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DOCTOR DATA Label v5.0 User's Manual Page 21
-----------------------------------------------------------------
RECORDS sub-menu
-----------------------------------------------------------------
The RECORDS sub-menu consists of five commands: EDIT/ADD RECORDS,
INDEX RECORDS, FILTER RECORDS, CHECK DUPLICATES, & MISCELLANEOUS.
The following will explain how to use these commands and their
corresponding sub-menu commands.
-----------------------------------------------------------------
EDIT/ADD RECORDS
-----------------------------------------------------------------
The purpose of the EDIT/ADD RECORDS command is primarily for the
adding and editing of records. There are, however, several other
commands available within this command. Because most data
management is done within this command, this is probably where
you will be spending most of your time.
DATA ENTRY
There are twenty-three fields available for data entry. The field
names, types and lengths are all defined and cannot be changed
except the names of the three USER DEFINABLE code fields. These
are defined by executing the FIELDS/CARRY command located under
the SETUP sub-menu. Refer to that command in this manual for
further instructions. The uses for the fields do NOT have to
follow their names. For example, the "Title" field may be used as
a Country field, the "Account #" field may be used as a code
field, etc. The "Notes" field may be used for any other
miscellaneous data that you want to attach to a record and is
explained later in this section.
Upon entering this command, at the top right of your screen you
will see "Ins" displayed. This means that your Insert key is
turned ON and that anything typed will push over any text that is
to the right of the cursor. To turn it OFF, press the <Ins> key.
When the Insert key is OFF, anything typed will write over any
text to the right of the cursor.
The following features simplify and optimize the efficiency in
adding and editing records:
1) Numbers ONLY may be entered in the fields in which numbers
were meant to be entered.
2) The first character of most other fields and both characters
in the "state" field are automatically upper cased.
REFER TO THE FIELDS/CARRY COMMAND LOCATED UNDER THE SETUP SUB-
MENU FOR THE FOLLOWING:
DOCTOR DATA Label v5.0 User's Manual Page 22
3) Six custom prefix codes may be used for longer prefixes such
as "Mr. & Mrs."
4) Unwanted fields may be turned OFF and other fields may be set
to carry-over data from one record to the next to eliminate
repetitious data entry.
5) The zip code may be set to accept digits ONLY for U.S. or all
characters for International postal codes.
6) The names of the three code fields may be renamed.
FIELD EDITING KEYS
The following commands are used for editing text in all fields
except the Notes field which will be explained later. The ^
is the <Ctrl> key.
Up arrow or ^E = Move up one field
Down arrow or ^X = Move down one field
Left arrow or ^S = Move left one character
Right arrow or ^D = Move right one character
^left arrow or ^A = Move left one word
^right arrow or ^F = Move right one word
HOME = Beginning of current field
END = End of text in current field
^HOME = Beginning of the record
^END = End of the record
PgUp = Previous record
PgDn = Next record
Esc = Exit to sub-menu
^Y = Delete the current line
^T = Delete word right
Ins = Toggle insert/replace on/off
The CAR-RT SORT field is seven characters wide. It is used for
both the type of carrier route and the carrier route number
itself. The three types of routes are RR (Rural Route), HC
(Highway Contract) and CR (City Route). The first two characters
of this field is used for RR, HC or CR. They are automatically
upper cased. Then enter the number to the far right - up against
the right margin. For example: [RR 12], [HC 1234] or [CR 2].
By placing the route number up against the right margin, you will
be assured that the records will index properly for mail sorting.
The "Street Address" field should be used for the actual street
address, Apt#, Suite#, etc.. Use the "Bldg/Mall/Etc." field for
the name of office complexes, plazas, buildings, malls, etc.
DOCTOR DATA Label v5.0 User's Manual Page 23
The last field in each record is called "Notes". Pressing <E>
while the cursor is in this one character field will open a
window to allow the entry of miscellaneous data attached to the
current record. Up to 64K (64,000 characters) may be stored in
this field. If there is content in the Notes field of a record,
"Notes [ ]" will be displayed in high intensity. Be sure the
contrast and brightness controls on your monitor are properly
adjusted to differentiate between high and low intensity.
