Basic Concepts

If you are learning Commence concepts for the first time, you should read this section.

This Basic Concepts section is divided into the following topics:

Categories

Views and View Types

Connections

Agents

Databases

Drag and Drop Operations

Finding Items in a List with Prefix Matching

Natural Language Dates and Times


Categories

See Also

A category represents a type of information you want to store.  For example, if you want to track information about people, you would use the Person/Company category for storing the data you enter in Commence.

Categories consist of named fields.  For example, the Person/Company category consists of fields such as Name, Address, and Phone.  When you enter data into Commence, you enter data into these fields just as you would enter data into a paper form.  There are different types of fields, similar to ones you would find on a paper form. Unlike a paper form, Commence's field types also give you:

•	a smart selection capability, called filtering, that lets you set different types of selection criteria based on field type.  For example, if you are viewing the Notes/History category, you can create a filter that displays only the letters that were sent to the Acme Company during February, 2000.  (For more information, see Customize-Filter View).

•	other special capabilities based on field type.  For example, you can dial a telephone field, perform calculations on number fields, access external files, etc.

You use a screen called a detail form to enter data into Commence.  This form identifies the fields in an item that you want displayed and lets you enter data values.  You also use a detail form when you edit data.  Commence comes with at least one pre-defined form for every category.  You can edit these forms at any time to change the arrangement of the fields, their fonts, which fields appear in the form, and so on.  You can also add more forms for existing or new categories.

When you enter data into Commence using a form and save it, you are creating an item.  Before you can save an item, you must enter a value in the name field.  This special field type is the only required field type in Commence.  Commence uses it to locate your data items, since every item in every category has one name field value.


Customize-Database-Category


Views and View Types

See Also

A view displays the items stored in one or more categories.  Commence comes with one or more pre-defined views for each category.

A view is made up of one or more fields, such as Name, Address, Phone and Fax.  When you display a view, Commence gets the field values for each item in the category and displays the values in the view.  Therefore, even if you defined a view weeks ago, it will always display up-to-date data.

How the view appears and what special capabilities it has are determined by the view type.  Commence provides you with four different view types:

Book	Displays up to four fields with alphabetical book tabs for quickly locating names.

Calendar	Displays the names of items by day and time slot and displays a busy bar that summarizes the entire day.  Provides navigational controls for moving quickly and easily to different days.  Lets you color code your appointments based on data in the category, such as the type of appointment (meeting, phone call, etc).

Gantt Chart	Displays the names of items as a Gantt chart showing the start and end dates of items in a category such as Task.  Lets you color code your tasks to indicate, for example, the status of each task.

Grid	Displays fields from one or more categories in a row/column format.  It can be used in two modes: read-only and update mode.

Document	Displays a Web page as a view window on the Commence desktop. The HTML view displays HTML content directly from the Commence database or from a remote URL address by hosting the Internet Explorer Web browser within Commence.

Multi-View	Displays a set of related views in one window frame.  The view is split to show the primary and secondary views.

Report	Displays fields from one or more categories in a row-column format.  Optionally displays the total and averages of certain field types.  This is the default view type.

When you define a view, you always select a view type as well as a category.  Commence comes with a number of pre-defined views.  Some of these can be seen on the View bar to the left of the Commence screen, and at the bottom of the Views menu.  The entire set of pre-defined views in the active database can be seen and opened using the Views-Open/Manage Views command.  From this dialog box, you can add, edit, or delete a view at any time.  Editing the view lets you change the name of a view and decide whether you want it to appear on the view bar and/or the Views menu.  You can also create a new view for displaying your data.

You can use the Customize-Sort View command to change the sort order of the items displayed in report and Gantt view types.

You can view a subset of the items in a category by selecting Customize-Filter View.

See the Customize menu topic for a description of these and other commands that change the active view.

Changing the attributes of a view is temporary unless you save the view definition changes using Views-Save or Views-Save View As.


Customize-Filter View

Customize menu

Customize-Sort View

Views menu

Views-Open/Manage Views

Views-Save

Views-Save View As


Connections

See Also

A connection ties together, or links, two related items. A connection definition is a link between two categories.  It creates relationships between items in the same or different categories.  To add a connection definition to a database, select Customize -> Database, followed by the Connection tab.

On a detail form, Commence provides you with a special three-button control for each connection definition called a connection control.  This control lets you connect and disconnect items easily.  If you use this control to add a new item in the connected category, Commence will automatically connect it to your source item.  Double clicking on the item name field in the control lets you navigate to the detail form of the connected item.

You can easily add or rename a connection definition at any time without affecting your data.  You can also delete a connection definition you don't want.  Commence automatically updates your detail forms when you add, edit and delete connection definitions.  It automatically updates saved views when you edit and delete connection definitions.


Customize-Database-Connection


Agents

See Also

An agent lets you instruct Commence to automatically perform tasks for you.

A simple agent consists of a trigger and an action.  The trigger defines the event or time that will cause the agent to operate, and the action determines what task will be performed.  For example, an agent could trigger every Friday at 9 am and print a list of Calendar items for today.

There are four classes of triggers:  timer, manual, data item and external.  A Timer trigger can be set to occur periodically or can be set to occur only once at a given date and time.  The manual triggers (Menu Pick, Tool Bar Pick, and Keyboard Hotkey) fire when you select the trigger from the Tools menu or the tool bar, respectively.  The Save Item trigger fires when you add and/or edit an item, while the Item Alarm trigger fires based on the date and time in an item.  The external trigger (DDE) fires when Commence receives a specified DDE message from another Windows application.

Agents can also depend on one or two optional conditions.  These conditions can be used to further define the scope and operation of the agent.  For example, a condition can filter for a particular subset of items in a category, such as all the Client type items in the Person/Company category.

Up to four actions can be included in a single agent.  You can choose from four classes of actions:  alerts, data modification/display, Commence commands, and external commands.  The alerting actions that can be used as warnings, reminders or notifications. The data modification/display actions let you display views or let you add and edit data items.  The Commence command actions, such as Print Letter and Use Telephone let you automatically perform certain menu commands from within Commence.  External command actions let you launch an application or send a DDE message to another application.

See the Summary Tables, for a complete summary of all the triggers, conditions, and actions supplied with Commence.

For detailed information about how to create new agents or modify existing ones, see the Customize-Database-Agent command.


Agent Summary Tables

Customize-Database-Agent


Databases

See Also

A database is a set of categories, views and agents that you want to store in Commence.  Commence provides you with a pre-defined database which is a set of simple categories, views and agents that support customer service, project management and contact management.  This database has the same category, view and agent definitions that you see when you use the Commence tutorial.  You can use the database as-is or you can customize it to suit your needs.  Or you can create a custom database from scratch.

On your hard drive, each database is stored in its own DOS directory and, because Commence is based on a proprietary database, you will see many separate files on disk within that directory.  Each file, no matter how small, serves a unique and important purpose.  Deleting or renaming Commence data files can result in an unrecoverable loss of data.

Use the File-Open/Manage Database to open a different database; to add, delete or rename databases; or to backup or restore a database.

Regardless of the database you have open, you have access to all of the capabilities that Commence provides: view types, sorting, filtering, dialing, creating letters, etc.

You can move data between Commence databases or to other database applications using the File-Export-By Category, File-Export-By View, and File-Import commands.  You can move category, view, and agent definitions (and optionally, data) between Commence databases using the File-Transfer Out and File-Transfer In commands.

You can synchronize databases on different PCs using the File-Sync Link Out and File-Sync Link In commands.

If you use more than one database, you will need to customize each database environment separately.  See the various Customize-Preferences commands on the Customize menu for more information.


File-Open/Manage Database


Drag and Drop Operations

You can use your mouse to pick up an item in a view and perform one of the following drag and drop operations:

•	Print the item

•	Delete the item

•	Dial a phone number in the item

•	Send a letter using fields values in the item

•	Move the item to a new date or time in a calendar view

•	Copy the item to another category

•	Reset the field values of an item based on the filter in the destination view

You can also use drag and drop to re-structure filters and agents by dragging the filter, agent condition, or agent action and then dropping it to the new location.

To drag an item, click the left mouse button on the item and hold the button down while you move the mouse pointer.  The icon changes to a sheet of paper (with a plus sign if it is a copy operation) when you are over a "droppable" location.  If you are over an invalid location, the icon changes to a circle with a line through it.

To drop the item, simply release the mouse button.

If the destination view is not visible, you can drop the selected item on the magnet [image] on the tool bar, open a different view, and then drag the item from the magnet [image] to its new location.

Print, Delete, Dial, or Send Letter

You can drag an item in a view to any of these four buttons on the tool bar, and the item will be printed or deleted, its phone number dialed, or a letter will be sent using the name and address from that item.

Copy an Item

You can copy an item by dragging the item to the magnet, then dropping it back onto the same view, or by dragging an item to a different view of the same category.  To copy an item from one category to another, drop the item on an open view for the other category or on an icon on the view bar for the other category.  If any field in both categories have identical field names, those field values will also be copied to the new item.  The same applies to connections between the two categories.  Whenever possible, Commence changes the values of the new item to match the values in the destination view's filter (if any).

Note:  If you are dragging an item from a Calendar view, the default drag and drop operation is move.  You can force a copy operation by holding down the Ctrl key while dragging the item.

If you drop the item on a calendar view, Commence will set the date and, if possible, the start time, depending on where the item was dropped.

Move an Item

You can move an item by holding down the Shift key while dragging the item and dropping it onto a different view of the same category.  To move an item from one category to another, drop the item on a view for a the other category or on an icon on the view bar for the other category.  Move works the same way as copy does with onemajor difference; the original item is deleted after the move operation.  Field values, connected items and filters are handled in a move the same as with a copy.

Move an Item within the Calendar View

Since rescheduling appointments is the most common drag and drop operation done in the Calendar view, move is the default drag and drop operation. So is not necessary to hold down the Shift key in this case. (See the note above for information about forcing a copy operation.)

You can reschedule an item by dragging it to a new location on the calendar or the mini-calendars.  If you want to change calendar dates or modes, you can drop the selected item on the magnet on the command bar, change your date or mode, and then drag your item from the magnet to its new date/time.

Reset Field Values Based on the Destination Filter

When you drop an item onto a filtered view, Commence tries to make the item qualify for the view. For example, this technique can be used to quickly change the status of an opportunity from postponed to in process.  Do this by holding down the Shift key while dragging the opportunity item from a view showing "postponed" to the “Opp – Open by Company” view showing opportunities "in process". In the above example "postponed" and "in process" are choices in a selection field.

Note:  If your filter specifies an indeterminate value, such as a date range, Commence will not be able to set a value that qualifies your item for the filter, so it will not appear in the view.

Caution: If an item seems to disappear after using drag and drop, check the state of the Except checkbox in your filter.  When the except checkbox is used to invert a filter, drag and drop will reset the field values of the item to match the filter but will disregard the except setting.   This will prevent the item from appearing in the view.


Prefix Matching
Prefix Matching on the Name field

See Also

Prefix matching allows you to find a particular item in a long list of items in a report view, Gantt chart view, grid view Book view, or connection definition.  For example:  You are looking at a report view of people from your Person/Company category.  You need to find the item for Paul Smith among the 30 other names starting with Smith in the category.  Type "smith, p" at your keyboard.  The characters typed are echoed in the status bar at the bottom of the screen (these characters are the current prefix string).

As you type the prefix string, the highlight in the view moves to the first item in the list whose Name field contains the prefix string.  Use the Crtl + N (hold down the Control key and then press the "N" key) to move to the next prefix match.  If there is no match for a character that you type, you will hear a beep and the character does not appear on the status bar.

Use the Backspace key to cancel the last character typed, and return the highlight to the previous matching item (i.e., the first item in the list that begins with the remaining characters on the status bar).

The current prefix string remains in effect (and is displayed on the status bar) until:

•	you press Esc.

•	you use one of the arrow or other navigation keys.

•	you activate another window.

•	you select a menu command.

•	a message box appears.

•	the active view is updated with a new or edited item via an agent, a DDE message, or, for a client database, a synchronization with the Server database.

If you are searching through a connection control (either the list of connected items or the list of all items in the connected category), then choosing another connection control also cancels the current prefix string.

Note:  In connection controls only, press Ctrl + Spacebar to insert a space in the current prefix matching string.


Prefix Matching on Secondary Indices


Prefix Matching on Secondary Indices

Commece RM allows prefix matching on a variety of fields in addition to the Name field. Define the field as a secondary index for the category using the Customize - Database - Category command  Click Edit, then click the Advanced button.  Select a field in the category that is commonly sorted on, and is one of the supported field types: E-Mail Address, Internet Address (URL), Text, and Telephone.

All views default to prefix matching on the Name field. To enable prefix matching on a secondary index field, simply change the primary sort on the Report, Grid or Gantt view to the secondary index field of your choice.


Natural Language Dates and Times

Commence interprets date and time values entered in plain English words (e.g., tomorrow, noon).

Select a topic below to see a description of the valid formats for each type of field:

Natural Language Dates for the Date Field

Natural Language Times for the Time Field


Natural Language Dates

See Also

You can specify dates in a date type field using plain English words.  This is a convenient alternative to specifying exact dates, as it allows you to enter commonly used phrases, like "a week from today", "two months ago", and "a week from next Sunday".  The sections below list the valid formats by keyword.

When you enter a date in one of these formats, Commence figures out the exact date for you.  For example, if today's date is 1/3/94, and you enter "one week from today" in a date field, Commence inserts "1/10/94" into the date field for you when you switch to another field or save the item.

Always check Commence's interpretation of any natural language dates you use before you save the item.  Do this by moving the cursor to another field after you type in the natural language date.  If the format you used is valid, the natural language will change to a real date.

Commence will, given a vague phrase, make a best guess as to your meaning.  That is, a phrase like "a day after next week" would evaluate the same as "a week from today";  "next january" would evaluate to January 1st of the following year.  Remember that the phrases you use should indicate an exact date.

Some phrases, like "january after next week", are too ambiguous and will generate an invalid date error if you try to save the item with such a date.

Capitalizations, punctuation, and the words "a", "the", and "day" (as in "22nd day of august") are optional in natural language dates, but are allowed.  For example, "The twenty-second Day of August, 1998" could be entered as "twenty-second of august 1998" with the same result.

Note:  Another method of entering dates is to double-click on any date field in an item detail or dialog box.  This displays the Select Date dialog box where you can display monthly calendars to select a date and then select the OK button to return to the previous window.

Day Names

You can specify any of the following day names in a date field:

Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday

Mon, Tues, Wed, Thu, Fri, Sat, Sun

Day names specified by themselves in a date field return either the current day or the next day with the name specified.  That is, if today is Monday and you type "Monday" in a date field, Commence assumes you mean today;  if you type "Tuesday", Commence assumes you mean tomorrow, etc.

The date returned by a day name used in conjunction with other date formats depends on the format used.  In other formats, a day can be preceded by an ordinal, as in First Tuesday, Second Thursday, etc.

Special Days

Commence recognizes the following special days and substitutes the indicated date:

Lincoln's Birthday	February 12

Veterans Day	November 11

Veterans' Day

Columbus Day	October 12

Month Names

You can specify any of the following month names in a date field:

January, February, March, April, May, June, July, August, September, October, November, December

Jan, Feb, Mar, Apr, May, Jun, Jul, Aug, Sep, Oct, Nov, Dec

Month names specified by themselves in a date field return the first day of the named month in the current year.  That is, if this month is April and you type "April" in a date field, Commence assumes you mean April 1st of the current year; if you type "March", Commence assumes you mean March 1st of the current year, etc.

Day Aliases

The following day aliases:

Yesterday, Yest, Today, Tomorrow, Tom

return the date of the indicated day when specified alone in a date field.  The date returned by a day alias used in conjunction with other date formats depends on the format used.

Month Ordinal

Days of the month can be specified in any of the following formats:

June First, June Second, June Third, June Fourth,

June Twenty-Second, etc.

June 1st, June 2nd, June 3rd, June 4th, June 22nd, etc.

1st of June, 2nd of June, 3rd of June, 4th of June,

22nd of June, etc.

First of June, Second of June, Twenty-third of June, etc.

June 1, June 2, June 3, June 4, June 22, etc.

1 June, 2 June, 3 June, 4 June, 22 June, etc.

The current year is assumed unless you add a year at the end (e.g., June 2, 1995).

Last/This/Next

You can use the words Last, This, or Next in the following ways to specify a date:

Last/This/Next <DayName/MonthName>

Last/This/Next week/month/quarter/year (date returned is the first day in the appropriate week, month, quarter, or year)

<any of above formats> of Last/This/Next week/month/quarter/year

Last in this format means "previous" and not "final"; i.e., "the last day of 1989" is an invalid date format.

Some examples:

Next Monday

Last week

Third Tuesday of next quarter

Quarter

Specify the first day of a quarter of the year using the following formats:

1q, 2q, 3q, 4q

1st quarter, 2nd quarter, etc.

First quarter, Second quarter, etc.

The current year is assumed unless you add a year at the end (e.g., 1q 1995).

End of Period

You can specify the last day of the following formats using the form:

The end of <MonthName>/<Last/This/Next>/<Quarter>

You can add a year at the end of the above format (e.g., "end of first quarter, 1989"), except when using <Last/This/Next> (e.g., "the end of last quarter, 1998" is not valid).  You can also use a year by itself (e.g., "end of 1999").

Beginning/End

You can use the words beginning and end to indicate the end of a period:

The beginning/end of the week/month/quarter/year

The beginning/end of <Last/This/Next> week/month/quarter/year

month and year can also be literal months (i.e., June, July, etc.) in the first format.

Before/After

You can use the words before or after in the following ways to specify a date:

A day before/after <any of the above formats>

A week/month/quarter/year before/after <DayAlias>/<MonthOrdinal>/<Last/This/Next>

Complex Formats

The following complex formats are also allowed.  The <format> string refers to any of the above formats, though some specific forms may not be allowed if they do not specify an exact date.

When using complex formats, be sure to check the interpreted value of the date field before selecting Save on an item detail; do this by moving the cursor to another field after you type in the natural language date.  If the format you used is valid, the natural language will change to a real date.

The formats below cannot be combined with one another to construct even more complex formats.

The subsections below present examples of complex format usage.  The lists are not exhaustive since the possible combinations of formats are almost limitless.

The <Ordinal> Day/Month/Week/Quarter Of/In The Week/Month/Quarter/Year

Second month of 1993

Third day of next week

Second week in June

Fourth quarter of 1998

<format> before <format>

First thursday before may first

The friday before the beginning of next month

One month before Lincoln's Birthday, 1998

<format> after <format>

Next thursday after 1/5/99

The second friday after the beginning of next quarter

<format> from <format>

Two weeks from today

One month from yesterday

Three weeks from the beginning of next quarter

<number of> days/weeks/months/quarters/years ago

Two weeks ago

A month ago

A year ago


Natural Language Times


Natural Language Times

See Also

You can specify times in a time type field using numbers (e.g., 9:00 am, 9 am, 9) and also using plain English words.  Using words is a convenient alternative to specifying exact times, as it allows you to enter commonly used phrases, like "now" and "noon".  Time type fields accept a limited set of keywords in place of exact times.  The valid keywords and their translations are listed below.

begin

start

The system clock time at the time the item detail was opened using the Edit-Add Item command.  These are typically used as start times in log items to record the beginning of a logged event (such as a phone call).

end

stop

The system clock time at the time the item detail (opened using the Edit-Add Item command) was closed and saved.  These are typically used as end times in log items to record the end of a logged event (such as a phone call).

now

The current time.

noon

12PM or 1200 hours (midday).

midnight

mid-night

midnite

12AM or 2400 hours.

Short Time Formats

Time fields allow you to be flexible when entering times.  A space can be used as the hour/minute separator and you can use “A” and “P” to substitute for “AM” and “PM”

The following are some examples of how the short time format works:

Time value entered:	Evaluates to:

1	1:00

123	1:23

1234	12:34

1p	1:00 PM

1 23p	1:23 PM

Simple Calculations with Time Fields

Time fields allow simple operations using “+” and “-” to add or subtract some number of minutes.

The following are some examples of how the simple calculations work with time fields:

Time value entered:	Evaluates to:

10 PM + 5	10:05 PM

10 AM - 5	9:55 AM

Midnight + 60	1:00 AM

Midnight + 720	12:00 PM

Start + 10	System time (when item was added) + 10 minutes


Natural Language Dates


Defined Terms Index

action

activate

active

active category

active view

active window

agent

agent tool bar

arrange

associated category

backup

base database

busy bar

calculation field

category

check box

check box field

clarify field

clipboard

color template

combo box

condition

connect

connected field

connection

connection control

connection definition

control menu box

data file field

database

database directory

database password

date field

day title

database

deactivate

definition

design

desktop

detail form

dialing device

dialog box

direct field

drop-down list box

edit box

e-mail address field

Excel cell field

export

field

field code

field value

field summary

filter

formatted template

global search

group box

group calendaring

hypertext transfer protocol

hypertext markup language

html

http

image

image field

import

inactive

item

item detail

lan

layout

legend

letter template

list box

mapping

menu bar

multi-select list box

name field

number field

paper layout

password

prefix string

property

radio button

recurring item

related date

remote database

restore

saved view

scroll bars

search text

selection field

sequence number field

snooze

static area

status bar

Sync Link

synchronize

telephone field

tab

text box

text field

text template

time field

title bar

toggle

tool bar

tool bar agent

transfer

transfer file

sync link group

trigger

uniform resource locator(url)

update file

url

url address field

view

view bar

view type

wildcard pattern

work area


Definition of: action
ACTION

An action specifies the work to be done by an agent.  In most cases, actions use values or operate on data passed from the trigger and/or conditions defined for the agent.  An action (and a trigger) are required to define an agent.

An agent can have up to four specified actions, chosen from among the following:  modify a displayed icon;  display a message box with a specified message; create and display a new view;  open a saved view;  add an item;  edit an item;  print an item or view;  activate an agent;  launch an external Windows application;  send a DDE (Dynamic Data Exchange) message to another Windows application.


Definition of: activate
ACTIVATE

To activate an agent, select the Customize-Database-Agent command, highlight the agent that you wish to activate then select the Edit button.  You can then select the Active check box.


Definition of: active
ACTIVE

An agent is active when the Active check box is selected for that agent on the Customize-Database Agent dialog box;  a check mark also appears next to the agent name in the Agents list box.  An active agent is triggered by the occurrence of the trigger condition specified in the rule.


Definition of: active category
ACTIVE CATEGORY

The active category is the category used by the active view.


Definition of: active view
ACTIVE VIEW

The active view is the currently displayed view;  if more than one view is displayed, the active view is the view whose title bar is a different color or shade than all the other windows.  On the Window menu, the active view is indicated by a check mark next to its name.


Definition of: active window
ACTIVE WINDOW

The active window is the selected window with which you are currently working.  The active window appears in front (or on top) of all the other windows on your desktop or application work area;  its title bar is a different color from the other windows.  All keystrokes and commands that you type affect the active window.


Definition of: agent
AGENT

Agents allow you to specify criteria under which Commence will perform various tasks for you.  An agent consists of a trigger, one or two optional conditions, and one to four actions.  Agents are added, copied, edited, deleted, activated, and deactivated by selecting the Customize-Database Agent command from the menu bar.


Definition of: agent tool bar
AGENT TOOL BAR

The agent tool bar displays icons for agents with a tool bar pick trigger, providing the ability to quickly execute these agents by selecting an icon with the mouse.  You must have a mouse to use the agent tool bar.  You can choose whether or not to display the agent tool bar using the Customize-Preferences-Tool Bars command.  You can also

Initially, Agent Tool Bar is positioned across the top of the Commence Desktop.  This may not be the desired location for it.  The agent tool bar is able to be positioned anywhere on an active Windows desktop, not just within the boundaries of a Commence desktop.  If it is positioned other than across the top of a Commence Desktop, a header bar is displayed on indicating which Tool Bar it is.


Definition of: arrange
ARRANGE

To position fields when you customize an item detail form.


Definition of: associated category
ASSOCIATED CATEGORY

When printing a calendar view, items from the associated category (chosen with the Customize-Preferences-Calendar command) that occur on the date(s) being printed are printed as well.  In addition to the Name field, you can select up to two checkbox or radio group fields from the associated category to appear on the calendar printout.


Definition of: backup
BACKUP

To make a copy of a Commence database for use if the original is lost or damaged.  Use the File-Open/Manage Database command, then highlight the database name and select the Backup button.  Commence will create a compressed copy of all the data in the database into a DOS file with a ".xfr" extension.  Use the Restore button to recreate a usable Commence database.


Definition of: base database
BASE DATABASE

When using the Sync Link facility to synchronize databases, the active database where you define your sync link group is called the base database.  You populate the remote database with the information from the base database.  For detailed information on creating a a sync link group, see Sync Link.


Definition of: busy bar
BUSY BAR

A vertical bar in a calendar day view that indicates when appointments are scheduled.


Definition of: calculation field
CALCULATION FIELD

Calculation fields lets you define formulas based on data in other fields.  Currency, number, date, and time fields can appear in formulas using addition, subtraction, multiplication, and division operations.

Calculation fields can contain a formula using up to 256 characters, including the +, -, *, and / operators, parentheses ( ) for grouping, and the currency symbol defined via the Windows Control Panel (in the United States and some other countries, this is the dollar sign $).

You create formulas by selecting other fields from the category and separating them with arithmetic operators.  An example of a valid formula is:

([End Time]—[Start Time])*[Rate]/100

Note that date and time fields are useful in calculations only when the difference between two dates or times are taken.  For example, [Start Date]—[End Date] makes sense;  [Start Time]*60 does not.

You can use the Tools Field Summary command to display the sum or average of the calculation, currency, and number fields appearing in a report view.


Definition of: category
CATEGORY

A category is a storage container for your data.  Categories contain from 0 to 32000 items.  Items contain from 1 to 100 fields (including connection fields).  A maximum of 300 categories are allowed per database.


Definition of: check box
CHECK BOX

A check box allows you to select an option.  When an option is selected that has a check box, the check box is filled with an 'X'.  Otherwise the box is empty.  When check boxes appear in groups, you can select as many or as few of the boxes as you want (i.e., check box options are not mutually-exclusive).


Definition of: check box field
CHECK BOX FIELD

A check box field is used to represent a yes/no or on/off condition or option.  When an X appears in a check box, the condition or option is turned on or enabled;  when empty, the condition is turned off or disabled.


Definition of: clarify field
CLARIFY FIELD

A clarify field is a field used by categories to distinguish between items with duplicate names.  Commence uses the clarify field when making connections, importing data, transferrin in data, and creating letters and faxes.

To set the clarify field for a category select the Customize-Database-Category command, highlight the category that you wish to change, select the Edit button then the Clarify Field button.  Choose the field that will make each item in the category unique.


Definition of: clipboard
CLIPBOARD

A temporary storage area provided by Windows for text or graphics.  An application can cut or copy data to the clipboard for later pasting into the same or another application's workspace.


Definition of: color template
COLOR TEMPLATE

A color coding scheme to accent entries in views.  You can create multiple color templates to choose from, up to the limit of 600 per database.

A color template can be based on the value of a check box, a radio group, or a connection to a particular item.  To define a color template select the Customize-Database-Color Code


Definition of: combo box
COMBO BOX

Used to display a list of choices from which to select when entering data.  Select one of the choices as the default display..


Definition of: condition
CONDITION

A condition is an additional, optional constraint used to further define the scope or operation of an agent.  An agent's trigger plus any defined conditions must all be satisfied before the execution of the agent's action(s).

Conditions can be based on time intervals (such as "every Monday") or on the state of some discrete piece of data in Commence (such as the number of items scheduled for a particular week).

An agent can have one, two, or no conditions;  if present, conditions are evaluated only after the trigger for the agent occurs.  Some conditions can pass data to the agent's actions.


Definition of: connect
CONNECT

To establish a connection between two pieces of information in Commence.


Definition of: connected field
CONNECTED FIELD

An connected field is a field from a connected category that you choose to display in a report view, to use in an agent action, or to appear in a letter.  You select an connected field by choosing the name of a connection and then selecting a field from the connected category.

For example, if you choose the connection Is Employed by... to appear in a report view of the Person category, you can choose any field from the Company category (the category on the other side of the connection), such as the company Name.  In the report, all People items connected to one or more Company items along the Is Employed by... connection display the company Name field from the connected item(s).


Definition of: connection
CONNECTION

A connection is a link between items in the same category or in different categories.  It shows relationships among items in linked categories.  An example is "Joe Jones has a lunch appointment on 5/10/97".  This connects a Person item to an Appointment item.

You can establish a link between any two items by creating a connection definition in the category (if it does not already exist) and using the connection control to specify the connected item.


Definition of: connection control
CONNECTION CONTROL

A connection control appears in an item detail as a box with three control buttons.  It displays the item names of items that are connected to the currently displayed item.  The connection control is labeled with the connection definition name.

A connection control is added to a category by adding a connection definition between that category and another category (or a category and itself).  Selecting the name in the connection control displays the item detail of the connected item.

If more than one connected item exists, one or both of the arrows [image] at the right of the connection definition will be darkened depending on whether the item displayed in the connection control is at the top, bottom, or middle of the list of connected items.  Use these arrows to scroll through the list of connected items.

Selecting the assign connection button [image] at the right of the connection control displays a drop-down list of the item names of all the items from the connected category.  Connected items have a check mark in the left margin next to their names.  Connect and disconnect items by selecting their names (click the left mouse button two times on a name, or use the arrow keys to highlight a name and then press the SPACEBAR).

Selecting the plus sign [image] at the far right of the connection control allows you to add an item to the connected category;  the new item is automatically connected to the displayed item detail.


Definition of: connection definition
CONNECTION DEFINITION

A connection definition is a link between two categories.  A connection definition allows you to create relationships among items in linked categories.  You can establish a link between any two categories, or between a category and itself.  An example of a connection definition is Person-Has-Appointment.

A connection definition is added to a category by adding a connection between that category and another category (or a category and itself).  A connection control  is added to the item detail and is labeled with the name given the connection when it was created.  Selecting the name in the connection control displays the item detail of the connected item.

You can add a connection to your database by selecting the Customize-Database-Connection command.


Definition of: control menu box
CONTROL MENU BOX

A window's control menu box is the shaded box in the far upper left corner of the window, on the same level as the window's title bar.  Commands in this standard Windows menu allow you to restore, move, size, maximize, minimize, close, and switch windows.

For an application window such as the main Commence window, press ALT+SPACEBAR to access this menu.  For a document window, such as a view window within Commence, press ALT+- (hyphen).  Then, use the mouse (or the UP/DOWN ARROW keys and ENTER) to select a command.


Definition of: data file field
DATA FILE FIELD

The data file field is used to reference a file on your file system from an item detail.

The data file field appears in its entirety (as described below) only on item details;  the file name associated with a data file field can be displayed in a book, report or calendar view.

A data file field on an item detail contains the following elements:

FILE TEXT BOX

Contains the name of the file you want to reference.  When adding an item that has an data file field, type a file name in this box, or use the Select button (see below) to search your available disks for an appropriate file.

VIEW BUTTON

Allows you to display the file from the item detail.  The extension of the file must be associated with an editor in [Extensions] of the file win.ini.  See your Windows documentation for how to do this.

For example, if the extension .doc is associated with Word for Windows in your win.ini file, you can select a .doc file in a data file field and select the View button to edit the file with Word for Windows.

SELECT BUTTON

Displays the Select File dialog box so that you can search your available disks for a file.

You can include spreadsheets, word processor files, drawings, images, and other types of information in an item.


Definition of: database
DATABASE

A set of categories, data items, views, agents that define what data you can store in Commence and how Commence acts in this data.  Commence provides you with a pre-defined databases that has a set of categories, desktops, views and agents that support calendaring, task management and contact management.  You can use this database as-is or you can customize it to meet your specific needs.  You can also create a custom database from scrathc.  Jensen-Jones also offers templates and databases that have been customized for certain business operations and tasks.  For more information on the templates and databases taht are available, please call Jensen-Jones Sales.  You can define up to a total of 50 databases per copy of Commence.  You can create additional databases and open them with the File-Open/Manage-Database command.

On disk, each database is stored in its own DOS directory and, because Commence is based on a proprietary database, you will see many separate files on disk within that directory.  Each file, no matter how small, serves a unique and important purpose.  Deleting or renaming Commence data files (using DOS commands or some other utility outside of Commence) can result in an unrecoverable loss of data.


Definition of: database directory
DATABASE DIRECTORY

A database directory is a directory in which Commence keeps its data files.  The default database directory is c:\commence\data.  To determine the database directory of a particular database, select File-Open/Manage-Database, highlight the desired database and select the Edit button.  the path will be the database directory.


Definition of: database password
DATABASE PASSWORD

A password selected by a Commence user to protect a database from being opened by an inappropriate person.


Definition of: date field
DATE FIELD

The Date field type lets you enter a date using either the format you selected from the Windows control panel (such as 1/16/96) or using English date phrases such as next Tuesday.

If a date field is enabled for recurring dates (done at the time the date field is added to a category), a Recurring Item button is displayed when an item is added to the category.  To enter a recurring date, you can either select the Recurring Item button on the Add Item dialog or you can enter an asterisk (*) in the recurring date field.  The asterisk tells Commence to invoke a dialog box that asks for the recurring date sequence (such as Every Third Tuesday) when you save the item.

Using filters, you can display all the items in a view that match a particular date.  If you use an English phrase in your filter, such as today, the date won't be evaluated until you invoke the view.  Using Customize-Sort View, you can a view by ascending or descending date:  this will be evaluated first by year, then month, then day.

A single date field indicates a specific date, while two fields (e.g., start date and end date fields) can be used in a category to specify a date range.  Any category that has two date fields can use the Gantt view type for displaying items graphically by date interval.


Definition of: day title
DAY TITLE

Day titles are displayed at the top of the daily calendar just above the graphical display of time slots.  Day titles are appointments or events that are scheduled for a day but do not have a start or end time.  An example of a day title is "Anniversary".


Definition of: deactivate
DEACTIVATE

Prevents an agent from firing under all circumstances.  To deactivate an agent, select the Customize-Database Agent command, highlight the agent name from the Agents list box, select Edit then select the Inactive check box.


Definition of: definition
DEFINITION

The category definitions, view layouts, agent definitions, detail form definitions, and color code templates that define a Commence database.


Definition of: design
DESIGN

The arrangement and definition of fields in a view or detail form.


Definition of: desktop
DESKTOP

A set of views and item details that can be started all at once.  Multiple dektops can be defined for quick and easy access to data used for common operations (e.g. contact management, appointments, scheduling, etc.).


Definition of: detail form
DETAIL FORM

A detail form is a formatted display of a single item from a particular category.  The detail form is displayed whenever you add an item to or display an item from a category.  The detail form specifies the arrangement, sizes, fonts, and colors of all fields included in the layout.  Not all fields need be included in a particular detail form.  You can create multiple detail forms for each category.  Default forms can be chosen for item detail display and for the detail view displayed when adding an item to a category.  You can also place a filter on a detail form so that it will be used for all items that meet the filter.


Definition of: dialing device
DIALING DEVICE

A hardware device that allows your PC to use a telphone.  Typically a modm controlled through Windows Telphony (TAPI), however, it can be a direct connection to a telephone switch such as the AT&T PassageWay system.


Definition of: Dialog Box
DIALOG BOX

A dialog box displays a command's options and parameters, allowing you to review and change them.


Definition of: direct field
DIRECT FIELD

A direct field is a field from the current category.  For example, the Address field is a direct field in the Person category.


Definition of: drop down box
DROP-DOWN LIST BOX

A drop-down list box is a special list box that displays only one entry from a list (the currently selected entry) in a box with a down arrow button at right.  Selecting the arrow button displays the entire list, with scroll bars (if necessary).  You can then select a new item or select the arrow button again to hide the list.


Definition of: edit box
EDIT BOX

An edit box on a detail form or dialog box is any box that can hold character data either typed in by you, pasted from the Windows Clipboard, or pasted from a DOS file.


Definition of: e-mail address field
E-MAIL ADDRESS FIELD

This field type is used specifically for electronic mail (E–Mail) addresses.  Double clicking on an address within this field will open up a blank mail note (using the default e–mail software) with the To: field automatically filled in with the selected address.  Commence allows up to eighty (80) characters for each e–mail address


Definition of: excel cell field
EXCEL CELL FIELD

An Excel Cell field allows you to access a value from a Microsoft Excel® spreadsheet and display it in an item detail.  Excel cell values cannot be exported, printed or displayed in a view.

Excel cells appear on item details only.  The field contains the following elements:

VALUE

Displays the current value from the Excel cell.

FILE TEXT BOX

Contains the name of the file containing the Excel spreadsheet.  When adding an item that has an Excel cell field, type a file name in this box, or use the Select button (see below) to search your available disks for an appropriate file.

CELL TEXT BOX

Contains the name of the cell in the file named in the File text box to be used as the source for the field value.

SELECT BUTTON

Displays the Select File dialog box so that you can search your available disks for an Excel file.


Definition of: export
EXPORT

To extract data from a Commence database into an external file in a pre-selected format that other applications can use.  Select the File-Export-By View or File-Export-By Category command to create an export file from items in your open database.


Definition of: field
FIELD

A field is a place within a category used to store a particular type of information.  For example, some of the Person category fields are Name, Address, Business Phone, and Notes.  A category definition can contain 1 to 100 fields, including connections.  When you create a category or add fields to an existing category, you must specify the name of each field and its type.

The available field types in Commence are:  calculation, check box, data file, date, Excel cell, image, name, number, radio group, sequence number, telephone, text, and, time.  A category can have only one Name field by default.  Labels for fields are limited to 20 characters.


Definition of: field code
FIELD CODE

A variable that can be used in an agent or letter to represent the data value of a field.  See Using Field Codes in Templates for the basics of using field codes in letters.  See Using Field Codes in Actions for the basics of using field codes in agent actions.  A field code has the form or either (%Field Name%) or (%Connection Name%%Connected Categroy Name%%Field Name%).


Definition of: field value
FIELD VALUE

The value stored in a field.


Definition of: field summary
FIELD SUMMARY

Summary statistics that are displayed or printed for a report.  You can include totals or averages for number and calculation fields provided the Calculation Type option has been set for the fields using the report layout's Field Options button.  To request a field summary select Tools-Field Summary when a report view is active.


Definition of: filter
FILTER

A filter creates a subset of the items based on a field value in a category and displays the items in the view.  For example, you can filter a view to show only your appointments for today or your To-Dos that are not completed.  You can also filter on a connection to another category.  For example, you can filter on all People employed by Widgits, Inc.  Lastly, you can combine up to four filter cirteria to get a set of items.  For example, you can filter your To-Dos to show the tiems that are due today, are Priority 1, and are not completed.  You can change the filter on a view by selecting Customize-Filter View from the menu bar.


Definition of: formatted template
FORMATTED TEMPLATE

Formatted templates are word processor documents and are used for writing letters using data stored in Commence.  You can create formatted templates for Commence using Word for Windows, Ami Pro, or Word Perfect.  The same word processor is used to view, print, or fax letters based on the formatted template.  You can create a formatted letter template by selecting Customize-Database-Letter Template.

Like text templates, formatted templates can include Field Codes that are used to indicate merged values for the Commence data item.  However, unlike text templates, formatted templates (and the letters you write with them) can include any special formatting supported by the word processor:  e.g., multiple fonts, indents, bookmarks, fields, bitmaps, tables, etc.


Definition of: global search
GLOBAL SEARCH

A feature that lets you find all items in the database that contain or exactly match a particular text string.


Definition of: group box
GROUP BOX

The group box element of a dialog box is used to organize several options under one main heading.


Definition of: group calendaring
GROUP CALENDARING

The capability to add an appointment to your client database and share it with all authorized workgroups users.  Used in conjunction with the Tools-Schedule Meeting command and the Personal Information Preference.


Definition of: hypertext markup language
HYPERTEXT MARKUP LANGUAGE

HyperText Markup Language is a collection of platform-independent styles (indicated by markup tags) that are used to define the various components of a World Wide Web document.


Definition of: html
HTML

Refer to HyperText Markup Language


Definition of: http
HTTP

Refer to HyperText Transport Protocol


Definition of: hypertext transfer protocol
HYPERTEXT TRANSFER PROTOCOL

The system for requesting HyperText Markup Language (HTML) documents from the World Wide Web (WWW).


Definition of: image
IMAGE

Generally, an image is a piece of data produced outside of Commence.  It can be an image produced by a scanner, video camera, illustration or presentation software, or any other software capable of copying images to and from the Windows Clipboard.


Definition of: image field
IMAGE FIELD

Image fields hold Windows device-independent bit maps that are produced by a scanner, camera, graphics software, and most software that is capable of copying images to and from the Windows Clipboard. To put a bitmap into an image field, it first must be placed onto the Clipboard, then you can use Edit-Paste to put it into the field.  Alternatively, you can select the field and then choose Edit-Paste From.  This will allow you to copy an image directly from a file.

