Help Contents

MusicFile Help Contents

This Contents page lists several fairly broad topics.  Most of these topics will bring you to a list of subtopics that will help you find the information you are looking for.

General Information

Introduction

How to Order MusicFile

Contacting GeoMark Software

License Agreement, Terms of Use, Warranty, and Copyright Information

How to Use MusicFile

Data Entry

Browsing MusicFile

Searching MusicFile

Printing Reports

Maintenance

Backing Up Your Data  <--- Important

Compacting MusicFile Databases

If you have any problems, comments, or suggestions, please contact GeoMark Software.


Data Entry

General Information

There are two levels of data that MusicFile can accommodate: Items and Songs. For the purposes of MusicFile, an Item is a generic term used to refer to a Compact Disc, Cassette Tape, MiniDisc, DAT, Vinyl Album, etc.  A Song is a generic term used to refer to any song, track, piece, or work that is contained within an Item.

MusicFile allows you to catalog detailed information about both Items and Songs.  You can view complete details on the fields available for data entry as follows:

Field Reference - Items

Field Reference - Songs

Data Entry - Features

Before you begin entering your collection into MusicFile, you should become familiar with some of the features that will help facilitate the process.

Data Entry Features

Data Entry - Adding Items

The MusicFile Data Entry Form is the main tool for entering information into MusicFile.  This form is accessed by pressing the 'Data Entry' button on the Main Menu or choosing 'Data Entry' from the 'Go To' drop down menu that borders the top of MusicFile.

The MusicFile Data Entry Form will always open to a new Item.  You can also move to a new Item by pressing the 'New Item' button.  If you want to make changes to an existing Item, you can choose an Item from the 'Go To Item' combo box and the form will bring up that Item for editing.

The first two fields you should enter for any Item are the two that are required: Title and Artist.  You will not be able to access any of the other tabs until these two fields are completed.  Once the Title and Artist fields are completed, you are free to enter any other data you choose.

Data Entry - Deleting Items

To delete an Item, you need to bring that Item up on the Data Entry Form.  Press the 'Delete Item' button and confirm your deletion.  The Item will be removed from MusicFile.

Data Entry - Adding Songs

To enter the song information for an Item, you should choose the 'Songs' tab from the Data Entry Form.  If you have a CD-ROM drive, you can let MusicFile do most of the work for you.  Simply place the CD in the drive and press the 'Create Song Template' button.  MusicFile will read in the song lengths and create a song template for you.  The values for the Song Artist, Song Type, Studio/Live, and Song Year fields will all default to the value for the parent Item.  You may have to modify these songs for compilations, soundtracks, or any Items where the defaults do not apply to the entire Item.

The 'Read Song Lengths' feature will read in lengths only for existing songs.  This is particularly useful for users of previous versions of MusicFile who entered songs but did not include the time information.

MusicFile will also record the total time of the Item when it reads in the song information from a CD.  If you enter the song information manually, or ever adjust the length of a song manually, you will need to re-save the total time by pressing the 'Re-Save Length' button.

Note for Windows 95 users:

The Windows 95 CD player uses a feature called AutoPlay.  Whenever you insert a CD in the drive it will play automatically.  This feature can interfere with the ability of MusicFile to read information from the CD drive.

You can temporarily disable AutoPlay by holding down the 'SHIFT' key each time you insert a CD in the drive or you can disable it through Windows 95 directly as follows:

Disabling the AutoPlay feature

+ Double-click the 'My Computer' icon

+ On the View menu, click Options, and then click Edit

+ Click the AudioCD type, and then click Edit

+ In the Actions list, click Play, and then click Set Default

MusicFile makes modifying song information easier by letting you set tab stops only for the fields you choose.  MusicFile will only cycle through the fields you have set as a tab stop.  Thus, if you only need to enter the titles for songs, you can turn off the tab stop for all the other fields and MusicFile will simply tab through the song titles for each song on the Item.  You can adjust these settings by pressing the 'Set Tab Stops' button and toggling the setting for each field as needed.

Data Entry - Deleting Songs

To delete a Song, choose that song with the record selector (the gray box with the triangle pointing right) and press the 'Delete Song' button.  Confirm your deletion and MusicFile will remove the song from the Item.


How to Order MusicFile

The unlicensed version of MusicFile is distributed as Shareware.  This allows you to evaluate MusicFile and see if you like it before you purchase the licensed version.  The Shareware version is limited in that it will only let you enter 20 Items.  The licensed version will let you enter as many Items as you like.

MusicFile can be ordered by check/money order or by credit card.  Instructions for each method of payment are as follows:

Payment by Check or Money Order

Payment by Credit Card

If you are a licensed user, thank you!


How to Contact GeoMark Software

GeoMark Software

If you have any questions, comments, suggestions, or need any additional information, the author of MusicFile, GeoMark Software, can be contacted as follows:

Internet E-Mail: gmarkl@ixl.net

America OnLine: GeoMarkSW@aol.com

CompuServe: 102402,2114@compuserve.com

WWW Site: http://www.ixl.net/~gmarkl/

Postal Address:

GeoMark Software
P.O. Box 51
Wayland, MA  01778
U.S.A.


Introduction

MusicFile is a database program designed to catalog your music collection.  It lets you enter as much or as little information as you choose about the recordings you own.  Once the information is entered, the details you want will only be a keystroke away.

