged
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■ Don't change diskettes while running PC-File+ unless
you're prompted to do so by a message on the screen.
■ Use only top quality diskettes to store your database.
If you have double-sided drives, use only diskettes
rated "double-sided".
■ Before you run PC-File+ enter this command to DOS:
VERIFY ON
This will cause DOS to always read back what it has just
written on the disk to make certain it was written
correctly.
■ If it's been a year or more since you've cleaned the
"heads" in your diskette drives, buy a good quality head
cleaning kit and clean the heads.
■ Obtain a power line filter for your PC, to protect it
from voltage surges. It's relatively cheap protection
for an expensive machine.
■ Make certain that your power cord is plugged into a well
grounded outlet. If the power outlet isn't properly
grounded, you'll have unreliable operation.
■ If your computer work station is on a carpeted floor,
static electricity can cause many heartaches.
Investigate the following remedies:
Removing the carpets, or relocating the computer work
station
Buying antistatic spray for the carpets
Providing a "grounding pad" for placement at the
keyboard
192
35.0 CALCULATING DISK STORAGE SPACE
You can manually calculate the amount of disk space your
database will require.
For the filename.INX file, take the number of fields defined
and multiply by 2. To that answer, add 2. The answer is
the number of characters in one index record.
For the filename.DTA file, add together the length of each
field defined. To that answer, add 1. This gives the
number of characters in one data record.
If you add together the calculated length of the INX record
and the calculated length of the DTA record and multiply
this by the maximum number of records you expect to have in
your database, you'll have the approximate number of
characters of disk space required to contain your database.
Here's a worksheet to help clarify the calculations:
a. Total number of fields
in your database ____________(a)
b. Item(a) times 2 ____________(b)
c. Item(b) plus 2
= length of index record ____________(c)
d. Sum of all field lengths
in your database ____________(d)
e. Item(d)+ 1
= length of data record ____________(e)
f. Item(e) plus Item(c)
= disk space used by
each record ____________(f)
g. Total number of records
expected in database ____________(g)
h. Item(g) times Item(f)
= total disk space needed
for the database ____________(h)
To save you the effort of these calculations and to warn you
as your disk starts to fill up, PC-File+ looks at your disk
frequently and displays the number of records that can be
added to the disk. This number is shown at the top of the
Master Menu Screen.
193
Calculating Disk Storage Space
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194
36.0 TIPS AND TECHNIQUES
36.1 REORGANIZING THE DATABASE
Reorganizing means to remove all the deleted records, and
put the database data into the same physical sequence as the
database index.
Your database really doesn't need to be reorganized. We
don't recommend that you ever do it, unless you consider
yourself an advanced user.
Here are the benefits of reorganizing your database:
■ Deleted slots will be removed. This is important only if
you have a lot of deleted records with no hope of
reusing them in the near future.
■ Certain database operations may run faster.
Specifically, the last phase of the sort, listing to
disk, and exporting may run faster when the physical
sequence of the database matches the logical sequence
(the physical sequence of the index).
There are several different ways to reorganize a database.
■ Export the database and then import it, using the
compressed format.
■ Clone the database.
■ Run PCFIX, telling it to remove deleted records. This
will get rid of deleted records, but it will not improve
the sequence of physical records. The database will
then have to be re-sorted if you care about the sequence
it's in.
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Tips and Techniques
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36.2 TOPVIEW AND WINDOWS
PC-File+ is designed to be aware of TopView and Windows. It
is in all respects "well behaved." If it discovers that it's
running under TopView or Windows, it issues standard TopView
and Windows commands, instead of writing directly to screen
RAM.
When you add the PC-File+ program to TopView or Windows, the
PIF file on the PC-File+ disk will provide the necessary
information to TopView or Windows.
196
37.0 THE PC-CALC PC-FILE CONNECTION
The information presented in this section should not be
confused with importing or exporting files, which have
already been covered in this manual. While it's true that
you can import and export data between PC-File+ and PC-Calc,
PC-Calc has the ability to go in and directly use
information contained in PC-File+ database fields.
While you are using a PC-Calc spreadsheet, you can get data
from any number of PC-File+ database fields. Data in
PC-File+ fields can be retrieved directly into any
spreadsheet cell. From a single PC-Calc spreadsheet you can
obtain sales figures and other information for calculations.
Data can even be summarized from the database for placement
into a single spreadsheet cell.
For the details on how to do this you will need to read your
PC-Calc manual. This information is presented here because
it points out more capabilities you have with PC-File+ when
combined with PC-Calc.
Now, you can design and use your database(s) knowing that
you can easily have the numeric data readily available for
use in PC-Calc. You won't have to re-enter any of the
information.
It's important to note that you can do all of this without
the database being modified in anyway.
197
The PC-Calc PC-File Connection
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198
38.0 THE PC-TYPE+ PC-FILE CONNECTION
PC-Type+ can go in directly and pull information from any
number of PC-File+ database files and fields.
Data in PC-File+ fields can be retrieved directly into any
part of your document. This is very handy, for example,
when writing a letter. When you get ready to do the address
lines, you can have PC-Type+ retrieve all of the necessary
information directly from your address database and place it
in your letter. The mail merge feature in PC-Type+ can also
retrieve data from your PC-File+ database files. PC-Type+
can even do the same types of powerful searches through your
database that PC-File+ can!
When you don't have integrated products like ButtonWare's
PC-File+ and PC-Type+, here's what you normally have to do
to get an address into your letter:
1. Save your letter
2. Exit your word processor
3. Start up your database program
4. Look up the address in your database
5. Write down the information
6. Quit your database program
7. Restart your word processor
8. Load your letter back in
9. Type in the name and address
With PC-Type+ and PC-File+, getting an address into your
letter is this easy:
1. Tell PC-Type+ to look up the address in your database
2. Tell PC-Type+ to copy the address directly into your
letter
For the details on how to do this you will need to read your
PC-Type+ program manual. This information is presented here
because it points out even more capabilities you have with
PC-File+ when combined with PC-Type+.
Now, you can design and use your database(s), knowing that
you can easily have the information readily available for
use in your word processor. Why re-do and re-enter all of
the information, when you can have it pulled out of your
databases by PC-Type+?
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The PC-Type+ PC-File Connection
____________________________________________________________
200
APPENDIX A. ERROR MESSAGES
In case you receive an error message that you don't
understand, the following list of messages may help you
determine an appropriate action. The messages are listed in
alphabetical order.
Bad seek in wrk file
This is an error message from the sort. It's usually
caused by a bad sector on the sort work disk. It could
also be caused by an error in RAM memory. You may need
to run PCFIX before re-starting the sort.
Cannot load overlay: too many open files
You have not allowed for enough files in DOS. You need
to increase the number of files allowed, by changing
your CONFIG.SYS file. Please refer to the section
"Installing PC-File+" for more information.
Can't open ...
The file named in the message cannot be opened for
processing. There could be several reasons for this:
■ The file could not be found, because you gave the
wrong name for it
■ The file could not be found, because you specified
the wrong disk drive or subdirectory
■ The file exists, but is in use by someone else on
your system
■ You are having disk hardware errors
■ The file may have been damaged in some way
Can't run DOS (nn)
You've tried to run a DOS command from within PC-File+
and the DOS command cannot be processed. The number
inside the parentheses (shown above as nn) gives the
reason:
2 - COMMAND.COM cannot be found on the disk
7 - The space required for the environment
information exceeds 32K
8 - The COMMAND.COM file has an invalid format and
is not executable
12 - Not enough RAM memory is available to execute
the command; or the available memory has been
201
Error Messages
____________________________________________________________
corrupted
Error reading ...
This message occurs when PC-File+ can't read the named
file. Perhaps the file has been damaged in some way.
You may be having difficulties with the disk itself.
Either the diskette (or disk media) has a bad sector, or
errors are occurring in the disk controller card. Make
sure that you haven't changed diskettes at an
inappropriate time.
Error writing on ...
This message occurs when PC-File+ can't write on the
named file. Check to make sure that the disk doesn't
have a write-protect tab on it. Also, make sure that
the disk isn't already full. If it is full, no more data
can be written onto it.
You may be having difficulties with the disk itself.
Either the diskette (or disk media) has a bad sector, or
errors are occurring in the disk controller card. Make
sure that you haven't changed diskettes at an
inappropriate time.