If you are using Microsoft's Windows for Pen Computing®, you can also draw into an image field.  You can display an image field only in an item detail.  It can be printed along with the rest of the item data.


Definition of: import
IMPORT

To bring data from other applications into items in your open Commence database.  Select the File-Import command to import a file.


Definition of: inactive
INACTIVE

An agent is inactive when the Active checkbox is unchecked for that agent.  An inactive agent cannot be triggered.


Definition of: url address field
URL ADDRESS FIELD

This field is used specifically for Uniform Resource Locator (URL) addresses.  Double clicking on a URL address will launch the Web Browser (if not already open) and go directly to the indicated web site.  Commence allows up to 1024 characters for each URL address.


Definition of: item
ITEM

An item is a collection of data from a category that contains values for one or more of the fields defined for the category.  For example, a Person category would contain items that each describe one person, and might have fields like:  address, phone number, comments, company employed by, etc.  A category can contain up to 32000 items and up to 100 fields.


Definition of: item detail
ITEM DETAIL

An item detail is a formatted display of a single category item;  a category item is displayed in an item detail whenever you add items to or display items from a category.

The item detail's format is determined by the detail form chosen;  the detail form specifies the arrangement, sizes, fonts, and colors of all fields included in the layout.  Not all fields need be included in a particular detail form.

You can create multiple detail forms for each category.  Default forms can be chosen for item detail display and for the item detail displayed when adding an item to a category.


Definition of: lan
LAN

Local Area Network.


Definition of: layout
LAYOUT

A pre-defined or custom template that defines the field arrangement in a view or an item detail.  (See also:  Paper Layout)


Definition of: legend
LEGEND

A small window that explains the color-coding scheme in a calendar or Gantt chart view.  To display a legend, select Customize-Design View-Color Code, then check the Show Legend check box.


Definition of: letter template
LETTER TEMPLATE

A form letter that tells Commence what literal text to display and where to insert data field values from the selected item(s).

It is stored as an external file in the tmplts subdirectory of your active database directory.  Letter templates can use fields from a category and automatically fill in values when you write a letter.  Commence supports two types of letter templates, a Text Template and Formatted Template.  Both types can be used with an external word processor.


Definition of: list box
LIST BOX

A list box shows a column of available choices, with scroll bars provided if there are more than can fit in the box displayed.  Usually, you highlight one of the entries in the list, but some list boxes allow you to highlight multiple entries.


Definition of: mapping
MAPPING

The process of determining what fields and what order they should be in when doing an import or export of ASCII, dBASE, or DIF files.  Select the Map button of the Template Definition dialog box to define your field mapping.


Definition of: menu bar
MENU BAR

An application window's menu bar shows the available command menus and is located at the top of the window, just below the title bar.  The menus available from Commence's menu bar are:  File;  Edit;  Views;  Customize;  Tools;  Window;  and Help.


Definition of: multi select box
MULTI-SELECT LIST BOX

A multiple selection list box is a special list box where you can select more than one item in the list.

An item in the list box is selected (highlighted) by clicking the left mouse button on the item.  Clicking on another item selects that item without removing the highlight from the already selected item.  To deselect a highlighted item, click the left mouse button on it.  If the list has more items in it than can fit in the list box, you can scroll through the list by clicking the mouse on the scroll bar on the right side of the box, or by clicking and dragging the box within the scroll bar.

SEE ALSO:

Keyboard	How to use a multiple selection list box with a keyboard.


Definition of: name field
NAME FIELD

Exactly one item name field is required for every category item; it is used to store the item's name, which can be up to 50 characters.  The name field is labeled "Name" by default, but you can change the label by editing the category's name field definition.  This field type cannot be removed from the category.


Definition of: number field
NUMBER FIELD

A number field can hold whole numbers (123), floating-point numbers (123.45) or currency numbers ($123.45).  You can also use the Tools-Field Summary command to display the sum or average of the number fields in a report view.


Definition of: paper layout
PAPER LAYOUT

A pre-defined or custom template that defines how you want a view or item detail printed.  You can define paper layouts for printing to a day planner, or printing envelopes and labels.  to define a paper layout, select File-Page Setup.  You can also define a default paper layout to be used when printing each view.


Definition of: password
PASSWORD

You can set a password for your Commence database by selecting Customize-Preferences-Database.


Definition of: prefix string
PREFIX STRING

Prefix string characters help you search for one item in a long list of items in a report view, Gantt chart view, grid view, Book view, or connection definition.  Begin typing the name of the item you are searching for and the highlight in the view moves to the first item in the list whose name contains the prefix string you've entered.


Definition of: property
PROPERTY

A property is a characteristic of a view or category that you can change.  Properties include:  data definition;  size;  layout;  fonts;  sorting order;  filters;  preferences;  and other attributes.

All properties of the active view are accessible through Customize on the menu bar.


Definition of: radio button
RADIO BUTTON

A radio button allows you to choose an option to a command by selecting the button.  When selected, the center of the button goes dark, indicating that the option is currently selected.  If the center of the button is not darkened, the option is not selected.


Definition of: recurring item
RECURRING ITEM

An item is recurring if the category is defined with a Recurring Date Field and the recurring button is selected.

If you add an item and select the Recurring Item button or enter an asterisk (*) in the recurring date field, and then select the Save button, the Specify Date Range dialog box is displayed.  You can specify a frequency and date range for Commence to create multiple items (such as every Monday in June).  These items are associated by a Related Date connection which allow these items to be changed or deleted as a group.

Note:  The date range specified for Recurring Items are referred to as Recurring Dates.  All recurring items are connected through the Related Date connection.


Definition of: related date
RELATED DATE

A category is that defined with a Recurring Date Field will include a Related Date connection.  This connection is used to associate items which are added as Recurring Items and allows these items to be changed or deleted as a group.


Definition of: remote database
REMOTE DATABASE

The databases in a Sync Link sync link group that are kept synchronized via the base database.  Changes made on the remote database are re-synchronized to the base database.

To define one or more remote databases for the sync link group; open the base database and select the File-Sync Link Out command.


Definition of: restore
RESTORE

To select a compressed back up file and restore it to a usable Commence database.  Use the File-Open/Manage Database command, then highlight the database name and select the Restore button.  You can not restore into the active database.


Definition of: saved view
SAVED VIEW

A saved view is a view that has been stored on disk using the Views-Save View or Views-Save View As commands from the menu bar.  When you create a new category, a default report view is automatically saved.  When you alter the properties of an existing saved view, the resulting new view is not automatically saved;  you must use either Views-Save View or Views-Save View As to retain the new view.


Definition of: scroll bars
SCROLL BARS

A window's scroll bars allow you to view information that is longer or wider than the current window size.  If present, they are located at the right side and bottom of the window.


Definition of: search text
SEARCH TEXT

The text for which you want to search all name, text, date, time, data file, check box, and radio group type fields in one or multiple categories.  Specify the search text with the Tools-Global Search command.


Definition of: radio group
SELECTION FIELD

A selection field can have one of two attibutes:

radio group:	presents two to eight mutually exclusive values for a field, depending on how many radio button fields you name when you add or edit the field.  You select one of the radio buttons in the group as the default value.

combo box	presents up to 4,000 mutually exclusive values for a field, depending on how many selections you define when you add/edit the field.


Definition of: sequence number field
SEQUENCE NUMBER FIELD

A sequence number field is used to automatically assign a unique number to every item added to a category.  You can assign your own starting value to this field type, which must be in the range +/-2,000,000,000.


Definition of: snooze
SNOOZE

A feature of agent-generated message boxes that allows you to put a message box to sleep for a set period of time.  When the time elapses, the message box reappears.


Definition of: static area
STATIC AREA

This is a part of the screen that cannot be changed by the user.  The area can be changed by the program.  The area is used to diplay information to the user.


Definition of: status bar
STATUS BAR

The status bar is located at the very bottom of the Commence main window.  It displays:  a brief description of the currently highlighted menu command (if any);  a description of the view icon at which the mouse is currently pointing (if any);  operational messages;  today's date;  the current time;  and, a count of the number of items from the active category displayed by the active view.


Definition of: sync link
SYNC LINK

A feature that lets you maintain identical databases on PCs that are not connected via a LAN.  See Sync Link Concepts for more information.


Definition of: sync link group
SYNC LINK GROUP

A group of Standalone PC’s that are kept synchronized using Sync Link.


Definition of: synchronize
SYNCHRONIZE

The process of communicating changes from one database to another.  Changes to definitions as well as to items are communicated.


Definition of: tab
TAB

When you select many commands in Commence a dialog box will appear with many choices.  Each of these choices will appear on a Tab towards the top of the dialog box.  Selecting a tab will bring all of the options available for that tab to the front of the screen.


Definition of: telephone field
TELEPHONE FIELD

A telephone field lets you store telephone numbers in any format you wish.  If you have a modem connected to your computer and Telephony installed, you can dial a telephone field displayed in a view or a detail form.

Note:  To dial internationl numbers, you must enter your telephone numbers using the canonical format, +cc (ac) number, where cc is the country code and ac is the area code.


Definition of: text box
TEXT BOX

A text box is a rectangle into which you type information.  An insertion point (a vertical bar) indicates the editing point when you move to the box.  If there is already text in the box, all the text is selected and anything you type replaces the entire selection.  You can also edit any text in the box using the delete, backspace, arrow, and keyboard keys.


Definition of: text field
TEXT FIELD

A text field holds unstructured ASCII data.  Text fields can be specified in three sizes:  up to 80 characters;  up to 30,000 characters;  or a user-specified number of characters up to 30,000 characters.  Blank spaces, blank lines, and new line control characters contribute to the character count.


Definition of: text template
TEXT TEMPLATES

A template for writing letters using data stored in Commence.  A text template does not supply sophisticated formatting capabilities (i.e., no fonts, bold or italics, indents, etc.).

In the Send  Letter dialog box, the type of a text template is TXT, the standard Windows file extension for text only files.  Virtually all word processors can import, edit, and create text files.  When you highlight a text template in the list box and select View or Print, Commence creates a text only letter by substituting the Field Codes it finds in the template with values from the highlighted item in the active view or from the active item detail.  Field Codes are special text strings that are used to represent data values from Commence items.  The use of Field Codes is described under Customize-Database-Letter Templates.


Definition of: time field
TIME FIELD

A time field lets you enter a time using the format you selected from the Window control panel (such as 4pm or 18:00).  A single time field can indicate a specific time, while two fields (e.g., Start Time and End Time fields) can be used to specify a range.

A default value of Start in a time field definition in a category tells Commence to start a timer when an Add item is opened.  A default value of Stop or Now in a time field definition of the same category tells Commence to stop the timer when the item is first saved.

Any category that has at least one time field and one date field in it can use the calendar view type for displaying items graphically by time slot.  A category that has a date field, time field and an alarm checkbox can also be alarmed using the Item Alarm trigger type.


Definition of: title bar
TITLE BAR

A window's title bar shows the title or name of the window.  The window title reflects the object(s) displayed in the window.  The title bar is located at the top of the window, between the control menu box and the maximize and minimize icons.  The title bar of the active window is a different color or shade than the rest of the windows on the desktop.


Definition of: toggle
TOGGLE

A toggle is an option that can be either on or off.  The toggle may be a check-mark toggle on a menu (which is turned on if a check mark appears next to the entry), a check box (which is turned on if the box has an 'X' in it), or a radio button (which is turned on if the button is darkened).


Definition of: tool bar
TOOL BAR

The tool bar is the gray-shaded bar just below the menu bar.  It displays icons for commonly used commands, providing the ability to quickly execute these commands by selecting an icon with the mouse.  You must have a mouse to use the tool bar.  You can choose whether or not to display the tool bar using the Customize-Preferences-Tool Bars command.

Initially, Tool Bar is positioned across the top of the Commence Desktop.  This may not be the desired location for it..  The tool bar is able to be positioned anywhere on an active Windows desktop, not just within the boundaries of a Commence desktop.  If it is positioned other than across the top of a Commence Desktop, a header bar is displayed on indicating which Tool Bar it is

The Calendar Tool Bar appears at the top of calendar views.


Definition of: tool bar agent
TOOL BAR AGENT

A type of agent that appears as a button on the tool bar.  Selecting the button causes the agent to execute.  Select the Customize-Database-Agent command from the menu bar to create or modify an agent.


Definition of: transfer
TRANSFER

To copy a definition (such as a custom category, its views, and the data in that category) to another dissimilar Commence database.  Optionally, you can transfer items and referenced data files along with their definitions.


Definition of: transfer file
TRANSFER FILE

The DOS file created by the File-Transfer Out command.


Definition of: transport group
SYNC LINK GROUP

A group of Standalone PC's that are kept synchronized using Sync Link.


Definition of: trigger
TRIGGER

A trigger is an event or time that causes an activated agent to evaluate the other agent conditions (if any) and, pending the successful evaluation of the conditions, execute the action(s) specified for the agent.  A trigger (and an action) must be specified in order to define an agent.

Triggers can be based on:  the occurrence of a particular time;  a menu bar or command bar selection;  adding, editing, or deleting an item;  the occurrence of date or time conflicts when adding an item;  the occurrence of an item alarm;  the receipt of a specified DDE (Dynamic Data Exchange) message from another Windows application.


Definition of: uniform resource locator
UNIFORM RESOURCE LOCATOR (URL)

A standardized format providing a pointer to information available on the World Wide Web (WWW).


Definition of: url
URL

Refer to Uniform Resource Locator


Definition of: update file
UPDATE FILE

The DOS file created by the File-Sync Link Out command.


Definition of: view
VIEW

A view is a formatted display of category data.  You create a view by combining a category and a view type.  The format of the view is determined by the view layout.


Definition of: view bar
VIEW BAR

The Commence view bar is a column of view icons on the left of the main Commence window.  By clicking the mouse on an icon, you open the view associated with the icon.

Select the Views-Save View As command from the menu bar to add or remove a view's icon on the view bar.  The view bar holds a maximum of 40 icons.  You can display or hide the view bar, choose whether or not to display icon labels and/or the plus buttons for easy adds, by selecting the Customize-Preferences-Tool Bars command from the menu bar, and checking the appropriate check boxes.


Definition of: view design
VIEW DESIGN

A view design specifies the fields that will be used by the view type to organize category items for display by the active view.  If the active view is a report view,  the view layout also specifies the arrangement, number, size, and appearance of the category items displayed by the report view.  There is one view layout for every view you create;  the view layout is a property of the view.  You can look at the active view's layout using the Customize-Design View command.


Definition of: view type
VIEW TYPE

A view type is the basic display style for a view.  There are six view types:  Book,   Calendar,  Gantt chart,  Grid, Document,  Multi-View  and Report (the default view type).  When speaking of views, a shorthand phrase like "a book view" means "a view that uses the Book view type".


Definition of: wildcard pattern
WILDCARD PATTERN

A wildcard pattern is used in commands which search for text or filenames.  Search text may contain wildcard characters, the asterisk (*) and the question mark(?).  A question mark means that any character can occupy that position.  An asterisk means that any character can occupy that position or any of the remaining positions.

The combination of normal text and wildcard characters is called a wildcard pattern.


Definition of: work area
WORK AREA

Synonym for desktop.


The Tool Bar

The tool bar is the row of buttons just beneath the menu bar and above the Commence work area.  If the Show Tool Bar check box is turned on, the tool bar is displayed;  if not, the tool bar is hidden.  (See Customize-Preferences-Tool Bars tab)

The tool bar buttons can be selected only with a mouse.  If you don't have a mouse, you will want to hide the tool bar.

The first slot of the tool bar is not a button but a place holder for drag and drop items.  To see a screen explaining the drag and drop function, select the magnet icon below.

Drag and Drop

The next eleven slots of the tool bar are permanently fixed and reserved for commonly used Commence menu commands.  The menu commands are shown below.

Select a button from the tool bar to invoke the following menu commands for the active view or detail form.  To see a screen explaining the menu command associated with a button, select the button from the list below.

File-Print

Customize-Design View

Customize-Sort View

Customize-Filter View

Tools-Global Search

Edit-Add ? Item

Edit-Add Item

Edit-Delete Item

Tools-Dial Phone

Tools-Send Letter

Help-Message Log


The Agent Bar

The agent tool bar is reserved for displaying user-selected buttons for tool bar agents. You can add your own buttons to the tool bar by defining an agent with a Tool Bar Pick trigger;  see Customize-Database-Agent.


Tool Bar and Agent Bar Placement

Initially, the Tool Bar and Agent Bar are positioned across the top of the Commence Desktop.  This may not be the desired locations for each of these tool bars.  A tool bar is able to be positioned anywhere on an active Windows desktop, not just within the boundaries of a Commence desktop.  If a tool bar is positioned other than across the top of a Commence Desktop, a header bar is displayed on the Tool Bar indicating which Tool Bar it is.

Customizing the placement of each tool bar is accomplished by using Drag and Drop techniques.  Perform the following procedure to reposition the Tool Bar and/or Agent Bar.

1.	Position the cursor over the desired tool bar so that it is over a background area.  If the tool bar displays a header area, this may be used.

2.	Click and hold down the left mouse button.

3.	Move (Drag) the cursor to the desired tool bar location.

4.	Release the left mouse button to Drop the tool bar in its new location.

Tool Bar placement is common across all Commence desktops. As is the case with the Standard Tool Bar, displaying the Agent Tool Bar can be turned on and off.


The Status Bar

See Also

The status bar displays, from left to right:

--	A message that informs you about what Commence is doing or gives you descriptive information based on your context, such as "Person Item Saved".  This area displays information about a view icon, tool bar button, or menu command that is currently highlighted or at which the mouse is pointing.  You can also have agents write to this portion of the status bar.

--	Today's date.

--	Today's time.

--	An indicator that displays whenever an agent is triggered.

--	The number of items displayed in the active view and its active category.


Help-Message Log


Keyboard Command and Mouse Shortcuts
Keyboard Commands and Mouse Shortcuts

You can use Commence with a keyboard only, or a mouse and keyboard.  A mouse is recommended because it makes working in the Microsoft Windows environment easier.

The following topics explain the keyboard equivalents for those activities in Commence that do not require a mouse.

•	the keys you use to select menu commands

•	keys you use to fill out a dialog box or detail form

•	keys you can use to select from and scroll through a multiple selection list box

•	keys you use to arrange fields on a detail form

•	keys you use to navigate around a view (in particular, the key equivalents for the calendar view control panel)

•	window control keys

Two activities, however, cannot be performed without the aid of a mouse:

•	choosing a view icon from the view bar

•	choosing a command icon from the tool bar

We also list some mouse shortcuts that you can use in many dialog boxes within Commence.


Menu Command Keys

These key sequences allow you to choose menu commands without a mouse.  Mouse users may also find it easier to input some commands from the keyboard rather than using the mouse.

ALT+[F,E,V,C,T,W,H]

Select one of the menus from the menu bar.

<underlined letter> or ARROW KEYS+ENTER

Once you select a menu, press the underlined letter of a command to execute that command, or use the arrow keys and ENTER to select a command.

CTRL+P	File-Print

SHIFT+DELETE

CTRL+X	Edit-Cut

CTRL+INSERT

CTRL+C	Edit-Copy

SHIFT+INSERT

CTRL+V	Edit-Paste

DELETE	Edit-Clear (if the cursor is in a field on a detail form and some text is highlighted)

Deletes character to right of cursor if the cursor is in a field on a detail form and no text is highlighted.

Edit-Delete Item (if an item in a view is highlighted)

CTRL+A	Edit-Add Item

ENTER	Edit-Edit Item (i.e., highlight an item in a view using the arrow keys and press ENTER to edit the item.  If you highlight an empty time slot in a calendar view and press ENTER, you execute the Edit-Add Item command)

CTRL+D	Edit-Delete Item

F1	Help-Index or dialog and message box help

SHIFT-F1	Help-Context-Sensitive

CTRL-F4	Close the active view.

ALT-F4	File-Exit (exit Commence)


Dialog Box and Detail Form Keys

Use the following keys to fill out dialog boxes and detail forms without the aid of a mouse:

TAB	Select the next field in a dialog box or item detail.

SHIFT+TAB	Select the previous field in a dialog box or item detail.

CTRL+TAB	Move to the next tab in an item detail.

CTRL+ALT+TAB	Insert a TAB character into a text field.

SPACEBAR	Activate the currently selected radio button or check box field;  place or remove a check mark next to an item name in a connection field list box.

ARROW KEYS	Move the insertion point in any field containing text;  scroll through connected item names in a connection field (this is the equivalent of selecting the [image] buttons with the mouse);  highlight items in a list box;  select entries in a selection field.

RIGHT ARROW	For connection fields, opens a list box showing the names of connected items (this is equivalent to selecting the [image] button with the mouse);  once you do so, SPACEBAR connects and disconnects the highlighted item in the list box;  ENTER closes the list box.

LEFT ARROW	For connection fields, open the item detail of the connected item whose name currently appears in the connection field (this is equivalent to selecting the item name with the mouse).

PLUS SIGN on

numeric keypad	For connection fields, open an add item detail form for the connected category (this is equivalent to selecting the [image] button with the mouse).

ENTER or CTRL + S	Save the form or dialog box;  close a connection field's list box.

SHIFT+ARROW KEYS	Select text in a field.

DELETE	Delete the selected field text.

ENTER	Insert a carriage return into a text field.

INSERT	Change the insertion mode in a field containing text.

ALT+BACKSPACE	Undo an edit in a field containing text.  (Effective only before save item.)

ESC	Cancels changes for item or connection pop-up.

CTRL+F	For connection pop-up, toggles the filter

CTRL+1	For connection pop-up, displays pop-up in one list.

CTRL+2	For connection pop-up, displays pop-up in two lists.

CTRL+A	For connection pop-up, saves changes and adds item to connecting category.

CTRL+E	For connection pop-up, saves changes and edits highlighted item in connecting category.

CTRL+B	Move to the previous item shown by the detail form.

CTRL+N	Move to the next item shown by the detail form.

CTRL+K	Move to the first item shown by the detail form,

CTRL+L	Move to the last item shown by the detail form.


Multiple Selection List Box Keys

Use the following keyboard keys to select from and scroll through a multiple selection list box:

SPACEBAR	For the list box item with the list box cursor (a dotted outline) on it, selects (or deselects) the item without affecting already selected items in the list.

RIGHT or DOWN ARROW	Moves the list box cursor to the next item in the list.

LEFT or UP ARROW	Moves the list box cursor to the preceding item in the list.

PAGE UP	Scrolls the currently highlighted item to the bottom of the list box and moves the cursor to the first visible item in the list.

PAGE DOWN	Scrolls the currently highlighted item to the top of the list box and moves the cursor to the last visible item in the list.

HOME	Scrolls the first item in the list to the top of the list box and moves the cursor to it.

END	Scrolls the last item in the list to the bottom of the list box and moves the cursor to it.


Window Control Keys

The following keys allow you to control the windows displayed by Commence.  Most of them apply to all windows in the Windows environment.

Note that document windows are identified by the short dash displayed in a box in the upper left hand corner of the window.  Application windows are identified by the long dash displayed in a box in the upper left hand corner of the window.

ALT+-	Select the control menu box for a document window.

ALT+SPACEBAR	Select the control menu box for an application window.

<underlined letter>

ARROW KEYS+ENTER	Once you select a control menu, press the underlined letter of a command to execute that command, or use the arrow keys and ENTER to select a command.

CTRL+F4	Close a document window.

CTRL+F5	Restore a maximized document window to its previous smaller size.

CTRL+F6	Switch to the next document window.

SHIFT+CTRL+F6	Switch to previous document window.

CTRL+F7	Move a document window.

CTRL+F8	Size a document window.

CTRL+F9	Minimize a document window.

CTRL+F10	Maximize a document window


View Control Keys

You can use the keys in the table below to navigate around any book, calendar, Gantt chart, grid, or report view).

UP ARROW	highlight the item above the currently highlighted item

DOWN ARROW	highlight the item directly below the currently highlighted item

HOME	highlight the first item in the view

END	highlight the last item in the view

PAGEUP	scroll up

PAGEDOWN	scroll down

CTRL+PAGEUP	scroll left

CTRL+PAGEDOWN	scroll right

LEFT ARROW (book view only)	go backward one page

RIGHT ARROW (book view only)	go forward one page

Calendar views provide additional mouse controls on the control panel located under the monthly calendar.  Keyboard equivalents to using these controls are listed in the following table.  These keys change the active date and may change the information displayed in daily, weekly, and monthly display modes (see Customize-Design View).

CTRL+T	Return to daily display mode for today.

LEFT ARROW	move the outline box in the monthly calendar to the previous day;  change the active date to that day's date

SHIFT+LEFT ARROW	move the outline box in the monthly calendar to the previous day that has an item scheduled;  change the active date to that day's date

RIGHT ARROW	move the outline box in the monthly calendar to the next day;  change the active date to that day's date

SHIFT+RIGHT ARROW	move the outline box in the monthly calendar to the next day that has an item scheduled;  change the active date to that day's date

CTRL+LEFT ARROW	change the monthly calendar to display the previous month;  change the active date to one month previous to the current active date

CTRL+RIGHT ARROW	change the monthly calendar to display the next month;  change the active date to one month after the current active date

CTRL+PAGEDOWN	change the monthly calendar to display the current month for the following year;  change the active date to one year after the current active date

CTRL+PAGEUP	change the monthly calendar to display the current month for the previous year;  change the active date to one year before the current active date

CTRL + 1	display in Day mode

CTRL + 2	display in Two Day mode

CTRL + 3	display in Two Week mode

CTRL + 4	display in Month mode

CTRL + 6	display in Six Week mode

CTRL + 7	display in Week mode

CTRL + 9	display in Grid mode

CTRL + I	display in Image mode

CTRL + Y	display in Year mode


Keys for Arranging Detail Forms

The following keys allow you to arrange fields on the Design Detail Form dialog box without the aid of a mouse.

TAB	select the field you want to move

SPACEBAR	"grab" the highlighted field -- alignment guides appear when the field is "grabbed";  press SPACEBAR again to release the field

ARROW KEYS	move a "grabbed" field in small increments

CTRL+ARROW KEYS	move a "grabbed" field in large increments


Mouse Shortcuts

For mouse users, selecting means pointing at something on the screen (like a time slot in a calendar view, a button in a dialog box, a name or label in a list box, etc.) and double-clicking the left mouse button.

In dialog boxes where there are several command buttons, pointing and double-clicking on a list box entry with the mouse defaults to an edit operation, though not all dialog boxes have an edit operation (in this case, there usually is no default command).

Pointing and double-clicking the left mouse button on an item in a view invokes the Edit-Edit Item command and displays the item detail of the item.

Pointing and clicking the left mouse button on a view icon on the view bar or on a command button on the tool bar opens the view or invokes the command.

As you pass the mouse pointer over a button on the view bar, tool bar, or the control panel of a calendar view, the message box on the status bar displays a short description of the button's purpose.

A short command description is displayed in the status bar's message box when you point at a menu name on the menu bar with the mouse, hold down the left mouse button, and move the mouse pointer over the command names on the menu.  Releasing the button while pointing at a command executes the command.


Error Message Index

The following is a list of all the error messages you might see while using Commence.  They are listed by number, the same number displayed in parentheses in the message window when the error occurs.  You can use this number to look up a message in this list and select the number of the message below to see a help topic on that message.

Note that you can press F1 when the error message is displayed by Commence (i.e., when the error occurs) to see the same help topic.

100	This category contains items with duplicate names.  'Allow Duplicate Names' may not be unchecked while this is true.

101	<Category name> is an invalid category name.

102	A category with a recurring date field must allow duplicate names.

103	This data directory contains categories which allow more items than this version of Commence supports.  Commence will now exit.

104	Invalid entry, please try again.

110	You cannot delete the Item Name field.

111	Replacing the text will exceed the field's maximum size. Text cannot be replaced.

112	The default string's length is greater than the field's size.  You must reduce the size of the default string.

113	The default selection must have a label.  Change the default or add a label.

114	Add another radio button.  You must define at least two buttons.

115	You cannot delete selections from existing fields.

119	Enter a whole number that is zero or greater for this field.

121	The reserved word [Save, Cancel] cannot be used as a field name.  Please enter a new field name.

122	Multiple radio buttons have the same name.  Make each name unique.

123	The maximum number of characters cannot be greater than 30,000.

125	This equation has an unrecognized field name, operator or delimiter. Please correct the equation before proceeding.

126	Please enter a whole number between 1 and  <8> for 'Buttons Per Row'.

129	There is a maximum of one Sequence number field per category.  Delete any extra sequence number fields.

130	The formula entered is too long.  It cannot be saved.

131	There is a maximum of one recurring date field per category.  Deselect this option from all but one date field.

132	Enter an initial sequence number less than 2,000,000,000.

133	The formula for the calculation field <field name> contains a field name that is no longer valid.  Delete this calculation field or change its formula.

140	Select a 'From' item and ‘To’ item before continuing.

141	Internal error during connection initialization - call technical support.

142	Give the connections different names.

144	There is not enough room to add this connection to the <category name> category.

145	Warning for category <category name>: If you edit the name of or delete this connection, recurring items will no longer be associated and cannot be edited or deleted in a group.

147	The connection <connection name> is reserved for connecting recurring items.  Commence creates this connection automatically when recurring items are added.  Rename this connection or cancel this operation.

150	This field cannot be removed from the detail form because it is the name field or it is a mandatory field without a default value.

152	The detail form cannot be deleted since it is the only one defined for this category.

153	There are no attributes to set for this field type.

154	Enter a valid width greater than 0 and no more than 250 characters.

155	Enter a valid height greater than 0 and no more than 50 lines.

156	Enter a valid number for the visible size that is greater than 0 but does not exceed 20 inches or 50.8 centimeters.

157	Add at least one field to this form before saving it.

163	Warning: Incoming E-Mail will not be processed since no E-Mail program has been configured.  Select Customize-Preferences-Other Apps to add E-Mail information.

164	Select appropriate date/time fields before continuing.

165	The limit of <number> Tool Bar Pick agents per database has been reached. Either select a different trigger for this agent, or deactivate other Tool Bar Pick agents.

166	Define at least one trigger and one action before saving this agent.

167	A trigger must be defined before you can define a condition or an action.

168	Before continuing, please provide [Menu Text, a DDE Message, Status Bar Message Text, a Message, an Application path name, all requested information, a path name, a path].

169	Select a view before continuing.

170	This action requires a trigger/condition selection with only one selected category.

171	You entered an invalid number of items.  Enter a number from 0 to 500000 before continuing.

172	This command requires you to highlight an item in the <category name> category.

173	Cannot save the actions.  Each button label and corresponding action must be defined in pairs.

174	Please enter the required value before continuing.

175	Select a field before continuing.

176	The Agent Tool Bar position you have chosen is already in use or the Tools Menu is full.  The agent cannot be activated.

177	The hotkey for this trigger is already used by the agent '<agent name>'. Please select a different hotkey.

178	Before continuing. please provide a valid [date, time, year, Start Time, End Time, menu text, DDE msg, status bar msg].

179	Enter between [1 and 60, 0 and 59] minutes before continuing.

180	Select Print Options before continuing.

181	The ‘Process E-Mail’ action can only be used with the ‘Incoming Communications: E-Mail’ trigger.  Please use the appropriate trigger or select a different action.

182	The limit of 16 Menu Pick agents had been reached.  Either select a different trigger for this agent or deactivate other Menu Pick agents.

183	This trigger/condition/action requires that at least one category or view be defined.

184	The field '<field name>' is mandatory and no default value is available.  It cannot be left blank.

185	The field '<field name>' is mandatory and no default value is available.  It cannot be left blank.  Select 'Field Values...' or check 'Display Item(s)' before proceeding.

186	The field '<field name>' does not translate to a valid field in the <category name> category.

187	Enter a time interval between 0 minutes and 23 hours, 59 minutes.

188	You must check 'added to', 'edited in', or both before continuing.

193	The maximum number of messages that can be snoozed has been reached.

194	Enter a valid snooze time between 1 and 999 minutes.

195	Cannot create a Sync Link Out Agent.  No remote databases defined.  Use File - Sync Link Out to add one.

196	Cannot create an [Import or Export] Agent.  Use File - [Import or Export] to add an  [Import or Export] template.

197	Multimedia functions unavailable.

198	Couldn’t open multimedia file: <file name>.

200	Cannot display the legend.  Select a color code template first.

202	The view will not be displayed because a field of type <field type> was not found in this category.

203	No image packs have been installed.

204	The Time Conflict layout you selected is not valid. Try again.

205	Couldn't create a default view for the <category name> category.  The maximum number of views may have been reached.

206	The combined fields exceed the number of fields allowed by the view.  Please remove some fields before saving.

207	The latest possible start time using this time interval is <time>.

208	The date, start time or end time field has not been selected or is invalid for this function.  Choose your selections with the Customize-Design View-Fields command.

209	A required field was set to '(none)'.  The appropriate default field(s) have been selected.

210	The Calendar layout you selected is not valid.  Try again.

211	Select an item in the calendar.  The highlight must be positioned on the name of the item to select it.

212	Please enter a valid time for the Start Time of the Calendar.

213	The start date or end date field has not been selected or is invalid for this function.  Choose your selections with the Customize-Design View-Fields command.

214	The Gantt layout you selected is not valid. Try again.

215	Enter an Indent value greater than or equal to zero and less than [5.0 inches or 12.7 centimeters].

216	Time Conflict checking requires that the category have at least one date and one time field.  Either edit the category and add the required fields or select a different category.

217	The Highlight color must be changed so it is different from the Background color, otherwise the view highlight will not be visible.

218	Decrease the field width to between 1 and 150 columns.

219	The field height must be between 1 and 750 lines.

220	Add at least one field to this view before saving it.

221	Enter a valid [horizontal or vertical] spacing between zero and  [5.0 inches or 12.7 centimeters].

225	Vertical reports can have between 1 and 20 columns.  Horizontal reports can have only one column.

229	Connected fields can have a total of 750 lines.  The total you have entered is <number> lines.  Either set the number of instances to <number> or set the field height to <number>, or simply decrease both values.

230	The number of instances must be between 1 and 750.

232	No more fields can be included in this report.  Remove some fields first if you wish to add others.

233	For connected fields, Commence can only sort on the Name field in the connected category.  You have selected a connected field that is not the Name field.

234	You have selected a type of field that Commence cannot sort on.  Please select a different field.

240	This file is not in the proper format: '<filename>'.

241	[Backup, Restore] did not complete.

244	The backup file cannot be created in the database directory.  Select a different directory for the backup file.

245	The [definition] could not be transferred in because the [definition] was not found in this database.

246	This database is password protected.  Make sure you remember its password because you will need to know it when it is restored.

247	The file '<filename>' is a backup file and must be restored using File - Open/Manage Database - Restore.

248	The file '<filename>' is a transfer file and must be handled using File - Transfer In.

249	The file '<filename>' is a sync link file and must be handled using File - Sync Link In.

250	The transfer or sync file '<filename> is from a newer version of Commence and cannot be processed. You must upgrade to the newer version in order to process this file.

251	The transfer or sync file '<filename>' is from a older version of Commence and cannot be processed.

260	Could not execute DDE command!

262	Could not communicate with application:  <application name>.

270	Check the export template.  It does not match the data.  Commence cannot continue exporting.

271	Define the category <category name> so that Commence can import the file.

272	Enter a positive number less than 32,767 for the Start and End positions.

274	Commence cannot save an imported item.  The import will end.

275	Unrecognized format in the import file.  Make sure file is in DIF format.

276	Commence did not find the text delimiter for a field and cannot import the file.

277	Record <record number>, Field <field name> of this import file does not map to a field, and Commence cannot continue importing.

278	There are no items in the export category.

279	Make the 'End Position' greater than the 'Start Position'.

280	You defined field positions for <field name> that overlap with those defined for <field name>.

281	Commence cannot save the template.  The item name field must map to an import field.

282	Delete this import template.  It is associated with a category that no longer exists.

283	The specified file is not in the proper format (<file format>).

284	The dBASE field <field name> cannot be imported into the Commence field <field name>.  They are of conflicting types.

285	The number of columns in this DIF file (<number>) is not the same as was given in the import template.  Commence cannot continue importing.

286	Record <number>, Field <number> of this import file <error condition>.  Commence cannot continue importing.

287	Cannot add more fields.  Cannot import from a file with more than 102 fields.

288	Record <record> is too long to be imported.

289	Record <record>, Field <field> of this import file <condition>.  Commence cannot continue importing.  The field's value is <value>.

290	The maximum number (500000) of items was reached for this category.  Not all records were imported.

291	Import field <field 1>, mapped to Commence field <field 2>, must be given start and end positions.

294	The number of fields in this file does not match the number defined in the import template.  Cannot import.

295	The Commence mandatory field <field> is not mapped to an import field and has no default string defined.  Halting import.

296	There were connections to unknown items in the <category name> category (for example, the item <item name>.)  These connections could not be made.

297	Commence cannot save the template because the mapping is not valid for this category.

298	Cannot find matching memo file: <filename>.

299	Experienced internal error during import - call technical support.

300	You cannot delete the active Database.

301	Please enter text for the template before saving.

302	To define a color code, a category must have a check box, a selection field, or a connection field.  The selected category contains none of these fields.  Please select another category.

303	You have selected an item more than once.  Select unique items.

304	Delete the invalid keyword <keyword> from the letter template.

305	There is not a data file field in the category <category name>.

308	Text letter templates are limited to 16000 characters.  You have reached this limit.  If you are pasting from the clipboard, reduce the amount of text being pasted and try again.

309	Select a category for the phone log.

310	The telephone number format is unrecognized and cannot be dialed.

311	Commence cannot dial because the phone line is currently in use.  Please try again later when the phone line is free.

312	Commence cannot add <path> as a database since it is the <directory type>.

313	You cannot delete the active desktop.

317	The selected Icon Directory is not a valid directory.  Please change the selection with the Customize-Preferences-Tool Bars command.

318	You must either change the number of digits required or enter <number> digits.

319	The selected External Data File Directory is not a valid directory. Please change the selection with the Customize-Preferences-Other command.

322	TXT is reserved for use with Text Letters only.  Enter a different formatted letter extension.

323	Delete an existing [Agent, Category, Connection, View, Icon View, Menu View, Field, Template, Database, Form] before adding another.  The maximum amount has been reached.

324	Please provide a name for the [Category, Connections, Form, Template, Item, Field, View] .

325	The name for [Agent, Template, View, First Connection, Second Connection, Import Template, Database, Item, Form, Field, Category] already exists.  Use a different name.

326	The database <database name> already uses this path.  Use a different path name.

327	In order to schedule a meeting a category (including date, start time and end time fields) must be selected.

328	The database <database name> already exists.  Use a different name.

329	The desktop <desktop name> already exists. Use a different name.

330	The item <item name> already exists.  Use a different name.

331	The selection <selection name> already exists.  Use a different name.

370	The new password did not verify correctly; please enter the new password again.

371	Unable to change password, the old password is incorrect.  Please enter the old password again.

372	A password must be set for the database to be password protected; either turn off the password checkbox or set a password.

373	Cannot add an item.  No categories have been defined.

374	Cannot save User Item information.  No item selected.

375	Cannot save User Item information in a database with no categories.

400	Enter a value for the filter.

401	The view <view name> cannot be used as a primary view since it does not have connections to other active views.  Select a different primary view, try linking by date or start an appropriate secondary view.

402	The filter for view <view name> cannot be modified to link the views.  Clear the filter and try again.

403	The category <category name> does not have any Date fields and cannot be linked by date.  Select a different secondary view or try linking by connection.

404	One of your filters is set to 'OR (All Items)'.  This will cause all items to be selected regardless of the settings of any other filters.  Please select the summary tab and change the AND/OR relationship to make your filter work.

405	Enter the search text.

406	The two views are already linked.  Specify different views to link or select Cancel.

407	The secondary view must have a date field but there are no active views with date fields.  Start a secondary view that has a date field or use the ‘Connected to highlighted item’ option.

408	Please enter a valid telephone number.

409	Invalid field value specified, could not process <>.

410	There is no item to copy.

411	The maximum number (500000) of items has been reached for category <category name>.  You must delete an existing item before adding a new one.

412	The date <date field> is not valid.

413	The recognizer is busy.  Try again later.

414	The default value entered is not valid for this field.  Try again.

415	Can't display this item.

416	Please enter a valid Start and End date before continuing.

418	The 'Related Recurring' connection could not be added for this category.  You must either delete a field or a connection before recurring date items in this category can be associated.

420	No items were added.  No actual dates match the recurring date specification.

421	You can only send letters from a book view, a report view or while editing a previously saved item.

422	There is no window open, so no letter can be sent.

423	Commence cannot log this letter.  Select a log category first using Customize-Preferences-Event Logs.

424	There are no letter templates defined for this category.  You can define letter templates using Customize-Database-Letter Template.