NOTES FIELD EDITING KEYS
If you use the built-in text editor, the following is a list of
editing commands available while editing the "Notes" field. The ^
equals the <Ctrl> key.
Up arrow or ^E = Move up one line
Down arrow or ^X = Move down one line
Left arrow or ^S = Move left one character
Right arrow or ^D = Move right one character
^left arrow or ^A = Move left one word
^right arrow or ^F = Move right one word
HOME = Beginning of current line
END = End of current line
^HOME = Beginning of the memo
^END = End of the memo
PgUp = Next edit window up
PgDn = Next edit window down
^PgUp = Beginning of current window
^PgDn = End of current window
^W = Save and finish editing
Esc = Abort edit & return original
^Y = Delete the current line
^T = Delete word right
^B = Reformat memo in edit window
Ins = Toggle insert/replace on/off
1st COMMAND LINE
The 1st command line is located directly under the day/date line.
These commands are selected by pressing function keys <F1>
through <F8>. Under this command line are four (4) combination
key commands. To use them you must hold down the <Alt> key and
press either B, Z, M, or <F10>.
Some of these commands have other sub-commands that will be seen
upon selecting. The following will explain these commands.
DOCTOR DATA Label v5.0 User's Manual Page 24
F1=Notepad ------------------------------------------------------
The purpose of this command is to edit/display the NOTEPAD,
display US ABBREVIATIONS and FOREIGN STATES. Selecting this
command will prompt you with the above three selections. Use the
left and right arrow keys to highlight and select.
The NOTEPAD is for the purpose of being able to keep on hand
miscellaneous information such as codes for the code fields,
dates of mailings, etc.. The editing commands are the same as for
the Notes field. The Notepad is not to be confused with the Notes
field. The NOTEPAD is not part of the database. It is a text
file stored on disk by the name of NOTES.TXT.
The FOREIGN STATES are defined by selecting the FOREIGN STATES
command located under the SETUP sub-menu. The US ABBREVIATIONS
will be displayable after selecting the FOREIGN STATES command.
F2=Add ----------------------------------------------------------
The purpose of this command is to add records to the database.
New records are always added to the end of the database. If the
Street Address in the last record is blank, you will be notified
and asked if you want to add another record. This will help
prevent adding extra blank records to the database accidentally.
"Zippy" ZIP CODE DATABASE
You will be prompted for the zip code before a new record is
added if:
1) You purchased "Zippy", the optional zip code database and,
2) If "Zippy" is present in the default drive and directory and,
3) If "Zippy" is turned ON. ("Zippy" is turned ON and OFF by
pressing <Alt-Z>.)
Zippy automaticaly inserts the city, state and area code based
upon the zip code you enter. If the zip code entered is a "post
office ONLY" zip code, "P.O. BOX" will automatically be inserted
into the "Street Address" field. Refer to the SET "P.O. BOX"
command located under the MISCELLANEOUS command located under the
SETUP sub-menu.
If there is more than one city for the zip code entered, a window
will open allowing you to select the city to insert into the city
field. The first city in the list is the Main Post Office city
name. The cities following will be the "Branch Post Office City
Name", "Community Post Office City Name", or the "Place Name" in
that order.
DOCTOR DATA Label v5.0 User's Manual Page 25
DUPLICATE CHECKING ON RECORD ENTRY
If an index file is selected you will be asked if you want to
check for duplicate records. Indexing is explained under the
INDEX RECORDS command. If you answer "Y", you will be prompted
for the primary index field content. Enter the field data and
press <Enter>. If the index file was indexed on two or more
fields, you will also be prompted for the secondary index field
content. Enter the field data and press <Enter>. You will be
informed of how many, if any, possible duplicate records were
found. If any were found, pressing any key will automatically
take you to the first one found. By pressing <PgDn> you will see
any others. If any are true duplicates you simply don't add the
new record. If none are true duplicates press <F2> again and
answer "N" to the "Check for duplicate records?" prompt. Upon
answering "N", a new record will be added.
