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BLINC THE TOTAL MAILING LIST MANAGER FOR WINDOWS FOR THE IBM-PC & COMPATIBLES EASTERN DIGITAL RESOURCES P. O. Box 1451 Clearwater, SC 29822-1451 (803) 593-0870 (c) 1991, 1993 all rights reserved. No part of this manual or accompanying program may be copied without express written consent of the copyright holder. THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 1-1 GENERAL OVERVIEW OF THIS MANUAL GENERAL INFORMATION SECTION 1 SYSTEM SETUP SECTION 2 SYSTEM MENUS AND SCREENS SECTION 3 STANDARD REPORT OPTIONS SECTION 4 FINDING YOUR WAY AROUND SECTION 5 STANDARD OPERATING PROCEDURES SECTION 6 DATA FILES SECTION 7 APPENDICES FILE LAYOUTS Appendix A SOME FREQUENTLY ASKED QUESTIONS Appendix B SYSTEM INSTALLATION Appendix C SAMPLE REPORTS Appendix D TECHNICAL SPECIFICATIONS Appendix E INDEX Appendix F THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 1-3 *** WARRANTY AGREEMENT *** The term Vendor as used herein refers to EASTERN DIGITAL RE- SOURCES, Inc. and its agents and licensees. The term Customer refers to the original purchaser of this software package for personal or business use. The TOTAL MAILING LIST MANAGER FOR WINDOWS, (BLINC) program contained herein is distributed on an "AS IS BASIS" without warranty except as stated herein. Good data processing procedure dictates that the user test the program, run and test sample sets of data and run the system in parallel with the system previously in use for a period of time adequate to insure that results of operation of the computer or program are satisfactory. *** SOFTWARE LICENSE *** This is a licensing agreement between EASTERN DIGITAL RE- SOURCES, Inc. referred to herein as Vendor who owns and has the right to grant a license in certain computer software and the Customer who desires to acquire a license to use such software. The software that is the subject of this agreement is known as THE TOTAL MAILING LIST MANAGER but shall be referred to in this agreement as the Program. The Vendor shall furnish the Customer a computer-copiable program in object form. This Program shall be THE TOTAL MAILING LIST MANAGER FOR WINDOWS (BLINC) program as it currently exists for the IBM PC and compatibles. The Program shall have all the features and perform all the functions described in the Opera- tions manual which is incorporated herein by reference. The Vendor grants to the Customer and the Customer hereby accepts subject to the limitations herein specified a personal nonexclu- sive nontransferable right and license to use the software contained herein. The Customer may use the Program within the Customer's business ON ONE MACHINE at no additional cost for - royalties. If the program has been licensed for network use, and the customer has paid the appropriate fee, the customer may use the program on an unlimited number of machines ON ONE NETWORK at no additional cost for royalties. Any other use constitutes fraud. The limitations of such license are as follows: (a) Any software program furnished by the Vendor in machine readable form may be copied in whole or in part by customer for use within their business provided however that only the number of copies required to serve the Customer's actual need for use shall be made. The Customer agrees that the original copy of all software programs furnished by the Vendor and all copies thereof made by THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 1-5 the customer are and shall remain the sole property of the Vendor. (c) The Customer agrees not to disclose, publish, release, transfer, or otherwise make available any software pro- gram in any form to any person including the Customer's or Vendor's employees without prior written consent from the Vendor except during the period such a person is on the Customer's premises for purposes specifically related to the Customer's use of the software program. The Customer also agrees that such software programs are the property of and proprietary to the Ven- dor and further agrees to protect such programs or any part thereof from unauthorized disclosure by its agents, employees or customers. (d) The Vendor grants to the Customer a paid up license to use the program contained herein for their personal business. The Vendor may assign this agreement without the Cus- tomer's consent. The Customer may not assign this software under any conditions. The Customer shall be responsible for determin- ing the appropriate use of the program products in its opera- tions. The Customer shall assume financial and legal responsibility for the quality, reliability, and accuracy of the Program and shall pay all expenses associated with any recalls or updates. The Customer has the right to modify the Program in any way con- sistent with improving its usability at the Customer's expense. Any modification of the program by the Customer will void all warranties herein. The Vendor reserves the right to refuse to support any package so modified. The Customer expressly agrees to include the Vendor's copyright notice and proprietary notice on all such programs including copies in whole or part in any form including machine language made by Customer in accordance with this license. The Vendor warrants that the Vendor has the legal right to grant the Customer the license as set out in this agreement and that such license does not infringe any third parties' property or personal rights. The Vendor retains exclusive rights for remarketing the Program to other customers. This program is copyrighted. All copies of the Program or Manual shall contain an appropriate copyright notice in the name of the Vendor. The Vendor shall enforce its copyrights against infringers. Should the Customer in any way convey this package to a third party the Vendor shall have the option to recover the retail cost plus collection fees from the Customer first and then from the party to which this package was conveyed. Any person making unauthorized copies will be subject to prosecution under Federal Law. THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 1-6 BEYOND THE LIMITS OF INFORMATION AND NETWORKING CONNECTIONS THERE IS BLINC, ______ The Total Mailing List Manager For Windows Quick, tell me who is the manager of the local Pizza Hut. Or how about the Vice President for commercial development at the bank. Can you tell me the pastor's name at Trinity Methodist Church. Do any of these people have interest in Little League Baseball? If you live and work in the local business community, those kinds of questions are asked constantly, and while the informa- tion is public knowledge, knowing the details and being able to use those contacts is the key to being a successful business executive. IT'S OK TO DREAM ________________ Over the years, I've been asked over and over for a system to provide that information; something that will keep up with my business contacts, and prospect for new customers. Looking back now, I realize that most of the early attempts at implementing the dream were rather pathetic. The systems provided a basic data base of businesses, or a list of people, but was virtually helpless in showing and manipulating the relationships between the two. But, Beyond the Limits of Information and Networking Connections, there is BLINC, the exciting new data base and prospecting system. Now you can know the movers and shakers behind your local market. If you do business with business, you need BLINC to effec- tively prospect your market. MORE THAN JUST A MAILING LIST _____________________________ The thing that makes BLINC unique is that it's a relation- ship manager. When I've been asked in the past for a mailing list manager that provides (you fill in the blanks) details about the folks on the list, the links a person has to the organization THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 1-7 has been made secondary to the name and address information. But what you really want to know is; Who's the president of Who works for Give me a list of outside sales reps I need to know the doctors who work at Who are the real estate agents I know and are any of these folks affiliated with the groups I'm a member of. THE END OF A DREAM __________________ Some dreams die a rather harsh death when confronted with the reality of day to day business competition. Others fade away in the realization, the realization that what you've actually dreamed of for years, has finally come to pass and you can expe- rience it, sometimes beyond your wildest imaginations. BLINC is such a product. While working on another problem about a year ago, I suddenly realized that the relationships are the key to an effective contact manager. Therefore, BLINC is centered around the relationships between