Until you correct this error and re-start PC-File+, you
will not be allowed to add, delete, or modify any more
records in the database.
File not found ...
The file named in the message cannot be found. There
could be several reasons for this:
■ The file could not be found, because you gave the
wrong name for it
■ The file could not be found, because you specified
the wrong disk drive or subdirectory
■ You are having disk hardware errors
■ Your disk directory may have been damaged in some way
Not enough disk work space
This is an error message from the sort. The disk drive
where you indicated the work area should reside doesn't
have enough available space to contain the work file.
You need to either provide a different disk drive for
the work area, or free up some space by deleting
unneeded files.
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Error Messages
____________________________________________________________
Not enough RAM for this operation
The operation you attempted requires more RAM memory
than you have available. You need to either purchase
more RAM memory for your system, or free up some
existing RAM memory. You can free up existing memory by
removing some of your RAM resident routines or, if
you're using Windows or some other multi-tasking
program, specify a larger size for PC-File+.
Path error - ...
PC-File+ was not able to locate the path that you
specified. Perhaps you gave the name of a path that
doesn't exist. You may have indicated the wrong disk
drive.
Too many work files
This is an error message from the sort. Your database is
too large to sort, given the sort fields which you
requested. Solutions: (1) More RAM memory would cut down
on the number of work files required, (2) Don't sort on
so many fields, (3) Cut down the SIZE of the fields
you're sorting on, by providing a starting position and
length in each field, example: LASTNAME,1,6
Wrong password
A password is required before you can perform the
operation you attempted. You provided the wrong
password. To learn the correct password, check with the
person who set up your database.
203
Error Messages
____________________________________________________________
204
APPENDIX B. A FEATURES CHECKLIST
Making comparisons of the many database programs on the
market today is a popular pastime. The features checklist
provided here will help simplify such a task. We welcome
all comparisons of PC-File+ to other programs. You'll soon
discover that PC-File+ does far more than most programs that
sell for many times its price. Additionally, many of
PC-File+'s helpful features aren't even available in other
programs.
Database Type:
Indexed, relational
Maximum databases open simultaneously is 70
User Interface:
Menu driven
Full screen input
A Help key, context-sensitive with pop-up help screens
Password protection optional, 5 levels
Macro definition capability
Entry/Editing Capabilities:
Paint input screen
"Character" field type
"Number" field type
User defined field types
Automatic Date, several formats
Automatic Time
Automatic "Unique number"
Pre-entered "default" data
RAM Memory:
Minimum required is 384K
Printers Supported:
Any printer supported by DOS
Disk Drives:
Minimum required is 2 floppy or 1 hard disk
Hard Disk Support:
Program may reside on hard disk
Data may reside on hard disk
Separate subdirectories are supported
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A Features Checklist
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Electronic Disk Support:
Program may reside on electronic disk
Data may reside on electronic disk
Program Capacities:
Maximum Field length (most fields) is 65 characters
Maximum Field length (last field) is 1665 characters
Maximum Fields per Database is 70
Maximum Record length is 1665 characters
Maximum Records per Database is 65,533
Maximum Number of Sort Control Fields is 10
Maximum Number of "subtotal fields" in a report is 52
Maximum Number of "calculated fields" in a database is 70
Maximum Number of "relational fields" in a database is 70
Search Types:
Wild Card
Soundex
Generic
Scan across (imbedded)
Sort capabilities:
Up to ten of any of the fields at one time
Mixed ascending or descending
Can sort any portion of a field
Can sort Scientific notation numbers
Can sort Roman Numerals
Can sort in "Random" sequence
Can sort in Soundex (sounds like) sequence
Ad hoc queries possible:
Yes
Case independence:
Searches are case independent
Option for case dependent searches
Sorts are case independent
Option for case dependent sorts
Indexing:
ALL fields are automatically indexed
Search or sort on ANY fields in the database
Fast "Binary" search is automatically used when possible
Reports
Paint reports
Boolean logic for record selection
Control breaks are supported
"Cover page" can be designed
Titles on each page are supported
Multiple title lines allowed
Fields can be placed anywhere on the page
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A Features Checklist
____________________________________________________________
Subtotals, totals and averages all optional,
can be placed anywhere on page
Footers supported
Calculated report fields
Relational report fields (from other databases)
Variety of system fields can be included
Print to disk, printer, or screen
Communication with other programs:
Can read and write the following file types
ASCII text files
Comma-separated (WORD, MailMerge)
DIF files
dBase "DBF" files
One field per line (Peachtext)
Word Perfect format
PC-Calc files
Fixed length files
Compressed files (spaces removed)
user-defined field and record separators
Lotus "PRN" files (writes only)
Visicalc "VC" files (writes only)
MicroSoft "SYLK" files (writes only)
Openness of the system:
Is Program copy-protected? NO
Method is provided to predict database sizes
Programmer information is provided
Sample BASIC program is provided
Sample Turbo Pascal program is provided
Miscellaneous advanced features:
Calculated and Relational fields
Built-in letter writing with mail merge
"Browse" mode
Global modify & delete
Database data restructuring is supported
"Snapshot" images can be sent to printer or disk
Macro keys can be defined
Proprietary disk writing techniques protect against
loss of data
207
A Features Checklist
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208
APPENDIX C. WRITING YOUR OWN PROGRAMS
This information is provided for programmers who wish to use
PC-File+ databases with their own programs - BASIC or Turbo
Pascal.
PC-File+ makes an excellent "Front End" program for other
systems which you might develop. You can use PC-File+ to
handle the file maintenance functions, and concentrate your
efforts on the rest of the system.
The file "filename.DTA" (where "filename" is the name you
gave the database), is the data file which you will want to
use. The file is laid out with each field of the record
being fixed length (the length that you defined for it) and
padded on the right if necessary with blanks. The fields
are in the record in the same order in which you defined
them. Deleted records which have not been re-used, have a
slash "/" in the first position of the record. There is a
carriage return character (HEX 0D) added to the end of each
record. The end of the file is marked with a "\"
(backslash) in the far left position (Byte 1). All records
in the file are the same length. The sequence of the
records in the file is the same sequence in which they were
originally entered, except that deleted records are reused
when another ADD takes place. The sort program does not
resequence the data portion of the database, only the index.
The file "filename.INX" is the index file for your database.
There is one index record for each data record. The index
record is composed of the first two bytes from each data
field, followed at the end of the record with a two-byte
(binary format) pointer to the relative record number of the
record in filename.DTA.
There is also a "filename.HDR" file for each database. This
is a standard file of ASCII sequential records, two records
for each field in the database. The first record of the
pair is the field name followed by its optional mask and
constant. The field name always takes up the first 12 bytes.
The mask and/or constant can start at any point thereafter.
The second record of the pair contains the field length, in
ASCII character format. The field length is followed by a
comma, then the starting row on the screen for the field
data. Then comes another comma, and the starting column on
the screen. Example: 10,9,12 means length 10, screen row 9,
screen column 12.
This sequence repeats for each field defined in the
209
Writing Your Own Programs
____________________________________________________________
database.
There is optionally one more record in the header file.
It's a "picture" of the data entry screen, if one was
"drawn" when defining the database. If it exists, it will
be the last record in the file. It starts with the "|"
character and will be quite long - up to 1680 bytes in
length.
This section provides two program examples. One is a BASIC
program and the other is a Turbo Pascal program.
Here's a sample BASIC program to show you how to process the
Index and Data records in your database.
Please note: Due to limitations in BASIC, this program would
NOT be able to process databases containing more than 32,767
records.
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Writing Your Own Programs
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10 '+-----------------------------------------------------+
20 ': PC-File+ Sample BASIC program. :
40 '+-----------------------------------------------------+
60 '* This program reads a database (named "SAMPLE")
70 '* in sequence by the Index.
80 '* For each record read, a line is printed.
100 '*
110 '* The sample database was defined as follows:
120 '* NAM 20
140 '* CITY 12
150 '* STATE 2
160 '* ZIP 5
180 '* = (39) total lngth of all fields
200 '* The lngth of an index record in this database:
210 '* 2 * (number of fields) + 2. 2 * 4 + 2 = 10.