Some of MusicFile's impressive features include:

Quick & Easy Data Entry

Read in data directly from your CD drive!  Reads the number of tracks, track lengths, and total time

Extensive use of drop-down menus and default settings

Auto-Capitalization of your typing

Extensive Reporting Options

MusicFile includes many useful, pre-designed, professional looking reports

Create YOUR OWN customized reports with the Report Builder - Get the printed output YOU want

+ YOU control the sorting, grouping, and which fields to include on the report

+ YOU control what range of information is printed - print only what you need

+ YOU control the paper size and orientation

Preview any report on the screen before it is printed

Print reports to .TXT files - great for sending information via E-Mail

Powerful Search, Filter and Sort Capabilities

Quickly and effortlessly retreive the information you want

Search MusicFile on ALL FIELDS

Sort your searches up to 5 levels deep - Sort on ANY field

MusicFile includes standard and boolean search capabilities

Save your frequently used searches for future use

Multiple Browse Modes

Browse the Artist Catalog for information on a particular artist

Browse the Item Catalog for full details on the recordings entered in MusicFile

Browse the Song Catalog for full details on the songs entered in MusicFile

Use the TapeMaker feature to effortlessly create mix tapes based on songs entered in MusicFile

+ Print a J-Card for the tapes you create

Browse MusicFile Statistics for cumulative information about your collection

+ Tracks the Total Number of Items and Total Number of Songs in your collection

+ Calculates the Total Cost and Total Value of your collection

+ Breaks down your collection based on Format, Music Type, and Rating

All of these features are packaged into a fun, attractive, easy-to-learn,  and easy-to-use interface.  Once you try MusicFile you'll see why it is the premier choice of computer software to catalog your collection.

If you have any questions related to MusicFile, please feel free to contact the author, GeoMark Software.


Payment by Check/Money Order

Payment by Check or Money Order

Orders by check or money order MUST be in U.S. Dollars

To order MusicFile and pay by check/money order, you should fill out the Order Form that is built into the MusicFile software and press the  'Order Form <Check/Money Order>' button.  Once you have completed the order form, printed it out, and checked it for completeness and accuracy, send it with payment to:

GeoMark Software
P.O. Box 51
Wayland, MA 01778
U.S.A.

Please make all checks payable to:  GeoMark Software

GeoMark Software will ship your licensed copy of the latest version of MusicFile immediately upon receipt of your order form and payment.  Shipment will be confirmed via E-Mail if you provide an E-Mail address on your order form.

Any questions regarding your order should be directed to GeoMark Software.


Payment by Credit Card

If you wish to order MusicFile and pay by credit card, your order will be handled by a service called Public software Library (PsL).  PsL will notify GeoMark Software the day of your order and we will ship the latest version of MusicFile directly to you.

IMPORTANT:

The following telephone numbers are for CREDIT CARD ORDERS ONLY.  GeoMark Software CANNOT be reached at these numbers.

Any questions regarding the status of an order, product details, product support, non-credit card orders, or anything else related to MusicFile MUST BE directed to GeoMark Software (and NOT PsL).

Telephone Orders:

(800) 242-4775 (from US only) or (713) 524-6394

Credit card orders can be taken over the telephone by PsL Monday-Friday, 7am-6pm, (CST).
When you call PsL, please ask for:

MusicFile - Product #14337

Online Orders:

MusicFile can also be ordered directly from the World Wide Web.  For full details, please visit the MusicFile Home Page at:

http://www.ixl.net/~gmarkl/

Mail/Fax

To order MusicFile by mail/fax AND  pay by credit card, you should fill out the Order Form that is built into the MusicFile software and press the 'Order Form <Credit Card>' button.  Once you have completed the order form, printed it out, and checked it for completeness and accuracy, you can:

Send it to:

Public software Library
P.O. Box 35705
Houston, TX  77235-5705
U.S.A.

or Fax it to:

Public software Library
Fax #: (713) 524-6398


Data Entry Fields - Items

Field Reference - Items

The following is a description of the data entry fields available for each Item you enter in MusicFile.  The only fields that are required for any Item are the Title and Artist fields; all other fields are optional.

The number in parentheses is the maximum character length allowed for each field (n/a = not applicable).

Title (100)

This field records the title of the Item.

Artist (75)

This field records the artist of the Item.

ID (15)

The ID field is for a distinct code you want to assign to an Item.  The ID code MUST be different for each Item.

Label (30)

This field records the recording label that publishes the Item.

Catalog # (20)

This field records the catalog number the recording label assigned to the Item.

Release Year (4)

This field records the year the Item was released.

Music Type (20)

This field records the type of music the Item contains.

Format (15)

This field records the media format the Item is recorded on.

Rating (15)

This field is used to record your rating of the Item.

# of Items (n/a)

This field shows whether there is 1, or more than 1 Item (for Multi-Item sets), and if so, how many Items are in the set.

Studio/Live (n/a)

This field indicates whether the songs on the Item are studio recordings, live recordings, or both.

Stereo/Mono (n/a)

This field indicates whether the songs on the Item are recorded in stereo, mono, or both.

Keywords (75)

This field is for any keywords you want to assign to an Item.  This is particularly useful to 'link' Items for search purposes.  For example, you could assign a keyword of 'Eric Clapton' to all Items by Cream, Derek & the Dominos, Blind Faith, etc.

Comments (64,000)

This field is a free-form text field for any additional information you want to store about the Item.

Musicians (64,000)

This field is a free-form text field for any information you want to store about the musicians that play on an Item.

Acquired From (40)

This field is used to record where you acquired the Item from.

Condition (15)

This field is used to record the current condition of the Item.

Date Acquired (n/a)

This field records the date you acquired the Item.

Cost (n/a)

This field records the cost of the Item.

Value (n/a)

This field records the current value of the Item.


Data Entry Fields - Songs

Field Reference - Songs

The following is a description of the data entry fields available for each Song you enter in MusicFile.

The number in parentheses is the maximum character length allowed for each field (n/a = not applicable).

Side (n/a)

This field indicates what side (disc) of the Item the Song is located on.

Song # (n/a)

This field indicates the sequential location of the Song on the Side it is located on.

Minutes (n/a)

This field records the number of minutes in the Song.

Seconds (n/a)

This field records the number of seconds in the Song.

Song Artist (75)

This field records the artist of a Song.

Song Type (20)

This field records the music type of a Song.

Studio/Live (n/a)

This field indicates whether a Song is a studio or live recording.

Song Year (4)

This field records the year the Song was released.

Song Comments (255)

This field is for any additional information you want to store about a Song.


