Current Shareware 1994 January/SHAR194.ISO/dbase/bf20.zip/BF.DOC

Text File | 1993-08-22 | 32KB | 782 lines

                      BiblioFile User's Manual
                            Version 2.0
                 Copyright 1993 by Michael Carnell
                           Data by Design
                           [phone]
                           P.O. Box 31994
                        Charleston, SC 29417

==========================================================================

                         TABLE OF CONTENTS

     A. Introduction                   L. Wants
     B. Getting Started                   - Adding
     C. Adding Books                      - Editing
     D. Editing Books                     - Deleting
     E. Deleting Books                    - Printing Want List
     F. Setting Order of Books         M. Administration
     G. Searching for Books               - System Information
     H. Viewing Books in a List           - Index Files
     I. Limiting Books Shown              - Configuration
     J. Reports                        N. File Types
        - Setting Up a Report          O. Glossary
        - Printing a Report            P. Specifications
        - Exporting to a Merge         Q. Keyboard Reference
     K. Contacts                       R. Required Legalities
        - Adding                       S. Shareware
        - Using & Editing              T. Technical Support
        - Maintenance

=========================================================================

A - INTRODUCTION

    Welcome to BiblioFile!

    BiblioFile is a PLMS, Personal Library Management System.  Plainly
stated, BiblioFile is an easy to use database system that can help you
organize your personal, professional, or company library.  By using
BiblioFile, you can track important information about the books you
have such as what you paid for them, what they are worth, where they
are located, who you loaned them to, and much more.  You can record as
much or as little information as you like, and you can always quickly
look up what you have already entered.

    Many years of experience as a book collector, book seller, computer
programmer, English major, and information researcher have gone into
producing this program.  The result is a powerful system that is
extremely easy to learn and use.

    If you don't want to read this manual, don't.  Just follow the
menus and instructions in the program and you should be fine.  But if
you have a question, always realize that you can refer here.

    All of the features of BiblioFile are available through the main
menu and the function keys.  The menu has nine basic sections and is
used for all actions relating to the collection.  Each section handles
a different type of task and may give you further options after being
selected.

Next - displays the next book in the database.

Previous - displays the previous book in the database.

Top - displays the first book in the database.

Bottom - displays the last book in the database.

Add - presents you a blank record to add a new book.

Order - lets you select the order in which the books are displayed.
        They can be in order by Author, Subject, or Title.

Edit - lets you edit the book currently displayed.

Delete - marks the book currently displayed for deletion.  If the book
         is already marked for deletion, choosing delete will remove
         the deletion mark.

Search - will search for occurrences of text anywhere in the record of
         a book.

Find - will find books by occurrence of text in the field by which the
       database is ordered -- the Author, Title, or Subject.

Limit - lets you limit the books displayed and reported to those of a
        single Author, Subject, or Title, depending on the order.

View - will display a list of your books that you can scroll through
       in browsing fashion.  When you want to view a book in more
       detail, simply press Enter.

Clean - will permanently remove any books you have marked for
        deletion.

Report - This selection will enable you to print, file, or view a
         report of all the items you have in your collection.

Quit - exits the program.  You can also exit the program by pressing
       the Escape key from the main menu.

    You choose an operation by either pressing the key that
corresponds to the first letter of your choice or by using the cursor
keys to scroll back and forth through the list of choices and then
pressing the Enter key when you have highlighted the correct choice.

    The function keys are used to get help, maintain the want list,
and use the contact list.  These are placed on function keys instead
of the menu so that if you have no need of these functions, you can
just ignore them.


B - GETTING STARTED

    To start BiblioFile simply type BF and press Enter from the disk
and directory in which the program resides.  For example, if you
installed the program to the C: drive, in a directory named \BF, then
the following command sequence will always work to start the program:
   C:
   CD\BF
   BF

    When you run BiblioFile, setup is automatic.  Among other things,
this will involve the creation of the database and index files.  When
this has finished, you will be at BiblioFile's Main Menu.

    NOTE: Because of the file creation that takes place on start up,
          and the read/write nature of a database, BiblioFile cannot
          be run from CDROM media.

