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- F I L E E X P R E S S by David M. Berdan (C) Copyright Expressware 1984, 1985 Portions (C) Copyright Microsoft Corporation, 1982, 1983, 1984, 1985 All rights reserved Proprietary Notice File Express is a proprietary product written by David M. Berdan and is being distributed by Expressware in Redmond, Washington. E X P R E S S W A R E P.O. BOX 230 Redmond, WA 98073 (206) 481-3040 Compuserve 75226,2020 File Express November 1985 - Table of Contents File Express Distribution Notice . . . . . . . . . . . . . . 1 Introduction . . . . . . . . . . . . . . . . . . . . . . . . 2 Technical Information . . . . . . . . . . . . . . . . . . . . 4 Starting File Express . . . . . . . . . . . . . . . . . . . . 5 Main Menu . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Select/Change a File . . . . . . . . . . . . . . . . . . . . 9 Add Data to File . . . . . . . . . . . . . . . . . . . . . . 14 Search/Update . . . . . . . . . . . . . . . . . . . . . . . . 19 Sorting The Database . . . . . . . . . . . . . . . . . . . . 32 Print Reports . . . . . . . . . . . . . . . . . . . . . . . . 35 Label Printing . . . . . . . . . . . . . . . . . . . . . . . 52 File Maintenance . . . . . . . . . . . . . . . . . . . . . . 65 End Session or Change Disk Drives . . . . . . . . . . . . . . 86 Example database . . . . . . . . . . . . . . . . . . . . . . . 87 Compatibility with other programs . . . . . . . . . . . . . . 88 Feedback, Problems, Bugs? . . . . . . . . . . . . . . . . . . 89 Disclaimer . . . . . . . . . . . . . . . . . . . . . . . . . 89 Format of File Express Files . . . . . . . . . . . . . . . . . 90 Error Codes . . . . . . . . . . . . . . . . . . . . . . . . . 90 Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90 Order Form . . . . . . . . . . . . . . . . . . . . . . . . . . 91 PROGRAM FILES INCLUDED IN FILE EXPRESS PACKAGE Program Disk Utility Disk ------------------- --------------------------------------- 1 README 1 WHATSNEW.DOC 9 EXAMPLE .HDR 2 WHATSNEW.DOC 2 FE-1 .DOC 10 EXAMPLE .INX 3 FE .EXE 3 FE-2 .DOC 11 EXAMPLE .STK 4 FE-DEF .EXE 4 FE-3 .DOC 12 EXAMPLE .RPT 5 FE-SORT .EXE 5 FE-4 .DOC 13 EXAMPLE .LAB 6 FE-RPT .EXE 6 PRINTDOC.BAT 14 EXAMPLE .QLB 7 FE-LBL .EXE 7 PRINTER .SET 15 ORDER .BAT 8 FE-SRCH .EXE 8 EXAMPLE .DTA 16 ORDERFRM.DOC 9 FE-EXP .EXE 10 FE-OVL .EXE (ii) - File Express(tm) User's Guide ----------------------------------------------------------------- F I L E E X P R E S S D I S T R I B U T I O N N O T I C E ----------------------------------------------------------------- Expressware is distributing File Express by way of the "SHAREWARE" concept. If, after trying the product, you decide to use it, we will TRUST you to send the requested $40.00 payment. You may obtain a production copy of File Express by sending $10.00 to Expressware to cover the cost of diskettes, mailer, and postage. Expressware will send you the latest version of File Express immediately by first class mail. You may also receive a copy of File Express by sending $40.00. This will make you a "registered" owner. All registered owners of File Express will receive a spiral bound copy of the User Guide that con- tains all of the information in this disk version of the manual, plus an error appendix and a detailed index. Registered owners will also be notified of all future releases of File Express. In addition you would be given the opportunity to receive ExpressGraph, a business graphics package currently under development that will interface with File Express. This will be available to all registered owners for a handling charge of $5.00 to cover the costs of mailing. ExpressGraph is scheduled for release by December of 1985. If, after all this, you still decide not to send the payment, you are still encouraged to copy and distribute File Express with the fol- lowing restrictions: 1. File Express is distributed as a complete set. Do not alter, or delete any program files from the distribution copies. 2. No charge is to be made for copying or distributing File Express. (User Groups may make a small charge to cover the cost of disks and copying. This charge is not to exceed $10.00. User Group members must be informed of the SHAREWARE concept and encouraged to support it.) 3. Commercial sale of File Express in any manner is pro- hibited without Expressware's written permission. (1) - File Express(tm) User's Guide ------------------------- I N T R O D U C T I O N ------------------------- File Express is an information management program written for the IBM Personal Computer and other compatible computers using PC-DOS. This allows easy manipulation of small and medium sized databases using menu driven commands. File Express allows you to create and maintain files of facts, figures, names, mailing lists, patient records or what have you. WITH FILE EXPRESS YOU CAN: * Define new databases, specifying the length and type of information allowed into each field. * Easily Add, Delete, Edit and Display information from your files. * Generate Reports from your files, complete with subtotals, totals, multiplication, division, and subtraction on any numeric fields. * Sort records on up to ten fields, with each separate field able to be sorted into descending or ascending order. The sort criterion may consist of any subset at any location within a field. * Search or Sort for specific information within a record, irregardless of upper and lower case letters. * Search for certain records on a global basis and replace any or all of the information contained in them. * Search for certain records on a global basis and delete them if desired. * Search for duplicate fields within the records of a file. * Search for duplicate field information within two files. * Merge up to ten different files into one new file. * Designate certain fields for automatic entry of time and date in several different formats when inputting data. Some of these are also updated upon any modification of a record. (2) - File Express(tm) User's Guide * Define fields within a record to be self-calculating. Calculation can be between numeric fields or between numeric fields and constants. All calculated fields are recalculated after any modification of a record. * Print Mailing Labels, up to five across in condensed or regular mode. This will be the easiest label printer that you will have ever used. * Create new databases from existing ones, adding new fields within the record and discarding unneeded ones, changing the field lengths and rearranging the order. * Create Mailmerge type files from your databases. File Express is a powerful system that is very easy to use. It is so easy, in fact, that you can probably use it without reading this user's manual. But to get the most out of File Express, please take the time to read it. (3) - File Express(tm) User's Guide ------------------------------------------- T E C H N I C A L I N F O R M A T I O N ------------------------------------------- SYSTEM REQUIREMENTS Computer: IBM PC, XT, AT, jr. or compatible Memory: 192 K DOS: version 2.1 or higher