Duplicate records checking on record entry prevents duplicate
records from being entered into the database. Duplicate records
can also be checked for after they have been added with the
CHECK DUPLICATES command located under the RECORDS sub-menu.
Disk space is checked and newly added records are saved upon
every 10 records added. If too many records are added
accidentally, refer to the F4=Mark and the F6=Pack commands.
Refer to the DATA ENTRY section (mentioned earlier) for more on
EDITing and ADDing RECORDS.
F3=Goto ---------------------------------------------------------
The purpose of this command is to position the record pointer to
the "First" record, "Last" record, "Record#", "Next" record
specified in a SEARCH, "Prior" record, the next "Marked" record,
or to "Skip" a number of records. To do this, press the <F3> key
then the first letter of the command to execute. The following
are descriptions of these commands, their usage, and examples:
Pressing "F" will position the record pointer to the First record
in the database. If the database is not indexed this will be
record #1. If an index is active the first record will most
likely not be the first record in the database, but rather the
first record in that index. Records in an index appear in index
order rather than natural order. Refer to the INDEX RECORDS
command located under the RECORDS sub-menu.
Pressing "L" will position the record pointer to the last record
in the database. Here again, like the above explanation, the last
record in an indexed database will most likely not be the last
record entered into the database.
DOCTOR DATA Label v5.0 User's Manual Page 26
Pressing "R" will prompt you for the record number to go to.
After entering the record number, press <Enter> to position the
record pointer to the record number entered.
Pressing "N" will position the record pointer to the Next record
meeting a Search requirement. This is defined using the SEARCH
command which is located under the MISCELLANEOUS command under
the RECORDS sub-menu. Pressing <F3> then "N" will position the
record pointer to the Next record meeting the Search requirement.
This can be done repeatedly until no more records meeting the
requirement remain. To review again, press <F3>, then "F" to go
to the First record then start over using the "Next" command.
Pressing "P" will position the record pointer to the record
displayed prior to the current record. For example, if you are
at record #100 and you press <F3> then "R" then enter 200 and
press <Enter> the prior record is #100. If you now press <F3>
then "P" you will go back to record #100.
Pressing "M" will position the record pointer to the next Marked
record in the database. This command will NOT work if Marked
records are turned OFF (See "Alt-Marked ON or OFF" command). The
next section discusses the uses for Marking records.
Pressing "S" will allow you to skip through the database the
number of records specified. When prompted to enter a number,
you may specify a positive number to skip forward or a
negative number to skip backwards. A negative number is entered
using the minus (-) sign i.e. -30 will skip back 30 records.
F4=Mark ---------------------------------------------------------
The purpose of this command is to Mark all records "Prior" to the
current record, the "Current" record, the "Rest" of the records,
"All" of the records, or individual records other than the
currently displayed record. To do this press <F4> then the first
letter of the command to execute. The following are descriptions
of these commands and their usage:
Pressing "P" will Mark all records Prior to the current record
displayed on the screen.
Pressing "C" will Mark the Current record displayed on the
screen.
Pressing "R" will Mark the Rest of the records in the database or
all records after the current record displayed on the screen.
Pressing "A" will Mark All the records in the database.
DOCTOR DATA Label v5.0 User's Manual Page 27
Pressing "Alt-R" will prompt you for a record number and then
upon pressing <Enter> will go to the record number entered and
Mark it.
When using the Prior or Rest commands on an indexed database it
is important to remember that the database is NOT in natural
order and that any records Marked will be those according to the
index.
If a database is filtered and the filter is turned ON, only the
records in the filter are marked.
There can be several reasons for marking records. The most common
of which is to remove records permanently from the database. This
is done using the F6=Pack command. The F6=Pack command is
explained later.
Another use for marking records would be if you wanted to single
out selected records for any particular purpose by Marking them
and then set a Filter to all Marked records. Filtering is
explained under the FILTER RECORDS command.