240 '* The lngth of a data record in this database:
250 '* (Lngth of data fields) + 1. 39 + 1 = 40
320 '
360 INX.LEN = 10 'this length was calculated above
370 DTA.LEN = 40 'this length was calculated above
380 '
390 '.......... OPEN FILES FOR PROCESSING ..................
410 OPEN "SAMPLE.INX" AS #1 LEN=INX.LEN
420 FIELD#1,2 AS NM$,2 AS CI$,2 AS ST$,2 AS ZI$,2 AS PT.DTA$
430 ' Each of the above fields contains the 1st 2 bytes of
440 ' the corresponding field in the data file.
450 ' The last 2 bytes of the above index rcrd are a binary
460 ' pointer to the relative rcrd no. in the data file.
480 OPEN "SAMPLE.DTA" AS #2 LEN=DTA.LEN
490 FIELD #2, 20 AS NAM$, 12 AS CITY$, 2 AS STATE$,5 AS ZIP$
500 '
510 '.....FOR EACH INX RCRD, GET CORRESPONDING DTA RCRD.....
530 GET #1 'Get nxt INX rcd.
540 IF LEFT$(NM$,1) = "/" THEN 530 'Bypass deleted rcrd.
550 IF LEFT$(NM$,1) = "\" THEN 600 'End of file. " "
560 POINTER = CVI(PT.DTA$) 'Get ptr into DTA file.
570 GET #2,POINTER 'Random get DTA record.
580 LPRINT NAM$;" ";CITY$;" ";STATE$;" ";ZIP$
590 GOTO 530 'Loop until end file.
600 '
610 '..... PROCESSING IS COMPLETE. SHUT DOWN .............
630 CLOSE 'Close all files
640 END 'Leave the program
211
Writing Your Own Programs
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Here's a sample program written in TURBO PASCAL to show you
how to process the Index and Data records in a PC-File+
database.
Please note: Due to the way this program was written, it
will not handle databases containing more than 32,767
records.
PROGRAM Sample;
(*
+-------------------------------------------------------+
: PC-File+ Sample PASCAL program. :
+-------------------------------------------------------+
This program reads a database (named "SAMPLE") in
sequence by the Index. For each record read, a line
is written to the screen and printed on the printer.
The sample database was defined as follows:
Nam 20
City 12
State 2
Zip 5
= (39) total length of data fields
The length of an index record in this database is:
2 * (number of fields) + 2. 2 * 4 + 2 = 10.
The length of a data record in this database is:
Length of data fields + 1, 39 + 1 = 40.
*)
CONST
IndD_Lng = 8; {length of index file data}
Indx_Lng = 10; {length of index record}
Recrd_Lng = 39; {length of data file recrd}
Max_Lng = 80; {arbitrary for conversion}
nflds = 4; {no. of fields defined}
Nam = 20; {length of field 1}
City = 12; {length of field 2}
State = 2; {length of field 3}
Zip = 5; {length of field 4}
TYPE
AnyStr = String[Max_Lng]; {arbitrary}
{define char string for index and data file data}
SortDta = Array[1..IndD_Lng] of Char;
RecrDat = Array[1..Recrd_Lng] of Char;
{define typical index record}
Indx = record
Ind_dat : SortDta;
RecPntr : Integer;
end;
212
Writing Your Own Programs
____________________________________________________________
{define typical data record}
DataV = record
Data_Var : RecrDat;
Crg_rtn : Char;
end;
VAR
{define index file and index buffer record}
Ind_File : file of Indx;
Ind_Rec : Indx;
{define data file and data buffer record}
Dat_File : file of DataV;
Dat_Rec : DataV;
{miscelaneous variables for processing}
i : Integer;
fldpos,fldlng : Array[1..nflds] of Integer;
{----------------------------------------------------------}
FUNCTION cnvfl
(chrarr : RecrDat; FldBgn,FldLng : Integer) : AnyStr;
(*
cnvfl takes FldLng characters beginning at character
FldBgn in the string of chars in chrarr and converts
them to a true pascal string of length FldLng which
is returned via cnvfl.
*)
VAR
i : Integer;
tmpstr : AnyStr;
Begin
for i := 1 to FldLng do
tmpstr[i] := chrarr[FldBgn+i-1];
tmpstr[0] := chr(FldLng);
cnvfl := tmpstr;
End;
{----------------------------------------------------------}
BEGIN
{initialize}
clrscr;
{set up fldlng array with length of each field}
fldlng[1] := Nam;
fldlng[2] := City;
fldlng[3] := State;
fldlng[4] := Zip;
{setup fldpos array with beginning pos. of each fld}
fldpos[1] := 1;
213
Writing Your Own Programs
____________________________________________________________
for i := 2 to nflds do
fldpos[i] := fldpos[i-1]+fldlng[i-1];
{open index file for reading}
Assign(Ind_File,'Sample.Inx');
Reset(Ind_File);
{open data file for reading}
Assign(Dat_File,'Sample.Dta');
Reset(Dat_File);
repeat
{keep reading index records until find one which
references a record which has not been previously
deleted.}
repeat
Read(Ind_File,Ind_Rec)
until (Ind_Rec.Ind_Dat[1]<>'/');
{if non-deleted rcrd isn't the end-of-file, then..}
if (Ind_Rec.Ind_Dat[1]<>'\') then
begin
{read in data record pointed to by RecPntr}
Seek(Dat_File,Ind_Rec.RecPntr-1);
Read(Dat_File,Dat_Rec);
with Dat_Rec do
begin
{output each record to the screen..}
writeln;
{and to the printer}
writeln(lst);
for i := 1 to nflds do
begin
write(cnvfl(Data_Var,
fldpos[i],
fldlng[i]),' ');
write(lst,
cnvfl(Data_Var,
fldpos[i],
fldlng[i]),' ');
end;
end;
end;
until (Ind_Rec.Ind_Dat[1]='\');
{close all opened files}
Close(Ind_File);
Close(Dat_File);
END.
214
APPENDIX D. COMPARISON OF PC-FILE PRODUCTS
PCF+ PCFIII PCF/R
────── ─────── ──────
65,533 32,766 32,766 Maximum records in database
70 42 42 Maximum fields in database
2-5 1 1 Speedup factor, most activities
175 1 49 Number of help windows
yes no no DOS commands at any time
yes no yes Letter-writing & Mail-merge
easiest easy easy Ease of learning and use
yes no no "Teach mode" available
yes no no Automatic smart key programming
yes no no Run PC-File from any subdir on path
1 8 11 Number of EXE files required
yes no yes Relational database retrievals
yes no no input screen painting (user design)
yes no no descriptive text allowed on screens
yes no no "Record Duplicate" key - data entry
yes yes yes Rpts: record per page format
yes yes yes " row/column format
yes no no " option to "paint" report
yes some some " report command language
yes no no " cover page
yes no no " footing lines
yes no no " freedom - subtot placement
yes no no " freedom - totals placement
yes no no " user placement decimal,commas
yes no no " printer control codes allowed
4 1 1 " printer ports supported
yes no no Calcs: imbedded blanks allowed
yes no no " nested parentheses allowed
yes no no " exponentiation operator
yes no no " modulo (remainder) operator
yes no no Find: "and/or" and complex searches
70 1 1 No. search fields for global mod/del
70 1 1 No. fields to global modify at once
yes no no Global modify portions of a field
easy hard hard Cloning the database
yes no no Import selected records
yes no no Export selected records
yes no no Export selected fields
yes no no Can report on duplicate records
yes no no Undelete - recover deleted records
5 1 1 Levels of password control
no yes yes data encryption
no yes yes "EMPTY*" fields allowed
384K 128K 256K RAM memory required
720K 360K 360K Disk space required (reasonable use)
215
Comparison of PC-File Products
____________________________________________________________
216
APPENDIX E. THE FILES ON YOUR DISKS
This information is provided so that you'll know the
function of each file and program in the PC-File+ system.
Some of these files came with your PC-File+ disks. Some of
them are created during the course of using PC-File+.
databasename.DTA
This is the actual data which you enter into your
database.
databasename.HDR
This file is created when you have finished defining
your database. It contains information on the field
names and lengths in the database.
databasename.INX
This is the index to your database. There is one for
each database which you define.
databasename.KEY
This file is created if you define any Smart Keys for
your database. It contains the Smart Key character
strings for use with the database.
databasename.PRO
This file is essentially the same as PCFILE.PRO. It's
created by the user, and is optional. It provides
profile information that will be used whenever the
particular database is selected for processing.