Disk Drives: 1 minimum (two recommended) Printer: Needed for printouts Monitor: Monochrome or Color (80 column) FILE EXPRESS CAPACITIES Maximum Records: 16,775,616 Characters per Record: 2400 Maximum Fields per Record: 40 Minimum Field length: 1 character Maximum Field length: 60 characters Numeric Accuracy: 14 digits Maximum Sort depth: 10 fields (Sort may be ascending or descending for each field) (Sort may be done on any portion of each field) (4) - File Express(tm) User's Guide ------------------------------------------- S T A R T I N G F I L E E X P R E S S ------------------------------------------- To start File Express, put the diskette containing the File Express programs into your default disk drive (Usually drive A, unless you change the default by typing B: or C: etc. from the DOS prompt ">"). Type <FE> and press <Enter>. The drive will begin to run as the main program is loaded into the computer. The opening screen will tell you many things. Under the title block is the message: "If you find this Program Package to be of value, Expressware will trust you to send the $40.00 payment" File Express is being marketed under the "User Supported Software" concept. This means, that after trying this product, if you find that it is useful to you and meets your needs, you are asked to send a $40.00 payment to Expressware. This is a marketing approach that reduces the cost of quality software and also gives you a chance to test a program to see if it meets your needs without having to pay in advance. Even if you decide not to send a payment, please share copies of File Express with others so they may try it also. Enough for the sales pitch. At the bottom of the opening screen you are asked: "Please indicate which drive to be used for DATA " If you only have one disk drive, press <A>. If you have two or move drives, or a hard disk, then choose the letter of the drive where you want to store your data files. IF YOU ONLY HAVE ONE DISK DRIVE File Express fully supports those of you who only have one disk drive. In this case you are prompted whenever it is time to change from the File Express Program Disk to your Data Disk, or back again. COLOR MONITORS Those who have a monochrome type graphics monitor connected to a color adapter card may not see everything displayed on the screen because of the various shades of green, amber, or white that are used to represent the colors. The color feature of File Express may be turned off from the Opening Screen or the Main Menu by pressing <Alt-N> (for No color). Color may be reset again by pressing <Alt-C> (for Color). (5) - File Express(tm) User's Guide ------------------- M A I N M E N U ------------------- After selection of the data drive the Main Menu will appear: -------------------------- Date: 11-01-1985 | 1) Select / Change File | | -------------------------- Time: 7:25 PM | | 2) Add Data to File | | | -------------------------- M | | | 3) Search-Update | A | | | -------------------------- I | | | | 4) Sort Index | N ---| | | -------------------------- | | | | 5) Print Reports | M ---| | | -------------------------- E | | | | 6) Print Mailing Labels | N ---| | | -------------------------- U | | | | 7) File Maintenance | ---| | | -------------------------- | | | | 8) Import/Export/Clone | ---| | | -------------------------- | | | | 9) Change Data Drive | ---| | | | | | | or | ---| | End Session | | | | ---| | | | -------------------------- Please make selection _ Main Menu Selection Screen You will notice that only selections <1> and <9> are high- lighted. When you first begin the program, File Express doesn't know which file you want to work with. Since menu items <2> through <8> all deal with a data file, they are useless until you have selected one to work with. Pressing one of the non- highlighted selections will present you with the reminder to choose a file first. (6) - File Express(tm) User's Guide Pressing <9> will allow you to change the Data File diskette drive, set the Function Keys, or end the program and return to DOS. BEFORE YOU START...SOME TIPS Before you begin to use File Express you should be aware of some features that aren't always displayed on the screen. The Escape Key <Esc> can be used at almost any time to back yourself out of any point in the program. EDITING FEATURES Whenever you can type in two or more characters the following editing features are available. <Backspace> - Erases character to the left of the cursor. <Del> - Erases character under the cursor. <Ins> - Toggles Insert mode on and off. When Insert mode is on the cursor will increase in size. Typing in characters with Insert mode on will force all characters to the right of the cursor toward the end of the field. If any charactors are pushed off the end of the line a short blip is heard. <Cursor Left> - Moves the cursor toward the beginning of the line. No characters are erased. <Cursor Right> - Moves the cursor towards the end of the line. No characters are erased. <Control-Home> - Moves the cursor to the beginning of the line. <Control-End> - Moves the cursor to the position following the last character on the line. <Control-E> - Erases the entire line and puts the cursor back to the beginning of the field. <Enter> - You may press <Enter> no matter where the cursor is within a line and the entire line will be taken as input. <^D> - From many places in the main program you may dump the contents of the screen to a disk file called "SCREEN.DMP". Each time you press <^D> the message "Dumping Screen" will appear in upper right corner of the screen and the screen contents will be appended to the SCREEN.DMP file on the Data Disk along with the current date. (7) - File Express(tm) User's Guide Forty fields of sixty characters each are allowed to be defined in File Express. This is too much information to be displayed on the screen at one time. So, for records with more than 20 fields the display is split into two pages. After defining or adding data to the first 20 fields they will disappear and the 21st thru the end of record will appear on a new screen, Page 2. At times when it is necessary to view both pages of a long record you may use <PgUp> and <PgDn> to flip between the two screens. Any reference to a field on the undisplayed page will automati- cally change page displays before processing. SINGLE KEY COMMANDS Whenever a command entry requires the pressing of only one key, the command is carried out immediately without having to press <Enter>. All single-key commands will "blip" (a blip is a short beep). The blip sound may be toggled on and off from the Main Menu or whenever you are editing a record by pressing <^S> (Control-S) if the sound is bothersome to you or those around you. All questions or entries that may require more than one key to be pressed must be followed by an <Enter>. Whenever an incorrect or inappropriate key is pressed, the computer will sound a two-tone warning and wait for another key. The <End> key is used in many places to say that you are through entering information and that you want to move on to the next step. For