425	Commence cannot save the letter.  Make sure you have selected a valid directory for saving logged letters using Customize-Preferences-Event Logs.

426	This view has been modified.  You must save the view in order to print letters to all with a formatted text template.

429	One Item Per Region must be set for layouts that contain multiple regions.

431	This page layout is too <narrow/wide/short/tall> for this type of view.  Select a <wider/narrower/shorter/taller> layout.

433	Enter page width and height values greater than zero.

434	You have not selected a printer.  Choose 'Printer Setup' from the File menu in order to print.

435	Enter region width and height values greater than zero.

436	Reduce the internal margins to fit in the region width and height.

437	Enter a number between 1 and 100 for the number of copies.

438	Enter a starting label number greater than zero.

439	Enter a 'To' date that is after the 'From' date.

440	Enter valid dates for the 'From' and ‘To’ fields.

442	Commence will not begin printing.  There is no way to cancel the print job.

443	An error occurred while printing.  Check the printer.

446	Reduce the page margins or region sizes to fit in the page width and height.

447	This is the default page layout.  It cannot be deleted (change the default to a different page layout before deleting this layout).

448	Invalid label template or improper paper size.  Check the settings and try again.

449	Could not locate at least one font with a size of 8, 10, or 12 points.

450	There aren't enough lines with the available fonts to print within the Commence margins.  Reduce the top or bottom margins to allow more space.

451	There is not enough disk space for print spooling.

452	The starting label number should be between 1 and <number>.

453	This view cannot print using One Item Per Region.  Change the layout template or print from a report view.

454	This view can only print in multiple regions using One Item Per Region.  Change the layout template.

500	Select from the list first.

501	Enter a valid whole number.

502	Enter a whole number greater than zero.

503	The End  [Date or Time] cannot be sooner than the Start [Date or Time].

504	COMMDLG.DLL returned error code <error code>.  Commence cannot continue the current operation.

505	Enter a valid file name.

506	A data conversion error was encountered while processing '<database name>‘ (error code <error code>).  Data converter '<converter name>‘ cannot continue.

507	Data conversion initialization failed. Data conversion cannot complete (initial database version - final database version).

508	The path entry must not be blank.  Enter a valid path specification or use the Select button to locate one.

509	Data converter  [converter name] is an incompatible version (expected: [version number], actual: [version number]).  Data conversion cannot continue.

510	Please enter a number between  1 and  30000, inclusive.

511	The specified directory name does not exist.  Please enter a new directory name.

512	Directory '<directory name>' already exists.

513	Cannot find file <filename>; check to ensure the path and filename are correct.

514	An error was encountered while re-indexing database <database name>.  Commence will now exit.

515	Please enter a valid file extension before saving.

516	Incorrect password.  Try again or select Cancel.

517	The database <database name> is invalid.  Please select another database.

518	The database <database name> is currently locked.  Either it is being accessed by another user or was improperly closed.  Please wait five minutes or select another database.

519	The Tutorial database is currently being accessed by another copy of Commence.  Tutorial mode is not available.

520	The [Windows directory, Windows System directory, Commence Program directory, Commence Tutorial directory, root directory, DOS directory] cannot be used; select another directory.

521	Cannot change to this Database.  It no longer exists.  Create the directory or delete this database entry.

522	An error was encountered while converting database '%s'. Commence will now exit.

523	Invalid or unrecognized database specified (<database name>); Commence will now exit.

524	Commence is unable to open the Database selected because of low disk space. Free up at least <space> on drive <drive> and try again.

525	The data in the specified database requires a newer version of Commence to be used.

526	Commence cannot find the Tutorial files.  Tutorial mode will not be available.

527	The tutorial.cmp file could not be found.  New tutorial data will not be loaded.

528	The file <filename> contains nonprintable characters and can not be pasted.

529	Cannot paste the entire file.  The file may be too large to paste here.

530	No telephone number is available for this operation.

531	Invalid or unrecognized command line option detected (<command line option>); it will be ignored.

532	The data in the specified database requires a special version of Commence. Please contact your vendor.

533	This type of window cannot be [filtered, arranged, sorted, printed].

534	The 'CONVERT.LOG' file in the database directory will have more information about the error(s) that were encountered.  To recover the original database use the backup file created earlier.

535	Data conversion encountered an error while writing data to disk. Free up some disk space and try again.  You will need to restore the original data using the backup file created earlier.

536	'<database name>' is a partially converted database from an earlier data conversion attempt. Restore the original data from backup and try again. If you are having difficulty converting your data please contact technical support for assistance.

537	'<database name>' is an unsupported version and cannot be converted. Restore the original data from backup and try again. If you are having difficulty converting your data please contact technical support for assistance. (<conversion name>)

538	No windows are available for [sort, filter, layout, print, tile, cascade].

539	Please enter a valid directory name before proceeding.

540	The <database name> database is locked and cannot be used with this version of Commence.

543	There is nothing to delete.

544	The '<field name>' field is full; additional data cannot be pasted in.

545	The '<field name>' field is full; pasted data was truncated.

546	The view '<view name>' is filtered by the User Item.  The User Item is not defined.  Use Customize-Preferences-Personal Info to define it.

547	Commence Internal Error.

548	Commence cannot dial a phone number in a connected field.

549	The data in <database> is from an earlier version of Commence and cannot be used with this version of Commence. The data can be converted to work properly with this version of Commence, contact your vendor or technical support for information.

550	There is not enough memory available for this operation.

571	Commence cannot obtain a system timer.  Commence will now exit.

575	Close a window.  There are too many open windows.

576	You need to select a printer in order for printer fonts to be available.

577	Select an item from the Font Name list.

578	Select or enter a valid font size greater than 0 points and no more than 255 points.

579	Windows Telephony services have been disabled, dialing is not available.

580	The Windows Telephony driver encountered an error. Commence cannot continue dialing.

581	This image was stored under Windows for Pens, and cannot be read with this version of Windows.  Use Windows for Pens to display the image.

582	This image was stored under a newer version of Windows, and cannot be read with this version of Windows.  Use the new version of Windows to display the image.

583	This image was stored under an older version of Windows, and cannot be read with this version of Windows.

584	There is not enough memory to perform spell checking.

590	There is no [Extensions] information in WIN.INI for file '<file name>'.

594	Commence cannot find configuration data in the Windows registry.  Commence will now exit.

595	The database information in the Windows registry is missing or invalid.  Commence will now exit.

596	Windows Telephony is not installed or is configured improperly. Use the Control Panel Telephone applet to configure. Commence cannot continue dialing.

597	Commence is unable to start application for '<application name>'.  (Windows returned error code <error code>.)

598	Windows Telephony is not available with this version of Windows NT; only NT 4.0 and later support telephony

600	<item>: Not <action>.

606	Unable to open '<filename>'.

607	Unable to open ‘<filename>’.  The disk currently in drive ‘<drive letter>’ might be disk number ‘<number>’.

611	Unable to create '<directory name/filename>'.

612	'<directory name>' is an invalid directory name.

613	Unable to read '<filename>'.

623	Unable to write ‘<filename>‘.

633	There is no image to copy to a file.

634	There is a disk error. Commence cannot copy the image to a file.

635	This type of image cannot be copied to a file.

636	Commence cannot continue importing due to an error; please check the available disk space.

637	Commence cannot continue importing because of a disk error on the file <filename>.

638	There is a disk error on the file '<filename>'.  Commence cannot continue exporting.

639	Unable to delete ‘<directory name/filename>‘.

640	There is a disk error.  Commece RM cannot copy the view to the HTML file.

643	Commence cannot find the file '<filename>' on the disk.

644	Commence cannot load the file '<filename>'.  It or one of its components was not found on the disk.

645	Commence cannot load the program '<program name>'.  Be sure that it is installed correctly.

646	Insufficient disk space on drive %s to complete this operation.  Free up at least <number> bytes of disk space and try again.

647	Warning:  Data disk space is below <size>. To reclaim disk space, delete or archive any unused categories or remove any non-Commence files from your <drive letter> disk drive.

648	Commence was unable to delete the directory '<directory name>'.

649	Commence cannot access the directory '<directory name>'.

650	The directory '<directory name>' is empty or no longer exists.

651	Unexpected end of file on input file '<filename>'.

652	The input file '<filename>' is an invalid file type.

653	The input sync file '<filename>' is invalid for the current database.

660	Spell-checker Error - Word Not Found

661	Spell-checker Error - No Data Available

662	Spell-checker Error - No Aid Available

663	Spell-checker Error - Invalid Word Construction

664	Spell-checker Error - Too Many Dictionaries Open

665	Spell-checker Error - Dictionary is Not Updateable

666	Spell-checker Error - Updateable Dictionary Full

667	Spell-checker Error - Duplicate Dictionary

668	Spell-checker Error - Invalid Dictionary Name

669	Spell-checker Error - Bad Dictionary

670	Spell-checker Error - LEXAM Not Initialized

671	Spell-checker Error - Invalid Function

672	Spell-checker Error - Invalid Token in Dictionary List

673	Spell-checker Error - Invalid Word

674	Spell-checker Error - Illegal Input Flag Combination

675	Spell-checker Error - Missing or Illegal Value in Parameter Area

676	Spell-checker Error - Passback Too Small

677	Spell-checker Error - Filename Not Allowed for Updateable Dictionary

678	Spell-checker Error - Illegal Number of Dictionaries

679	Spell-checker Error - LEXAM Busy

680	Spell-checker Error - Memory Allocation Error

681	Spell-checker Error - File Not Found

682	Spell-checker Error - Path Not Found

683	Spell-checker Error - File Open Failed

684	Spell-checker Error - File Access Denied

685	Spell-checker Error - File Sharing Violation

686	Spell-checker Error - General File I/O Error

690	No spelling mistakes were found.

691	The spell-checker cannot locate the spelling dictionary, <dictionary name>.

692	There was a system error in the spell-checker.

693	You may spell check only text fields.

800	Could not send e-mail, no mail programs are available.  Select Customize-Preferences-Other Apps to add e-mail information.

801	E-mail services are not available; JJMAIL32.DLL not found or wrong version.

802	Could not send e-mail. An error occurred while interacting with your e-mail program.

803	No web browser detected. Please install an Internet browser program and try again.

804	Could not launch web browser. An error occurred while interacting with your browser program.

805	An error occurred during synchronization with Outlook. Check the Message Log for more information.

806	Synchronization with Outlook was cancelled.

807	Microsoft Outlook could not be loaded; verify that the required version of Outlook is installed.

808	Could not logon to Microsoft Outlook; verify that your email preferences are set correctly.

809	The Outlook integration services could not be loaded.

810	The Outlook preferences should be configured using the Customize-Preferences-Other Apps dialog before using this command.

920	View '<view name>' cannot use color code '<color code template name>' (wrong category).

921	Transfer error: <error condition>

1016	This database is not empty and may not be used as a remote database.

1030	The remote database must have a unique name.

1031	A remote database must be selected; if a remote database is not defined, use the Add button to create one.

1036	SyncLink error: Accessing admin files failed.

1037	SyncLink error: disk write to output file or temporary directory failed.

1038	SyncLink error: reading or writing the database data files failed.

1039	SyncLink error: this stand-alone database must be used with a SyncLink file containing an initial sync.

1043	An error was encountered while initializing the database for SyncLink. SyncLink cannot continue.


Workgroup Error Message Index

1000	Couldn't make items shared.

1001	Shared categories with local fields are not allowed in this version of Commence.

1002	You have marked the field <fieldname> as shared but the category is not shared.  No fields in a non-shared category may be shared.

1003	This database cannot create remote databases because it is not a client database.

1004	This stand-alone database cannot be used with SyncLink; create a remote database in order to use SyncLink.

1010	The permissions you have been granted do not allow this operation.

1011	The permissions you have been granted do not allow you to add this shared <data or definition>.

1012	The permissions you have been granted do not allow you to edit this shared <data or definition>.

1013	The permissions you have been granted do not allow you to delete this shared <data or definition>.

1015	The permissions you have been granted do not allow you to overwrite this shared <view name>.

1017	The Login ID field is required for a valid login.

1018	An error occurred accessing the Administration library.

1019	Login was not successful. Try again or select Cancel.

1020	The permissions you have been granted do not allow you to access this database.

1021	The Admin directory could not be located or does not contain the proper admin files.

1024	This version of Commence requires a different version of the Administration library.

1025	An error occurred while using this database with the Administration library.

1026	The server has failed to respond to the sync request; check that the server is running.

1027	The database is not connected to the server and automatic syncing will be disabled.

1028	This database is enrolled for a different user; select a different data directory or enter a different login name.

1029	An error occurred while registering this client. Check the Message Log for additional information.

1032	The Login ID was not found.  It may have been deleted, or it does not exist.

1033	The automatic login failed; please enter login name and password.

1034	The Commence server license is not valid for the number of users defined in ComAdmin. Please use the License utility to update Commence with a valid license that authorizes <number> users.

1042	Commence has detected an invalid filetype during syncing; use Transfer Out and In to a new database to correct this problem.

1050	A workgroup error has occurred. ADMINENG.DLL returned error code <error code>.

1051	<Key> is not a valid authorization key. Enter the key exactly as it appears on your instruction sheet. There should be no spaces or punctuations.

1052	Template file for the client instruction sheet was not found <template filename>. Instruction sheet cannot be generated.

1053	Server communication parameters not found. Please configure the server using the Customize-Workgroup command.

1054	Commence cannot run while a copy of the Commence Administration program is active. Shut down ComAdmin before starting Commence.

1055	The workgroup admin files are currently locked either by ComAdmin or another copy of Commence. Try again later.

1056	Could not find the database registration information from the server. Verify that your communication parameters are entered correctly.

If problems persist, contact your Commence administrator to:

1) 	verify that your instruction sheet is up-to-date, and,

2) 	arrange for the server to re-send the registration information.

1057	The communication settings for this workgroup database are missing or invalid and automatic syncing is disabled for this session.

To re-start syncing:

1) 	Use the Customize-Workgroup command to enter the correct communication parameters, or,

2) 	Connect to the network and re-start Commence.

1058	The communication settings for this database are missing or invalid. Select the Configure button to change the settings.


100	This category contains items with duplicate names.  'Allow Duplicate Names' may not be unchecked while this is true.

All item names in this category must be unique before deselecting 'Allow Duplicate Names'.  Either give all items in the category unique names or delete all but one of each group of items with the same name.  (See Customize-Database-Category.)


101	<Category name> is an invalid category name.

You are trying to give the category an invalid name.  The name "(none)" cannot be used as a category name.


102	A category with a recurring date field must allow duplicate names.

If you do not want to allow duplicate names, change the recurring date field to a regular date field before saving the category.


103	This data directory contains categories which allow more items than this version of Commence supports.  Commence will now exit.

There is at least one category in the selected database directory that may contain more than the maximum number of items allowed by the currently running version of Commence.  This database cannot be used by Commence.

To specify a different database use the /database= command line option.


104	Invalid entry; please try again.


110	You cannot delete the Item Name field.

Each category has one mandatory field that identifies each item.  The field's type is name and it is labeled Name, by default.  Commence uses this field to sort all book and calendar views.  Default reports are sorted by the name field and default Gantt charts use the name field as the third sort field (though the sort fields for these two view types are user-selectable).

Although it cannot be deleted, you can change a name type field's label from Name to whatever you want, though this may adversely affect any agents that require a name field labeled Name for this category.


111	Replacing the text will exceed the field's maximum size. Text cannot be replaced


112	The default string's length is greater than the field's size.  You must reduce the size of the default string.

You must limit the default string to the number of allowable characters for the field.  For example, even though the size of a default string is 255 characters maximum.

Either reduce the length of the default string or increase the size of the field.  Press F1 while a field type is highlighted on the Add/Edit Field dialog boxes for an explanation of limitations on the default value for that field type.


113	The default selection must have a label.  Change the default or add a label.

The default button must have a label.  Add a label for the chosen button, or change your default button selection.


114	Add another radio button.  You must define at least two buttons.

A radio group field requires at least two labeled buttons in order for the field to be valid.  If you want to define a field for a single option, use a check box field.


115	You cannot delete selections from existing fields.

Once you have added selections for a selection field and saved the category, you cannot remove any of the selections.  You can label or re-label any selection, or you can change the default selection.

If you labeled a selectionby accident and saved the field, but did not save the change to the new or edited category, select Cancel until you are back in the work area and begin again.  See Editing a Selection Field for additional considerations.


119	Enter a whole number that is zero or greater for this field.

Sequence numbers must have a starting value of 0 or more. Enter a value into the field labeled "Initial Value".  Do not use a decimal point.


121	The reserved word [Save, Cancel] cannot be used as a field name.  Please enter a new field name.

The words Save and Cancel are labels reserved for use when adding or editing items.  Choose a different name before proceeding.


122	Multiple radio buttons have the same name.  Make each name unique.

All radio buttons must have unique names.


123	The maximum number of characters cannot be greater than 30,000.

The maximum number of characters for a text field is 30,000.  If you use such a large field, be aware that it requires a great deal of memory and may keep you from using other functions.


125	This equation has an unrecognized field name, operator or delimiter. Please correct the equation before proceeding.

A calculation field can only be defined for number, date, and time fields.  Only the delimiters of +, -, /, *, (, ), and the currency symbol ($ in the United States and some other countries) defined in the Windows Control Panel are valid.


126	Please enter a whole number between 1 and <8> for ‘Buttons Per Row’.

The Buttons Per Row field accepts whole numbers from 1 to 8.


129	There is a maximum of one Sequence number field per category.  Delete any extra sequence number fields.

A category can only have one sequence number type field.  You must delete all but one sequence number type field in order to save your changes to this category.


130	The formula entered is too long.  It cannot be saved.

The number of fields in the calculation equation (including duplicates) plus the number of mathematical symbols used (including parentheses) cannot exceed 20.  For example, the formula ([Miles]*[Rate]) has a length of five (two field names, one asterisk, and two parentheses).


131	There is a maximum of one recurring date field per category.  Deselect this option from all but one date field.

A category can have at most one date field that has the Recurring Date Field check box turned on.  Edit the date type fields in this category, and make sure that one of them at most has this check box turned on.


132	Enter an initial sequence number less than 2,000,000,000.

The initial sequence number must be less than or equal to 2,000,000,000 (two billion).


133	The formula for the calculation field <field name> contains a field name that is no longer valid.  Delete this calculation field or change its formula.

The calculation equation contains one or more fields that were probably deleted.  Remove the invalid field(s) named in the error message from the calculation or delete the calculation field from the category.  Use the Customize-Database-Category command to edit the category and delete the field.


140	Select a 'From' category and ‘To’ category before continuing.

Highlight a category name in both the From and To list boxes to define a connection.  You can use the same category for both sides of the connection.


141	Internal error during connection initialization - call technical support.

Contact Commence Technical Support and report this message (Select Help-About)


142	Give the connections different names.

A connection between the same category must be unique.  Enter a unique name for each connection and try again.


144	There is not enough room to add this connection to the <category name> category.

No more connections can be added to this category.  Delete an existing connection (or one or more fields) before adding any new ones.

Remember, a paired connection (between two categories) counts as two fields, a simple connection (between a category and itself) counts as one field.


145	Warning for category <category name>: If you edit the name of or delete this connection, recurring items will no longer be associated and cannot be edited or deleted in a group.

Commence uses a simple connection called Related Date to associate recurring items with each other.  If you delete this connection or change its name you will be unable to edit or delete recurring items as a group.


147	The connection <connection name> is reserved for connecting recurring items.  Commence creates this connection automatically when recurring items are added.  Rename this connection or cancel this operation.

Commence uses a simple connection called Related Date to associate recurring items with each other.  Change the connection name to something other than Related Date.


150	This field cannot be removed from the detail form because it is the name field or it is a mandatory field without a default value.

Each category has one mandatory, unique field of type name that identifies the item and cannot be removed from the detail form.

Also, all fields that have the Mandatory Field check box turned on when defined, but do not have a Default Value, must also appear on the form.  Other mandatory fields (with a default value) may be removed from the form.  They will be assigned their default values on saving an item regardless of whether they appear on a particular detail form or not.


152	The detail form cannot be deleted since it is the only one defined for this category.

Every category must contain at least one detail form, so that you can add and display items.


153	There are no attributes to set for this field type.

Excel cell and data file type fields have no attributes to set.


154	Enter a valid width greater than 0 and no more than 250 characters.

The visible field width is limited to between 0 and 250 characters.  Adjust the field width to be within these limits.


155	Enter a valid height greater than 0 and no more than 50 lines.

The visible field height is limited to between 0 and 50 lines.  Adjust the field height to be within these limits.


156	Enter a valid number for the visible size that is greater than 0 but does not exceed 20 inches or 50.8 centimeters.

For image type fields, the visible field size (width or height) must not exceed 20 inches (50.8 centimeters).


157	Add at least one field to this form before saving it.

A detail form must have at least one field.  Use the Add Field button to add a field to the detail form.


163	Warning: Incoming E-Mail will not processed since no E-Mail program has been configured.  Select Customize-Preferences-Other Apps to add E-Mail information.

Commence needs some information before it can properly interact with your mail

program. Please enter this information using Customize-Preferences-Other Apps.


164	Select appropriate date/time fields before continuing.

In order to proceed, you must select a date and time field from the selected category.


165	The limit of <number> Tool Bar Pick agents per database has been reached.  Either select a different trigger for this agent, or deactivate other Tool Bar Pick agents.

To free up a space, make an agent that uses the Agent Tool bar inactive, change the trigger of an agent from Tool Bar Pick to Menu Pick (with the same category selection), or delete an active agent using a Tool bar Pick trigger if it is no longer needed.


166	Define at least one trigger and one action before saving this agent.

An agent consists of at least one trigger and one action.


167	A trigger must be defined before you can define a condition or an action.

In order to define a condition or an action, a trigger must be defined first (select the T button or press ALT-T).


168	You must provide [Menu Text, a DDE Message, Status Bar Message Text, a Message, an Application path name, all requested information, a path name, a name] before continuing.

There is textual information required by this function, trigger, or action.  Enter the information specified before proceeding.


169	Select a view before continuing.

A view must be selected from the list provided in order for Commence to accept the Icon Modification Action.  Only views that can be accessed from the view bar are listed (i.e., the views that have Display on View Bar turned on via the Customize-Design View command).


170	This action requires a trigger/condition selection with only one selected category.

You have selected an action that requires a single category selection.  Change the trigger and/or conditions for this action so that at least one of them specifies a particular category as part of its options.  If you cannot, you not be able to use this action as specified.  (Press F1 for specific help while editing a trigger, condition, or action).


171	You entered an invalid number of items.  Enter a number from 0 to 500000 before continuing.

A category can contain from 0 to 500000 items.  Your item count value does not fall within these limits.


172	This command requires you to highlight an item in the <category name> category.

This agent cannot be triggered until you highlight an item in the category specified


173	Cannot save the actions.  Each button label and corresponding action must be defined in pairs.

Each message box action button, if labeled, needs an associated action before continuing. Each message box action, if defined, needs an associated action button label before continuing.


174	Please enter the required value before continuing.

A required value was not entered. Please enter the value before continuing.


175	Select a field before continuing.

In order to proceed, you must select a number or calculation field from the selected category.


176	The Agent tool bar position you have chosen is already in use or the Tools Menu is full.  The agent cannot be activated.

In order to activate an agent that uses a Tool Bar Pick or Menu Pick trigger, there must be at least one free space on the agent tool bar or the Tools menu.  The Tools menu is capable of holding up to 16 agents with Menu Pick triggers.


177	The hotkey for this trigger is already used by the agent '<agent name>'. Please select a different hotkey.


178	Before continuing, please provide a valid [date, time, year, Start Time, End Time, Menu Text, DDE Message, Status Bar Message].

There is date/time information required by this trigger or action.  Enter the information specified in the message before proceeding.


179	Enter between [1 and 60, 0 and 59] minutes before continuing.

You must enter a valid range of minutes before proceeding.


180	Select Print Options before continuing.

You have not yet selected print options for this action.  Select the Print Options button.


181	The ‘Process E-Mail’ action can only be used with the ‘Incoming Communications: E-Mail’ trigger.  Please use the appropriate trigger or select a different action.

The Process E-Mail action can be used only if the trigger is Incoming Communication: E-

Mail. The agent does not currently satisfy this requirement. Either change the trigger to

Incoming Communication: E-Mail or select a different action.


182	The limit of  16 Menu Pick agents had been reached.  Either select a different trigger for this agent or deactivate other Menu Pick agents.

In order to activate an agent that uses a Menu Pick trigger, there must be at least one free space on the Tools menu.  The Tools menu is capable of holding up to 16 agents with Menu Pick triggers.


183	This trigger/condition/action requires that at least one category or view be defined.

For this trigger, condition, or action to be accepted by Commence, at least one category (or view of a category) must be defined.


184	The field '<field name>' is mandatory and no default value is available.  It cannot be left blank.

Supply a value for the specified field, or edit the category so that the field is no longer mandatory.  Item name fields are always mandatory.


185	The field '<field name>' is mandatory and no default value is available.  It cannot be left blank.  Select 'Field Values...' or check 'Display Item(s)' before proceeding.

Select the Field Values button and supply a value for the specified field, or edit the category so that the field is no longer mandatory.  Item name fields are always mandatory.  If you turn on the Display Item(s) check box instead, you do not need to fill in any mandatory fields.


186	The field '<field name>' does not translate to a valid field in the <category name> category.

The specified field name does not exist in the specified category.  If you associate this action with a trigger or condition that can use items from any category (i.e., All Categories in the Menu Pick or Tool Bar Pick triggers) you can use field names that are common across more than one category.  Note that untranslated field names (depending on the selected category at the time the agent is triggered) will not be replaced by field values when the action is executed.


187	Enter a time interval between 0 minutes and 23 hours, 59 minutes.

Enter a time interval within the specified range before continuing.


188	You must check 'added to', 'edited in', or both before continuing.

The Save Item trigger can be triggered upon adding an item, editing an item, or both.  At least one of these check boxes must be checked before the trigger can be accepted by Commence.


193	The maximum number of messages that can be snoozed has been reached.

There are already 100 snoozed messages and Commence cannot snooze any more messages.  Press the OK button instead of the Snooze button.


194	Enter a valid snooze time between 1 and 999 minutes.

The length of time for a snooze period must at least one minute and at most 999 minutes.


195	Cannot create a Sync Link Out Agent.  No remote databases defined.  Use File - Sync Link Out to add one.

A Sync Link Out agent will create an update file for a remote database.  You must first use the File-Sync Link Out command and select the Add button to create a remote database, then you can define a Sync Link Out agent.


196	Cannot create an [Import or Export] Agent.  Use File - [Import or Export] to add an  [Import or Export] template.

An Import agent will read an external file into the open database..  You must first use the File-Import command and select the Add button to create an import template, then you can define an Import agent.

An Export agent will create an external file from data in the open database..  You must first use the File-Export by View or File-Export by Category command and select the Add button to create an export template, then you can define an Export agent.


197	Multimedia functions unavailable.

Windows is not configured with the proper multimedia extensions. The Play Multimedia

action is not available.


198	Couldn’t open multimedia file: <file name>.

Windows is not configured with the proper multimedia extensions to play this file. Install

the proper Windows multimedia drivers or select a different type of multimedia file for the

action.


200	Cannot display the legend.  Select a color code template first.

Select the Customize-Design View-Colors command and then select a color code template.  If a suitable template doesn't exist, create one by selecting the Customize-Database-Color Code command.


202	The view will not be displayed because a field of type <field type> was not found in this category.

You tried to display a new calendar or Gantt chart view, but the selected category did not contain a date field.  Calendar views need at least one date field;  Gantt chart views need at least two date fields.


203	No image packs have been installed.

An image pack is a collections of pictures that can be displayed on-screen by the

Commence calendar view when in Image mode. No image packs are currently installed.

Contact the Jensen-Jones Sales Department for information about obtaining image packs.


204	The Time Conflict layout you selected is not valid. Try again.

In order for a Time Conflict layout to be valid, you must specify fields for Commence to associate with the date, start time, and end time of an item.  Once this is done, check the Time Conflict check box to enable Time Conflict checking for the specified category.


205	Couldn't create a default view for the <category name> category.  The maximum number of views may have been reached.

Commence automatically tries to create a default report view for a newly defined category.  This was not done for the named category since the new view could not be added.  It may be that the maximum of 600 views per database has been reached for the currently open database.  Count the number of views listed in the dialog box displayed by the Views-Open/Manage Views command to see if you have reached this limit.  Use the Delete button to delete views that you no longer need.


206	The combined fields exceed the number of fields allowed by the view.  Please remove some fields before saving.

The view you have defined contains more fields than the view will allow. Select the Customize-Design View-Fields command.  Count the number of fields in the view.  Each field in a combined field must be counted individually.  Use the Remove Field button to remove any fields that you no longer need to display or use the Edit Combined Field button to include fewer fields in the combined field.


207	The latest possible start time using this time interval is <time>.

The calendar view (when in daily display mode) is designed to show 19 time slots regardless of the time interval (scale) selected.  You must select a start time that will allow 19 time slots to be displayed in daily display mode using the currently selected time scale.  Either decrease the current time scale value (using the Customize-Design View-Display command, or change the start time to an earlier time.


208	The date, start time or end time field has not been selected or is invalid for this function.  Choose your selections with the Customize-Design View-Fields command.

The design for the selected view has become invalid.  Select Customize-Design View-Fields and choose appropriate fields for this view.  If appropriate fields are not available, add them using Customize-Database-Category.  Edit the category, then press the Add button to add new fields.


209	A required field was set to '(none)'.  The appropriate default field(s) have been selected.

You have changed at least one of the required calendar design fields (Date, Start Time, or End Time) to (none).  Default fields have been selected for the missing required field(s).


210	The Calendar design you selected is not valid.  Try again.

The design for a calendar view requires that one date field and two time fields be associated with the view.  Choose appropriate fields for this view.  If appropriate fields are not available, add them using Customize-Database-Category.  Edit the category, then press the Add button to add new fields.


211	Select an item in the calendar.  The highlight must be positioned on the name of the item to select it.

To select an item from a calendar view, the item name must be highlighted.  (Highlighting a blank time slot associated with an item does not select the item.)


212	Please enter a valid time for the Start Time of the Calendar.

The calendar start time specified must be consistent with the time format set in the Windows Control Panel (via the International icon).


213	The start date or end date field has not been selected or is invalid for this function.  Choose your selections with the Customize-Design View-Fields command.

The design for the selected view has become invalid.  Select Customize-Design View-Fields and choose appropriate fields for this view.  If appropriate fields are not available, add them using Customize-Database-Category.  Edit the category, then press the Add button to add new fields.


214	The Gantt design you selected is not valid. Try again.

The design for a Gantt chart view requires that two date fields be associated with the view.  Choose appropriate fields for this view.  If appropriate fields are not available, add them using Customize-Database-Category.  Edit the category, then press the Add button to add new fields.


215	Enter an Indent value greater than or equal to zero and less than [5.0 inches or 12.7 centimeters].

The value for the Indent field must be between zero and five inches or zero and 12.7 centimeters.


216	Time Conflict checking requires that the category have at least one date and one time field.  Either edit the category and add the required fields or select a different category.

Time Conflict checking is used to alert you if you have added an item on the same date and time as another item.  The category you have selected does not have the required fields to use time conflict checking.  You can edit the category using the Customize-Database-Category command.  Select the Edit button to edit the category.  Add at least one date field and at least one time field to the category.  Otherwise, select a different category to use time conflict checking.


217	The Highlight color must be changed so it is different from the Background color, otherwise the view highlight will not be visible.

The color you have selected for your Highlight is the same color as the Background for the view.  The highlight color should be set to a contrast color, so that it will be visible against the background.  For example, if your Background color is white, you should set the Highlight color to black, or any color which will be clearly visible on a white background.  Use the Customize-Design View-Colors command to change the Highlight or Background color.


218	Decrease the field width to between 1 and 150 columns.

In a report view, the field width can be between one and 150 columns.


219	The field height must be between 1 and 750 lines.

In a report view, the field height can be between one and 750 lines.


220	Add at least one field to this report before saving it.

A report view must contain at least one field before it can be saved to disk.  See Customize-Design View-Fields.


221	Enter a valid [horizontal or vertical] spacing between zero and  [5.0 inches or 12.7 centimeters].

The values for the horizontal and vertical spacing of fields must be between zero and 5 inches or zero and 12.7 centimeters.


225	Vertical reports can have between 1 and 20 columns.  Horizontal reports can have only one column.

A report view must have between 1 and 20 columns. Horizontal format report views can only have one column.  Change the report format type to vertical, or change the number of columns to one.


229	Connected fields can have a total of 750 lines.  The total you have entered is <number> lines.  Either set the number of items to <number> or set the lines per item to <number>, or simply decrease both values.

A connected field can be no more than 750 lines long.  Use the Customize-Design View-Display command to change the number of items or set the number of lines in the Connection Fields group box.


230	The number of instances must be between 1 and 750.

The maximum number of connected items that can be shown in a connected field (the number of instances) is 750.


232	No more fields can be included in this report.  Remove some fields first if you wish to add others.

A report view can contain up to 100 fields.  You need to remove a field from this view if you wish to add another field.


233	For connected fields, Commence can only sort on the Name field in the connected category.  You have selected a connected field that is not the Name field.

When using connected fields, Commence can only sort on the name field of a connected category.


234	You have selected a type of field that Commence cannot sort on.  Please select a different field.

Commence can sort on any field in a view except connected fields and data file fields.  You can, however, sort on the name field of a connected item.


240	This file is not in the proper format: '<filename>'.

The specified file must be in the proper Commence format before proceeding with a restore (the file must have been produced using the Backup button on the Manage Database dialog box) , Transfer In.(the file must have been produced using the File-Transfer Out command) or Sync Link.


241	[Backup, Restore] did not complete.

The backup or restore operation was not completed.  You may have run out of disk space, a disk error may have occurred, or you may have run out of available memory or buffers  If you suspect disk or file problems, run diagnostic utilities to isolate any problems before trying again.


242	Unable to restore the original date and time of file '<filename>'.

When restoring a backup of a database, Commence tries to restore the original date and time of the file.  This message is displayed when Commence has restored your data but was not able to place the original date and time on the data file mentioned in the message.


244	The backup file cannot be created in the database directory.  Select a different directory for the backup file.

To protect against accidental deletions the backup file cannot be created in the actual

database directory. Try the backup again using a different directory for the backup file.


245	The [definition] could not be transferred in because the [definition] was not found in this database.

This error is displayed when Commence is processing a Transfer In request and a definition (field, connection definition, category, view, etc.) is not present in the target database that is required by the definition be transferred in.  Check the Transfer Out options to see if all the related definitions were included when the transfer file was created.


246	This database is password protected.  Make sure you remember its password because you will need to know it when it is restored.

This is an informational message that appears when you Backup a database which has a password defined with the Customize-Preferences-Database command.  When Commence backs up a database that has a password, the password in included in the backup file.  You must know the password to open the database after restoring it with the File-Open/Manage Database command.


247	The file '<filename>' is a backup file and must be restored using File- Open/Manage Database- Restore.

You have tried to use Transfer In or SyncLink In on this backup file.  Typically, files with a '.XFR' extension are backup files and are accessed using File-Open/Manage Database-Restore.  Files with a '.TFR' extension are transfer files and are accessed using File-Transfer In.  Files with a '.SNC' extension are SyncLink files for use with File-SyncLink In.


248	The file '<filename>' is a transfer file and must be handled using File-Transfer In.

You have tried to use Restore or SyncLink In on this transfer file.  Typically, files with a '.TFR' extension are transfer files and are accessed using File-Transfer In '.XFR' extension are backup files and are accessed using File-Open/Manage Database-Restore.Files with a '.SNC' extension are SyncLink files for use with File-SyncLink In.


249	The file '<filename>' is a sync link file and must be handled using File-	Sync Link In.

You have tried to use Transfer In or Restore on this SyncLink file.  Typically, files with a '.SNC' extension are SyncLink files for use with File-SyncLink In.  Files with a '.TFR' extension are transfer files and are accessed using File-Transfer In.  Files with a '.XFR' extension are backup files and are accessed using the File-Open/Manage Databasecommand, then press the Restore button.


250	The transfer or sync file '<filename> is from a newer version of Commence and cannot be processed. You must upgrade to the newer version in order to process this file.


251	The transfer or sync file '<filename>' is from a older version of Commence and cannot be processed


260	Could not execute DDE command!

The receiving application has not responded to a Dynamic Data Exchange (DDE) command within the timeout period.  Make sure the other application is running before retrying.


262	Could not communicate with application:  <application name>.

A Dynamic Data Exchange (DDE) error has occurred with the application noted in the message.  Make sure the other application is running before retrying.


270	Check the export template.  It does not match the data.  Commence cannot continue exporting.

Check the number of fields you are exporting and be sure that the template mapping is correct.  (See the Template Mapping dialog box.)


271	Define the category <category name> so that Commence can import the file.

The category that was used for this template is no longer available.  Create the category again, or delete this template.


272	Enter a positive number less than 32,767 for the Start and End positions.

The Start Position and End Position value must be a positive integer that is greater than zero and less than 32767.  Do not use decimal points.


274	Commence cannot save an imported item.  The import will end.

A disk error occurred while trying to save an imported item.  Is the import file formatted correctly?  If you suspect disk or file problems, run diagnostic utilities to isolate any problems before trying again.  If the problem persists, contact Commence Technical Support (select the Help-About command).


275	Unrecognized format in the import file.  Make sure file is in DIF format.

Make sure the file you are trying to import is in DIF format and that you are using the correct import/export template.


276	Commence did not find the text delimiter for a field and cannot import the file.

Change your Import Rules to reflect the lack of delimiters, or obtain an import file that contains appropriate delimiters.  See File-Import.


277	Record <record number>, Field <field name> of this import file does not map to a field, and Commence cannot continue importing.

Check the format of your import file and your mapping scheme.  See File-Import.


278	There are no items in the export category.

There is nothing to export.  Check the category name and the template definition to ensure that you are exporting the correct category using the appropriate template.  See the Template Mapping dialog box.


279	Make the 'End Position' greater than the 'Start Position'.

The End Position must be greater than the Start Position when defining column-delimited fields.


280	You defined field positions for <field name> that overlap with those defined for <field name>.

Check the sizes of your import category fields to be sure the start and end positions do not overlap.


281	Commence cannot save the template.  The item name field must map to an import field.

You must map the item name field to a field in the import file in order to save the template.


282	Delete this import template.  It is associated with a category that no longer exists.

The category associated with this import template no longer exists.  The template cannot be used.  Either import the appropriate category before using this template or use the Delete button to delete the template.


283	The specified file is not in the proper format (<file format>).

ASCII, dBASE, and DIF import/export file formats are supported by Commence.  The file you specified is not in one of these formats.  Check the file or specify another one.


284	The dBASE field <field name> cannot be imported into the Commence field <field name>.  They are of conflicting types.

The type of a dBASE field must be compatible with the type of the Commence field to which it is mapped.  Correct the field mapping of the import template, and try again.  See the Template Mapping dialog box.


285	The number of columns in this DIF file (<number>) is not the same as was given in the import template.  Commence cannot continue importing.

The file does not match the import template.  Check the number of fields in the file, correct the import template, and try the import again.  See the Template Mapping dialog box.


286	Record <number>, Field <number> of this import file <error condition>.  Commence cannot continue importing.

Correct the error indicated in the information message for the given record and field in the import file, and try the import again.


287	Cannot add more fields.  Cannot import from a file with more than 102 fields.

You can map up to 102 fields in your import file to fields in the Commence category.


288	Record <record> is too long to be imported.

There are restrictions on the size of records (i.e., items) and fields you import.  The maximum record size is 1,020 characters.  The maximum field size is 255 characters.


289	Record <record>, Field <field> of this import file <condition>.  Commence cannot continue importing.  The field's value is <value>.

You receive this message under a variety of conditions while importing data.  The message indicates the record, field, value, and the reason Commence stopped importing.  There are a number of reasons you may see in place of <condition> in the above message, all of which involve incompatibility of the data being imported.  Correct the error indicated in the information message for the given record and field in the import file, and try the import again.


290	The maximum number (500000) of items was reached for this category.  Not all records were imported.

Importing stops when you have reached the maximum number of items that can be kept in a single category (500000).


291	Import field <field 1>, mapped to Commence field <field 2>, must be given start and end positions.

When importing column-delimited data, you must specify start and end positions for each input field.  Edit the import/export template you are using to make sure the start and end positions you specified for <field 1> are correct.

To correct the problem, select the Map button;  then highlight the field named in the message and select the Field Position button.  Specify start and end positions for the field in the dialog box that appears.


294	The number of fields in this file does not match the number defined in the import template.  Cannot import.

The number of fields in the file you want to import is not the same as the number you specified in the import/export template.  Check the number of fields in the file, edit the template accordingly, and then try importing again.  See the Template Mapping dialog box.


