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DOCTOR DATA Label v5.0 User's Manual Page 56 ----------------------------------------------------------------- TOOLS sub-menu ----------------------------------------------------------------- The TOOLS sub-menu consists of four commands: FILE MNGMT, dB3-2-ASCII, SDF-2-DEL, and EXIT TO DOS. ----------------------------------------------------------------- FILE MNGMT ----------------------------------------------------------------- The purpose of this command is to RENAME, ERASE, or COPY files. This command will present another sub-menu: DATABASE, LABELS, LETTERS, LISTS, or ALL FILES. After selection you will be allowed to specify a path. The default drive and directory will be displayed. It can be changed if desired. Next, a directory of the appropriate files with their corresponding filename extension, size (in bytes), and date. After selecting a file, you will be prompted to press "R", "E", or "C" to Rename, Erase, or Copy a file. Whenever a database file is selected, the corresponding "DBT", "DF5" and "NTx" files will also be Renamed, Erased, or Copied. The x in "NTx" is the number of the index file for that database from 1 to 5. RENAME ---------------------------------------------------------- Pressing "R" will prompt you for a new filename. Do NOT change DBF, DBT, DF5, LBL, LTR, or LST filename extensions. It is important that these extensions remain the same if you expect to use them for their original intended use. A FILE CAN NOT BE RENAMED IF A DATABASE IS CURRENTLY IN USE. ERASE ----------------------------------------------------------- Pressing "E" will erase the selected file from the directory. You will be asked "ARE YOU SURE?" to safeguard against accidental erasure. COPY ------------------------------------------------------------ Pressing "C" will allow you to copy a file to another drive and/or directory. If the directory specified does not exist it will be created. If the file already exists you will be asked if you want to copy over it. If insufficient disk space is available on the target drive and directory you will be informed so and will not be able to copy the file(s). DOCTOR DATA Label v5.0 User's Manual Page 57 ----------------------------------------------------------------- dB3-2-ASCII ----------------------------------------------------------------- Selecting this command will convert any dBASE III or III Plus database file to ASCII DELIMITED or ASCII SDF. Simply select the file to convert and everything else is done for you. This is usually for the purpose of text editing and then IMPORTing into a DOCTOR DATA Label database. The original DBF file is NOT altered. If the database to be converted contains a memo field there will be a [filename].DBT file associated with it. This file must be present in the same drive and directory as the [filename].DBF before executing the dB3-2-ASCII command. See the GLOSSARY and IMPORT FROM command for information on ASCII DELIMITED files and the IMPORTing of an ASCII DELIMITED file. ----------------------------------------------------------------- SDF-2-DEL ----------------------------------------------------------------- This command converts an ASCII SDF (System Data Format) file to ASCII DELIMITED which can then be imported into DOCTOR DATA Label with the IMPORT FROM command. Some mailing list companies sell their lists on magnetic media in ASCII SDF only or charge extra to convert to ASCII DELIMITED or dBASE III. This command will eliminate that extra cost. See the GLOSSARY for more on ASCII SDF and ASCII DELIMITED files. Before attempting to use this command you will need to know how many spaces there are from the beginning of one field to the beginning of the next field for the records in your SDF file. An example of this is given below. If you do not already know this, you will need to exit DOCTOR DATA Label to view the file. This can be done with the "TYPE" DOS command i.e. TYPE [filename] or preferably with a text editor. Selecting this command will display a directory of all files in the current drive and directory. If the message, "Duplicate [filename].TXT found! Overwrite? (Y/N)" appears, it is because there is a file in the directory with the name of the selected file with a "TXT" filename extension. After a file is converted the filename extension will be "TXT". To overwrite, press "Y", otherwise, press "N" to abort and try another name. Next, you will be prompted to enter the number of spaces each field uses from the beginning to the end of a record. This information is needed by DOCTOR DATA Label in order to properly separate the fields for the new ASCII DELIMITED file. DOCTOR DATA Label v5.0 User's Manual Page 58 Using the example below, from the "J" in John up to, but not including the "S" in Smith is 11 spaces and from the "S" in Smith up to, but not including, the "1" in 123 Main Street is 12 spaces and so on. To import this file, enter 11, 12, 22 and 12. John Smith 123 Main Street Anytown Anystate |||||||||||||||||||||||||||||||||||||||||||||||||||||||||| | | | | 11 12 22 12 Once this is done press <Enter> to convert then see the IMPORT FROM command located under the