people and groups. On the one hand you have the group (a business, charity, church, civic club) and on the other hand members. Some groups have a one to one relationship with a member, as in the Director of the Red Cross, Others have a one to many relationship, as in donors to the Health Care Foundation. And still others have a many to many relationship as in members of the local Baptist Churches. BLINC can handle them all. You can add your own details to the people and organizations already in the data base or you can even add new members and organizations. And since BLINC operates with Microsoft WINDOWS, it's quick and as easy as pointing and pressing a button. BLINC is great for prospecting. In addition to all the standard stuff like mailing labels, customized letters, and roladex cards, BLINC incorporates the electronic version of sticky notes. Any person or group can have a sticky note at- tached to remind you of a date or to record an important event. Use it to keep track of sales, remind you of luncheon dates, and call back on prospects. Like the groups and members files, sticky notes knows about relationships and that provides the key difference between BLINC and assorted unrelated pieces of paper. The sample data file, ADDRESS0.DAT may be deleted when you THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 1-8 are ready to add your own people and organizations. THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 1-9 GETTING STARTED Before doing anything else with the program, you should make a copy of your program diskette. The new copy will serve as your operating diskette, and you can store the original distribution diskette for safe keeping. Please note that copies may only be made for backup purposes or onto your hard disk. See Chapter 2 and Appendix C of this manual for instructions on making a copy and installing the program for your system configuration. OVERVIEW Welcome to BLINC, THE TOTAL MAILING LIST MANAGER FOR WIN- DOWS. This program incorporates state of the art programming technique with the IBM-PC computer to bring you the finest program of its kind available today. At Eastern Digital Resourc- es we understand that your mailing list system must suit the current size of your business, meet on-going needs, and allow for potential growth in the future. BLINC is designed to operate on the IBM compatible AT or higher computer with a minimum of 2 megabytes of internal memory, VGA color monitor, and a printer. The system capacity is limited by the amount of disk storage you have with your machine. Most small businesses can operate comfortably with an 80 megabyte hard disk. The chart below should aid in calculating your total require- ments: program and system overhead 1 megabyte each name entered 256 bytes BLINC generates 12 different reports. When you combine these with the select / sort capabilities of the program, it will allow you to get any kind of information you can imagine. Address File Listing Mailing Labels Roladex Cards Envelopes THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 1-10 USING THE MENUS As you work with BLINC you will be presented with several options or choices of things you may do by means of a menu. You can access the program functions pertaining to that option by clicking on that item with the mouse or by pressing the Alt key and the first letter of the item you want. This manual is designed around the procedures you should follow for running a session. The first section describes the menus and the necessary setup procedures of installing the pro- gram and entering your address records. The next section describes the steps to follow in running a session and the final section describes how to generate reports and labels. You should have a basic understanding of DOS and Microsoft Windows before attempting to implement this program. THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 1-11 OVERVIEW OF BLINC The Program you are using is one of several programs deve- loped in Microsoft Visual BASIC ver. 2.0 with some portions coded in assembler to speed operations. It offers many features previ- ously unavailable on microcomputers while providing the novice user a "hands-holding" approach to performing a task. It's de- signed specifically for ease of use. With BLINC you can easily create and maintain files on your computer and print reports from all of your stored data. You'll be using BLINC 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. This manual has been completely revised to make it easier for you to understand more about using BLINC. You will notice more details, examples and figures throughout the text. Wherever a BLINC command is listed within text it will be bold faced and separated from words on either side by two spaces. The step by step sections of this manual are much like a tu- torial to show you exactly what to do; what you will see; and what will happen next. It takes all the guess work out of learn- ing how to use BLINC. All of these changes in the format of this manual will help you understand more about using BLINC, and also show you how to use it in day to day applications. Any sugges- tions which you have for improving this program or manual will be thoughtfully considered. THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 1-12 TABLE OF CONTENTS S E C T I O N 1 G E N E R A L I N F O R M A T I O N MANUAL PAGE General Overview 1-3 Warranty Agreement 1-5 Software License 1-5 Getting Started 1-7 Introduction 1-9 Overview of BLINC 1-12 Table of Contents 1-13 General Overview of BLINC 1-17 Mailing List Features 1-19 Steps to Successful Implementation 1-20 Some Do-nots 1-20 S E C T I O N 2 S E T U P P R O C E D U R E S Setting up TMLM for Windows 2-1 Installation Instructions 2-2 Setting Up BLINC 2-3 Entering Address Information 2-4 Print Sample Reports 2-4 S E C T I O N 3 M E N U S A N D S C R E E N S What's It All About 3-1 Master Menu 3-3 Address File Maintenance 3-4 Address Salutations 3-5 S E C T I O N 4 R E P O R T O P T I O N S Selecting Records for Printing 4-1 Select All Records 4-3 Select Block of Records 4-3 Have System Select Records 4-4 Example of Have System Select Records 4-6 Use Defined Selection Format 4-7 THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 1-13 Use Last Selection Format 4-8 Sort Records Options 4-9 S E C T I O N 5 W H A T ' S I T A L L A B O U T Finding Your Way Around 5-1 Screen Menu Options 5-2 Next 5-3 Previous 5-3 View 5-3 Get 5-3 Search 5-3 Continue 5-4 Add 5-4 Edit 5-5 Delete 5-5 S E C T I O N 6 O U T L I N E O F D A I L Y P R O C E D U R E S Basic Program Operating Procedures 6-1 Notes To The System Operations 6-3 System Initialization 6-4 Making Backups 6-6 Print Mailing Labels 6-7 Print Roladex Cards 6-8 Merging Documents with Address File 6-9 S E C T I O N 7 D A T A F I L E S Categories Of Files 7-1 A P P E N D I C E S File Layouts Appendix A Some Frequently Asked Questions Appendix B System Setup Appendix C Sample Reports Appendix D Technical Specifications Appendix E Index Appendix F THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 1-14 GENERAL OVERVIEW OF BLINC BLINC contains powerful features, including many not normal- ly found in other filing programs. Here is a brief overview of what you'll be learning about and using. You can use BLINC for all kinds of tasks: - Maintain mailing lists and print mailing labels and envelopes. - Maintain telephone or name and address directories. - Build personnel files. - Keep customer lists. - Build and maintain files to be exported for use by other programs, such as Quattro, 1-2-3, Word Perfect, and DBase. - Import files from other programs into the BLINC format. - BLINC will allow you to sort your data into almost any se- quence. - 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 file, listing all or some of the fields, from all or some of the records, in many different sequences. - 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 files from existing files. The new file can be in a different format, and can be a subset of the file from which it was "cloned". - You can merge together two files which have similar definitions. Databases can thus be created and maintained on separate PC's, then combined when desired into a "master" file. - Above all else, BLINC is EASY! Many people can use it with no training or instructions. Read this manual carefully, however, to pick up so many of the extra "fine points" of the program. - A super fast "indexed search" can be done on multiple fields. - DOS subdirectory support. - "Smart keys" (sometimes called "macros") are supported through use of the Windows Recorder. THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 1-17 - A view feature to view 20 records at a time. - Generic search