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FileMaker Pro Database | 1989-04-09 | 44KB | 752 lines

Particular@ ThatA Used@ Incoming@ :HBAM2001MAY84 1/1/50 Manager Smith Smith 6/1/88 About Access Accomplished Additional And/or Application Associated Automatically Being Block Blocks Cabinet Subject "<<<<< Outgoing Location Data >>>>> Cabinet Drawer Folder Fields Page ## <<<<< Documents From >>>>> ,Sorted by Date/Subject/Cabinet/Drawer/Folder sponse Tracking >>>>> Response Due To Whom Subject Page ## o help you find and track incoming and outgoing ll of the information about incoming correspondence and its associated outgoing correspondence. There are four block of information contained in the layout - 1) Incoming Document Data; 2) Incoming Location DatE a; 3) Outgoing Document Data; and 4) Outgoing Location Data. The Incoming Document Data block contains four descriptive fields. The first field is labeled "To." In this field type the last name of the in Data Entry 1..100 Outgoing Sort 1..100 About Access Accomplished Additional Appropriate Associated Block Command Contain Contained Contains Correspondence Custom Database Descriptive Documents Elements Enter Entitled Entry Examines >1/1/50 Incoming Sort 1..100 CABINET.I CABINET.O DATE.I DATE.O DRAWER.I DRAWER.O FOLDER.I FOLDER.O FROM.I FROM.O HELP INFORMATION ORDER RESPONSE DUE SUBJECT.I SUBJECT.O TITLE TOTAL.I TOTAL.O To.IB From.IB Date.IB A Subject.IB A Cabinet.IB Drawer.IB Folder.IB Total.OB Response DueB Help InformationB OrderB TitleB dividual in the office to whom the incoming correspondence was directed. If there is more than one person in the office with the same last name, you may wish to add first name information to this field in the G following format: Smith, Mary. The second field is labeled "From." Enter the last name and first name of the individual from whom the incoming correspondence was received in the following format: Jones, g Document Data; and 4) Outgoing Location Data. ts from 1 to X and label each drawer of the cabinet with a letter designation. For example, a row of five, four drawer filing cabinets would be numbered left to right cabinet 1 through cabinet 5. The top drawF er of each cabinet would be labeled "A;" the second drawer "B;" the third drawer "C;" and the fourth drawer "D." The folder field should contain the same decriber as is contained on the actual folder in file cG2abinet in which the incoming document is located. >1/1/50 >1/1/50 The purpose of this database is to help you find and track incoming and outgoing "paper" correspondence. Access to any of the layouts contained in this database may be accomplished by selecting the approp Howard. The third field is labeled "Date." Enter the date the correspondence was received by your office in the following format: mm/dd/yy. If you were to enter the date o help you examine and track the dC ocuments in your filing system. The first layout in entitled "Data Entry." The information fields in this layout contain all of the file's data elements. It is this layout from which you will enter all of th try Layout A From Sort Data Entry "<<<<< Incoming Document Data >>>>> Field Fields File's Filemaker Filing Finalized First Folder Following Format Formatting Fourth Friday Generated Handled mation Jones Label Labeled Layout Layouts Letter Lettering Located Location Mm/dd/yy Number Numbered Pages Paper Paragraph Particular Perform Performing Person Piece Portion Press Purpose Receipt Received Recommended Record Records Reflect Remaining Report Response Responses Resulting Right Scheme Script Scripts Second Select Selecting Selects Seven Should Shown Similar Entry Layout Example Exceptions Extracted Field Filing Finalized First Folder Following Format Fourth Howard Incoming Indivdual Individual Information Jones Label Labeled Layout Layouts Letter Lettering Located Location Mm/dd/yy Number Numbered Smith Sorts Space Subject Sufficient System Tasks Their There These Third Those Three Through Timely Within Would About Documents Entry Incoming Layout Outgoing Numbering Numeric Occur Office Operation Order Outgoing eport Response Responses Resulting Right Scheme Script Scripts Second Select Selected Selecting Selects Should Shown Similar Smith Sorts Space Subject Sufficient System Elements Enter Entered Entitled Entries Entry Examine Example Filing Finalized First Following Format Fourth Howard Incoming Indivdual Individual Information Jones Label Labeled Layout Layouts Letter Lettering Location Mm/dd/yy Number The purpose of this database is to help you find and track incoming and outgoing correspondence. Access to any of the layouts contained in this database may be accomplished by selecting the appropriate co ocuments that are contained in the database and displays that total at the end of the report. and displays that total at the end of the report. Subject "<<<<< Outgoing Location Data >>>>> Cabinet Drawer Folder "<<<<< Incoming Location Data >>>>> Cabinet Cabinets Calculated Calculation Cannot Change Changed uration Contain Contained Contains Correspondence Counts