DELETE.ME
This is a temporary work file created for use by the
report writing routines of PC-File+. It is normally
deleted automatically, so you'll probably never see this
file. If it does show up on your disk, it can be
deleted.
filename.LTR
If you create any letters, for use with mail-merge or
letter writing, this is the name that your letter file
is saved with.
filename.REP
This is created when you define an output report and
answer "Y" to the question "Save this report format?".
It contains information needed to format the output for
that particular report. These report formats can be
deleted at any time you wish with the DOS "DELETE"
217
The Files on Your Disks
____________________________________________________________
command or through the PC-File+ Utilities options.
JUNK.xxx
JUNK.OLD and JUNK.1 through JUNK.25 are temporary work
files created during sorting. They are normally cleaned
up by the sort program before it finishes. However, if
you experience an unexpected power outage or some other
type of system failure during the sort, you may discover
some of these files on your disk. They can be deleted.
PCDECODE.COM
A standalone program (run it from DOS) to decrypt
databases which were encrypted under previous versions
of PC-File. This is necessary because PC-File+ does not
handle encrypted databases. If you don't need
PCDECODE.COM, or after you're through with it, you can
remove it from your operations disk.
PCF.EXE
The main program module of PC-File+. It must reside
either in the root directory or somewhere on the "path".
PCF.HLP
The help file used by PC-File+ whenever you press
(Alt)H. This file is optional but highly recommended if
you have room for it. You must place it on the same
drive and in the same subdirectory with PCF.EXE, either
in the root directory or somewhere on the DOS "path".
PCF.PIF
The "program information file" for use by TopView and
Windows. This file provides the information TopView or
Windows needs in order to handle PC-File+ correctly. It
can be deleted if you're not using TopView or Windows.
PCFILE.PRO
A control file used by PC-File+ to determine your
operating environment. Contains information about your
printer control characters, screen colors, etc. It's
created by the configuration setup option from the
Utilities menu. This file is optional, because if it is
missing PC-File+ will assume a standard set of defaults
(no color support, and IBM graphics printer).
PCFIX.EXE
A standalone program (run it from DOS) designed to
repair a damaged database. If you have a database with
many records, but PC-File+ only lets you access a few or
none of them, this program may fix the problem. To use
it, type PCFIX while running under DOS.
218
The Files on Your Disks
____________________________________________________________
PCLABEL.EXE
A standalone program which allows the printing of
mailing labels in a multi-up format.
READ.ME
A small text file provided for additional miscellaneous
information. You can view this file with any word
processor that reads ASCII files, or print it on your
printer with this command:
COPY A:READ.ME >PRN
RESPONSE
A text file containing a copy of the User Response Form.
This file may be printed out to create a feedback
response form for mailing to ButtonWare. You can delete
it if you wish. However, the information ButtonWare
receives on these forms is carefully evaluated. If you
want to let us know about additional features (or
improvements to current ones) in PC-File+, please
complete this form and send it to us.
219
The Files on Your Disks
____________________________________________________________
220
APPENDIX F. FREQUENTLY ASKED QUESTIONS
"Will it help if I buy more RAM memory for my PC?"
ANSWER: If PC-File+ is able to run in the memory which
you have available, then buying more memory will not
improve performance. However, if you'd like to use
additional memory as a RAM disk, or with a disk caching
program, PC-File+ will benefit greatly from the apparent
speed increase on the "disk". Since database programs
use disks heavily, RAM disks and disk caching programs
have a big impact on performance.
"In what language was PC-File+ written?"
ANSWER: It was written in Microsoft C, and compiled with
the Microsoft version 4.0 compiler. There are also some
assembler language subroutines, which were created using
the IBM Assembler. There are over 25,000 lines of
source code in this product. We use PC-Type+ to
maintain our source code and documentation files. Final
documentation is produced onto diskette using
"ReadiWriter", by ReadiWare Systems Inc.
"What computers run PC-File+?"
ANSWER: PC-File+ was designed to run on all models of
the IBM Personal Computer. It also runs on many of the
compatible machines, such as Compaq, much of the Tandy
series, etc.
"Is PC-File available in any foreign languages?"
ANSWER: Yes, PC-File is one of the most widely
translated programs available. Complete translations
(Documentation as well as screen prompts) are available
in:
Arabic
Danish
Dutch
Finnish
French
German
Greek
Icelandic
Italian
Norwegian
Portuguese
Spanish (Basque and Catalan versions, too)
Swedish
All marketing of the foreign language translations of
221
Frequently Asked Questions
____________________________________________________________
ButtonWare products is handled by:
DORTEC
Sloejfen 48
2820 Gentofte
DENMARK
PHONE: INT-45-1-65-01-81
"Can I obtain the source code for the program?"
ANSWER: No.
"Do you have any predefined database applications
available?"
ANSWER: There are none available from ButtonWare at this
time.
"Do you have any other programs that you're distributing?"
ANSWER: Yes, We take great pride in our ability to
provide high quality, high function, easy to use
programs for a popular price.
PC-TYPE+
Our easy to use word processing program is PC-Type+,
"The Ultimate Word Processor." It includes a 100,000
word "Fault-Finder" that will check for misspellings and
repeated words. PC-Type+ works hand in hand with
PC-File+ and with PC-Style. In addition, you can work
on up to 10 files simultaneously.
PC-CALC
PC-Calc is by far the nicest spreadsheet available in
its price range. It's a relational spreadsheet. It can
extract information from other spreadsheets and even
from PC-File+ databases directly into a cell.
PC-DIAL
PC-Dial is an excellent communications program. It
handles asynchronous communications and can upload and
download all types of files using error checking. You
can define up to 12 macros. And, user created "scripts"
are supported.
PC-GRAPH+
PC-Graph+ allows you to graph your PC-File database.
Line graphs and bar graphs can be created and additional
artwork can be added. PC-Graph+ can print the graphs on
a wide variety of output devices, including plotters and
laser printers.
PC-STYLE
PC-Style checks your writing for readability and style.
222
Frequently Asked Questions
____________________________________________________________
It graphically reports on the readability, personal
tone, and use of action verbs in your documents.
PC-Style works with any word processor that can produce
ASCII text files. It works hand-in-hand with PC-Type+ to
check on writing style even while you're working on the
document.
PC-TICKLE
PC-Tickle is "the program that never forgets." It lets
you easily create a tickler file, which it will then
reference to remind you of important dates,
appointments, and other items. It even has some simple
math capabilities which allow it to report on expenses
or hours utilized at certain activities.
XD
XD means "extensions to DOS." This powerful utility
program allows many of the DOS commands, such as RENAME
or COPY, to handle multiple files and multiple file
specs. All files to be operated on are shown to the
operator, and a last minute "yes" or "no" is permitted
for each file. Other features include changing file
attributes, such as "hidden" and "read only", changing
the date and time on files, searching files, file
printing, and easily removing subdirectories.
BAKERS DOZEN
This is the handiest set of 13 utilities ever assembled
onto one disk. The assortment includes: A pop-up
calendar with holidays and events (add your own), file
and text finding, text file comparing, file sorting (up
to 4 levels), screen snapshots to disk, redirecting of
printer output to disk, sideways printing, switch COM1
and COM2, switch LPT1 and LPT2, remove directories and
all files, color screen setup, disk utility program and
keyboard and character determination program.
ADVENTURE GAMES
A whole new world of adventure is at your fingertips,
through the ButtonWare text adventure games. Educational
adventure games as well as the traditional forms of
adventure games are available.
The learning adventures help you improve your geography
skills by taking you on expeditions to Africa, Asia, or
South America. These games are designed to complement
classes taught at the junior high school level.
Other adventure games are available to take you on
adventures to the outer reaches of the galaxy, the heart
of the Soviet Union, into deepest Africa, or backward
and forward in time.
223
Frequently Asked Questions
____________________________________________________________
Each program is available from ButtonWare and can be
ordered directly by calling our toll-free software order
line: 1-800-J-BUTTON or from your software dealer.
224
APPENDIX G. WHEN YOU NEED TECHNICAL SUPPORT
The price of ButtonWare products includes technical support
for a period of one year beginning on the date of purchase.