DATABASE sub-menu to import into DOCTOR DATA Label. ----------------------------------------------------------------- EXIT TO DOS ----------------------------------------------------------------- This command will allow you to exit to the operating system from within DOCTOR DATA Label if an "R" value of 200 or more has been defined in the SET CLIPPER environment variable and your COMMAND.COM file is available. See CLIPPER ENVIRONMENT in the Introduction for more information on the "R" value. This is useful for executing batch backup commands or any other commands you may want to execute without quitting DOCTOR DATA Label. THIS IS NOT TO BE USED TO QUIT DOCTOR DATA LABEL. TO QUIT, SIMPLY PRESS <ESC> FROM ANY OF THE FIVE MAIN SUB-MENUS. DOCTOR DATA Label v5.0 User's Manual Page 59 ----------------------------------------------------------------- SETUP sub-menu ----------------------------------------------------------------- The SETUP sub-menu consists of six commands: FIELDS/CARRY, FOREIGN STATES, SCREEN COLORS, PRINTER CODES, MODEM PARAMETERS, EXTERNAL EDITOR and MISCELLANEOUS. ----------------------------------------------------------------- FIELDS/CARRY ----------------------------------------------------------------- This command will allow you to turn OFF the fields you do not want to use. As for the fields that you leave ON, you can set to carry-over data from the last record to a newly added record. This will eliminate the need to re-enter repetitious data and press <Enter> through fields you do not use. Selecting any of the fields in the menu will prompt you first for turning the field ON or OFF. Answer "Y" for ON or "N" for OFF. If you answer "Y", you will be prompted for the carry-over feature. Again answer "Y" for ON or "N" for OFF. If you answer "N" to the first Y/N prompt to turn the field OFF, then you will not be prompted with the second Y/N prompt. If carry-over is turned ON, then upon adding a new record to the database, the field content from the previous record will be carried over to the newly added record. This is done from within the EDIT/ADD RECORDS command. Fields may also be carried over "on the fly" by pressing <F10> or <Alt-F10> from any field in a newly added record. The following are other features available from this command. 1) Selecting the prefix field will also allow you to define six prefix substitutions. For example, "Mr. & Mrs." or "Dr. & Mrs." may be printed in form letters, labels and master lists if the corresponding code (C1, C2, C3, C4, C5, or C6) is put in the prefix field. 2) Selecting the zip code field will also prompt you with "Accept DIGIT zip codes only?". The reason for this is to prevent alpha characters from being entered into the zip code field by accident. International, in particular Canadian, postal codes contain alpha characters. You will have to answer "N" to this prompt to enter these and other international postal codes. 3) Selecting the phone number field will also allow you to choose between the standard XXX-XXXX format or no format at all which will allow the dash (-) to be put anywhere in the field for international phone numbers. DOCTOR DATA Label v5.0 User's Manual Page 60 4) Selecting one of the last three fields will allow you to rename the field anything you like after answering Y or N to the first two prompts. ----------------------------------------------------------------- FOREIGN STATES ----------------------------------------------------------------- This command allows the defining of up to 39 foreign states for international mailing. If the abbreviation of a foreign state will not fit into the 2 character space allotted in the database, simply type the state name next to the code wanted and enter the code in the state field. When printing form letters, labels, or master lists the code will be looked up and the corresponding foreign state will be printed. Another field such as the "Title" or "Account#" field may be used for the name of the foreign country. A sample template could be: {FULLNAME} {COMPANY} {ADD1} {ADD2} {CITY}, {ST} {ZIP} {TITLE} Note that the {ST} field macro MUST be used for foreign states instead of {CITY-ST-ZIP} or {STATE}. Also, as explained under the LABELS command, any empty lines on a label are closed up to eliminate the printing of blank lines within a label. ----------------------------------------------------------------- SCREEN COLORS ----------------------------------------------------------------- This command allows screen colors to be changed if you have a color card. Otherwise the colors will be set for monochrome. The instructions are presented on the screen. ----------------------------------------------------------------- PRINTER CODES ----------------------------------------------------------------- This command will allow you to assign your own printer codes for use in template files or setting your printer with the SET PRINTER command located under the PRINT sub-menu. THESE PRINTER CODES DO NOT NEED TO BE SET IN ORDER TO PRINT LABELS, FORM LETTERS, OR MASTER LISTS. This feature was added to DOCTOR DATA Label to assist those of us who DO want to be able to set the printer from within DOCTOR DATA