Searching MusicFile

General Information

MusicFile provides two powerful search utilities: the Item Search Form and the Song Search Form.  These forms will quickly locate the Items or Songs in MusicFile that match the criteria you enter and you can sort the results up to five levels deep.  Once you find the entries you are looking for, you can browse through them or print them to the Search Results Report which lists the matching entries.

The search forms can be opened by pressing the Item/Song Search button on the Main Menu or choosing Item/Song Search from the drop-down menu that borders MusicFile.

The search utilities are each made up of two parts: the search criteria and the search results.  When a search form is opened, the criteria form automatically opens on top of the search results.  Once you perform a search, if there are any matches the search criteria form will hide itself.  To restore the criteria form, simply press the 'Show Criteria' button.

Entering Search Criteria

There are two different types of searches you can perform with MusicFile: standard and boolean.  You choose the type of search you want to perform by checking the appropriate box in the <Search Type> section of the criteria form.  Each type of search is described as follows:

Standard Search

The standard search allows you to enter a search string for any of the fields listed on the search criteria form.  All you need to do is enter a partial or full search string in the field(s) you want the search to be based on.  If you search on more than one field, ALL criteria must be met in order to be considered a match.

Boolean Search

The boolean search allows you to perform a search based on multiple levels of criteria.  Each level of criteria is made up of four parts:  the field, the comparison operator, the comparison string, and the continuation string.

Field

The field determines which field you want a given level of the filter to be based on.

Comparison Operator

The comparison operator specifies how you want the information in the comparison string to be related to the field in order to constitute a match.

Comparison String

The comparison string is where you specify the information you want MusicFile to compare against the field you have chosen.

Continuation String

The continuation string is used if you want to add addtional levels of criteria to the filter.

Setting the Sort Order

You can sort search results up to five levels deep.  All you need to do is choose the fields you want to sort on using the field selectors in the <Sort by> section of the crtieria form.  The <Asc> and <Desc> following a field stand for Ascending (lowest to highest) and Descending (highest to lowest) respectively.

To clear the sort order you can press the 'Clear' button located in the <Sort by> section of the criteria form.  To restore the default sort order, press the 'Default' button.

Other Options

Auto-Select Matches

The Auto-Select option will instruct MusicFile to select any entry that matches the criteria you enter.  You can set Auto-Select by choosing the 'Auto-Select Matches' option before you perform the search.

Clear Currrently Selected

The Clear Currently Selected option will instruct MusicFile to clear all selected entries before it performs the search.

Performing the Search

Once you have set your criteria, sort order, and desired options, you are ready to perform the search.  Simply press the 'Search' button and MusicFile will either indicate that no matches exist or hide the criteria form and list all matches.

Printing Search Results

Once the search is completed, you can print the Item/Song Search Results Report.  Simply press the 'Print Search Results' button.

Saving/Loading/Deleting Searches

You may have searches that will be used often.  MusicFile provides you with the ability to save any search you have created for future use.  Simply press the 'Save' button and enter a title.  To load the saved search, all you need to do is choose it from the 'Load' combo-box.  To delete a search you have saved, load the search and press the 'Delete' button; the search will be deleted from MusicFile.

Notes:

The Auto-Select and Clear Currently Selected options are NOT saved when you save a search.

Any boolean search you save can also be used within the catalog filters.


Data Entry Features

MusicFile implements a number of features to make the data entry process as quick and easy as possible.

Default Settings

MusicFile allows you to set defaults for the following data entry fields: Format, Music Type, Studio/Live, Stereo/Mono.  These defaults are set from the 'Options & Default Settings' form which is accessed through the Maintenance options.

Each time you go to enter a new Item, whatever you have as the default will automatically appear in the new Item.  Additionally, each Song inherits it's Song Artist, Song Type, Studio/Live, and Song Year values from the Item it is located on.

Note: When you change one of the defaults, the change does not take effect until the Data Entry Form is closed and re-opened.

Auto-Capitalization

MusicFile will automatically capitalize the first letter of your entries for the following data entry fields: Title, Artist, Format, Music Type, Label, Rating, and Condition.  You can toggle this feature via the 'Options & Default Settings' form.

Auto Side/Song Numbering

MusicFile will automatically number the Side and Song # for each Song you enter in MusicFile.  All you have to do is make sure the Side indicator is set for the side you are currently entering songs for.  If you let MusicFile create a song template for you, you do not need to adjust the Side indicator.

Drop-Down Combo Boxes

MusicFile makes use of drop-down combo boxes for several data entry fields.  Once you add information for a particular field, you can subsequently retreive it from the combo box without re-typing.  You can add or update the information that appears for a given field through the Maintenance option for that field.

The combo boxes also make use of a feature called Type-Ahead Recall.  MusicFile will fill the combo box with the first value from the list that matches the first character that you type.  As you type additional characters, MusicFile changes the value to reflect the closest match in the list.  Whether or not this method is faster than simply selecting the value from the list will vary depending on how many entries are in the list and how similar they are alphabetically.


Terms of Use

License Agreement, Terms of Use, Warranty, and Copyright Information

License Agreement & Terms of Use

MusicFile is copyrighted software; it is not "public domain" or "Freeware".   It is distributed under the concept of software distribution known as "shareware."  Shareware allows users to try a program and see if it meets their needs before purchasing it.

The shareware evaluation version of MusicFile is limited only in that it will only let you enter 20 Items - everything else is fully functional.  GeoMark Software grants you a limited license to use the shareware evalution version of MusicFile for a period of no more than sixty (60) days to determine if MusicFile is suitable for your needs.  If you determine that you want to continue to use MusicFile, you must purchase a licensed version of the program.  If you determine that MusicFile does not meet your needs, you must stop using it.

To licensed users, GeoMark Software grants an unlimited license to use this product subject to the following terms:

Copies of the licensed version of MusicFile MAY NOT be distributed to anyone.

You may not USE, COPY, or MODIFY the program and documentation except as expressly permitted by GeoMark Software.