    You should exit BiblioFile through the Quit command or by pressing
Esc from the Main Menu.  As the program shuts down it updates some
files and indexes.  If you do not exit this way some of your valuable
data may be lost or damaged.


C -  ADDING BOOKS

    You select the choice "Add" by either highlighting it with the
cursor keys and pressing Enter, or by simply pressing the letter A.

    In the first blank, you will enter the author's last name, a
comma, and then the author's first name.  For example, Zelda
Fitzgerald would be entered as "Fitzgerald, Zelda." Next you will
enter the co-author or editor's name in the same manner.

    Following that you should enter the title of the book.  For the
sake of consistency, the computer will automatically format the title
to be in all capital letters.

    After the title, you will enter all of the other particulars on
the book.  Remember that you can always go back and edit the
information later.

    As you can see this is a very flexible system.  Take care when
entering books into the system so that they can be easily retrieved by
the needed information.  Remember that to a computer a 1st Edition is
not the same thing as a First Edition and Wm.  Faulkner is not the
same person as William Faulkner.


D - DELETING BOOKS

    To delete a book, first display that book and then select Delete.
Once a book is deleted, it remains in the database until you select
the Clean function.  At anytime before you Clean the database, a book
can be undeleted by displaying that book and then selecting Delete a
second time.  You will notice the word "DELETED" will flash on the top
line of the screen if the book displayed is marked for deletion.


E - EDITING BOOKS

    When you want to change the information in the record of a book
that is displayed on the screen, just select "Edit." When you do that,
you can then edit the displayed information just as you typed it in
originally.  If a particular item is correct, simply skip over it by
pressing Enter.  You can use the control key and the "Y" together,
Ctrl+Y, to delete an entire line.

    After completing your editing of the information you will be
dropped back to the menu.  Any changes you made will be saved
automatically.


F - SETTING ORDER OF BOOKS

    By default, BiblioFile displays books in order by author, but the
program can also display the books in order by title or by subject.
To change the display order, simply select Order, and then select the
order you want.

    Note that the order you choose will determine the order for report
listings and all on-screen displays.


G - LOCATING BOOKS

    There are two ways to locate specific books within your
collection.  The first is by using the Search command.  This will look
for the occurrence of a word or phrase anywhere in a book's record.
This will search the author, title, description, and every other
field.

    The second method is to use the Find command.  This will search
for a word or phrase in only one field of the record.  The field that
will be used is determined by the order of the database.  Therefore,
if you display the database in order by author, then only the author
field will be examined to find the specified word or phrase.


H - VIEWING BOOKS IN A LIST

    If you select View from the main menu, you will be able to browse
through your collection in list form.  You can use the normal cursor
keys to scroll through the list both up and down and from side to
side.  When you press Escape or Enter to exit the list, the book
highlighted in the list will be the one displayed.


I - LIMITING BOOKS SHOWN

    If you want to limit the books shown or listed, you can do so by
selecting Limit.  You can then type in the text that will act as a
filter for books to be displayed.  The field that will be compared
against the filter is determined by the current order.

    For example, if you wanted to limit the books in a report to only
those with a subject of SCI-FI, you would first select an Order of
Subject.  Then you would select Limit and type in SCI-FI as the
limiting text.

    To remove a limiting filter, simply select Limit again and leave
the phrase blank, or change the order of the database.


J - REPORTS

    When you select Report, you will be given a menu of options.  If
you select Display, File, or Printer, the report will be generated.
If you select Setup, you can choose the fields you want included in
the report.  If you select WordPerfect, WordStar, or SDF, BiblioFile
will create a datafile for use in merging with other programs.  If
you press Escape at this menu, you will return to the main menu.

Setting Up a Report

    If you select Setup, you will see a list of all the fields, such
as Author and Title, for the database.  By default, all the fields are
set to be included in the report.  By changing the 'Y's to 'N's
however, you can elect to have some or all of the fields excluded.

Generating a Report

    This applies to Displaying, Filing, or Printing a report only.
The specifics for exporting a report are outlined a little later.

    If you select Display, BiblioFile goes through the process of
composing the report.  After all of the composition is done the report
will be displayed in a browse screen.  You can navigate this screen
with the cursor keys or press Escape to exit.  If your report is
long, only the first 1000 lines of it will be displayed.  This
should be enough to give you an idea of how it will look when
printed.  1000 lines is a little more than 15 pages.