example, if you have 10 fields defined in a record and you only want to put information into the first one and leave the remaining nine empty, just type in the data for the first and then press <End>. (You don't even have to press <Enter>). File Express will then move on to the Save, Edit, Abort question. (8) - File Express(tm) User's Guide ------------------------------------------- S E L E C T / C H A N G E A F I L E ------------------------------------------- Before you can begin to work with a database, whether to add new information, print reports, or print labels, you must first tell File Express the name of the database you would like to use. To select a database file or to define a new file, press <1> while viewing the Main Menu screen. If you have worked with File Express before and have already defined one or more database files, then a list of their names will appear on the screen along with the prompt: Enter number of file to work with or Press <Enter> to begin a New File (or enter number of file, then press <End> to erase) To work with one of the files listed, simply enter the number listed in front of the file you want and press <Enter>. File Express will then get everything ready for you and return to the Main Menu with all menu options highlighted and ready for your selection. If you would like to erase the set of files associated with a database, enter the number of the database from the list and then press <End> instead of <Enter>. DEFINING A NEW DATABASE FILE If you want to start a new data base, just press <Enter> instead of typing in the number of an existing file. At this point you will be prompted to: "Enter name of new file." Type in the name of the database and press <Enter>. The screen will clear and the message: "Transferring to Define section" will appear. (9) - File Express(tm) User's Guide With File Express you can set up a new database by defining the name, length, and data type of each field to be included in each record. You may also define "calculated fields". These are num- eric fields whose contents are determined by mathematical opera- tions on previous fields in the record. For example, you may be defining a "Patient Record" database that will include several dollar charges that you would like to keep totals on without hav- ing to add them all together each time you enter some information. You could define a calculated field named "Subtotal" that would automatically be filled in with the total of all the charges above it. You could then set up a field called "Sales Tax" that would take the Subtotal amount and multiply it by the tax rate in your area. The sales tax amount would then automatically appear in that field. You could then finish up by defining a field with the name of "Balance Due". This field would be the sum total of the Subtotal field and the Sales Tax field. All calculations would be done by File Express in an instant and the resulting amounts filled in for you each time you entered information into the records. With this information, you could produce invoices using the Report Generator in File Express. To define a new file you must supply the name of the field, the type of data to be allowed as input, the length of the field, and, if numeric, whether or not it is to be a calculated field. The following column headings will be displayed: -field name- -type- -length- -calc field- along with the prompt: "Enter Name for Field 1" The field names can be any combination of letters and numbers up to twelve characters long. Begin by typing in the name you have chosen for the field and press <Enter>. The cursor will move under the -type- column and you will be asked to choose from the following valid data types allowed by File Express: +=positive *=whole #=decimal $=dollar A=alpha N=numbers !=anything File Express will allow you to specify what kind of input will be accepted into each field. These are the types you have to choose from: NUMERIC FIELDS: All numeric fields can be subtotaled, totaled, and used in calcu- lations for the answers in Calculated Fields. When printing reports, all numeric fields are printed right justified. This is so that all decimal points will line up when using dollar amounts. All numeric arithmetic in File Express is done in double (10) - File Express(tm) User's Guide precision. The length of numeric fields is limited to 14 digits. The following are valid types: <+> - positive whole numbers <*> - positive or negative whole numbers <#> - positive or negative decimal numbers <$> - positive or negative dollar amounts. (All input is converted to dollar format with two decimal places. If you just enter a whole number, the decimal point and two zeros will be added. In addition to the maximum length limit, dollar fields are required to be at least four digits long. This is so the smallest dollar amount, 0.00, will fit into the field. CHARACTER FIELDS: All fields with input of this type can not be totaled or used in calculated fields. The following are valid types: <A> - letters only (including the single quote mark) <N> - number characters only (can't be totaled or calculated ) <!> - almost anything on the keyboard If you just press <Enter>, File Express will consider your re- sponse to be <!>. Anything goes! Next you must decide how long the field will be. This is up to your discretion with three limitations: First, a CHARACTER FIELD (A,N,or !) may not be more than 60 characters long. Second, a NUMERIC FIELD may only be up to 14 digits long. Third, a DOLLAR AMOUNT must be between 4 and 14 digits. You must consider disk space and your maximum expected input when deciding how long to make each field. If you plan to print any reports in a row format, with each field printed beneath the last, it is suggested that you choose the same field lengths for all of your numeric fields. Because all numeric values are printed right-justified it makes the number columns line up correctly. If you will only be using columnar printouts this need not concern you. The next step will depend on whether the field you are defining is numeric or not. If it is not, then the word "No" will auto- matically appear under the "calc field" column, and you will be prompted for the next field name. If, however, you are defining a numeric field you will be asked: "Calculated Field (Y/N)?" (11) - File Express(tm) User's Guide If this is the first numeric field you have defined then press <N>. (A calculation can only be done using previous numeric fields in the record, along with constants if desired). CALCULATED FIELDS If you have already defined one or more numeric fields then you can go ahead and define a calculated field if you want one. Pressing <Y> in response to the "Calculated Field (Y/N)?" ques- tion will take you to the prompt: Enter First Field Number The calculations that can be made for a Calculated Field must be between previously defined numeric fields or between numeric fields and constant values. In either case you must begin the calculation with a numeric field. Press the number of the numeric field that you would like