Warranty

MusicFile and any accompanying files are provided "as is" and without warranties as to performance of merchantability or any other warranties whether expressed or implied.  No warranty of fitness for a particular purpose is offered.  The entire risk as to the result and performance of the program is assumed by you.  Any liability of the seller will be limited exclusively to product replacement or refund of the purchase price.

Copyright

MusicFile and its related documentation are copyrighted.

Copyright (c) 1996, GeoMark Software, All Rights Reserved

You acknowledge that you have read this agreement, understand it, and agree to be bound by its terms and conditions.  You also agree that this is the complete and exclusive statement of agreement between the author, GeoMark Software, and yourself.

Microsoft, Microsoft Access, and Microsoft Windows are trademarks of Microsoft Corporation


Browsing MusicFile

General Information

Once you enter all of your data into MusicFile, there are several tools that help you peruse, locate, and make use of the information in many different ways.  These are referred to as Browse tools.  The Browse Menu can be accessed by pressing the 'Browse' button from the Main Menu or you can directly access the desired tool by choosing 'Browse' and the desired choice from the drop-down menus that border the top of MusicFile.

MusicFile provides you with three screens that allow you to browse through the Items, Songs, and Artists in your collection.  These screens are referred to as catalogs.  They are designed to provide you with quick and easy access to the information you have stored in MusicFile about any particular Item, Song, or Artist.

There are two other Browse screens: one is the TapeMaker, a utility for creating mix tapes, playlists, and J-Cards based on songs entered in MusicFile; the other is MusicFile Statistics, which provides statistical information on your collection.

Detailed information on the use of the Browse tools can be obtained as follows:

Catalogs

TapeMaker

MusicFile Statistics


Printing Reports

General Information

MusicFile provides you with comprehensive reporting options.  There are reports that can be printed from within the various Browse/Search forms; there are several pre-designed reports available from the MusicFile Reports menu; you can even build your own custom reports with the Report Builder.  Any of the reports can be previewed on the screen before printing and all but one (the Individual Item Listing) can be output to a text file.

Print Options

There are three main options available when you print a report: you can open the report in Print Preview mode and view the report on the screen; you can Print the report directly to the printer; or you can Print the report to a text file.  Details on each of these options are available as follows:

Print Preview

Print Direct

Print to Text File

Report Options

Browse/Search Form Reports

MusicFile Reports Menu Reports

Report Builder Reports


Catalog Features

It is important to be familiar with the following features when browsing the catalogs in MusicFile.

Current Record Selector

In all three of the catalogs  (Item, Artist, and Song), the current record is chosen by use of the record selector.  The record selectors appear as the gray boxes that form the far left border of the catalogs (not to be confused with the selection status indicators).  The current record is always the one with the black triangle pointing to the right.  The current record will be the one used for any action you might take or to select an Item, Song, or Artist to view details on.

Selection Status Indicator

At any given time, every Item, Song, or Artist you enter into MusicFile will either be Selected or Not Selected.  This status is determined by the Selection Status Indicator.  You can toggle the selection status of an Item, Song, or Artist by clicking on the gray square immediately to the left of the Item, Song or Artist.  If an entry is Selected, a black check-mark will appear in the square; if an entry is Not Selected, the square will be empty.

This tool allows you to selectively flag certain entries for any reason you might choose.  This becomes particularly important for both reporting and searching/filtering purposes.

For any given report you print with MusicFile, you have the ability to choose the Print Range.  This determines which entries you want to include in the report.  Depending on the type of reports, you can choose to print All Items/Songs, Selected Items/Songs ,or Items/Songs by Selected Artists.  Thus, you can control, down to the individual Item, Song, or Artist, which entries are included on your reports.

You can also use this tool to layer searches.  You could perform a search and choose to 'Auto-Select Matches'.  This instructs MusicFile to select any Item/Song/Artist that matches your search criteria.  You could perform as many searches as you want using the Auto-Select feature and then perform a Boolean search for all entries that are Selected.  The final search will return all the selected entries you have accumulated.


Catalogs

The MusicFile catalogs provide you with detailed information on the Items, Songs, and Artists in your collection.  There are a few important features of the catalogs that you should be familiar with:

Catalog Features

There are three catalogs you can browse in MusicFile.  You can get detailed descriptions of each catalog as follows:

Item Catalog

Song Catalog

Artist Catalog

Each catalog includes a Filter & Sort tool that lets you decide which entries to browse and/or how you want them sorted.  You can specify up to four levels of criteria and sort the resulting entries up to five levels deep.  You can get detailed information on filtering and sorting your data from the catalogs as follows:

Filtering & Sorting the Catalogs


TapeMaker

The TapeMaker is a utility that helps you create mix tapes based on the songs that are entered in the MusicFile database.  It will print a detailed report and/or a J-Card for the tape you have created.

The TapeMaker can be opened by any of the following methods: choosing it from the 'Browse MusicFile' form; choosing it from the 'Browse' drop-down menu that borders the top of MusicFile; or by pressing any of the 'Open TapeMaker' buttons that appear throughout MusicFile.

To make the TapeMaker easy to work with, you can collapse and expand the form as needed.  To collapse it, simply press the blue up arrow in the header.  To expand it back to full-view, press the down arrow in the header.

The header of the TapeMaker contains all of the TapeMaker settings described as follows:

TapeMaker Settings

Tape Length

The Tape Length is the total length (in minutes) of the tape you will be recording on.  The Tape Length is set with the Tape Length combo-box in the header of the TapeMaker.  You can choose any of the available lengths or type in your own.  You can set the default Tape Length through the Default Settings & Options form.  For the purposes of the TapeMaker, half of the length will be allocated to Side 1 and half to Side 2.

Song Gap

The Song Gap is the length (in seconds) of blank space you want to allocate in between each song on the tape.  MusicFile will factor in this time to be completely accurate in calculating the Total Time and Remaining Time for a tape.  The Song Gap is set in the Song Gap section in the header of the TapeMaker.  You can set the default Song Gap through the Default Settings & Options form.