    If you select Printer, BiblioFile begins the process of composing
the report.  After the composition, the program will send you a
message saying that it is starting the printing process.  Then the
report will begin to print.  While the report is printing, the status
of the printer will be checked regularly.  If the printer is not
responding correctly, you will be given the chance to correct the
problem or exit the printing process.

    If you select to have the report sent to a file, BiblioFile will
ask you for the name it should give the file where the report is to be
stored.  If you enter a valid file name, the program will save the
report to that file and return you to the menu.  If you enter an
invalid file name, you will be told so and then given the chance to
edit the file name.  If you want to give up, just press Escape.  When
you have entered a valid filename, the report will be generated.

    The file that contains your book-list is in plain ASCII text
format.  Almost all word processors and desk-top publishing programs
can use material in this format.

Exporting to a Merge File

    If you select WordPerfect, WordStar, or SDF from the Report
menu, BiblioFile will create a data file with all information in the
database.  This can be used by other programs to create custom
reports and documents.  The WordPerfect selection generates a
secondary merge file complete with field names.  The WordStar
selection generates a comma deliniated file with all fields for all
records.  The SDF choices creates a Standard Data File with each
field starting at fixed character positions.

    When you select any of these options for export, you will be
asked to select a name for the export file to be created.  All
records will then be saved to that file.  Please refer to the
individual documentation of the programs you will be using to
manipulate the merge file for information on merging.


K - CONTACTS

    With BiblioFile, you can maintain a list of contacts who you
normally deal with.  These could be dealers you buy books from,
friends or colleagues you loan books to, whatever.  The contact list
is accessed by pressing F10.  It can also be accessed from a special
maintenance utility that is supplied with the registered version of
BiblioFile.

    An additional feature of the contact list is the ability to insert
a contact's name into appropriate fields in a book record.  This can
be used to insert a name into the "Purchased From" or "Loaned To"
fields when you are adding or editing a book.  Specifics of this are
outlined below.

Adding Contacts

    To add contacts, press F10.  When presented with the contact list,
press Esc and then select Add.  You can then enter the contact's name,
address, and phone number.  When you press PgDn from anywhere in the
record, or Enter from the last field, the information will be saved to
the contact database.  Additionally, if you are in an appropriate
field of the database, the contact's name and/or company will be
inserted in that field.

    If you don't want new contacts to be inserted in the fields of a
book record, add them while at the main menu, not while adding or
editing a book.

Using & Editing Contacts

    To edit contacts, press F10.  When presented with the contact
list, scroll to the one you want and press Enter.  You can then edit
the contact's name, address, and phone number.  When you press PgDn
from anywhere in the record, or Enter from the last field, the
information will be saved to the contact database.  Additionally, if
you are in an appropriate field of the database, the contact's name
and/or will be inserted in that field.

    If you don't want new contacts to be inserted in the fields of a
book record, edit them while at the main menu, not while adding or
editing a book.


Maintenance

    A separate utility for the maintenance of Contacts is sent to all
registered users of BiblioFile.  This utility enables the deletion,
listing, and reporting of contacts.  Additionally, more fields of
information are available for each contact record.


L - WANTS

    Beginning with this version 2.0 of BiblioFile, the program can now
keep track of the books you want as well as the books you have.  For
each item wanted, the system stores author, title, edition, and a one
line note or description.  The want list tracking features are
accessed through the F6, F7, F8, and F9 keys.

Adding a Want

    To add a want press F6.  Once you do this, a blank want will be
displayed and you can then fill in all the appropriate information.
If you press Escape while editing, the editing process will be cut off
and the new want will not be saved.  You can exit the editing screen
by pressing Enter from the last field, of by pressing page up or page
down.

Editing a Want

    To edit a want press F7.  This will display a list of all the
wants in system in order by author and title.  Use the cursor keys to
scroll up and down through the list.  Select the want you wish to edit
by pressing Enter.  Once you press Enter, the want will be displayed
and you can edit it.  If you press Escape while editing, the editing
process will be cut off and the changes will not be saved.  You can
exit the editing screen by pressing Enter from the last field, of by
pressing page up or page down.