295	The Commence mandatory field <field> is not mapped to an import field and has no default string defined.  Halting import.

A mandatory field in Commence must have a field mapped to it, or the field must have a default value, in order for Commence to import the file.  Edit the import/export template to map a field (see the Template Mapping dialog box) or edit the category to specify a default value (see Customize-Database-Category), and then try importing again.


296	There were connections to unknown items in the <category name> category (for example, the item <item name>.)  These connections could not be made.

A connection to a non-existent item was specified in the import file.  The connection was not made.  See Importing Connections.


297	Commence cannot save the template because the mapping is not valid for this category.

Correct the mapping values and try again.    See the Template Mapping dialog box.


298	Cannot find matching memo file: <filename>.

During an Import Commence could not find the memo file related to a dBASE file.  Check the directory specified for the import file.


299	Experienced internal error during import - call technical support.

During an Import Commence experienced an unexpected error.  Before calling technical support try the following.

Create a new import file and try the import again.

Recreate the import template being used to create the import file.  Create a new import file and try the import again.

If the import file is in dBASE format, attempt to open the file using another application that can read a dBASE formatted file (e.g. Excel) and then save as a new file.

If the problem persists, contact Commence Technical Support (select Help-About).


300	You cannot delete the active Database.

To delete the database you are currently using, first switch to a different database, then try deleting the original database again.


301	Please enter text for the template before saving.

You have not entered text for the text letter template.  Commence cannot save an empty text letter template.


302	To define a color code, a category must have a check box, a selection field, or a connection field.  The selected category contains none of these fields.  Please select another category.

Color codes can only be associated with a check box, a selection field, or a connection definition.


303	You have selected an item more than once.  Select unique items.

When you created a color code template, you selected the same item more than once.  Each control must be matched to a unique item.  Change the duplicate items and save the template.


304	Delete the invalid keyword <keyword> from the letter template.

There is an invalid keyword in the letter template.  Delete the keyword shown in the error message, or change it to a valid keyword.


305	There is not a data file field in the category <category name>.

The category you select to log letters must have a data file field defined.  Use Customize-Database-Category to edit the category and add a data file field, and try again;  or, pick another category for your letter log.


308	Text letter templates are limited to 16000 characters.  You have reached this limit.  If you are pasting from the clipboard, reduce the amount of text being pasted and try again.

Text letter templates are limited to 16,000 characters.  The actual text letter (after field values are substituted) can be up to 32,767 characters.


309	Select a category for the phone log.

In order to log a phone call, you must associate a category with the phone log by selecting Customize-Preferences Event Logs command from the menu bar.


310	The telephone number format is unrecognized and cannot be dialed.

TAPI could not interpret the telephone number, it may contain invalid characters or be

improperly formatted. To help TAPI recognize the telephone number please re-format the

number using the 'canonical format' which is of the form +cc (ac) number where cc is the

country code, ac is the area code and number is the local telephone number. For example,

+1 (908) 555-1234 is in canonical format.


311	Commence cannot dial because the phone line is currently in use.  Please try again later when the phone line is free.

TAPI allows multiple phone applications to share the same telephone line(s). All phone

lines are currently busy.


312	Commence cannot add <path> as a database since it is the <directory type>.

The directory used for the Commence database must be devoted exclusively to Commence. The database files cannot reside in the Windows directory, the DOS TEMP directory, the Commence program directory or other special directories. Specify a different directory for the database.


313	You cannot delete the active desktop.

You have tried to delete the desktop that is currently being displayed. Open another desktop before deleting this one.


315	Enter all digits for the Auto Minimize time interval.

When setting your preferences to automatically minimize Commence, you must set the time value between 1 and 99 minutes.


316	Enter an Auto Minimize time interval between 1 and 99.

When setting your preferences to automatically minimize Commence, you must set the time value between 1 and 99 minutes.


317	The selected Icon Directory is not a valid directory.  Please change the selection with the Customize-Preferences-Tool Bars command.

Commence could not find the directory on the disk.  Select the Customize-Preferences-Tool Bars command and enter an existing directory path.


318	You must either change the number of digits required or enter <number> digits.

The Base Format must contain exactly the number of digits specified within the Digits group box.  Either enter this number or change the total number of digits in the Digits group box to an appropriate value.


319	The selected External Data File Directory is not a valid directory. Please change the selection with the Customize-Preferences-Other command.

Commence could not find the directory on the disk.  Select the Customize-Preferences-Other command and enter an existing directory path.


322	TXT is reserved for use with Text Letters only.  Enter a different formatted letter extension.

Formatted letter extensions can consist of any three letters except the extension .txt, which is reserved for text letters.


323	Delete an existing [Agent, Category, Connection, View, Icon View, Menu View, Field, Template, Database, Form] before adding another.  The maximum amount has been reached.

You have reached the limit of the specified object.


324	Name the [Category, Connections, Form, Template, Item, Field, View] before proceeding.

You must name the object in the message before continuing.  The name you specify must be unique for all the objects of the same type within the active database.


325	The name for [Agent, Template, View, First Connection, Second Connection, Import Template, Database, Item, Form, Field, Category] already exists.  Use a different name.

An object of the same type as the one you are naming already exists with the same name.  Specify a unique name.


326	The database <database name> already uses this path.  Use a different path name.

Two databases cannot share the same directory.  Either enter a new directory name (eight characters or less) or hit the Select button to select the new directory.  If the directory does not exist Commence will create the directory


327	In order to schedule a meeting a category (including date, start time and end time fields) must be selected.

A category (e.g. Appointment) must be selected before a meeting can be scheduled.  Select Customize-Preferences-Meeting and select a category.


328	The database <database name> already exists.  Use a different name.

Two databases cannot have the same name.  Enter a new database name.  The maximum number of characters for the database name is thirty.  The database name can contain multiple words.


329	The desktop <desktop name> already exists. Use a different name.

Two desktops cannot have the same name.  Enter a new desktop name.


330	The item <item name> already exists.  Use a different name.


331	The selection <selection name> already exists.  Use a different name.


370	The new password did not verify correctly; please enter the new password again.

When you are changing your database password or your login password, Commence requires you to type the new password in twice.  The purpose is to verify that you entered the password as you intended.  Since the text boxes only show your entry on the screen as asterisks '*', this is done in case you mistype the password.

This message is displayed when the new password is not entered the same in the verify edit control.  To correct the problem, re-enter the new password and the verify password.


371	Unable to change password, the old password is incorrect.  Please enter the old password again.

When you are changing your database password or your login password, Commence requires you to first type the old password.  The purpose is to verify that you have access to the database to change the password.

This message is displayed when the old password is entered incorrectly.  It does not match the password for the database.  To correct the problem, re-enter the old password.  You do not have to re-enter the new password and the verify password.


372	A password must be set for the database to be password protected; either turn off the password checkbox or set a password.

You have checked the Password Protect Database checkbox in the Database Preferences dialog box, but you did not enter a password when prompted.  You must enter a password or, if you do not want to password protect your database, uncheck the Password Protect Database checkbox.  You can not close this dialog box until you enter a password or uncheck the checkbox.


373	Cannot add an item.  No categories have been defined.

Commence cannot add an Item.  Before attempting to add an item a category must be created.  Use the Customize-Database-Category command to create a category.


374	Cannot save User Item information.  No item selected.

Commence cannot add an Item for Yourself because a name was not entered.  See the Personal Info dialog box.


375	Cannot save User Item information in a database with no categories.

Commence cannot add an Item for Yourself because the active database is empty.  Use the File-Open/Manage Database  command to select a different database.


400	Enter a value for the filter.

You must enter text to filter each item displayed. Enter an appropriate value for the field you specified.


401	The view <view name> cannot be used as a primary view since it does not have connections to other active views.  Select a different primary view, try linking by date or start an appropriate secondary view.

Views can be linked so that the highlighted item in the primary view controls what is

displayed in the secondary view. View linking requires that a connection exists between

the primary view category and the secondary view category. If no connection exists then

the views cannot be linked.


402	The filter for view <view name> cannot be modified to link the views.  Clear the filter and try again.

Views are linked by creating a special filter in the secondary view. If the secondary view

already has the maximum number of filters then additional view links cannot be created.


403	The category <category name> does not have any Date fields and cannot be linked by date.  Select a different secondary view or try linking by connection.

Views can be linked so that the selected date or date range a Calendar view controls what

is displayed in the secondary view. The secondary view must have a date field, if no date

field exists then the views cannot be linked.


404	One of your filters is set to 'OR (All Items)'.  This will cause all items to be selected regardless of the settings of any other filters.  Please select the summary tab and change the AND/OR relationship to make your filter work.

This filter will not work properly.  Any filter specifying (All Items) must have the And check box before it turned on.  Make sure the filter is set to AND (All Items).


405	Enter the search text.

Enter an appropriate value for the search text you would like to find.  You can use wild card patterns to search for values.


406	The two views are already linked.  Specify different views to link or select Cancel.

Views can only be linked once.  Select a different view for the view link.


407	The secondary view must have a date field but there are no active views with date fields.  Start a secondary view that has a date field or use the ‘Connected to highlighted item’ option.

Views can be linked so that the selected date or date range a Calendar view controls what

is displayed in the secondary view. The secondary view must have a date field, if no date

field exists then the views cannot be linked.


408	Please enter a valid telephone number.


409	Invalid field value specified, could not process


410	There is no item to copy.

Highlight an item to copy, and try again.  Open the appropriate view or item detail if necessary.


411	The maximum number (32000) of items has been reached for category <category name>.  You must delete an existing item before adding a new one.

You have reached Commence's capacity for storing items in a single category.  Delete an item from the category or see File-Export-By Category to find out how to archive items from a category.


412	The date <date field> is not valid.

You must enter a valid date in the named field.  The date must be in the Short Date format specified in the International dialog box in the Windows Control Panel, or in a natural language format.


413	The recognizer is busy.  Try again later.

The Microsoft Recognizer (used by Microsoft Windows for Pen Computing®) is already busy analyzing pen input.


414	The default value entered is not valid for this field.  Try again.

The default value does not match the field type. Enter a value that is appropriate for the field type or delete the default value.


415	Can't display this item.

Contact Commence Technical Support and report this message (select Help-About).


416	Please enter a valid Start and End date before continuing.

In order to use recurring dates, you must give Commence a range of dates to use when adding the new item.  The range begins on the start date and finishes on the end date.


418	The 'Related Date' connection could not be added for this category.  You must either delete a field or a connection before recurring date items in this category can be associated.

Defining a date field with the Recurring option causes a Related Date connection to be generated automatically.  Since you are already too close to the maximum number of fields and connections, you must delete one in order to successfully define a Recurring Date field.


420	No items were added.  No actual dates match the recurring date specification.

You must enter a recurring date specification that results in a valid set of dates for the recurring date specification.  For example, "Every 31st weekday of the month" does not refer to a valid set of dates because there are never more than 23 weekdays in a given month.


421	You can only send letters from a book view, a report view or while editing a previously saved item.

Only book and report views and existing (i.e., saved) item details can be used to create a letter.  Be sure that the category you are viewing has at least one letter template defined (see Customize-Database-Letter Template).


422	There is no window open, so no letter can be sent.

Only views and item details can be used to create a letter.  Be sure that the category you are viewing has at least one letter template defined (see Customize-Database-Letter Template).


423	Commence cannot log this letter.  Select a log category first using Customize-Preferences-Event Logs.

In order to log a letter, a letter log category must be specified using the Customize-Preferences-Event Logs command.


424	There are no letter templates defined for this category.  You can define letter templates using Customize-Database-Letter Template.

Commence cannot create a letter for this category.  You must create a letter template first (see Customize-Database-Letter Template).


425	Commence cannot save the letter.  Make sure you have selected a valid directory for saving logged letters using Customize-Preferences-Event Logs.

Check the directory specified for saving logged letters to make sure it exists (see Customize-Preferences-Event Logs).


426	This view has been modified.  You must save the view in order to send letters to all items with a formatted letter template.

When sending formatted letters to all items in the view, the view being used to supply item information must be a saved view.  Save the view first (using Views-Save View, then select Send Letter To All Items again.


429	One Item Per Region must be set for layouts that contain multiple regions.

In the Region group box of the Add/Edit Paper Layout dialog box you have specified multiple rows and/or columns to define multiple regions.  Check the One Item Per Region checkbox or change the rows and columns to specify only one region.


431	This page layout is too <narrow/wide/short/tall> for this type of view.  Select a <wider/narrower/shorter/taller> layout.

You are printing a view with the File-Print command.  In the Print <View> dialog box you selected a paper layout in the Paper drop-down list box which is not wide enough to print this view.  To correct this problem, select a different paper layout in the Paper drop-down list box or select Cancel and use the File-Page Setup command to create a new paper layout.


433	Enter page width and height values greater than zero.

The width and height of a page must be positive numbers.


434	You have not selected a printer.  Choose 'Printer Setup' from the File menu in order to print.

In order to proceed, a printer must be selected.  Either a default printer has not been chosen, or no printers or printer drivers have been installed in the Windows environment.  Select a default printer for Commence using the File-Printer Setup.  Use the Windows Control Panel to install printers and printer drivers for all Windows applications.


435	Enter region width and height values greater than zero.

The width and height of a region must be positive numbers.


436	Reduce the internal margins to fit in the region width and height.

The internal margins of a region in a page layout cannot be larger that the width and height of the region.


437	Enter a number between 1 and 100 for the number of copies.

You may make between 1 and 100 copies of this print request.


438	Enter a starting label number greater than zero.

You entered a negative value for the Starting Label field in the Print Report dialog box.  Enter the number of the label with which to start printing.  For example, for a three-column label form, the fifth label is located in the second row, second column (counting across the page from left to right, row by row).


439	Enter a 'To' date that is after the 'From' date.

The To date must not be earlier than the From date.


440	Enter valid dates for the 'From' and ‘To’ fields.

You must enter a valid date in the From and To fields.  The date must be in the form specified in the International dialog box in the Windows Control Panel, or in a natural language format.


442	Commence will not begin printing.  There is no way to cancel the print job.

Commence was unable to provide a way to cancel the print job and will not proceed with printing.


443	An error occurred while printing.  Check the printer.

Check the paper path for paper jams.  Is the printer on-line?  Is the cable connected?  Is the power on?  Is the printer cable in the correct port on your computer?


446	Reduce the page margins or region sizes to fit in the page width and height.

The total of all regions on a page must fit within the margins of the page.


447	This is the default page layout.  It cannot be deleted (change the default to a different page layout before deleting this layout).

Commence allows you to define a default page layout to use when printing.  It is initially set to Letter (8.5 x 11 in.).  You can change the default using the Set Default button in File-Page Setup.


448	Invalid label template or improper paper size.  Check the settings and try again.

Your printer settings may not be set to the appropriate orientation and/or paper size for use with the selected label form.  Select the File-Page Setup command to make appropriate changes.


449	Could not locate at least one font with a size of 8, 10, or 12 points.

When printing a Day Planner Style, Commence searches for a font with a size of 8, 10 or 12 points from one of the following font families (as defined in Microsoft Windows):

MODERN	Examples: Pica, Elite, Courier

ROMAN	Examples: Times Roman, Century Schoolbook

SWISS	Examples: Helvetica, Swiss

Commence searches for an 8 point font first.


450	There aren't enough lines with the available fonts to print within the Commence margins.  Reduce the top or bottom margins to allow more space.

A Day Planner cannot be printed within the specified margins using the available fonts.  Change the top or bottom margins to allow more space, or load smaller printer fonts into the Windows environment, and try again.  See File-Page Setup for setting printer margins.


451	There is not enough disk space for print spooling.

There is not enough disk space for spooling print jobs.  Delete unwanted files, or increase the size of your disk.


452	The starting label number should be between 1 and <number>.

You entered a number for the Starting Label field in the Print Report dialog box that is outside the number of labels actually printed on one page.  Enter the number of the label with which to start printing.  For example, for a three-column label form, the fifth label is located in the second row, second column (counting across the page from left to right, row by row).


453	This view cannot print using One Item Per Region.  Change the layout template or print from a report view.

You are printing a view with the File-Print command.  In the Print <View> dialog box you selected a paper layout in the Paper drop-down list box which is has the One Item Per Region checkbox checked.  This type of view cannot print with this paper layout.  To correct this problem, select a different paper layout in the Paper drop-down list box or select Cancel and use the File-Page Setup command to create a new paper layout or change an existing layout.  Report views do allow printing with the One Item Per Region option.


454	This view can only print in multiple regions using One Item Per Region.  Change the layout template.

You are printing a view with the File-Print command.  In the Print <View> dialog box you selected a paper layout in the Paper drop-down list box which is has the One Item Per Region checkbox unchecked.  This type of view cannot print with this paper layout.  To correct this problem, select a different paper layout in the Paper drop-down list box or select Cancel and use the File-Page Setup command to create a new paper layout or change an existing layout.


500	Select from the list first.

Make a selection from the list, or cancel the operation.


501	Enter a valid whole number.

Enter an integer value.  Do not use decimal points.


502	Enter a whole number greater than zero.

Enter a non negative integer value.  Do not use decimal points.


503	The End  [Date or Time] cannot be sooner than the Start [Date or Time].

You have entered an End Date or End Time that is before the Start Date or Start Time.  Correct one of the dates or times, and try to save this item again.


504	COMMDLG.DLL returned error code <error code>.  Commence cannot continue the current operation.

Commence uses the Windows Common Dialogs to retrieve certain types of information,

such as file names and directory paths. If the Common Dialog fails then Commence cannot

continue the current operation. Contact Technical Support for assistance in resolving this

error.  (See Help-About)


505	Enter a valid file name.

Check the file name specified for proper DOS syntax.


506	A data conversion error was encountered while processing '<database name>‘ (error code <error code>).  Data converter '<converter name>‘ cannot continue.

Data from earlier versions of Commence must be converted to work properly with the current version. The automatic data conversion may not succeed if there are problems

with the original data. Contact Technical Support for assistance in resolving this error. (See Help-About)


507	Data conversion initialization failed. Data conversion cannot complete (initial database version - final database version).

Data from earlier versions of Commence must be converted to work properly with the

current version. The automatic data conversion may not succeed if there are problems

with the original data or if the required data conversion modules are not found. Contact

Technical Support for assistance in resolving this error. (See Help-About)


508	The path entry must not be blank.  Enter a valid path specification or use the Select button to locate one.

The path to the directory containing the administration files for the Commence workgroup must be entered or selected using the dialog displayed by pressing the Select button.  Commence needs this information to create or locate the directory.


509	Data converter  [converter name] is an incompatible version (expected: [version number], actual: [version number]).  Data conversion cannot continue.

Data from earlier versions of Commence must be converted to work properly with the

current version. The automatic data conversion may not succeed if there are problems

with the original data or if the required data conversion modules are not found. Contact

Technical Support for assistance in resolving this error.  (See Help-About)


510	Please enter a number between  1 and  30000, inclusive.

Commence text fields can store from 1 to 30,000 characters. Enter a value within this range.


511	The specified directory name does not exist.  Please enter a new directory name.

Commence could not find the directory on the disk.  Use the dialog box controls to find an existing directory (press F1 for help while viewing the dialog box).


512	Directory '<directory name>' already exists.

The specified directory already exists.  Use the dialog box controls to create a new directory.


513	Cannot find file <filename>; check to ensure the path and filename are correct.

Check the directory path and file name for proper DOS syntax.


514	An error was encountered while re-indexing database <database name>.  Commence will now exit


515	Please enter a valid file extension before saving.

Follow normal DOS conventions when specifying a file extension in Commence (up to

three characters, with no spaces).


516	Incorrect password.  Try again or select Cancel.

The password you have entered is incorrect.  In order to edit this field or category, you must supply the proper password.  Contact the party responsible for locking the field or category for the password.


517	The database <database name> is invalid. Please select another database.

The database you selected cannot be used by Commence.  Select a different database (using the File-Open/Manage Database command) or exit Commence.


518	The database <database name> is currently locked. Either it is being accessed by another user or was improperly closed. Please wait five minutes or select another database.

The selected database is either:

--	located on a Local Area Network (LAN) drive and currently in use by another user, or

--	located on a local drive and was improperly closed during the last Commence session.

If the database is on a LAN drive, you must request that the person using the database close it so that you can access it.  Otherwise, select another database to open.

If the database is on a local drive, exit Commence, wait five minutes, and try again.


519	The Tutorial database is currently being accessed by another copy of Commence.  Tutorial mode is not available.

Multiple copies of Commence cannot access the same database at the same time. Another

copy of Commence is currently using the Tutorial database, Tutorial mode is currently

unavailable.


520	The [Windows directory, Windows System directory, Commence Program directory, Commence Tutorial directory, root directory, DOS directory] cannot be used; select another directory.

Commence does not allow certain directories to be used in specifying, for example, a database pathname.  Select another directory.


521	Cannot change to this Database.  It no longer exists.  Create the directory or delete this database entry.

The specified database no longer exists.  Was this data copied from another system?  If so, make sure that all appropriate directories were copied.


522	An error was encountered while converting database '%s'. Commence will now exit.


523	Invalid or unrecognized database specified (<database name>); Commence will now exit.

The /Database command line option was used with an unrecognized or invalid database

name.  Please check the database name and try again.  The database name is case sensitive.


524	Commence is unable to open the Database because of low disk space. Free up at least <space> on drive <drive> and try again.

Use the Windows Explorer or equivalent utility to free up some disk space and try again.


525	The data in the specified database requires a newer version of Commence to be used.

You are trying to use data from a newer version of Commence with an earlier version of Commence.  Use a more recent version of Commence with the data.


526	Commence cannot find the Tutorial files.  Tutorial mode will not be available.

Commence cannot find its tutorial files or the tutorial configuration information. Re-install

Commence (you will need to explicitly specify that tutorial files should be

re-installed) or contact Technical Support for assistance in resolving this error.


527	The tutorial.cmp file could not be found.  New tutorial data will not be loaded.

Commence cannot find the compressed tutorial data (tutorial.cmp).  If you are missing this file, it can be found on Commence Installation Diskette 1,  in gold\gold.cmp.  Copy this file to your Commence program directory, renaming it (as you copy it) to tutorial.cmp.  For example, if the Installation Diskette is in drive A:, and your Commence program directory is in c:\commence, you might enter this command from DOS:

copy a:\data\gold.cmp c:\commence\tutorial.cmp

You can also copy this file via Microsoft Windows File Manager using the File-Copy command, or execute the Commence install program.


528	The file <filename> contains nonprintable characters and can not be pasted.

The file named in the error message may contain special control characters that cannot be used in the field to which you are trying to paste.  Make sure the file is a plain ASCII text file (i.e., contains no special control characters such as those used by word processors to insert formatting characters) using the editor of your choice.


529	Cannot paste the entire file.  The file may be too large to paste here.

Is the field large enough to hold the file you are trying to paste?  Commence may not be able to reserve enough memory to hold the contents of the file.  Close all unneeded applications, remove any unneeded memory-resident programs and try again.  You may also try increasing the size of your Windows swap file (virtual memory), or adding more memory to your system.


530	This item does not have a telephone number.

This item does not have a telephone number, so automatic telephone dialing is not possible.  Open a view or item detail that has one or more telephone fields and try again.


531	You must select an item with a telephone number before trying to dial.

Highlight an item that has a telephone number, and try again.  If necessary, open a view or item detail that has one or more telephone fields.


532	There is no telephone number to dial.

There is no telephone number displayed in the active view, so dialing is not possible.  Use the Customize-Design View-Display command to display telephone fields from the active category in the view.  If the category does not have any telephone fields defined, open another view that does contain telephone fields or add telephone fields to the category.  Telephone fields must also contain valid telephone numbers in order to use automatic dialing.


533	This type of window cannot be filtered/sorted.

Only views can be filtered/sorted.


534	This type of window does not have a layout.

Only views and item details can have a layout.


535	The sort order cannot be changed for this type of window.

Only views and item details can have a sort order.


536	<Window name> windows cannot be printed.

You cannot print a letter template or an Add Item window.


537	'<database name>' is an unsupported version and cannot be converted. Restore the original data from backup and try again. If you are having difficulty converting your data please contact technical support for assistance. (<conversion name>)

The database was created by an earlier version of Commence but cannot be converted. Please contact Commence Technical Support (select Help-About).


538	No windows are available for [sort, filter, layout, print, tile, cascade].

You need to open a Commence view or detail window before using this command. Use the View bar icons or the View menu to open a view. Open a detail window by using the commands on the Edit menu or the buttons on the tool bar.  Open the window, and try again.


539	Please enter a valid directory name before proceeding.


540	The <database name> database is locked and cannot be used with this version of Commence


543	There is nothing to delete.

There is no item selected, so there is nothing to delete.  Open a view (if necessary) and highlight an item to delete.


544	The '<field name>' field is full; additional data cannot be pasted in.

The field already has its maximum amount of data. Additional data cannot be pasted in.


545	The '<field name>' field is full; pasted data was truncated.

The field is not large enough to accept all the pasted data. Some of the pasted data has

been lost.


546	The view '<view name>' is filtered by the User Item.  The User Item is not defined.  Use Customize-Preferences-Personal Info to define it.

A view definition exists which is filtered for items connected to (-Me-).  Commence cannot resolve the reference to (-Me-) because you did not select an item for yourself using the Customize-Preferences-Personal Info command.


547	Commence Internal Error.

Contact Commence Technical Support and report this message (select Help-About).


548	Commence cannot dial a phone number in a connected field.

Connected fields are not supported for automatic dialing purposes.  To dial a phone number in a connected field, open the item detail of the connected item or a view displaying the connected item.  Then dial the phone number again (select Tools-Dial Phone).


549	The data in <database> is from an earlier version of Commence and cannot be used with this version of Commence. The data can be converted to work properly with this version of Commence, contact your vendor or technical support for information


550	There is not enough memory available for this operation.

Commence could not reserve enough memory to complete a task.  Close all unneeded applications, remove any unneeded memory-resident programs and try again.  You may also try increasing the size of your Windows swap file (virtual memory), or adding more memory to your system.


571	Commence cannot obtain a system timer.  Commence will now exit.

Commence was not able to obtain a system timer, so Commence will not know when to advance to the next day.  For example, after midnight, all calendar views will still display today's date.  You may have too many open applications that require a system timer.  Close one or more of these applications and try to run Commence again.


575	Close a window.  There are too many open windows.

You must close one or more of your Commence windows before you can open this window.  Select a window and press CTRL-F4.


576	You need to select a printer in order for printer fonts to be available.

Choose a printer by selecting File-Printer Setup from the menu bar.


577	Select an item from the Font Name list.

You must make a selection from the Font Name list before you can continue.


578	Select or enter a valid font size greater than 0 points and no more than 255 points.

Commence limits the font size selection to 255 points regardless of the scaleable font software that is in use.


579	Windows Telephony services have been disabled, dialing is not available.

Check via the Windows Control Panel that Telephony is properly set up.


580	The Windows Telephony driver encountered an error. Commence cannot continue dialing.

A low-level TAPI error was encountered and Commence cannot continue dialing. Check the TAPI configuration by using the Windows Control Panel Telephony applet. You can also test TAPI by using the Dialer application (dialer.exe) that is installed with TAPI. If problems persist, contact Technical Support for assistance in resolving this error.


581	This image was stored under Windows for Pens, and cannot be  read with this version of Windows.  Use Windows for Pens to display the image.

If you create an image file under Windows for Pen Computing, you should run the same version of Windows when trying to use the image in Commence.


582	This image was stored under a newer version of Windows, and cannot be read with this version of Windows.  Use the new version of Windows to display the image.

If you create an image file under Windows version 3.x, you should run the same version of Windows when trying to use the image in Commence.


583	This image was stored under an older version of Windows, and cannot be read with this version of Windows.

If you create an image file under an older version of Windows you should run the same version of Windows when trying to use the image in Commence.


584	There is not enough memory to perform spell checking.

Commence could not reserve enough memory to perform spell-checking.  Close all unneeded applications, remove any unneeded memory-resident programs and try again.  You may also try increasing the size of your Windows swap file (virtual memory), or adding more memory to your system.  See you Windows and computer hardware documentation.


590	There is no [Extensions] information in WIN.INI for file '<file name>'.

Commence could not find the file's extension in the [Extensions] section of your win.ini file.  Commence needs this information in order to launch the application that is appropriate for the data file.  Add the file extension to win.ini and try again.  See your Windows documentation for information on adding file extension associations to win.ini.


594	Commence cannot find the configuration data in the Windows registry.  Commence will now exit.

The configuration data in the Windows registry cannot be found. Either Commence was not installed properly or the information was deleted. Re-install Commence. If problems persist, contact Technical Support for assistance in resolving this error (see Help-About).


595	The database information in Windows registry is missing or invalid.  Commence will now exit.


596	Windows Telephony is not installed or is configured improperly. Use the Control Panel Telephone applet to configure. Commence cannot continue dialing.

Commence uses the Windows TAPI system to dial phone numbers. Make sure TAPI is configured properly by running the Windows Control Panel Telephony applet. (Commence can start the Control Panel for you, go to Customize-Preferences-Dialer.) You can also test TAPI by using the Dialer application (dialer.exe) that is installed with TAPI. If problems persist, contact Technical Support for assistance in resolving this error (see Help-About).


597	Commence is unable to start application for '<application name>'.  (Windows returned error code <error code>.)

A Dynamic Data Exchange (DDE) error has occurred when Commence requested Windows to start the application noted in the message.


598	Windows Telephony is not available with this version of Windows NT; only NT 4.0 and later support telephony

You are using a version of Windows NT prior to version 4.0.  Versions prior to Windows NT 4.0 do not support Telephony.  You will not be able to dial from within Commence.


600	<item>: Not <action>.

An error occurred, and Commence could not perform the add.  Is there enough disk space?  If you suspect disk problems, run diagnostic utilities to isolate any problems before trying again.  Some common diagnostic utilities include SCANDISK (DOS 6.0 and later), and CHKDSK.


606	Unable to open '<filename>'.

An error occurred, and Commence could not open the specified file. Check the amount of free space on the disk. If you suspect disk failure, run diagnostic utilities and/or have your disk drive serviced before you continue.  Some common diagnostic utilities include SCANDISK (DOS 6.0 and later), and CHKDSK.  If the problem persists, contact Commence Technical Support (select Help-About).


607	Unable to open ‘<filename>’.  The disk currently in drive ‘<drive letter>’ might be disk number ‘<number>

Commence cannot open the listed file.  You may have the incorrect diskette in the diskette drive.


611	Unable to create '<directory name/filename>'.

Check the amount of free space on the disk. Is the drive door closed?  If you suspect disk failure, run diagnostic utilities and/or have your disk drive serviced before you continue.  Some common diagnostic utilities include SCANDISK (DOS 6.0 and later), and CHKDSK.


612	'<directory name>' is an invalid directory name.

The directory name could not be created; please check the name you have entered and try again.


613	Unable to read '<filename>'.

A disk error occurred while trying to read the specified file.  If you suspect disk or file problems, run diagnostic utilities to isolate any problems before trying again.  Some common diagnostic utilities include SCANDISK (DOS 6.0 and later), and CHKDSK.


623	Unable to write ‘<filename>‘.

An error occurred when Commence tried to write information to the disk.  Is there enough free space on the destination disk?  If you suspect disk or file problems, run diagnostic utilities to isolate any problems before trying again. Some common diagnostic utilities include SCANDISK (DOS 6.0 and later), and CHKDSK.


633	There is no image to copy to a file.

The image field must contain an image before using this command. Use the Edit-Paste

command to copy an image into the field.


634	There is a disk error. Commence cannot copy the image to a file.

A disk error occurred while trying to write an image to a file.  Is there enough free space on the disk?  If you suspect disk or file problems, run diagnostic utilities to isolate any problems before trying again.


635	This type of image cannot be copied to a file.

Commence doesn't support writing this type of image to a file. Use the clipboard commands on the Edit menu to copy the image to the clipboard, where it can be accessed by other applications.


636	Commence cannot continue importing due to an error; please check the available disk space.

A disk error occurred while trying to write an image to a file.  Is there enough free space on the disk?  If you suspect disk or file problems, run diagnostic utilities to isolate any problems before trying again.  Some common diagnostic utilities include SCANDISK (DOS 6.0 and later), and CHKDSK.


637	Commence cannot continue importing because of a disk error on the file <filename>.

A disk error occurred while trying to access the import file.  If you suspect disk or file problems, run diagnostic utilities to isolate any problems before trying again.  Some common diagnostic utilities include SCANDISK (DOS 6.0 and later), and CHKDSK.


638	There is a disk error on the file '<filename>'.  Commence cannot continue exporting.

Is there enough space on the destination disk for the export?  If you suspect disk or file problems, run diagnostic utilities to isolate any problems before trying again.  Some common diagnostic utilities include SCANDISK (DOS 6.0 and later), and CHKDSK.

Caution:  Remember that the export file named in the message is incomplete.


639	Unable to delete ‘<directory name/filename>‘.

An error occurred, and Commence could not delete the specified directory or file name.


640	There is a disk error.  Commece RM cannot copy the view to the HTML file.

Is there enough space on the destination disk for the export?  Make sure the destination directory and drive are available. If saving to a diskette, confirm that a disk is in the drive. If you suspect disk or file problems, run diagnostic utilities to isolate any problems before trying again.  Some common diagnostic utilities include SCANDISK (DOS 6.0 and later), and CHKDSK.

Caution: The HTML file was not created. Retry the operation.


643	Commence cannot find the file '<filename>' on the disk.

Be sure that the file exists on the disk.  Check the file name for proper DOS syntax, and try again.


644	Commence cannot load the file '<filename>'.  It or one of its components was not found on the disk.

A disk error occurred while trying to load the file or one of its components.  Be sure that the file exists where it is expected.  If you suspect disk or file problems, run diagnostic utilities to isolate any problems before trying again.  Some common diagnostic utilities include SCANDISK (DOS 6.0 and later), and CHKDSK.


645	Commence cannot load the program '<program name>'.  Be sure that it is installed correctly.

Commence cannot load the application.  Be sure that you have properly installed the program as a Microsoft Windows application.


646	 Insufficient disk space on drive %s to complete this operation.  Free up at least <number> bytes of disk space and try again.

You chose an operation where Commence will need to create new files and disk space on the drive mentioned is getting too low to safely work with the active database.

Commence creates temporary files while processing certain definition modification requests.  When the process is complete, Commence will remove the original files and make the temporary files permanent.  This is the safest method of expanding your database, but it will temporarily cause a need for additional disk space.  To correct this problem, free up a sufficient amount of disk space before you continue to use the database.


647	Warning:  Data disk space is below <size>. To reclaim disk space, delete or archive any unused categories or remove any non-Commence files from your <drive letter> disk drive.

Disk space is getting too low to safely work with the active database.  Free up as much space as possible before you continue to use the database.  Either use the File-Export-By Category command to archive categories, or delete categories (using the Customize-Database-Category command) that you no longer use.


648	Commence was unable to delete the directory '<directory name>'.

An error occurred, and Commence could not delete the specified directory.


649	Commence cannot access the directory '<directory name>'.

An error occurred, and Commence could not access the specified directory.


650	The directory '<directory name>' is empty or no longer exists.

Was the directory accidentally deleted or emptied?  Create the directory using DOS commands, the Windows File Manager, or some other utility;  or, restore data into the directory using File-Import or the Restore button on the Open/Manage Database dialog box.


651	Unexpected end of file on input file '<filename>'.

The file does not contain any data.  The file may be zero bytes in size.  Please recreate the file.


652	The input file '<filename>' is an invalid file type.

The file selected for the File-Sync Link In command is not a Commence update file.  Check the filename and select a different file.


653	The input sync file '<filename>' is invalid for the current database.

Each update file is created for a specific database.  If you attempt to use the File-Sync Link In command with a file for a different database, Commence will not perform the Sync Link In.  You have selected the wrong database or the wrong update file.


660	Spell-checker Error - Word Not Found

An internal spell checker error occurred.  Try again.  If the problem persists, contact Commence Technical Support (select Help-About).


661	Spell-checker Error - No Data Available

An internal spell checker error occurred.  Try again.  If the problem persists, contact Commence Technical Support (select Help-About).


662	Spell-checker Error - No Aid Available

An internal spell checker error occurred.  Try again.  If the problem persists, contact Commence Technical Support (select Help-About).


663	Spell-checker Error - Invalid Word Construction

An internal spell checker error occurred.  Try again.  If the problem persists, contact Commence Technical Support (select Help-About).


664	Spell-checker Error - Too Many Dictionaries Open

An internal spell checker error occurred.  Try again.  If the problem persists, contact Commence Technical Support (select Help-About).


665	Spell-checker Error - Dictionary is Not Updateable

An internal spell checker error occurred.  Try again.  If the problem persists, contact Commence Technical Support (select Help-About).


666	Spell-checker Error - Updateable Dictionary Full

An internal spell checker error occurred.  Try again.  If the problem persists, contact Commence Technical Support (select Help-About).


667	Spell-checker Error - Duplicate Dictionary

An internal spell checker error occurred.  Try again.  If the problem persists, contact Commence Technical Support (select Help-About).


668	Spell-checker Error - Invalid Dictionary Name

An internal spell checker error occurred.  Try again.  If the problem persists, contact Commence Technical Support (select Help-About).


669	Spell-checker Error - Bad Dictionary

An internal spell checker error occurred.  Try again.  If the problem persists, contact Commence Technical Support (select Help-About).


670	Spell-checker Error - LEXAM Not Initialized

An internal spell checker error occurred.  Try again.  If the problem persists, contact Commence Technical Support (select Help-About).


671	Spell-checker Error - Invalid Function

An internal spell checker error occurred.  Try again.  If the problem persists, contact Commence Technical Support (select Help-About).


672	Spell-checker Error - Invalid Token in Dictionary List

An internal spell checker error occurred.  Try again.  If the problem persists, contact Commence Technical Support (select Help-About).


673	Spell-checker Error - Invalid Word

An internal spell checker error occurred.  Try again.  If the problem persists, contact Commence Technical Support (select Help-About).


674	Spell-checker Error - Illegal Input Flag Combination

An internal spell checker error occurred.  Try again.  If the problem persists, contact Commence Technical Support (select Help-About).


675	Spell-checker Error - Missing or Illegal Value in Parameter Area

An internal spell checker error occurred.  Try again.  If the problem persists, contact Commence Technical Support (select Help-About).


676	Spell-checker Error - Passback Too Small

An internal spell checker error occurred.  Try again.  If the problem persists, contact Commence Technical Support (select Help-About).


677	Spell-checker Error - Filename Not Allowed for Updateable Dictionary

An internal spell checker error occurred.  Try again.  If the problem persists, contact Commence Technical Support (select Help-About).


678	Spell-checker Error - Illegal Number of Dictionaries

An internal spell checker error occurred.  Try again.  If the problem persists, contact Commence Technical Support (select Help-About).


679	Spell-checker Error - LEXAM Busy

An internal spell checker error occurred.  Try again.  If the problem persists, contact Commence Technical Support (select Help-About).


680	Spell-checker Error - Memory Allocation Error

An internal spell checker error occurred.  Try again.  If the problem persists, contact Commence Technical Support (select Help-About).


681	Spell-checker Error - File Not Found

An internal spell checker error occurred.  Try again.  If the problem persists, contact Commence Technical Support (select Help-About).


682	Spell-checker Error - Path Not Found

An internal spell checker error occurred.  Try again.  If the problem persists, contact Commence Technical Support (select Help-About).


683	Spell-checker Error - File Open Failed

An internal spell checker error occurred.  Try again.  If the problem persists, contact Commence Technical Support (select Help-About).


684	Spell-checker Error - File Access Denied

An internal spell checker error occurred.  Try again.  If the problem persists, contact Commence Technical Support (select Help-About).


685	Spell-checker Error - File Sharing Violation

An internal spell checker error occurred.  Try again.  If the problem persists, contact Commence Technical Support (select Help-About).


686	Spell-checker Error - General File I/O Error

An internal spell checker error occurred.  Try again.  If the problem persists, contact Commence Technical Support (select Help-About).


690	No spelling mistakes were found.

The spell checker did not find any spelling mistakes.  Select Yes to continue.


691	The spell-checker cannot locate the spelling dictionary, <dictionary name>.

Commence cannot find the named dictionary.  Make sure that the dictionary file has not been deleted, renamed, or damaged.  The Commence dictionary is installed in the program directory selected during installation (usually this is c:\commence) If all else fails, you can re-install the Commence dictionary from the installation diskettes.  The dictionary file name is LOCAL.DIC.

A personal dictionary (called local.dic) that is specific to the open database may exist in the open database's directory (see File-Open/Manage Database).


692	There was a system error in the spell-checker.

A system error occurred when trying to use the spell checker.  Try again.  If the problem persists, contact Commence Technical Support (select Help-About).


693	You may spell check only text fields.

Only text fields may be checked for spelling errors.