Active Side

The Active Side button toggles which side of the tape you are currently adding songs to.  When you add a song to the TapeMaker, it will be placed on the active side as designated by the Active Side button.

Adding Songs to the TapeMaker

Throughout the MusicFile catalogs and search screens, you will see 'Add Song to TapeMaker' buttons.  To add a song to the TapeMaker, all you need to do is select the song with the record selector and press that button.  The song you have chosen will be added to the end of the active side.  The TapeMaker will re-calculate the Time Used and Time Remaining.  If the Time Remaining ever becomes negative, the TapeMaker will highlight it yellow to alert you.

Repositioning/Removing Songs

You can reposition or remove any of the songs on the TapeMaker by use of the buttons underneath the song listings for each side.  Simply highlight the song and press the button for the desired action.  To clear all the songs from the TapeMaker and start over you can press the 'Clear Tape' button.

Tape Details Report

Once you are ready to begin recording your tape, you can print a detailed report on the tape and the songs it contains.  The Tape Details report lists each song you have chosen and its' location details.  To print the Tape Details report, press the 'Print Tape Details' button on the Tape Details tab of the TapeMaker.  Bring this report with you to your stereo and tape away.

Printing a J-Card

MusicFile will also print a J-Card for any tape you create with the TapeMaker.  To print a J-Card for the Tape, select/complete the desired options on the J-Card Options tab and press the 'Print J-Card' button.

Saving/Loading/Deleting Tapes

MusicFile provides you with the ability to save any tape you create with the TapeMaker for future use.  Simply press the 'Save' button and enter a title.  To load the saved tape, all you need to do is choose it from the 'Load Saved Tape' combo-box.  To delete a tape you have saved, load the tape and press the 'Delete' button; the tape will be deleted from MusicFile.

Notes:

The current tape you are working on will NOT be deleted when you close the TapeMaker form or exit MusicFile.  It will remain intact until you clear it.

J-Card options are NOT saved with the tape.


MusicFile Statistics

MusicFile Statistics can be opened by choosing it from the 'Browse MusicFile' form or by choosing it from the 'Browse' drop-down menu that borders the top of MusicFile.

The MusicFile Statistics form provides you with collection totals and a detailed breakdown of your collection.  Each section is described as follows:

Collection Breakdown

The Collection Breakdown shows three breakdowns of the number of Items in your collection as follows:

Format

This shows the number of Items entered in MusicFile for each recording format.

Music Type

This shows the number of Items entered in MusicFile for each Music Type.

Rating

This shows the number of Items entered in MusicFile for each Rating.

Collection Totals

The Collection Totals provides the following information:

Total Items

This is a count of the number of Items you have entered into MusicFile.

Total Songs

This is a count of the number of Songs you have entered into MusicFile.

Total Cost

This is a sum of the Cost for all the Items you have entered into MusicFile.

Total Value

This is a sum of the Value for all the Items you have entered into MusicFile.

Total Length

This is a sum of the lengths of all the Items you have entered into MusicFile.


Item Catalog

The Item Catalog is a complete listing of all the Items you have entered into MusicFile.  It also provides instant access to full details about any particular Item.  The catalog is broken down into two tabs: the Item Listing tab and the Item Details tab.

Item Listing Tab

The Item Listing tab shows a continuous listing of all Items in your collection and displays the basic information about each Item.  This tab lists the Title, Artist, Release Year, Length, Music Type, Format, ID, and Label & Catalog # for each Item.  You can move up and down the list by using the scroll bars on the right border of the Item Listing.  The Item Listing tab also shows the selection status of each Item.  You can toggle the selection status of an Item by clicking the mouse on the gray square immediately to the left of the Title.

When you first open the Item Catalog, it will show all Items and will be sorted according to the default sorting you have chosen for Items in the Options & Default Settings form.  If you want to filter the catalog and/or change the way the catalog is sorted you can do so by pressing the 'Filter & Sort' button.  This will open the Item Catalog Filter & Sort form.  You can obtain detailed information on filtering and sorting the Item Catalog as follows:

Filtering & Sorting the Catalogs

The Item Listing tab also provides you with a quick link to the Data Entry Form for any Item you want to update.  All you need to do is choose the Item you want to update with the Record Selector and press the 'Update Item' button.  This will open the Data Entry Form for that specific Item.  When you are finished making desired changes, you can close the Data Entry Form with the 'Close Data Entry Form' button and you will return to the Item Catalog.  The catalog will reflect any updates you have made to the Item.

Item Details Tab

The Item Details tab shows full details for the current Item.  To make an Item the current Item, you can click on the Record Selector for that Item or click anywhere within the Item itself on the Item Listing.  From within the Item Details tab, you can move to the next/previous Item in the Item Listing by using the arrow keys in the top right corner of the tab.

This Item Details tab itself contains three sub-tabs: the Main tab, the Songs tab, and the Comments tab.

Main Tab

The Main tab shows extensive details for the current Item.  It shows the ID, Format, Release Year, Length, Label, Catalog #, Studio/Live, Stereo/Mono, Rating, Data Acquired, Acquired From, Condition, Cost, and Value for the current Item.

Songs Tab

The Songs Tab lists the song information for the current Item.  You can scroll through the song listing by using the scroll bars on the right border of the Songs tab.  This tab also provides access to the TapeMaker feature.

Comments Tab

The Comments Tab shows the Comments and Musicians information you have entered for the current Item.  You can update these fields directly from the Item Details tab; they are the only fields you do not have to go to the Data Entry Form to modify.

The Item Details tab also provides a quick link to the Data Entry Form to update the current Item.  Simply press the 'Update Item' button from within the Item Details tab.  This will open the Data Entry Form for that specific Item.  When you are finished making desired changes, you can close the Data Entry Form with the 'Close Data Entry Form' button and you will return to the Item Catalog.  The catalog will reflect any updates you have made to the Item.

You can print the Individual Item Listing report for the current Item by pressing the 'Print Item Details' button from within the Item Details tab.