Deleting a Want

    To delete a want press F8.  This will display a list of all the
wants in system in order by author and title.  Use the cursor keys to
scroll up and down through the list.  Select the want you wish to
delete by pressing Enter.  Once you press Enter, the want will be
displayed and you will be asked to confirm its deletion.  Unlike
books, the deletion of a want is done instantly, so there is no way to
"undelete" a want.

Printing the Want List

    To print the want list, simply press F9.  BiblioFile will compose
the list and send it to the destination you specify, either the
screen, a file, or the printer.

    If you select Printer, the program will send you a message saying
that it is starting the printing process.  Then the want list will
begin to print.  While the list is printing, the status of the printer
will be checked regularly.  If the printer is not responding
correctly, you will be given the chance to correct the problem or exit
the printing process.

    If you select to have the list sent to a file, BiblioFile will ask
you for the name it should give the file where the list will be
stored.  If you enter a valid file name, the program will save the
list to that file and return you to the menu.  If you enter an invalid
file name, you will be told so and then given the chance to edit the
file name.  If you want to give up, just press Escape.  When you have
entered a valid filename, the list will be generated.

    The file that contains your want list is in plain ASCII text
format.  Almost all word processors and desk-top publishing programs
can use material in this format.

    If your want list is extremely long, only the first 1000 lines
of it will be displayed.  This should be enough to give you an idea
of how it will look when printed.  1000 lines is a little more than
15 pages.


M - ADMINISTRATION

    By pressing F4, you can configure the program about your particular
use.  In many cases though, you will not need to alter the default
configuration.

    The top half of the configuration screen deals with the printer.
Most dot matrix printers use a page length of 66, while most laser
printers use a page length of 60.  The default settings are for page
length of 60 lines, a left margin of 5 characters, and a top margin of
5 lines.  The printer is set to use port LPT1 unless you specify
otherwise.  If you need different values enter them in here.

    The bottom half of the configuration screen lets you set up the
monetary symbol you wish to use and change the names of the two
definable fields.  The default monetary symbol is the dollar sign, but
if you need something different, feel free.  You can enter a pound
sign "£" by holding down the Alt key and typing 156 on your numeric
keypad.  The default names for the two definable fields are "ISBN" and
"Media".  These names can be up to 10 characters long.

    The selections you make will take immediate effect when you return
to the menu.  Your choices are saved in the configuration file and
will stay in effect until you change them.


N - FILE TYPES

BF.EXE - The executable BiblioFile program.  This is the only file
         absolutely necessary to run BiblioFile.  All other required
         files will be created by the program as needed.

BF.DBF - The dBASE compatible database file of all books.

BF.CFG - The program configuration file that records such things as
               whether there is a color monitor.

BF.DOC - This document.

BF?.IND - The index files used to keep track of the database.  This
               index is NOT dBASE compatible.

WANT.DBF - The dBASE compatible database file of all wants.

WANT.IND - The index file used to track wants.

CONTACT.DBF - The dBASE compatible database of all contacts.

CONTACT.IND - The index file used to track contacts.


O - GLOSSARY

Backup - A second, or even third, copy of your work made to guard
against unforeseen disasters.

Batch File - A special file with the extension .bat that tells the
computer what actions to take.  A batch file is essentially a small
program.

Boot (Boot Up)- The process a computer goes through when it starts
operation.  It is "pulling itself up by its bootstraps."

Cost - The actual amount paid for a book including all shipping
charges.

CRT - See Monitor.

Cursor - The small rectangle or underline character on the computer
screen that shows the user where what he types will be put.

Cursor Keys -The four arrow keys on the computer's keyboard, usually
on the right side, that enable the user to position the cursor.

Disk (Diskette) - The magnetic media on which programs and data are
stored.  Removable disks are referred to as floppy disks and fixed
disks are referred to as hard disks.

Disk Operating System (DOS) - See DOS.

DOS (Disk Operating System) - The great guiding program that tells the
computer how to operate and interact.  It underlies all other programs
in the same way that the knowledge of reading and learning guides us
through reading any particular book, magazine or newspaper.