800	Could not send e-mail, no mail programs are available.  Select Customize-Preferences-Other Apps to add e-mail information.

You must tell Commence what mail protocol you are using (CMC, VIM, or MAPI).  Go to Customize-Preferences-Other Apps and select E-Mail client.  From here you can select the protocol, login name, password and other information specific to the protocol used.


801	E-mail services are not available; JJMAIL32.DLL not found or wrong version.

You should have a JJMAIL32.DLL file in your Commence program directory.  If one cannot be found, re-install Commence.


802	Could not send e-mail. An error occurred while interacting with your e-mail program.

Commence could not send the E-Mail message.  Please check your E-Mail Client settings in Customize-Preferences-Other Apps-E-Mail Client.  Make sure you login name and passwords are correct.  Also, double check that you can send e-mail outside of Commence.


803	No web browser detected. Please install an Internet browser program and try again.

Commence checks your registry for the default Internet browser.  None was found.


804	Could not launch web browser. An error occurred while interacting with your browser program.

Commence attempted to open your default Internet browser but had difficulties.  Make sure you can start your browser outside of Commence.


805	An error occurred during synchronization with Outlook. Check the Message Log for more information.

The synchronization with Outlook did not complete successfully. If you selected Tools-Outlook Sync from the menu, more information about the error can be found by selecting Help-Message Log from Commence. When using an agent to synchronize with Outlook, more information can be found in the ACTIVE.LOG file located in the data directory. If the log file does not contain sufficient information , close Commence and restart using a command line option of /TRACE.

Confirm that all required fields contain data. The name field in particular cannot be left blank. Review the section titled “Prepare your Applications” in the Outlook Integration User’s Guide to make sure that the data being synchronized meets all the guidelines.


806	Synchronization with Outlook was cancelled.

Commence was unable to continue because the operation was cancelled by the user.


807	Microsoft Outlook could not be loaded; verify that the required version of Outlook is installed.

Outlook must be installed on the same PC as Commence. Review the section titled “Requirements” in the Outlook Integration User’s Guide for more information.


808	Could not logon to Microsoft Outlook; verify that your email preferences are set correctly.

Commence was unable to login to Outlook. Make sure you have configured your e-mail preferences correctly. Review the section titled “Set E-Mail Client Preferences” in the Outlook Integration User’s Guide for more information.


809	The Outlook integration services could not be loaded.

A problem was encountered while loading the program files necessary for synchronizing Commence with Outlook. Try reinstalling Commence.


810	The Outlook preferences should be configured using the Customize-Preferences-Other Apps dialog before using this command.

The Tools-Outlook Sync command cannot be used until after the Outlook Calendar or Outlook Contacts preferences have been configured. See “Outlook Field Mappings” in the Outlook Integration User’s Guide for a list of required fields that must be mapped.


920	View '<view name>' cannot use color code '<color template name>' (wrong category).

Views and Color templates are set for a particular category.  The category of the view being transferred in is different than the category of the color code template selected for the view.


921	Transfer error: <error condition>

The indicated problem was encountered which prevented the transfer command from completing successfully. Transfer problems are usually due to insufficient memory or disk space on the current drive or in the temporary directory indicated by the TEMP= environment variable. Verify that you have enough available memory and disk space and try this command again.

In order to check the integrity of a database, do the following:

Turn on trace by appending a command line option of /Trace to the Commence icon.

1. Perform a File-Transfer Out.  Press both 'Select All' buttons, and check the box to also transfer items.  Send this to a file called "Test".

2. Go to File-Open/Manage Database-Add a new database, typing in "Test" into the Name and Path boxes.

3. Open this database, then perform a Transfer in of the "Test" file.  (Warning: Do NOT transfer into the original database.)

If no errors are detected during either the transfer Out or In process, then the database is probably OK.

Otherwise, check the active.log file in the data directory to see what Commence was attempting to process before the error occurred.


1000	Couldn't make items shared.

You selected the Edit-Share All Items command and Commence can not create shared items in a category which is not shared.


1001	Shared categories with local fields are not allowed in this version of Commence.

Commence does not allow you to add local fields to a shared category.  Instead, you may add a local category to the database using the Customize-Database-Category command.  Then add a connection from the local category to the shared category using the Customize-Database-Connection command.


1002	You have marked the field <fieldname> as shared but the category is not shared.  No fields in a non-shared category may be shared.

Commence cannot save the shared field definition because the category is a local category.  Only local fields can be added to local categories.


1003	This database cannot create remote databases because it is not a client database.

A database which is itself a remote database cannot create a remote database for SyncLinking.  Only the base database may add new remote databases.


1004	This stand-alone database cannot be used with SyncLink; create a remote database in order to use SyncLink.

A SyncLink is not allowed into or out of a stand-alone database.  The only exception to this rule is an initial SyncLink into an new, empty, stand-alone database.


1010	The permissions you have been granted do not allow this operation.

Your access to the shared database is controlled by a set of user permissions.  You have selected an action that is not allowed for your user level.  Check with the Commence Administrator if you think your permissions should be changed.


1011	The permissions you have been granted do not allow you to add this shared <data or definition>.

You have chosen to add a shared item or a definition.  Your permissions do not allow you to save this item or definition as shared.  You may be able to save the item or definition as a local item or definition.  Check with the Commence Administrator if you think your permissions should be changed.


1012	The permissions you have been granted do not allow you to edit this shared <data or definition>.

Your permissions do not allow you to save this item or definition as shared.  Check with the Commence Administrator if you think your permissions should be changed.


1013	The permissions you have been granted do not allow you to delete this shared <data or definition>.

Your permissions do not allow you to delete this shared item or definition.  Check with the Commence Administrator if you think your category and/or database permissions should be changed.


1015	The permissions you have been granted do not allow you to overwrite this shared <view name>.

You have chosen to save a view with the Views-Save View As command, and the name you have selected matches an existing, shared view's name.  You do not have permission to overwrite the existing shared view.  You can save the view with another name.Otherwise contact the Commence Administrator and request that your permissions be changed to Author level.


1016	This database is not empty and may not be used as a remote database.

You have selected the File-Sync Link In command, and specified an update file (*.SNC) which contains an initial synchronization information.  An initial update file contains special commands that will change the open database to a remote database when it is processed, and it requires that the open database be empty.

Commence will not perform a Sync Link In because the open database is not empty.  To correct this, select the File-Open/Manage Database command to open another database or create a new database with the File-Open/Manage Database command and then retry the Sync Link In command.


1017	The Login ID field is required for a valid login.

You must enter a User name in the Log In to Server dialog box before selecting OK.  Commence can not log in to a server without this Login ID.


1018	An error occurred accessing the Administration library.

Commence could not access one of the server program files, ADMINENG.DLL.  This file should exist in your Commence program directory.  Make sure you only have one copy of this file on your hard disk.  Look at the properties for your Commence shortcut.  On the Shortcut tab, the target should point to the Commence program directory.  Perform the following steps to confirm that the Windows registry points to the correct program directory.

1. Start up the Windows Registry Editor (REGEDIT.EXE or REGEDT32.EXE)

2. Locate the following subtree:

HKEY_CURRENT_USER

3.  Double-click on each of the following subkeys in succession:

Software\Commence\Commence\5.0\Settings

4. Find the  "program" subkey.  The value should match the path to your Commence shortcut.

5. If the value is incorrect, change it (using Edit-Modify) to the full path to commence.exe

6. Restart Windows.


1019	Login was not successful. Try again or select Cancel.

Commence could not login to the server because a wrong password was entered.  Enter the correct password to continue or select Cancel to terminate the Login process.


1020	The permissions you have been granted do not allow you to access this database.

You have not been given permission to access this shared database.  Check with the Commence Administrator if you think your permissions should be changed.


1021	The Admin directory could not be located or does not contain the proper admin files.

The Commence Server will not start because it could find the necessary Administration files.

Check the WGFILES5= stick in the ADMIN.INI file in the program directory.  The path must point to the Workgroup Administration files (*.DAT) on the Server (typically \wgfiles5).

Then look at the properties for your Commence shortcut.  On the Shortcut tab, the target should point to the Commence program directory.  Perform the following steps to confirm that the Windows registry points to the correct program directory.

1. Start up the Windows Registry Editor (REGEDIT.EXE or REGEDT32.EXE)

2. Locate the following subtree:

HKEY_CURRENT_USER

3.  Double-click on each of the following subkeys in succession:

Software\Commence\Commence\5.0\Settings

4. Find the  "program" subkey.  The value should match the path to your Commence shortcut.

5. If the value is incorrect, change it (using Edit-Modify) to the full path to commence.exe

6. Restart Windows.

Make sure the \wgfiles5 directory is not compressed.  If all else fails:

1.	Rename Wgfiles5 directory to OldWgfiles5.

2.	Create a new Wgfiles5 directory.

3.	Copy all the files (*.DAT, etc.) from the OldWgfiles5 directory to the new Wgfiles5 directory.

4.	Restart Commence.


1024	This version of Commence requires a different version of the Administration library.

The version of the Commence program file (ADMINENG.DLL) for the Commence Administration library is not the proper version. .

•	If multiple copies of Commence are installed, make sure you are running the correct shortcut.  Check the shortcut properties to make sure program directory and path to commence.exe are correct.

•	Restart windows to get fresh copy of ADMINENG.DLL into memory.

•	Select Customize-Workgroup, then press Next to view the Communication settings.  Make sure shared LAN directory is available and that the path is set correctly.

•	Check network permissions to the shared LAN directory.  Clients must have FULL (read/write/create/delete/modify) permissions. Copy a small text file from the client to the shared LAN directory.  Be sure you can edit, save, and delete the file.

•	Run ComAdmin and check list of users, databases, etc. to make sure they appear intact.

•	Right click on commence.exe and admineng.dll.  Make sure the versions are correct.

•	Reinstall Commence


1025	An error occurred while using this database with the Administration library.

A system error occurred when trying to access the Administration Library. This error is caused by:

•	problems initializing the admineng.dll

•	problems initializing the communication settings  for a particular database

•	Close Windows and restart Commence with the /PROMPT command line option.  When you are prompted for which database to open, try opening a personal database first, then retry opening the workgroup database.

•	Restart windows to get fresh copy of ADMINENG.DLL into memory

•	Select Customize-Workgroup, then press Next to view the Communication settings.  Make sure shared LAN directory is available and that the path is set correctly.

•	Check network permissions to the shared LAN directory.  Clients must have FULL (read/write/create/delete/modify) permissions. Copy a small text file from the client to the shared LAN directory.  Be sure you can edit, save, and delete the file.

•	Check the database.id file.  Either delete that file at the server and reconfigure the Communication settings, or try pointing to new shared LAN directory.  In both cases, the database.id file will be recreated.

•	Check the *.DAT files in the \wgfiles5 directory.  One of these files may be corrupt, or abnormally large (e.g., over 100Mb), or unusually small (under 1kb).  Run ComAdmin and check list of users, databases, etc. to make sure they are intact.  Replace any suspicious DAT files with the equivalent file from any client data directory.

•	Check the DATA.ini file on Commence server.  Take note of the SharedDbID=? Note that this number will be in decimal format, not hexadecimal.  Compare with databases defined in ComAdmin, especially if a new shared database was recently added.  Note that the *.DAT filenames will be in hexadecimal.  Don't forget to convert.  (e.g. sharedDbID=20 matches up with auth0014.dat)

•	Database was not properly administered.  Run ComAdmin. Remove the database from the shared database list, then re-add it.  Re-enroll all users.

If the problem persists, reinstall Commence.


1026	The server has failed to respond to the sync request; check that the server is running.

Commence did not receive a response from the server when requesting a database synchronization.  The system may be busy or the server may be unavailable.  Try again later or check with the Commence Administrator to see if there is a server problem.


1027	The database is not connected to the server and automatic syncing will be disabled.

Commence could not access the shared LAN directory when requesting a database synchronization.  Automatic synchronization will not occur until the problem is corrected.  Check that the Commence Server is running.  Also make sure that the client can access the shared LAN directory with full permissions.  .

If you have turned off syncing, use the Customize-Workgroup command to reset your synchronization preferences.


1028	This database is enrolled for a different user; select a different data directory or enter a different login name.

The User name you entered in the Log In to Server dialog box was setup for a different client database.  Commence can not log in to the server for this Login ID with the open database.  To correct the problem, enter a different Login ID or use the File-Open/Manage Database command to open a different database.


1029	An error occurred while registering this client. Check the Message Log for additional information.

The Commence Administrator’s attempt to register this client to the shared database was unsuccessful.  Select Help-Message Log for more information about what error occurred.

To re-register this client, the Commence Administrator must select the Customize-Workgroup command from the Commence Server PC.  Select the Next > button until you get to the Register screen.  Press the Remove button to remove the user’s name from the list of Registered Users.  Then try registering the user again.

Tips:

•	Delete any files found in the server's workgrp directory

•	If syncing via MS Exchange or Outlook, confirm that the Profile name is correct.  Enter it case-sensitively

•	Do not use blank password for e-mail syncing.


1030	The remote database must have a unique name.

You are defining a remote database in the Add/Edit Remote Database dialog box and you have not entered a name or the name that you entered is a duplicate of an existing remote database.  To correct this problem, enter a different name in the Database Name text box and select the OK button or select the Cancel button to return to the Sync Out dialog box.


1031	A remote database must be selected; if a remote database is not defined, use the Add button to create one.

You have selected the OK button in the Sync Out dialog box to create an update file and you have not selected a remote database name from the Synchronize with Database drop-down list box.  If no names appear in the Synchronize with Database drop-down list box. select the Add button to create a remote database name.

Select the OK button to create an update file for the selected remote database or select the Cancel button to return to the work area.


1032	The Login ID was not found.  It may have been deleted, or it does not exist.

Upon opening the shared database, you entered a Login ID which was not valid.  The ComAdmin program did not find this login ID in its records.  It is possible that the user record never existed, or it has since been deleted.  Once a user is deleted, only the Administrator can login to the shared database belonging to that user.


1033	The automatic login failed; please enter login name and password.

You have selected auto-login in the Other Preferences dialog box.  Commence attempted to log in, but the login has failed.  Your Login ID may be invalid or may have been deleted.

Restart Windows.  Make sure the CAPS LOCK key is not on and try again. Check with the Commence Administrator if you can not determine the cause of problem.


1034	The Commence server license is not valid for the number of users defined in ComAdmin. Please use the License utility to update Commence with a valid license that authorizes <number> users.

When Commence launches, several checks are performed to ensure that the number of clients using the software does not exceed the total user limit. First confirm that you have purchased a sufficient number of Commence clients (one per user). Then run License and check the User Limit.  Re-enter your key if necessary to increase the total user limit. If the key does not produce the desired User Limit, contact Commence Sales to obtain a new key or to purchase additional client software.

This error may also be caused during an upgrade from a prior version of Commence.  If, for example, you owned 10 client licenses in a previous version but only upgraded 7 client licenses, then you must remove the additional 3 users before running Commence. Select the Users icon in ComAdmin to delete the extra users.


1036	SyncLink error: <error>.

Accessing admin files failed

Make sure the base database contains all the appropriate administration files.  These filenames will all have .DAT extensions.  The date and size of these files should match those found in the Workgroup Administration Files directory (e.g. \wgfiles5) on the Server.

To ensure that none of your changes are lost, you must perform a complete sync link out from the base database, then retry the sync link in at the remote database.

Canceled by user

This message is to inform you that the sync link was canceled at your request.

Insufficient permissions

Contact your Commence Administrator.  The permissions you have been granted do not allow you to perform this operation.  Only the administrator can modify your permissions to give you the required access.

Importing item data failed

The data you are attempting to import may be corrupt.  At the source database where you produced the sync file, test the data by selecting File-Transfer Out.  Transfer all categories, agents, and item out to a file and take note of any error messages.  Contact Technical Support if the Transfer fails.

Invalid sync id found in the database

Please contact Jensen-Jones Sales to obtain the latest version of Commence.

File could not be accessed

If your sync file is located on a shared drive, check to ensure that the sync file is not being accessed by another user or another copy of Commence.  Make sure you have the correct read/write permissions to the drive where the sync file is located.

Disk read failed

The sync link file could not be read because of a disk error.  If you suspect disk failure, run diagnostic utilities.  Some common diagnostic utilities include SCANDISK (DOS 6.0 and later), and CHKDSK.  To ensure that none of your changes are lost, you must perform a complete sync link out from the base database, then retry the sync link in at the remote database.

Disk write failed

The sync link file could not be created either because of a disk error or a lack of disk space.  Make sure you have at least 2-3 times the size of the uncompressed database in free disk space.  If you suspect disk failure, run diagnostic utilities.

Disk access failed

If you suspect disk failure, run diagnostic utilities.

Out of memory

Select Help-System Information in Commence.  Take note of the amount of total free memory available.  If your system resources are low (below 50%) close down any other applications and try again.  Also try increasing the size of your swap file using Control Panel-386 Enhanced-Virtual Memory. Restart Windows and try again.

A maximum was exceeded

Check Appendix A in the Commence User’s Guide for a list of the maximum capacities allowed for items, fields, views, etc. The information you are attempting to sync link in would cause Commence to exceed one of those maximum capacities.

Incorrect internal state.  Please call Tech Support

Contact Technical Support (at the phone number listed in Help-About). Take note of what you were doing at the time the error occurred.

Database access failed

Test the data by selecting File-Transfer Out.  Transfer all categories, agents, and item out to a file and take note of any error messages. Then try transferring in from the .TFR file.  Contact Technical Support if either the Transfer In or Out fails.

An invalid parameter was found

Contact Technical Support (at the phone number listed in Help-About) for more information.

A required record was not found

The sync link in could not be completed because a required item is missing.  One or more of your database definitions (connections, views, detail forms, agents etc.) views, is filtered by a connection to a particular item in the database.  That connected item either cannot be created or does not exist.

If you are performing an initial sync link in, return to the base database and remove the dependency on this item.  For example, if you have filtered a connection, select Customize-Database-Connection and edit that connection. Press the Advanced button.  Press the Select Filter button, then press Clear Filter, and Save.  Then perform an incremental sync link out using a new sync link group.

A duplicate record was found

The information you are attempting to sync link in would cause a duplicate item to be added to a category.  If duplicate items are not allowed in any of your categories, you should change this setting by selecting Customize-Database-Category.  Edit the category and turn on the Allow Duplicate Names checkbox.

Internal error.  Please call Tech Support

Contact Technical Support (at the phone number listed in Help-About). Take note of what you were doing at the time the error occurred.

Unknown error. Please call Tech Support

Contact Technical Support (at the phone number listed in Help-About).  Take note of what you were doing at the time the error occurred.


1037	SyncLink error: disk write to output file or temporary directory failed.

Commence was unable to save the sync link file.  This error is usually due to insufficient memory or disk space on the current drive or in the temporary directory indicated by the TEMP= environment variable.  To determine where your temporary directory is located, type SET at the DOS prompt and hit ENTER.  Take note of the path specified after TEMP= or TMP=.  Then verify that you have enough available disk space on that drive and try this command again. To perform a sync link in, make sure you have at least 10-15 times the size of the compressed .SNC file in free space in your temporary directory.

To perform a sync link out, make sure you have at least 2-3 times the size of the uncompressed database in free disk space.


1038	SyncLink error: reading or writing the database data files failed.

An error occurred and Commence could not process the data. Check the amount of free space on the disk.  If you suspect disk failure, run diagnostic utilities and/or have your disk drive serviced before you continue.  Some common diagnostic utilities include SCANDISK (DOS 6.0 and later), and CHKDSK.  If the problem persists, contact Commence Technical Support (select Help-About).


1039	SyncLink error: this stand-alone database must be used with a SyncLink file containing an initial sync.

 The only way to create a sync file containing an initial sync is by adding a new Sync Link group at the base database.  For detailed steps on how to establish a new sync link group for the first time, see the File-Sync Link Out command.

Once you have added a new sync link group, then perform an incremental sync link out with that remote database.


1042	Commence has detected an invalid file type during syncing; use Transfer Out and In to a new database to correct this problem.

This database contains information which Commence cannot recognize.  It is possible that a file has been damaged.

If the database is a Commence Server database, then restore from a backup of the database.  If a recent backup is not available, you can salvage your data by transferring out all categories and agents, including items.  Then add a new, empty database using the File-Open/Manage Database command.  Open the new database and use File-Transfer In to rebuild your database.  See Getting Started for more information about how to set up your new database as a shared database.

If you are a client, you should re-enroll.  See the section titled ‘How to Enroll into a Commence Workgroup’ in the Commence User’s Guide for detailed instructions.


1043	An error was encountered while initializing the database for SyncLink. SyncLink cannot continue


1050	A workgroup error has occurred. ADMINENG.DLL returned error code <error code>.

Check your communication settings using the Customize-Workgroup command.

If the problems persist, take note of the exact error message, including the error code number, and contact Commence Technical Support.  Select Help-About for the Technical Support phone number.


1051	<Key> is not a valid authorization key. Enter the key exactly as it appears on your instruction sheet. There should be no spaces or punctuations.

The authorization key you have entered is not correct.  Press the CAPS LOCK key on your keyboard (to toggle CAPS LOCK on or off) and try entering the key again.

If you do not have an authorization key, contact the Commence Administrator.  At the server, make sure that the client is registered.  You can verify the authorization key by selecting the Customize-Workgroup command at the server and going to the Register screen.  Highlight the registered user and then select the Details button.


1052	Template file for the client instruction sheet was not found <s?>. Instruction sheet cannot be generated.

As part of the registration process Commence can generate an instruction sheet that walks a user through the client enroll process.  The instruction sheet is saved as a text file you can print out, e-mail or fax to the user.

This instruction sheet is generated from a template file that you should customize to include information about your site.  At a minimum, you should add your name and phone number so that users can contact you if they experience any problems.  The template file is a text file that you can edit using any text editor (such as Notepad or WordPad).

There are two template files, one for e-mail and one for a shared LAN directory:

x:\commence\wgfiles5\steps1.txt  is the e-mail template file, and

x:\commence\wgfiles5\steps2.txt  is the shared LAN template file,

(where x:\commence is the Commence program directory).


1053	Server communication parameters not found. Please configure the server using the Customize-Workgroup command.

At the Commence Server PC, select the Customize-Workgroup command.  Select the Next > button until you get to the Communications screen.  To modify the communication settings for the Commence Server, press the Configure button on the top half of the screen.


1054	Commence cannot run while a copy of the Commence Administration program is active. Shut down ComAdmin before starting Commence.

You must close ComAdmin to save any changes to the Workgroup Administration files.  Commence cannot access that information while ComAdmin is running.  To shut down ComAdmin, switch over to that application and select File-Exit from the menu.


1055	The workgroup admin files are currently locked either by ComAdmin or another copy of Commence. Try again later.

The same Workgroup Administration files (*.DAT files in the \wgfiles5 directory) are shared by Commence and ComAdmin.  Commence cannot access that information while ComAdmin is running, and vice versa.  Make sure all Server databases in Commence are closed before attempting to change settings in ComAdmin.  Likewise, make sure ComAdmin is closed before attempting to change workgroup settings in Commence.  Select File-Exit from the menu to close either application.


1056	Could not find the database registration information from the server. Verify that your communication parameters are entered correctly.

If problems persist, contact your Commence administrator to:
1) verify that your instruction sheet is up-to-date, and,
2) arrange for the server to re-send the registration information.

Check your communication settings using the Customize-Workgroup command.  Use the instruction sheet provided by your Commence Administrator to make sure any paths and other parameters have been entered correctly.

To re-send the registration information for this client, the Commence Administrator must select the Customize-Workgroup command from the Commence Server PC.  Select the Next > button until you get to the Register screen.  Press the Details button, then press the Re-Register button.  This will resend the registration information to the user.


1057	The communication settings for this workgroup database are missing or invalid and automatic syncing is disabled for this session.

To re-start syncing:
1) Use the Customize-Workgroup command to enter the correct communication parameters, or,
2) Connect to the network and re-start Commence.

Check your communication settings using the Customize-Workgroup command. Select the Next > button until you get to the Communications screen.  Use the instruction sheet provided by your Commence Administrator to make sure any paths and other parameters have been entered correctly.

Make sure you have access to the shared LAN directory, then try closing Commence and restarting it.


1058	The communication settings for this database are missing or invalid. Select the Configure button to change the settings.

Check your communication settings using the Customize-Workgroup command. Select the Next > button until you get to the Communications screen.  Use the instruction sheet provided by your Commence Administrator to make sure any paths and other parameters have been entered correctly.


Save current changes: <object>.

Select the Yes button to save the changes you have made to the indicated object;  select No to discard the change;  select Cancel to return to the Commence work area.


Are you sure that you want to delete the category <category name>?  Note that all views and items in that category will also be deleted.

Since this is the last view in the category, do you want to delete the category <category name>?  Note that all items in that category will also be deleted.

These two messages indicate the consequences of deleting the active view or category.  Select the Yes button to delete the indicated category;  select No to retain the category.


Commence cannot save item <item name>.  The field <field name> has an error.  The field <problem message>.

Select OK to return to the item detail and correct the error in the indicated field.  Then, save the item again.


Are you sure that you want to delete the item <item name>?

This message asks for confirmation before deleting an item from a view.  Select the Yes button to delete the item;  select No to cancel the deletion.


Do you want to leave the Tutorial?

Select Yes to return to the database that was last open when you entered the tutorial.


Do you want to replace the existing tutorial data with a fresh copy of the data?

Select Yes to start with a fresh copy of the tutorial data (all changes you've made to the tutorial data will be lost!);  select No to start the tutorial with existing tutorial data;  select Cancel to abort entering the tutorial.


Are you sure that you want to delete the field <field name>?

Select the Yes button to delete the field(s);  select No to cancel the deletion.


The new size that you have selected are smaller than the current size, and data may be truncated to fit the new size.  Do you want to continue the save operation?

Select Yes to save your changes;  select No to abort the save operation.


Replace existing view <view name>?

Select Yes to replace the named view;  select No to keep the named view.


Warning: The date/time specified for this item is in conflict with another item (<item name>). Do you want to add the new item anyway?

Select Yes to add the item despite a conflict with another item;  select No to abort adding the item.


Are you sure that you want to delete the <object> <object name>?

Select the Yes button to delete the object;  select No to cancel the deletion.


Some fields from the import file will be truncated.  Do you want to continue the import?

The field size of the fields in the import field is greater than the field size in the category into which you are importing items.  Select Yes to ignore extra characters on import;  select No to cancel the import operation.


The data from this import file will totally replace all the data for this category.  Are you sure this is what you want to do?

Select Yes to replace all the items in the category;  select No to cancel the import operation.


Do you want to replace item <item name> with the one being imported?

Select Yes to replace the item with imported data;  select No to leave the existing item intact.


The number of items to import will cause the maximum number (32000) of items allowed to be exceeded. Continue to import until the maximum number of items has been reached?

Select Yes to import as many items as possible;  select No to abort the import operation.  To import all data, delete unneeded items from the category or archive items into a backup file (see the Open/Manage Database dialog box).


Are you sure that you want to delete the Page Layout '<page layout name>'?

Select the Yes button to delete the Page Layout;  select No to cancel the deletion.


Are you sure you want to create directory <directory name>?

Select Yes to create the directory specified;  select No to delete the operation in progress.


Are you sure that you want to delete the remote database '<database name>'?

You have selected the Delete button in Define Remote Database group box of the Sync Out dialog box.  Select the Yes button to delete the database;  select No to cancel the deletion.

Caution:	You can always re-add a deleted database name, but you will have to create an initial update file for the database (see the instructions given above under Adding a Remote Database).  This means that you must start over with an empty remote database.  The database formerly used as the remote under the deleted name cannot be used again as a remote database.


Password file temporarily in use. Try again?

Commence could not change your password because another client has accessed the server's password file.  Select Yes to retry the password change.  If you continue to receive this message you should check with your Commence Administrator to see if there is a server problem.


The data in <database name/database path> is from an earlier version of Commence and must be converted to work properly with Commence 3.0.

Would you like to run necessary data conversion program?

You have requested to open a database which was created with an earlier version of Commence.  Commence must convert the database before you can use the database.

Select Yes to run the conversion program now.  Select No to return to the Open Database dialog box and select a different database.


The page orientation specified in the page layout is not supported by this printer.  Do you want to continue printing?

The printer driver for the printer you selected with the File-Printer Setup command can not print with the page orientation (landscape or portrait) specified in the Paper Layout you selected.  To correct the problem; select No and use the File-Page Setup to change the margins of the Paper Layout;  then select the print command again.

If you select Yes, Commence will print your request using the orientation from the File-Print Setup command and not the settings from the Page Layout you selected.  Select No to cancel the printing.


The page size specified in the page layout is not supported by this printer.  Do you want to continue printing?

The printer driver for the printer you selected with the File-Printer Setup command can not print with the page size specified in the Paper Layout you selected.  To correct the problem; select No and use the File-Page Setup to select a different size in the Paper drop-down list box or change the Width and Height of a custom paper;  then select the print command again.

If you select Yes, Commence will print your request using the page size from the File-Print Setup command and not the settings from the Page Layout you selected.  Select No to cancel the printing.


Save changes to view <view name>?

Save new view <view name>?

These two messages ask if you want to save the changes you've made to the indicated view.  Select Yes to save the changes;  select No to leave the view unchanged;  select Cancel to cancel the operation in progress.


The number of items to be generated will cause the maximum number (32000) of items to be exceeded.  Continue until the maximum number of items has been reached?

Select Yes to continue adding items until the maximum is reached;  select No to cancel the operation in progress.


Are you sure that you want to delete the <object> <object name>?

Select the Yes button to delete the object;  select No to cancel the deletion.


Do you want to open this database?

Select Yes to open the newly added or restored database;  select No to leave the active database open.

If you have just added a database and intend to restore into it using the Restore option on the Open/Manage Database dialog box, select No.  Selecting Yes will create some files in the database directory that you will have to remove before restoring into the new database directory (a database directory must be empty in order to restore into it).


Are you sure that you want to delete the <object> <object name>?

Select the Yes button to delete the object;  select No to cancel the deletion.


The margins specified in the page layout are smaller than the minimum margins for this printer.  Do you want to continue printing?

The printer driver for the printer you selected with the File-Printer Setup command can not print with the margin sizes specified in the Paper Layout you selected.  To correct the problem; select No and use the File-Page Setup to change the margins of the Paper Layout;  then select the print command again.

If you select Yes, Commence will print your request using the minimum margins for the printer.  Select No to cancel the printing.


The driver for the selected printer does not support page layout features (orientation and page size).  Do you want to continue printing using the driver settings for that printer?

The printer driver for the printer you selected with the File-Printer Setup command will not accept the layouts from Commence.  The driver is probably an old driver.  You should check with the printer manufacturer to see if an updated driver is available.

If you select Yes, Commence will print your request using the settings from the File-Print Setup command and not the settings from the Page Layout you selected.  Select No to cancel the printing.


The file <filename> is not empty.  Do you want to overwrite the existing file?

Select Yes to overwrite the named file;  select No to abort the operation in progress.


Are you sure that you want to delete the <object> <object name>?

Select the Yes button to delete the object;  select No to cancel the deletion.


Are you sure that you want to cancel this sync?

Commence is processing a Sync Link In or a Sync Link Out request and the

Cancel button was pressed.

Select the Yes button to cancel the sync link process;  select No to continue with the process.

Caution:  If you select the Yes button to cancel a Sync Link In, you must restart the synchronization from the same update file if you want to continue using the open database without any loss of data.  Alternatively, you could go back to the database from which you created the update file and create a new complete (not incremental) update file for the open database.


No changed data was found for sync link.

You selected the File-Sync Link Out command, but no data was changed, so no data needs to be synchronized.


Do you want to DELETE ALL DATA AND SUBDIRECTORIES in the directory <directory name>?

Select the Yes button to delete everything in the named directory and its subdirectories;  select No to leave the directory's contents intact. If you select No, the database will not be deleted from Commence.


Are you sure that you want to delete the connection <connection definition name>?

Select the Yes button to delete the connection definition;  select No to cancel the deletion.


Are you sure that you want to delete the <object> <object name>?

Select the Yes button to delete the object;  select No to cancel the deletion.


The report to be printed is too wide to fit on the page.   Do you want to continue?

Select Yes to continue printing despite the fact that the information to be printed will not fit on the page as specified.  Select No to cancel the print operation (use File-Page Setup to set proper page margins and try again).


Multiple items were just added.  Do you want to trigger the <agent name> agent once for each new item?

Multiple items were just edited.  Do you want to trigger the <agent name> agent once for each edited item?

Select Yes to trigger the indicated agent once for each item added or edited;  select No to trigger the agent only once regardless of the number of items added.  Use Customize-Database-Agent to examine the named agent's trigger and action(s).


Are you sure that you want to delete the <object> <object name>?

Select the Yes button to delete the object;  select No to cancel the deletion.


Do you want to add the item <item name>?

Select Yes to add the named item; select No if you don't want to add the item.


Action [A, B, C, D][, Button [1, 2, 3, 4]] was dependent on the original category selection for this trigger/condition.  Some inserted fields may no longer be translated.  Is this OK?

Action [A, B, C, D][, Button [1, 2, 3, 4]] was dependent on the original category selection for this trigger/condition and will be deleted.  Is this OK?

You changed the selected category for a trigger or condition;  data from the originally selected category is required in order for the action indicated in the error message to function as defined.

For the first message, select Yes if you intend to edit and correct the indicated action, or if you don't care that some fields are not translated by the action.  For the second message, select Yes to let Commence delete the action;  you will have to create an appropriate new action to carry out the function of the deleted action.

If the Button clause is present in the message, then the action indicated is an action button defined for a Message Box Action.

In either case, select No to cancel the change to the trigger or condition;  then select the Clear button to clear the trigger or condition definition, and start again.


The Tutorial data is about to be replaced with new data which will delete the old data. Choose 'Yes' to continue, 'No' to start the tutorial without replacing the data.

Select Yes to start with a fresh copy of the tutorial data (all changes you've made to the tutorial data will be lost!);  select No to start the tutorial with existing tutorial data.


This category does not have a data file field and can no longer be used to log letters.  Do you want to continue?

The category you are attempting to save is currently selected as the letter log.  One of the changes you are saving is the deletion of the data file field used to reference a logged letter.

If you select Yes now, Commence will set the letter log category to (none) and letter logging will not be allowed until a new category with a data file field is selected as the letter log (see Customize-Preferences-Letters).  Consequently, if a triggered agent is set to log a letter, the letter will not be logged and an error message will appear in the Message Log dialog box.

Select No to abort saving the changes you've made to the category.


There is an open item detail window for this item.  Are you sure you want to delete it?

Because an edited item detail is open for the item you are trying to delete, Commence asks for confirmation, since you may have made edits you want to keep.  Select Yes to delete the item anyway (and close the open item detail);  select No to abort the deletion.


How Do I
Help-How Do I?

This help section describes common Commence functions and steps to perform them.

It is divided into the following topics:

How Do I ...

Prepare to Fax Formatted Letters

Work with Views?

Use Filters?

Search for text in multiple Fields?

Find Items in a large list?

Copy an Item?

Add a Field to a Category?

Edit a Field in a Category?

Customize where Fields appear in a Form?

Design a Custom Paper Layout

Add a Command Line Option

Backup a Commence Database

Restore a Commence Database

Open a Database

Add a new database

Edit the Name of an existing database

Delete a database


Preparing to Fax Formatted Letters

See Also

1) REQUIRED SOFTWARE

To be able to fax formatted letters from Commence, you will need one of the supported word processors: Microsoft Word (6.0/95/97/2000), Ami Pro for Windows (2.0/3.0), and WordPerfect for Windows (6.0/6.1/7.0).  You also need one of the supported Windows-based Fax programs: Delrina WinFax (4.0 or later).

2) INSTALL AND SETUP THE FAX MACROS

See the following topics for installing and setting up Fax macros for your word processor:

Installing FAX macros for Microsoft Word 6.0/95/97/2000

Installing FAX macros for Ami Pro 2.0/3.0

Installing FAX macros for WordPerfect 6.0/6.1/7.0

3) CREATE FORMATTED LETTER TEMPLATES

Next, you create the letter templates that will be used for creating the formatted letters.  See Customize-Database-Letter Template for information on creating letter templates.  You can use the same formatted letter templates for both printing and faxing or you can create special ones for each purpose.

4) USING THE FAX MACROS

Once the Fax macros have been installed, you may use the Tools-Send Letter-To Selected Item and Tools-Send Letters-To All Items commands to create and send formatted letters.


Using the Fax Phone Book Macros


Working with Views

See Also

A view is a formatted display of category data.  You create a view by combining a category and a view type.  The format of the view is determined by the view layout.

To see how to work with views, select one of the following topics:

Opening a View

Saving a View

Displaying a field that is not in a View

Changing the fonts used in a Report

Sorting a View

Filtering a View

Link Views


Views and View Types


Opening a View

If the view is on the view bar, the vertical bar to the left of the Commence screen:

1.	Locate the view you wish to open.  If necessary, use the up and down arrows at the top of the view bar to scroll the buttons.

2.	Left click on the view you wish to open.

Note:  If you do not have a mouse, you cannot access any of the views on the view bar.

If the view is on the Views menu off of the menu bar:

1.	Select the Views menu.

2.	Select the view you wish to open.

If you believe the view to be saved, but it is not on the view bar or Views menu, select the Views-Open/Manage Views command.  This will display a list of all saved views.

If the view you are looking for doesn't exist:

1.	Select the Views-Open/Manage Views command from the menu bar.  The Open/Manage View dialog box is displayed.  Select the Create New button.

2.	In the Category: list box, highlight the name of the category you wish to view.

3.	In the View As radio group, select the view type to use.  For more information on view types, see Views and View Types.

4.	If you choose to use the Report view type, you have a choice of displaying all the fields in the category or just the Name field.

5.	Select the View button.

Note:  This view is just temporary.  If you close the view without saving it, the view will be lost.  To make the view permanent, save the view with Views-Save View or select Yes when Commence asks to save the view.


Saving Changes to a View

If you have made changes to a view and you want this view to always open with these changes, you must save the view.

To save changes to a view, either:

Select Views-Save View.  The view will be saved under the original name.

Or select Yes when Commence asks to save changes to the view.


Displaying a Field that is not in a View

From a Report/Grid View

From a Book View

From a Calendar View

From a Gantt View


Displaying a field in a Report/Grid view
To see a field that isn't shown in the active report/grid view:

1.	With the view open and active, select Customize-Design View and select the Fields tab.

2.	On the left side of the Fields dialog box are the fields in the view.  On the right side are the fields not in the view.  Highlight the field on the right that you wish to see in the report.

3. 	To put the field at the end of the report, select the Append Field button.  The field will be placed at the end of the view.

4.	To place the field somewhere in the middle of the view, in the Fields In Report list box, highlight the field you want the new field to be above and then select the Insert button.  The field will be moved above the highlighted field.

5.	To add a combined field (multiple fields on one line) to a view, highlight the first field you want to include in the combined field and select the Combine Fields button.

6.	Select OK.

7.	The view will now show the field in the report.

Note:  This change is just temporary.  If you close the view without saving it, the change will be lost.  To make the changes permanent, save the view with Views-Save View or select Yes when Commence asks to save changes to the view.


Displaying a field in a book view
To see a field that isn't shown in the active book view:

1.	With the book view open and active, select Customize-Design View and select the Fields tab.

2.	On the left side of the Fields dialog box are the fields in the report.  On the right side are the fields not in the report.  Highlight the field on the right that you wish to see in the report.

Note:  The book view can show up to 20 fields, including combined fields.  The book view can also display the name field of a connected item.  You can define the number of lines provided for each field and, optionally, a label to be displayed for each field.  See Fields Tab (Book views) for more details.

3. 	To put the field at the end of the report, select the Append Field button.  The field will be placed at the end of the report.

4.	To place the field somewhere in the middle of the report, in the Fields In Report list box, highlight the field you want the new field to be above and then select the Insert button.  The field will be moved above the highlighted field.

5.	To add a combined field (multiple fields on one line) to a report, highlight the first field you want to include in the combined field and select the Combine Fields button.

6.	Select OK to make the changes.

Note:  This change is just temporary.  If you close the view without saving it, the change will be lost.  To make the changes permanent, save the view with Views-Save View or select Yes when Commence asks to save changes to the view.


Displaying a field in a Calendar view
To see a field that isn't shown in the active calendar view:

1.	With the calendar view open and active, select Customize-Design View and select the Fields tab.

2.	On the left side of the dialog box, there are drop down list boxes. In each of the drop-down list boxes select the field you wish to display. Up to 5 fields to be displayed on the calendar view.

3.	Select OK to make the changes.

Note:  This change is just temporary.  If you close the view without saving it, the change will be lost.  To make the changes permanent, save the view with Views-Save View or select Yes when Commence asks to save changes to the view.


Displaying a field in a Gantt view
The Gantt view is a special view.  For the Gantt view, you can only change the fields used to display the time bars.


