SEE CHAPTER 1 BELOW FOR INSTALLATION INSTRUCTIONS!
Contents:
Welcome to WPMerger
Chapter 1: Before You Begin
Chapter 2: Creating a Databasei
Chapter 3: Editing a Database
Chapter 4: Organizing a Database
Chapter 5: Creating a Word Processing Merge Document
Chapter 6: Selecting Records and Merging
Chapter 7: Importing and Exporting
Chapter 8: Advanced Topics
Command Reference:
WPM Menu
File Menu
Edit Menu
View Menu
Select Menu
Utilities Menu
Appendix A Hardware Requirments
Appendix B Function Keys and Keyboard Commands
Appendix C Usering WPMerger with Other Programs
Appendix D Capacities
Appendix E Error Messages
Limits of Liability:
Information is this manual is subject to change without notice and does not represent a commitment on the part of Gemini Software.
Every effort has been made to supply complete and accurate information. However, Gemini Software assumes no responsibility for its use, nor for any infringements of patents or other rights of third parties which would result.
Trademarks:
IBM is a registered trademark of International Business Machines Corporation.
Word and DOS are registered trademarks of Microsoft Corporation.
WordPerfect is a registered trademark of WordPerfect Corporation.
WordStar is a registered trademark of MicroPro International Corporation.
Sprint and Paradox are a registered trademarks of Borland International, Incorporated.
dBASE and RapidFile areis a registered trademark of Ashton-Tate, Incorporated.
PFS Professional Write and PFS First Choice are registered trademarks of Software Publishing Corporation.
WPMerger is a registered trademark of Gemini Software.
This preface discusses philosophy and applications, terminology, and the program manual and how to use it.
Philosophy and Applications:
WPMerger (Word Processor Merger), when used with any popular word processor, is a data management and reporting system. By combining WPMerger data management capabilities with the text formatting and reporting capabilities of your word processor, you can manipulate data to create profes sional looking management reports, form letters, and mass mailings. WPMerger is an intuitive, easy to learn an use program that allows anyone to create a data management and reporting system quickly and easily.
There are two aspects to any data management system: data management and reporting. WPMerger performs the data management aspect and your word processor handles the reporting. Your word processor uses a process called merging (handled through the built-in data merge facility) to generate reports.
Generally, word processors are designed to manipulate text, not data. Consequently, the process of data input, sorting, viewing, and selection, i.e. data management, with a word processor alone is very difficult. Therefore, WPMerger, which supports most popular word processor programs, is used to manage data while your word processor is used to print it.
The Merging Process:
Before the process of merging can be discussed, the components of a merge must be defined. A merge data file is a file of data records created by WPMerger, by choosing the database records that you would like to merge with your word processor merge document. A merge document is a word processor document created in your word processor that contains merge commands within the text that correspond to field names pre sent in your database.
The process of merging is the joining of two different components. In our situation, it is the combining of the WPMerger merge data file with the word processor merge document. Your word processor program combines the two files to produce a report, consisting of multiple versions of the merge document. Each version of the merge document is constructed from a different record in the merge data file. Therefore, the final report will contain, for each record in the merge data file, a version of the original merge document. And each version in the final report contains unique information that relates to its corresponding record in the merge data file.
An example: A merge data file consists of 3 records that you have chosen from a database. All of these records are merged with a single word processor merge document. Once the merging process is complete, a total of 3 versions of the original merge document are produced. Each version would contain unique information that corresponds to one of the records in the database.
Applications:
WPMerger has many different applications. Use WPMerger for your mass mailings, client correspondence, billing, business documents, and legal documents as well as for your mailing labels and envelopes..The program can efficiently handle your big jobs containing thousands of records, as well as your small ones.
The data entry system in WPMerger is easy to use that you can use WPMerger to create your databases, either from scratch or by directly importing the fields from an existing word processor merge document.
Although WPMerger is a stand-alone database program it also can be used as a front- or rear-end processor. As a front-end processor data may be entered via WPMerger and exported to another data format. If you need a convenient way to print information from another data format, data can be imported into WPMerger and be printed with your word processor.
WPMerger Versatility:
WPMerger databases can be created in a variety of ways. The program allows you to utilize the work that you have already done by importing files. It also allows you to easily create them with WPMerger.
WPMerger databases can be created from scratch, by extracting field names from an existing word processing merge document, by importing existing merge data files, or by importing from popular database programs
Capabilities
The program is uniquely designed to easily work with large quantities of information. Each database can consist of up to eight screens with the capability of storing over 2 billion records. Each record can contain up to 256 fields and be as large as 4096 bytes. WPMerger offers in addition to the common field types found in many programs, many unique field types such as telephone, date, state, and Yes/No. You can quickly merge thousands of records with your merge documents with relative ease. Whether your database records consist of only a few data fields or hundreds.
About the Manual:
This manual is divided into eight chapters, each covering basic procedures and examples of the topics discussed in the chapter. A Command Reference section that explains how to use the menu commands is located after the chapters, and is followed by a glossary listing common terms.
How to Use the Manual:
Read this manual when you are first getting to know WPMerger. The manual will help give you an understanding of how you can fully utilize the program as well as gain creative insight to your applications.
Although the program is very intuitive and has an extensive online context-sensitive help facility, you may need to refer to this manual for detailed explanations. The help facility provides reference pages for each help item, giving fast and easy access to information in the manual.
All users should familiarize themselves with the preface Welcome to WPMerger and Chapter 1 in order to install WPMerger and begin using the program.
If you are unfamiliar with creating a database and editing a database, entering data into a database template, making a merge data file and merging its data into one of your word processor documents, import or export a database, using the menu systems and menu commands, read Chapters 2 and 3 and use one of the sample databases as you follow the chapters.
WPMerger Screen:
Each template page is surrounded by a double-lined border. The name of the currently used user configuration and loaded database is displayed in the lower right border. The current sort field is displayed in the lower left border.
WPMerger offers both a conventional-type menu system and a pulldown menu system. The menu systems are selectable by selecting the Program Options command in the OPTIONS menu. If you use the conventional type system, the row of available menu commands are displayed below the lower screen border. If you use the pulldown menu system the menus are displayed on the top screen line and their respective menu commands are pulled down when a menu is selected.
A listing of the function keys can be optionally displayed on the line just below the border. The Function Key Bar can be turned on and off by using the Program Options command in the OPTIONS menu. The size of the template screen is reduced by one line to accommodate the displayed Function Key Bar.
The time and date can be optionally displayed, flush right, at the top screen line. The time and date can be turned on and off by using the Program Options command in the OPTIONS menu.
When modifying the template, the name of the field at the cursor position is displayed in the lower left border. The page number (or screen) number, line, and column of the current cursor position are displayed in the lower left corner of the screen. The template modification function keys are displayed below the border, whether the function key bar display is turned on or off.
The status line is located below the lower screen border and is reserved for the various codes that are described below:
rcds Number of records in the loaded database
NUM Num lock on
CAPS Caps lock on
INS Insert mode on
pg Page (or screen) number
ln Line number at cursor position
co Column number at cursor position
Chapter 1
Before You Begin.
This chapter explains how to:
install the program
start the program
-select program video
-set an initial configuration
use a sample template/database
access the online help facility
access the online info facility
save information
Installing WPMerger
WPMerger can be installed either to a hard drive or a formatted 360K floppy diskette (or larger). The instructions for both types of installation are the same. Once installed, store your original program diskettes in a safe place.
The program requires about 350K of disk space and runs on a system with at least 384K RAM. The install program will abort if your destination drive does not have enough disk space to store WPMerger.
Installation Procedure:
Start your computer with DOS.
Insert your program diskette drive A.
Log to the drive letter where WPMerger will be installed. For example, if installing to a hard drive enter -> C:, press [ENTER].
Enter A:INSTALL, press [ENTER].
Additional installation instructions can be found in file README in the \WPM directory or on the program diskette. This file contains information about system requirements.
In order to run WPMerger (and most word processors) a 'FILES=25' command (line) is required in file 'CONFIG.SYS' located in the root directory of your boot disk (usually C:). Use your word processor to edit/create this file. IMPORTANT: Make sure you edit and save this file in text (or non-document) mode.
Also, the 'Path' statement in file 'AUTOEXEC.BAT' should be modified in order to be able to start your word processor in a directory other than where it resides. Usually this procedure is done when you install your word processor. However, you should check to make sure it has been done at this time. For Example, if the path statement looks like:
path c:\;c:\dos
you should append 'c:\wp' (wp is the directory name where you word processor is stored) to the end of the path line:
path c:\;c:\dos;c:\wp
After you have updated these files re-boot your computer (CTRL-ALT-DEL); changes to these files take effect the next time your machine has been re-booted.
Initial Program Startup
To start the program enter WPM from the appropriate drive letter. If, for example, you are starting the program from your hard disk, log to C: and enter WPM, press [ENTER].
When the program is started for the first time, you are asked to select your computer video, and set an initial user configuration. The following three sections guide you through these procedures.
Refer to the section titled 'Using the Menu Systems' in the Command Reference for specifics regarding using the program menus.
Setting Program Video
Setting the program video is the first thing to do after starting WPMerger for the first time. After the Video Selection prompt box appears onscreen, use the vertical cursor keys and press [ENTER] to select the video for your system. Once the initial starting procedure is complete, you can change the program video by selecting the Video Selection menu command in the OPTIONS menu.
Available Video Selections:
Default display mode (display before starting WPMerger)
Monochrome
Color (standard CGA, EGA, or VGA); choose a color palette from the eight available color palettes
Enhanced color mode (EGA-43 line)
Enhanced color mode (VGA-50 line)
LCD (laptop)
If the "Color" or "Enhanced Color" selections are selected, choose a color palette from the Color Palette prompt box by using the vertical cursor keys, press [ENTER]. Once a selection has been made the screen is re-painted with the newly selected colors. Simply select another palette by repeating the selection procedure. Press [ESC] when you are satisfied with the currently selected palette (and its colors are onscreen).
Refer to the section titled Video Selection in the Command Reference for more information about the various color palettes and their descriptors.
Using an Initial User Configuration:
Directories are established in User Configurations. It is suggested that your databases are in a subdirectory, \DATA, off the root directory \WPM. It is also suggested that your word processor merge documents are placed in a subdirectory, \DOCUMENTS, off the root directory \WPM.
You can, however, place the merge documents under your word processor directory. Setting up your merge system this way will not affect the usage of WPMerger .
Much the configuration information has been defaulted. Change any item in the window that needs to be changed. Press [ENTER] to go to the next prompt.
Use the vertical cursor keys to select your word processing program, press [ENTER].
Enter the document extension name that you are using or will use for your word processor merge documents, press [ENTER]. The document selection that you enter will determine the word processor merge documents that will be available to you when you go to merge. For example, to make all documents selectable leave the prompt blank or enter *.*, or if you are using (for Microsoft Word, use *.DOC, for Sprint use *.SPR). If you decide to give a unique extension to your merge documents, like enter that extension in this prompt (e.g. .MRG).
Enter the path (i.e. drive letter and directory) for your WPMerger databases, press [ENTER].
Enter the path (i.e. drive letter and directory) for your word processor merge documents, press [ENTER].
Enter a name for your merge data files that you make with WPMerger, and press [ENTER]. The default merge data file name is MERGE.DAT, does not have to be changed. The name you specify in this prompt is the name given to all merge data files you create using this user configuration and can be changed at the time you merge.