Enter - The large key on the keyboard, to the right side of the letter
keys, bearing the word "Enter" or "Return" or a broken arrow.  If your
keyboard has a numeric keypad there may also be one on the right side
of that keypad.  The Enter key is used to tell the computer that it
can process whatever you just typed.  In word processing it is used to
end a paragraph.

Field - The individual parts of a record in a database.  A phone book
database might have a field for the name, another for the phone number
and another field for the address.  A single grouping of these three
fields is a record.  There would be one record for each person.  All
the records for everyone in the phone book would make up the database.

File - A file is how the computer stores information.  It is a group
of information that may be related by purpose, data source or format.

File Names - A file name is the label by which a file is identified.
It can be a maximum of eight characters long plus a three character
extension separated from the name by a period.  Thus the format for a
file name is "XXXXXXXX.XXX".  See appendix E for information about the
file names this program uses.

Fixed Disk Drive - See Hard Drive.

Floppy Disk - A removable magnetic storage media.  The terminology of
a "floppy disk" originates from the days of the 8" disks which were in
fact very floppy.  This term applies both to the new 3 1/2" and 2"
disks as well as the 5 1/4" and the antiquated 8" disks.

Format - The process of formatting a disk makes it useable to the
computer.  Formatting basically arranges magnetic guidelines on the
disk so that the disk drive can stay in the proper lanes.  Formatting
a disk that already contains information will irreversibly send that
information to Never Never land.

Function Keys - The 10, 12 or now even 16 keys along the side or top
of the keyboard labeled F1, F2, F3 and so on...

Hard Disk - See Hard Drive.

Hard Drive - A non-removable, therefore "fixed", magnetic storage
media.

Index - A file which keeps track of the order of records in a database
based on different fields.  One index might keep track of records in a
database alphabetically by name while another index file might keep
track of records in the same database by the address.  Indexing is the
process of creating an index.

Menu -A list of choice from which you select the operation you wish to
perform or have the computer perform.

Monitor (Screen) - The television like device used to display
information on a computer.  Monitors may also be referred to as CRTs
which is short for Cathode Ray Tube.

Path - The path is a kind of map to tell the computer where a file is
located.  The path will include the drive letter and subdirectory
where a file resides.  The path for the file in the subdirectory
called "BF" on the C: drive would be "C:\BF".

Prompt - A character used by the computer to signal the user that it
is ready for information or an instruction.  From DOS the prompt is
usually something such as "A:>" or "C:\BF>".  There are many
variations of prompts.

Record - The individual sections of a database.  A record is made up
of fields.  A phone book database might have a field for the name,
another for the phone number and another field for the address.  A
single grouping of these three fields is a record.  There would be one
record for each person.  All the records for everyone in the phone
book would make up the database.

Re-Index - The process the computer uses to recreate and reorder an
index file.

Reset - To restart the computer by means of pressing the Control,
Alternate and Delete keys at one time, Ctrl+Alt+Del, or by a hardware
reset switch.  This should NEVER be done while running BiblioFile or
any other program unless it is totally unavoidable for it may damage
data files.

Return - See Enter.

Screen - See Monitor.

Scroll - To go up and down or side to side through the list of items
in a menu.  You do this by using the cursor keys.

Setup - The process used to make a computer program's settings match
both the hardware it is being used on and the user's preferences.

Subdirectory - Divisions and subdivisions of the storage space on a
disk.  Each different subdirectory will contain related things.  One
subdirectory may contain all word processing files while a different
sub-directory might contain only accounting files.  Sub-directories
are much like chapters in a book.

System Prompt - This is the prompt you are given from DOS.  See
Prompt.

Value - The fair retail market price of an item.

Window - A section of the screen that operates separately from the
rest of the screen.  It is like a screen within a screen.  There may
be more than one window open at a time and they may overlap each
other.

Working Copy - The copy of a program and its related files that you
use in your day to day work.



P - TECHNICAL SPECIFICATIONS

Hardware Requirements

The following is the minimum hardware required to run BiblioFile:

 - An IBM PC compatible computer with at least 512K free RAM (random
   access memory) running DOS version 3.0 or later.

 - At least 1 floppy drive.  A hard drive is recommended.

 - Any monochrome or color monitor.

 - A printer is necessary for printing reports.