Song Catalog

The Song Catalog is a complete listing of all the Songs you have entered into MusicFile.  It provides instant access to full details about any particular Song and also provides access to the TapeMaker feature.  The catalog is broken down into two tabs: the Song Listing tab and the Song Details tab.

Song Listing Tab

The Song Listing tab shows a continuous listing of all Songs in your collection and displays the basic information about each Song.  This tab lists the Title, Artist, Length, Music Type, Release Year, and Location details for each Song.  You can move up and down the list by using the scroll bars on the right border of the Item Listing.  The Song Listing tab also shows the selection status of each Song.  You can toggle the selection status of a Song by clicking the mouse on the gray square immediately to the left of the Title.

When you first open the Song Catalog, it will show all Songs and will be sorted according to the default sorting you have chosen for Songs in the Options & Default Settings form.  If you want to filter the catalog and/or change the way the catalog is sorted you can do so by pressing the 'Filter & Sort' button.  This will open the Song Catalog Filter & Sort form.  You can obtain detailed information on filtering and sorting the Song Catalog as follows:

Filtering & Sorting the Catalogs

Song Details Tab

The Song Details tab shows full details for the current Song.  To make a Song the current Song, you can click on the Record Selector for that Song or click anywhere within the Song itself on the Song Listing.  From within the Song Details tab, you can move to the next/previous Song in the Song Listing by using the arrow keys in the top right corner of the tab.

The details tab shows extensive information about the current Song, including Song Comments.  You can add/modify the Song Comments field directly from this tab.


Artist Catalog

The Artist Catalog is a complete listing of all the artists you have entered into MusicFile.  It also provides instant access to the Items and Songs that are entered for each artist.  The catalog is broken down into three tabs: the Artists tab, the Items by Artists tab, and the Songs by Artist tab.

Artists Tab

The Artists tab shows a continuous listing of the artists you have entered into MusicFile.  It shows the full artist name and the selection status of each artist.  You can toggle the selection status of an artist by clicking the mouse on the gray square immediately to the left of the artist name.  At the bottom of the Artists tab there is the Current Artist Information which shows the number of Items and number of Songs by the current artist.  To change the current artist, you can click on the Record Selector for that artist or click anywhere within the artist name itself on the Artists tab.

When you first open the Artist Catalog, it will show all artists and will be sorted by the Artist Sort Definition you assigned to each artist.  If you want to filter the catalog and/or change the way the catalog is sorted you can do so by pressing the 'Filter & Sort' button.  This will open the Artist Catalog Filter & Sort form.  You can obtain detailed information on filtering and sorting the Artist Catalog as follows:

Filtering & Sorting the Catalogs

Items by Artist Tab

The Items by Artist  tab shows all of the Items in MusicFile by the current artist.  The Items will be sorted according to the default sorting you have chosen for Items in the Options & Default Settings form.  To change the sorting of the Items, you can press the 'Sort' button.  This will open a pop-up form which will let you re-sort the Items howver you choose.

The Items by Artist  tab provides you with a quick link to the Data Entry Form for any Item you want to update.  All you need to do is choose the Item you want to update with the Record Selector and press the 'Update Item' button.  This will open the Data Entry Form for that specific Item.  When you are finished making desired changes, you can close the Data Entry Form with the 'Close Data Entry Form' button and you will return to the Artist Catalog.  The catalog will reflect any updates you have made to the Item.

There are two reports you can print from within the Items by Artist tab.  You can print a complete listing of all the Items by the current artist by pressing the 'Print Items by Artist' button.  You can also print the Individual Item Listing report for the current Item by pressing the 'Print Item Details' button.

Songs by Artist Tab

The Songs by Artist  tab shows all of the Songs in MusicFile by the current artist.  The Songs will be sorted according to the default sorting you have chosen for Songs in the Options & Default Settings form. To change the sorting of the Songs, you can press the 'Sort' button.  This will open a pop-up form which will let you re-sort the Songs howver you choose.

You can print a complete listing of all the Songs by the current artist by pressing the 'Print Songs by Artist' button.

The Songs by Artist Tab also provides access to the TapeMaker feature.


Filtering & Sorting the Catalogs

The Item, Song, and Artist catalogs each include a Filter & Sort tool that lets you decide which entries to browse and/or how you want them sorted.  You can specify up to four levels of criteria and sort the resulting entries up to five levels deep.

Setting the Filter Criteria

Each level of criteria is made up of four parts: the field, the comparison operator, the comparison string, and the continuation string.

Field

The field determines which field you want a given level of the filter to be based on.

Comparison Operator

The comparison operator specifies how you want the information in the comparison string to be related to the field in order to constitute a match.

Comparison String

The comparison string is where you specify the information you want MusicFile to compare against the field you have chosen.

Continuation String

The continuation string is used if you want to add addtional levels of criteria to the filter.

To clear the filter criteria you can press the 'Clear' button.

Setting the Sort Order

You can sort any of the MusicFile catalogs up to five levels deep.  All you need to do is choose the fields you want to sort on using the field selectors in the <Sort by> section of the filter.  The <Asc> and <Desc> following a field stand for Ascending (lowest to highest) and Descending (highest to lowest) respectively.

To clear the sort order you can press the 'Clear' button located in the <Sort by> section of the filter.  To restore the default sort order, press the 'Default' button (Item & Song Catalog only).

Other Options

Auto-Select Matches

The Auto-Select option will instruct MusicFile to select any entry that matches the criteria you enter.  You can set Auto-Select by choosing the 'Auto-Select Matches' option before you apply the filter.

Clear Currently Selected

The Clear Currently Selected option will instruct MusicFile to clear all selected entries before it applies the filter.

Applying the Filter/Sort

Once you have set your criteria, sort order, and desired options, you are ready to apply the filter and/or sort.  Simply press the 'Apply Filter/Sort' button and MusicFile will update the catalog.  If you want to restore the original catalog and show all entries, all you need to do is press the 'Show All ..." button.