F5=Unmark -------------------------------------------------------
The purpose of this command is to Unmark records that were
previously marked with the F4=Mark command. To do this, press
<F5> then the first letter of the command to execute. This
command is the same as the F4=Mark command except it does just
the opposite. This command will NOT work if Marked records are
turned OFF. See the "Alt-Marked ON or OFF" command. Filters are
explained under the FILTER RECORDS command located under the
RECORDS sub-menu.
F6=Pack ---------------------------------------------------------
The purpose of this command is to permanently remove all Marked
records from the database. If there are any Marked records in the
database, pressing <F6> will prompt you with "Are you sure you
want to PERMANENTLY REMOVE xxx RECORDS from the database (Y/N)?"
where xxx is the number of Marked records in the database. If
you answer "Y", all Marked records will be permanently removed
from the database.
IMPORTANT: It is always good practice to keep a backup of your
database files in case of corruption or accidental deletion of
records.
DOCTOR DATA Label v5.0 User's Manual Page 28
F7=Seek ---------------------------------------------------------
The purpose of this command is to seek the key index field for
specified data. This will work only if an index file is active.
If, for example, the active index file is indexed on the zip code
and last name, you would be prompted for the zip code to seek for
since the primary index field was the zip code. After entering
the field content to seek and pressing <Enter> the record pointer
will be relocated to the first record meeting the requirement. If
there was no record found you will be informed so.
F8=Call ---------------------------------------------------------
The purpose of this command is to dial the Area Code and Phone
number of the current record displayed on the screen. Pressing
<F8> will bring up another command line allowing you to dial one
of two prefix's plus the a/c and phone, 1 plus the a/c and phone,
or no prefix at all. Pressing 1 through 4 will select and then
dial the number on your modem. After the modem dials the number,
pick up the receiver and press any key on the keyboard to
disconnect the modem.
The two prefix's and other modem parameters are defined and
further explained under the MODEM PARAMETERS command located
under the SETUP sub-menu.
2nd COMMAND LINE
Alt-Beep ON or OFF ----------------------------------------------
The purpose of this command is to toggle the beep ON and OFF. The
BEEP informs you when you have filled a field and gone onto the
next.
Alt-Zippy ON or OFF ---------------------------------------------
The purpose of this command is to toggle Zippy ON and OFF. Zippy
is a city, state, zip code and area code database that will
automatically insert the city, state and area code upon zip code
entry in a newly added record. Also refer to the SET "P.O. BOX"
command located under the MISCELLANEOUS command which is located
under the SETUP sub-menu.
This zip code database is optional. If Zippy is in the default
drive and directory it will be recognized upon starting DOCTOR
DATA Label. If the ZIPPY.NTX index file is not present it will
automatically be created if adequate disk space is available.
Zippy will then be ready for city, state and area code look-up
upon zip code entry. A total of just under 2.5 megabytes of hard
disk storage is needed for Zippy and it's index file.
DOCTOR DATA Label v5.0 User's Manual Page 29
Alt-Marked ON or OFF --------------------------------------------
The purpose of this command is to hide records that have been
Marked. If Marked is ON, Marked records can be displayed. If
Marked is OFF, Marked records are NOT displayed. If the Marked
records are turned OFF, they will also be hidden from printouts,
reports, etc.
Alt-F10=Carry/Edit ----------------------------------------------
The purpose of this command is to carry over data from the
corresponding field in the previous record to the current record.
This command does the same as the <F10> command except the cursor
stays in the field for field editing.
F10=Carry -------------------------------------------------------
The purpose of this command is to carry over data from the
corresponding field in the previous record to the current field
and then go on to the next field.
STATUS LINE
Just below the two command lines there will be displayed from
left to right, the Filter Status, Index Order, and the number of
Records Marked in the current database.
The Filter Status will display one of the following:
1) If a filter has NOT been set the display will be "NOT Filtered".
2) If a filter has been set and is turned OFF the display will be
"Filter is OFF".