Windows, OS/2
    BiblioFile will run under OS/2 and Windows 3.1 although it makes
no use of the mouse or other GUI tools.  BiblioFile is strictly a
character-based DOS program.

DOS 6.0
    BiblioFile is completely compatible with all versions of DOS
through 6.0.  It works fine with the DOS Shell, Task Swapper, and
DoubleDisk.

QEMM and DesqView
    BiblioFile will works well with QuarterDeck's memory managers and
multi-taskers.


Q - KEYBOARD REFERENCE

Esc         From a list of choices - exits without choosing.
            From a note screen - exits without saving changes.

Tab         Jumps forward one field in a record.

Shift+Tab   Jumps backward one field in a record.

PgDn        Jumps to the end of a data entry screen.

Enter       From a list of choices - selects the current choice.
            From a data entry screen - moves to the next field.

Ctrl+Y      Deletes the text to the end of the line.

Ctrl+T      Deletes the word to the right.

Ins         Toggle between overwrite and insert mode.

F1          Help.

Shift+F1    Displays program documentation from disk.

F2          Program information.

Shift+F2    Prints program registration form.

F3          Condition description guidelines

F4          Printer setup.

F5          System information.

F6          Add a want.

F7          Edit a want.

F8          Delete a want.

F9          Print want list.

F10         Contact list.


R - REQUIRED LEGALITIES

BiblioFile is a trademark of Michael Carnell and use of it is
prohibited without prior consent.  Copyright (c) 1993 by Michael
Carnell.  All rights reserved.  This work may not be reproduced, in
whole or in part, in any way or by any means, including but not
limited to photocopying or transcription, without the prior written
consent of Michael Carnell.

WARRANTY PROVISIONS
Michael Carnell warrants this software will substantially conform to
published specifications and to the documentation, provided that it is
used on the computer hardware and with the operating system for which
it was designed.  Michael Carnell also warrants that the magnetic
media on which the software is distributed and the documentation are
free from defects in materials and workmanship.  Michael Carnell will
replace defective media or documentation at no charge provided the
item is returned within 90 days of delivery.  If Michael Carnell is
unable to replace defective media or documentation or correct
substantial software errors, Michael Carnell will refund the license
fee.  These are the sole remedies to any breach of warranty.

WARRANTY LIMITATIONS AND DISCLAIMER OF ALL LIABILITY
All warranties for this product expressed or implied, including
merchantability and fitness for purpose, are limited to a period of 90
days from the date of purchase, and no warranties, expressed or
implied, will apply after that period.

In no event will Michael Carnell be liable to any purchaser for
damages, lost revenues, lost wages, lost savings, or any other
incidental or consequential damages arising from purchase, use or
inability to use this product, even if Michael Carnell has been
advised to the possibility of such damages.


S - SHAREWARE

BiblioFile is marketed as shareware.  This means that you can try out
the program before you pay for it.  If you find BiblioFile of benefit
to your operations or continue to use the program after the evaluation
period, you must register your copy.  Registration is not expensive
and includes many benefits.  Please see the order form included with
the program to receive complete registration instructions.

BiblioFile Registered Users Receive:
   1. Free e-mail, mail, and phone support.
   2. Upgrade and update notifications.
   3. The latest version on disk.
   4. Printed manual.
   5. One free upgrade.
   6. Utility for maintenance of contact database.

    Again, please consider becoming a registered user as a sign of
your support for the ongoing efforts to enhance BiblioFile and to
provide quality software to the public at a reasonable price.
Consider what you'll gain by using the program in the coming years.


T - TECHNICAL SUPPORT - HOW TO GET HELP

    Throughout your use of the program you can get help with an area
of difficulty by using the on-line help or by looking up the
information in this manual.

    If you hit a problem for which you need to contact me, please
don't hesitate to do so.  Remember, support is not just offered, but
guaranteed to registered users.

You can send E-Mail to: [e-mail]           (Internet)
                        >INTERN:[e-mail]   (CompuServe)
                        [e-mail]@INET#     (Genie)


Send any and all paper mail to:

                        Data by Design
                        P.O. Box 31994
                        Charleston, SC 29417

    If you want to talk directly to a person, I can be reached at
[phone].  There is an answering machine available if I am not,
and I do return all calls.