to start with and press <Enter>. You will now be asked to: Enter Math Operator (+,-,*,/) You may do addition, subtraction, multiplication or division between any numeric fields or constant values. Make your choice and press the corresponding symbol. Upon pressing the key you will see: Enter next field number or <Ctrl-C> for a Constant Value __ You may now choose the number of a numeric field (even the same one as the first, if you like), or you may press <Ctrl-C> to specify a constant value. If you press <Ctrl-C> for a constant, you will see: Enter Constant Value _______________ You may enter a numeric value up to 14 digits long (a decimal point counts as a digit). After pressing <Enter> you will be asked to: Enter Math Operator (+,-,*,/) or <=> if finished with calculation You may continue to enter fields or constants along with the math operations to be done or you may conclude the calculation definition by pressing the "equal sign" key. After pressing the <=> key a "Yes" will be placed under the "CALC FIELD" column. You may now continue on to difine the next field name. Please note that when defining a Calculated Field the math operator hierarchy is from left to right with no precedence given any oper- ator over another. The formula: X + Y * Z is derived by first, adding together X and Y and then multiplying the result by Z. If (12) - File Express(tm) User's Guide you need to make a calculation such as (X+Y)*(A+B) you will have to do it in steps. First define a calc field for X+Y, then another for A+B. Finally, define a calc field to multiply the previous two calc fields together to get the final answer. Calculations may be made by up to ten operations. You may use the same field in a calculation as often as you like. If you need to multiply a field to the 4th power you may do so by defining the calc field to be FIELD X times FIELD X times FIELD X times FIELD X. While you are defining the equation for the calc field the steps will be shown near the bottom of the screen as they are being entered. If you make a mistake you can either press <Esc> and redefine the equa tion at this point or wait until you are about to save the database format where you will be given a chance to correct any mistakes before recording it on disk. AUTOMATIC TIME AND DATE ENTRIES With File Express you may define fields that will automatically be filled in with the current date or time in many different for- mats when entering new records. File Express knows which fields to fill in by recognizing KEY FIELD NAMES. The following list summarizes the options available: TIME- 10:48 PM YYMMDD- 84/04/21 TIME* 21:48 DATE- 04/21/85 DAY- 05 DATE* 26FEB1985 DAY* Sat. ORIGIN DATE- 04/10/84 MONTH- Jan. MONTH* November UPDATE DATE- 05/22/82 YEAR- 1985 UPDATE TIME- 8:16 AM You may define up to 40 different fields in File Express. It is not a requirement that each field have a unique name. All refer- ences to any particular field will be made by field number, not name. So, if you want three fields named "Comments", go right ahead! When you have finished with your definition of the new database, just press <Enter> when asked for the name of the next field. You will then see: "<S>ave layout <C>hange <Esc>- to Abort" Pressing <Esc> will start you over at the beginning of the Define Database process. If you would like to make any changes to your format you may do (13) - File Express(tm) User's Guide so now, before saving it to disk, by pressing <C>. You will then be prompted to: "Enter Field Number to change" You may change any part of any field, even the equations of a calc field, or you may add additional fields by specifying the number just above the last field entered. Type in the number of the field you want to change and press <Enter>. The entire line will be blanked out and you will be prompted for Name, Type, Length and Calc just as before. If, after selecting a field number you realize that you didn't select the right field number just press <Enter> and the old values will reappear. After making changes to a field, File Express will analyze the entire format to be sure that everything is still O.K.. If you changed a field from numeric to alphabetic and that field was included in a Calc field below it, File Express will determine this and report the error. The affected Calc equation will be displayed with the offending references highlighted. You must then change the field back to a numeric field or change the definition of the Calc field to exclude the non-numeric field reference. File Express will not allow you to save the file format until all errors have been corrected. When everything looks alright to both you and File Express you may press <S> to save the format on the data disk. Pressing <S> will prompt you to be sure your data disk is in the data drive and then save the format on the data disk and return you to the Main Menu with the newly defined Database open and all menu options highlighted and available for selection. --------------------------------- A D D D A T A T O F I L E --------------------------------- To add new records to a file, press <2> while viewing the Main Menu. A list of fields will appear along with the number of the record being entered. This will be one higher than the previous number of records in the file unless you have deleted records, in which case File Express re-uses the deleted record numbers to save disk space. The first field will be highlighted, followed by an entry line that indicates the length of the field. The cursor will be at the beginning of the line. Type in your input and press <Enter> to move to the next line. Continue until you have filled in all the fields. Any field may be left blank by just pressing <Enter> without any input for that field. You may also use <Tab>, <Back- tab>, <Cursor up>, <Cursor down>, and <Home> to move back and forth through the fields. (14) - File Express(tm) User's Guide If your record contains more than 20 fields, the screen will clear after the 20th field is filled and the 21st field, through the end of the record, will begin on a new screen. AUTO ENTRY FIELDS Whenever you get to a field with a KEY FIELD NAME, (See Define New Database section for complete list and description of each name), File Express will automatically fill in the field with the appropriate information and then move on to the next field. This is done very fast and is a quick way of supplying the current date or time to each record. CALCULATED FIELDS When you reach a Calculated Field, (A numeric field that was as- signed some mathematical operation in the Define New Database section), File Express will quickly make the necessary calculations and fill the correct answer into the field and then proceed to the next field. In this manner you can have the computer do any re- dundant arithmetic without having to figure the answer out your- self before you enter it. DOLLAR FIELDS All dollar fields can only be filled with dollar amounts. File Express will only allow one decimal point to be entered and only two digits may follow it. Attempts to enter more than one