Saving/Loading/Deleting Filters (Item & Song Catalog Only)

You may have filters that will be used often.  MusicFile provides you with the ability to save any filter you have created for future use.  Simply press the 'Save' button and enter a title.  To load the saved filter, all you need to do is choose it from the 'Load' combo-box.  To delete a filter you have saved, load the filter and press the 'Delete' button; the filter will be deleted from MusicFile.

Notes:

The Auto-Select and Clear Currently Selected options are NOT saved when you save a filter.

Any filter you save can also be used within the Item/Song Search forms.


Browse/Search Form Based Reports

Reports - Browse/Search Form Reports

There are several reports available within the various Browse and Search forms.  When you print a report from these forms, you do so through the Print Options form.  The Print Options form allows you to adjust the Report Header, and choose whether you want to print the report to a text file, preview the report on the screen, or print the report direct to the printer.

You can change the header for a report by typing over the default header.  The Report Header is not available for the Individual Item Listings.

From the Print Options form, all you need to do is press the button that corresponds to the print option you want to activate.  Details on the print options are available as follows:

Print Preview

Print Direct

Print to Text File


Reports Menu Based Reports

Reports - MusicFile Reports Menu

General Information

MusicFile contains several pre-designed reports that you can print.  These reports are accessed through the MusicFile Reports menu.  The Reports Menu can be opened by pressing the 'Reports' button from the Main Menu or by choosing 'Reports Menu' from the 'Reports' drop-down menu that borders the top of MusicFile.

You can get a complete description of any report by highlighting it in the <Available Reports> section. Once you have chosen a report, you can adjust the Report Header by typing over the default header.  The following options are also available to you:

Print Range

The Print Range determines which entries will be included in the report.  Each range is described as follows:

All Items/Songs

This range will include all entries.

Selected Items/Songs

This range will only print entries whose selection status is selected.

Items/Songs by Selected Artists

This range will only print entries where the artist's selection status is selected (regardless of the entry's selection status).

Sort Options

If you print one of the reports that is grouped by artist, you can also choose how the entries for each artist will be sorted (up to three levels deep).  All you need to do is choose the fields you want to sort on using the field selectors.  If you leave the sort options empty, the sorting will be exactly as it was the last time you printed the report.  The <Asc> and <Desc> following a field stand for Ascending (lowest to highest) and Descending (highest to lowest) respectively.

Printing the Report

Once you have selected the report to print and set your desired options, press the button that corresponds to the print option you want to activate.  Details on the print options are available as follows:

Print Preview

Print Direct

Print to Text File


Report Builder

Reports - Report Builder

The Report Builder is a utility that enables you to create your own reports.  You choose the report style, print range, report header, paper size, paper orientation, margin settings, fields to inlcude, sorting, and grouping for the report.  Once you have designed a report to your liking, you can print the report and/or save it for future use.

The Report Builder is opened by either pressing the 'Report Builder' button on the MusicFile Reports Menu or by choosing 'Report  Builder' from the Reports drop-down menu that borders the top of MusicFile.

The Report Builder is broken down into three segments: the Report Options, Field Options, and Sorting & Grouping Options.  The segments are bordered by the Report Status in the header and the action buttons in the footer.  You can cycle through each segment of the Report Builder by pressing the 'Next' and 'Back' buttons.  Each section of the Report Builder is described as follows:

Report Status

The Report Status, located in the header of the Report Builder, provides the following details:

Total Width

This is the total width (in inches) available for report fields.  It is determined by the Paper Size and Paper Orientation settings.

Current Width

This is the total width (in inches) that is currently being used.  It is calculated by summing the width of the fields you have chosen for inclusion in the report, the left and right margins, and a small factor for the space in between each field shown on the report.

Available Width

The available width is width (in inches) you have remaining on the report.  It is calculated by subtracting the Current Width from the Total Width.

Report Options

The Report Options is the first segment of the Report Builder.  It is where you select and choose various report layout options.  The important options are described as follows:

Report Style

The report style indicates whether your report will be an Item report or a Song report.  It also determines the base layout of the report.  The base layouts available are as follows:

No Grouping

The report data will not be grouped.

One Level of Grouping

The report data can is grouped on one field.  The field you choose to group on is automatically included in the report and shown as the header for each group.

Two Levels of Grouping

The report data is grouped on two fields.  The fields you choose to group on are automatically included in the report and shown as the headers for it's respective level of the group.

Print Range

The Print Range determines which entries will be included in the report.  Each range is described as follows:

All Items/Songs

This range will include all entries.

Selected Items/Songs

This range will only print entries whose selection status is selected.

Items/Songs by Selected Artists

This range will only print entries where the artist's selection status is selected (regardless of the entry's selection status).

Paper Size

The Paper Size indicates the size of the paper you are printing the report on.

Paper Orientation

The Paper Orientation determines whether the report will be printed Portrait (vertically) or Landscape (horizontally).

Margin Settings

The margin settings determine the blank space (in inches) that will be left on the right, left, top, and bottom of the report.  These settings must be between .2 and 1.0.

Field Options

The Field Options is the second segment of the Report Builder.  This is where you choose the fields you want to be included in the report.  The segment is broken down as follows:

Available Fields

The list of available fields shows the fields that you can include on a report and the amount of space each will take up on the report.  To choose a field, double-click on the field or highlight it and press the arrow button pointing right.

Selected Fields

The list of selected fields shows the fields you have chosen for inclusion on the report.  Each field will be shown on the report in the order it appears on this list.  You can change the field position by highlighting the field and using the up or down buttons to the right of the list.  To remove a field, double-click on the field or highlight it and press the arrow button pointing left.  To clear all fields, press the 'Clear' button.

Sorting & Grouping Options

The Sorting & Grouping Options is the third segment of the Report Builder.   This is where you indicate how the report will be sorted and how the report will be grouped (if applicable).  All you need to do is choose the fields you want to sort and/or group on using the field selectors.  The <Asc> and <Desc> following a field stand for Ascending (lowest to highest) and Descending (highest to lowest) respectively.