3) If a filter has been set and is ON, the display will show
either: Filter SET TO FIELDS: or Filter SET TO MARKED: with
the number of records in the filter. This will all be
explained further under the FILTER RECORDS command located
under the RECORDS sub-menu.
The "Index Order" will display the number of the currently active
index file. If no index file is selected and/or created, the Index
Order will be 0 which is natuaral record order. Up to 5 separate
index files may be created and maintained on each database file.
The index order, if other than 0, may be set to 0 by pressing
<Alt-I> and changed back by pressing <Alt-I> again. This is
usefull when adding records to an indexed database. Many times
after adding several records to a database you will want to print
labels or letters for those records. To do this you will need to
set the index to 0, go to the first record that you entered, exit
DOCTOR DATA Label v5.0 User's Manual Page 30
the EDIT/ADD RECORDS command and then print. Being able to set
the index to 0 from within the EDIT/ADD RECORDS command will
eliminate the need to exit this command, enter the INDEX RECORDS
command, set the index to 0 and then return to go to the first
record added then exit again and start printing. There are
perhaps other advantages of being able to enable and disable the
index from within this command that you will find later as you
use DOCTOR DATA Label. You are not allowed to switch index files
from this command - only disable and enable.
The "Records Marked" to the right of the "Index Order:" will at
all times show the total number of records marked in the current
database.
The next line (just above the field input portion) is used for
the display of from left to right, the current Record number and
whether it is Marked or Unmarked, the current database filename
in use, and the Total records in the database.
-----------------------------------------------------------------
INDEX RECORDS
-----------------------------------------------------------------
When an index file is created and selected it will cause records
to appear in the order in which they were indexed. If an index
file is active, blank key index fields will appear first, numbers
are second, then lower case and UPPER case characters. The key
index field is the first field selected to index on.
An index is mostly used for printing labels in zip code order by
selecting the zip code as your primary (1st) index field. With
DOCTOR DATA Label you can also use an index when adding records
to check for duplicates on record entry. See the <F2>=Add command
located under the EDIT/ADD RECORDS command located under the
RECORDS sub-menu. Also, the field content of the key index field
of an index may be seeked with the <F7>=Seek command also located
under the EDIT/ADD RECORDS command. The <F7>=Seek command allows
for instantaneous record retrieval.
If an index is active when EXPORTing, the records will be copied
to the new database in the order in which they appear in the
Index and will be re-numbered accordingly. This is commonly known
as a "SORT". The INDEX order of the old (current) database will
be the NATURAL order of the new (exported) database. See the
EXPORT TO command for instructions on exporting a database.
Selecting the INDEX RECORDS command will bring up another sub-
menu with the commands CREATE NEW INDEX and SET INDEX ORDER.
Above these prompts is the status line, stating the number of the
controlling index file. If the number is 0, then no index is
active and the records will appear in natual record order.
DOCTOR DATA Label v5.0 User's Manual Page 31
CREATE NEW INDEX ------------------------------------------------
The purpose of this command is to create a new index for the
current database. Up to 5 index files may be created for a
database. If you have already created one or more index files you
may recreate any one of them by simply selecting the index to
recreate. After selection you will be prompted for the fields to
index on by pressing the letters corresponding to the fields. The
first field selected is the primary (key) index field, the second
field selected is the secondary index field, and so on. Press
<Enter> when done.
SET INDEX ORDER -------------------------------------------------
The purpose of this command is to select the controlling index
file. This command will only be operatable if one or more index
files have been created. From within this command you may select
one of the current index files or press <Esc> to select natural
record order.
-----------------------------------------------------------------
FILTER RECORDS
-----------------------------------------------------------------
The purpose of this command is to "hide" all records NOT meeting
the requirements you specify. This command is used to edit, view,
or print only a selected SUBSET of records.