decimal point or to enter more than two numbers after it will be rejected with the usual beep. You may change the sign of a dollar field, or any numeric field except <+>, by pressing the minus sign at any time during the entry, before pressing <Enter>. A negative sign will appear to the right of the field. Further striking of the minus sign key will toggle the sign off and on. If you enter a partial dollar amount, such as '8' or '9.' or '6.3', File Express will make the necessary conversion to the dollar format by adding a decimal point, if needed, and one or two trailing zeros (again, if needed). If you enter a number which, after conversion to dollar format, will not fit within the length of the field you will be given the message: "Too long to fit in field ...Press <Enter>" For example, if you enter the dollar amount '750' into a five digit field, the resulting dollar format of 750.00 will not fit. Also if you enter 59.95 into the field and set the minus sign on, the result of -59.95 will not fit either. (These potential pro- blems should be taken into consideration when choosing the length of the field when defining a new database.) (15) - File Express(tm) User's Guide CONTROL KEYS During data entry, a command line appears at the bottom of the screen: "<^R> copy from last record <Cursor up> up line <End> no more <Esc> Abort" <^R> Pressing <^R> will copy the data you typed for the same field number on the previous record. This is convenient if you are entering a lot of duplicate information on each record, like department numbers, cities, states, etc. (On the first record entry of each session there is no "previous entry" so pressing <^R> will only produce blanks). <CURSOR UP> Pressing <Cursor up> will move you back up one line at a time if you need to make corrections. You may make any changes you wish. In this manner you may <Cursor up> several fields, make a correc- tion, and then <Cursor down> to move back to where you left off. Since calculated fields are filled in by File Express, you can't change them directly. Therefore, when using the <Cursor up> key, all calculated fields are skipped over. <END> Press <End> if you have nothing more to add to a record. For instance, if a record has 10 fields in it and you only want to make entries into the first five, make the first five entries and then press <End>. This has the same effect as if you had just pressed <Enter> for the remaining five fields. If there are any Calculated Fields in the record, they will be filled in at this time. <ESC> If you would like to abort the entry of a record at any time, press <Esc> and you will be returned to the Main Menu. (16) - File Express(tm) User's Guide SETTING FUNCTION KEYS There are two places in File Express where you can set the Func- tion Keys. The first is from the Main Menu, from option <9>. The second is from the Add Data section. If you find that you are having to repeatedly enter the name of one or two cities, while filling in records, you may want to assign each city name to a Function Key. To do this just press <Ctrl-K> from any- where in the "Add Data" section. As soon as you do the screen will clear and a list of the current contents of each Function Key will be displayed. At the bottom of the screen will be the prompt: Press F-Key to Reset or <End> when finished If you want to set F1 to "Cincinnati", press F1, then type in "Cincinnati" in answer to the prompt: Enter new text for F-Key 1 You will then see the first prompt again. You may continue to set any of the Function Keys or reset any of them to a new value. When you have completed your assignments, press <End>. File Express will save the settings on the Data Disk with the same name as the database file and with an extension of ".KEY" and then return you to the "Add Data" section, leaving you at the same point where you initially pressed <Ctrl-K>. Each time you select a database file to work with, File Express will look on the disk for the Function Key file that goes with it and pre-set the keys for you before you begin. SAVE RECORDS After filling all the fields of a record, or after pressing <End> from the middle of a record, you will see the prompt: "Press <S>ave <C>hange <R>e-enter <Esc> to quit" If your record has more than 20 fields, you may use <PgUp> and <PgDn> to look at the entire record to see if it is correct be- fore you save it. To save your record on the data diskette, press <S>. The drive will run for a moment, the field contents will clear and File Express will be ready for your input on the next record. (Press- ing <Enter> will act the same as <S>. After typing in the last field of a record and seeing that all is well, you may just press <Enter> twice to quickly save the record to disk. (17) - File Express(tm) User's Guide CHANGES BEFORE SAVING If you would like to make a change in any field before you Save it, just press <C>. You will see: "Enter field number to change". Enter the field number you would like to correct and press <Enter>. The cursor will be placed at the desired field and you may then make your changes. From this point you may use all editing keys to move through the fields, making any other changes needed. When you are through, press <End>. If the record contains any Calculated Fields or Auto Entry fields, File Express will go back through the record, after a change, and recalculate the Calc Fields and change any updatable Time or Date fields before allowing you to save the record on disk, with the <S> command. If you decide that the record is all wrong and you would like to start over again, press <R> for re-enter. The fields will clear and you may then begin entering information from the beginning. If you decide to forget the whole thing, just press <Esc> and you will be taken back to the Main Menu. (18) - File Express(tm) User's Guide ------------------------------- S E A R C H / U P D A T E ------------------------------- To search for a particular record or string of records within a file, or to locate a record that you wish to correct, update, or delete, press <3> while viewing the Main Menu. There are several ways to find a record in File Express. You may look by record number, field contents, last record on the file, or you may view the entire list and stop wherever you like. After arriving at the Search / Update Menu, by pressing <3> from the Main Menu, you are presented with the following choices: Search / Update _____________________________________ | | | 1 - Record Number | | | | 2 - Field Contents | | | | 3 - Last Record in File | | | | 4 - Display Entire File | | | | 5 - Quick Scan mode | |-------------------------------------| | 6 - Search and Replace | | | | 7 - Search and Delete | | | | 8 - Find duplicates in 1 file | | | | 9 - Find duplicates in 2 files | |_____________________________________| Selection ? <Esc> to Main Menu (19) - File Express(tm) User's Guide BY RECORD NUMBER You may view any record by number within the current file. After pressing <1> from the above menu, you will be asked to: "Enter Record Number to view" Type in the number of the record you