Label. Usually setting your printer pitch/font from the front panel of the printer is all that is needed. If your printer does not allow this, you may want to set these printer codes to easily change from one pitch to another. DOCTOR DATA Label v5.0 User's Manual Page 61 TEMPLATE CODES -------------------------------------------------- There are a total of 15 printer codes available for use within your templates. They are used in the same way your other macros are used. They are listed with the other macros in the section of this manual that explains the printing of LABELS, FORM LETTERS, and MASTER LISTS. The names of these macros can not be changed however you can assign any codes to any macro you want. The codes DO NOT have to do what the name implies. Such as {BOLD-ON} does have to contain the code for turning bold print on. Some manuals provide the decimal value for printer commands. Many manuals do NOT provide these codes in decimal value however do have them in "BASIC" value. To demonstrate the conversion from "BASIC" to decimal we will use the printer codes for the Epson FX series of printers. The "BASIC" Epson printer code for turning italics on is LPRINT CHR$(27);"4" and the code for turning italics off is LPRINT CHR$(27);"5". The following is a chart for converting "BASIC" printer codes to their equivalent decimal numeric value. 033 ! 048 0 063 ? 078 N 093 ] 108 l 034 " 049 1 064 @ 079 O 094 ^ 109 m 035 # 050 2 065 A 080 P 095 _ 110 n 036 $ 051 3 066 B 081 Q 111 o 037 % 052 4 067 C 082 R 097 a 112 p 038 & 053 5 068 D 083 S 098 b 113 q 039 ' 054 6 069 E 084 T 099 c 114 r 040 ( 055 7 070 F 085 U 100 d 115 s 041 ) 056 8 071 G 086 V 101 e 116 t 042 - 057 9 072 H 087 W 102 f 117 u 043 + 058 : 073 I 088 X 103 g 118 v 044 , 059 ; 074 J 089 Y 104 h 119 w 045 - 060 < 075 K 090 Z 105 i 120 x 046 . 061 = 076 L 091 [ 106 j 121 y 047 / 062 > 077 M 092 \ 107 k 122 z Anytime you have a "BASIC" command of CHR$(27) you simply use the number enclosed in the left and right parenthesis, in this case "27". To convert the next code "4", find the decimal equivalent in the chart above which would be "52". So, the "BASIC" command LPRINT CHR$(27);"4" converts to 27 52. To assign a printer code, select the macro to define. Then type in the printer code. For the example given, select ITAL-ON then enter 27 52 for the printer code. DOCTOR DATA Label v5.0 User's Manual Page 62 ALL PURPOSE ----------------------------------------------------- The purpose of setting printer codes under this command is for setting the printer with the SET PRINTER command located under the PRINT sub-menu. A printer code description must be entered in order to select the command from the SET PRINTER command. Fifteen selections, <A> through <O> are allowed. To assign a printer code description and printer code, first select <A> through <O>, type a code description and press <Enter>. Then type the printer code itself. Use the code chart from TEMPLATE CODES to determine your printer codes ----------------------------------------------------------------- MODEM PARAMETERS ----------------------------------------------------------------- This command will allow you to define PREFIX #1, PREFIX #2, BAUD RATE, COMM PORT, and TIME DELAY. These are used by the F8=Call command in the EDIT RECORDS MODE. The PREFIX #1 and #2 are for dial commands. The dial command will be dialed prior to the area code and phone number located in the record. If the area code is empty it will be ignored. The following are three prefix codes and their use with a Hayes compatible modem: "," = PAUSE: When placing a call from an office with the phone connected to a PBX, it is necessary to dial an access code, usually the number 9, to get an outside line. This is done by dialing a "9," prefix code. The "9" accesses an outside line and the "," pause for another dial tone. Multiple commas may be used for a longer pause time. "P" = PULSE and "T" = TONE: By default the modem will dial in TONE mode. If you need to dial in PULSE mode simply insert the "P" into the PREFIX code. The "P" and "T" can be inserted anywhere within the code, dialing part in TONE and part in PULSE. Some long distance calling companies have codes for long distance collect calls and other types of codes that may also be used in the prefix codes. The BAUD RATE is set to 300 by default and does not need to be changed unless your modem won't run at 300 baud. The ONLY allowable entries are 300, 1200, or 2400. The COMM PORT can be changed to PORT 2 if needed. The TIME DELAY can be lengthened to up to 9 seconds if needed however it will most likely NOT need to be changed. DOCTOR DATA Label v5.0 User's Manual Page 63 ----------------------------------------------------------------- EXTERNAL EDITOR ----------------------------------------------------------------- This command allows you to define an external text editor (NOT word processor) and the path in which it resides in your hard drive for editing template files, Notes field, and the Notepad. If you are using a dual floppy system, it will be difficult to use this feature because of floppy disk capacities. If you did not set the "R" value of the CLIPPER environment