Enter a name for field list data files. A field list is a list of all the field names in a database that is sent to your word processor to facilitate creating merge documents. The default name is FIELDLST.DAT and does not have to be changed. The name can be changed at the time a field list is generated without changing the default name specified.
When finished entering components, press [F10] to exit the window and save.
Once an initial configuration is complete, you can begin using the program. It is recommended that you peruse the information facility (Information command in the WPM menu) before you begin using the program.
Setting Program Options:
The user definable characteristics for WPMerger are defined by selecting the Program Options command in the OPTIONS menu. Use the vertical cursor keys or press [ENTER] to locate the desired characteristic. The prompts that are followed by a question mark require a [Y] or [N] to be entered.
Refer to the section titled Using the Menu Systems in the Command Reference for specifics regarding using the program menus.
The following options are available:
Pulldown or Conventional Menu System
Function Key Bar Display
Date Display
Time Display
Date Separator Character
Sound On or Off
Remember Cursor Position for Record Editing
Field Filler Character
Select Document When Calling Your WP
Merge File Sequence Variable Name
Backup and Restore Diskette Drive
Printer Setup
Printer Page Length and Width
Using a Sample Database
WPMerger installs with two sample databases. Use them to become familiar with the program. You can also use any of these sample templates for your own use.
The program diskette has two sample databases with records and a sample merge document. The merge document is compatible with the database Office only and has versions for all word processors currently supported. The sample databases are:
ADDRESS - a sample home address database
OFFICE - a sample office client database
The sample merge documents are:
(For use with the database office only)
SAMPLLTR.WP5 (for WordPerfect 5.0)
SAMPLLTR.WP4 (for WordPerfect, Pre-5.0 version)
SAMPLLTR.DOC (for Word )
SAMPLLTR.SPR (for Sprint)
SAMPLLTR.ED (for PC-Write)
To use a sample database:
Choose the Load command in the FILE menu.
Select one of the databases from the Load Database window.
Follow the manual through the various topics with the loaded database to assist in learning to use the program.
Online Help:
Obtain online help by pressing [F1] at any time. The Help menu command in the WPM menu explains how to utilize the help facility. A specific manual reference page for each help topic is displayed in the upper right corner of the Help window. Press [ESC] to return to the program.
Online Information:
The Information command gives access to an online information facility that explains the various procedures and functions available in the program. Infor-mation is accessed by selecting the Information command in the WPM menu.
To use INFORMATION:
Choose the Information command in the WPM menu.
Select the desired information topic from the Information Topics Directory window, press [ENTER].
Use [PgUp] and [PgDn] to access multiple pages.
When you are finished, press [ESC] to return to the program.
Chapter 2, Creating a Database.
This chapter explains how to:
start the program
resume your work from the previous session
view a database in different ways
use a sample application template
plan a new database
create a new database
enter data
Overview:
Program Startup:
Enter WPM at the appropriate drive letter to start the program. If, for example, you are starting the program from your hard disk, log to C:, enter WPM, and press [ENTER]. To exit the program to DOS, choose the Quit menu command in the FILE menu.
Refer to the section titled Using the Menu Systems in the Command Reference for specifics regarding using the program menus.
Using the Resume Command
The Resume command in the FILE menu allows you to continue the work from the previous work session. When you quit WPMerger , the program remembers the database and the last onscreen record you were working in. The next time you start WPMerger and select the Resume command, the program opens the necessary files for you so you can resume your work.
Viewing Formats
There are two formats available to view a database: Template and List.
Template format (the default format) allows you to view a database record-by-record, one at a time. The data is displayed within brackets to the right of the respective field prompts. In Template format, you are able to carry out any of WPMerger procedures, i.e. editing data, etc. List format allows you to view many records at once. All record data in List format is displayed in a tabular fashion with prompt names heading each column of field data. List format is reserved for viewing only and data editing is not allowed.
To view the records in List format:
Choose View in the VIEW menu.
Use [PgDn] and [PgUp] to access information on multiple screens.
Use the lateral cursor keys to access information laterally.
Press [HOME] to view records at beginning of current sort.
Press [END] to view records at the end of the current sort.
Press [ESC] at any time to return to Template format.
Planning a Database Template
In order to effectively utilize your time and energy, it is important to carefully plan your database template before you begin to implement it. Make sure your template includes all the fields for every word processing document you plan to use with it. You can, of course, change fields later, but fields are most effectively implemented at the time when you create your database.
If you already have a library of documents that utilize data merging, compile a list of fields that are currently defined. Compiling a list of fields can become laborious. So you can use WPMerger to the extract fields for you and place them directly on a new template. Select the New menu command in the FILE menu and answer Yes to the Field Extraction prompt.
Setting Up a New Database Template
When you choose to create a new database, you are asked to give it a name. Choose the new database name carefully to help you remember its name at a later time. Names can have a maximum of 8 characters and cannot have periods (.) or spaces.
New databases must be created within a user configuration. Note that a database is created in the directory that is specified in the selected user configuration. Select the user configuration that you plan to use with the new database from the User Configuration Selection prompt box.
New database templates can be created by either extracting fields that exist in one of your word processing merge documents or by creating a template from scratch, field by field.
The following points apply to creating a new template:
Fields are formatted one every other line on the screen, with the field prompt displayed flush left followed by the data field (separated by two spaces).
When extracting fields, the default field length for each field is defined to the end of the screen line.
Field location is very important. Placing more than one field on a line allows you more effective use of your computer screen, as more information may be accessed on any single screen. Therefore, once you have entered the fields onto the template, use the Template Modification menu command in the EDIT menu and press [F6] for the Move Field command to move the fields around.
Creating a Database from Scratch
To create a new database from scratch, use the New menu command in the FILE menu. When you are not extracting fields from a word processing merge document, you must enter all of the fields and their respective field characteristics manually.
Having chosen the New command, answer No to the Field Extraction prompt. Give the new database a name and assign it a configuration in the New Database window. Then, simply enter the various field characteristics after each prompt in the Add Field window. For specifics about entering field characteristics refer to the following section.
To create a database from scratch:
Choose New in the FILE menu.
Answer No in the Extracting Fields prompt box.
Enter the desired name in the New Database window.
Select the user configuration that you plan to use the new database with in the New Database window.
Begin entering fields and their respective characteristics in the Add Field window.
Press [ENTER] after the last field characteristic to add the field to the template.
Press [ESC] when finished entering fields.
Change field locations by choosing Template Modification in the EDIT menu (then press [F6]).
Defining Field Characteristics
Field characteristics are the user-definable qualities given to a field that makes one field different from another. These characteristics dictate how the field looks and the kind of data that can reside in each field. Field characteristics are defined in the Add Field and Edit Field windows.
Field characteristics include:
field prompt
field name
field type
character input styles
field length
a field's sortability
record entry default (optional)
user notes (optional)
Enter the field prompt after the prompt Add Field window. Field prompts can consist of letters, numbers, spaces, and symbols. Their only function is to help the user define the data that will reside in the field. You can use any amount of characters in the field prompt.
Enter the field name after the prompt in the Add Field window. The field name is the database reference that the word processor recognizes for merging. Field names can have a maximum of 18 characters and no spaces. Note that these are field name limitations set by word processor programs.
Choose the field type in the prompt box above the Add Field window. All the different field types have default field lengths and some have character input styles and data display defaults. All of these characteristics are changeable.
Available field types:
Text
Numeric
Date
Telephone
Yes/No
Male/Female
True/False
Time
State
Zip Code
Data entered in Text type fields appear flush left within the brackets. Text formatted fields allow you to enter both letters and numbers. The default field length for Text type is 20 characters. Choose the character input style from the prompt box above the Add Field window.
Character input characteristics for Text type are:
Initial capitalization of all words
All uppercase
All lowercase
No input style
Data entered in Numeric type fields appear flush right within the brackets. Fields formatted as numerical allow you to enter numbers only. The decimal place has a default of two places. The default field length for Numeric type is 10 characters.
Dates can be entered in either American or European format. Character input styles are set when creating a field. Dates are displayed so that dashes or hyphens (set under Program Options) are automatically placed between them after they are entered. The current date displayed onscreen shows the date separator that is currently selected in Program Options. The minimum field length for a date formatted field is eight characters. The default field length for Date format is an unchangeable 18 characters.
The current system date can be automatically entered into a date type formatted field by pressing the [TAB] key at the field (see tabbing previous data). This feature is functional only when there has been no previous data entered into the field at that time.
Character Input styles for Date type are:
American e.g. MM/DD/YY
European e.g. DD/MM/YY
Display formats for Date type are:
short e.g. 03/28/88
short written e.g. 28-Mar-88
standard e.g. March 28, 1988
European (or military) e.g. 28 March 1988
legal e.g. the 28th day of March of 1988
Telephone type can be used only with the thirteen digit American telephone system. Telephone extension numbers and international telephone numbers should employ a different field, with text type format. Choose the display format with telephone type in the prompt box above the Add Field window. Telephone number entries are displayed so that dashes and parenthesis are placed automatically after the number is entered. The field length for telephone format is a non-changeable 14 characters.
Yes/No field type
Fields formatted with Yes/No field type are specific fields that answer a question or condition as either yes or no (or on or off). The default field length for Yes/No type is an unchangeable 1 character. Data entry in Yes/No type field is limited to either a 'Y' or an 'N'.
Yes/No fields are useful when applying conditional logic to merge documents. An example of using conditional logic is the use of Include Paragraphs: if in a record, a 'Y' is present in the Yes/No formatted field, then include (or print) paragraph named xxx.
Yes/No fields are useful in many applications such as:
Does the person have a spouse?
Is this company a very good client?
Send a Christmas card to this person?
Is this account a preferred account?
Does this female prefer the salutation 'Ms'.╙
Male/Female field type
Fields formatted with Male/Female field type are specific fields that qualify a person╒s gender. The default field length for Male/Female type is an unchangeable 1 character. Data entry in Male/Female type field is limited to either a 'M' or an 'F'. Male/Female fields are useful in correspondence for personalizing salutations.
True/False field type
Fields formatted with True/False field type are specific fields that answer a condition as either true or false. The default field length for True/False type is an unchangeable 1 character. Data entry in True/False type field is limited to either a 'T' or an 'F'. In other database programs this field type is referred to as a logic or logical field.
Data entered in Time type fields can be entered in standard time (0-12 hrs; AM/PM) or military time (0-24 hrs) and can be set by you when you create a field. The default field length for Time format is an unchangeable 6 characters.
Display defaults for Time type are:
standard e.g. 1:43 PM
military e.g. 13:43
When entering time in:
Standard time: if you enter an 'a' or a 'p' after the entered time, 'AM' or 'PM' will automatically appear in the field, provided the field length is at least 6 characters in length.
Military time:
the numbers will appear the same as they are entered.
State formatted entries appear flush left within the brackets. The default field length for State format is an unchangeable 16 characters.
If the official state abbreviations are used, any state in a State type field will automatically be printed out in longhand after being entered and when merging. Therefore, enter the two character abbreviations when entering states. If you want to enter a state longhand the program will check the spelling to make sure the entry is correct. The official state and Canadian provincial abbreviations are listed in Appendix F.
Zip Code field type
Zip Code formatted entries allow only numbers to be entered. The default field length for Zip Code field type is an unchangeable 10 characters.
When a nine digit number is entered a hyphen is placed at the appropriate location in the code. If five letter digit codes are entered the code appears flush left in the field.