on any fields. - Imbedded search on any fields. - All of these search types can be done in any combination. - Searches can be done in all fields simultaneously. - Sort on any fields. - Select (for printing) on any fields with "and/or" comparisons. - Print mailing labels and roladex cards. - Print a "snapshot" while viewing a record. - A "flip data before printing" character is provid- ed for swapping last name/first name. - Import and export data in many different formats. - Automatically uses all available RAM memory for super fast performance. - Added a general error trapping routine. All errors will have a message displayed and as "graceful" a recovery as possible. - The Merge program has been sped up signifi- cantly. The Sort has been sped up by about 50%. Some of the other programs also have significant speed improvements under certain conditions. THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 1-18 BLINC BLINC provides you with complete control over mailing lists and simple data bases, including membership lists, personalized telephone directories, and glossaries. BLINC is basic enough to serve the needs of a casual user, yet powerful enough to handle a wide range of more complex filing tasks. You can sort on multi- ple fields, and select items by your own criteria. You can generate individualized mass mailings or send different letters to persons on the same mailing list. FEATURES: FEATURES: - Access records by multiple keys - Insert new records without sorting - Eliminates need to key in for each record by providing "assumed values" - Easily combines with text files for merged letters REPORTS: REPORTS: Address File Listing Salutation File Listing Mailing labels Roladex cards Mail-merge document Postcards Envelopes THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 1-19 STEPS TO SUCCESSFUL IMPLEMENTATION 1. Install the program for your particular system configuration (CHAPTER 2 & APPENDIX C). 2. PHASE 1 - Build your data files of names and addresses (2-1). 3. PHASE 2 - Perform daily procedures of entering address chang- es, printing reports, and making backups of your data. (6-1). SOME DO-NOTS - DO NOT use BLINC until you've read or browsed through this entire manual. - DO NOT forget to make regular backup copies of your file. THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 1-20 SETTING UP THE TOTAL MAILING LIST MANAGER FOR WINDOWS See Appendix C for additional instructions on installing the program for your system configuration. This chapter will address itself to the procedures you should follow in setting up the system for your use. It discusses each of the applica- tions you will use, how they interact with each other, and the steps you should take in creating your master and data files. These setup proce- dures are covered: SYSTEM SETUP ____________ SETTING UP MAILING LISTS ________________________ The procedures you should follow on a daily and periodic basis once your system is set up are covered in Chapter 6. Should you need any help in knowing what information a field should contain, refer to the discus- sion of the fields in Chapter 7, (DATA FILES). THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 2-21 INSTRUCTIONS FOR INSTALLING BLINC, THE TOTAL MAILING LIST MANAGER FOR WINDOWS 1. Copy the file VBRUN200.DLL into your Windows System directory. Ex. From the A> prompt COPY VBRUN200.DLL C:\WINDOWS 2. INSTALL the other BLINC files into a directory of your choice. Ex. From the C> prompt MD \BLINC PRESS ENTER CD \BLINC PRESS ENTER A:BLINC2xx PRESS ENTER where xx is the release number of BLINC which you have. 3. Go into Windows. Choose File - New - Program Item - OK Enter "BLINC" for Description Enter "\BLINC\BLINC.EXE" for Command Line Choose OK. Refer to Appendix C for information on setting up network and special company configurations. THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 2-22 SETTING UP BLINC There are three steps involved in setting up BLINC: _____ 1. Obtain all names, addresses, and salutations that you want to put into the system. 2. Enter the names and addresses into the system. 3. Print sample reports to check for errors. Each of these steps will be detailed in the following pages. THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 2-23 ENTERING ADDRESS INFORMATION After you have gathered the information that you want to enter (names, addresses, etc.) you are ready to enter those names into the system: Choose the BLINC icon within Windows and double click. The system will then show the Address File Maintenance screen. Click on ADD to add a new record. See Chapter 7 for a discussion of the fields in this screen. See Chapter 5 for a detailed explanation of the various keys and their uses. PRINT SAMPLE REPORTS See chapter 6 for a discussion on printing address listings, mailing labels, and Roladex cards. THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 2-24 WHAT'S IT ALL ABOUT Working with the system can be basically broken down into two functions. One is related to entering information, inquiring on particu- lar entries, and the editing of those entries. We refer to this option under the heading of file maintenance. You will manipulate your files through various screens. This option is highly interactive. The other function is the generation of reports from the information entered. These reports are generally not interactive. The system is designed so you will be presented with several options by means of a MENU. The menu bar is displayed across the top of the data entry screen. You may choose any MENU option by clicking on it with the mouse or by pressing ALT and the first letter of the word. Many times there are sub-menus behind the first menu and at times even a third or fourth level menu. In cases where there needs to be a third level menu, the second level menu will contain options for entering information to the system and subsequent menus will contain reports generated from the information you have entered. Working with the system in entering and editing information is presented by means of various screens. These screens and the options you have in working with them are discussed in this chapter. The generation of reports is discussed in CHAPTER 4 - REPORT OPTIONS. This chapter will give you an overview of the entire system, showing each menu and entry screen. Sample reports are included in Appendix D. THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 3-25 ADDRESS FILE MAINTENANCE File Edit Options Add Next Prev Search Zip Finder Sticky Notes About Click Here to View BLINCS Set BLINC FILE #.....: Name.......: Find BLINC Address 1..: Address 2..: Carr. Rte. City.......: St : Zip : Phone 1....: Select Codes Phone 2....: Contact __ Customer Salutation.: __ Prospect __ Group Optional Fields __ Individual __________ ___________ ___________ __________ ___________ ___________ The Address Master File should contain each of your names and addresses. The default file name is ADDRESS.DAT. If you want to store your names in a different file, choose FILE - NEW and enter a new file name. See chapter 7 for a discussion of the fields on this screen. From this screen you will access all functions for maintaining your address file(s). Chapter 5 explains the various options you have for manipulating your files. FILE - NEW - OPEN F5 - IMPORT Ctrl I - SELECT / SORT - PRINT - QUICK SEARCH INDEX - EXIT FILE - NEW Choose this option if you want to store your names in a file other than ADDRESS.DAT. The system will ask you for a file name, then clear the screen and allow you to enter new names. FILE - OPEN (F5) : Choose this option to open a data file which already exists in the system. IMPORT (Ctrl I) : This option is used to import records from other systems. BLINC accepts records in several different formats. THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 3-26 - ASCII Comma Delimited - ASCII Fixed Length - Dbase File - Label Text File 1 Up - Label Text File 3 Up - Paradox File - Word Perfect Mail Merge File - Word Perfect Label File SELECT / SORT : Will allow you to select and sort your data files for printing labels and reports. The sort option when printing a report does not actually sort the file... it merely swaps pointers to the records so that the report will be generated in sorted order. FILE - PRINT - SINGLE LABEL - ADDRESS LISTING - LABELS - ENVELOPES - ROLADEX CARDS - BLINCS - PRINTER SETUP - SNAPSHOT FILE - PRINT - SINGLE LABEL (Ctrl L) : This option will allow you to print multiple labels for the record that is currently displayed on the screen. FILE - PRINT - ADDRESS FILE LISTING : This option will give you a columnar listing of the names in your address file. A sample of this report is located in Appendix D. All of the standard