You are welcome to call or write with any questions or
problems within this period of time. Before you call or
write, please follow these steps:
1. Verify that your equipment is compatible with the
program. Requirements are listed in this manual.
2. Verify that your computer and all peripheral
equipment is turned on, and is functioning properly.
Make sure that the printer cables are securely
connected to your computer.
3. Verify that you have enough RAM memory available to
run the program. The minimum memory requirements for
the program are listed in this manual. You can use
the DOS CHKDSK command to find out how much RAM memory
you have available. Refer to your DOS manual for
instructions on using the CHKDSK command.
4. READ THE MANUAL. The Technical Support department has
found that more than 50 percent of the questions are
answered in the manual.
5. If you purchased the program from a dealer, consult
your dealer.
If your questions have not been answered after following the
above steps, you may call or write to the Technical Support
department. Before you call or write, please answer the
questions on the Technical Support form.
The Technical Support telephone number is 206-454-2629.
Technical Support staff answer this number between 9:00 am
and 3:00 pm (Pacific Time) Monday through Friday. If
possible, please be sitting at your computer when you call.
Your computer should already be turned on and ready to go.
When calling Technical Support, you MUST provide the zip
code and name that you are registered under. Without this
information we cannot provide technical support.
You can also call Button-Net, ButtonWare's bulletin board
service after 3:00 pm and before 8:00 am (Pacific Time)
Monday through Friday, and 24 hours on weekends and
holidays. Answers to the most common questions are provided
225
When You Need Technical Support
____________________________________________________________
for all registered users to read on Button-Net. If you do
not find an answer to your questions, you may leave a
message on the bulletin board. Remember to include the
information requested on the Technical Support form.
If you will be writing for technical support, please address
your correspondence to:
ButtonWare
Attn: Technical Support Dept.
P.O. Box 5786
Bellevue, WA 98006
Please include a self-addressed stamped envelope. If you
will be sending in diskettes, you must provide a
self-addressed stamped disk mailer if you wish the diskettes
returned to you. Remember to include the information
requested on the following page.
226
When You Need Technical Support
____________________________________________________________
TECHNICAL SUPPORT FORM
Software product: _______________________ Version: ________
Machine Information
Computer brand and model: ________________________________
Available RAM memory (as reported by DOS CHKDSK): ________
Version of DOS being used: __________
Memory resident programs installed: ______________________
Type & size of disk drives: ______________________________
Printer brand and model: _________________________________
Monitor brand and model: _________________________________
Program Information
Exact wording of any error message: ______________________
_______________________________________________________
Can you consistently reproduce the problem? Y____ N____
If yes, how: _____________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
Does the problem occur on only one machine? Y____ N____
If occurs on only one machine, what is peculiar about it?
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
Has the problem occurred before? Yes _______ No ________
If the problem is new, what are you doing differently, or
what have you changed on your machine?
_______________________________________________________
_______________________________________________________
227
When You Need Technical Support
____________________________________________________________
_______________________________________________________
_______________________________________________________
228
APPENDIX H. PC-FILE+ QUICK REFERENCE CARD
SPECIAL KEYS WHEN TYPING
KEY FUNCTION
─────── ─────────────────────────────────────────────
(Alt)D drop to DOS
(Alt)H HELP
(Alt)T TEACH mode (on/off)
(Alt)Y Smart Key Memorize (on/off)
(Ctrl)A accept data (same as (F10))
(Ctrl)B blank right, to end of field
(Ctrl)D duplicate all of previous record
(Ctrl)F duplicate Field from previous record
(Ctrl)L print a Label (Snapshot)
(Ctrl)R read into memory
(Ctrl)W write from memory
(Del) delete the character at the cursor
down arrow move cursor to following field or line
(End) cursor right, past last significant character
(Enter) move cursor to next field
(Esc) cancel this operation
(F10) accept data
(Home) cursor left, to start of field
(Ins) Insert mode (on/off)
left arrow move cursor left 1 position
(PgDn) cursor to last input field on screen, or
page down (in browse mode)
(PgUp) cursor to first input field on screen, or
page up (in browse mode)
right arrow move cursor right 1 position
tab move cursor to next field, or
move browse window one field to the right
tab left move cursor to prior field, or
move browse window one field to the left
tilde (~) the "flip data" character
up arrow move cursor to preceding field or line
DEFINING THE DATA BASE
Special Characters
# At the end of the field name creates a numeric
field. Example: QTY#
Edit mask examples:
:azAZ: allows only alphabetic characters
:AAaaEEeeIIiiOOooUUuu: allows only vowels
:09//-- : good for date fields
Automatic Fields (In edit mask area)
:DATE*: mm-dd-yy :TIME*: hh:mm
:MM/DD/YY*: mm/dd/yy :UNIQUE*: unique no.
229
PC-File+ Quick Reference Card
____________________________________________________________
:DD/MM/YY*: dd/mm/yy :DUPE*: auto dupe
:YYMMDD*: yymmdd
:MO*: mm
:DY*: dd
:YR*: yy
Automatic field can also have an input edit mask:
:DATE*09//:
Automatic field only when adding records:
:DATE*A:
Automatic field only when modifying:
:DATE*M:
Automatic Constant
"New York City"
"Des Moines"*A (only when adding records)
"Milton Freewater"*M (only when modifying)
Calculated fields example:
((cost + adjustments) / 100).2
Relational lookup example:
(@empno,empmast,empno,salary)
FIND: TYPES OF SEARCHES
xxx generic (exact, first part)
~xxx scan across
?xxx soundex (sounds like)
___x wildcard
WHEN CALCULATIONS ARE ASKED FOR:
example arithmetic calculation:
((cost + adjust) / 100)
example comparison calculation:
((age >= 21 & age < 40) & sex = "F")
arithmetic operators:
+ addition
- subtraction or negation
* multiplication
/ division
% modulo (remainder)
^ exponentiation
logical operators:
& and
| or
comparison operators:
= equal
!= not equal
> greater than
>= greater than or equal
< less than
<= less than or equal
230
PC-File+ Quick Reference Card
____________________________________________________________
COMMANDS WITHIN SMART KEY DATA
[2] simulate "blank to right" key
[4] simulate "dupe record" key
[6] simulate "dupe field" key
[9] simulate tab-rt key
[12] simulate "Snapshot Label" key
[13] simulate (Enter) key
[18] simulate "read into memory" key
[23] simulate "write from memory" key
[271] simulate tab-left key
[324] simulate (F10) key
[328] simulate cursor up key
[335] simulate End key
[336] simulate cursor down key
[338] simulate Ins key
[339] simulate Del key
^n imbed SMART KEY #n
^K get keyboard input
REPORT COMMAND LANGUAGE
The sections of the report
:COVER once at beginning of report
:HEADING top of each page
:DETAIL once for each record printed
:SUBTOTAL at each subtotal break
:FOOTING bottom of each page
:TOTAL at end of the report
Commands in print control file (1 command per line):
[xxx] field xxx data prints here
[COUNT*] print count of records printed so far
[DATE*] today's date prints here
[KEYIN*prompt] ask operator input, print here
[PAGE*] print page number here
[RECORD*] print record no. of the current record
[RECORDS*] print no. of rcds in database
[SELECT*] print the selection criteria
[SORT*] print the primary sort field name
[SUBCOUNT*] print count of rcds in subtotal group
[SUBFLD*] print field name of subtotal break fld
[SUBID*] print data from subtotal break field
[TIME*] the current time prints here
A nn,nnn,nn print ASCII printer control codes here
<xxx> field xxx data (excess spaces removed)
"xxx" a constant
=nn tab to column nn
/n insert n newlines
.FF form feed to new page
.CP nn conditional skip to new page
(a+b):z,zz#.##: a calculated answer
(#):zz,zz#: relative record number
231
PC-File+ Quick Reference Card
____________________________________________________________
(@K1,DB,k2,x2):@@@: relational lookup
MAIL-MERGE COMMANDS (IMBED IN LETTER)
.<fieldname> insert data, blanks stripped
.[fieldname] insert data, no blanks removed
.<KEYIN*prompt> insert data from keyboard
.<DATE*> insert today's date
.GROUP start a group (no blank lines)
.EGROUP end a group
.EGROUP R end a group, replace blank lines
.FORMFEED skip to new page on printer
.FF skip to new page on printer
.CP nn conditional skip to new page
.<(a+b):z,zz#.##:> a calculated answer
.<(@K1,DB2,k2,x2):@@@:> a relational lookup answer
SORT ALTERNATIVES (SORT FIELD #1)
fieldname sort on entire field
fieldname,1,2 data starts in byte=1, length=2
fieldname,R Roman Numeral sort
fieldname,S Soundex sort
RANDOM* random sequence
COMMANDS IN PROFILE FILES
/AUTOSKIP automatic skip to next field when full
/BG,n set background screen color 0-7 (note 1)
/CASEFIND searches will be case sensitive
/CASESORT sorts will be case sensitive
/CONDENSED,n,n ASCII values to cause condensed print
/DRIVE,x default disk for data
/FG,n set foreground screen color 0-15 (note 1)
/FG2,n set alternate color (field names)
/FILE,xxx default database name
/KEYIN,xxx keystrokes to run at startup
/LBL,xxx gives Snapshot Label format (note 2)
/MODPW,xxx password allowing changes in data
/NORMAL,n,n ASCII values to cause normal print size
/PAGELEN,n size of page (no. of print lines)
/PATH,xxx default subdirectory for data
/PRPORT,LPTx: printer output port
/SORTPW,xxx password allows sorts on database
/SYSPW,xxx password allows system operations
/USEPW,xxx password allows use of the database
/XXXPW,xxx password allows override of all passwords
Note 1.