Each different field type has a default field length and for some fields this length is unchangeable. Once you select a field type, the default length will automatically appear after the field length prompt. You may change this number at the time you are creating or later when editing your template by pressing [F4] after selecting the Template Modification menu command in the EDIT menu.
Setting Sortable Fields.
Define fields as sortable by simply selecting Y after the sort prompt box in both the Add Field and Edit Field windows. You may select up to 10 different fields to sort your records.
Fields defined as unique sortable fields are those that do not allow duplicate data entries in their field. A sortable field that is defined as unique can only be left blank in one record. All or none of the ten possible sortable fields can be defined as unique.
Entering Record Entry Defaults
Each field in the template can be assigned a record entry default. Assign a default to the fields that will have similar data from record to record. These defaults facilitate data entry by not having to enter the same data over and over for each new added. When a new record is brought up onscreen, the data entry defaults are automatically placed in the informational fields. Simply type over the existing default if it does not pertain to the record.
The User Notes prompt is reserved for any notes about the field itself or about the data that it may contain. For example, you may wish to enter the date the field was added or the person's name that added the field. The information in this prompt is not displayed onscreen in the template and can only be accessed in the Edit Field window. The user notes information is printed when printing the database template.
Creating a Database from a Merge Document
To create a new database from an existing word processing merge document, use the New menu command in the FILE menu. Answer Yes to the Field Extraction prompt. Enter the document and its path (drive letter and directory) and WPMerger reads the document and automatically retrieves all of the fields and places them flush left on the new database template.
Give the new database a name and assign a configuration to the database in the New Database window. Names can have a maximum of 8 characters and cannot have periods (.) or spaces.
Enter the field characteristics for each field once the field extraction procedure is complete. The field name and the field prompt will be identical by default, but you can change them when entering field characteristics. Refer to the previous section in this chapter titled Defining Field Characteristics for more information about field characteristics.
To add additional fields after you are finished with entering field characteristics, press [F3] after selecting the Template Modification menu command in the EDIT menu.
To create a database from a document:
Choose New in the FILE menu.
Answer Yes in the Extracting Fields prompt box.
Enter the exact name of the word processing document, the word processing program, and its path.
Enter the desired name in the New Database window.
Select the user configuration you plan to use with the database from the New Database window.
Enter field characteristics for each field.
Begin adding records.
Data Entry
Entering data is accomplished the same way that it is normally done in any word processor program. When you use [INS] to insert information, ╥INS╙ will appear in the lower right border of the screen. Use [DEL] to delete entered information at the cursor position. Use [ENTER] or [cursor down] to move the cursor to the next data entry location on the template.
The various keyboard commands for data entry are listed in Appendix B and are available onscreen in the Information facility, and by requesting help while editing and adding records.
Insert Mode
Like most word processor programs, WPMerger uses an insert mode ([INS] key) which can be toggled on and off by the user. When in insert mode, the cursor becomes a blinking block and 'INS' appears on the status line of the screen.
Tabbing Previous Record Data
Using the [TAB] key can become very useful when you find yourself entering the same information in a field from record to record, and you have chosen not to use a record entry default. When entering data, pressing [TAB] instead of [ENTER] will copy the field data from the previous record and place it in the current record. Note that this feature is only functional when no data is present in the field.
The current system date can be entered automatically by utilizing the [TAB] key on a date type field. This feature only functions when information has not been previously entered at the time the tabbing procedure is used.
Accessing Multiple Screens
When a database consists of more than one screen, press [PgDn] to page to the next screen and [PgUp] to page to the previous screen. To page to the next record, press [CTRL]-[PgDn] and press [CTRL]-[PgUp] to page to the previous record. When multiple screens are present and you are on the last screen of the record, you can press [PgDn] (just as [F10]) to save the record.
Data Entry in Unique Sortable Fields
A unique sortable field is a sortable field that does not allow duplicate data entries. The program does not allow a record to be saved when another record exists with the same entered information. A sortable field can be defined by the user as unique in the Edit Field and Add Field windows.
Record Entry Defaults
To facilitate data entry, you may default the contents of any field by using the Record Entry Defaults menu command in the EDIT menu. You can set record entry defaults for any fields in the database. For example, if the majority of the addresses in a database are from a given state, you can save time by naming an entry default to that field. Therefore, when entering a new record, fields that have data defaults will automatically contain the default information. Simply type over the information if it does not apply to the new record.
Setting a Cursor Position Default
To facilitate data entry after adding a new field, default the cursor position to ╥Same Field╙, by choosing the Program Options menu command in the OPTIONS menu. This places the cursor at the same field as the previous onscreen record when a next or previous record is called up.
Chapter 3 Editing a Database
This chapter explains how to:
edit the template
-change field characteristics
-add and delete fields
-move fields
-copy fields
Overview
Editing a database is a common procedure. You may find that you will spend more time editing your databases than merging their information. New information will need to be added, old information will need to be replaced, and incorrect information will need to be changed.
Template editing
A database template consists of all of the field prompts and their respective empty data entry fields (enclosed by brackets) in a given database. Just as it is possible to add, edit, copy, and delete records, these same functions can be applied to database fields.
Editing Fields
All of the field characteristics, except location, can be changed by using the Edit Field command ([F4]). Choose the Template Modification menu command in the EDIT menu and press [F4]. Field location can be changed by using the Move Field command ([F6]).
To change field characteristics:
Choose Template Modification in the EDIT menu.
Position the cursor within the field you wish to change.
Press [F4].
Use [ENTER] or cursor keys to go to the field characteristic you would like to change.
Make the desired changes.
Press [PgDn] or press [ENTER] after the last prompt to call up the next field in the template if desired.
Press [ESC] when you are finished editing existing fields and would like to make other edits to the template.
or...
Press [F10] to save changes if you are finished modifying the template.
Refer to the following discussion for changeable Field Characteristics. Also refer to the section titled Defining Field Characteristics in Chapter 2 for more information about field characteristics.
Field Prompt.
The field prompt is the name that exists in the template, but is not used by the word processor. A field prompt╒s sole purpose is to aid the user by identifying fields onscreen. Prompt names can consist of spaces, letters, numbers, and/or symbols. You are not allowed to use double spaces.
Field Name.
The field name is not displayed in the template, but is used by the word processor program for field identification. Field names can have a maximum length of 18 characters and can contain no spaces.
Field Type.
The field type given to a field dictates the type of information that can exist in the field. For the available field types refer to the section titled Defining Field Characteristics in Chapter 2.
Field Length.
Choose any length greater than zero. If you decrease the field length you run the risk of truncating the data in the field (when the information in a field is greater than the entered field length). The field types Telephone, Zip Code, Yes/No and Male/Female, do not allow you to change the field length.
Setting Sortable Fields.
You can set as many as 10 sortable fields. To make a field sortable, enter Y after the prompt.
Record Entry Defaults.
Each field in the template can be assigned record entry defaults. Assign defaults to the fields that will have similar data from record to record. These defaults facilitate the process of data entry by not having to enter the data for each record added. When a new record is brought up onscreen, the data entry defaults are automatically placed in the informational fields.
The user notes prompt is reserved for any notes about the field itself or about the data that it may contain. The information in this prompt is not displayed onscreen in the template and can only be accessed in the Edit Field window. The notes information is printed when printing the database template.
Setting a Sort Filter
Refer to Chapter 2, pages# for specifics about setting a sort filter.
Adding Fields
Fields can be added to the template at any time by simply choosing the Template Modification command in the EDIT menu, the pressing [F3]. Always position the cursor to the desired position for the new field before you press [F3]. A field can not be added over the top of another field. Fields can be added to the template only one at a time (unlike adding fields to a new database when there is an add field mode).
To add a field:
Choose Template Modification in the EDIT menu.
Position the cursor to the desired location of the new field.
Press [F3].
Enter field characteristics in the Add Field window.
Press [ENTER] after the last window prompt to complete the addition.
or...
Press [F10] to save changes if you are finished with all the desired template modifications.
Hint: To facilitate entering data for the newly created field, you can default the cursor position to 'Same Field' by using the Program Options command in the OPTIONS menu. Refer to the section titled Setting Program Options in Chapter 1 for more information about setting default cursor positions. This will save a great deal of time by bringing you to the same field each time you call up the next record.
Deleting Fields
Any field can be deleted when it is no longer necessary in your database. Deleting a field from the template erases the field and the field╒s data in all the database records. Deleting a field is an UNDOABLE action.
To delete a field:
Choose Template Modification in the EDIT menu.
Position the cursor on the desired field to delete.
Press [F7].
Confirm the deletion by entering Y after the prompt.
Moving Fields
Fields can be moved about the database template to better organize your information. Placing more than one field on a line will shorten the number of screens in your database and enable you to put more information on each screen. Therefore, it can make your work faster and more efficient.
Fields are moved in a WYSIWYG (What-You-See-Is-What-You-Get) fashion to allow you to visualize field location relative to other fields. Moving a field, in this section, refers to moving both a field and its respective field prompt. Fields can only be moved one page beyond the last page with existing fields. This avoids inadvertently adding blank template pages to your databases.
To move a field:
Choose Template Modification in the EDIT menu.
Position the cursor on the desired field to move.
Press [F6] to grab the field.
Use the cursor keys to move the field about the template.
Press [F6] again to place the field in the template.
No field can be placed overlapping another field.
There must be at least two (2) spaces between fields on the same line.
The field cannot extend the lateral bounds of the screen, but can be moved vertically on another template page.
Copying Fields
There will be circumstances when you may want to copy a field and its data (from all the records) and put it in another place in the template. Copying a field does not remove the field from its original placement, but makes a duplicate of it for placement in another location in the template.
Use the Template Modification menu command in the EDIT menu. Press [F5] after you have placed the cursor in the field you would like to copy. Once the field is copied, use the cursor keys to position the copied field and then press [F5] again to place the field. The name of the copied field consists of the the original field's name followed by the number two (2).
Change the name of the copied field by selecting the Edit Field command, [F4].
To copy a field:
Choose Template Modification in the EDIT menu.
Position the cursor on the desired field to copy.
Press [F5].
Use the cursor keys to position the newly copied field.
Press [F5] again to place the copied field in the template.
Chapter 4 Organizing a Database
This chapter explains how to:
sort records
reconstruct a damaged database
Overview
This chapter explains how to organize a database to establish a database management system.
Sorting Records
Sorting the records will change the sequence that the records will appear onscreen and the order they are printed (i.e. in the merge data file). You are able to define the fields that you would like to eventually use to sort the records by with the sort option. The user can define up to ten (10) sortable (unique or non-unique) fields with each database for the purpose of sorting the records. Refer below or to the section titled Defining Field Characteristics in Chapter 2 for more information about defining a field as sort fields.
Defining a Field as Sortable
Before a field can be used to sort the records, it must be defined as sortable. A field's sortability is a field characteristic and is changed by selecting Template Modification command in the EDIT menu. Position the cursor at the field and press [F4] to edit the field. Enter a Y after the Sortable Field? [Y/N] prompt.
To define a field as sortable:
Choose Template Modification in the EDIT menu.
Position the cursor on the desired field to edit.
Press [F4] for the Edit Field command.
Select Y in the sortable field prompt.
Press [ENTER] after the last option in the window or press [F10].
Changing the Record Sort
Changing the record sort only changes the order that records appear onscreen and does not change the information in your records. The current field sort being utilized at any given time is displayed on the program status line.
To change the record sort:
Select Sort in the VIEW menu.