sort/select options are available for your use while running this report. See Chapter 4 - REPORT OPTIONS. FILE - PRINT - LABELS : - Dot Matrix 1 UP - Dot Matrix 2 up - Dot Matrix 3 up - Dot Matrix 4 up - DM 3 up no barcode - Cheshire labels 3 up - Laser 3 up FILE - PRINT - LABELS : These options will print mailing labels in various formats. A sample printout of these labels are located in Appendix D. All of the standard sort/select options are available for your use while running this report. See Chapter 4 - REPORT OPTIONS. FLIE - PRINT - BLINCs : This option will give you a listing of the currently THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 3-27 defined BLINCs. For more information on defining and using BLINCs, see chapter 6. FILE - PRINT - PRINTER SETUP : This option will allow you to set margins and page length settings. BLINC uses the default printers defined within Windows for other settings. FILE - PRINT - SNAPSHOT : This option will print the current record including field headings. FILE - QUICKSEARCH INDEX : The system maintains an internal index to the files in order to find records quickly using Quick Search (F6). If for any reason your index becomes damaged, this option will allow you to rebuild the index. FILE - EXIT : This option will allow you to exit from the program and return to Windows. You should always choose this option when you are finished with your processing. EDIT - UNDO - COPY - Copy All EDIT - UNDO : This option will restore any changes made to the current record if you decide not to keep the changes. Edit - Copy : This option will copy the name and address information into the clipboard so you can retrieve it within another application. You can use this option to merge names into letters created with your word processor. Edit - Copy All : This option will copy the entire record including phone numbers and comments fields into the clipboard so you can retrieve it within another application. OPTIONS - DELETE - CLEAR BLINCS - CREATE INDEX - USE INDEX - PURGE DUPS OPTIONS - DELETE : Will delete the current record from the file. OPTIONS - CLEAR BLINCS : If this option is checked, the system will clear each successive BLINC once you have jumped to the new record. If it is unchecked, the system adds each succesive BLINC FIND to the previous list. This is useful if you're combining several smaller lists together for printing. Options - Purge Dups : This option will allow you to interactively review near THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 3-28 match records to delete duplicates. All of the standard sort/select options are available while using this option. See chapter 4 - Report Options. VIEW : This option will give you a columnar listing of the records in the data file and allow you to page forward and backwards through the file. ADD : Will clear the screen and position the cursor in the Name field to allow you to add a new record. The File Number is automatically assigned. If you are entering individuals names, they should go in as Last Name; First Name with a semi-colon between. NEXT : Will display the next record in the file. Prev. : Will display the previous record in the file. SEARCH - GO TO F2 - QUICK SEARCH F6 - DEFINE Shift F3 - FIND > SCREEN F3 - FIND NEXT F4 - FIND > BLINC Search - Go To : Will allow you to jump to a particular record in the file. Ths system will ask you for the record number. If you have allowed the system to assign the numbers and not overridden them, this is the same as the File Number. Search - Quick Search : This option will allow you to search quickly for a name. The first 7 characters are significant. You must match on at least 7 characters. You may type more if you'd like to make the search more specific. If a name is shorter than 7 characters, such as Jones, you should enter Jones; with a trailing space. That makes the seven characters. The first name would then be optional. If the name sought is not displayed, press F4 to see the next match. Search - Define : This option will display a blank entry screen. Enter the piece(s) of information you want to search for, then choose Search - Find > Screen or Search - Find > BLINC depending on where you want the results of the search to go. Search - Find > Screen : This option will direct the output of any search which you have defined to the screen. The first record which matches your search criteria will be displayed. Choose Search - Find Next to continue searching for the next match. Search - Find Next : Will continue the searching of the data file for the currently defined criteria with the record immediately after the one currently displayed. You can choose this option multiple times to search through the THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 3-29 entire file. Search - Find > BLINC : Will direct the output of a search to the BLINC queue. You may then scroll through the resulting entries and click on each to view the record. If you want to view multiple records, you should choose Options - Clear BLINCS and remove the check mark so the system will not clear once a record is selected. Zip Finder : When you choose this option, BLINC will allow you to enter a city and find the zip code, or to enter a zip code and find the corresponding city. If you have Accumail, the optional CD-ROM disk subsystem installed, you can find the zip plus 4 code by also searching for the street address. ZIP FINDER ii contains approximately 40,000 5 digit zip codes for quick verification of proper zip codes. STICKY NOTES : This option will allow you to add notes about a particular person. These notes are free-form and a maximum of 200 per record are allowed. ABOUT : My shameless commercial for the program and my company. THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 3-30 USING BLINC Beyond the Limits of Information and Networking Connections, there is BLINC. BLINC is the part of the Total Mailing List Manager that sets it apart from other filing programs. You can use BLINC to maintain relationships between groups and the people who make up those groups. Every entry in your address file will represent either an individual person or a group. That group may be a business, a church, a social organiza- tion, or even a "group" you define yourself, such as "apple pie eaters." The BLINC will then allow you to identify the relationships and beyond that to manipulate those relationships to organize your file on the fly and find the information you need. BLINC consists of two parts. The front end allows you to add and delete relationships, and the back end allows you to either interactively jump through the links which have been established, or to print labels and reports from the links. AN EXAMPLE OF SETTING UP AND USING BLINCS Let's suppose that you want to create a list of members or your Rotary Club. First enter the name and address of the rotary club into one record. This will be the primary information on the group. Next enter each name and address of the members that make up that group. Now choose SET BLINC. You may either click on the group field, then click on the Rotary Club field or type in the file number of the Rotary Club. Now click on each member in turn in the right list box, then click on that member's relationship to the Rotary Club, followed by ADD BLINC. When you are finished, choose EXIT. Now the fun begins. With the master record for the Rotary Club displayed on the screen, click on FIND BLINC and the BLINC list box will give you a list of all members and their relationship to the club. Clicking on a member will show their master record. You may then repeat the process to see the relation- ship that a member has to the club, or to other groups. You will notice that the system clears the chosen BLINCS each time that you choose FIND BLINC. You can keep this from occurring by choosing OPTIONS - CLEAR BLINCS and remove the check mark. The system will then not clear the BLINCS, but allow you to jump quickly between the various members of the group. BLINC feeds to the address listing and print labels routines. In order to print labels to every member of the club, all you need do is click FIND BLINC, THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 3-31 then click FILE - PRINT - PRINT LABELS. But, Beyond the Limits... Suppose later you wanted to get a notice out to all club secretaries regarding the upcoming yard sale. Choose SET BLINC, click on secretaries, leaving the member and group box blank, then choose FIND BLINC. The system will then give you a list of secretaries, regardless of the organization. Choose FILE - PRINT - PRINT LABELS, and you have your list. THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 3-32 CHAPTER 4 STANDARD REPORT OPTIONS SELECTING RECORDS FOR PRINTING Any time you choose a menu option that calls for printing a REPORT you will have several options of how you wish to have the records presented on the report. These options generally fall into the following 2 categories. 