Selecting this command will bring up another sub-menu with the
following commands: CREATE NEW FILTER, SET FILTER ON/OFF, and
CONTINUE FILTER. The SET FILTER ON/OFF command will NOT appear
unless a filter has been CREATEd. The CONTINUE FILTER command
will NOT appear unless a filter has been CREATEd using the FIELDS
command (explained later). Above these prompts is the status line
for the filter stating either "NOT Filtered", "Filter is ON" or
"Filter is OFF".
CREATE NEW FILTER -----------------------------------------------
The purpose of this command is to create a new Filter for the
current database. Selecting this command will present another
sub-menu containing the commands: MARKED and FIELDS.
"Use prior filter?"
Filters are saved upon exiting DOCTOR DATA Label, selecting
another database, or closing the current database. If a filter
existed upon the last use of a database file and the database is
selected again then filtered, you will be asked if you want to
use the previous filter again.
DOCTOR DATA Label v5.0 User's Manual Page 32
The following will explain the usage of the sub-menu commands.
--- MARKED
Selecting this command will set a Filter to all records Marked.
If Marked records are turned OFF, you will NOT be able to set a
filter to MARKED records. See the F4=Mark and Alt-Marked ON or
OFF commands located under the EDIT/ADD RECORDS command for more
information.
In earlier versions you were able to set a filter to unmarked
records. That command is no longer needed because of the "Alt-
Marked ON or OFF" command located in the EDIT/ADD RECORDS
command. Turning Marked records OFF in essence sets a filter to
unmarked records since Marked records can't be accessed when
turned OFF.
--- FIELDS
Selecting this command will allow you to specify requirements on
selected fields for which a filter will be set. You will first be
prompted to select a field by pressing <A> through <V>. Next, you
will be prompted to select an operator. There are nine operators
available for use. There are 6 operators available when selecting
the "Date" field.
The following are the available operators.
"EQUAL" - This operator will set a Filter to the records that
equal the requirement you are about to specify for the field.
Each time this operator is selected, the requirement is searched
for within the records meeting the last requirement specified.
This will narrow down the number of records in the Filter.
"add EQUAL" - This operator will allow two or more EQUAL
requirements to be specified for any one or more fields. Each
time this operator is selected, the requirement is searched for
throughout the entire database and any records meeting the
specified requirement are ADDED to the Filter.
"exclude EQUAL" - This operator will exclude all records from the
Filter or database NOT meeting the specified requirement.
"RANGE" - This operator will set a Filter to the records that
meet the specified MINIMUM and MAXIMUM range.
"add RANGE" - This operator will allow two or more RANGE
requirements to be specified for any one or more fields. Each
time this is done, all records in the database meeting the range
requirements will be included in the Filter.
DOCTOR DATA Label v5.0 User's Manual Page 33
"exclude RANGE" - This operator will exclude all records from the
Filter or database NOT meeting the specified requirement.
"WITHIN" - This operator will set a filter to all records that
contain the requirement anywhere WITHIN the selected field.
For example, you could set a Filter to all records that have a
Street Address name of Elm which would be WITHIN the Street
Address field.
"add WITHIN" - This operator will allow two or more WITHIN
requirements to be specified for any one or more fields. Each
time this operator is chosen, the entire database is searched for
the specified requirement WITHIN the selected field. All records
meeting the requirement will be included in the filter.
"exclude WITHIN" - This operator will exclude all records from
the Filter or database NOT meeting the specified requirement.
"Tally Records?"
After each requirement is specified you will be prompted to tally
the records in the filter up to that point. The tally is optional
because of the time it takes to count. A non-optional tally is
made once the filter is completed.
SPECIFY ANOTHER FIELD, EXIT, OR ABORT: At this time, you will be
prompted for another field to use for a filter requirement. While
being prompted to select a field, you may press <Esc> to abort
the filter process or press <Enter> to set the current filter, if
any, and exit.
In using the "EQUAL", "add EQUAL", and "exclude EQUAL" operators,
note that the field content specified does NOT have to match, in
length, the actual content of the field. For example, if "We"
were specified in the "Last Name" field, the search would include
all records with a Last name field content that start with "We"
which would include "Weber", "Webster", "Wealler", and so on.