Screen colors: bg 0-7, fg 0-15
0 black 4 red 8 gray 12 lt. red
1 blue 5 magenta 9 lt. blue 13 lt. magenta
232
PC-File+ Quick Reference Card
____________________________________________________________
2 green 6 brown 10 lt. green 14 yellow
3 cyan 7 white 11 lt. cyan 15 bright white
Note 2.
Snapshot Feature specification:
dev,t,f,f,f,f......
dev = LPT1:, LPT2:, MYFILE, etc.
t = no. chars to tab in at left margin
f = field number, or command
0 = new line
-n = insert n spaces
'xx' = insert xx (a constant)
233
PC-File+ Quick Reference Card
____________________________________________________________
234
RESTRICTED PERMISSION TO COPY
PC-File+ is NOT a public domain program. It is Copyright(C)
1982, 83, 84, 85, 86, 87 by Jim Button and by ButtonWare,
Inc. The conditions under which you may copy the PC-File+
programs and documentation are clearly outlined below.
WARNING!!! The author will vigorously prosecute copyright
violations.
BUSINESS USE, PRODUCTIVE USE
On whatever computer PC-File+ is used for business purposes,
or is used productively, a copy of PC-File+ must be
purchased from ButtonWare or from an authorized dealer.
INDIVIDUALS AND COMPUTER CLUBS
Private individuals and computer clubs are granted
permission by the author to freely copy the PC-File+
diskettes for evaluation by others as long as the disks are
not modified in any way. You may give the disks to friends,
upload them to electronic bulletin boards, or distribute
them through computer clubs. However, you may not sell the
disks for profit. User groups may charge a fee to cover the
actual cost of the disks and of administration. This fee may
not in any case exceed $10.00 total (equivalent U.S.
dollars.) Exceptions to these rules must be received in
writing from ButtonWare.
EDUCATIONAL INSTITUTIONS
Schools and universities are granted permission by the
author to copy the PC-File+ diskettes for educational
training on other computers in the organization, but only
under the following conditions:
1. The institution must purchase at lease one copy of
PC-File+ from ButtonWare or from an authorized dealer,
so that instructors will have a complete copy of the
manual.
2. The disks may be copied freely for student use. A
charge may be assessed to the students only if it is not
more than the actual cost of the diskettes and in no
235
Restricted Permission to Copy
____________________________________________________________
case may this charge be more than $6.00 per diskette
(equivalent U.S. dollars.)
3. The following notice must be provided to each student,
in printed form:
┌─────────────────────────────────────────────────────┐
│ These diskettes are distributed to you through the │
│ courtesy of your school and instructor, and │
│ Jim Button. No royalty or registration fee has │
│ been paid for the programs, which are for your use │
│ and evaluation as a student. │
│ │
│ If you wish to receive technical support from │
│ ButtonWare, as well as announcements of updates and │
│ improvements to the programs, you must first become │
│ a "registered user." You do that by purchasing │
│ each program you plan to use - from an authorized │
│ dealer or directly from ButtonWare: │
│ │
│ Jim Button │
│ P.O. Box 5786 │
│ Bellevue, WA 98006 │
│ │
│ You may also register by calling our toll-free │
│ order line, 1-800-JBUTTON. │
└─────────────────────────────────────────────────────┘
NO RENTING OR LEASING
Copies of PC-File+ may not be rented or leased under any
circumstances.
EXTRA COPIES, EXTRA MANUALS
The printed manuals may not be copied or reproduced in any
way. Extra manuals cannot be purchased separately. When
multiple copies or extra manuals are required, PC-File+ is
available at quantity discounts. See the order form at the
back of this manual, or contact ButtonWare.
236
USER RESPONSE FORM
We'd like to know more about you and your requirements.
This information helps us to make improvements, as well as
add in the new features that are most needed. Please help
us by completing this questionnaire and mailing it to:
Jim Button User Survey
P.O. Box 5786
Bellevue, WA 98006
USA
If you don't want to remove these pages from your manual and
a copy machine isn't available, there is a file on your
PC-File+ diskette called RESPONSE which is a copy of this
form.
You may print out RESPONSE by using the following procedure.
Then fill in the printed form and mail it to us.
To print out the RESPONSE form:
1. Boot up your DOS system in the usual manner
2. Put your PC-File+ diskette in the A: drive
3. Make your printer ready
4. Type in this command at the keyboard:
COPY A:RESPONSE PRN
237
User Response Form
____________________________________________________________
238
User Response Form
____________________________________________________________
USER PROFILE
1. Your computer brand and model:
_______________________________________________________
2. Amount of computer RAM memory:
_______________________________________________________
3. Types of disk:
_______________________________________________________
4. Monochrome or color display?
_______________________________________________________
5. Printer brand and model:
_______________________________________________________
6. Compatibility problems running PC-File+ on your machine?
_______________________________________________________
7. How do you rate PC-File+? (1=poor, 10=best)
Ease of Learning_____ Ease of Use _____
Overall speed _____ Flexibility _____
Documentation _____ Help screens_____
Product Support _____ Price _____
8. What do you like best about PC-File+?
_______________________________________________________
9. What do you like least about PC-File+?
_______________________________________________________
10. Where did you hear about PC-File+?
_______________________________________________________
11. Your name and address (optional)
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
239
User Response Form
____________________________________________________________
IMPROVEMENTS WANTED
Here are some enhancements to PC-File+ that are being
considered. Please help us to prioritize them.
Put a "1" beside each feature you would find useful.
Put a "2" beside any that are quite important to you.
Put a "3" beside those that are absolutely essential.