Changing the fonts used in a Report/Grid View

To change the font used by a field in a report or grid view:

1.	With the view open and active, select Customize-Design View and select the Fields tab.

2.	Highlight the field you wish to change in the Fields in Report list box.  If the field you wish to change is not in the view, see Displaying a Field that is not in a View.

3. 	Select the Field Options button.  This will display the Set Report Field Options dialog box

4.	Select the font, font size, and any other options you want.

5.	Select OK.

6.	Repeat from step 2 for each field you wish to change.

7.	Select OK in the Fields  tab dialog box when you are finished with your changes.

Note:  This change is just temporary.  If you close the view without saving it, the change will be lost.  To make the changes permanent, save the view with Views-Save View or select Yes when Commence asks to save changes to the view.

To change the font of every field displayed in a view one step:

1.	With the view open and active, select Customize-Design View and select the Fonts tab.

2.	Select the font and font size you want and select Change All.

3.	Select OK in the Fonts tab dialog box when you are finished with your changes.


Sorting a View

The views that can be sorted are Report Views, Grid VIews and Gantt Views.

1.	Select the Customize-Sort View command from the menu bar.

2.	Select the field to sort on from the Primary Field drop-down list box

Note:  You cannot sort on a field other than the Name field of a connecting category.

3.	Select an Ascending or Descending sort by selecting the appropriate radio button.

4.	If more than 1 item has the same value for the Primary Field, you may wish to select a secondary sort field.  To do this, select a field from the Secondary Field drop-down list box and select the Ascending or Descending radio button.

5.	Continue until you have set all the desired sort fields.

6.	Select OK and the view will be sorted.

Note:  When sorting on selection fields, the order is not necessarily in alphabetic order.  The sort is accomplished using the order of the selection field values.

Note:  The sort is only temporary.  If you close the view without saving it, the sort will be lost.  To make the sort order permanent, save the view with Views-Save View or select Yes when Commence asks to save changes to the view.


Filtering a View

A filter will select a subset of items for the active category and display them in the active view.  Note that a filter is temporary.  Once the view is closed, the filter is gone.  To make the filter a permanent part of the view, you must save the view using Views-Save View.

To filter a view, see:

Filtering on a Single Field Value

Filtering on More than One Field

Filtering on a Date Range

Finding Items with Blank Fields


Filtering on One Field

If you wish to find a subset of items based on the value of a single field in the active category or the name of a connected item:

1.	Select Customize-Filter View  This will display the Filter1 tab.

2.	Determine whether to filter on a value in the active category, or on a connected item.

To filter on a value in the active category:

A.	Highlight the field you wish to filter on in the Filter for All Items box.  The Filter by box will display (Field value).

B.	Enter the value to filter on and how to filter it.  Methods of filtering a field depend on the field type.

•	For a calculation,  number, or sequence number field type, the comparison operators are equal to, not equal to, less than, greater than, and is between.  Select the comparison you wish to make from the drop down list and enter a numeric comparison value in the text box.

•	For a check box field, select the appropriate radio button to filter.  You can choose if the value is Checked or Not Checked.

•	For a date field, the comparison operators are before, on, after, is between and is blank.  Select the comparison you wish to make from the drop down list and type a comparison value (in the appropriate date format selected via the Windows Control Panel) in the text box.  You can also use natural language date as a value, as described in Natural Language Dates.  For example, to find items with Today's date, select On and enter "today" in the text box.

•	For name, telephone, and text fields, the comparison operators are equals, contains, does not contain, and is blank.  Select the comparison you wish to make from the drop down list and enter a comparison value.  For example, to filter on all items that have "Ask Bill" in the Notes field, select Contains and enter "Ask Bill" in the text box.  Note:  For Name and Text fields, you can select the Options button.  This allows you to filter for all or one of up to 10 different strings.

C.	Select the OK button.  The view will now be filtered.

To filter on item connected to a particular item (for example, all appointments attended by Bill Smith):

A.	Highlight the connection you wish to filter on in the Filter for All Items box, and select the field in the connected category you want to make the comparison to from the Filter By drop down list box.

B.	Select the item you wish to filter on.

C.	Select the OK button.  The view will now contain all the items connected to the item you selected


Filtering on More than One Field

If you wish to find a subset of items based on the values of up to four fields in the active category or the names of a connected items:

1.	Select Customize-Filter View .

2.	Select the Summary tab, then choose the next available filter.

3.	Determine if you want to filter on a value in the active category, or on a connected item.

To filter on a value in the active category:

A.	Highlight the field you wish to filter on in the Filter for All Items box.  The Filter By box will display (Field value).

B.	Enter the value to filter on and how to filter it.  Methods of filtering a field depend on the field type.

•	For a calculation,  number, or sequence number field type, the comparison operators are equal to, not equal to, less than, greater than, and is between.  Select the comparison you wish to make from the drop down list and enter a numeric comparison value in the text box.

•	For a check box field, select the appropriate radio button to filter.  You can choose if the value is Checked or Not Checked.

•	For a date field, the comparison operators are before, on, after, is between and is blank..  Select the comparison you want to make from the drop down list and type a comparison value (in the appropriate date format selected via the Windows Control Panel) into the text box.  You can also use natural language date as a value, as described in Natural Language Dates.  For example, to find items with Today's date, select the on button and enter "today" in the text box.

•	For name, telephone, and text fields, the comparison operators are equals, contains, does not contain, and is blank.  Select the comparison you want to make from the drop down list and enter a comparison value.  For example, to filter on all items that have "Ask Bill" in the Notes field, select the Contains button and enter "Ask Bill" in the text box.  Note:  For Name and Text fields, you can select the Options button.  This allows you to filter for all or one of up to 10 different strings.

C.	Select the OK button.

D.	Follow the process for the other fields you wish to filter.

E.	Use the And and Or radio group to form a filter.

F.	Use the Not check box to reverse the sense of a filter.

G.	When completed, select OK to filter the view.

To filter if an item is connected to a particular item in a connecting category:

A.	Highlight the connection you wish to filter on in the Filter for All Items box.

B.	Select the item you wish to filter on.

C.	Select the OK button.

D.	Follow the process to achieve the filter you want.

E.	When completed, select OK to filter the view.


Filtering on a Date Range

Filtering on a date range involves specifying two values to be compared to the same field.  For example, you may need to see a list of your To-Dos due during a particular week.  You would need to filter the calendar on the Date field using the Customize-Filter View command.  One value specifies the items with Dates After the last day of the last week and the second with Dates Before the first day of the next week.  Combining these two values with the “Is Between” comparison operator gives you a view of only To-Dos due during the week.

To set a filter for a date range (for example, September 19th through September 25th):

1.	Display the view for the category for which you are setting a date range.

Make sure the category contains date fields to filter on and contains data that will pass through the filter.

2.	Select Customize-Filter View from the menu or select the [image] button on the tool bar

3.	To set the filter, select the Filter1 tab.

4.	In the Filter for All Items list box, select the date field you wish to base the filter on.

5.	Select Is Between as the comparison value from the drop down list of comparison values.

6.	Enter the values you desire for the Minimum Value (beginning of the date range) and Maximum Value (end of the date range).

8.	Select the Save button.

Your view is re-displayed containing only items whose dates fall in the range you specified in the filter.

Note:  This change is just temporary.  If you close the view without saving it, the change will be lost.  To make the changes permanent, save the view with Views-Save View or select Yes when Commence asks to save changes to the view.


Finding Items with Blank Fields

To locate items that have no value in a field, use the Is Blank comparison operator.  This operator can be used for a number of different field types, including Text, Time, Date, Calculation, and Telephone type fields.

1.	Display the view you wish to filter.  For help, see Opening a View.

2.	Select the Customize-Filter View command from the menu bar.  To set the filter, select the Filter1 tab.

If you are creating more than one filter select the Summary tab.

3.	In the Filter for All Items list box, select the date field to filter on.

4.	Select the Is Blank comparison operator from the drop down list.

6.	Select the Save button.

This returns you to the active view and the filter will be in effect.

Some field types are defined with specific allowed values and therefore can never have blank values.  This applies to Check Box, Selection, Sequence Number, Number, Name, and Connected item Name fields.  Select a field type below to see a description of filtering for blank values for some of the special field types listed above:

Number

Connections

The remaining field types cannot be filtered; this includes Data File, Excel cell, and Image fields.


Finding Items with Blank Number Fields

To filter for a blank number field, you need to obtain all the items with a zero value.

1.	Display the view you wish to filter.  For help, see Opening a View.

2.	Select the Customize-Filter View command from the menu bar.  To set the filter, select the Filter1 tab.

If you are creating more than one filter select the Summary tab.

3.	In the Filter for All Items list box, select the number field to filter on.

4.	Select the Equal To comparison operator from the drop down list.

5.	Enter the number 0 into the Field Value text box.

6.	Select the OK button.

This returns you to the active view and the filter will be in effect.


Finding Items with Blank Connections

To filter for a blank connection, you need to obtain all the items except those which have the connected Name field filled with any characters.  To do this:

1.	Display the view you wish to filter.  For help, see Opening a View.

2.	Select the Customize-Filter View command from the menu bar.  To set the filter, select the Filter1 tab.

If you are creating more than one filter select the Summary tab.

3.	Next to the Filter for All Items list box, turn on the except checkbox.

4.	In the Filter for All Items list box, select the connection field to filter on.

5.	Highlight the Name type field for the connected item in the Filter by list box.

6.	Select the Contains comparison operator from the drop down list.

7.	Enter the ? wildcard character into the Field Value text box.

8.	Select the Save button.

This returns you to the active view and the filter will be in effect.


Searching for Text in Multiple Fields and Categories
Searching for Text in Multiple Fields and Across Multiple Categories

See Also

Commence provides a global search feature to find all items across all categories that contain or exactly match a particular text string.  Using global search, you can quickly locate all pertinent information for an important meeting, find all the notes, phone calls, etc., that refer to a particular contact or topic, display all items from all categories with a certain date or time, and more.

Global search lets you scan all or part of a Commence database for items containing a specified text string or wildcard pattern.  If you want, you can restrict the search to a particular set of categories.

To perform a global search:

1.	Select the Tools-Global Search command from the menu bar.  The Global Search dialog box is displayed.

2.	Type the text you want to search for in the Search Text box.

3.	Use the Match drop-down list to select whether you want to do a fuzzy search or an exact one.  Fuzzy searches are forgiving of misspellings.

4.	To restrict the search to exactly match the case (upper or lowercase) of the search text, turn on the Match Case check box.

5.	Commence searches all categories by default.  To exclude categories from the search, use the Categories button.

8.	Select the Start Search button to start the search.  Items are displayed in a list box as they are found.  The Search Status will be set to SEARCH COMPLETE when the search has finished.


Select Search Categories


Finding Items in a Large List

See Also

You can use prefix matching to find a particular item in a long list of items in a report view, Gantt chart view, Book view, or connection control.

1.	Display the view or connection control in which you want to find the item.  For help, see Opening a View.

2.	Start typing the name of the item you want to find.  As you type the prefix string, the highlight in the view moves to the first item in the list whose name contains the prefix string.  The prefix string also appears in the status bar.  If there is more than one item with the same string use Ctrl + N to move to the next prefix match.  If there is no match for a character that you type, you will hear a beep


Prefix Matching


Using Commence's Phone Features

Commence will dial phone numbers for you if you have Windows Telephony (TAPI) installed and setup with a supported device such as a modem.

The following How Do I? topics are available for Commence's Phone Features:

Dialing a Telephone Number

Logging a Phone Call


Dialing a Telephone Number

If you have a modem, and Windows Telephony (TAPI) installed, you can have Commence dial the telephone for you.

To dial a telephone number:

1.	If the number shows in the view, highlight the item.

If the telephone number is not visible, double click on the item to open it's form.

2.	Select the Tools-Dial Phone command from the menu bar or select the [image] button on the tool bar.

Note:  You can dial any number from a detail form by double clicking on a phone number field or by highlighting a phone number in a text field and selecting the [image] button.

3.	If there is more than one telephone number entered for the item you are trying to place a call to, the Select Telephone Number dialog box appears.  Select the telephone number you would like to call and select the Dial button.

4.	The Commence Dialing dialog box shows the number being dialed.  It also displays a Hang Up button and a Change Options button.  The Hang Up button allows you to terminate the dialing by disconnecting the modem.  The Change Options button allows you to change the dialing options via TAPI.

You can pick the phone up at any point after it has dialed.


Logging a Phone Call

Logging a phone call is similar to logging a letter.  It tracks your phone calls, who they were to, their duration (in minutes), what they where about, date, time, etc.  It automatically connects the log item to the item you are dialing.  The Notes/History category is used when you log a call.

You can log a call even if Commence did not dial it.  If you are using a modem, read this entire topic.  If not, you can manually log a call.

To log a call not dialed through Commence, select the [image] button on the tool bar.  Skip to step 4 below and continue reading for a description of the process.

To log a phone call dialed using Commence:

1.	Select the Customize-Preferences... command from the menu bar.  Select the Event Logs tab.  Set your preferences for when you would like to log phone calls.  There are two options, if Phone Call is answered and if Phone Call is not answered.  You may select both options.

Note:  If both checkbox , Phone Call is answered and Phone Call is not answered, are not marked, all phone calls must be logged manually.

2.	Dial the number as described in Dialing a Telephone Number.

3.	Select the Talk button in the ATSP Call Status dialog box.  A phone log form appears, if the option Phone Call is answered was chosen.

Select the Hang Up button in the ATSP Call Status dialog box.  A phone log form appears, if the option Phone Call is not answered was chosen.

4.	In the Date field, the date will automatically be specified as Today.  This changes to the current date when you move to the next field.

5.	When you have completed your selections in the form, select the Save button.


Copying an Item

Once data has been entered, you may need similar information in a different item.  You can copy any item to a new item.  This allows you to duplicate data into a new item without retyping the information.

You can copy an item by dragging the item and dropping it on a view.  To copy an item from one category to another, drop the item on a view for the other category.  The values in fields having identical names in the source and destination fields are copied.  For more information, see Drag and Drop.

To copy an item within the same category:

1.	Open the view where the item is stored.  For more information, see Opening a View.

2.	Highlight the item or display it's form by double clicking on the item name.

3.	Select the Edit-Copy Item command from the menu bar.

4.	A form appears for the active category.  This form contains the information from the existing item.  Change any field values you wish for the new item.  The original item will remain unchanged.

5.	Select the Save button.


Adding a Field to a Category

Sometimes you want to track some additional information for a category.  For example, you may want to keep track of who you sent a card to during the holidays.  To do this, you could add a check box field called Sent Card.  When you send a card to the person, you would then check the Sent Card check box.

To add a field to a category:

1.	Select Customize-Database select the Category tab.  Highlight the name of the category you wish to edit and click on the Edit button.  This will display the Category Definition dialog box.

2.	Select the Add button.

3.	Enter a name for the field you wish to add in the Field Label text box.  This name is limited to 20 characters and it cannot be the same name as any other existing fields.

4.	Select a Field Type for the field.  The following field types are available in Commence.  To see a definition of the field, select the field type name below.

Calculation

Check Box

Data File

Date

E-Mail

Excel Cell

Image

Number

Selection

Sequence Number

Telephone

Text

Time

URL (Internet)

5.	To specify a value to automatically appear when you add an item to the category, put a default value in the Default text box.  For example, if you add a Date field, you may want the default value to be today's date.  To do this, enter Today in the default value.  To have a Check Box field value appear as checked, set the default value to checked.

Note:  Not all fields are capable of having default values.

6.	If you entered a date field, you have the option of making it a Recurring Date Field.  Checking this box will allow you to add a group of items that occur at regular intervals.  For example, a staff meeting that occurs every Monday.

7.	To ensure that a field always has a value, check the Mandatory Field check box.  Commence will display an error message if you save an item without a value for this field.  You will not be able to save the item until you enter a value for all mandatory fields.

8.	When all the options are set the way you wish, select OK.  For more information of field specific options, select a field type then press F1.

9.	To add another field, continue from step 3.

10.	When you are done adding fields, select the Save button and all your changes will be saved.  The time required to save the category depends on the number of items you have in the category.

11.	To see the changes you have made, select the [image] button on the tool bar  You will see the new fields at the bottom of the item detail form.  To move the new field to another position on the form, , use the Customize-Design View command, while the detail form is open.  This will display the Design Detail Form dialog box.


Editing a Field in a Category

To change a field's name or options::

Note:  When editing a field, you can only change the field's name and options;  you cannot change the field's type.

1.	Select Customize-Database. and click on the Category tab.  Highlight the name of the category you wish to edit and click on the Edit button.  This will display the Category Definition dialog box.

2.	Highlight the field you wish to edit in the Fields list box.

3.	Select the Edit button.

4.	Make the changes to the field label and field options as needed.  Remember, the field type cannot be changed.

Note:  If you change the Total Size of a text field to a smaller size, any existing items that have text in this field may lose some data.  The field will be reduced to the new size.  Also, any changes made to radio group will cause the existing items radio buttons to change to the new values.  Lastly, if any letter template references a field whose name has been changed, Commence will not automatically update it.  You must edit the letter template and update the field code to use the new field name.

5.	Select OK when you are done editing the field.

6.	To edit more fields, continue from step 3.

7.	When you are done editing fields, select the Save button and all your changes will be saved.  The time required to save the category depends on the number of items you have in the category.


Customizing a Detail Form

You can customize the detail form by:

•	Specifying individual field attributes such as font, size, label alignment, and color.

•	Arranging the position of the fields on the screen automatically or by manually moving fields.

•	Changing the color of the form's background.

To arrange a detail form, do the following:

1.	Open a view of the category for which you wish to edit the detail form.  For more information, see Opening a View.

2.	Select the [image] button on the tool bar or select Edit-Add Item from the menu bar.

3.	A form is displayed.  Select the [image] button from the tool bar or the Customize-Design View command.

4.	The Design Detail Form dialog box is displayed.

5.	To change the size, font, color or label alignment of a field, select the field name in the Field Options drop-down list box.  Then select the Change button to the right of the list box.  The Field Options dialog box appears.

After selecting the field option settings you want, select OK to return to the Design Detail Form dialog box and see how these changes affect your detail form.

Repeat step 5 for all fields you wish to change.

6.	To change the position of the fields on the detail form, either -

Select the Rearrange Button to automatically rearrange the fields on the form so that there are no overlapping fields.

Or, drag the field to the new position.  For more information, see Designing Detail Form Fields Manually.

7.	Select the Save button to save your changes when you are done editing the form.

Select the Cancel button to cancel all the changes you have made.  This button appears only if you have made changes to the form or field attributes.

The OK button appears only if you have made no changes.  Select it to leave the Design Detail Form dialog box and leave the form as it is.

8.	You are returned to the blank form.  Notice that the new form arrangement is in effect.  Select the Cancel button to return to the Commence work area.


Add a Command Line Option

See Also

Command line options are useful if you want to control how Commence starts up.  For example, if you always want to open the same database, you can use the /DATABASE= option, or if you run multiple instances of Commence and do not want to be bothered with the message that there is already a copy running message, you can use the /QUIET option.

To add a command line option, follow the steps below:

If you start Commence with an icon on the desktop and are running Windows 95 or Windows NT4.0:

1.	Single click on the icon to highlight it.

2.	Right click the icon to bring up the menu.

3.	Select Properties.

4.	Select the Shortcut tab.

5.	At the end of the text displayed in the Target: box, add a space, then the command line option.

6.	Select OK.

If you start Commence with an icon on the desktop and are running Windows NT 3.51:

1.	Single click on the icon to highlight it.

2.	Press ALT+ENTER to open the Properties for the icon.

3.	At the end of the text displayed in the Command LIne box, add a space, then the command line option.

4.	Select OK.

If you start Commence with a menu selection from the Start menu in Windows 95 or Windows NT4.0:

1.	Open the Start menu.

2.	Select Settings.

3.	Select Taskbar.

4.	Select the Start Menu Programs tab.

5.	Select the Advanced button.

6.	In Explorer, find the Commence program menu item.

7.	With the menu item highlighted, right click the selection to bring up the menu.

8.	Select Properties.

9.	Select the Shortcut tab.

10.	At the end of the text displayed in the Target: box, add a space, then the command line option

11.	Select OK and close all other dialog boxes.


Command Line Options


Backup a Database
Backup a Commence Database

See Also

You should regularly backup (make a copy) of your Commence database.  This is incase you encounter problems with your PC or Commence in which your must recover your data.  You can also schedule regular backups using an agent.

To backup a database:

1.	Select File-Open/Manage Database.

2.	Highlight the database you wish to backup.

3.	Select the Backup button.

4.	Select the path and the filename you wish to use for the backup file.  The default extension is .XFR.  Note:  If the database is large and you wish to backup to floppy, Commence will span the backup over multiple diskettes.

5.	Select Save.


File-Open/Manage Database

Customize-Database-Agents


Restore a Database
Restore a Commence Database

See Also

If you have hard drive problems or have had problems with your Commence database, it may be necessary to restore your database from a backup made earlier.

NOTE: You should regularly backup (make a copy) of your Commence database.  This is incase you encounter problems with your PC or Commence in which your must recover your data.  You can also schedule regular backups using an agent.

To restore a database:

1.	Open a database other than the one you want to restore to.  You cannot restore to the open database.

2.	Select File-Open/Manage Database.

3.	Highlight the database you wish to restore to.  If you want to restore to a new database, you will need to create it by selecting the Add button.

4.	Select the Restore button.

5.	If the highlighted database is already populated, a restore will totally delete all files in that directory.  This cannot be reversed.  Select Yes if this is what you want to do, otherwise, select No and then select a different database to restore to or add a new one.

6.	Select the path and the filename of the file you wish to restore.  The default extension is .XFR.

7.	Select Open.

8.	If the database is being restored from diskette and it occupies more than one, you will be prompted when to insert the next diskette.


Open a Database

Follow the steps below to open a Commence database.

1.	Select File-Open/Manage Database.

2.	Highlight the database you wish to open.

3.	Select the Open button.

Shortcut:  Double-click the mouse on a database name to open it without selecting the Open button.


Add a Database

Follow the steps below to add a Commence database:

1.	Select Customize-Open/Manage Database.

2.	Select the Add button.

3.	Enter the Name of the database you wish to add.  The name is limited to 50 characters.

4.	Enter the path to the database.  The path can be an existing Commence database that is no longer referenced, an existing directory, or a directory that does not exist yet.

5.	Select Save.  If the directory does not exist, Commence will ask you if you want to create it.


Edit a Database

Follow the steps below to edit a Commence database.

1.	Select File-Open/Manage Database.

2.	Highlight the database you wish to edit.

3.	Select the Edit button.

4.	Change the Name of the database.  Only the Name can be changed.  If you need to change the path, you should backup the database, add a new database, then restore into the new database.


Delete a Database

Follow the steps below to delete a Commence database.

1.	Select File-Open/Manage Database.

2.	Highlight the database you wish to delete.

3.	Select the Delete button.

4.	When prompted “Are you sure?”, select Yes.

5.	When prompted for confirmation of deletion of all files and subdirectories in the database directory, type in “Yes” and then the OK button.

You cannot delete the active database.  Commence will also not let you delete a database if it is the only database defined.

Caution:  When you delete a database, Commence gives prompts you for confirmation of the deletion.  If you select Yes, Commence will warn you that all files and subdirectories contained in the selected database will be deleted.  If you wish to proceed, type “yes” then select the OK button.  If you do not wish to continue, select the Cancel button.  After the files are deleted, there is no way of recovering them.


Menu Command Help Index

File	Open a database.  Add, edit, delete, backup, and restore databases (Open/Manage Database).

Define and maintain sync link groups (Sync Link In; Sync Link Out).

Import data from a file into a category in the open database (Import).

Export data from a category in the open database to a DOS file (Export-By View, Export-By Category).

Move category, view, agent and other definitions between dissimilar databases (Transfer In; Transfer Out).

Generate a report or calendar view in HTML format and attach to an email message.  Also automatically fills in the email subject with the View name (Send).

Set printed page margins, define paper layouts, and choose whether to print a title and date on each printed page (Page Setup).

Preview the current view prior to printing (Print Preview).

Print views, item details, and labels (Print).

Setup printers (Printer Setup).

Exit Commence (Exit).

Edit	Copy, paste, and delete field data (Cut, Copy, Paste, Clear).

Copy field data to a file or paste data from a file into a field (Copy To, Paste From).

Find and optionally replace text (Find, Find & Replace).

Add, edit, copy, delete, and share items (Add ? Item, Add Item, Edit Item, Copy Item, Delete Item, Delete All Items, Share All Items).

Views	Create a new view  Open, edit, or delete a saved view. (Open/Manage Views).

Save a new view;  save changes to a saved view (Save View).

Choose whether or not to display the active view's icon on the view bar or Views menu for convenient opening;  choose an icon and a label for the active view. Save a changed view under another name (Save View As).

Save a report or calendar view as an HTML file (Save View as HTML).

Copy a view to a new view type (View As).

Open a view whose name appears at the bottom of the menu (1, 2, 3 ).

Customize	Edit the view design for the active view. A view design specifies all aspects of a report's appearance (fields displayed, fonts used, format, etc.) (Design View).

Add or edit a simple or multiple filter that selects particular items from a category for display by the active view (Filter View).

Alter the order in which items are sorted for display by the active view.  This command is available only if the active view is a Gantt chart or report (Sort View).

Setup a view link between two open views, enabling you to display a filtered set of items in one view related to the highlighted item in the other view (Link Views).

Add, edit, or delete desktops; open existing desktops; show/hide all desktop tabs (Desktops).

Customize-Database

Add, edit, copy, or delete a category.  (Category).

Add, edit, and delete connections between the selected category and other categories (Connection).

Add, copy, edit, and delete detail forms for a category (Detail Form).

Create, edit, and delete letter templates (Letter Template).

Create, edit, and delete color coding template (Color Code).

Add, edit, copy, delete, activate, and deactivate agents (Agent).

Customize-Preferences

Display and change your preferences for various aspects of Commence

Calendar

Database

Dialer

Event Logs

Letters

Meeting

Other

Other Apps

Personal Info

Tool Bars

View

Tools	Synchronize Calendar or Contact data with Microsoft Outlook (Outlook Sync).

Locate items from any or all categories containing specific text (Global Search).

Dial the phone number of a selected item (Dial Phone).

Send and print letters to one or more people (Send Letter-To Selected Item, Send Letter-To All Items).

Check the spellings of words in fields on a detail form (Spell Check).

Find an available meeting time and add appointment items to the participants calendars (Schedule Meeting).

Display a summary of all the calculation, number, and currency fields selected for summary reporting in the active view.  This command is available only if the active view is a report (Field Summary).

Window

Layer all open views so that the title bar of each is visible;  the active view remains unchanged (Cascade).

Resize all open views to fit on the active desktop while maintaining the relative proportions and positions of individual views.  Does not affect minimized views (Resize All).

Size and re-display all open views so that no windows overlap;  the active view remains unchanged (Tile Horizontally, Tile Vertically).

Close all open views, including any hidden behind other windows (Close All).

Change the active view to one that appears at the bottom of the menu (1, 2, 3 ...).

Help	Display the main help index (Index).

Get help on a specific menu command, screen region, message box, or dialog box (Context-Sensitive).

Get help on how to do specific tasks (How Do I?).

Get Tips and Hints on how to use Commence to its fullest potential (Tips and Hints)

Change the current database to the tutorial database delivered with Commence, and perform other setup functions for the tutorial environment such as changing today's date to January 3, 2000 (Tutorial Database).

Display information about your system operating environment (System Information).

Display a log of status bar messages (Message Log).

Display information about Commence (About).


Help Menu Commands

Use the Help menu commands to:

Index	Display the main help index.

Context-Sensitive	Get help on a specific menu command, screen region, message box, or dialog box.

How Do I...?	Get cookbook-style help for common Commence procedures.

Tips and Hints	Get tips and hints on how to use Commence to its fullest potential.

Tutorial Database	Change the current database to the tutorial database delivered with Commence, and perform other setup functions for the tutorial environment such as changing today's date to January 3, 2000.

System Information	Display information about your system operating environment.

Message Log	View a log of error messages, agent messages, and other informational messages.

About	Display information about Commence.


Help-Index

Use this command to display the main index for Commence's on-line help system.

From the Index you can select one of the listed topics or search through the Help System for topics containing keywords.


Help-Context-Sensitive

Use this command to access Commence's on-line help system for help on a specific menu command or screen region without going through the Help-Index command.

Context-sensitive help lets both keyboard and mouse users get help on a specific command or screen region.

Context-sensitive help is available:

•	for menu commands and screen regions

•	for dialog boxes and message boxes

Getting Help on Menu Commands and Screen Regions

If there is no active dialog or message box, keyboard and mouse users access context-sensitive help as described in the next two subsections.

MOUSE USERS

If you have a mouse connected to your computer, you can change the mouse pointer into a context-sensitive help pointer (as shown at left) to get help on menu commands and screen regions by:

•	Selecting the Help-Context Sensitive command with your mouse

•	Pressing SHIFT+F1

When you point at a screen object (such as a button on the command bar) or select a menu command with the context-sensitive help pointer, and then click the mouse button, Commence displays a help topic that explains the object or command.

Exit the help topic by selecting File-Exit from the help screen's menu bar.

KEYBOARD USERS

If you don't have a mouse, you can get context-sensitive help on a menu command by:

•	selecting Help-Context Sensitive with your keyboard (ALT+H+C) and then selecting a menu command, or

•	highlighting a menu command and pressing F1.

Commence displays a help topic that explains the command.  Exit the help topic by selecting File-Exit from the help screen's menu bar.

Getting Help on Dialog and Message Boxes

If a dialog or message box is displayed, press F1 or SHIFT-F1 to display a help topic from the Commence Help System that describes the dialog box or message box (including error messages) in detail.  Exit the help topic by selecting File-Exit from the help screen's menu bar.


Help-Tips and Hints

Use this command to get quick tips and hints on how to use Commence to its fullest potential.


Help-System Information

Use this command to display information about your hardware and software operating environment, and other information.  This information is useful for confirming that your system setup is as you expect and for reporting problems with Commence.

The System Information dialog box allows you to select the type of information you would like to display.  Click on the Display drop-down list and choose one of the following:

•	Category Information  Displays the Commence category names and identification numbers.

•	Directory Information  Displays the full path names to various components in Commence.

•	Memory Information  See the documentation for your system hardware and software for explanations of displayed information.

•	System Information  See the documentation for your system hardware and software for explanations of displayed information.

•	Version Information  Displays the name and version number of the DLL files installed that Commence requires for execution.

•	Workgroup Information  Displays the database workgroup ID number and other information pertaining to the workgroup.

When you select the Save to file... button, the information from all the different system information screens will be saved to a text file.  By default, a file named COMMENCE.TXT will be saved in the Commence program directory.

Select the Close button on the message box displayed to return to the desktop.


Help-Tutorial
Help-Tutorial Database

Use this command to switch to the Tutorial Database work environment.

0	Selecting the Help-Tutorial Database command creates a special environment in which you can practice using Commence without affecting any of the data in any other database.

1	The Help-Tutorial Database command:

•	changes today's date to January 3, 2000

•	changes to an alternate tutorial database directory used only for tutorial data (c:\commence\tutorial, by default)

•	optionally re-populates the tutorial database with a fresh copy of the sample data

•	places a check mark next to the Tutorial Database menu entry, to remind you that you are currently in the tutorial environment

•	grays out the File-Open/Manage Database command, so that you must exit the tutorial database using the Help-Tutorial command before opening another database

•	grays out the File-Sync Link In, and File-Sync Link Out

Each time you select this command, you are asked whether you want to replace the existing tutorial data with a fresh copy of the data.  If you select Yes, the data currently in the tutorial database is overwritten with a new copy of the data as it first appeared when you installed Commence.  Any changes you've made to the tutorial data are lost.  This is a handy way of starting with fresh tutorial data after you experiment with it for a while.  Selecting No retains the current data in the tutorial database.

Once you change to the tutorial data, the title bar of the Commence main window changes to indicate you are using tutorial data.

To return to the database in use when you changed to the tutorial database, select the Help-Tutorial Database menu entry again; or, exit Commence by selecting the File-Exit command and then restart it.

Some of the examples used in the help system use the tutorial data.  You may want to switch to using the Tutorial data as you read certain sections of help.


Help-Message Log

This command displays a log of the messages that have been posted to the status bar.  You can display this log by selecting the Help-Message Log command or selecting the  icon shown at left.  These messages include informational messages displayed by commands and agents as they execute that will help you diagnose and correct problems encountered in Commence.

If the currently open database is a shared database and there is a synchronization problem, the Message Log icon will change color or shade.  If this happens, you should immediately check the Message Log to find out what is wrong.

When you select Help-Message Log, Commence displays the Message Log dialog box.


Help-About

Use this command to display information about Commence and its creator, Commence Corporation.  This information includes how to contact Commence Technical Support.


Message Log Dialog Box

When you select the Help-Message Log command, Commence displays the Message Log dialog box.

This dialog box displays a log of the messages that have been posted to the status bar.  These messages include informational messages displayed by commands and agents as they execute that will help you diagnose and correct problems encountered in Commence.  The entries for agent actions correspond to the firing of an agent's trigger.  The date and time is shown, along with the name of the agent.  If the agent operated normally, the word "Fired" is shown after the name.  If an error occurred, the type of error is noted after the agent name.

Use the scroll bar on the right side of the Messages list box to move through the list.

Turn on one or more of the check boxes in the Show Message Level and Show Message Type group boxes to select the message level and type of messages you want to see.  This does not affect what is stored in the log, but only what you see in the Messages list box.  Not all messages are written to the Message Log.  The Log only includes messages from agents, Sync Link In/Out, and Transfer.

Select the OK button to return to the work area.


Window Menu Commands

These commands apply only to windows in the active Commence desktop, and not to other application's windows.

Cascade	Layer all open windows so that title bar of each is visible.

Resize All	Resize all open views to fit on the active desktop while maintaining the relative porportions and positions of individual views.

Tile Horizontally	Size and re-display all open windows horizontally so that no windows overlap.

Tile Vertically	Size and re-display all open windows vertically so that no windows overlap.

Close All	Close all open windows (including any hidden behind other windows).

1, 2, 3...	A numbered list of open views appears at the bottom of this menu.  The active view has a check mark next to its name in the list.  Selecting a view from the list makes the chosen view the active view.

More Windows...	Activate an open view not appearing on the Window menu.


Window-Cascade

Use this command to layer all open windows on the desktop, so that the title bar of each is visible.  This makes it easier for you to switch between open views, while displaying as much of the active view as possible.


Window-Resize All

Resize all open views to fit on the active desktop while maintaining the relative proportions and positions of the individual views.


Window-Tile Horizontally

Use this command to size and re-display all open views horizontally on the desktop, so that no window overlaps another.  This lets you see at least a portion of all the currently open views.


Window-Tile Vertically

Use this command to size and re-display all open views vertically on the desktop, so that no window overlaps another.  This lets you see at least a portion of all the currently open views.


Window-Close All

See Also

Close all open windows on the desktop (including any hidden behind other windows).  This command provides an alternative to closing each individual window.

If any of the open views have been changed and the changes not saved, you will be prompted to save the views, depending on your view preference settings.


Customize-Preferences-View

Views-Save View

Views-Save View As


Window-1, 2, 3...

See Also

Make the selected view the active view.  Choosing an open view name from the Window menu makes it easy for you to switch to another view when you have a number of views displayed and some are hidden behind others.

Note that you can also use the key combination CTRL+F6 to successively select views on the desktop as the active view.

A numbered list of open views appears at the bottom of the Window menu.  The text of the entry on the menu for a view matches the view title shown in the title bar of the view window.

The currently active view has a check mark next to its name in the list.  Selecting a view from the list makes the chosen view the active view.


Views-Open/Manage Views

Window-More Windows


Window-More Windows...
Window-More Windows

See Also

Displays the Select Window dialog box.  This dialog box lets you select a view other than one of the nine shown on the Window menu to be the active view.  Only nine open views can appear on the Window menu.  If more than nine views are open, the More Windows... command is placed on the Window menu.  Choosing an open view name from the Window menu makes it easy for you to switch to another view when you have many views displayed and some are hidden behind others.

Note that you can also use the key combination CTRL+F6 to successively select views in the workspace as the active view.

The currently active view has a check mark next to its name in the list at the bottom of the Window menu.  If the active view does not appear on the Window menu, a check mark appears next to the More Windows... command.


Windows-1, 2, 3


Select Window Dialog Box

See Also

Select a view to become the active view.  This is useful when you have many views displayed and some are hidden behind others.

Note that you can also use the key combination CTRL+F6 to successively select views in the workspace as the active view.

LIST BOX

This list box displays the names of all the currently open views.

OK BUTTON

To display a view as the active view, highlight a view from the list and select the OK button.

Shortcut:  You can also double-click the left mouse button while pointing at a view name in the list to activate it without selecting the OK button.

CANCEL BUTTON

Select this button to return to the desktop without selecting a new active view.


Window-More Windows


Tools Menu Commands

This menu provides access to various utilities provided by Commence.

Outlook Sync	Synchronizes Calendar or Contact data with Microsoft Outlook.

Global Search	Locate items from any or all categories containing specific text (possibly using wildcard patterns and fuzzy searching).

Dial Phone	Dial the phone number of the highlighted item;  if there is more than one number displayed, a dialog box is displayed so that you can choose the number to dial.

Send Letter	Create a letter using fields from a highlighted item in the active view.  A letter template (which specifies the fields to use in the letter) must be defined for the active category in order to write a letter using fields from that category.

Send Letter to All Items	Print a letter to all recipients in the active view.  A letter template (which specifies the fields to use in the letter) must be defined for the active category in order to write a letter using fields from that category.

Spell Check	Check the spelling of words in a text field;  either the blinking cursor or some highlighted text must be present in the field to be checked.

Schedule Meeting	Find an available meeting time for a group of participants and then add an appointment item to the group calendar.

Field Summary	Display a summary of all the calculation and number fields selected for summary reporting (if any) in the active view.  This command is available only if the active view is a report.

1, 2, 3 ...	Launch user-defined agents with menu pick triggers; also reviews the pre-defined menu pick and tool bar pick agents.


Tools-Outlook Sync

See Also

Integrating Commence with Microsoft Outlook 98 enables Commence users to share their meetings and contacts with Outlook users.  The result is a comprehensive calendar and address book in both applications.

To synchronize information between Commence and Outlook:

1	Start Commence and open the database that is configured to synchronize with Microsoft Outlook.

2	In Commence, select Tools -> Outlook Sync.

3	A dialog will be displayed showing the status of the synchronization between Commence and Outlook.

Note: If both the Outlook Calendar and Outlook Contacts fields have been mapped in Commence, then both the Calendar and Contacts will be synchronized at the same time.


Mapping fields to Microsoft Outlook Calendar

Mapping fields to Microsoft Outlook Contacts

Configuring E-Mail

Configuring Microsoft Outlook


Tools-Global Search

See Also

Use this command, or the [image] button on the tool bar, to locate items from any or all categories containing specific text or a wildcard pattern.

Using global search, you can quickly locate all pertinent information for an important meeting, find all the notes, phone calls, etc., that refer to a particular person or topic, display all items from all categories with a certain date or time, and more.

Commence searches all name, text, date, time, data file, check box, and radio group type fields for the given Search Text and displays a list of items with fields that contain the search text.

Number, calculation, image, Excel cell, and sequence number fields, as well as connection definitions, are not searched by the global searching mechanism.  To look for items based on information in field types not scanned by global search, use Customize-Filter View command

When you select Tools-Global Search, Commence displays the Global Search dialog box.  Type the text you want to search for in the Search Text text box and select the Start Search button (the label on this button then changes to Stop Search).   Items are displayed in a list box as they are found.  A message box informs you when the search is complete.

In the Search Text text box of the Global Search dialog box you can use a question mark wildcard character to substitute for any single character, and an asterisk (*) to substitute for one or more characters.

Fuzzy searching is selected using the Match dropdown list.  Select "Fuzzy", "Fuzzier" or "Fuzziest" to accommodate possible misspellings in the search text.

Commence searches all categories by default.  Use the Categories button to exclude categories from the search.  Commence looks for any field that contains the search text.  Look for exact matches of field contents by turning on the Equals radio button.  The case (upper or lowercase) of the search text is ignored unless you turn on the Case Sensitive check box.

Selecting the Categories button on the Global Search dialog box displays the Select Search Categories dialog box from which you can alter the list of categories searched.  On the first search after selecting the Tools-Global Search command, all categories are selected by default.


Customize-Filter View


Tools-Dial Phone

See Also

Use this command, or the [image] button on the tool bar, to dial a phone number displayed by the active view or item detail.  The Tools-Dial Phone command is unavailable unless there is a telephone field present in the active view or detail form.

If there is more than one phone number in the active view or item detail, Commence will display the Select Telephone Number dialog box from which you select the number you want.