1. SELECT the records out of the file that you want to appear on the report. 2. SORT the records into the sequence in which you want the report to print. The first of these, the SELECT RECORDS OPTION is designed to permit you to select from the file ONLY those records that you want to appear on the report; you do not have to list everything in the file if you want only those records that meet certain criteria. SELECT RECORDS OPTIONS When you go to print any report you have several options of how you wish to select the records for printing. SELECT ALL RECORDS This option will print all records in the file. SELECT BLOCK OF RECORDS This option is used to select a block of records by record number. The record number is the number located at the top of the screen on the prompt line when you enter or edit the record. (ex. Record 6 of 235 - the number 6 is the current record and 235 is the total number of records in the file.) The system will ask for a beginning and ending record to include on the report. FIND > BLINC Records which have been selected by the system and placed into the BLINC queue, can be printed without any further select / sort options being per- formed. SORT RECORDS OPTIONS If you wish to have your output reports printed in a specific sequence, you should sort the file index. For example, to print your address file in alphabetical order, by last name, you would specify the NAME field. If you don't care about the sequence of your output report, you won't need to do a sort before printing your report. THE TOTAL MAILING LIST MANAGER Rev. 2 March 20, 1993 4-33 A new feature for version 1.11 of BLINC is the capability to do postal presorts. This is actually a multi-level sort based on sorting first all 5 digit zips, then 3 digit SCF, then states, and finally mixed states. This sortation will allow you to take maximum discounts at the post office for presorted first class and bulk mail. THE TOTAL MAILING LIST MANAGER Rev. 2 March 20, 1993 4-34 BASIC PROGRAM OPERATING PROCEDURES There are a number of procedures that are part of the operation of the program. Before you can do these steps you must have installed the program for your hardware configuration (APPENDIX C), and built your master files. (CHAPTER 2). This chapter will address itself to the steps to operating the program. There are several types of transactions that are part of your normal daily procedure. They are all specified in this chapter which tells you exactly how to enter each type of transaction. The checklist on the next page gives you an overview of what should be done each day. Other procedures, such as the generation of reports are performed as needed, while others are performed monthly, quarterly, or annually. You may find that certain recommendations do not "fit" for your particular operation. If you change the procedures however, be careful to think through the ramifications. Throughout these procedures we have assumed that you are using the complete BLINC program. If you are using only selected options your procedures may differ. THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 6-35 OPERATION TO BE PERFORMED SEE PAGE / NOTES ========================================================================= DAILY OPERATIONS 1. System Initialization 6-4 PERIODIC OPERATIONS (TO BE PERFORMED AS NEEDED) Mailing List Management 1. Create a New Data File 1. Address File Listing 2. Salutation File Listing 3. Print Mailing Labels 6-7 4. Print Roladex Cards 6-8 5. Print Envelopes 5. Create Mail Merge Document 6-9 6. How to Make Backups 6-6 THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 6-36 NOTES TO THE SYSTEM OPERATIONS 1. The abbreviation CD stands for current date. You should enter the current date in the format MM/DD/YY. If the month or day is less than 10 you should enter a leading 0 as in 01/01/91 for February 6, 1992. 2. The abbreviation BR stands for beginning record number. Enter the record number of the first item in this batch of entries. This is the number that ap- peared on the prompt line AFTER you added the first transaction in this batch; ie. RECORD XX OF NN You should enter the value for XX then press ENTER. 3. The abbreviation ER stands for ending record number. Enter the record number of the last item in this batch of entries. This is the number that ap- peared on the prompt line AFTER you added the last transaction in this batch; ie. RECORD XX OF NN You should enter the value for XX then press ENTER. If the last record to print corresponds to the last item in your file you may merely press ENTER and the system will assume the last record. THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 6-37 System Initialization Stand Alone System You should always turn on your peripheral items (printer, modem, etc. first, then your computer. The system will go through a startup process which will identify any problems that it may have. The particular sequence will depend on your computer system. If prompted, you should enter the system date in the format MM/DD/YY. If the month or day is less than 10 you should enter a leading zero. Ex. February 8, 1992 should be entered as: 02/08/92 Press ENTER You should always make a habit of using the slashes '/' rather than entering dashes '-' for dates. The system treats the two differently when sorting and you will have problems later if you use dashes. If the system stops at the DOS prompt, i.e. C> you should type: CD\WINDOWS press ENTER WIN press ENTER Once Windows has loaded, double click on the BLINC icon to start the program. THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 6-38 Create a New Data File This is the procedure for creating a new data file to hold your names. The default file name is ADDRESS.DAT. When you first start the program, names will be put in this file. For a new file, choose: FILE - NEW - FILENAME* - OK *A FILENAME may be up to 8 characters long, characters or numbers. Special characters and spaces are not allowed. THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 6-39 How to Make Backups After you have completed your posting of each day's transactions, you should make a habit of backing up all entries made. Refer to your DOS reference manual if you have questions regarding the procedure. From the DOS prompt: BACKUP C:\BLINC\*.* A: press ENTER. The computer will tell you when to put in a diskette and when additional diskettes are needed. Be sure the diskettes you put in have been formatted; if not you must FORMAT DISKETTES before starting the backup procedure. Be sure all diskettes are inserted into the computer with the label side up and the cut out end going in first. These daily backup diskettes should be stored off site to assure that you have a backup of your data files. THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 6-40 Print Mailing Labels The Print Mailing Labels option will allow you to print mailing labels from the data files that you have entered. All of the standard sort/select options are available to you while using this function. See Chapter 4 - REPORT OPTIONS. This system supports 3 1/2 inch labels 1 up, 2 up, 3 up and 4 up as well as the three across labels for laser printers. 1. Select the records to include in the print job. See chapter 4 for a full discussion of selecting records. To select all records in the file, choose FILE - SELECT/SORT - SELECT ALL RECORDS - OK 2. You may choose to sort the labels on zip code or on name. If so, when the SELECT/SORT Records Menu appears, click on the sort field before choosing OK. 3. Choose FILE - PRINT - LABELS Click on the format of the labels you want to print. The following questions will appear on different formats, depending on their need. We will discuss them all together, but not all will be asked each time. For the default values, press ENTER. Printer output directed to: {LPT1:} The current version of the program bypasses PRINT MANAGER within Windows, because of bugs with PRINT MANAGER in handling graphics bar codes properly. You can specify to send the output of your printing to a disk file by entering the file name and path on this line. Other possible entries are COMx: for a specific serial port or SCRN: for the video screen. Printer Setup String: {no default setting} You may use this line to send special settings to your printer to set printer fonts or line spacing. Consult your printer manual for specifics. The ESC code (character code 27), if required should be entered as <ESC>. All other codes should be entered as their ASCII