___ Automatic update to other relational databases
___ Multi-user capabilities (networking)
___ More than 65,000 records per database
___ More than 70 fields
___ Field sizes larger than 65 characters
___ Multiple input screens
___ Mouse support
___ Increase the number of Smart Keys
___ The ability to define more Snapshot keys
___ More subtotal levels
___ Scan backwards when FINDing records
___ Programmer "toolkit" for other languages
___ A high level database language & command processor
___ Beginners guide
___ Disk tutorial
___ Predefined applications (name some below)
___ Export/Import other format:_____________________
___ Other suggestions:______________________________
___ ________________________________________________
___ ________________________________________________
___ ________________________________________________
___ ________________________________________________
240
ORDER FORM
ButtonWare, Inc. 1-800-J-BUTTON (orders only)
P.O. Box 5786 (206)454-0479 (office number)
Bellevue, WA 98006 Federal Employer I.D.# 91-1277227
■ Prices are subject to change without notice
■ Price includes technical support for one year
■ We normally ship within 48 hours
■ COD's are not accepted ■ PO's must be prepaid
QUANTITY* PRICE PRICE
ITEM QTY DISCOUNT EACH EXTENDED
─────────────────── ─── ──────── ───── ────────
PC-File+
Quantity 1 to 4 ___ 0% $69.95 $_______
Quantity 5 to 9 ___ 20% 55.96 _______
Quantity 10 to 49 ___ 25% 52.46 _______
Quantity 50 to 99 ___ 30% 48.97 _______
Quantity 100+ ___ 35% 45.47 _______
PC-Graph+ ___ * 69.95 _______
PC-Type+ ___ * 69.95 _______
PC-Dial ___ * 59.95 _______
PC-Calc ___ * 59.95 _______
PC-Style ___ * 29.95 _______
PC-Tickle ___ * 29.95 _______
XD ___ * 29.95 _______
Bakers Dozen ___ * 29.95 _______
*The quantity discount percents apply to each product
SUBTOTAL: $_______
(Wash. state residents only) 8.1% sales tax $_______
Standard shipping and handling $5 $ 5.00
Orders outside U.S. and Canada add $5 $_______
TOTAL: $_______
▓ MasterCard ▓ Visa ▓ check (U.S. funds)
Card number____________________________________________
Expiration date__________ Signature____________________
Name _______________________________________________
Address _______________________________________________
_______________________________________________
City _____________________ State_____ Zip_________
Country ___________________ Phone (____)_____-________
What type of computer do you have? ____________________
INDEX
--- A ---
A, 47
accept data, 34
add, 47
record, 49
add field, 164
adventure games, 217
align label, 101
alphabetic, 65
(Alt)D, 27
(Alt)H, 23
(Alt)Y, 26, 121
/ANSI, 107
antistatic spray, 186
applications, 216
arrow, 23
ascending, 66
ASCII, 77
ASCII characters, 34
ASCII format, 97
assembler, 215
assembler language, 215
assistance, 219
asterisk, 55
automatic field, 116
automatic help, 21
autoskip, 133
--- B ---
backslash, 203
backspace key, 24, 34
BACKUP, 142
backup, 7, 177, 185
backup copies, 142
backward browse, 53
backward-tab key, 25
bad seek, 195
Bakers Dozen, 217, 235
BASIC, 153
BASIC program, 204
beginning of file, 51
/BIOS, 107
blank lines, 94
blank right, 24
browse backward, 53
browse forward, 53
bulletin board, 219
bulletin boards, 229
business use, 229
Button-Net, 219
byte, 9
--- C ---
calculated field, 94, 117
calculation, 77, 81, 145
calling for help, 219
cancel, 26
can't open, 195
can't run DOS, 195
capabilities, 209
capacities, 209
capacity, 200
card, reference, 223
carpets, 186
carriage return, 153, 203
case, 115
case sensitive, 133
case sensitive finds, 133, 144
case sensitive sorts, 133, 144
change, 109, 149
change definition, 163, 169
change field length, 165
change name, 114
change record, 59, 61
character field, 114
CHKDSK, 185
C language, 215
clone, 145, 163
clubs, 229
color, 144
colors, 131, 212
COM1:, 136, 171
COM2:, 136
combine, 161
comma, 82, 153
comma delimited, 97
command option, 76
comment, 122
comparison of products, 209
comparison operator, 57
compatibility, 13, 215
complex search, 57
compressed, 86, 154, 155
compressed format, 142
computer clubs, 229
condensed, 86, 134
CONFIG.SYS, 20
configuration, 6, 144
configure, 129
constant, 58, 116, 119, 145, 203
control, 212
control characters, 134
conversion, 13
convert, 212
copies, 83
copy, 17, 229
backup, 177
copy a file, 142
copyright, i, 229
count, 76
COUNT*, 77
COVER, 72
.CP, 77
.CP nn, 94
(Ctrl)A, 25
(Ctrl)B, 24, 33
(Ctrl)D, 25, 49, 61
(Ctrl)F, 25, 50, 61
(Ctrl)L, 26, 172
(Ctrl)R, 26, 33, 50
(Ctrl)W, 26, 33, 50, 61
cursor movement keys, 32
cut line, 33
cut right, 33
--- D ---
damaged, 212
damaged database, 181, 185
data, 115
database, 9
database definition, 163
databasename.DTA, 211
databasename.HDR, 211
databasename.INX, 211
databasename.KEY, 123, 211
databasename.PRO, 211
database size, 187
data entry screen, 166
date, 76
DATE*, 77, 93, 116
date field, 65, 115
dBASE, 153
DD/MM/YY*, 116
decimal, 82
decode, 14
default, 119, 134, 212
default database, 132
default drive, 132
default path, 132
defaults, 132
defaults (save label), 106
define, 39
definition, 9, 163
DEL, 63
(Del), 24
delete, 149
delete a file, 143
deleted record, 49, 178, 203
deleted records, 148, 182, 189
delete field, 164
delete key, 24
delete line, 33
DELETE.ME, 211
delete record, 59, 63
delimiter, 153, 154
(Del) key, 34
descending, 66
DETAIL, 73
detail line, 84
device, 171
output, 83
DIF, 153, 155
differences, 13, 209
different database, 109
disclaimer, i
disk, 66
disk drive, 199
diskettes, 186
disk full, 185
disk space, 49, 161, 178, 187
disk storage, 187
do not, 7
DOS, 17, 185
DOS commands, 27
DOS device, 171
DOS extensions, 217
down arrow, 24
draw, 31, 42
draw report, 73
drive, 66
drop to DOS, 27
.DTA, 211
dupe, 49, 61
DUPE*, 116
dupe field, 25
dupe record, 25
duplicate, 49, 61
duplicate field, 25
duplicate record, 25
duplicate records, 145
DY*, 116
--- E ---
edit, 82
edit mask, 77, 115, 145
editor, 31
edit window, 31
educational games, 217
educational use, 229
EGROUP, 94
.ELABEL, 107
electrical, 186
electronic disk, 199
encrypted database, 14, 212
end, 109
(End), 24
End key, 32
end of file, 52
enhancements, 233
(Enter), 25
(Enter) key, 34
envelope, 89
environment, 212
equal to, 57
erase right, 33
error message, 195
error reading, 195
error writing, 196
(Esc), 26
escape, 26
escape code, 98
exchange data, 153
export, 142, 145, 153, 155, 178
extended function code, 122
extensions to DOS, 217
extra copies, 230
--- F ---
(F1), 33
F1, 49
(F10), 25, 34
(F2), 33, 51
(F3), 33
(F4), 33
(F5), 33, 91
(F6), 33, 69
F7, 65
F8, 141
(F8), 145, 148
F9, 122
F command, 51
features, 199
feedback, 213, 231
.FF, 75, 94
field, 9, 65, 187
delimited, 154
length, 45, 187, 203
name, 45, 114, 203
field duplicate, 61
field duplication, 25, 50
field join, 169
field length, 158, 163, 165, 169
field name, 106, 145
field position, 106
field split, 169
file conversion, 153
filename.CAL, 158
filename.DBF, 158
filename.DIF, 158
"filename.DTA", 187, 203
filename.FXD, 158
filename.HD1, 158
"filename.HDR", 203
"filename.INX", 187, 203
filename.LTR, 211
filename.PCH, 158
filename.PRN, 158
filename.PRO, 129
filename.REP, 211
file names, 211
filename.SDF, 158
filename.SYL, 158
filename.USR, 158
filename.VC, 158
filename.WP, 158
filename.WS, 158
filename.X1, 158
file not found, 196
files, 211
Find command, 51
first record, 51