Use the vertical cursor keys to select the sortable field to use as the current sort.
Press [ENTER] to execute the sorting procedure.
Zero-filling Numbers in Sort Fields
IT IS VERY IMPORTANT THAT YOU ZERO FILL NUMBERS THAT ARE ENTERED INTO A SORTABLE FIELD. In an ascending record sort, the smallest numbers should be sorted first. Consider the following number sets as an example. Note that the number with the asterisk would have precedence and would be sorted first.
Not Zero-filled Zero-filled
5 05*
15* 15
A space character has a higher precedence than 0-9. Consequently numbers with spaces preceding them appear before other numbers in a sort, given their lengths are equal.
Decimal places are considered fixed for sorting. Fixed decimal positions and zero filled numbers result in a logical sorting order. Consider the following example. The order of precedence and sorting is given parenthetically.
.01 (1st) 0.01 (1st)
.2 (4th) 0.2 (2nd)
1.005 (3rd) 1.005 (3rd)
10.01 (2nd) 10.01 (4th)
Sorting Rules (The Rules of Precedence):
Bounds are given according to the current record sort and follow the sorting rules.
The precedence order for:
-text and state type fields
1. Blank fields
2. Numbers (in order from 0 to 9)
3. Text (alphabetically in order from A or a to Z or z)
-numeric, and telephone type fields
Decimal places are considered fixed.
1. Blank fields
2. Numbers (in order from 0 to 9)
-date type fields
Dates are sorted with year having highest precedence, followed by month, then day.
WPMerger automatically sorts upper and lower case letters together, e.g. a 'B' is equal to a 'b' when sorting.
Reconstructing a Damaged Database
In the event that a database is damaged or unreadable by WPMerger , you should first try to reconstruct the data. Damage is most often caused by system or power failure while the database is being changed. The reconstruction process discards unusable records and reconstructs the sorting/indexing system.
Records that are deleted, by using the Delete Record command, continue to take up space in the data file even though they no longer appear onscreen. The Database Reconstruction command goes through the entire database file and deletes unusable and deleted records.
To reconstruct a database:
Load the database to be reconstructed.
Choose Database Reconstruction in the UTILITIES menu.
Press [ENTER] to execute the reconstruction.
When to reconstruct a database:
1. When you want to delete unused or deleted records from a database data file. This has the effect of decreasing the amount of disk space used by the database.
2.When a database has become 'corrupted.'
Chapter 5 Creating a Word Processor Merge Document
This chapter explains how to:
plan your merge documents
Create a field name list in your word processor
preparing documents in your word processor for merging
Overview
This chapter explains how to create word processing documents for merging with WPMerger databases. You will find almost all of this chapter╒s information in your word processor manual, but it is included in this manual to save you time.
Planning a Merge Document
By carefully planning your merge documents you can save valuable time and money. Spacing and punctuation mistakes will make your documents look like they were hastily made and less professional. The following points may be helpful to you when planning your merge documents.
Spacing
Making sure you place spaces appropriately within the document. This will save time and money later when printing.
Characters
The font, font style, and font size of the merged data will be identical to the preceding text in the document.
Punctuation
Place punctuation in appropriate locations in the text. It is a good idea to do all your punctuating within the document instead of the database. This ensures that the punctuation is consistent throughout the each printed document.
It is recommended, however, that punctuation for salutations, i.e. Mr., Mrs., Ms., and Miss, be placed within the database if Miss is to be used. See the sample database Address for an example of punctuating salutations.
Naming Merge Documents
Merge documents, which are merely word processor documents with imbedded merge commands, must be named according to the DOS naming rules of data files. A name consists of up to eight characters (with no spaces or punctuation), a period, and then a three letter file extension name.
Creating a Field Name List
The ability to send a list of all the database field names to your word processor program facilitates the creating of merge documents. This feature automatically inserts the data source (merge data file name) and a list of all fields in the loaded database to the beginning of a word processor document. All you have to do is to cut and paste the field names in the document in their desired locations.
This feature also alleviates having to remember the field names that you have to work with in your database. Therefore, you do not have to print your database or jump back-and-forth between the database and document to know the fields that you have available.
The created field name list displays the field names, one per line. Each field name is automatically surrounded by the necessary merge commands of the word processing program specified in the current user configuration. The merge data file name that has been specified in the current user configuration is also displayed at the beginning of the list. Once the field exportation is completed, you will remain in your word processing document.
To send field names to a word processor:
Load the database with the fields to be sent to your word processor.
Select Field List in the WPM menu.
Enter the following in theField List window:
destination path for the new word processor document
name for the field list document.
Press [ENTER] to begin the process of creating a field name list.
Preparing Merge Documents
Each word processor program requires different text commands in order to merge data into them. This section outlines the various merging commands necessary to complete your word processing documents.
The actual field names (not the field prompts) are specified in the documents. If, while editing a database, you change any field names, remember to change them in your merge documents that you use with the database.
For your word processor merging commands, refer to one of the following sections.
Using WordPerfect
WordPerfect files defined:
A Primary file ( = merge document) is the merge document that contains fixed text and merge commands necessary for merging. The merge commands control the fields, records, and other items of the secondary file. These codes have to be placed in the correct places and in the correct order for a successful merge.
A Secondary file ( = merge data file) is the records or data to be merged into a document. This is the file created by WPMerger .
Creating a Merge Document (Primary File)
WordPerfect traditionally uses field numbers rather than field names as field identifiers. This means that field ^F1^ references the first data field in the dat file, ^F2^ references the second, etc.
However, WordPerfect now (in versions > 5.0) allows you the option of referring to fields in your documents as either field numbers or field names. Previous versions allow you to use field numbers only. IT IS IMPORTANT THAT YOU CHOOSE TO USE EITHER FIELD NAMES OR NUMBERS. DO NOT INTERMIX FIELD NUMBERS AND FIELD NAMES IN YOUR MERGE DOCUMENTS.
Whether you decide to use field names or field numbers, the field indicators in the merge document text remain the same. Fields are preceded and followed by a caret (^) (e.g. ^F1^ or ^Fname^). The caret is placed by pressing the [CTRL] key, as the keyboard caret is not recognized. The following discussion outlines the various keyboard commands necessary when using either field numbers or field names.
Field number keyboard commands
Place ^Fn^ in the text wherever you want a field╒s data to be placed. The ╥n╙ is the actual field number that corresponds to the field in the WPMerger database.
Two ways to place a field number:
Shift-F9, press F, enter the field number, and press [ENTER].
or
Press [CTRL]-F, enter the field number, and press Shift-6.
Field name keyboard commands
Place ^field name^ in the text wherever you want a field╒s data to be placed. The 'field name' refers to the actual name given to the field in WPMerger , not the prompt. The field name must be entered exactly as it exists in your WPMerger database.
Two ways to place a field name (ver > 5.0 only):
Shift-F9, press F, enter the field name, and press [ENTER].
or
Press [CTRL]-F, enter the field name, and press Shift-6.
WordPerfect utilizes a variety of different merging commands in the text to execute different functions. WordPerfect merge commands are preceded by a single caret (e.g. ^E). Always precede the desired command letter with the [CTRL] key to place a caret before the letter, as carets entered directly from the keyboard are not recognized as merge commands.
WordPerfect Merge Document Commands
^C To temporarily halt a merge in order to display a message or to allow an entry from the keyboard.
^D To insert the current date into the merged document
^Fn^ To indicate a field name or number in a primary file
^G To activate a macro
^N To look for the next record to continue the merge in progress (for a primary file)
^n^ To reference a field by name, n = field name (for a primary file)
^O To display menu, prompt, message, or instruction
^P To activate a primary file
^Q To quit a merge
^S To activate a secondary file
^T To send to the printer the merged text
^U To update (rewrite or view) the screen displaying the merge in progress
^V To transfer merge codes to a document created by a merge
Using Microsoft Word
Word files defined:
A Data File, Template, or Form Letter Document ( = merge document) is the merge document that contains fixed text and merge commands necessary for merging. The merge commands control the fields, records, and other items of the database file.
A Database File ( = merge data file) is the records or data to be merged into a document. This file is the one created by WPMerger.
Creating a Word Merge Document
Word utilizes a variety of different merging commands in the text to execute different functions. Word merge commands are preceded and followed by double brackets (i.e. <n>). To enter double brackets press the [CTRL]-bracket key, i.e. ([) and (]).
Word Merge Document Commands
General
<Data fid> Denoting data file at beginning of merge document
fid = data file name (=Merge Data File Name)
<fieldname> Denoting a field name
Conditional logic
<IF> If data present, then print
<ELSE> If data not present, then execute following command
<ENDIF> End of entry
Using WordStar
WordStar files defined:
A Data File (= merge data fille) is the records or data to be merged into a document. This file is the one created by WPMerger.
WordStar does not use specific terminology for a merge document.
In WordStar the merge data file name is specified in the merge document (by using a .DF command) and not at the time of merging.
Creating a WordStar Merge Document
Field names are specified in the text by using the 'And' symbol (&) by pressing Shift-7. The header record, or list of field names that are used in the merge document are preceded by a Dot RV (.RV) command.
WordStar Merge Document Commands
&fieldname& Denoting a field name
.DF filename Denoting the merge data file name at beginning of document
.RV fieldname1, fieldname2, etc. Header record (list of fields) (example: .RV Lname, Fname, address, birthday,...)
Using Sprint
Sprint files defined:
A Record File (= merge data file) is the records or data to be merged into a document. This file is the one created by WPMerger.
A Letter File (= merge document) is the merge document that contains fixed text and merge commands necessary for merging.
Creating a Sprint Merge Document
A header record is not specified in using Sprint. In Sprint the merge data file name is not specified in the merge document, but is given at the time of merging.
Sprint Merge Document Commands
F10 key for menu Sequence of commands to place a:
[I] for insert field name
[M] for Merge Field, enter the field name
Using PFS Professional Write
PFS Professional Write files defined:
A Data file to merge (= merge data file) is the records or data to be merged into a document. This file is the one created by WPMerger.
Document (= merge document) is the merge document that contains fixed text and merge commands necessary for merging.
Creating a PFS Professional Write Merge Document
Field names are specified in the text by using the 'Asterisk' symbol (*) by pressing Shift-8. There is no header record necessary at the beginning of the merge document. Prompts are given at the time of a merge for merge data file name.
PFS Professional Write Merge Document Command
*field number* Denoting a field name
Chapter 6 Selecting Records and Merging
This chapter explains how to:
select records to create merge data files
call your word processor program for merging
complete a merge in a word processor program
Overview
Merging is the combining of two different components; a word processor merge document and a WPMerger merge data file. A merge data file is a file that you create with WPMerger which consists of a record or group of records that is later merged with a document in your word processor program. Merging your data with WPMerger is fast and completed with ease.
Selecting Records for a Merge Data File
WPMerger gives you different options for selecting records when setting up your merge data files.
You can set up merge data files with:
a single record selection
a group (multiple) of record selections
a group selection using the Filter command
a combination of single(s) and multiple record selections
Single Record Merge Data File
When you want to select only one record, use the Single menu command in the SELECT menu. Once Single is selected, choose the desired commands in the Single Record Selection window to complete the desired record selection.
Refer to the following regarding the various commands involved with a single record(s) selection.
Select Onscreen Record
Choosing Select Onscreen Record tags the current onscreen record to be placed in a merge data file. Use this command each time you find a record that you want to place in the merge data file, i.e. a merge data file that has been created by using the Single command can have more than one record.