equivalent. Codes which are not available directly from the keyboard may be typed by holding down the ALT key and typing its 3 digit decimal number on the keypad. Ex. Many printers used <ESC> (027/015) for condensed type. You would enter this code by typing <ESC> and then hold down the ALT key and type 015 on the keypad. The screen would then display the 'splat.' Vertical Spacing between labels: {1} This option is for the number of lines to skip between labels. For standard 1" high labels, the answer is '1'. If you are using larger labels, or printing more than 6 lines per inch, you will need to experiment to get the proper number. Horizontal spacing between labels: {5} This option only applies to labels printed 2 up, 3 up, and 4 up. If your labels are non-standard, you can experiment with this number to get wider or narrower spacing. THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 6-41 Print Alignment Mask? : If you answer 'Y' the system will print xxx across three labels to allow you to check the alignment. When you have a proper alignment on the labels, answer 'N' and the labels will be printed. Include PostNet bar codes? : If you answer YES, the system will include the PostNet bar code above the address. THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 6-42 Print Envelopes The Print Envelopes option will allow you to print envelopes from the data files that you have entered. All of the standard sort/select options are available to you while using this function. See Chapter 4 - REPORT OPTIONS. 1. Select the records to include in the print job. See chapter 4 for a full discussion of selecting records. To select all records in the file, choose FILE - SELECT/SORT - SELECT ALL RECORDS - OK 2. You may choose to sort the envelopes on zip code or on name. If so, when the SELECT/SORT Records Menu appears, click on the sort field before choosing OK. 3. Choose FILE - PRINT - ENVELOPES Click on the format of the envelopes you want to print. The following ques- tions will appear on different formats, depending on their need. We will discuss them all together, but not all will be asked each time. For the default values, press ENTER. Printer output directed to: {LPT1:} The current version of the program bypasses PRINT MANAGER within Windows, because of bugs with PRINT MANAGER in handling graphics bar codes properly. You can specify to send the output of your printing to a disk file by entering the file name and path on this line. Other possible entries are COMx: for a specific serial port or SCRN: for the video screen. Printer Setup String: {no default setting} You may use this line to send special settings to your printer to set printer fonts or line spacing. Consult your printer manual for specifics. The ESC code (character code 27), if required should be entered as <ESC>. All other codes should be entered as their ASCII equivalent. Codes which are not available directly from the keyboard may be typed by holding down the ALT key and typing its 3 digit decimal number on the keypad. Ex. Many printers used <ESC> (027/015) for condensed type. You would enter this code by typing <ESC> and then hold down the ALT key and type 015 on the keypad. The screen would then display the 'splat.' Vertical Spacing between labels: {1} This option is for the number of lines to skip between labels. For standard 1" high labels, the answer is '1'. If you are using larger labels, or printing more than 6 lines per inch, you will need to experiment to get the proper number. Single or Continuous : {S} If you choose single, the system will pause between printing each envelope and wait for you to press ENTER before continuing. Portrait or Landscape : {P} Landscape printing is only available for certain THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 6-43 printers. Check your printer manual. Include Return Address : {Y} If you answer 'Y' the system will print the return address from the company setup file. Banner Line 1 & 2 : These lines are optional and will print across the envelope below the return address. TAB offset for Return Address {3} : Enter the number of spaces from the left margin for the return address. TAB offset for Address {40} Enter the number of spaces from the left margin for the Address. Vertical Spacing Between Return Address and Address {3} : The number of vertical spaces after the banner line before printing the address. Vertical Spacing Between Address and Bar Code {3} : The number of vertical spaces after the address before printing the bar code. Vertical Spacing Between Bar Code and End of Envelope {3} : The number of vertical lines to feed after printing the bar code. THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 6-44 CATEGORIES OF FILES There are two general categories of files used in the computer to do all of your work; they are: 1. Master Files 2. Data Files The information contained in master files usually does not change very often, but when it does change, it is CRITICALLY IMPORTANT that the master file affected be updated accurately and immediately. Never run any type of report until you know that your master file updates have been properly completed. Your reports will be worthless if your master files are wrong. Master file information is changed instantly; just as soon as you exit a record after editing the file is changed. No posting cycle is required to update the master file - no audit trail is left for you except your original input document. BE VERY CAREFUL THAT YOUR DATA HAS BEEN ENTERED CORRECTLY BEFORE EXITING THE EDIT OPTION WHEN UPDATING THE MASTER FILES - THERE IS NO VALIDATION, AND NO AUDIT TRAIL LEFT. There are 3 master files which are a part of the system and are required for proper operation. These files are: SALUTE00.DAT ZIPCODES.DAT TITLES00.DAT THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 7-45 ADDRESS FILE MAINTENANCE EXPLANATION OF FIELDS FILE NUMBER - This field is the key field for your address file. It is automatically assigned by the system, giving each record a unique number as it is created. You may then use this number in conjunction with F2 to quickly retrieve a record. It is also used by the BLINC routines to maintain links between records in your file. NAME - If you are dealing with an individual you should give consider- ation as to how to enter the name. If a name is entered as James E. Smith and you ask for an alphabetical listing of the customers the names will be out of order. If on the other hand Smith; James E. is entered the names will be sorted properly on your printout. For printing purpos- es the name will be reversed on the mailing label so that Smith; James E. will become James E. Smith. NOTE THE SEMICOLON IS USED AS A SEPARA- TOR. If the name is James E. Smith, Jr. it should be entered as Smith Jr.; James E. Should you find a printout addressing a customer in- correctly you can call up that record and edit the customer name field. CONTACT - This field should contain the name and salutation that you wish to use in addressing this person. It is used for addressing letters to a particular person's attention. If no name is entered here the letter will print 'Dear Sir' for the salutation. ADDRESS 1 & ADDRESS 2 - Two lines are allowed for the address. Recent Post Office guidelines suggest that the second line should contain the Post Office Box if required. THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 7-46 CITY - STATE - ZIP CODE - A maximum of 15 characters are allowed for the city. Post Office abbreviations are recommended for the state. The Zip Code field allows 10 characters for the zip plus four codes. CARRIER ROUTE - This field is for carrier route if you are doing bulk mailings. PHONE - Twelve characters are allowed for the phone number including the area code. The format is xxx-xxx-xxxx. SALUTATION - This field should contain the KEY # from the Salutation File. This file is used in the Mailing List Management sub-system to address people as Mr., Mrs., etc. The standard salutation codes are: 0. no salutation (also default for blank field) 1. Mr. 2. Mr. & Mrs. 3. Miss 4. Dr. 5. Dr. & Mrs. 6. Drs. 7. Sgt. 8. Sgt & Mrs. COMMENTS - The comments field is for your own use and a maximum of 40 characters are allowed. Any information about the person you wish to maintain may be typed in this space and later searched like any other field. SELECT CODES - The select codes are the selection criteria that you choose to sort the records by. They are labeled Customer, Prospect, Member and Group. You may use them to key the records as you'd like. THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 7-47 DATA FILE LAYOUT FOR ADDRESS ---------------------------------------------------------------------- Ln. Description Length Type ---------------------------------------------------------------------- 1 FILE # 7 0 2 NAME 35 0 3 ADDRESSEE 30 0 4 ADDRESS 1 30 0 5 ADDRESS 2 30 0 6 CITY 15 0 7 STATE 2 0 8 ZIP CODE 10 0 9 PHONE 1 12 0 10 PHONE 2 12 0 11 CARRIER ROUTE 5 0 12 SALUTATION 2 0 13 FLAG STRING 4 0 14 USER FIELD 1 10 0 15 USER FIELD 2 10 0 16 USER FIELD 3 10 0 17 USER FIELD 4 10 0 18 USER FIELD 5 10 0 19 USER FIELD 6 11 0 DATA FILE LAYOUT FOR TITLES00 ---------------------------------------------------------------------- Ln. Description Length Type ---------------------------------------------------------------------- 1 TITLE KEY 10 0 2 TITLE DESCRIPTION 35 0 DATA FILE LAYOUT FOR ZIPCODES ---------------------------------------------------------------------- Ln. Description Length Type ---------------------------------------------------------------------- 1 ZIP CODE 9 0 2 ZIP STATE 2 0 3 ZIP STATE 15 0 DATA FILE LAYOUT FOR TITLES00 ---------------------------------------------------------------------- Ln. Description Length Type ---------------------------------------------------------------------- 1 MEMBER 4 0 2 TITLE 4 0 THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 A-48 3 GROUP 4 0 THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 A-49 APPENDIX B FREQUENTLY ASKED QUESTIONS "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. "Will it help if I buy more RAM memory for my PC?" ANSWER: Yes. BLINC makes use of all available memory for performance purposes. You should see a sizeable speed improvement particularly on large files. Your sorts should also run faster. "In what language was BLINC written?" ANSWER: It was written in "Microsoft VISUAL BASIC", then compiled with the Microsoft VISUAL BASIC Compiler version 1.0. There are also some assembler language subroutines, which were created using the IBM Assem- bler. There are over 25,000 lines of source code in this product. We use WORD PERFECT to maintain our source code and documentation files. Final documentation is produced directly from WORD PERFECT to assure that the manual you receive reflects the most recent revisions. "What computers run BLINC?" ANSWER: We've worked very hard to make BLINC run on as many different "MS-DOS" computers as possible. The minimum configuration is an 80286 system with 2 megabytes of memory, VGA color monitor, and 2 megabytes of memory. Microsoft Windows v. 3.0 or higher is also required. "Can I obtain the source code for the program?" ANSWER: The source code is available from Eastern Digital Resources for your own non-commercial use. Contact your local dealer for pricing. Malfunctions Errors due to operation mistakes (operators) or to environmental condi- tions (hardware or system software) do occur on occasion in spite of the best error trapping techniques a program can include. TMLWIN helps you to quickly determine if an error is due to a defect/failure or the result of misoperation. Disk Drive Not Ready or File Not Found xxxx This error is from the program which encountered an error due to a disk drive failure or mis-operation. Note what the program is trying to do, read a Data File, Save a Data File, etc. and also which disk drive is THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 G-50 involved. Check that the drive itself is operational and then make sure the diskette has the requested program. Press ENTER to retry. Using the 'ESC' for exit will usually escape the error condition but will not correct the error. Continuing with the program following such an error, without correcting the problem will usually be un-successful. As an assist in locating the difficulty the error number, xxxx, will help by pointing to the problem area. Each of the above errors will occur during the initializing, or the startup, phase. The most common problem is the file(s) are not on the currently designated default drive where the program expect to find them. (the default drive is the one designated from DOS by the prompt; A>,B>,etc). Printer Not Ready. On some printers, during multiple copy printing, this error will occasionally be displayed and then clear itself. This is the result of the program attempting to print the next label and the printer is still busy. Although an annoyance this does no harm. A printer buffer, always a good accessory, will prevent this. Device Fault is a DOS error which usually relates to the printer. Although the program interrogates the printer ready status prior to each print command to avoid such a fault, it is possible that mis-operation could void such checks. Such a diagnostic message will require a RE-BOOT. THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 G-51 REQUIRED FIELD: A value must be provided in this field The field has been designated as "required " by establishing a validity check. You must post a value to this field during an editing or a data entry ses- sion. See Chapter 1 for information on validity checks. Access denied... You will see messages beginning with "Access denied" if you are working on a network and are trying to access an object or directory that you do not have sufficient rights to use. Typically, the problem is not at the program level, but at the network level. For example, you'll get this type of message if you try to make a read-only directory your working directory. See your network administrator if you cannot determine the cause of this problem. Drive not ready. BLINC is attempting to read or write from a disk you have specified, but cannot do so because the drive door is open, a disk is not inserted in the drive, or the drive does not exist. Insufficient disk space for export. TMLM has determined that it cannot Export the data in a table because there is not enough room on the disk or directory you have designated to hold the exported version of the data. Change your working directory or floppy disk, or delete some files before continuing. Insufficient disk space to insert new records. TMLM has determined that there is not enough room on the designated disk to complete an Insert query. Change your working directory or floppy disk, or delete some files before continuing. Insufficient memory for... BLINC has determined that it does not have enough memory available to carry out the operation you have specified. Before continuing, end the current operation and try to increase available memory by clearing the workspace. You can also increase memory by removing any RAM-resident programs you may have installed on your computer. THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 G-52 APPENDIX C INSTALLATION PROCEDURES Before doing anything else with the program, you should make a copy of your program diskettes. The new copy will serve as your operating diskette, and you can store the original distribution diskette for safe- keeping. Please note that copies may only be made for backup purposes or onto your hard disk. INSTALLATION FOR A HARD DISK SYSTEM 1. If you don't see the normal DOS prompt on your screen, then "boot-up" the DOS operating system in the usual manner. If you don't yet know how to do this, please return to your DOS manual for further reading or consult your dealer. 2. Log onto the "A" drive. To do this, type: A: and press the ENTER key. 3. Copy the programs to the hard disk. Do this by typing: INSTALL press ENTER 4. Store your program distribution diskette in a safe place. At this point, you may need to install the program into Windows Type: C: press ENTER CD\WINDOWS press ENTER WIN press ENTER Choose File - New - Program Item - OK Enter BLINC.EXE for the Program Name Enter C:\BLINC for the Working Directory. THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 C-53 INSTALLATION CONSIDERATIONS FOR NOVELL NETWORKS If you have the single user edition of BLINC, you may still install the program on a Novell network. You should take care however that no two users are using the same data files simultaneously to avoid corrup- tion of your data. Each user should be given shared read/write access to the following directories: DOS BLINC DATA USERNAME - where USERNAME is the name of the user. The system should have the drives mapped as: C: - USERNAME D: - BLINC E: - DATA If the user has a local hard disk drive installed, you can use that drive as drive C: rather than mapping a drive to the network. Each user must have a unique drive designated as drive C: to alleviate collisions and corruption of data files. For the INSTALL procedure only, you should map drive C: as the network SYS:\BLINC or specify the drive designation and path after the INSTALL as in: INSTALL D:\BLINC THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 C-54 INSTALLING BLINC FOR MULTIPLE COMPANIES The recommended way to set up multiple companies on the system, is to map DRIVE C: uniquely for each