Shortcut:  Double click the left mouse button on a telephone field in an item detail to dial the number in the field without selecting Tools-Dial Phone.  You can also drag an item in a view to the Dial button on the tool bar to dial the items phone number.  You can also highlight a telephone number in a text field and then select the Dial button on the tool bar.

If you have a dialing device such as a modem attached and have correctly defined it using Customize-Preferences-Dialer, Commence will transmit the phone number to your dialing device and display the Commence Dialing dialog box.  This dialog box displays the number being dialed.  It also displays a Hang Up button and a Change Options button.  The Hang Up button allows you to terminate the dialing by disconnecting the modem.  The Change Options button allows you to change the dialing options via TAPI.

Note:  You cannot select a phone number in a connected field from a report view for dialing.


Customize-Preferences-Event Logs

Customize-Preferences-Dialer


Tools-Send Letter-To Selected Item

See Also

Use this command or the [image] button on the tool bar to create a letter for the currently highlighted item (typically this is a person in one of your person views).  You can use any word processor installed on your system to create your letter, as long as you make sure that your letter preferences are set correctly and the word processor has been configured for use with Commence (see Word Processors for information).

When you select Tools-Send Letter-To Selected Item, Commence displays the Send Letter dialog box, from which you select the template for your letter.

Shortcut:  Drag an item in a view to the Letter button on the tool bar to create a letter for the item.

You pick an already defined letter template (some are included with Commence) as the model for the new letter.  Based on the contents of the template, field values from the highlighted item are merged into the new letter.  (See Customize-Database-Letter Template for details on letter templates.)

After you select a template, you can chose to either print the letter or view the letter in your word processor (so you can modify the letter before you print it or save it to a file).  You can also request that a log item be created for the letter.

If you get any error messages when attempting to send a formatted letter from Commence, make sure you have followed all the instructions for Configuring Your Word Processor for Use with Commence


Letter File Storage

Send Letter to All Items

Customize-Preferences-Letter.

Customize-Preferences-Event Log


Letter File Storage

Commence stores letter files in a location on your hard disk that depends on whether you view the letter, print the letter with logging turned on, or print a letter with logging turned off.  The first two alternatives save a permanent copy of the letter(s) viewed or printed;  the third alternative saves only a temporary copy.

All letters created by selecting the View button on the Send Letter dialog box are saved in the directory specified using the Customize-Preferences-Letter command.  This is, by default, c:\commence\letters.

If you Print a letter, and the Log check box is turned on, then the letter is stored in the directory referred to above (actually, in the case of Send Letter to All Items, a copy of the template used to print the letters is saved, so that the log item can point to a copy of what was printed).

If you Print a letter, and the Log check box is turned off, then the letter is stored in the directory specified by your DOS TEMP environment variable.  This variable is usually set to a subdirectory of your hard disk (such as \temp) using the DOS set command in your autoexec.bat file.

Commence will, whenever it exits, delete any letter files more than one day old from the TEMP directory.  This keeps unneeded files from accumulating.  If you want to save a letter that Commence saves in the TEMP directory, you should edit the file, change its name, and save it to another directory.  (Commence uses strings beginning with ~JJ as file names for saved letter files).

To improve performance of Commence, you should set the TEMP variable to a directory only one or two levels down from the root directory.  See your DOS and Windows documentation for details of the set command, the autoexec.bat file, your hard disk file system, and Windows performance considerations.


Tools-Send Letter-To All Items

See Also

Use this command to print letters for all of the items in the active view;  typically this would be a filtered view of your Person category.

Before you can print letters you need to make sure that your letter preferences are set correctly for your system.  See Customize-Preferences-Letter for information.

Send Letters To All lets you pick one of your Commence letter templates as the model for the letters.  Based on the contents of the template, field values from the individual items in the view can be merged into the corresponding letter.

When you print letters to all, you can also choose to log the letters.  This creates one item in your letter log category recording the fact that you used the selected template to print letters to all of the items in the view.  Commence connects this log item to all of the items in the view.  (See Customize-Preferences-Event Log for a description of the letter log.)

When you select Tools-Send Letters To All, Commence displays the Send Letters To All dialog box from which you choose the template to use for the letter.

If you get any error messages when attempting to send a formatted letter from Commence, make sure you have followed all the instructions for Configuring Your Word Processor for Use with Commence


Send Letter

Customize-Database-Letter Templates

Customize-Preferences-Letter


Tools-Spell Check

Use this command to check the spelling of words in a text field;  either the cursor or some highlighted text must be present in the text field in order to start the spell checker.  Otherwise, the Tools-Spell Check command is unavailable.

If spellings appear in the text that are not in Commence's dictionary, or your personal dictionary, Commence displays the Spell Checker dialog box.

You can:

•	accept single or multiple occurrences of a misspelled word

•	edit the misspelled word by typing a correction from the keyboard or choosing a correction from a list of suggestions generated by the spell checker

•	add spellings to your personal dictionary

Select a button from the dialog box to perform the indicated operation on the currently highlighted word or select Done to exit the spell checker.

If the spell checker finds no spelling mistakes in the field text, Commence displays a message box that informs you of this fact.  Select OK from the box and the spell checker exits.


Tools-Schedule Meeting

If you are scheduling appointments for a group of people, you can use this command to find a date and time for a meeting based upon the availability of selected participants.  Once you’ve selected a date and time, the item is added to your group calendar.  Other meeting details (location, comments, resources, and a meeting coordinator) can also be chosen.  Once you schedule the meeting, you can review the meeting's details by opening a view of the Appointment category or by selecting the item detail from your calendar.

When you select the Tools-Schedule Meeting command, the Schedule Meeting dialog box appears.

If Microsoft Outlook Calendar is configured in the Customize-Preferences-Other Apps menu command, the Schedule Meeting command will launch the Microsoft Outlook Meeting Scheduler.  Refer to the Microsoft Outlook online help for additional information about using the Microsoft Outlook Meeting Scheduler.

Note:  For information about using the Schedule Meeting command with custom categories and connection definitions, see Customize-Preferences-Meeting command.


Tools-Field Summary

See Also

Use the Tools-Field Summary command to display a total and/or average of the selected calculation and number fields for the items in the view.  For example, the field summary can be used to calculate total sales for a month, or to check if expenses have exceeded a maximum amount.

The summary takes the data in the selected fields for all the items in the active view, and shows the name of each field followed by one or both of:

•	the combined arithmetic average of the data in the field for all items

•	the combined total of the data in the field for all items

The summary for the selected fields will appear in a Field Summary dialog box.  The field summary also appears at the bottom of the printed report.  This command is available only if the active view is a report.

The fields shown in the summary report (and whether to calculate the average, total, or both) are selected using the Customize-Design View command.  Select the Fields Tab.  Move (append or insert) the field into the report and select the Field Options for that field.  Check the boxes labeled Total or Average (one or both boxes may be checked as needed).

Note:  Only the calculation and number fields displayed in the view and whose field options have been set for summary reporting appear in the field summary.


Field Summary Condition


Tools-1, 2, 3...

See Also

This topic describes the menu pick and tool bar pick agents delivered with Commence.

Menu Pick Agents

If you define and activate an agent with a menu pick trigger, the menu pick will be added to the bottom of the Agent tab.

All active menu pick triggers are listed on the Tools menu.  If a menu pick trigger is associated with a particular category, then it will be grayed out unless a view of that category is currently active.

If you move the mouse over an agent menu pick, the status bar will display the help message (if it exists) that was defined for the trigger.  When you deactivate an agent with a menu pick trigger, its menu pick is removed from the menu.

At most 16 menu pick agents can be active at any one time.

Tool Bar Pick Agents

If you define and activate an agent with a tool bar pick trigger, a user-selected button will be added to the Tool bar.

Buttons for all active tool bar pick agents are displayed on the right side of the tool bar.  If you move the mouse over an agent tool bar pick, the status bar will display the help message (if it exists) that was defined for the trigger.  When you deactivate an agent with a tool bar pick trigger, its button is removed from the tool bar.

At most, 25 tool bar pick agents can be active at any one time.

You can add your own buttons to the tool bar by defining an agent with a Tool Bar trigger.


Customize-Database-Agent


Global Search Dialog Box

This dialog box is displayed when you select the Tools-Global Search command.

To use the dialog box, type the text you want to search for in the Search Text text box and select the Start Search button  The label on this button then changes to Stop Search.

The Global Search dialog box contains these elements:

SEARCH TEXT

Type the text for which you want to search into this text box.  You can use a question mark wildcard to substitute for any single character in the search text, and an asterisk (*) to substitute for one or more characters.  For example, typing "12/*/92" tells Commence to look for any number of characters between the slashes.  Typing "12/?/92" tells Commence to look for exactly one character between the slashes.  Typing "12/??/92" tells Commence to look for exactly two characters between the slashes.

To search the database for multiple values, such as John or Joe or Sue or Mary, you could create a multi–layered text string (for example, John.OR.Joe OR.Sue.OR.Mary).  By specifying text strings in combination using the Boolean .AND. and .OR. operators, Commence will now search the active database for these text strings and return those items that meet the specified criteria.  Notice that there are periods around the Boolean Operators.  This is to distinguish the Boolean Operators AND and OR from the text strings AND and OR.  Additionally, Boolean Operators are case sensitive, and must be entered as Upper Case in order for Commence to identify them as Boolean Operators.

MATCH

Select the degree of fuzziness to use for search.  An "Exact" match will find text that is just as you have entered it in the Search Text box.  "Fuzzy", "Fuzzier" and "Fuzziest" make ever greater allowances for possible misspellings.  Fuzzy searches are always case insensitive.

MATCH CASE

Turn on this check box to specify an exact match of the case used in the search text.  For example, with Match Case  turned on, the search text "paul" may select a different set of items than the search text "Paul".  This check box is turned off by default.

FIND WHOLE WORDS ONLY

By default, Commence searches for any item that has a field containing the search text;  other text can also appear in the field.  Marking the Find whole words only checkbox means that you only want to see items having a field whose entire contents exactly matches the search text.  No other text can appear in the field.

# ITEMS FOUND

After you select the Start Search button, this list box displays the name fields of all items matching the text string.  The label on the list box changes to reflect the number of matching items found.  Up to 500 item names can be displayed.  If a global search produces more than 500 matches, only the first 500 are displayed.

Information about the currently highlighted item in this list is displayed in the Information on Highlighted Item group box (see below).  You can display an item detail of the highlighted item by double-clicking the left mouse button over the name of the item, or by selecting the Display Item button.

If the name of an item appearing in the list changes (because of edits performed while the Global Search dialog box is open), the changed name is reflected in the list.

SEARCH STATUS

Indicates the status of the current, or last, search.  If no search has yet been performed, it is blank.

INFORMATION...

Displays a summary of the item currently highlighted in the # Items Found list box, including the Category of the item, the Matching Field in which the search text was found, and the contents (Text) of that field.

START SEARCH

This button starts a search using the current Search Text.  Once a search is begun, the label on the button changes to Stop Search, which you can use to stop the current search.  If you cancel a search that is in progress, the button label changes to Resume Search;  using this button will restart the search where you left off.  The button label returns to Start Search once you change the Search Text, Categories, Case Sensitive, or Contains/Equals settings.

CATEGORIES

Select this button to alter the list of categories searched.  It displays the Select Search Categories dialog box .  By default, all categories are searched.

DISPLAY ITEM

Highlight an item in the # Items Found list box and select this button to display an item detail of the item.  (Alternatively, you can double-click the left mouse button over the name of the item.)

CLOSE

Select this button to close the Global Search dialog box.  The current Search Text is lost once you do this.

Note:  The # Items Found list box displayed by the Global Search dialog box is not updated if you do a global search and then edit or add an item or items that will now match the previously performed global search.  You will have to search again to add the item(s) to the list.  Item deletions, however, are immediately reflected in the # Items Found list box.

Shortcut:  To display the item detail of an item in the list box, double-click the left mouse button over the item name.


Select Search Categories Dialog Box

This dialog box is displayed when you select the Categories button on the Global Search dialog box.

To use it, select and deselect categories for the search by clicking the left mouse button over the name of a category in the list box (or use the arrow keys and the space bar).  Select OK after all of the categories that you want to search are highlighted in the list box.

The Select Search Categories dialog box contains these elements:

SELECT ALL

Use the Select All button to highlight all of the categories in the list.

DESELECT ALL

Use the Deselect All button to remove the highlight from all categories.

ACTIVE CATEGORIES

Use the Active Categories button to search only the categories that have a view open on the active desktop.

OK

Select the OK button to return to the Global Search dialog box with the new list of categories to search.

CANCEL

Select the Cancel button to return to the Global Search dialog box without changing the list of categories to search.

Note:  On the first search after selecting the Tools-Global Search command, all categories are selected by default.


Select Telephone Number Dialog Box

This dialog box, displayed when you select the Tools-Dial Phone command, allows you to choose from among multiple telephone numbers displayed in an open view or item detail.

The list box shows the field labels of the telephone fields in the active view or item detail.  Highlight one of the numbers and select the Dial button to have your modem dial the number contained in the named field.

Shortcut:  Mouse users can double-click the left mouse button while pointing at one of the field labels to dial the number without selecting the Dial button.

Once you select the number to dial, the Commence Dialing dialog box is displayed.

Select the Cancel button to return to the active view or item detail without dialing a number.


Commence Dialing Dialog Box

See Also

This dialog box displays the phone number that is being dialed.  Depending on how you set your dialing preferences (see Customize-Preferences-Dialer), this phone number may include access codes as well as the number in the telephone field.

Selecting the Change Options button allows you to change the dialing options via TAPI.

You can pick the phone up at any point after it has dialed.  Select the Talk button in the ATSP Call Status dialog box to start the phone conversation with the other party.

Selecting the Hang Up button in the ATSP Call Status dialog box allows you to terminate the dialing by disconnecting the modem.


Logging a Phone Call


Send Letter Dialog Box

This dialog box is displayed when you select the Tools-Send Letter-To Selected Item command.  Choose the letter template you want to use for your letter and choose the View button to edit the template;  select the Print button to print the letter.  To log the letter, turn on the Log check box and optionally type in a name for the log item.

The Send Letter dialog box contains these elements:

APPLICATION

This displays the word processor applications that were installed when you installed Commence.  If you have added any word processor applications since Commence was installed, you will need to re-install Commence.

When you create a letter, you can also choose to log it by turning on the Log check box. Logging creates a letter log item that is connected to the recipient and contains other information about the letter.  Commence is initially configured to log your letters using the Letter Log category, but this is a preference that you can change.  See Customize-Preferences-Event Logs for details.

TEMPLATES LIST BOX

This list box shows the names and Types of all templates available for use with the active category.  Select which letter you want to send by highlighting one of the templates in the list.

Commence provides some initial templates, but you will probably want to customize these or create new ones.  The details of setting up and using both text and formatted letter templates are discussed in Customize-Database-Letter Template.

LOG CHECK BOX

When you create a letter, you can also choose to log it by turning on the Log check box. Logging creates a letter log item that is connected to the recipient and contains other information about the letter.  Commence is initially configured to log your letters using the Letter Log category, but this is a preference that you can change.  See Customize-Preferences-Event Logs for details.

The letter itself is saved in a file on disk and the file name is recorded in the Reference File field in the Letter Log item.  The current date is entered in the Date Sent field.   You can enter a name for the log item or accept the default name.

Commence opens an item detail of the Letter Log item so you can add other information to it before it is saved (typically you might want to enter some notes in the Subject field).  Normally, you would complete the letter and save it before logging it.

After the letter has been logged and saved, you can look at the letter later on by pressing the View button in the Reference File field.  This launches the word processor associated with the file extension of the saved letter (Use Windows File Manager to associate word processors with letter file extensions.  Select File-Associate from the menu).  You cannot view a letter that has not been saved or if it has not been properly associated with a word processor.

LOG ITEM NAME

By default, the log item detail uses the file name of the highlighted template as the item name.  You can change this default by typing a name into the Log Item Name text box.  This text box is unavailable unless you turn on the Log check box.

You can also change the item name before saving the letter log item detail.

VIEW BUTTON

Select this button to type the body of your letter or to preview the letter and make changes before sending it.  Any field codes in the letter will be filled in with the data from the item that was highlighted when you chose Tools-Send Letter-To Selected Item.

If you select a template with a Type of TXT (a plain text file) and chose View in the dialog box, Commence launches your preferred text word processor with the text file. At that point, you can convert the letter into the native format of the word processor (usually the word processor offers you this option when it reads in the file.)  From the word processor,  you can edit the letter (including adding whatever formatting is supported by the word processor), print it, and/or save it as a normal word processor file.

If you select a formatted template (i.e., a file with a Type other than TXT, such as DOC or SAM) and chose View in the dialog box, Commence sends DDE messages to the word processor instructing it to copy the template into a new document file and then retrieve the needed data field values from Commence.  (The data field substitution is done by a macro running in the word processor which communicates with Commence to get the needed data values.)  After the data values are substituted into the document, Commence maximizes the word processor and you can manually edit, print, or save the new letter.

CUSTOM LETTER FILENAME

You can type a full path or file name for a letter in this text box.  If you enter a full path into the Custom Letter Filename text box, then Commence saves the letter in the location specified by the path.  If you enter only a file name, then the letter is saved to a default directory.  This default directory will be one of three possible directories, depending on whether or not you are logging the letter:

--	If the letter is a logged letter, it is saved in the Logged Letters directory specified via Customize-Preferences-Letters.

--	If the letter is not logged, it is saved either in the directory specified by the DOS TMP variable (if it is set) or in the Windows installation directory.

Caution:  If you rename an unlogged letter, Commence cannot automatically delete it when you are finished viewing or printing it.  You will have to delete it yourself.

PRINT BUTTON

If you select a TXT template and chose Print, Commence creates a text letter by replacing the Field Codes in the template with data values from the highlighted item in the active view and displays the Print Letter dialog box.

If you select a formatted template and chose Print,  Commence sends DDE messages to the word processor instructing it to copy the template into a new document file and then retrieve the needed data field values from Commence.  (The data field substitution is done by a macro running in the word processor which communicates with Commence to get the needed data values.)  After the data values are substituted into the document, the word processor prints the document and closes the file.  Note that the printed document will be formatted with whatever formatting you have specified in the template file.

If you want to cancel printing a formatted letter, you must first interrupt the word processor macro and then cancel the print job.  How you cancel a macro depends on the macro language of the word processor;  pressing the ESC key cancels a macro in Word for Windows and WordPerfect.

The letter prints on the default printer selected for the word processor.

Note:  If you want to specify other print options for a formatted letter (e.g., print multiple copies, print a subsection of the letter etc.) use the View button to create the letter, and then use the word processor directly to enter the options.

CANCEL BUTTON

Select the Cancel button to return to the work area.


Print Letter Dialog Box

This dialog box is displayed when you select the Print button on the Send Letter dialog box with a text template highlighted.

COPIES

In the Copies text box, enter the number of copies of the letter that you want to print.

DRAFT QUALITY

Check the Draft Quality check box if you want a lower resolution printout and your printer supports this print mode.

FONTS

If you want to select a different font for the letter, chose the Fonts button.  Commence shows you the Select Font dialog box.  The specific fonts available depend on the configuration of your system.  Keep in mind that the font you select will be applied to all the characters in the letter.

OK

Select OK in the Print Letter dialog box to start printing the letter.  The letter prints on the default printer selected by Commence (see File-Printer Setup).

CANCEL

As with other printing done by Commence you can cancel the printing operation by selecting  the Cancel button from the dialog box displayed while printing.


Send Letters To All Dialog Box

This dialog box is displayed when you select the Tools-Send Letter-To All Items command.

Highlight the letter template you want to use for your letter and select the Print button to print the letter.  To log the letter, turn on the Log check box and optionally type in a name for the log item.

The Send Letters To All dialog box contains these elements:

TEMPLATES LIST BOX

This list box shows the names and Types of all templates available for use with the active category.  Select which letter you want to send by highlighting one of the templates in the list.

Commence provides some initial templates, but you will probably want to customize these or create new ones.  The details of setting up and using both text and formatted letter templates are discussed in Customize-Database-Letter Template.

LOG CHECK BOX

You can create one letter log item that is connected to the all the recipients of the letter by turning on the Log check box. The log item also contains other information about the letter.  Commence is initially configured to log your letters using the Letter Log category, but this is a preference that you can change.  See Customize-Preferences-Log for details.

The letter itself is saved in a file on disk and the file name is recorded in the Reference File field in the Letter Log item.  The current date is entered in the Date Sent field.   You can enter a name for the log item or accept the default name.

Commence opens an item detail of the Letter Log item so you can add other information to it before it is saved (typically you might want to enter some notes in the Subject field).  Normally, you would complete the letter and save it before logging it.

After the letter has been logged and saved, you can look at the letter later on by pressing the View button in the Reference File field.  This launches the word processor associated with the file extension of the saved letter.  (Use Windows File Manager to associate word processors with letter file extensions.  Select File-Associate from the menu.).  You cannot view a letter that has not been saved or if it has not been properly associated with a word processor.

LOG ITEM NAME

By default, the log item detail uses the file name of the highlighted template as the item name.  You can change this default by typing a name into the Log Item Name text box.  This text box is unavailable unless you turn on the Log check box.

You can also change the item name before saving the letter log item detail.

CUSTOM LETTER FILENAME

You can type a full path or file name for a letter in this text box.  If you enter a full path into the Custom Letter Filename text box, then Commence saves the letter in the location specified by the path.  If you enter only a file name, then the letter is saved to a default directory.  This default directory will be one of three possible directories, depending on whether or not you are logging the letter:

--	If the letter is a logged letter, it is saved in the Logged Letters directory specified via Customize-Preferences-Letters.

--	If the letter is not logged, it is saved either in the directory specified by the DOS TMP variable (if it is set) or in the Windows installation directory.

Caution:  If you rename an unlogged letter, Commence cannot automatically delete it when you are finished viewing or printing it.  You will have to delete it yourself.

PRINT BUTTON

If you select a TXT template and chose Print, Commence creates a text letter by replacing the Field Codes in the template with data values form the highlighted item in the active view and displays the Print Letter dialog box.

If you select a formatted template and chose Print,  Commence sends DDE messages to the word processor instructing it to create the letter document, fill in the necessary data for the item, then print the document.  This process is repeated for all the items in the active view.  Note that the printed documents will be formatted with whatever formatting you have specified in the template file.

If you want to cancel printing a formatted letter, you must first interrupt the word processor macro and then cancel the print job using Windows Print Manager.  How you cancel a macro depends on the macro language of the word processor;  pressing the ESC key cancels a macro in Word for Windows, Ami Pro, and WordPerfect.

The letter prints on the default printer selected for the word processor.

Note:  If you have modified the active view, you cannot select the Print button with a formatted template highlighted unless you've saved the view.  If this is the case, select the Cancel button and use the Views-Save View command to save the view or use the Views-Save View As command to save the changes under a new name and leave the original version of the view unchanged.  Then try printing the formatted letter again.

CANCEL BUTTON

Select the Cancel button to return to the work area.


Spell Checker Dialog Box

This dialog box is displayed by the Tools-Spell Check command when it finds a misspelled word in a text field on an item detail.

As the spell checker finds a spelling it does not recognize, it displays a portion of the text containing the unrecognized spelling and highlights it.

The Spell Checker dialog box gives you three buttons for accepting the spelling of the currently highlighted word as correct, one that allows you to manually edit the word or ask the spell checker for suggested spellings, and a Done button to leave the spell checker.  Once all misspelled words have been accepted or replaced, only the Done button remains selectable.

HERE

To accept only the currently highlighted occurrence of a word's spelling within the field being checked, select the Here button from the Accept group box.  Commence then highlights the next misspelled word in the field (if any).

EVERYWHERE

To accept all occurrences of a word's spelling within the field being checked, select the Everywhere button from the Accept group box.  Commence then highlights the next misspelled word in the field (if any).

PERMANENTLY

To place the current spelling of a word into your personal dictionary and accept all occurrences of a word's spelling within the field being checked, select the Permanently button from the Accept group box.  This lets you add words, such as jargon or acronyms, common to your business or profession, so that the spell checker won't flag them as misspellings.  Commence then highlights the next misspelled word in the field (if any).

SUGGESTIONS

Select the Suggestions button to manually edit the misspelled word or get spelling suggestions from the spell checker.  Selecting this button displays the Type a Correction or Select a Suggestion dialog box.

DONE

Select the Done button when you are finished checking the spelling of words.


Type a Correction or Select a Suggestion Dialog Box

This dialog box, displayed when you select the Suggestions button from the Spell Checker, allows you to correct a misspelled word found by the Tools-Spell Check command by either:

--	editing the text in the Correction text box, or

--	selecting an alternative spelling for the misspelled from the Suggestions list box.  If you choose a suggested spelling, it appears in the Correction text box.

Once you are satisfied with the text in the Correction text box, select one of the buttons explained below to tell the spell checker how to perform the substitution of the new spelling for the incorrect one.

CORRECTION TEXT BOX

This text box originally contains the misspelled word found by the spell checker.  Change its contents using the mouse and keyboard, or by selecting one of the spell checker's suggestions from the Suggestions list box.  Use one of the buttons on the right side of the dialog box to use the contents of the Correction text box to replace the misspelled word or return to the Spell Checker without correcting the word.

SUGGESTIONS LIST BOX

Lists suggested spellings for the misspelled word.  Selecting one of these suggestions places it in the Corrections text box.

HERE

Substitute the contents of the Correction box for the currently highlighted occurrence of the word within the field being checked by selecting the Here button from the Apply box.  Commence then highlights the next misspelled word in the field (if any).  (The currently highlighted occurrence is the one that was highlighted when you selected the Suggestions button from the Spell Checker dialog box.)

EVERYWHERE

Substitute the contents of the Correction box for all occurrences of the word within the field being checked by selecting the Everywhere button from the Apply box.

CANCEL

To leave the misspelled word unchanged, select the Cancel button.  Commence returns you to the Spell Checker dialog box, with the highlight still on the original misspelled word.


Schedule Meeting Dialog Box

See Also

This dialog box is displayed when you select the Tools-Schedule Meeting command.

The description of this dialog box is based on the Meeting Preferences set in Commence's pre-defined categories.  If (Use Outlook) has been selected using the Customize-Preferences-Meeting menu command, the Schedule Meeting command will launch the Microsoft Outlook Meeting Scheduler. Refer to the Microsoft Outlook online help for additional information about using the Microsoft Outlook Meeting Scheduler.

The Schedule Meeting dialog box contains these elements:

NAME

Type in a descriptive name for the appointment or calendar to-do.  The name can be up to 35 characters.  This field is required.

LOCATED IN

This list box contains the names of items from a location category.  Select one item as the location for the meeting.  This field is optional.

PARTICIPANTS AND NON-PARTICIPANTS

These list boxes contain item names from the Person/Company category.  The boxes are used to build a list of participants for the meeting as described below.  If you select Find Time, the appointment category of the selected Participants is checked for availability.  See Find Time dialog box.  If you select Save, the saved appointment is connected to these selected Participants.

To select Participants, highlight one or more people from the non-participants list box and select either the Required or Optional button to move them to the Participants list box.  Required participants have check marks in front of their names in the list box.  If you have a User Item selected, your name will already be selected as a "Required" participant.

To remove participants from the meeting, highlight a name from the Participants list box and select the Remove button.

To highlight multiple individual items in either of the Participants list boxes, press and hold down the Ctrl key as you click the mouse button over them.  To highlight a range of items in either of the Participants list boxes, highlight the first item in the range, move the list box using the scroll bars (if necessary) to display the item at the other end of the range, then press and hold down the Shift key as you click the mouse button over the last item in the range.

Shortcut:  To add a single optional participant, double click the mouse button over the name of a participant in the list box at right.  To remove a single optional or required participant, double click the mouse button over the name of a participant in the list box at left.

FIND TIME

Select this button to find an available appointment date and time for the selected Participants.  For more information, see Find Time dialog box.

DATE

Type in a date for the meeting.  If present, it is used as the starting date for Find Time.  This field is optional and defaults to today's date.

START TIME

Type in a start time for the meeting.  This field is optional if you are using the Find Time feature or saving a Day Title.

END TIME

Type in an end time for the meeting.  This field is optional if you are using the Find Time feature or saving a Day Title.  If you save this information with a Start Time but a blank End Time, Commence automatically sets your End Time to equal your Start Time.

COMMENTS

Type in an agenda, notes, or comments for the meeting.

COORDINATED BY

This box lets you select the name of the person responsible for the meeting.  When you select Save, this person will be connected to your appointment item.  This person's appointments are not checked for availability.

RESOURCES

Select this button to choose resources such as a viewgraph projector or speaker phone needed for your meeting.  See the Resources dialog box for more information.  When you select Save from the Schedule Meeting dialog box, any resources you selected are automatically connected to the appointment.

SAVE

Select this button to add your new item and its connections to your calendar category.

CANCEL

Select this button to close the Schedule Meeting dialog box without adding an item to your calendar category.


Find Time Dialog Box

This dialog box is displayed when you select the Find Time button on the Schedule Meeting dialog box.  The purpose of this dialog box is to let you choose a meeting date, start time, and end time for the Participants you selected in the Schedule Meeting dialog box.

Time slots are color coded so that you can find free time at a glance.  White space indicates a time when all selected participants are free.  Red indicates a time when at least one required Participant is busy.  Blue indicates a time when none of the required participants are busy but at least one Optional Participant is busy.

The Find Time dialog box contains these elements:

HRS/MINS

The value in these boxes determines the size of the free time slot you want Commence to find.  When you first enter the Find Time dialog box, these boxes display the meeting duration.  If you set a Start Time and End Time in the Schedule Meeting dialog box, Commence calculates your meeting duration and displays the value here.  If no End Time is entered, this value defaults to 30 minutes.  Use these boxes to change the duration of the meeting.

DATE

When you first enter the Find Time dialog box, this text box displays either today's date or the Date specified on the Schedule Meeting dialog box.  Either type a new date in the text box or use the Time/Date Grid (see below) to select a date.

START TIME

When you first enter the Find Time dialog box, this text box displays either the current time or the Start Time specified on the Schedule Meeting dialog box.  Either type a new start time in the text box or use the Time/Date Grid (see below) to select a start time.

END TIME

When you first enter the Find Time dialog box, this text box displays either the End Time specified on the Schedule Meeting dialog box or, if no End Time was specified, 30 minutes after the Start Time.  If you change the Hrs/Mins value (indicating meeting duration), Commence recalculates the End Time.

SKIP BY DAY

Select one of these buttons to move the Time/Date Grid backward or forward by one day.

SKIP BY SCREEN

Select one of these buttons to move the Time/Date Grid backward or forward by 14 days.

LEGEND

Shows the colors or shades used to identify which time slots are free for all selected participants (None), busy for at least one Required participant (Required), and busy for at least one Optional participant (Optional).

TIME/DATE GRID

Displays 24 time slots for each day in a 14 day period.  When this box first appears, the day displayed on the left of the grid is either today or the day selected as the Date for the appointment on the Schedule Meeting dialog box.

Click the mouse button over a single time slot.  The Date, Start Time, and End Time boxes change to reflect your selection.

OK

Select this button to confirm your choices for Date, Start Time, and End Time and return to the Schedule Meeting dialog box.

CANCEL

Select this button to cancel the currently specified Start Time, End Time, and Date and return to the Schedule Meeting dialog box without making any changes.


Resources Dialog Box

This dialog box is displayed when you select the Resources button on the Schedule Meeting dialog box.  The purpose of this dialog box is to connect the appointment you are scheduling to items in your Resource category.  Connecting resources serves as a reminder to the coordinator and attendees that particular resources are required for the meeting and must be reserved in whatever way is appropriate for your organization.

The Name, Located in and Date/Time text is copied from the information in the Schedule Meeting dialog box to identify the meeting.

The Needed and Not Needed list boxes in the middle of the dialog box, and the buttons between them, are used to build a list of required resources for the meeting.

To add a resource to the meeting,  highlight one or more resources from the Not Needed list and select the Add button.  To remove resources from the meeting, highlight them in the Needed list box and select the Remove button.

To highlight multiple individual items in either of the list boxes, press and hold down the Ctrl key as you click the mouse button over them.  To highlight a range of items, highlight the first item in the range, move the list box using the scroll bars (if necessary) to display the item at the other end of the range, then press and hold down the Shift key as you click the mouse button over the last item in the range.

Select the Save button to confirm your choices.  Select Cancel to return to the Schedule Meeting dialog box without choosing resources.


Tools-Schedule Meeting

Scheduling Meetings with Microsoft Outlook


Scheduling Meetings with Microsoft Outlook

See Alsoseealso_tools_schedule_meeting_outlook

Once you have completed the Outlook Calendar field mappings, the Schedule Meeting tool in Commence will then link directly with Outlook. Group scheduling of meetings will now take into account the schedules of both Commence and Outlook users on the same screen, making it easier to find an available time for the meeting.

1	In Commence, select Tools -> Schedule Meeting. Microsoft Outlook starts up and a meeting request form is displayed. Refer to the On-line help in Outlook for additional assistance.

2	Click the To: button on the Appointment screen to open the Address Book. Select attendees and resources.

3	Determine a meeting time.

4	In the Subject: box, type a description.

5	Select other options you want.

6	Click Send.

As soon as the Outlook meeting request screen is closed, Outlook will E-Mail your meeting request to all the attendees and resources that you selected so they can respond to the meeting invitation.


Customize-Database-Agent

See Also

One of the most powerful features of Commence is its agent facility.  Agents let you instruct Commence to automatically perform tasks for you.

This command displays the Agent tab.

From this tab, you choose the trigger, up to two optional conditions, and up to four actions for a new agent.  You can also edit and delete existing agents.


Agents Overview	A brief explanation of agent concepts.

Trigger Overview	Overview of agent triggers and trigger items.

Action Overview	Overview of agent actions and how they use trigger and condition items.

Condition Overview	Overview of agent conditions and condition items.

Summary Tables	Summary tables of all triggers, conditions, and actions.

Designing Agents	Guidelines on how to design, create and test new agents.

Using Trigger and Condition Data

Using Field Codes in Actions

Setting Field Values via Agents

Tools-1, 2, 3...	Launch user-defined agents with menu pick triggers.


Agents Overview

A simple agent consists of a trigger and an action.  The trigger defines the event that causes the agent to perform its task;  the action determines what task is performed.

A trigger is said to occur or "fire" when the event or time specified in the trigger definition happens.  For example, a trigger could fire every Friday at 4 PM.  When an agent's trigger fires, the agent performs its action.  The agent's action could be to print a copy of your calendar for the next week.

Agents have one and only one trigger, but they can have up to four actions.

In addition, each agent can have up to two conditions.  Conditions are additional tests that a triggered agent checks before it performs its action(s).  A simple example of a condition is to check whether the current day is a weekday.  The major distinction between triggers and conditions is that triggers are discrete events that are true at one moment in time only, while conditions are states that can be true over a period of time.

Agents can be triggered from a rich set of events.  Timers, user-defined menu picks and tool bar buttons, data operations (adding or editing items), and DDE messages from other Windows applications can all be used as agent triggers.  Agents can also be triggered by alarms based on date and time fields in data items.  Most triggers can pass data items (called the trigger data) to the agent's actions.  Similarly, conditions can be defined which test for time/date intervals or test the state of particular data items in Commence.  Like triggers, conditions can also pass data on to the agent's actions.

An agent's actions can perform a variety of operations: they can edit or add Commence data (including data passed from the agent's trigger or conditions), alert the user in various ways, and even interact with other Windows applications.


Agent Tab

This tab  is displayed when you select the Customize-Database-Agent command.

This tab lets you manage the agents provided with Commence and define and manage your own agents.  You can:

•	Select the Add button to add a new agent.

•	Highlight an agent name in the Agent Names list box and select one of the Edit, Copy, or Delete buttons to edit, copy, or delete the highlighted agent.

The elements of this dialog box are:

AGENT NAMES LIST BOX

The Agent Names list box shows you all the agents that are currently defined.  The status of each agent is displayed to the right of the agent name.  An agent status can either be active or inactive.

When an agent is highlighted, the Agent Description message box will show a summary of the agent’s trigger, conditions, and actions.

ADD BUTTON

To add a new agent, select the Add button.  Commence displays the New Agent dialog box.

EDIT BUTTON

To examine or edit an agent, highlight it and select the Edit button.  This brings up the details of the agent in the Edit Agent dialog box.

Shortcut:  Double-click the left mouse button while pointing at an agent name in the Agents list box to edit the agent's definition without selecting the Edit button.

COPY BUTTON

To make a copy of an existing agent and edit the copy, highlight the agent and select the Copy button.  The details of the copied agent are displayed in the New Agent dialog box.

DELETE BUTTON

To delete an agent, highlight it in the Agents list box and select the Delete button.  Commence asks for confirmation before deleting the highlighted agent.

OK BUTTON

Once you are finished working with agents, select the OK button to return to the Agent tab.


New/Edit Agent Dialog Box

See Also

If you select the Add, Edit or Copy buttons on the Agent tab, you get a dialog box that lets you setup an agent’s components.

The title of the dialog box will be either New Agent (if you are adding or copying an agent), or Edit Agent (if you are editing an existing agent).  The elements within the New Agent and Edit Agent boxes are identical.

If you are adding a new agent and just want to review the options for conditions and actions, first press the T button to select any trigger.  Then select either 1 or A to view the possible conditions and actions, respectively.  You can make selections for both conditions (1 and 2) and still go back and change the trigger.  However, you should not make a final selection of the agent actions until after you have decided on the trigger and conditions for the agent since different selections can change the available options for some actions.

The elements of this dialog box are:

AGENT NAME TEXT BOX

If you are adding or copying an agent, this text box is blank;  you must fill in an agent name before you can save an agent.  If you are editing an agent, the Agent Name text box contains the name of the agent you are editing;  you can change the name by typing new text into the box.

ACTIVE CHECKBOX

Turn this checkbox on to activate the agent.  Uncheck the box to deactivate the agent.  Another way to temporarily deactivate all agents is to use a command line option on /noagents.

Note:  When you save a new agent, the status of the new agent will be set to activate so you can start using your new agent immediately.

IF THIS TRIGGER OCCURS GROUP BOX

This box shows the current trigger selection for the agent.  If there is a label of (none) to the right of the button, then there is no trigger currently set for that agent.

If you want to view or change the trigger, select the button labeled T to bring up the Add Trigger dialog box;  if a trigger is already defined, the Edit Trigger dialog box is displayed.  The Edit Trigger dialog box is identical to the Add Trigger dialog box, except it is filled in with the details of the existing trigger.

AND THESE CONDITIONS ARE TRUE GROUP BOX

This box shows the current condition selections for the agent.  If there is a label of (none) to the right of the button, then there is not a condition currently set.

To view or edit a condition, select one of the buttons labeled 1 or 2 to display the Add Condition dialog box;  if a condition is already defined, the Edit Condition dialog box is displayed.  The Edit Condition dialog box is identical to the Add Condition dialog box, except it is filled in with the details of the existing condition.

You cannot select either of the 1 or 2 buttons unless a trigger has been selected.

THEN PERFORM THESE ACTIONS GROUP BOX

This box shows the current action(s) selected for this agent.   If there is a label of (none) to the right of a button, then there is not an action specified for that position.  To view or edit one of the actions, select one of the buttons A, B, C, or D to display the Add Action dialog box;  if an action is already defined, the Edit Action dialog box is displayed.  The Edit Action dialog box is identical to the Add Action dialog box, except it is filled in with the details of the existing action.

You can look at the selection of triggers by selecting the T button under If this Trigger occurs.  However, you will not be able to select a condition button (1 or 2) or an action button (A to D) unless a trigger has been selected.

OK AND SAVE BUTTONS

If you are editing an agent in the Edit Agent dialog box and have not made any changes, select OK to return to the Agent tab.  If you have made any changes to the agent, the OK button changes to a Save button.  If you select Save, Commence saves any changes that you make to the agent (its name or the specifications of its components).

CANCEL BUTTON

Select the Cancel button to return to the Agent tab without saving a new agent or to undo changes to an edited agent.


Designing Agents


Trigger Overview

The agent triggers are grouped into four classes;  these classes and the triggers they contain are:

Timer:  There is a time-based trigger (Timer and Commence Event) that can be set to occur periodically (once a week, for example) or can be set to occur only once at a given date and time.

Manual:  There are three manually-operated triggers (Menu Pick, Tool Bar Pick, and Keyboard Hotkey) these fire when you select the associated menu item on the list at the bottom of the Tools menu, select the Tool Bar button for the trigger, or press a keyboard hotkey combination, such as CTRL+SHIFT+H.

Data Item:  There are two triggers that are fired by adding or changing data items in Commence.  A trigger can be set to fire when an item is added, edited, or both (Save Item).  A trigger can also work as an alarm based on the date and time in an item (Item Alarm).