would like to look at and press <Enter>. File Express will pull that record from the diskette and put it on the screen. If the record has two pages you may use <PgUp> and <PgDn> to flip back and forth. The com- mand line at the bottom of the screen will now read: "<E>dit <N>ext Record revious Record" If you have found the record you are looking for and you wish to do some editing on it, press <E>. The command line will change to: "<S>ave <C>hange <D>elete Record <Esc> Abort-not saved" If your record contains any calculated fields you can turn on and off the auto-recalc feature of File Express at this time. At the right of the screen, near the bottom is: "ReCalc-(Yes), No " Press <Y> or <N>, this will toggle the state of auto-recalc on and off. When the desired state is set, go ahead with any changes. If auto-recalc is on, File Express will go back thru and recalculate all Calc fields and also update any updatable time or date fields. With recalc off, only the time & date are updated. To change a field within the record, press <C> and proceed by answering the questions that are asked by File Express. To delete the entire record, press <D>. File Express will beep a few times and ask: "Are you sure you want to DESTROY THIS RECORD (Y/N)?" If you are certain that you don't need the record, press <Y>. If you decide to keep it, press <N>, and you will be back to the line: "<S>ave <C>hange <D>elete Record <Esc> Abort-not saved" After you have made all the corrections that you desire, press <S> to save the new version in place of the old. If you decide that you don't want to save the changes, press <Esc>. You will be returned to the <E>dit <N>ext revious prompt with the re- cord untouched. (20) - File Express(tm) User's Guide If you choose the number of a record to view and find that it is not the one you wanted, you may press <N> for the Next record number or for the Previous record number. (<N> and in a record number search will pull the Next or Previous record number regardless of how the file has been sorted). You may proceed in either direction with these keys until you reach the beginning or end of the file. Any record that you see may be edited by press- ing <E>. FIELD CONTENTS You may also search for a particular record by telling File Express to look for a given field entry, or even part of one. When viewing the Search / Update menu, press <2> for Field Contents. A list of the field names will be displayed and the prompt line will ask: "Field number to pull records by" If your first field is called "Last Name", for instance, and you want to find a record or records with a certain last name, press <1> then <Enter>. File Express will then ask: "Last Name to look for" If you are looking for someone named "Anderson" then type that in and press <Enter>. File Express will pull out the first record that has a last name of "Anderson". Then a command line will appear: "<Space>-search <E>dit <N>ext Record revious Record" If the correct record is shown, then you may edit it if you wish by pressing <E>. If, however, the record shown is not the "Ander- son" you were looking for, you may press <Space bar> and File Express will search for the next occurrence of "Anderson". When it finds it, it will be displayed on the screen. If there are no more "Anderson"'s in the file then the message will appear: "There are No More MATCHES in this File...Press <Enter>" At any time, you may also use <N> and to back up or go forward in the file. If you want to pull up all records with the last name "Anderson", but you don't remember if it is spelled "Anderson" or "Andersen", you may enter just "Anders" when asked: "Which Last Name to look for____________" File Express will pull all records where the Last Name field (21) - File Express(tm) User's Guide starts with "Anders". You may be as general or specific as you like. Entering just an "A" will pull all the records that have a last name beginning with "A". Under most conditions File Express does not care whether the case of the search string matches the information that it is looking for. If you want to find the name Williams, you may enter 'williams', or 'WILLIAMS', or even 'WiLlIaMs. Likewise, if you want to find 'McGinnis', File Express will pull all records that match, whether 'MCGINNIS', 'mcginnis', MCGinnis, or any other combination of upper and lower case within the name. MIXED CASE SEARCHES If you would like to take upper and lower case into consideration when you are searching, Press <Ctrl-Enter> instead of <Enter> after you type in the text to search for. In this manner, for example, you can differentiate between the abbreviation for Canada (Ca) and the abbreviation for California (CA). SEARCHING FOR EMBEDDED TEXT You may also search for text that is embedded within the contents of a field. To make this kind of search you must type two periods (..), before and after the text you want to search for. Such as ..money.. It is also possible to search for text that ends a particular field. To do this just type the two periods before the text to look for. Such as ..money LAST RECORD Pressing <3> when viewing the Search / Update Menu will cause the last record on the file to be displayed. You may then use <N> and to move around the file from there. You may edit any of the records presented. If the last record in the file had previously been deleted, it will not be displayed and instead, a message will appear next to the first field: "Deleted Record" Pressing <Esc> will return you to the Search Menu. This will also occur if you choose a record by RECORD NUMBER that has been deleted. (22) - File Express(tm) User's Guide VIEW ENTIRE FILE To view the entire file, press <4> while viewing the Search / Update Menu. Each record from the beginning of the file to the end will be displayed in the order of the last sort, one after the other, with a variable time delay between each one. To change the length of time the records are shown on the screen, press a number between 0 and 9 while the display is changing. Pressing <0> will cause the records to be displayed one after the other, very quickly. Pressing <9> will show each record for about two seconds before bringing up the next one. <1> through <8> will vary the delay between these two limits. To stop the display, press <Space bar>. You will then see: "<Space Bar>-to continue <E>dit <N>ext revious" If you saw the record you were looking for but weren't fast enough to catch it with the space bar, just backup through the index by using the key. To continue the display of records, press <Space bar> again. You may edit or delete any record you stop at by pressing <E>. You may exit the file display at any time by pressing <Esc>, whether the display is scrolling or whether you have stopped at a record. If you stop and Edit a record, you will be returned to the sequential display when you come back from the change. QUICK SCAN File Express will allow you to view several fields of twenty records at a time from your database. You may choose up to three fields to be shown on the line for each record. You may choose