Finish Record Selection Process
Select Finish Record Selection Process when you have finished the record selection process.
Edit Currently Displayed Record
Select Edit Currently Displayed Record to temporarily edit the information on the onscreen record before selecting the record. Any editing by using this command is not saved. This feature is valuable in personalizing the data. An example: Editing a field named First Name from Albert to Al in order to personalize the salutation to your friend, Al.
Find a Record
The Find a Record command functions just like the Find Record command in the EDIT menu. This command has been placed in this window for your convenience.
Next Record Retrieval
Use this command to call up the next record in the current sort.
Previous Record Retrieval
Use this command to call up the previous record in the current sort.
To select a single record:
Place the desired record to be merged onscreen.
Choose Single in the SELECT menu.
Tag the record for selection by selecting Select Onscreen Record.
Select Finish Record Selection Process when finished selecting single records.
Change the merge data file name if applicable.
Press Y to call your word processor to execute a merge or press N to continue working in WPMerger.
Multiple Record Merge Data File
When you want to select a group of records, use the Multiple menu command in the SELECT menu. Give the bounds for the group selection according to the current sort and the other appropriate selection information in the Multiple Select window.
The default multiple record selection is all the records in the database. When chosen, the first record in the sort will automatically appear after the 'From...' prompt and the last record will appear after the 'To...' prompt. Simply type over either selection boundary to change the multiple record selection. Refer to the summary below for rules regarding setting the selection bounds.
The primary sort is the sort that has been defined by using the Sort command in the VIEW menu. The secondary sort specifies the order of the records in the merge data file (which have been selected by the primary sort). Therefore, the printing order can be accomplished by using a secondary sort. If you would like to use a secondary sort, specify it by selecting one of the sortable fields in the prompt box. The default secondary sort is the SAME field as the primary sort.
An Example of Using a Secondary Sort:
Selecting records by Last Name (primary sort) and printing the records by ZIP Code (secondary sort).
To select multiple records:
Choose Multiple in the SELECT menu.
Specify the record bounds to be selected according to the current sort field (From... and To...).
Select the word processor merge document.
Change the merge data file name if applicable.
Specify a secondary sort if desired.
Press [ENTER] to execute the multiple record selection.
Rules for giving record selection bounds:
1. Record bounds are specified by the current sort field.
2. The records are selected by a To...From... command.
3. The following is the order of precedence specified by each field type:
text or state
Blank fields
Numbers (in order from 0 to 9)
Text (alphabetical in order from A or a to Z or z)
numeric, date, or telephone
Blank fields
Numbers (in order from 0 to 9)
Decimal places are considered fixed. Numbers are automatically zero filled.
After a record selection has been executed, a record selection information summary of the created merge data file is displayed onscreen. The window displays the total number of records merged, the merge file name, and a prompt to call your word processor to complete the merge.
Number of Records Selected
The number displayed after this prompt represents all the records that matched the selection criteria. If this number seems inaccurate, the selection criteria may not have been as precise as desired.
Naming Merge Data Files
After you have selected records for merging, WPMerger will automatically give the new merge data file the default merge data file name that you have selected in the current user configuration. If the merge data file currently exists, WPMerger will ask you if you would like to overwrite the file. If you want to overwrite the file, press Y, if you want to change the name, press N and type over the name in the prompt box.
Merge data file names follow the DOS rules regarding any file name. File names can have a maximum of eight characters (twelve when including the extension).
Call Your Word Processor
If you wish to call your word processor to complete the merging process enter a Y after this prompt. Enter an N to remain in WPMerger . This prompt is essentially the same as the CallWP command in the SELECT menu.
Combination Merge Data File
The Combination command allows the selection of a combination of single record selection(s) and/or one or more multiple record selections. The same procedure as described above for each type of record selection is utilized for the combination record selection.
To merge a combination of records:
Choose Combination in the SELECT menu.
Select Single or Multiple in the prompt.
Complete the necessary steps as described above for the selection you have chosen.
When finished, answer the prompt YES if you have more records to select.
Select Single or Multiple in the prompt.
Continue the sequence until all the desired records have been selected.
Answer YES if you want to call your word processor to merge.
Combination Record Selection
Choose Combination to select a combination of single record(s) and/or a combination of multiple record(s) to be placed in a merge data file. Records are selected by using the Single and Multiple record selections over and over again in a combining fashion until all of the desired records have been selected.
To select and merge a combination of records:
Choose Combination in the SELECT menu.
Select Multiple or Single in the prompt box.
Follow the instructions in the previous sections about single and multiple record selection.
Select Y in the More Records prompt if more selections are desired.
Repeat the procedure until all desired records have been placed in the merge data file.
Select N in the More Records prompt when record selection is complete.
Select Y in the CallWP prompt to call a merge document to merge with the newly created merge data file.
Selection Filter Merge Data File
When you want to select records that have data in common in more than one field, use the Filter command in the SELECT menu. The selection filter utilizes 'and' logic so that records with all of the specified data are selected and placed in a merge data file. Enter data or partial data in the desired fields to ensure an accurate record selection. There is no default record selection when using the selection filter.
An example: In the database ADDRESS, you want all the records from the state of California with 45... zip codes. Five of the seven records meet the selection criteria and are placed in a merge data file.
To select records using the selection filter:
Choose Filter in the SELECT menu.
Press [Tab] or [Enter] to locate the desired fields.
Enter data or partial data in the fields to complete the desired record selection.
Press [F10] when finished entering the selection criteria (or press [Enter] after the last field) to begin the selection process.
Select Y in the CallWP prompt to call a merge document to merge with the newly created merge data file.
Partitioning a Merge Data File
When there are a large number of records in a merge data file, it may be necessary to partition the file into sections. This is sometimes necessary because some word processors will blowup if too many data records are trying to he merged. Therefore, to accommodate partitioning, the Multiple Record Selection window has a prompt for splitting a merge file into sub-files or partitions. The default partition value is equal to the number of records in the database, and therefore no partitioning will occur.
Always try to complete the merge without partitioning first. If the merge is unsuccessful, your word processor may display a message and tell you to save your document. Of course you will not be able to save the merge documents because the merging process is in progress. Therefore, if your merge is unsuccessful, the merge will have to be at least partially redone.
On the second merge attempt, try partitioning the merge data file in half. The total number of records that you will be able to merge at a single time depends upon the record length in your database and on the word processor program that you use. Ultimately, the maximum number of records that can be merged without partitioning the merge file can only be determined by trial-and-error.
Record Selection Summary
After a record selection has been executed, a record selection information summary of the created merge data file is displayed onscreen. The window displays the total number of records merged, the merge file name, and a prompt to call your word processor to complete the merge.
You do not have to call your word processor to merge the records after every merge data file is created. There will be times when you just want to create a merge data file for later use. Simply call up the desired merge data file from within your word processor program at a later date.
Number of Records Selected
The number displayed after this prompt represents all the records that matched the selection criteria. If this number seems inaccurate, the selection criteria may not have been as precise as desired.
Naming Merge Data Files
After you have selected records for merging, WPMerger will automatically give the new merge data file the default merge data file name that you have selected in the current user configuration. If the merge data file currently exists, WPMerger will ask you if you would like to overwrite the file. If you want to overwrite the file, press Y, if you want to change the name, press N and type over the name in the prompt box.
Merge data file names follow the DOS rules regarding any file name. File names can have a maximum of eight characters (twelve when including the extension).
NOTE: DO NOT ENTER THE NAME OF YOUR WORD PROCESSOR MERGE DOCUMENT FOR THE NAME OF THE MERGE DATA FILE. THE MERGE DATA FILE CONTAINS THE RECORDS JUST SELECTED. THE MERGE DOCUMENT IS THE WORD PROCESSOR DOCUMENT.
Call Your Word Processor
If you wish to call your word processor to complete the merging process enter a Y after this prompt. Enter an N to remain in WPMerger . This prompt is essentially the same as the CallWP command in the SELECT menu.
Calling up your Word Processor
The CallWP menu command is used to transfer to your word processor. Use the command to call your word processor after you have generated a merge data file to precede with a merge. Note that your are not required to complete a record selection process in order to use the CallWP command.
You do not have to call your word processor after every merge data file is created. There will be times when you just want to create a merge data file for later use. If this is the case, simply call up the desired merge data file from within your word processor program at a later date.
To call your word processor:
Choose CallWP in the SELECT menu.
Select the desired document in the window to merge with the created merge data file or simply for transfer.
Printing Documents
This section gives the menu commands necessary to actually merge WPMerger records in a merge data file with a word processor merge document. The ordered sequence of menu commands listed below for each word processor assumes you have just completed a startup of the word processor program or you have used the CallWP menu command.
Word processor:merge commands;
WordPerfect
NOTE: Always merge documents with no documents loaded onscreen to avoid writing over the loaded document.
Press [CTRL]-[F9] (for Merge/Sort)
Press [1] to select Merge
Enter the Primary file name (WordPerfect merge document)
Enter the Secondary file name (WPMerger merge data file)
Press [ENTER] to begin the merging process
Press Shift-[F7] to print the merged reports
Word
Press [ESC] to use the menus
Press [P] for the Print command
Press [M] for Print Merge command
-Press [P] for Print Merge Printer
to merge to the printer, i.e. to print the report documents
or...
-Press [D] for Print Merge Document
to merge to the screen or a data file
Enter the name of the Word merge document, press [ENTER]
There is no need to use the print merge options to specify a record selection because the selection has been completed for the merge data file within WPMerger .
WordStar
Press [M] for Merge
Enter the document name to merge print.
Press [ENTER] to display all the regular printing options
or...
Press [ESC] to begin printing immediately
You cannot use the P command to print a merge document as the dot commands do not work and the data is not inserted.
Sprint
Press [F10] to use the menus
Press [P] to Print
Press [M] for Merge
Press [L] for Letter File (i.e. merge document)
Enter the merge document name
Press [R] for Record File (i.e. merge data file)
Enter the merge data file name
Press [G] to begin printing
PFS Professional Write
Press [F2] to call up the Print menu
Press [5] to print working copy
Enter the merge data file name in the Data File Merge field on the print options screen, press [ENTER]
Chapter 7 Importing and Exporting
This chapter explains how to:
import data from other data formats
export a WPMerger database to other programs
Importing from a Different Data Format
In the importation process, the program reads and converts the data files of other data formats to a WPMerger file structure. Importing data files can be completed with ease as there are very few steps involved.
Select the Import menu command in the WPM menu. Select the data format type. Enter the path and select the existing data file name. Change the current user configuration to change the directory to select other data files. Enter a name for the imported data file after the prompt.
To import data:
Choose Import in the WPM menu.
Select the data format type.
Enter the import path and select the name of the data file in the Data File Selection window.
Enter a name for the newly imported data file.
Press [ENTER] to begin the importation procedure.
Supportable import data formats:
dBASE III
ASCII (quote-comma delimited)
NOTE: The importation of word processor data can be accomplished by standardizing the data. Modify the data format into a comma-delimited file and save the data file as a DOS Text file (non-document). A header record is not needed. Use the ASCII format selection to import the comma-delimited data file.
Comma-delimited record example:
Mr.,Mike,Johnson,Notebook Manufacturers Inc,...