Custom Database December Decriber Described Description Descriptive Designation Devise Difference Directed Display Displays Document Documents Drawer Drawers During Data Entry "<<<<< Incoming Document Data >>>>> Response Due Subject "<<<<< Incoming Location Data >>>>> Cabinet Drawer The Data Entry Layout "1/4/89," the application will display this as "Wednesday, January 4, 1989," once you finalized your entry for this particular piece of correspondence. The fourth field is labeled "Response Due." Enter a B due date in the same format as described above. The resulting date will have the same configuration as that shown above, when you have finalized your data entry for this record. The "Subject" field contai Folder "<<<<< Outgoing Document Data >>>>> Data Entry "<<<<< Incoming Document Data >>>>> Subject "<<<<< Outgoing Location Data >>>>> <<<<< Incoming Documents >>>>> ,Sorted by Cabinet/Drawer/Folder/From/Subject Cabinet Drawerwer <<<<< Incoming Documents >>>>> ,Sorted by Cabinet/Drawer/Folder/From/Subject Cabinet Drawer Drawer Folder "<<<<< Outgoing Document Data >>>>> Folder Subject Total Number of Documents <<<<< Documents From >>>>> ,Sorted by Date/Subject/Cabinet/Drawer/Folder Document Data Subject Cabinet Drawer Folder Total Number of Documents Page ## Total Number of Documents Page ## Total Number of Documents Page ## ubject Cabinet Drawer Folder Subject Total Number of Documents Page ## Subject Cabinet Drawer Folder Drawer Folder Subject Total Number of Documents Page ## <<<<< Outgoing Documents >>>>> ,Sorted by Cabinet/Drawer/Folder/From/Subject Cabinet Drawerwerwer <<<<< Documents From >>>>> ,Sorted by Date/Subject/Cabinet/Drawer/Folder Page ## Document Data Subject Cabinet Drawer Folder <<<<< Outgoing Documents >>>>> ,Sorted by Cabinet/Drawer/Folder/From/Subject Cabinet Drawer Folder Subject Total Number of Documents Page ## ,<<<<< Correspondence Response Tracking >>>>> Response DueDue Total Number of Documents Page ## ,<<<<< Correspondence Response Tracking >>>>> Response Due To Whom Subject Page ## ,<<<<< Correspondence Response Tracking >>>>> Response Due Isentatives@ Elements@ Example Field Numbering@ Pages@ Smith@ OutgoingL rected Fields Contains Filing [ Remaining Total.IB To.OB From.IF From.OB Date.OB A Subject.OB A Cabinet.OB Drawer.OB Folder.OB Total.OB Response DueB Date.I+7F Help InformationB OrderB TitleB ns sufficient space for the entry of a description of the incoming correspondence and may contain text and numeric information. The Incoming Location Data block contains three fields of information: 1) CaD binet; 2) Drawer; and 3) Folder. It is recommended that you devise a scheme for numbering and/or lettering the various file cabinets and their associated drawers. A common scheme would be to number the cabine 3cabinet in which the incoming document is located. U More About the Data Entry Layout The Outgoing Document Data block and the Outgoing Location Data block contain similar information contained in the paragraph on Incoming Location Data. The only difference is that the "To" field should coB ntain the name of the individual to whom the outgoing correspondence is being directed and the "From" field the name of the individual who generated the response from within the office. The formatting of infor U&Still More About the Data Entry Layout This script sorts the data in the database by Cabinet, Drawer, Folder, From and Subject. The script also counts the number of incoming documents that are contained in the database and displays that total at the end of the report.r the Incoming Data blocks. U&Still More About the Data Entry Layout Incoming Documents Sort This script sorts the data in the database by Date, Subject, Cabinet, Drawer, and Folder. The script also counts the number of incoming documents that are contained in the database and displays that total at the end of the report.t total at the end of the report. Incoming Documents Sort XPerforming this script automatically selects the third layout and sorts the data in the Documents From Sort This script selects only those records associated with outgoing correspondence, and sorts the data in the database by Cabinet, Drawer, Folder, From and Subject;. The script also counts the number of incomBbing documents that are contained in the database and displays that total at the end of the report. ed with outgoing correspondence; and sorts the data in the database by Cabinet, Drawer, Folder, From and Subjec Outgoing Documents Sort Performing this script selects only those records associated with a response due, and sorts the data in the database by Response Due, From, To Whom and Subject. The purpose of this script report is toB make sure that correspondence for which a response is due is handled in a timely manner. For example, let's say it's Friday, December 23, 1988, and you want to know what responses to incoming corresponden Eher 26 - December 30, 1988, will be extracted from the file and listed in the sort order for this script. find all of the records in the file. Chose Find from the Select Menu; click in