EMPTY FIELDS may be checked by using the "EQUAL" operator and
pressing <Enter>, not specifying a requirement for the field.
The specified requirements, using the operators described above,
are case insensitive meaning that "Webster" is recognized the
same as "WeBsTeR" or any other case variation.
If there are no records in the database that meet the
specifications entered, no Filter will be set and a message will
appear saying there are no records available matching the
requirements specified.
DOCTOR DATA Label v5.0 User's Manual Page 34
The filter is NOT automatically updated after adding records to
the database unless the Filter was set to "Marked".
EXAMPLE FILTER: To set a filter to all records in the states of
Arizona (AZ), California (CA), Nevada (NV), and Utah (UT): First,
select the "State" field. Second, select the "add EQUAL"
operator. Then specify "AZ" for the field content. Do the same
for the other three states. Each time the filter will increase in
size pending that you have records from those states.
To continue the above example Filter, include only the records
from those states who have a last name in the RANGE of "A" to
"L". First, select the "Last name" field. Second, select the
"RANGE" operator. We do NOT select the "add RANGE" operator
because we do NOT want to search the entire database, but ONLY
the ones in the previously defined Filter. After selecting the
"RANGE" operator, enter "A" for the MINIMUM and then "L" for the
MAXIMUM.
At this time if the steps above were followed correctly your
filter includes all records that have a Last name field initial
in the range of "A" to "L" and are from the states AZ, CA, NV,
and UT.
SET FILTER ON/OFF -----------------------------------------------
This command will NOT appear unless a filter has been CREATEd.
The purpose of this command is to turn the Filter ON and OFF.
When the filter is turned ON, ONLY the records within the Filter
may be edited, viewed, and printed. In order to edit, view, or
print all records in the database the Filter must be turned OFF.
CONTINUE FILTER -------------------------------------------------
This command will NOT appear unless a filter has been CREATEd
using the FIELDS command. This will allow you to continue the
filter by specifying more requirements on field content without
creating a new filter. Selecting this command will display the
same screen as when creating a new filter.
-----------------------------------------------------------------
CHECK DUPLICATES
-----------------------------------------------------------------
The purpose of this command is to check for duplicate records on
the first two index fields of the currently active index file. If
the index is on only one field, all records with the same content
in that one field will be recognized as duplicates. If the index
is on two or more fields, all records with the same content in
both fields will be recognized as duplicates.
DOCTOR DATA Label v5.0 User's Manual Page 35
Blank fields are ignored when checking for duplicates. This means
that if you check for duplicate phone numbers, the records with
blank phone numbers will NOT be recognized as duplicate records.
Also, if the index is on two or more fields, blank secondary
fields are ignored, not being recognized as duplicates.
The case structure (upper or lower) of a character is ignored.
When the Company name or Street address are used only the first
fifteen (15) characters are checked. This will ignore
abbreviations, allowing duplicates to be easily recognized.
Upon completion, the total number of records that appear to be
duplicates is displayed. Pressing <P> will print the records that
appear to be duplicae records along with their record numbers.
The record numbers will be used to delete the records that are
true duplicates. The records are printed in the order in which
they appear to be duplicates. The printout will print all the
fields from each record with seven records per page. If there is
any content in the Notes field, an X will appear in the [ ] in
the printout.
DELETING DUPLICATE RECORDS
DOCTOR DATA Label does NOT automatically delete what APPEARS to
be duplicate records. What APPEARS to be duplicate records may,
at many times, NOT be true duplicates.
To delete true duplicate records circle the record numbers to be
deleted and then enter the EDIT/ADD RECORDS command located under
the RECORDS sub-menu and be sure no records are Marked for
deletion unless you want them deleted along with the duplicate
records. Then press <F4> then <Alt-R> to specify record numbers
to Mark. At this time you should be prompted to enter a record
number. Enter the first record to delete and press <Enter>. The
record will be Marked and displayed for confirmation that the
correct record was Marked. Repeat this until all duplicate
records are Marked.