A failed importation may be due to:
incompatible data format
Insufficient disk space
NOTE: The extraction of fields is not considered an importation of data. Although fields are imported from a word processor merge document, this procedure is considered a part of creating a database, and not importing an existing database. Refer to the section titled Creating a Database from a Merge Document in Chapter 2 for more information about field extraction.
Exporting to a Different Database Program
Data can easily be exported from WPMerger into a variety of other data formats. In the exportation process, the program converts the WPMerger data files and writes them to disk in the format you have chosen. Exporting data files can be completed with great ease as there are very few steps involved.
Select the Export menu command in the WPM menu. Select the data format type, path and name for the export data file.
To export a database:
Load the database you want to export.
Choose Export in the WPM menu.
Select the data file format.
Specify the destination path (drive letter and directory).
Enter a name for the newly exported database.
Press [ENTER] to begin the exportation procedure.
Supportable export data formats:
dBASE III
ASCII (quote-comma delimited)
A failed exportation may be due to:
Insufficient disk space
Chapter 8 Advanced Topics
This chapter discusses:
starting WPMerger with a database
using sequence numbers
Starting WPMerger with a Database
It is possible to start WPMerger with a database, alleviating the need to use the Load, Resume, or New commands. This is accomplished by entering the name of the database on the command line. For example, to start WPMerger with the database OFFICE enter the following command: WPM OFFICE, press [ENTER].
To start the program with a database:
Log to the drive where WPMerger resides.
Enter WPM database name, press [ENTER].
Using Sequence Numbers
Sequence numbers can be used to aid in printing large reports. If used, a field variable (whose name is user definable) is added to each merge data file. Each record╒s value for this field is a number whose value starts at one (1) and is incriminated for each subsequent record. For this Word example assume that the name of the sequence variable is SN.
If an alternate name is given to the sequence variable, then its name will appear in the header record in the place of SN in the example. If no name is given to the sequence variable name, no field is created in the merge data file.
Command Reference
This Command Reference explains how to:
use the two menu systems
use the menu commands
Overview
WPMerger offers both conventional and pulldown menus. Each menu system has advantages and disadvantages. Try both systems and decide for yourself which system you enjoy using the most.
Using the Menu Systems
The Pulldown menus allow easy access to all the menu commands. The menu commands that are useable at any given time are the only ones that are accessible. There is no need to memorize menu commands because they are so easily accessible by the user.
The Conventional-type menu system is the structured, nested menu system currently utilized in many computer applications. The conventional menus are a multi-leveled menu system with each level only giving the commands available at that particular level.
Both menu systems utilize the same windows and prompt boxes throughout the program. Both systems also offer keyboard commands that correspond to some of the menu commands. The available keyboard menu commands are listed in Appendix B.
The following two sections explain how to use each menu system.
Using Pulldown Menus
The pulldown menus are organized as a three-tiered system. The first tier consists of the main menus which are displayed across the top of the screen. Their respective commands, the second tier, are hidden until the menu is selected. As a menu is selected, the characters of its name become light and, if the previously selected menu commands were exposed, its respective menu commands are rolled down. Windows are the third tier in the menu system. Some windows contain prompts for the user to give commands while others require the selection of choices.
To Select One of the Main Menu Items
The lateral cursor keys are used to select one of the main menus. A faster way to select a main menu and to pull down its menu commands is to press [ALT]-[first letter of its name]. For example, [ALT]-[W] selects the WPM menu and pulls down its menu. The [ESC] key toggles the menu commands up and down. You may want to draw the menu commands up in order to view data better.
Selecting a Main Menu:
Press [ALT]-[first letter of its name], or...
Use the lateral cursor keys
Pulling Down its Menu commands:
Press [ENTER], or...
Press [Cursor Down], or...
[Cursor Up], or...
Press [ESC]
Drawing the Menu Commands Up:
Press [ESC]
To Select a Menu Command in a Menu
The vertical cursor keys are used to select a menu command in the selected main menu. The [ENTER] key is then pressed to complete the selection. A faster way to select a menu command is to press the first letter of its name. When this is done, the command selection is completed without pressing the [ENTER] key. For example, assume you want to load a database. After you have selected the FILE menu, by simply pressing L the Load command is immediately executed.
The program remembers the last menu command used for each main menu. The last used command is the current selected menu command for each main menu. Simply strike the [ENTER] key to complete the selection, or select a different command.
To use the pulldown menus:
Select a main menu by using the lateral cursor keys or by pressing [ALT]-[first letter of its name].
Use the vertical cursor keys to select a menu command, press [ENTER] or press the first letter of the menu command name.
Use [ESC] key to toggle the exposure of the menu commands.
Using Conventional Menus
The conventional-type menu system is not as accessible as the pulldown menus because you are able to select from only one level of commands at any given time. The conventional-type menus are organized in multiple levels. Just as with the pulldown system, windows are the last level in the menu system. Both menu systems utilize the same windows. Some of the windows contain prompts for the user to give commands while others require the selection of choices.
To select a menu command, use the lateral cursor keys and then press the [ENTER] key to complete the selection. Just as with the pulldown system, a faster way to select a menu command is to press the first letter of its name (without having to press the [ENTER] key). Press [ESC] to return to the previous level of menus.
To use the conventional menus:
Select a menu command by using the lateral cursor keys, press [ENTER] or press the first letter of the menu command name.
Press [ESC] to return to the previous level of commands in the menu system hierarchy.
THE WPM MENU
The WPM (WPMerger) menu is the place to go to find the online Information facility, which gives information about using the program effectively. The commands for the importing, exporting, and combining of databases are also found in this menu.
Available WPM menu commands:
Import
Export
Field List
Information
Help
Import
Choose Import to import a data file format from a different program into WPMerger.
To import data:
Choose Import in the WPM menu.
Select the data format type.
Enter the import path and select the name of the data file in the Data File Selection window.
Enter a name for the newly imported data file.
Press [ENTER] to begin the importation procedure.
Export
Choose Export to send a WPMerger database to a different program or data file format.
To export a database:
Load the database you want to export.
Choose Export in the WPM menu.
Select the data file format.
Specify the destination path (drive letter and directory).
Enter a name for the newly exported database.
Press [ENTER] to begin the exportation procedure.
Field List
Choose Field List to send a list of fields from the loaded database to your word processor. The data source, i.e. the merge data file name specified in the current user configuration, is also displayed at the top line. The field names are automatically formatted with the necessary merge commands of the word processor specified in the current user configuration. This feature facilitates the creating of new merge documents.
To send field names to a word processor:
Load the database with the fields to be sent to your word processor.
Select Field List in the WPM menu.
Enter the following in the Field List window:
destination path for the new word processor document
name for the field list document.
Press [ENTER] to begin the process of creating a field name list.
Information
Choose Information to obtain information about how to use WPMerger.
To use the Information facility:
Choose Information in the WPM menu.
Select the desired topic from the Information Topic Directory, press [ENTER].
Use [PgUp] and [PgDn] to access multiple pages of information.
Press [i] to return to the Information Topic Directory.
Press [ESC] to exit to the program.
Help
Choose Help to get assistance using the Help facility. This will give information about how to use the help facility. If you need help at any time during a program operation simply press [F1] to obtain specific help about the selected menu command, current window, or current prompt box.
To use the Help facility:
Press [F1] at any time.
Use [PgDn] and [PgUp] to access multiple pages of help, if present.
Press [ESC] to exit the help facility to the program.
THE FILE MENU
Available FILE menu commands:
Load
Resume
New
Delete
Rename
Copy
Print
Combine
Quit
Load
Choose Load to call up an existing database. Loading a database brings a database into the workspace. Once Load is selected, choose the database from the alphabetical list in the Load window by using the cursor keys OR by pressing the first letter of its name. Then press [ENTER].
To Load a Database:
Select Load in the FILE menu.
Choose the desired database to be loaded in the Load window.
If necessary, press [F2] to change the current configuration for a different database selection.
Press [ENTER] to complete the selection.
Resume
Choose Resume to continue the work from the previous work session. This feature calls the last opened database and places the onscreen record you were working on when you last quit the program.
New
Choose New to create a new database either by scratch or by extracting fields from an existing word processor merge document.
To create a new database from scratch:
Choose New in the FILE menu.
Select a user configuration and enter a name for the new database.
Answer NO in the Field Extraction prompt box.
Enter the following for each field in the New window:
field prompt
field name
(field number, if you are using a pre-5.0 version of WordPerfect) field type
field length
sortable field (if desired)
Press [ENTER] after the last prompt for the next field entry.
Press [ESC] when finished entering fields.
Extracting Fields
The Extraction of fields command facilitates the preparation of a new database template. The fields are extracted from an existing word processor merge document and placed on a new template. The imported fields will appear flush left in the new template.
To create a new database from an existing word processor document:
Choose New in the FILE menu.
Select a user configuration and enter a name for the new database.
Answer YES in the Field Extraction prompt box.
Select the name of the word processor merge document.
Once the field names are placed on the template, specify the field characteristics and edit the template as needed.
Delete
Choose Delete to erase an existing database. If you delete a database, all of the records in the database are erased. You have the option to only delete the data and leave the template intact. The deletion of a database is an undoable command. Note that as an option, only the database data may be deleted.
To delete a database:
Choose Delete in the FILE menu.
Select the desired database from the Selection window.
If necessary, press [F2] to change the current configuration for a different database selection.
In the Delete window, press Y in the Delete Data Only prompt if you want to delete the data only.
or...
Press N to delete the data and the template.
Confirm the deletion procedure.
Press [ESC] to abort the deletion.
Rename
Choose Rename to give an existing database a new name.
To rename a database:
Choose Rename in the FILE menu.
Select the desired database from the Selection window.
If necessary, press [F2] to change the current configuration for a different database selection.
Enter the desired new name in the Rename window.
Press [ENTER] to begin the renaming procedure.
Confirm the renaming procedure.
Copy
Choose Copy to make a copy of a database. The Copy Database command allows the copying of the template only or the template and all its data records. To copy a database, select a database name and configuration to copy from and a name and configuration for the new database.
To copy a database:
Choose Copy in the FILE menu.
Select the configuration and database name from the Selection window.
If necessary, press [F2] to change the current configuration for a different database selection.
In the Copy window, enter the desired name and select the program configuration that you plan to use with the newly copied database.
If you want to copy the template only, enter Y in the Copy Template Only prompt.
or...
Enter N to copy the template and data.
Confirm the copy procedure.
Print
Choose Print to print information in WPMerger and select the desired print selection in the Print window. When selecting Screen, the entire screen will be printed with the exception of the Print window.
Before printing, make sure that the page size (rows and columns) of your printer has been correctly entered in Program Options (in the OPTIONS menu). If Database Records is chosen, you can change the page size directly in the Print Records Selection window.
If a title for the printed selection (or report) is desired, enter it after the Report Title prompt.
Available print selections:
Database Records
-Template format
-List format
Current (Single) Record
Screen ( [CTRL-P] )
Template (Database Layout-fields and their characteristics)
To print a selection:
Load the desired database.
Choose Print in the FILE menu.
Select the print selection in the Print window.
Select the desired records if Database Records is selected.
Get the printer ready to receive the selected output.
Press [ENTER] to begin the printing procedure.
To print multiple records at one time, records are chosen as they are when selecting multiple records (Multiple command in the SELECT menu) for merge data files. The default record print selection is all the records in the database. When chosen, the first record in the sort will automatically appear after the 'From...' prompt and the last record will appear after the 'To...' prompt. Simply type over either selection boundary to change the print record selection.