to display any record in its entirety at any time and then edit or delete the record if desired. To reach the Quick Scan feature, press <5> while viewing the Search/ Update Menu. After doing so you will see: Enter up to 3 fields to view Type in the number of up to three fields that you would like to view on the one line display for each record. After doing so, the first twenty records will be shown on the screen along with the associated record numbers where each is stored. The records will be displayed in the order of the last sort. The prompt line will read: <C>hoose record to edit <PgDn>-next <PgUp>-prev <Home>-top <End>-bot <Esc>-exit <PgDn> will display the next twenty records in the database at a time until the end of the index is reached. <PgUp> will display the prev- (23) - File Express(tm) User's Guide ious 20 records at a time until the beginning of the index is reached. <Home> will display the first 20 records in the index no matter where you are. <End> will display the last 20 records in the index. After looking through the database and finding a record you would like to display in full, you may do so by pressing <C> and then entering the number of the record desired. The entire record will then be displayed and you may edit or delete it. After saving an edited record or deleting a record, you will be returned to the Quick Scan mode. ------------------------------------- S E A R C H A N D R E P L A C E ------------------------------------- You may search for records within a file by using up to ten "AND" and "OR" comparisons, then make replacements in up to forty differ- ent fields. You may choose to have all changes made automatically or you may confirm each change. You may also request a printed list of all changed records. To reach the Search and Replace section, press <6> from the Search / Update menu. (The Search / Update menu is reached from the Main Menu by pressing <3>) A message will appear: Transferring to Search section When the Search section has been loaded, a list of the field names of the current file will be shown on the screen. At the bottom of the screen will be a prompt: "How would you like to choose the Records to have Fields Replaced" <G>reater than <L>ess than <E>qual to <N>ot equal to Press the beginning letter of the type of comparison you would like to start off with. After selecting you will see: "Select FIELD NUMBER to pull records by __" You must now type in the number of the field you want to do the comparison on. After doing so you will be asked: "Which <fieldname> would you like to choose Records <comp type>" You should now enter the name, value, etc., that you would like to make your comparison with. After doing so the bottom line will change to: <A>-"AND" comparison <O>-"OR" comparison <End>-finished With File Express you may do up to ten multiple comparisons when choosing records to have replacements done. (24) - File Express(tm) User's Guide When you have finished, press <End> to tell File Express that you are done and would like to continue on. REPLACEMENT INFORMATION After selecting the criteria by which the records will be pulled you may then tell File Express which fields you would like to make replacements into and what to replace them with. The list of fields will be shown again and you will be asked to: Choose first field to replace __ You may now choose the number of the first field in which you would like to make a replacement. This field does not have to be amoung the fields chosen to pull the record by. When you have typed in the number you must then: "Enter replacement text" After typing in the text or number to be put into the field you will be prompted to: Choose next field to replace __ <End> when finished You may then continue to specify the replacement fields (up to 40), and the replacement contents. When you have finished, press <End>. AUTOMATIC REPLACEMENT OR CONFIRMATION REQUIRED After specifying which records to search for and which fields to replace, you will be asked: Replace <A>utomatically or <C>onfirm each change? If you would like to have File Express go ahead and make the replacements in all the records that match the search criteria, press <A>. If, however, you would like to view the selected records first and then decide whether or not to make the replace- ments on a record-by-record basis, press <C>. The next question to be asked will be: Would you like a printed list of Records Replaced (Y/N)? If you would like a printed copy of the record numbers that match the search request, and if you chose to confirm each one, whether or not they were replaced, press <Y>. You will then be prompted: When printer is ready... press any key (25) - File Express(tm) User's Guide If no printed list is desired then press <N>. The screen will now clear and you will be shown a summary of the search request. Example: Search and Replace Making replacements in <filename> with: LAST NAME equal to HAMBLIN and FIRST NAME equal to RANDY or FIRST NAME equal to NANCY Ready to start checking file...Press any key when ready Pressing any key (except <Esc> which will abort the whole search and take you to the Search sub-menu), will start the Search and Replace process. If you chose to confirm each record replaced you will be shown the contents of each record that matches the search values and asked: Would you like to replace this record (Y/N)? If you would like to have the replacement done then press <Y>. If you want to bypass the record and go on then press <N>. A running total of records replaced is shown on the screen as the search is being done. If a printed list was requested then the number of each record replaced will be printed. After the search is complete you will see on the bottom line: Search complete...Press any key to continue Pressing any key will take you to the Search sub-menu. (26) - File Express(tm) User's Guide Search Menu 1 - Search and Replace 2 - Search and Delete 3 - Find Duplicated in one file 4 - Find Duplicates in two files 5 - Merge Multiple files 6 - Re-sort Index - return to Main Menu 7 - Re-sort Index - return here again 8 - Quit all processing - return to DOS Selection <Esc> to Main Menu ----------------------------------- S E A R C H A N D D E L E T E ----------------------------------- Records may be searched for by up to ten "AND" and "OR" compari- sons and then deleted from the database. You may choose automa- tic deletion or confirmation of each record deleted. A printed list of deleted records is also available. To reach the Search and Delete section of File Express, press <7> while viewing the Search / Update menu. The Search and Delete section is very much like the Search and Replace section except that instead of making replacements into certain fields of a selected record, the record is deleted from the database. As with Search and Replace, deletions can be made automatically or by confirmation only. A printed list is also available. After reading the section on Search and Replace preceding this section you will have no trouble with Search and Delete. (27) - File Express(tm) User's Guide ------------------------------------------------------- F I N D D U P L I C A T E S I N O N E F I L E ------------------------------------------------------- You may search for records that contain the same information in up to ten different fields. A printed list of records found is available. To reach the Search for Duplicates section of File Express, press <8> from the Search / Update menu. (The Search / Update menu is reached from the Main Menu by pressing <3>). After the required module is loaded, a list of the field names in the current database file will be displayed. The command line at the bottom of the screen will read: Enter number of first field to check ___ You will be allowed to specify up to ten different fields to check while searching for duplicates in a file. Begin by typing in the number of the most important field to check. After making the selection you will be asked to: Enter number of next field to check __ or <End> - finished You may now enter the number of the second most important field to check. The fields you choose will be shown near the bottom of the screen as you choose them so you can keep track of your choices. If you only want to search on one field, press <End> to continue on. The next question will be: Has the index been sorted in ascending order as shown below? The sequence of field choices that you have made will be shown. For the duplicate search to work properly the database index must have been sorted in ascending order in the same sequence as you have selected the duplicate search fields. Answering <N> to the question will cause a reminder message of this requirement to be shown on the screen. Pressing a key after reading this message will take you to the search sub-menu where you can choose to re-sort the index and return to the search section again. Answering <Y> to the above question will take you to the next query: Would you like a printed list of Records that match (Y/N)? If you want a printed list, as well as the list that is always sent to the screen, press <Y>. Answering <N> will cause the list to only be displayed on the screen. Ready to start checking File...Press any key when ready (28) - File Express(tm) User's Guide Pressing any key will start the search process. As each group of duplicate records is found, the group will be shown on the screen along with their corresponding record numbers. The contents of the search fields will also be shown so that you can see at a glance what the duplicate records contain. As the search is going on you may press <Esc> to pause at any time. If the search is suspended in this way it can be restarted by pressing <Enter> or canceled by pressing <Esc> again. When the search is complete you will see: Search for duplicates is complete...press any key to continue Duplicate count: __ Group Count: __ Pressing any key will take you to the Search sub-menu where you may select any of the options on the list. ----------------------------------------------------------------- S E A R C H F O R D U P L I C A T E S I N 2 F I L E S ----------------------------------------------------------------- You may search on up to ten fields for duplicates between two different database files. A printed list of the duplicate records is given on request. To reach the Search for Duplicates in 2 Files section, press <9> while viewing the Search / Update menu. (The Search / Update menu is reached from the Main Menu by pressing <3>). On the screen will appear a directory listing of the data files on the current data drive. You must select the second file that you want to compare to the one you have currently. This second file does not have to have the same format as the current file because you will be able to specify which field in the first file to compare with which field in the second file. The prompt at the bottom of the screen will read: Enter number of File to include in duplicate search with <filename> or press <drive letter> - new directory If you see the name of the file you want to choose then enter the number of that file. If the file you want to compare with is on a different disk drive, you may press the letter of that drive and the directory listing on the screen will change to reflect the files on that drive. IMPORTANT NOTE: Both files must be available to File Express on the drive that they were selected from at all times during the comparison process. (If you have a two diskette drive system, you (29) - File Express(tm) User's Guide may remove the Program Disk from its drive and put a Data Disk in its place. File Express will prompt you to replace the program later, if it needs it). After selecting the file that you want to compare with the current file you will be shown a list of the fields contained in the first file (current file), and asked to: Enter number of first field to check in <current filename> After selecting the first field in the first file you will be shown a list of the fields in the second file and asked to: Enter comparison field to check in <second filename> You may now enter the number of the field that you want to compare with the first field you chose in the first file. This field number may be different from the one chosen in the first file. As you choose fields from each file they will be shown in the center of the screen so you can keep track of your progress. You may select up to ten different fields to compare between files. After making your desired selections for field comparisons, press <End> to continue on. You will now be shown a summary of your selections with a list of which fields in the first file are to be compared to which fields in the second file. File Express will then ask: Would you like a printed list of the duplicate records (Y/N)? Press <Y> if you want a copy of the search results printed on the printer along with the list to be shown on the screen. Answer <N> if you want the screen display only. The next question File Express will ask you is: Are the indexes sorted in ascending order as shown above (Y/N)? The index of each of the two files must have been previously sorted in ascending order in the same sequence as the list shown under the two filenames. If not, the search will not work correctly. If they have not been sorted as shown, press <N>. You will be re- minded of the requirement and taken to the Search sub-menu where you may go to the Sort section to re-sort the current file, or return to the Main Menu to select the second file as the current file so you can sort it. Pressing <Y> will display the message: Ready to start checking File...press any key when ready (30) - File Express(tm) User's Guide Pressing any key will start the comparison. As each match is found it will be displayed on the screen and op- tionally on the printer as follows: <first filename> # __ = <second filename> # __ When the comparison is complete, the message line will indicate: Compare is complete...press any key to continue Pressing any key will take you to the Search sub-menu where you can select any option from the menu or press <Esc> to return to the Main Menu. (31)