If you accidentally Mark the wrong record number, press <Esc>,
then use the <F5> and then the <Alt-R> commands to Unmark the
accidentally Marked record.
After all duplicate records are Marked press <Esc> to exit, then
<F6> to Pack (delete marked records from) the database. This
completes the removal of duplicate records.
DOCTOR DATA Label v5.0 User's Manual Page 36
-----------------------------------------------------------------
MISCELLANEOUS
-----------------------------------------------------------------
This command will open another sub-menu allowing the selection of
SEARCH, REPLACE, CONVERT, or ZIPPY.
SEARCH ----------------------------------------------------------
The purpose of this command is to search for field content in a
database that is NOT indexed. The F7=Seek command is much faster
when it comes to finding field data but does not allow tallies on
records with certain field content, allow you to search from
within a field or allow you to look for data in the Notes field.
The F7=Seek command is located in the EDIT/ADD RECORDS commmand
located under the RECORDS sub-menu.
There are two methods available to look for field data:
The first selection will look for data in the field starting from
the beginning of the field. The "Search" data does not have to
match the length of the actual record data.
For example, if you're looking for zip codes starting with "850",
you may enter "850" in the field and press <Enter> or, if you are
looking for all last names that start with "Web" you may enter
"Web" in the last name field to find names such as "Weber",
"Webber", "Webb", "Webster" and so on.
The second selection will look for data anywhere within the
field.
For example, if you entered "er" for the last name field you
would find all names with "er" anywhere within the last name such
as: "Werner", "Roberts" and so on.
Ineither case above the case structure is not recognized meaning
that "e" is recognized the same as "E" and so on. This is helpful
if you don't remember the exact case structure of the field.
If any records meet the data defined, you will be asked if you
want to Tally the records that meet the "search" condition.
Next, upon exiting from this command you will automatically go
into the EDIT/ADD RECORDS command displaying the first record
that meets the defined data search.
If more than one record meets the "Search", pressing <F3> then
"N" will position the record pointer to the Next record meeting
the search condition. Refer to the EDIT/ADD RECORDS command
located under the RECORDS sub-menu for instruction on the F3=GoTo
command.
DOCTOR DATA Label v5.0 User's Manual Page 37
REPLACE ---------------------------------------------------------
The purpose of this command is to replace the field content of
ALL records in a database that meet defined criteria
automatically instead of doing them one at a time.
After selecting the field to use, enter the "old" data and press
<Enter>. Then enter the replacement (new) data and press <Enter>.
You will then be informed of the number of records, if any, that
were replaced and the number of records that contain the new
replacement data. If nothing is entered for the old data, all
records will receive the new data.
IMPORTANT: It is recommended that a backup of the database be
made prior to procedures like this in case of mistakes.
CONVERT ---------------------------------------------------------
The purpose of this command is to convert field content to all
UPPER case or UPPER/lower case.
You will first be prompted for the field to use. Then select
"UPPER/lower CASE" to convert the first character of each word to
upper case and lower case the rest or "All UPPER CASE" to convert
all characters to upper case.
ZIPPY -----------------------------------------------------------
The purpose of this command is to correct and/or insert the city,
state and area code for the zip code entered or to look up cities
and states on a zip code. If the optional ZIPPY database is found
upon boot up you may run this procedure on the database.
Selecting this command will prompt you with the following:
"CORRECT CITIES AND STATES IN DATABASE"
"LOOKUP CITY AND STATE ON ANY ZIP CODE"
The first command will start from the current record in the
database and check each city and state for correct spelling
and/or insertion according to the zip code. This procedure will
start with the current record and work to the end of the
database. If a city and state can't be found the procedure will
pause and allow you to check the zip code for an error. If there
is more than one city for a particular zip code the current city,
if any, will be looked for and if found no changes will be made.
If the current city is not found or if the city field is blank
then the city entered into the city field will be the "Main Post
Office City Name".
The second command will prompt you for a zip code, then look up
and display the appropriate city or cities and state.