NOTE: Printing any screen at any time can be accomplished at any time during program operation by pressing [CTRL]-P.
Combine
Two or more databases can be combined into a single database, whether or not they have identical fields or templates. The program does not check for duplicate records. Therefore, if a duplicate record is present, there will be two identical records in the combined database.
If the two databases have the same fields, the resulting template is not changed in any way. Field locations will be consistent throughout the newly combined database. If different fields exist, the uncommon fields are placed flush left at the end of the template. These new fields that are added by the combining procedure will be empty in the records that the field was not previously present.
Load the database that you want to use as a base to have a second database combined with it. The name of the newly combined database will default to the name of the database that is loaded when the command is chosen.
To combine databases:
Load the database to use as the base for the combine procedure.
Choose Combine in the File menu.
Select the second database in the Combine window:
If necessary, press [F2] to change the current configuration for a different database selection.
Press [ENTER] to begin the combine procedure.
Quit
Choose Quit to exit WPMerger to DOS. To call up WPMerger from DOS enter WPM, press [ENTER] at the appropriate drive letter.
THE EDIT MENU
Available EDIT menu commands:
Edit Record
Add Record(s)
Find Record
Copy Record
Next Record [PgDn]
Previous Record [PgUp]
Delete Record
Record Entry Defaults
Template Modification
-Add Fields-[F3]
-Edit Fields-[F4]
-Copy Fields-[F5]
-Move Fields-[F6]
-Delete Fields-[F7]
Edit Record
Choose Edit Record to make data changes in the current onscreen record. Note that the Edit Record command will not allow you to change template characteristics.
To edit a record:
Select Edit Record in the EDIT menu.
Edit any information in the record.
Saving is automatic when pressing [ENTER] at end of the record.
( or press [F10] to save )
Add Record(s)
Choose Add Record(s) to add a new record to an existing database. Adding a new record brings up an empty template for you to enter information to it.
To add a new record:
Choose Add Record(s) in the EDIT menu.
Enter the information for each new field, press [ENTER].
Press [F10] to add the record and bring up another new template (or press [ENTER] at the last prompt of the new record).
Press [ESC] to quit entering new records.
Saving is automatic when pressing [ENTER] while at the last window prompt. (or press [F10] to save)
Find Record
Choose Find Record to locate a record in the database. WPMerger selects the closest record based upon the input value given.
To find a record:
Load the database that contains the record.
Choose Find Record in the EDIT menu.
Locate the sort field in the template that will best ensure a find.
Enter a field value to find the closest record.
Press [ENTER] to find the record.
Copy Record
Choose Copy Record to copy an existing record. A copied record is placed after the original record in the sort. The number of records that are displayed in the status line will reflect the added record.
If your database has a unique sort field, you will be forced to change the value of the unique field so that its data is unique with respect to the copied record.
To copy a record:
Put the desired record to be copied onscreen.
Choose Copy Record in the EDIT menu.
Confirm the record copy prompt.
Next Record [PgDn]
Choose Next Record to call up the next record in the current record sort. Pressing [PgDn] will also call up the next record if the template consists of a single page. If the template has multiple pages or screens, press
[CTRL]-[PgDn] to access the next record.
Previous Record [PgUp]
Choose Previous Record to call up the previous record in the current record sort. Pressing [PgUp] will also call up the previous record if the template consists of a single page. If the template has multiple pages or screens, press [CTRL]-[PgUp] to access the previous record.
Delete Record
Choose Delete Record to delete the onscreen record from the database. The number of records that are displayed in the status line will reflect the erased record. You can undo a deletion, if it is undone immediately after you use the Delete Record command. Refer to the section titled Deleting Records in Chapter 3 for information about the recovery procedure. The procedure utilizes tabbing the previous record╒s information of all the fields of the deleted record, into a new (added) record.
To delete a record:
Place the record to be deleted onscreen.
Choose Delete Record in the EDIT menu.
Confirm the deletion in the delete record prompt.
Record Entry Defaults
Choose Record Entry Defaults to enter informational defaults for fields in the template. Use the [ENTER] key or the vertical cursor keys to locate the field you want to enter a default. Enter any information that may facilitate future data entry. Press [ENTER] after the last field in the template or press [F10] to end entry and save. Record entry defaults can also be entered in the Add Field and Edit Field windows.
For example, if a template contains a state field that you want to default to New York, simply enter NY into the field in the record entry defaults.
To enter record entry defaults:
Choose Record Entry Defaults in the EDIT menu.
Press [ENTER] or use the vertical cursor keys to locate the desired field.
Enter the desired default data.
Press [ENTER] after the last field OR press [F10] to save.
Template Modification
Choose Template Modification to edit a database template. You are free to enter text anywhere but on fields in the template.
Template modification allows you to:
Add fields [F3]
Edit fields [F4]
Copy fields [F5]
Move fields [F6]
Delete fields [F7]
Press the appropriate function key for the desired task. You must select Template Modification to activate the function keys. Refer to the following sections regarding each command used to edit the template. Note that you must be modifying or creating a template in order to use the following commands.
Add Field
To add a new field to the template, choose Template Modification. Position the cursor at the desired location, and then press [F3]. Fields are added to the template one at a time.
To add a new field:
Choose Template Modification in the EDIT menu.
Position the cursor at the location for the added field.
Press [F3].
Enter the following in the Add Field window:
field prompt
field name
field type
field length
its sortability (if desired)
record entry default for the field (optional)
any notes that may apply to the field
Press [ENTER] after the last window prompt to complete the added field.
Edit Field
To edit an existing field, choose Template Modification. Position the cursor at the desired field, and then press [F4]. This command allows you to change any of the field characteristics, but not the data associated with the field.
To edit a field:
Choose Template Modification in the EDIT menu.
Position the cursor on the field to be edited.
Press [F4].
Enter changes in the Edit Field window:
field prompt
field name
field type
field length
its sortability (if desired)
record entry default for the field (optional)
any notes that may apply to the field
Press [ENTER] after the last window prompt to record the changes. (or press [F10])
Copy Field
To copy an existing field, choose Template Modification. Position the cursor at the desired field to be copied, and then press [F5]. Use the cursor keys to position the copied field, press [F5] again to place the field. When a field is copied, all of the corresponding data associated with the field is also duplicated. Note that after you have copied a field, you may want to edit the newly copied field characteristics.
To copy and place a copied field:
Choose Template Modification in the EDIT menu.
Position the cursor on the field to be copied.
Press [F5].
Use the cursor keys to position the newly copied field.
Press [F5] again to place the field.
Move Field
To move a field to a different location on the database template, choose Template Modification. Position the cursor at the desired field to move, and then press [F6]. Simply reposition the field by using the cursor keys. Press [F6] again to place the field in its new location. Moving a field also moves its respective field prompt.
To move a field:
Choose Template Modification in the EDIT menu.
Position the cursor on the field to move.
Press [F6].
Use the cursor keys to relocate the field.
Press [F6], again, to place the field.
Moving Rules:
1. Fields can not be placed overlapping another field.
2. There must be at least one (1) space between fields placed on the same line.
3. The field cannot extend the lateral bounds of the screen, but can be moved vertically onto another template page.
4. A field cannot be placed further than one page more than what is currently being utilized in the template.
Delete Field
To delete an existing field, choose the Template Modification. Position the cursor within the bounds of the field to be deleted at the desired location, and then press [F7]. Answer the prompt appropriately to approve the field deletion. Using the DELETE FIELD command is an undoable action and all the field data for all the records will be erased.
To delete a field:
Choose Template Modification in the EDIT menu.
Position the cursor on the field to be deleted.
Press [F7].
Confirm the deletion in the Delete Field prompt.
THE VIEW MENU
Available VIEW menu commands:
Sort
View
Sort
Choose Sort to change the order in which the records appear onscreen. Fields are defined as sortable by selecting the Template Modification command.
To change the current sort:
Choose Sort in the VIEW menu.
Select the field from the list of sortable fields in the Sort window.
Press [ENTER] for completion of the new sort.
Sorting Rules:
The sorting precedence order for..
text and state type fields:
1. Blank fields
2. Numbers (in order from 0 to 9)
3. Text (alphabetically in order from A or a to Z or z)
numeric, date, and telephone type fields:
1. Blank fields
2. Numbers (in order from 0 to 9)
Decimal places are considered fixed when sorting by a field that contains numbers. It is important that numbers are zero-filled to allow for correct sorting. Zero-filling numbers can be completed manually when entering numbers or optionally set for automatic in the OPTIONS menu by selecting the Program Options menu command.
View
Choose View to change the format the records to List format for viewing. List format organizes the information in columns under the field prompts. No editing of information is allowed in List format. Template format displays information record by record on the screen.
Accessing information in List Format:
Use the vertical cursor keys (or [PgDn] and [PgUp]) to view data vertically, from screen to screen.
Use the lateral cursor keys to view data to the right or left of the screen.
Press [HOME] to view data from the beginning of the current sort.
Press [END] to view data from the end of the current sort.
Press [ESC] at any time to return to the first record of the current sort in Template format.
THE SELECT MENU
Available SELECT menu commands:
Multiple
Single
Filter
Combination
CallWP
Multiple Record Selection
Choose Multiple to select a block of records to be placed in a merge data file. Give bounds for the multiple record selection in the 'from... to...' prompt. Bounds for a multiple selection are chosen according to the current sort field.
An example: Selecting a multiple record bounds from 1/1/88 to 1/1/88 by a sortable field 'Invoice Date' will select all the records invoiced on that day. In another example of records sorted by last name, a record bounds given from Bor to Di will place all the records inclusive from Bor... to Di... in a merge data file.
The primary sort is the sort that has been defined by using the Sort command in the VIEW menu. The secondary sort specifies the order of the records in the merge data file (which have been selected by the primary sort). Therefore, the printing order can be accomplished by using a secondary sort. If you would like to use a secondary sort, specify it by selecting one of the sortable fields in the prompt box. The default secondary sort is the SAME field as the primary sort.
To select and merge multiple records:
Choose Multiple in the SELECT menu.
Select the records to be selected according to the current sort field (from... and to...).
Select the merge data file document.
Change the merge data file name if needed.
Press [ENTER] to complete the multiple record selection.
Select Y in the CallWP prompt to call a merge document to merge with the newly created merge data file.
Single Record Selection
Choose Single to select only one record (or only one at a time). Be sure to have the record to be selected onscreen before the record is selected.
To select and merge a single record:
Place onscreen the desired record to be selected.
Choose Single in the SELECT menu.
Tag the record for selection by selecting Select Onscreen Record.
Select the appropriate commands to complete the desired selection.
Select Finish Record Selection Process when finished selecting single records.
Change the merge data file name if applicable.
Press Y to call your word processor to execute a merge or press N to continue working in WPMerger.
Single Selection Commands:
Select Onscreen Record
Choosing Select Onscreen Record tags the current onscreen record to be placed in a merge data file. Use this command each time you find a record that you want to place in the merge data file, i.e. a merge data file that has been created by using the Single command can have more than one record.
Finish Record Selection Process
Select Finish Record Selection Process when you have finished the record selection process.
Edit Currently Displayed Record
Select Edit Currently Displayed Record to temporarily edit the information on the onscreen record before selecting the record. Any editing by using this command is not saved. This feature is valuable in personalizing the data. An example: Editing a field named First Name from Albert to Al in order to personalize the salutation to your friend, Al.
Find a Record
The Find a Record command functions just like the Find Record command in the EDIT menu. This command has been placed in this window for your convenience.