variable to 200 or more you will not be able to define and use an external editor. Refer to the CLIPPER ENVIRONMENT variable in the Introduction for more information. Editor Name: [ ] Path: [ ] Example: [ED ] [C:\PCW\ ] Enter the filename ONLY without extension after "Editor Name" If, for example, your editor is called ED.EXE you would enter ED for the "Editor Name". Enter ONLY the path (drive and directory) of the editor after "Path". End the path with a "\" as in the example. The DOS "PATH" command is NOT the same as the "path" explained above. If your TEXT editor can not be found, you will not be able to escape from this procedure unless the path, if any, is deleted. This is done with the <Del> key. ----------------------------------------------------------------- MISCELLANEOUS ----------------------------------------------------------------- This command will open another menu with the following commands: CHECK CONFIG.SYS, SET "P.O. BOX" and REGISTRATION # CHECK CONFIG.SYS ------------------------------------------------ This command checks your CONFIG.SYS file in your root directory for the FILES statement. Refer to INSTALLATION AND SETUP in the Introduction of this manual. SET "P.O. BOX" -------------------------------------------------- There are many zip codes that are assigned strictly to post offices only. Zippy, the optional zip code database, will automatically insert "P.O. Box" or whatever variation of this you would like into the "Street Address" field if the zip code entered is a "post office only" zip code. This command will DOCTOR DATA Label v5.0 User's Manual Page 64 allow you to define what you want inserted into the "Street Address" when one of these zip codes are used. REGISTRATION # -------------------------------------------------- This command will display the registration number of the program you are using. This is needed for registered users to receive their phone support. DOCTOR DATA Label v5.0 User's Manual Page 65 ----------------------------------------------------------------- GLOSSARY ----------------------------------------------------------------- * ASCII This stands for the American Standard Code for Information Interchange, an international method of representing information in computers. ASCII is pronounced "ask-key". * ASCII DELIMITED FILES ASCII DELIMITED files consist of records in which the fields are surrounded by quotation marks and are separated from other fields by commas. Each record is on a line by itself. Trailing spaces are truncated. Date fields are written in the form YYYYMMDD. Example ASCII DELIMITED format: "Jones","Mary","123 Main Street","Georgia" "Smith","Jerry","1964 Jones Avenue","Florida" "Peterson","Paul","985 East Polk","California" Because most other database management programs export database files in ASCII DELIMITED format and because DOCTOR DATA Label can import ASCII DELIMITED files, any data can be used with DOCTOR DATA Label without re-entering each record. * ASCII SDF (System Data Format) FILES ASCII SDF files, like DELIMITED files, store each record on an individual line. However, the fields and records maintain a preset width. SDF files are sometimes referred to as FLAT files. Example ASCII SDF format: Jones Mary 123 Main Street Georgia Smith Jerry 1964 Jones Avenue Florida Peterson Paul 985 East Polk California * DATA A piece of information. Normally useless as an independent item. Can be useful when combined or used with other data. For example, a phone number is useless until it is conveyed in conjunction with other data such as a name. DOCTOR DATA Label v5.0 User's Manual Page 66 * DATABASE A repository of stored information organized in such a way that information is easily retrieved. An example of a computerized database is a collection of RECORDS, each record having the same template for input. An example of a non-computer database is the phone book. * FIELD An item of information stored as part of a RECORD. Normally several fields are used for DATA storage in a DATABASE RECORD. Each field is used for a particular piece of DATA. For example, a date would be stored in a date field (__/__/__), last name would be stored in a field for the last name. The purpose for individual fields within a record is to make specific data readily available. * INDEX FILE An INDEX FILE consists of at least one field from a database. The field is sorted alphabetically, numerically, or chronologically, and with each entry in the field is the corresponding record number from the database. The record number is used to reference the proper record in the database. An index file is, in effect, a virtual sort of a database, since none of the records in the database are sorted. The index file to database file relation is much the same as the index in a book to the location in the text. * PROMPT Blinking cursor or highlighted menu command. * RAM An acronym for Random Access Memory. This is normally the computer's main memory. * RECORD An integral unit of data items (FIELDS) that, when combined with other records, makes up a database. * RECORD POINTER The current record position within a database file. * TRUNCATE To cut off or trim the content of a field.