fix, 185, 212
fixed length, 153, 154
fixed length substitution, 93
flip data, 26, 87
floating point, 115
floppy disk, 17
FOOTING, 73
foreign languages, 215
format, 82
diskette, 17
report, 211
formfeed, 75, 77
FORMFEED, 94
form letters, 91
forward browse, 53
free form format, 72
front end, 203
full disk, 185
function key, 33, 122
--- G ---
games, 217
G command, 149
general information, 3
generic, 56, 58
global, 149
graphics mode, 34
greater than, 57
/GREEN, 107
GROUP, 94
group highlight, 84
--- H ---
hard disk, 18, 66, 199
.HDR, 211
HEADING, 73
help, 21
help file, 212
help key, 23
highlight
group, 84
(Home), 24
Home key, 32
--- I ---
identifier, 58
imbedded, 58
import, 145, 153, 158, 178
improvements, 233
index, 65, 203, 212
index file, 181
index record, 187
input, 49, 115
(Ins), 24
insert key, 24
(Ins) key, 34
install, 17
.INX, 211
--- J ---
join fields, 169
JUNK.xxx, 212
justify, 46
--- K ---
.KEY, 211
key
extended function, 122
keyboard, 23
keyboard input, 93, 123
KEYIN*, 77, 79, 93
/KEYIN, 137
/KEYIN definition, 144
keys, 23
--- L ---
.LABEL, 107
label, 26, 87, 89, 97, 212
label backup, 105
label position, 101
labels, 137, 171
label sheet, 98
language, 215
last record, 52
L command, 91
learn mode, 21
lease, 230
left arrow, 23
left margin, 85
length, 65
field, 165, 203
page, 85
lengthen field, 165
less than, 57
letter printing, 96
letter writing, 91
license, i
line feed, 153
lines
page, 85
line spacing, 94
locate, 51
logged-on drive, 212
logical operator, 57
lookup, 118
Lotus 1-2-3, 153
Lotus PRN, 153, 155
lower case, 115
LPT1:, 136, 171
LPT2:, 136
.LTR, 211
--- M ---
macro, 26, 121, 137
macros, 144
mailing label, 26, 89, 97, 137, 171, 212
Mail Merge, 97
MailMerge, 153, 155
mail merge, 91, 107
manuals, 230
margin, 85
mask, 203
edit, 115
master menu, 47
master menu password, 126
maximum, 44, 49, 187, 199, 209
M command, 122
memorize, 25, 26, 50, 121
memory, 215
menu, 47
smart key, 122
merge, 161
merge databases, 158
merging, 154
message
error, 195
Microsoft C, 215
Microsoft WORD, 153
mini editor, 31
minimum, 199, 209
MM/DD/YY*, 116
MO*, 116
modify, 149
modify entry screen, 166
modify password, 126
modify record, 59, 61
MS-DOS, 215
Multiplan, 153
multiple copies, 230
multiple field search, 55
--- N ---
name
field, 114, 203
N command, 113
nesting smart keys, 123
new database, 39, 109
new field, 163, 164
new line, 77
new page, 94
new record, 49
next field, 24
next record, 52
normal, 86
normal size, 134
not enough, 196
not equal, 57
number
record, 52
numeric, 46
numeric field, 71, 74, 114
--- O ---
offset, 65
operator, 57
operator input, 93, 123
options, 129
order form, 235
other programs, 153
output device, 83
overflow, 66
override password, 126
--- P ---
page, 76, 94
PAGE*, 77
page format, 70
PAGELEN, 134
page length, 85, 135
paint, 31, 42
paint report, 72
parameters
PCLABEL, 107
parenthesis, 57
PASCAL program, 206
password, 125
passwords, 136, 144
paste line, 33
paste right, 33
path, 19
path error, 196
pause for input, 93
PC-Calc, 153, 155, 191, 216, 235
PCDECODE.COM, 14, 212
PC-Dial, 216, 235
PCF.EXE, 212
PCF.HLP, 212
PC-File, 97
PC-File III, 209
PCFILE.PRO, 129, 212
PC-File/R, 209
PCFIX, 181
PCFIX.COM, 13
PCFIX.EXE, 212
PCF.PIF, 189, 212
PC-Graph+, 216
PC-Graph, 235
PCLABEL, 97
PCLABEL.EXE, 212
PCLABEL paramters, 107
PC-Style, 216, 235
PC-Tickle, 217, 235
PC-Type+, 107, 193, 216, 235
PeachText, 153, 154, 155
performance, 66
permission, 229
Personal Editor, 153
PFS Professional File, 153
(PgDn), 25, 32
(PgUp), 24, 32
phone numbers, ii
PIF, 189, 212
port, 83
portion of field, 30
position label, 101
power supply, 186
previous record, 52
primary field, 65
printer, 134, 212
printer code, 98
printer control, 89, 212
printer defaults, 144
printer port, 83, 136
printer support, 199
printing letters, 96
print labels, 102
print letter, 91
print size, 86
.PRO, 211
product comparison, 209
production diskette, 211
productive use, 229
profile, 144, 212
profile file, 26, 129, 134
Program Information File, 212
programmers, 203
programming, 203
punctuation, 104
--- Q ---
Q command, 109
question mark, 56
questions, 215, 219
quick reference card, 223
quit, 109
quote, 153
--- R ---
RAM, 196, 215
RAM disk, 199
RAM drive, 66
RAM memory, 199
RANDOM*, 68
random files, 153
random sort, 68
R command, 69
read from memory, 50
read into memory, 25
ReadiWriter, 215
READ.ME, 213
rearrange field, 165
recall, 50
record, 9
RECORD*, 77
record
add, 47
number, 52
size, 187
record duplicate, 61
record duplication, 25, 49
record number, 77
recovery, 185
re-entering data, 50
reference card, 223
Reflex, 153
registration, 229
relational, 9
relational field, 95, 118, 145
relational lookup, 75
relative record, 52, 203
remember, 50
remove field, 164
rename a file, 143
rent, 230
re-order field, 165
reorganize, 189
.REP, 211
repair, 185, 212
repeat, 49, 50
report, 69, 211
report menu, 83
reproduce, 229
requirements, 6
re-sequence field, 165
RESPONSE, 213, 231
response form, 231
restore, 177
right arrow, 23
right justify, 46
roman numeral sort, 68
row format, 70
--- S ---
sample program, 204
save label defaults, 106
scan across, 55, 58
schools, 229
scientific notation, 115
S command, 65
screen, 166
screen colors, 131
SDF, 154
search, 51, 54
secondary field, 65
security, 125
SELECT*, 77
selected record, 157
selected records, 87
select field, 29
select file, 29
separators, 154
sequence, 65, 203
serial printers, 136
setup, 126, 129, 134
sheet of labels, 98
shift-tab key, 25
shorten field, 165
simple search, 54
size, 49, 187
print, 86
Smart Key, 26, 137
smart key, 14, 121, 211
smart key menu, 122
smart keys, 144
Smart Key variable, 123
snapshot, 26
Snapshot definition, 144
snapshot label, 171
Snapshot label, 137
sort, 65, 133, 200, 203
SORT*, 77
sort password, 126
soundex, 56, 58
sounds like, 56, 58
source code, 216
space, 178, 187
special characters, 34
special keys, 23
speed, 66
split fields, 169
spreadsheet, 191
start, 37
static electricity, 186
status, 66
SUBCOUNT*, 77
subdirectory, 19
SUBFLD*, 77
SUBID*, 77
subset database, 163
substitution, 93
SUBTOTAL, 73
subtotal, 84
suggestions, 233
superfield, 44
survey, 213, 231
SYLK, 154, 155
system defaults, 129
system password, 126
--- T ---
tab, 77, 171
tab key, 25
Tab Key, 32
teaching, 229
teach mode, 21
technical support, 219
techniques, 189
telephone numbers, ii
template, 216
terminology, 9
text editor, 154, 155
tilde, 26, 55
TIME*, 77, 116
time, 76
tips, 189
title, 71
too many, 197
TopView, 189, 212
total, 46, 82
TOTAL, 73
trademark, i
training, 229
transfer, 153
translation, 215
transpose, 26
Turbo PASCAL, 206
tutor mode, 21
typing, 23
--- U ---
U, 141
underscore, 56
underscore character, 150
UNIQUE*, 116
universities, 229
up arrow, 24
update, 149
update record, 61
upper case, 115
user-defined delimiter, 154
user groups, 229
UTI, 153
utilities, 141, 145, 148, 161, 217
Utilities, 163
--- V ---
variable
smart key, 123
variable substitution, 93
VERIFY, 186
VisiCalc, 153, 155
Visicalc, 154
voltage surge, 186
--- W ---
width
report, 86
wildcard, 56
wildcard character, 150
window
edit, 31
Windows, 189
WORD, 153, 155
Word Perfect, 153, 154, 155
word processing, 31
WordStar, 153, 155
work drive, 66
work file, 195
write from memory, 25
write letter, 91
write to memory, 50
wrong password, 197
--- X ---
XD, 217, 235
XXX password, 125
--- Y ---
YR*, 116
YYMMDD*, 116