Printing the Report

Once you have completed all three segments of the report builder, you are ready to view your masterpiece (hopefully).  Press the button that corresponds to the print option you want to activate.  Details on the print options are available as follows:

Print Preview

Print Direct

Print to Text File

Saving/Loading/Deleting Reports

MusicFile provides you with the ability to save any report you create with the Report Builder for future use.  Simply press the 'Save' button and enter a title.  To load the saved report, all you need to do is choose it from the 'Load Saved Report' combo-box.  To delete a report you have saved, load the report and press the 'Delete' button; the report will be deleted from MusicFile.


Print Preview

Print Options - Print Preview

Opening a report in Print Preview mode shows you, on screen, how the printed report will appear when it is printed.  Once the report is opened in Print Preview mode, the following options are available:

Zoom

You can zoom in and out on page sections by clicking on the report with the magnifying glass cursor (this appears when you place the arrow cursor over the report) or by using the Zoom button on the report toolbar.  You can cycle through pages with the page selectors in the bottom left corner of the preview window.

Print Setup

You can access the Print Setup dialog by choosing it from the drop-down File menu that borders the top of the preview window or using the Print Setup button on the report toolbar.  The Print Setup dialog enables you to change the report settings including the current printer, margins, paper size, and paper orientation.

Note:

If you make changes to any of the report settings through the Print Setup dialog, you will be asked if you want to save the changes to the report.  It is recommended that you DO NOT save any changes.  If you do, you will need to re-install the application in order to reset the defaults (if you ever re-install, make sure you back up your data file BEFORE the re-installation).

Print

You can print the report to the printer by choosing Print from the drop-down File menu that borders the top of the preview window or by using the Print button on the report toolbar.

Close

You can close the preview window by choosing Close from the drop-down File menu that borders the top of the preview window or by using the Close button on the report toolbar.


Print Direct

Print Options - Print Direct

The Print Direct option will print the specified report directly to the printer.  If you need to change any of the settings, you must open the report in Print Preview mode and access the Print Setup dialog.


Output to Text

Print Options - Print to Text File

The Print to Text File option allows you to create a text file version of any report (except the Individual Item Listing).  To print a report to a text file, press the 'Print to Text File' button.  This will call up the Output To dialog where you have the following options:

File Name

You can enter any name (up to 8 characters) for the text file.

Drive & Path

You can change to another drive and/or directory by using the drive and directory selectors on the Output To dialog.

AutoStart

The AutoStart option determines whether MusicFile opens the text file with the Notepad for viewing after it is finished printing to the file.


Maintenance Options

MusicFile provides several maintenance options.  The MusicFile Maintenance Menu can be accessed by pressing the 'Maintenance' button from the Main Menu or you can select the desired maintenance from the 'Maintenance' drop down menu that borders the top of MusicFile.

The maintenance options are primarily used for the following purposes:

to add or update the information used in the data entry drop-down combo box lists

to change options and/or default settings

to modify the way MusicFile sorts an Item, Song or Artist

Detailed information on each type of maintenance follows:

Artist Maintenance

The Artist Maintenance form is used to add artists into the MusicFile database or to update an existing artist.  You can also use this form to modify the Artist Sort Name for an artist.  The Artist Sort Name determines how an artist, and any entries by that artist are sorted.  The Artist Sort Name can be up to 20 characters long.

Condition Maintenance

The Condition Maintenance form is used to add conditions to the MusicFile database or to update an existing condition and/or condtion rank.  Each condition must have a rank.  The rank determines the relative condition with the highest number being the best condition and the lowest number being the worst condition.

Format Maintenance

The Format Maintenance form is used to add formats to the MusicFile database or to update an existing format.

Label Maintenance

The Label Maintenance form is used to add recording labels to the MusicFile database or to update an existing recording label.

Music Type Maintenance

The Music Type Maintenance form is used to add music types to the MusicFile database or to update an existing music type.

Options & Default Settings

The Options & Default Settings form is used to set various options and default settings that will be used throughout the MusicFile program.  The options/defaults are described as follows:

Format, Music Type, Studio/Live, Stereo/Mono

These defaults will all be entered automatically on any new Item you enter into MusicFile.

Auto-Caps

Auto-Caps determines whether MusicFile will automatically capitalize the first letter of entries for the respective field.

Sort Order

The default sort order indicates how you want MusicFile to initially sort catalogs and searches.

TapeMaker Defaults

The TapeMaker defaults let you set a default Tape Length and Song Gap for the TapeMaker utility.

Rating Maintenance

The Rating Maintenance form is used to add ratings to the MusicFile database or to update an existing rating and/or rating rank.  Each rating must have a rank.  The rank determines the relative rating with the highest number being the best rating and the lowest number being the worst rating.  It is important that you do not change or delete the default rating <Not Yet Rated - 0>.

Title Sort Maintenance - Items

The Title Sort Maintenance - Items form allows you to modify the way MusicFile sorts an Item.

Title Sort Maintenance - Songs

The Title Sort Maintenance - Songs form allows you to modify the way MusicFile sorts a Song.


Compacting Database Files

Compacting MusicFile Databases

When you installed MusicFile there were two compact icons installed: one for compacting the data file and one for compacting the application file.  Periodically compacting the files will optimize the speed and performance of MusicFile.  You may also notice that compacting the databases will reduce their file size.

To compact the database files, simply double-click on the icon for the database you want to compact.  MusicFile will close automatically after the compaction is completed.


Backing Up Your Data

It is highly recommended that you back up your data file often (i.e. after entering any quantity of data that you would prefer not to have to re-enter).

The data file is located in the directory you have installed MusicFile into.  For the most recent version of MusicFile, 3.0, the data file is mf30data.mdb.

You should make it a habit to back up your data file as often as possible.  I would personally recommend keeping at least two (2) backup copies of your data file (at least one on floppy and one in another directory on my hard-drive).  This precautionary measure could save you countless hours of re-typing in data in the event that your hard drive or primary data file meet some unfortunate fate.

Remember,

Backup Often!