company, drive E: as a unique data area for each company and keep drive D: set to WINDOWS. Each user should then login under the company name. If more than one user is going to work in any given company at one time, each user must have a unique drive C: THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 C-55 ######################### ######################### ######################### SAMPLE MAILING LABELS FORMAT ######################### ######################### ######################### ######################### ######################### ######################### BANK OF SARDIS P.O. BOX SARDIS, GA. 30456 BANK OF WAYNESBORO P.O. BOX 637 WAYNESBORO, GA. 30830 WENDELL BAREFIELD RT.2 BOX 105 WAYNESBORO, GA. 30830 JAMES BAREFIELD RT.1 BOX 213 SARDIS, GA. 30456 CARL BARGERON RT.1 BOX 97 SARDIS, GA. 30456 THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 C-56 FRED BEAUMAN P.O. BOX 112 SARDIS, GA. 30456 THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 C-57 APPENDIX E TECHNICAL SPECIFICATIONS While BLINC has been designed with care and rigorously tested in actual business use, you may have some requirements which the program cannot meet. The information in this appendix is designed to give a programmer the links he needs to make necessary changes to the system. It is expected that you will have a working knowledge of the disk operating system, file I/O, and a background in programming using a language such as BASIC before attempting to modify the program. We can provide telephone assistance as needed but please understand that you will be billed at our going rate for assistance provided in this area. MOVING RECORDS INTO ANOTHER APPLICATION All data records within BLINC are stored as ASCII files in a random access format. If you wish to access the record you may open the file with a record length of 255. In order to import the records into LOTUS or other spreadsheet program you should only need to read the file using the spreadsheet's import feature for sequential files. THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 E-58 WRITING YOUR OWN PROGRAMS This information is provided for programmers who wish to use TMLWIN files with their own programs. Here's a sample BASIC program to show you how to process the Index and Data records in your file. 1 CLEAR 20000:DIM A$(92),R(92),C(92),F(92),D$(92),F$(92),FL(92), D2$(92),F2$(92),F2(92),D3$(92),F3$(92),F3(92),D4$(92),F4$(92), F4(92),IN$(10) 6 DEF FN SS$(AN$)=LEFT$(AN$+" ",INSTR(AN$+" "," ")-1): REM This function strips trailing blanks from a string 7 OPEN"I",1,"COMPANY0.CFG":A$=INPUT$(149,1):PR$=FN SS$(INPUT$(12,1)):DN$=FN SS$(INPUT$(12,1)):IND$=FN SS$(INPUT$(12,1)):FG=VAL(INPUT$(12,1)):BG=VAL(INPUT$(12,1)): BC=VAL(INPUT$(12,1)):CLOSE 1:EXT$=".DAT":REM Get the company setup information as to drive assignments etc. 11 DEF FN H(SE$)=ASC(MID$(SE$,1,1))*97+13+ASC(MID$(SE$,2,1))*113+ ASC(MID$(SE$,3,1))*73+ASC(MID$(SE$,4,1))*32+ASC(MID$(SE$,5,1))*3+ ASC(MID$(SE$,6,1))*2+ASC(MID$(SE$,7,1))*7:REM This function creates a hash code of the key field's data 100 REM TO OPEN A FILE GOSUB 2100 110 REM TO OPEN AN INDEX GOSUB 2700 120 REM TO RETRIEVE NEXT ITEM IN THE SELECTED RECORDS GOSUB 2600 130 REM TO SEARCH FOR A RECORD GOSUB 1200 1200 IN$=LEFT$(DF$,10)+".I"+IN$(L1):GOSUB 2200:IN$=SE$:GOSUB 1600: S1$=IN$:J=LI:S1$=S1$+" ":S1$=LEFT$(S1$,7):S2$=MKI$(FN H(S1$)):FOR X3=X1 TO 32:GET BN+1,X3 1202 I=INSTR(BE,H$,S2$):BE=BE+2:IF I>0 THEN R2=((X3-1)*125)+((I+1- )/2): GET BN,R2:ON BN GOTO 1250,1260,1270,1280 1203 BE=1:NEXT:G=0:RETURN 1204 IF BE<256 THEN 1202 1205 FOR X=RN+1 TO LR:GET 1,X:IN$=D$(LI):GOSUB 1600:G=INSTR(IN$,S- E$):IF G>0 THEN RETURN ELSE IF INKEY$=CHR$(27)THEN RN=1:GOTO 3060 ELSE NEXT:RETURN 1210 IF LOF(1)=0 THEN RETURN ELSE GET 1,RN:FOR LI=1 TO NU: A$(LI)=D$(F(LI)):LOCATE R(LI),C(LI):PRINT FN CL$;:LOCATE R(LI),C(LI) :PRINT A$(LI);:NEXT:RETURN 1250 IN$=LEFT$(D$(ID),LEN(SE$)):GOSUB 1600:IF IN$=SE$ THEN G=5:BE- =I+2: RETURN ELSE BE=I+2:GOTO 1202 1260 IF D2$(I2)=SE$ THEN G=5:BE=I+2:RETURN ELSE GOTO 1202 1270 STOP 1280 IN$=LEFT$(D4$(I2),LEN(SE$)):GOSUB 1600:IF IN$=SE$ THEN G=5:BE=I+2: RETURN 1290 GOTO 1202 THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 E-59 2100 DF$=D1$+".IDX":FL=0:OPEN"I",1,DF$:INPUT #1,Z1:FOR X=1 TO Z1:INPUT #1,F$(X):FL(X)=VAL(MID$(F$(X),30,3)):FL=FL+FL(X):NEXT:C- LOSE 1:IF D$<>"" THEN D1$=D$:LOCATE 1,46:PRINT D1$ 2105 LOCATE 21,1:DF$=DN$+D1$+EXT$:OPEN"R",1,DF$,FL :LR=INT(LOF(1)/FL):X1=0 2110 FOR LI=1 TO Z1:FIELD 1,(X1)AS DU$,FL(LI)AS D$(LI):X1=X1+FL(L- I):NEXT 2113 FIELD 1,FL AS A$ 2115 IF LR=0 THEN RETURN ELSE RN=LR:GET 1,RN:IF A$=STRING$(FL,32) THEN LR=LR-1:GOTO 2115 2116 RETURN 2120 CLOSE 2:DF$=D2$+".IDX":F2=0:OPEN"I",2,DF$:INPUT #2,Z2:FOR X=1 TO Z2:LINE INPUT #2,F2$(X):F2(X)=VAL(MID$(F2$(X),30,2)):F2=F2+F2(- X):NEXT :CLOSE 2:IF D$<>""THEN D2$=D$ 2125 DF$=DN$+D2$+EXT$:OPEN"R",2,DF$,F2:L2=INT(LOF(2)/F2):X1=0:FOR LI=1 TO Z2:FIELD 2,(X1)AS DU$,F2(LI)AS D2$(LI):X1=X1+F2(LI):NEXT:- X1=0 2127 IF L2=0 THEN RETURN ELSE R2=L2:GET 2,R2:IF LEFT$(D2$(1),4)=" "OR ASC(D2$(1))=0 THEN L2=L2-1:GOTO 2127 2128 RETURN 2200 IF IN$=IG$ THEN RETURN ELSE CLOSE BN+1:IG$=LEFT$(DF$,10)+"- .I"+ IN$(L1):OPEN"R",BN+1,IG$,250:FIELD BN+1,250 AS H$:RETURN THE FILES ON YOUR PROGRAM DISK This information is provided so that you'll know the function of each file and program in the BLINC system. BLINC consistently names each particular kind of file for quick verification of its purpose in the system. The last three characters of a file will identify its use. BAS - VISUAL BASIC program source code EXE - the compiled version of the BASIC code BAT - a batch file, used by the system to execute DOS funtions BIN - an assembly language module which is called by the program COM - an assembly language module which can also be executed directly from DOS CFG - a data file which is used for storing configura- tion para- meters and reports DAT - your data which you have entered Ixx - an index to a file with the numbers 'xx' identi- fying the field in the file which is indexed THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 E-60 *** A *** address 1 7-5 address 3 7-5 addressee 7-5 *** B *** backup 4-2 Backup Menu 3-5 *** C *** caps lock 5-8 change system date 3-5 comments 7-6 constant 4-6, 4-8 CTRL left arrow 5-8 CTRL right arrow 5-8 Cursor Control Movements 5-8 up arrow 5-8 down arrow 5-8 right arrow 5-8 left arrow 5-8 CTRL left arrow 5-8 CTRL right arrow 5-8 Enter 5-8 Ins 5-8 5-9 del 5-7 Home 5-7 End 5-7 CONTINUE 5-4 *** D *** define selection format 4-7 DELete 5-9 DELETE 5-5 dos prompt 4-1 down arrow 5-7 THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 G-61 *** E *** EDIT 5-5 end 5-7 Enter 5-8 ENTRY SCREENS Have system select records 5-17 Sorting records 5-20 *** F *** field # 4-4, 4-7 *** G *** GET 5-2 *** H *** HARDCOPY 5-9 have system select records 5-13 5-16, 4-4 home 5-7 *** I *** index files 9-9 INSert 5-8 5-9 installation C-1 *** K *** *** L *** left arrow 5-8 *** M *** Mailing List Manager 3-24 Mailing List Menu 3-24 THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 G-62 mailing labels 7-1 Management Functions Menu 3-4 master account maintenance 7-7 master files 7-1 Master Menu 3-3 MENUS Master Menu 3-3 Select Records Menu 5-14 *** N *** name 7-4 NEXT 5-2 next line 4-8, num lock 5-9 *** O *** overview 1-7 *** P *** Pg Dn 5-7 Pg Up 5-7 phone 1 7-10 phone 3 7-10 PREVIOUS 5-2 print 6-32 Printing a Report 4-1 select all records 4-3 select block of records 4-3 have system select records 4-4 use defined selection format 4-7 *** Q *** *** R *** related to 4-7 RELATIONSHIPS THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 G-63 EQ 4-4, 4-7 GT 4-4, 4-7 LT 4-4, 4-7 GE 4-4, 4-7 LE 4-4, 4-7 NE 4-4, 4-7 CO 4-4, 4-7 CI 4-4, 4-7 RL 4-4, 4-7 REPORTS print address file 6-13 RETURN 5-5 right arrow 5-7 roladex cards 3-5 *** S *** salutation 3-24 salutation file 3-27 Screen Menu Options See NEXT record 5-2 See PREVIOUS record 5-2 GET record to screen 5-2 SEARCH file for record 5-3 CONTINUE search for next match 5-4 ADD record to file 5-4 DELETE record from file 5-5 EDIT record on screen 5-5 TOTAL records in file 5-5 RETURN to Master Menu 5-5 Print HARDCOPY of screen 5-9 using the ESCape key 5-9 Update 5-6 scroll lock 5-9 SEARCH 5-3 select all records 4-3 select block of records 4-3 select codes 3-26 Select Records Menu 4-2 setup Chapter 2 THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 G-64 software license 1-3 sorting records 4-9 startup C-1 Status of the Special Keys 5-8 summary of Cursor Control Movements 5-8 System Setup Appendix C & Chapter 2 *** T *** TOTAL 5-5 *** U *** up arrow 5-8 use defined selection format 4-7 use last selection format 4-8 *** V *** *** W *** Warranty Agreement 1-3 *** Y *** *** Z *** THE TOTAL MAILING LIST MANAGER Rev. 1 March 20, 1993 G-65