Next Record Retrieval and Previous Record Retrieval
These commands call up the next or previous record in the current sort.
Record selections are summarized in a Record Selection Summary window. The window shows the number of records selected, the ability to name or rename the merge data file, anda prompt to allow the user to call your word processor.
Number of Records Selected
The number displayed after this prompt represents all the records that matched the selection criteria. If this number seems inaccurate, the selection criteria may not have been as precise as desired.
Naming Merge Data Files
After you have selected records for merging, WPMerger will automatically give the new merge data file the default merge data file name that you have selected in the current user configuration. If the merge data file currently exists, WPMerger will ask you if you would like to overwrite the file. If you want to overwrite the file, press Y, if you want to change the name, press N and type over the name in the prompt box.
Call Your Word Processor
If you wish to call your word processor to complete the merging process enter a Y after this prompt. Enter an N to remain in WPMerger . This prompt is essentially the same as the CallWP command in the SELECT menu.
Choose Combination to select a combination of single record(s) and/or a combination of multiple record(s) to be placed in a merge data file. Records are selected by using the Single and Multiple record selections over and over again in a combining fashion until all of the desired records have been selected.
To select and merge a combination of records:
Choose Combination in the SELECT menu.
Select Multiple or Single in the prompt box.
Follow the instructions in the previous sections about single and multiple record selection.
Select Y in the More Records prompt if more selections are desired.
Repeat the procedure until all desired records have been placed in the merge data file.
Select N in the More Records prompt when record selection is complete.
Select Y in the CallWP prompt to call a merge document to merge with the newly created merge data file.
Filter
Choose Filter to select records that have certain data in common. The filter uses an "and" logic so that records will be selected that have all of the specified data given by the selection criteria.
To use the selection filter:
Choose Filter in the SELECT menu.
Press [Tab] or [Enter] to locate the desired fields.
Enter data or partial data in the fields to complete the desired record selection.
Press [F10] when finished entering the selection criteria (or press [Enter] after the last field) to begin the selection process.
Select Y in the CallWP prompt to call a merge document to merge with the newly created merge data file.
Combination Record Selection
Choose Combination to select a combination of single record(s) and/or a combination of multiple record(s) to be placed in a merge data file. Records are selected by using the Single and Multiple record selections over and over again in a combining fashion until all of the desired records have been selected.
To select and merge a combination of records:
Choose Combination in the SELECT menu.
Select Multiple or Single in the prompt box.
Follow the instructions in the previous sections about single and multiple record selection.
Select Y in the More Records prompt if more selections are desired.
Repeat the procedure until all desired records have been placed in the merge data file.
Select N in the More Records prompt when record selection is complete.
Select Y in the CallWP prompt to call a merge document to merge with the newly created merge data file.
CallWP
Choose CallWP to call a word processor merge at any time. After choosing CallWP and selecting the merge document, the word processor defined in the current configuration is called. To access merge documents with other file extensions, select a different user configuration or change the document selection field in the currently selected user configuration. If no document selection is desired when calling your word processor turn the option off in Program Options (Options menu).
To call your word processor:
Choose CallWP in the SELECT menu.
If necessary, press [F2] to change the current configuration for a different document selection.
Use the cursor keys to select a word processor merge document, press [ENTER].
To obtain a different document selection change the user configuration or change the document selection in the current user configuration.
THE UTILITIES MENU
Available UTILITIES menu commands:
Shell to DOS
Index Generation
Database Reconstruction
Backup Database
Restore Database
Shell to DOS
The Shell to DOS command allows you to temporarily exit from WPMerger to another program, utility, or directly to the DOS command processor. When finished with the program or utility, you are placed back in WPMerger . The two ways to access DOS are by selecting Run a Program or Utility or by selecting DOS Command Processor.
Run a Program or Utility
Selecting Run a Program or Utility allows you to execute a single DOS command. Enter exit to return to WPMerger
To shell with Run a Program or Utility:
Choose Shell to DOS in the UTILITIES menu.
Select Run a Program or Utility and enter a single DOS command.
When the command is finished, enter exit to return to WPMerger .
DOS Command Processor
Selecting DOS Command Processor transfers you directly to DOS. Once in DOS you may execute as many commands as you want. When finished in DOS enter exit to return to WPMerger
To shell with DOS Command Processor:
Choose Shell To DOS in the UTILITIES menu.
Select DOS Command Processor to shell directly to DOS.
Enter Exit when finished working in DOS to transfer back to WPMerger.
Enter any key to return to WPMerger.
Index Generation
The index facility is used to reconstruct the sort (index) system of a database.
To generate indexes:
Choose Index Generation in the UTILITIES menu.
Use the Index Generation command when:
You have prematurely stopped index generation after updating a database.
You are able to load a database but are unable to access any of its records.
All of the records of a database do not seem to be present (or selectable).
Database Reconstruction
The Database Reconstruction command is used when it appears there is some problem loading a database or retrieving records from a database. This command goes through the selected database╒s data and discards records that appear damaged or not needed.
To reconstruct a database:
Choose Database Reconstruction in the UTILITIES menu.
Backup Database
Choose Backup Database to make a backup copy of an existing database, usually onto floppy diskettes. Set the drive letter for a backup by selecting the Program Options menu command in the OPTIONS menu. The backup database name remains the same as the active database. Refer to Appendix A for specifics about backup file name extensions.
To backup a database:
Change the drive letter, if desired, in Program Options (in the OPTIONS menu).
Choose Backup Database in the UTILITIES menu.
Select the desired database for backup in the Backup Database window.
Press [ENTER] to begin the backup procedure.
You will be prompted to insert multiple diskettes, if necessary.
Restore Database
Choose Restore Database to restore a database backup copy. If a database exists (in the selected configuration) with the same name as the database to be restored, the database to be restored is copied on top of the existing database.
To restore a database:
Choose Restore Database in the UTILITIES menu.
Select the desired database to be restored in the Restore Database window.
Press [ENTER] to begin the restore procedure.
You will be prompted to insert multiple diskettes, if necessary.
THE OPTIONS MENU
Available OPTIONS menu commands:
User Configurations
Program Options
Video Selection
User Configurations
Choose User Configurations to select, edit, delete an existing configuration, or to add a new one. The process of selecting and deleting a configuration is given is the following two paragraphs. The procedures for editing an existing configuration and adding a new configuration are given in the box below.
Refer to the section titled Setting User Configurations in Chapter 4 for information about the various configuration components.
To select a currently existing user configuration, simply choose Select in the prompt box. Use the cursor keys to choose the desired user configuration, and press [ENTER]. While at any database or document selection window (like renaming or copying a database or selecting a document for merging) the current user configuration can be changed by pressing [F2]. The current configuration can be changed at any window that has '[F2]' displayed in the lower line of the window.
To delete an existing user configuration, select Delete in the prompt box, and then confirm the deletion by pressing Y.
To edit or add a user configuration:
Choose User Configurations in the OPTIONS menu.
Use the vertical cursor keys to select either Edit or Add in the prompt box, press [ENTER].
Enter or edit data in the window prompts.
Press [F10] when finished or press [ENTER] after the last prompt in the window.
Program Options
Choose Program Options to set the various user-definable program options.
To change the program options:
Choose Program Options in the OPTIONS menu.
Use the vertical cursor keys or press the [ENTER] key to locate the desired prompt.
Enter the appropriate information after each prompt.
Press [F10] when finished or press [ENTER] after the last prompt in the window.
Video Selection
Choose Video Selection to change the video output.
To change the video selection:
Choose Video Selection in the OPTIONS menu.
Use the vertical cursor keys to select the type of monitor in your system, press [ENTER].
If color is chosen, a color palette window is displayed. Select a palette by using the vertical cursor keys and pressing [ENTER]. Press [ESC] when the desired palette is selected.
Available Video Selections:
Default display mode (display before starting WPMerger )
Monochrome
Color (standard CGA, EGA, or VGA)
-Choose a color palette from the eight available color palettes
Enhanced color mode (EGA-43 line)
Enhanced color mode (VGA-50 line)
LCD (laptop)
If the selection 'Color' is selected, choose a color palette from the Color Palette prompt box by using the vertical cursor keys, press [ENTER]. Once a selection has been made the screen is re-painted with the newly selected colors. Simply select another palette by repeating the selection procedure. Press [ESC] when you are satisfied with the currently selected palette (and its colors are onscreen).
Color Palette Descriptors:
First color represents the background screen color
Second color represents the template color
Third color represents the data color
Appendix A
Hardware Requirements
The WPMerger v. 1.5 package contains either one 720K 3.5 inch or one 5.25 inch floppy diskette. The following lists the files that are copied into the three directories which are created during the installation procedure.
The program diskette(s) contain the following program files which are copied to a directory named ╥\WPM╙.
WPM.BAT (copied with installations only, not updates)
WPM.EXE
WPMPROG.EXE
WPM.OVR
WPM.TXT
WPM.INF
WPM.HLP
README (installation notes)
WPM.DFT (install procedure creates this file)
The program diskette(s) contain two sample databases with records which are copied to a created directory named '\WPM\DATA'.
OFFICE.TPL
ADDRESS.TPL
The program diskette(s) contains two sample documents which are compatible with the database Office and are copied to a created directory named '\WPM\DOCUMENT'.
SAMPLLTR.WP5 (for WordPerfect > 5.0)
SAMPLLTR.WP4 (for WordPerfect, Pre-5.0 version)
SAMPLLTR.DOC (for Word)
SAMPLLTR.SPR (for Sprint)
SAMPLLTR.PW2 (SPC Professional Write 2.0)
SAMPLLTR.WS (MicroPro WordStar)
SAMPLLTR.ED (PC-Write)
WPMerger File Structure
There are three types of data files which are created by WPMerger and are named as follows.
.TPL (given to database templates)
.DAT (given to database data files)
.IXn (given to index files, n = a number from 0-9)
The backup data file extensions are named as follows.
.TPn (given to backup template files, n = 0-9)
.DAn (given to backup database data files, n = 0-9)
.Inn (given to backup index files, first n is the index number as above and the second n = 0-9)
System Requirements
IBM PC or compatible or IBM PS/2 or compatible
DOS 2.0 or later version
Hard disk or single 720 floppy drive
350K disk space
384K RAM
Monochrome, LCD, CGA, EGA, VGA adaptor, enhanced
color (43/50 line)
Appendix B
Function Keys and Keyboard Commands
Listing of Function Key Commands
Key Function
F1 Help
F2 Change the current user configuration at a selection window
F3 Add field
F4 Edit field
F5 Copy field
F6 Move field
F7 Delete field
F8 Delete field from cursor position to end of field
F9 Delete entire field data
F10 End input and...
Save when adding or editing a record
Complete procedure when at a window or prompt box
Appendix C
Using WPMerger with Other Programs
Supportable Word Processor Programs
WordPerfect
Word
Word for Windows
WordStar
Sprint
PFS Professional Write
PC-Write
Supportable Database Programs (Import/Export)
dBASE
ASCII (quote-comma delimited)
Appendix D
Capacities:
Databases Infinite, depending of disk space
Records Over 2 billion per database
Fields 256
Data Record Length 4K (4096 bytes)
Sort Fields 10
Unique sortable fields 10
User Configurations 6
Screens per Record 8 pages (160 lines)
Color Palettes 8
Appendix E
Error Messages
The following is a list of DOS error numbers and their respective messages as reported by WPMerger .