the first field under theD heading "Response Due;" and enter the following: 12/26/88..12/30/88. Click in the Find box or press the enter key on the keyboard and any records which have a response due during the week December 26 - Decem Correspondence Tracking B File TestC File ManagerD 12/27/88E Test of File ManagerF Test of DatabaseJ File ManagerR 01/03/89 BethD 12/27/88 01/03/89 BethD 12/27/88J BethR 01/03/89 e during the week December 26 - December 30, 1988, will be extracted from the file and listed in the sort order for this script. Correspondence Tracking Sample RecordC Smith, MaryD 12/1/88E Test of File Management Database ce are due during the upcoming week, which would be December 26 - December 30, 1988. Perform this script, which will find all of the records in the file. Chose Find from the Select Menu; click in the first fiD eld under the heading "Response Due;" and enter the following: 12/26/88..12/30/88. Click in the Find box or press the enter key on the keyboard and any records which have a response due during the week Decemb Database Development Jones Jason Liability Inquiries Follow-up Inquiry About Liability Insurer Jones Jason Property Inquiries Wozniak Steve Heading Howard However Incoming Individual Information January Jones Keyboard Label Labeled Layout Layouts Let's Letter Lettering Listed Located Location Manner Manually Mm/dd/yy Nature Number Numbered Today's Total Track Tracking Under Upcoming Various Wednesday Which Within Would About Correspondence Documents Entry Incoming Layout Outgoing About Above Access Accomplished Additional Outgoing Still Tracking Legislation Liability Property Reform Association Inquiries Liability Property 12/26/88 12/30/88 6/1/88 About Above Access Accomplished Additional Response Due Subject "<<<<< Incoming Location Data >>>>> Cabinet <<<<< Incoming Documents >>>>> ,Sorted by Cabinet/Drawer/Folder/From/Subject Cabinet Drawer Folder Subject <<<<< Outgoing Documents >>>>> ,Sorted by Cabinet/Drawer/Folder/From/Subject To Whom Subject Page ## ,<<<<< Correspondence Response Tracking >>>>> Response Due Manager 12/26/88 12/30/88 6/1/88 About Access Accomplished Additional And/or Application Associated Automatically Being Block Blocks Cabinet Database Inquiries iries nquiries quiries About Access Accomplished Additional And/or Application Associated Automatically Being Block Blocks Cabinet 1/1/50 Manager tabase Insurer Additional And/or Application Associated Automatically Being Block Blocks Cabinet Automatically@ Cabinets@ Chose@ Elements@ Example Field Have@ Numbering@ Pages@ Smith@ OutgoingL 4-2.1F# 4.01I 4/9/899e of the indivdual Tfrom whom the incoming correspondence was received in the following format: Jones, 4-2.1F# 12/22/88 pment Property roperty 6/1/88 About Access Accomplished Additional And/or Application Associated Automatically Being Block Blocks Cabinet 1/4/89 12/26/88 12/30/88 About Above Access Accomplished Actual Additional After And/or Application Appropriate Associated Assumed Auto-entered Automated Being Block Blocks Cabinet riate command from the Custom menu. Additional information about each of the scripts is contained in the remaining pages of this help file. There are five layouts that are used to help you examine and traC ck the documents in your filing system. The first layout in entitled "Data Entry." The information fields in this layout contain all of the file's data elements. It is this layout from which you will enter a Selected Selecting Smith System There Track Which mation is the same as was described for the Incoming Data blocks. There are three automated tasks that have been created in this database. First, when you enter a "From" name in the Incoming portion of thD e Data Entry layout, the same name is automatically entered in the "To" name of the outgoing portion of the Data Entry layout, as it is assumed that your response , if any, would be directed to the person(s) of Automatically Because Being Block Blocks Cabinet the same name. Second, the date of receipt is automatically entered as today's date, as it is assumed that data entry for tracking correspondence will occur on the same date that each piece of correspondence F is received. Third, the response due date is assumed to be seven days after the date of receipt and is calculated as such. As is the case with all FileMaker field entries, auto-entered data can be manually ch anged to reflect exceptions. However, because the first automated data entry task in this database is a calculation field, you will note that it cannot be changed. You may also want to change these auto-eHLntered field definitions to reflect the particular nature of your operation. of the outgoing portion of the Data Entry layout, as it is assumed that your response , if any, would be directed to the person(s) of Chose Click Command Common Configuration Contain Contained Contains Correspondence Counts Created Custom Database December Decriber Definitions Described Description Descriptive Designation Devise Difference Directed Display Displays Document Documents Drawer Drawers During