External:  The Receive DDE trigger is fired when Commence receives a specified DDE message from another Windows application or from another Commence agent.  The Incoming Communication trigger lets agents perform actions when a telephone call or E-Mail message has been received.

Most triggers can pass data from the item that triggered the agent.  The currently highlighted item in the active view) is referred to as the trigger item.  The actions in the agent can be set up to use values from the trigger item or to modify values in the trigger item.  See Using Trigger and Condition Data.


Condition Overview

In addition to a trigger, you can specify one or two optional conditions that must be true before an agent's actions are performed.  These conditions can be used to further define the scope and operation of the agent.

There are three agent conditions.  One condition is a Time Interval (like "all day Monday", or "all day every weekday").  The Item Count condition tests the number of items in a view.  There is also a Field Summary Condition which combines numerical values from the items in a view and compares the result to a value specified in the condition definition.

Field Summary and Item Count conditions can pass a set of items (called the condition data) to the agent's actions.  Unlike triggers, these conditions can pass data from all the items that meet the condition's criteria.  (Triggers only pass a single item:  the one that caused the trigger to fire.)  See Using Trigger and Condition Data.

The major distinction between triggers and conditions is that triggers define discrete events while conditions are tests that can be either true or false for extended periods.  Thus conditions are not suitable by themselves for initiating agents;  such an agent would either operate continuously or not at all.

Note:  Agent's conditions are not evaluated until after the agent's trigger fires.  All conditions must be true before any agent actions can be performed.

Examples

The distinction between triggers and conditions is important, so we will look at some examples that demonstrate the difference.

Both triggers and conditions can be time-based.  A Timer trigger can be set to fire at a specific time, like 5PM on January 1st, 2002;  or, at a specific recurring time, like every day at noon.  On the other hand, the time-based condition, Time Interval, refers to a time span or set of time spans, such as "all day on January 1st, 2002", or "all day every Monday".

In other words, time-based triggers correspond to particular instances in time, while the time-based conditions refer to time intervals.  Thus the triggers are true (will fire) momentarily, while the conditions can be true for an extended interval.  Note that while the condition becomes true at a specific time, this change is not treated as an event.

Both triggers and conditions can be based on the state of data in Commence.  For example, a trigger can be set to fire every time a new Calendar item is added using a Save Item trigger.  In the same agent, we can have an Item Count condition that is true if there are more than 100 Calendar items and an action that warns us with a message box when we have more than 100 Calendar appointments.  If we start with no Calendar items, then whenever a new Calendar appointment is added, the trigger will fire.  However the condition will not be true until we have added the 101st appointment.  Thus, the message box appears only after the 101st item is added.  As more items are added, the message box will appear again for each new item. (It continues to appear until we delete some items and reduce the number of Calendar appointments to below 100.)

Again we see that the trigger corresponds to a specific event (in this case, saving an item). In contrast, the condition becomes true when the 101st item is added, but the condition is only tested within an agent, after that agent's trigger has fired.


Action Overview

The work done by an agent is specified by its actions.  Up to four actions can be performed by a single agent.

The actions are grouped into four classes:  Alerts, Data Modification/Display, Commence Commands, and External Commands.  In most cases, actions use values from or operate on data items passed from the agent's trigger (the trigger data) or one of its conditions (the condition data).  The four classes and the individual actions are briefly described below.

Alerts:  There are four alerting actions that can be used as warnings, reminders, or notifications.  The alerting actions are Icon Modification, Message Box, Status Bar Message, and Play Multimedia.  These actions are useful if you want your agent to alert you about some condition or prompt you to do something.  The Message Box action can also display a choice of sub-actions, but only one of these actions can be performed at a time when the agent fires.

Note:  When an agent performs similar actions on multiple items (e.g., editing 6 items), only one message box is displayed for the set of similar actions.

Data Modification/Display:  There are five actions that will modify or display Commence data.  Two actions, New View and Open View, are only used to display data.  They are analogous to the Create New and Open buttons on the  Views-Open/Manage Views dialog box: including them in an agent is equivalent to automatically using the menu interface.  You will use these actions whenever you want an agent to show you a number of related items.  Of course, once the action presents you with the view, you can manually examine and process the individual items any way you like.

The other actions in this class are Add Item, Edit Item, and Delete Items.  These are some of the most powerful (and most complex) actions in Commence.  As their names imply, these actions can add, edit, and delete data items.  The Add Item and Edit Item actions can optionally display the item(s) they are adding or editing so you can view them or further modify them.

It is important to recognize that you can use these actions either to make agents that do all the work themselves or to make agents that allow you to enter or change some of the data yourself.

Commence Commands: There are 10 actions that perform Commence menu commands: Print Items, Print Letter, Import, Export, Sync Link Out, Sync Link In, Backup, Set Agent Status, Manage Desktop, Outlook Sync, and Use Telephone.

The Print Items action allows an agent to print data items and/or views from Commence. The Print Letter action generates and prints a letter using a template.  The Import and  Export actions use a pre-selected file and a pre-selected template.  The Sync Link Out and Sync Link In also use a pre-defined file.  The Set Agent Status action allows an agent to make another Commence agent active or inactive.  The Manage Desktop action allows you to cascade, tile, or close all views.  It also allows you to open another desktop.  The Use Telephone action will answer a telephone call, dial the telephone, or hang up the telephone.

External Commands: Finally, there are four actions that let agents work with other Windows applications.  The Application Launch action launches another application and the Send DDE action sends a DDE message to another application or to another Commence Agent.  The Create E-Mail action creates and sends an electronic mail message. The Process E-Mail action lets you delete or move E-Mail to a folder.


Summary Tables

The following tables summarize Commence's triggers, conditions, and actions for agents.  The table indicates which triggers generate trigger data, which conditions generate condition data, and which actions either require or can optionally use this data.

These tables are best viewed in a maximized help window (press ALT+SPACEBAR and select Maximize).

Triggers

Type	Name	Trigger Data	Fires...

Timer	Timer	No	at predetermined times

Commence Event	No	when Commence starts or closes

Manual	Tool Bar Pick	Optional	when a tool bar button is pressed

Menu Pick	Optional	when an agent name is selected from Tools menu

Keyboard Hotkey	Optional	when a keyboard combination is pressed

Data Item	Item Alarm	Yes	before a data item becomes current

Save Item	Yes	when a data item is edited and/or saved

External	Receive DDE	No	on incoming DDE message

Incoming Communication	No	when a telephone call or E-Mail message is received

Conditions

Type	Name	Condition Data	Evaluates True...

Data	Field Summary	Yes	if a field summary matches criteria

Item Count	Yes	if item count matches criteria

Time	Time Interval	No	for specified time interval

Actions

Type	Name	Uses Data	Description

Alerts	Icon Modification	No	Changes the appearance of an icon on the icon bar

Message Box	Optional	Displays a message box and can also do sub-actions

Status Bar Message	Optional	Displays a message on the status bar

Play Multimedia	Optional	Plays a Windows multimedia file

Data 	Add Item 	Optional	Adds a new item and optionally displays it

Modification/	Edit Item 	Required	Edits an existing item and optionally displays it

Display	Delete Item 	Required	Deletes an existing item

New View	Optional	Displays a new view

Open View	No	Displays an existing view

Commence	Print Letter	Required	Generates a letter using a template

Commands	Print Items	Optional	Prints a view or item

Import	Required	Import data from an external DOS file

Export	Required	Export data to an external DOS file

Sync Link Out	Required	Create an update file for synchronizing databases

Sync Link In	Required	Read an update file to synchronize the database

Backup	Required	Compress the database into an external DOS file

Outlook Sync	Required	Exchanges data with Microsoft Outlook

Use Telephone	Optional	Will answer a telephone call, dial the phone, or hang up

Set Agent Status	No	Makes another agent active or inactive

Manage Desktop	No	Cascades, tiles, or closes all views. Can open a desktop

External 	Application Launch	Optional	Launches another application with command line data

Commands	Send DDE	Optional	Sends a DDE message

Create E-Mail	Optional	Creates and sends an electronic mail message

Process E-Mail	Optional	Deletes or moves E-Mail to a folder


Add/Edit Trigger Dialog Box

Selecting the T button under If this Trigger occurs in the New Agent or Edit Agent dialog box brings up the Add Trigger dialog box. If you are editing an existing trigger, then the title bar of the dialog box says Edit Trigger and the details of the existing trigger appear in the box.  The controls and operation of the two boxes are identical.

The same dialog box is used for all triggers, but its contents vary depending on what you highlight in the Trigger Type list on the left hand side of the box.  As you select a different trigger type, the right hand side of the box changes to present the options appropriate for the trigger type you have highlighted.  Also, when you highlight a different Trigger Type a brief description of the trigger you have selected is shown under the list box.

If you select the Clear button in the Add Trigger or Edit Trigger dialog box, the options for the current trigger are cleared.  The OK button returns you to the previous dialog box (New Agent or Edit Agent) and saves the trigger values you have defined.  The Cancel command restores the previous trigger options (if any).

These are the triggers that you can use in Commence agents:

Commence Event

Fires when Commence starts or exits

Incoming Communication

Fires when a telephone call or E-Mail message is received

Item Alarm

Fires before a data item becomes current

Keyboard Hotkey

Fires when you select a specific keyboard hotkey combination

Menu Pick

Fires when you select the associated menu pick from the Tools menu

Receive DDE

Receive parameterized data from other Windows applications and pass this data to the agent's actions

Save Item

Fires when a data item is saved (added and/or edited)

Timer

Fires at predefined times

Tool Bar Pick

Fires when you select the associated button on the tool bar


Commence Event Trigger

See Also

The Commence Event trigger enables agents to run whenever Commence starts or closes.  This trigger makes it easier to write agents to perform initialization and cleanup tasks.

If you choose to trigger on event: Commence starts, then the agent will fire immediately upon starting Commence, but only if the database in which the agent is defined is the active database.  You can ensure that the correct database is opened when Commence starts by using either the /prompt or the /database= command line options.  Otherwise, Commence will open the last database that was active when you last exited from Commence.  Using File-Open/Manage Database to open the correct database later will not trigger the agent.

If you select to trigger on event: Commence closes, then the agent will not attempt to fire until you try to exit from Commence.  Then, once the agent starts to fire, Commence will remain open until the agent has completed its actions.  You can exit a number of different ways, by selecting File-Exit from the Commence menu, or by double-clicking on the Control box in the upper left corner of the Commence window, or by clicking on the close button in the upper right corner of the Commence window.

Warning:  Do not attempt to reboot your PC if an agent is firing.


Incoming Communication Trigger

The Incoming Communication trigger allows you to detect when you have received new mail in your E-Mail inbox.  The E-Mail application does not need to be running for this trigger to work; Commence, however, must be open to the database where the agent is defined.  Along with this trigger, there are several new keywords that can be used in actions.

The Incoming Communication trigger can also be setup to detect when the telephone has rung.  The incoming phone call can be logged, using several new keywords that can be used in actions.


Item Alarm Trigger

The Item Alarm trigger works as a warning signal.  It is fired (at an interval that you select) before an item (an Calendar appointment, for example) becomes current. The specification of an Item Alarm trigger consists of identifying which items generate alarms, and how far in advance the alarm trigger goes off.  All Item Alarm triggers work within a single category (e.g., Project, Calendar, etc.).  You must also identify the date and time fields in the category that are used to set the alarm.

You can set an Item Alarm trigger for items in a view or in a category.  Make this selection by picking the View or Category radio button under For Items In.

If you select View, a drop-down list box appears that lets you select one of your current views.  Note that selecting a view determines the category of the view.

If you select Category, a drop-down list box appears that lets you select one of your categories.  You can just set the alarm for any item in the category, or you can restrict it to a filtered sub-set of the category.  Use the Select Filter button to bring up the Filters tab and define a filter for that category.

After you have selected a view or category, you must pick the date and time fields that will be used for the item alarm.  Based on your choice of view or category, the Trigger If section of the box lets you select these fields.  Use the drop-down list box next to The date in field: to pick the date field.  Use the drop-down list box next to and the time in field: to pick the time field.

Set the amount of time before the value in the time field that the trigger will fire by adjusting the values in the hour(s) and minute(s) controls.  (You can use the arrows to move the values up and down, or just type in a number.)

If you check Trigger if Missed, then if Commence is not active when the trigger should have fired, it fires as soon as Commence is restarted.

An Item Alarm trigger passes the data item that activated it as a trigger item.


Keyboard Hotkey Trigger

A Keyboard Hotkey trigger is manually controlled:  it fires when you select the keystroke combination associated with the trigger.  You can also specify which desktop the agent will be available.

To avoid conflicts, the keyboard combination must include CTRL + ALT+ <key> or CTRL + SHIFT + <key> when using letters.  However, function keys and numeric keypad keys can appear alone or in any combination with SHIFT, CTRL, or ALT.  Also note that Commence will only process the keystroke combination if it is the active application.

Some sample keystroke combinations are:

CTRL + ALT + A

CTRL + SHIFT + K

CTRL + SHIFT + HOME

F3

SHIFT + F3

ALT + F5

NUM 3 (3 on the numeric keypad)

WARNING	Do not try to define CTRL + ALT + DEL as a keystroke combination.  Also, avoid using other system keystroke combinations (such as ALT+TAB, CTRL+F6, etc)

Some combinations are used by other applications, including Windows, and should not be used.  Using these can cause unpredictable results.  The following is a list of some of the key combinations that you cannot use.

CTRL + SHIFT + INSERT

CTRL + SHIFT + DELETE

CTRL + SHIFT + HOME

CTRL + SHIFT + END

CTRL + SHIFT + PAGEUP

CTRL + SHIFT + PAGEDOWN

CTRL + SHIFT + LEFTARROW

CTRL + SHIFT + RIGHTARROW

CTRL + SHIFT + UPARROW

CTRL + SHIFT + DOWNARROW

CTRL + F4…F10

ALT + TAB

CTRL + ESC

A Keyboard Hotkey trigger can be associated with a specific category (e.g., Person/Company) using the Active Category drop-down list box.  If you make this association, then the menu item is only enabled when either a view of the category or an item detail from that category is active.  If another category is active, the menu item is grayed out.  If you check All Categories, then the menu pick can always be selected, regardless of the active category.

A Keyboard Hotkey trigger that is associated with a category passes data from a single item in that category as trigger data.  This trigger item is either the selected data item in a view, or the data item from the displayed item detail that has the focus.


Menu Pick Trigger

A Menu Pick trigger is manually controlled:  it fires when you select the menu pick associated with the trigger. Menu Pick triggers are added as new menu entries on the Tools menu.  You enter the text of the menu item in the Menu Text text box.  You can also enter Help Text that is associated with the entry (when the highlight is over the menu pick, the help text appears on the status bar).  The help text is useful to remind you of the agent's purpose.  You can also define which desktop the agent will appear and a keyboard hotkey.

A Menu Pick trigger can be associated with a specific category (e.g., Person/Company) using the Active Category drop-down list box.  If you make this association, then the menu item is only enabled when either a view of the category or an item detail from that category is active.  If another category is active, the menu item is grayed out.  If you check All Categories, then the menu pick can always be selected, regardless of the active category.

A Menu Pick trigger that is associated with a category passes data from a single item in that category as trigger data.  This trigger item is either the selected data item in a view, or the data item from the displayed item detail that has the focus.


Receive DDE Trigger

See Also

A Receive DDE trigger is fired by a user-specified DDE message from another Windows application.  When Commence receives a DDE "FireTrigger" execute message, it checks the message text to see if it matches any active DDE trigger.  If a match is found, the trigger is fired.  The only specification required for a DDE trigger is the message text.

To fire a DDE trigger from another Windows application, the application must initiate a DDE conversation with Commence.  Enter the text that you want to fire the trigger in the Agent Message Text Received by DDE text box.

No trigger item is passed from this trigger to an agent's actions.

Receive DDE triggers let you initiate agent processing within Commence from other Windows applications.  Commence agents can also send DDE messages to other applications with the Send DDE action. Using these DDE-based facilities allows you to build cross-application systems that can link your work in Commence to tasks done with other applications.

You can pass arguments to be used by the agent actions.  The arguments passed via a DDE trigger are accessible using the following keyword strings: (-0-), (-1-), (-2-), (-3-), (-4-), (-5-), (-6-), (-7-), (-8-),  and (-9-).  These keyword strings may be used to display the passed arguments using a message box or status bar action, to set values in an Add or Edit Item action or any other place that keyword replacement is allowed in agents.  The following example illustrates how the DDE trigger arguments are mapped to keywords.

[FireTrigger(TrigStr, Arg2, Arg3, Arg4, Arg5, Arg6, Arg7, Arg8, Arg9)]

(-0-) = Always FireTrigger

(-1-) = Trigger String, e.g., TrigStr

(-2-) through (-9-) = The string passed in that position, e.g., Arg2 through Arg9 respectively.

The DDE trigger also allows arguments 2 and 3 to be mapped to a category name and an item name respectively.  If the "arg2 equals" check box is checked (in the DDE Trigger definition dialog box), a category must be selected and Arg2 must equal that category name for that DDE trigger to fire.  In addition, Arg3 must be the name of an item in the chosen category.  If all of these conditions are met, the trigger fires and values from that item will be available for use in the agent's actions using the field name keywords such as (%Name%).

It is also possible to define a filter for a DDE trigger using the item mapping option (described above).  Press the Select Filter button to bring up the Filters tab and define a filter for that category.  If a filter is defined, not only do Arg2 and Arg3 have to match the category and an item name, but the item must also meet the filter criteria.  If the item does not match the filter, the trigger will not fire.


Save Item Trigger

The Save Item trigger is fired when an item is saved in Commence.  The specification of the trigger consists of identifying which items activate the trigger when they are saved.  All Save Item triggers work with a single category (e.g., Person/Company, Calendar, etc.). The Save Item trigger passes data from the item that was saved (trigger data).

You can specify that the trigger fires when an item is added for the first time, when an item is edited or both.  Select these options using the added and edited check boxes to the right of An item is in the Trigger If group box.

You can set a Save Item trigger for items in a view or in a category.  Make this selection by picking one of the View or Category radio buttons under Trigger If.

If you select View, a drop-down list box appears that lets you select one of your current views.  Note that selecting a view determines the category of the view.

If you select Category, a drop-down list box appears that lets you select one of your categories.  You can just set the alarm for any item in the category, or you can restrict it to a filtered sub-set of the category. Press the Select Filter button to bring up the Filters tab and define a filter for that category.

Pressing the Options button allows you to qualify the type of Save Item that has occurred.  An add/edit item can occur in a number of ways.  The table below summarizes the various options available for modifying items in Commence.

Option	Item was added/edited via…

Detail Form	an item detail in which information was manually entered by a Commence user

Agent	an agent using an Add Item or Edit Item action

Transfer In	File-Transfer In from a Commence *.TFR file

Import	File-Import (or the Import action in an agent) from an ASCII, dBASE, DIF, or ODBC file

DDE	an external program or a Commence agent using Dynamic Data Exchange

Sync Link	File-Sync Link In (or the Sync Link In action in an agent) from a remote database

Workgroup	File-Workgroup Sync or automatic synchronization (only available in a shared database)

Internet/Intranet	an Allure-enabled web site

Pilot Link	HotSync with a Palm handheld device

Other programs	an external add-on using the Commence Database API or from a Commence detail form using the Database API in a VBScript

Outlook Sync	synchronization with Microsoft Outlook

By default, the Save Item trigger assumes that the agent will fire only if an item was manually added/edited via a detail form.  Every one of these options, including the default detail form option, can be turned on or off independently, allowing you to custom select the types of save to suit your needs.  For example, by turning off the agent option, you can be sure that an agent will never trigger itself.

The following steps describe how to access the options in the Save Item trigger.

1.	Select Customize-Database-Agent.

2.	Select Add to create a new agent.

3.	Press the T button in the If this Trigger occurs: section.  This will display the Add Trigger dialog.

4.	Select Save Item from the list of Trigger types.

5.	Select a view or category from either combo box.

6.	Press the Options… button.  The Updates screen will appear.  Check as many options as needed.  The agent will run whenever an item is added or edited via the selected options.  For example, if the “Other program” option is selected, the agent will run when an Automation client adds an item to the selected view or category.

7.	Complete the remaining selections for the agent (e.g. define any conditions and actions as needed).

8.	Save the agent.

Note:  The options also work with existing agents that already use the Save Item trigger.  Simply edit the agent and modify the trigger.  Then press the Options button and check the appropriate boxes as needed.


Timer Trigger

A Timer trigger fires at a given date and time, or at a given frequency.  The Timer trigger does not depend on data in Commence, so its specification is limited to selecting the date and time parameters.  Use the Timer Frequency drop-down list box to select the timer frequency.  Depending on your choice of frequency, you can also specify Time, Date, Day, Month, and Year values with the other controls in the Timer Information section.

If you check Trigger if Missed, then if Commence is not active when the trigger should have fired, it fires as soon as Commence is restarted.  However, the trigger only fires one time, even if several trigger times were missed.

A Timer trigger does not pass a trigger item to the agent's actions.

Timer triggers are often useful in conjunction with data conditions.  They let you define agents that monitor data conditions of interest to you on a regular basis.  For example, a complete agent of this type might be:  every Monday at 9 AM, if I have any meetings with my manager this week, show me a warning message and print a listing of those meetings.


Tool Bar Pick Trigger

Tool Bar Pick triggers provide a way to manually initiate an agent.  It fires when you select the button on the tool bar associated with the trigger.

Tool Bar Pick triggers are added as new buttons to the agent tool bar.  Use the Button drop-down list box to select the bitmap to use as an identifier on the button.  Select the position of the button in the Position drop-down list box.  Only the unused positions for that desktop will appear in the Position drop-down list box.  Commence checks for any active agents that use Tool Bar Pick triggers, then makes sure the positions they use will not appear in the list. You can also define a specific desktop on which the agent will appear and a keyboard hotkey.

You can enter Help Text that will be associated with the button (when the mouse is over the tool bar button, the help text will appear on the status bar).  This is a useful way to remind yourself of what the agent does.

A Tool Bar Pick trigger can be associated with a specific category (e.g., Person/Company) using the Active Category drop-down list box.  If you make this association, then the button is only enabled when either a view of the category or an item detail from the category has the focus. If you pick the button when a different a view or detail from a different category is active, you will get a message box reminding you that the button is not enabled for that category.

A Tool Bar Pick trigger that is associated with a specific category passes data from a single item in that category as the trigger item.  This trigger item is either the selected data item in the active view, or the item from an active item detail.

If you check All Categories, then you can always select the menu pick, regardless of the active category, however, you will not easily be able to pass data to be used in the conditions or the actions.


Add/Edit Condition Dialog Box

To add, edit or delete a condition for an agent, select one of the two condition buttons (1 or 2) on the New Agent or Edit Agent dialog boxes.

Every agent can have up to two conditions in addition to its trigger.  Conditions place further qualifications on the initiation of an agent, or identify other items for the agent's actions to operate on.  The Time Interval condition is only useful in the former mode: it simply provides an additional test to determine if the agent should be invoked.  Item Count and Field Summary conditions can be used both to further define the agent initiation and to select condition items.

If you are adding a new condition, the Add Condition dialog box appears.  If you are editing an existing trigger, then the Edit Condition box will appear.  The controls and operation of the two boxes are identical.  The same dialog box is used for all conditions, but its contents vary depending on what you highlight in the Condition Type list on the left-hand side of the box.  This dialog box lets you set the options for any condition type.

As you select different conditions, a brief description of the condition you have selected is shown under the list box.

If you select Clear in the Add Condition or Edit Condition box, the values for the current condition are cleared.  The OK button saves the values, and the Cancel button restores the previous values (in an edit situation).

The three conditions available for use in Commence's Agents are the following:

Field Summary Condition

True based on a calculated value summarized across items

Item Count

True based on the number of item meeting its criteria

Time Interval

True for specified date/time intervals


Field Summary Condition

A Field Summary condition generates a summary value for all the fields in the view or category selected for the condition and compares it to a value.  The field being summarized must be a calculation or number field.  The sum or the average of the individual fields is compared to the condition's value.  If the summarized value meets the specified criteria, then the condition is true.

Select either View or Category under For Items In... to specify the items that are checked by the condition.

If you select View, a drop-down list box appears that lets you select one of your current views.  Note that selecting a view determines the category of the view.

If you select Category, a drop-down list box appears that lets you select one of your categories.  If you want to limit the condition test to a sub-set of the category, use the Select Filter button to bring up the Filters tab.  Now you can define a filter for that category.

Use the controls under Trigger If... to define the field summary and the value.  Use the Values in drop-down list box to choose the data field that will be summarized.  Select either the total or average radio button to sum or average the values respectively.  Select the type of comparison to the condition value by selecting one of the following radio buttons: more than, exactly, or less than.  Enter the condition value to be used in the comparison in the Value text box.

When a Field Summary condition is true, it passes all the items in its view, category or filtered category as condition items.

Field Summary conditions are useful for monitoring totals or averages for any fields that are numeric.  Use the condition's view or filter specification to select the subset of items that you want included in the summary.


Item Count Condition

An Item Count condition tests whether or not there are a specified number of data items in a category, a filtered category or a named view.  The condition can be defined to look for an exact match to the condition count or for an item count less than or greater than the condition count.

Select either View or Category under For Items In... to specify the items that are checked by the condition.

If you select View, a drop-down list box appears that lets you select one of your current views.  Note that selecting a view determines the category of the view.

If you select Category, a drop-down list box appears that lets you select one of your categories.  If you want to limit the condition test to a sub-set of the category, use the Select Filter button to bring up the Filters tab.  Now you can define a filter for that category.

An Item Count can be defined to look for an exact match to the item count or a connection count less than or greater than the condition count.   Use the radio group controls under Trigger If... to set the style of comparison.  Enter the condition count in the text box to the left of items are visible.

An Item Count condition passes all the items in its test view or category as condition items.

Item Count conditions are useful for passing several data items at once to an action.  Remember, if you want to design an agent that processes many items at once you should use an Item Count condition or a Field Summary condition since triggers only pass a single item as trigger data.


Time Interval Condition

A Time Interval condition tests whether or not the current time falls within a specified date and time interval.  The condition's date interval can be defined as a specific date range, or as a repeating day interval using the controls in the Date Interval section of the dialog box.  The time interval for the dates selected is set in the Time Interval section.

To set an interval between specific dates, select the From radio button in the Date Interval section.  Enter the start date and end date of the interval in the two text boxes to the right.  To set an interval based on days of the week, select the Days radio button.  Select the days of the week using the check boxes.  If you select All, the other day check boxes are grayed out until you uncheck All.

To select all times for the date interval, check the All Times check box: the other controls in the Time Interval section will gray out.  To select a time interval, uncheck All Times and use the increment controls to the right of Start Time and End Time to specify the time interval.  (You can either use the arrow controls or just type the values into the boxes.)

A Time Interval condition does not pass any condition data.

Time Interval conditions are often useful for defining or limiting the times when an agent will operate.


Add/Edit Action Dialog Box

To add, edit or delete an action in your agent, select one of the four action buttons (1 to 4) on the New Agent or Edit Agent dialog boxes.  You then see the Add Action dialog box (if you are adding a new action) or the Edit Action dialog box (if you are editing an existing action).   The controls and operation of the two boxes are identical.

The same dialog box is used for all actions, but its contents vary depending on what action you highlight in the Action Type list box.  A brief description of the action you have selected is shown under the list box.  The right-hand side of the dialog box is used to set the options for the action type you select.  As you select different action types, this side of the box will change to show you the appropriate options.

Every agent can have up to four actions.  Actions define the work that an agent does when its trigger has fired and its conditions (if any) are true.  You can specify some actions independently of the agent's trigger or conditions, but in most agents actions use the trigger or condition item(s).  Thus it is necessary to define an agent's trigger and conditions before defining the actions. In fact, you cannot even view the condition and action options until you make a trigger selection.  (The trigger can be changed later, but if any actions were specified using the trigger item from the first trigger, they also have to be changed.)

For complex agents, it is important to know that an agent's actions are performed in the order that they appear in the agent's definition.  This is significant because if one action edits the trigger item or the condition items, then a subsequent action will receive the edited items, not the original ones.

Actions can range in sophistication from displaying a simple message on the status line to editing multiple fields in an incoming set of data items.  One action, the message box, even lets you define up to four sub-actions that can be performed in response to the selection button on the message box.

If you select Clear in the Add Action or Edit Action dialog box, the options for the current action are cleared.  The OK command saves the current options, and the Cancel command restores the previous values (in an edit situation).

If an action is changed or cleared before selecting Cancel, you can select the original action type and the original values will appear.

Option specification for individual agent actions is described with each action type;  choose an action from the list below.

The full set of actions available for Commence agents is the following:

Add Item

Adds a new item and optionally displays the item

Application Launch

Starts an application with command line parameters

Backup

Make a backup of the open database

Create E-Mail

Create and send an electronic mail message

Delete Items

Deletes an existing item

Edit Item

Edits an existing item and optionally displays the item

Export

Exports to a pre-selected file using a pre-selected template

Icon Modification

Changes the appearance of an icon on the icon bar

Import

Imports from a pre-selected file using a pre-selected template

Manage Desktop

Cascades, tiles, or closes all views.  Also, opens a desktop.

Message Box

Displays a message dialog box (and optionally presents user selectable sub-actions)

New View

Displays a new view

Open View

Displays an existing view

Outlook Sync

Starts a synchronization of data with Microsoft Outlook

Play Multimedia

Play a Windows multimedia file.

Print Items

Prints a view or an item

Print Letter

Generates and prints a letter using a template

Process E-Mail

Deletes or moves electronic mail message into a folder

Send DDE

Sends a DDE message to another application

Set Agent Status

Makes another Agent active or inactive

Status Bar Message

Displays a message on the status line

Sync Link In

Apply Sync Link In updates using a pre-defined file

Sync Link Out

Generate a Sync Link Out to a pre-defined file

Use Telephone

Will answer a telephone call, dial the telephone, or hang up the telephone

All the actions (except Icon Modification, Open View, and Set Agent Status) allow you to use the trigger item or one of the two condition item sets (if you have selected conditions for the agent) as part of the action specification.  See Using Trigger and Condition Data.

Using Field Codes, you can also insert values from a trigger or condition item into your action specifications.  See Using Field Codes In Actions.


Using Trigger and Condition Data

All actions (except Icon Modification, Open View, and Set Agent Status) allow you to use the trigger item or one of the two condition item sets (if you have selected conditions for the agent) as part of the action specification.

One of the actions (Edit Item) requires this selection, since the item(s) to be edited must be either the trigger item or one of the two sets of condition items.  You make the selection of trigger or condition item(s) by picking the appropriate radio button in the Using Values From section.  If you have not selected conditions for the agent, the condition radio buttons will be grayed out.  Also, if you select a trigger or condition that is not capable of passing items, then the corresponding button will also be grayed out.  By default, the Trigger radio button is selected for new actions.

Whichever button you select, the corresponding category name will be shown after Selected Category.  The category shown is determined by the category of the trigger item or the condition items.  If no specific category is implied by your choice, then you will see Selected Category: (All Categories).

Note that for any particular trigger or condition, the item(s) passed to an action will always come from one category.  Furthermore, except for the case of a trigger item from (All Categories), when you define an agent, you will know exactly what fields are available from the trigger or condition item, since the fields are determined by the category of the item.  You can use data from these fields in the action by inserting Field Codes in the places where you want the data to appear.  Whenever you have selected a specific category, an Insert Field button appears to let you select Field Codes from the category.  When the agent operates, the Field Codes are replaced with the corresponding values from the trigger or condition item.  See Using Field Codes In Actions.

You can use trigger data when filtering a category in an Item Count condition.  If you create an agent that has trigger data, then a condition in that same agent can contain a filter using field codes representing values from the trigger item.  This lets you pass data from the trigger to the condition. An example is an agent that passes the Close Date to the connected Support Call when a Support Followup item is closed.   .  For this example, the condition filter must isolate the Item Name of the connected Support Call in order to accurately determine which Support Call item must be modified.  The following filter on the Support Call category accomplishes this task.:

has - Support Followup - Name - Contains - (-TrigItemName-)


Using Field Codes in Actions

See Also

Using Field Codes, you can insert values from the trigger or condition item into your action specifications.

For example, if you have chosen to use a trigger item from the Person/Company category in a Status Bar Message action, you can use values from any field in that category in the action specification.  Thus you could display the name of a Person or Company item in the status bar message.

The concept here is the same as that used in a letter template.  You define a letter template including Field Codes from a particular category.  When the template is used to create a letter to a specific person, the Field Codes are replaced with the actual values from the person's data item.  The same kind of substitution process happens when an agent operates.  The agent definition (in particular the action specifications) determines which substitutions take place when the agent operates.

You can use a value from the trigger or condition item(s) in any text field in an action specification.  This includes Status Bar Message text, Message Box text, text field values for Add Item and Edit Item items, Application Launch command lines and Send DDE messages.  In all cases, inserting a Field Code in the action specification will cause a field value substitution when the agent operates.

Field Codes are simply the name of the field enclosed in parentheses and percent characters: (%Field Name%).  For example, to use the name from an item in the text of a status line action, the Field Code (%Name%) would be inserted in the text. If you know the field names available from the trigger or condition data you have chosen, you can just type in the Field Code.  However, it is easier and probably less error-prone to select the Field Codes from a list.  You can display this list by selecting the Insert Field button on an action specification.  The list includes all the fields that are available for the trigger or condition item being used for that action.

If you have selected a trigger item from all categories, the Insert Field button is not shown since Commence doesn't know the category of the item that will be passed.  However, you can still type in Field Codes manually.  If the Field Codes correspond to fields in the trigger item passed when the agent fires, the value will be substituted.  For example, virtually all categories have a Name field, so the Field Code (%Name%) usually produces a useful value.

There are four special Field Codes that can be used with any category.  The (-Date-) Code will generate the current date (that is the date at the time the agent operates).  Similarly, the (-Time-) Field Code will generate the current time.  The (-Category-) Field Code will insert the name of the category of the trigger or condition item.

The (-TrigItemName-) Field Code is resolved to the item name of the trigger item.  If there is no trigger item, then the keyword translates to a zero length string.  This keyword is useful when you want to create an agent that uses the trigger item name and values of the condition item fields in the action.  To do this, select Condition 1 or Condition 2 in the Using Values From radio group of the Add/Edit Action dialog box.  Then select the Field Values button to display the Field Values dialog box.  You can use the keyword (-TrigItemName-) in the Value text box along with field names from the condition category.

For example, you can create an agent that has a Person item as a trigger, with a condition

to select all overdue To-Dos.  The action can delegate all of these To-Dos to the highlighted person by selecting the Assigned to Person connection and typing "(-TrigItemName-)" into the Value text box.

If you are using an Add Item or Edit Item action, then Date fields can be edited using Field Codes.  You can also enter dates like "Today" or "Next Monday" in a data item date field within an action.  When the agent operates, the appropriate date will be entered into the fields.  You can also use the dates from the trigger or condition item(s) by inserting Field Codes for the date field that you want to reference.  Finally, you can even combine date Field Codes with date operations to create new dates.  For example: "5 days from (%StartDate%)" will create a date that is 5 days after the date in the "Start Date" field of the trigger item.


Setting Field Values via Agents

Field Type	Field Value

Calculation	N/A

Checkbox	True, 1, yes, and on = checked.

False, 0, no, off = not checked.

Connection	the name of the item you want to connect to

Data File	a valid path and filename

Date	a valid date field, or natural date language.

E-Mail Address	an alphanumeric string

Excel Cell	N/A

Image	N/A

Internet Address (URL)	an alphanumeric string

Number	a valid number, including calculations.

Selection (radio group or combo-box)	the name of the label you want to select

Sequence Number	N/A

Telephone	an alphanumeric string

Text	an alphanumeric string

Time	a valid time, including natural time language


Add Item Action

The Add Item action creates a new item, optionally using values in the new item from a trigger or condition item.

Select the category that the new item will be added to using the Category drop-down list box under Add Items To.

When you select the Field Values button, you are presented with a Field Values dialog box that lets you specify the field values for the new data item using text that you supply, default values for the category (if you leave the field blank), or Field Codes from the trigger or condition item.

Note that if the values for an Add Item action are taken from the trigger item, then the action creates a single data item.  However, if an Add Item action uses condition items, it produces a new item for every item in the set of condition items passed to it.

If you select the Display Item(s) check box, then the item(s) that you add are displayed when the agent operates.  You can then manually add or edit the fields of the new item before it is saved.  If you don't select Display Item(s), Commence does all the work for you automatically.  If you are displaying items, you can also specify the form that is used for the item detail using the Form drop-down list box.  If condition data is being used (so that multiple items can be generated), a view of the new items is displayed.  If you don't select the Display Item(s) check box, then Form is grayed out.

If you select the Connect to Selected Item(s) check box, then the new item is connected to the trigger or condition item using any available connection definition.  This check box is available even in the case when the category of the incoming  trigger item is unspecified.  (For example, when using a trigger item from a Menu Pick trigger that is not associated with a specific category.)


Application Launch Action

The Application Launch action can start up another Windows application and pass it command line data.

In the Run area, use the Program: text box to enter the command line text (the command line specifies the application executable). If the application executable is in your path, you can just enter the filename (e.g., write.exe), otherwise enter the full path (e.g., c:\winword\winword.exe).

If there are any command line arguments that are to be passed to the executable, enter them in the Argument: text box.  The command line text can contain Field Codes from the selected trigger or condition item.

If you want to browse your PC file system to locate the application path and insert it into the text box, use the Select button.  Use the Insert Field button to insert valid Field Codes from the trigger or condition item(s).

By selecting the corresponding option in the Mode drop-down list, the application can be started in Normal mode (a standard window with the focus), Maximized (a full screen window with the focus), or Minimized (an icon without the focus, useful for background processing).


Backup Action

The Backup action creates a backup of your open database.

When this action is performed, it does a full backup of the database as if the Backup button had been selected from the File-Open/Manage Database dialog box.

When you highlight the Backup action type, the Backup to group box appears on the right side of the dialog box.  Type in the name of the file to hold your backup data.

Note:  If you would like to store the backup file on a diskette, specify a:\ in front of the filename in the group box.


Create E-Mail Action

The Create E-Mail action creates and sends an electronic mail message.  Before defining the actual message, you must choose whether the category containing the recipient’s name will come from the trigger or condition data.  This selection is made using the "To Recipients Specified Using:" radio group.

If your Create E-Mail action is defined with "To Recipients Specified Using: Trigger", one e-mail message will be created when the agent fires.  If your Create E-Mail action is defined with "To Recipients Specified Using: Condition 1 or 2", one e-mail message will be sent for each item matching the condition.

Once this selection has been made, it is time to proceed to the Define E-Mail dialog box.  This dialog box appears when the Define Message button is selected.


Delete Item Action

The Delete Item action deletes one item when using values from the trigger.  This is equivalent to the Edit-Delete Item command.

When using values from a condition item, the Delete Item action deletes ALL the items which meet the condition.  This is equivalent to the Edit-Delete All Items command.

Use this action carefully.  You will not be presented with a confirmation message.  The items will be deleted automatically.


Define E-Mail Dialog Box

The Recipient field contains an electronic mail address.  The Insert Field button inserts an item value parameter such as "(%E-mail%)" into the field.  Commence does no validation on the address placed in this field.  Any text is accepted and passed on to the e-mail package.

Only one recipient may be placed in this field.  The Create E-Mail dialog box offers a choice of using the trigger or a condition as a source of data values.  This choice is shown by a radio group labeled "To Recipients Specified Using:".  If your Create E-Mail action is defined with "To Recipients Specified Using: Trigger", one e-mail message will be created when the agent fires.  If your Create E-Mail action is defined with "To Recipients Specified Using: Condition 1 or 2",  one e-mail message will be sent for each item matching the condition. Alternatively, the value placed in the recipient field may be the name of a list of recipients such as "My Department" if such a list is defined within your electronic mail program.

Note:	If you have multiple e-mail packages installed on your system that use different protocols, you can target a message to use a specific mail server protocol by preceding the recipient's e-mail address with one of the following strings: "VIM:", "MAPI:" or "CMC:".

The Subject of the message summarizes its contents.  The Insert Field button next to the Subject field inserts an item value parameter such as "(%Name%)" into the field.

The text of the message may be created using a text letter template or by entering text directly.  If you select the Use Letter Template option, you can select a text letter template from the drop-down list.  To create a text letter template, use the Customize-Database-Letter Template command.  More information on creating letter templates may be found in the Commence User's Guide.

If you select the Text option, you can type in a message directly.  You can insert item values into the text field using Insert Field.

If you select the Preview before sending check box, you will be given the opportunity to enter or modify the message within your e-mail package before it is actually sent.  While previewing a message, you are able to enter or change its recipients, subject, text or attachments.  You are also given the option of canceling the message.

Any message fields can be left blank when the message is created in Commence.  If you use Preview before sending, you will have a second chance to fill in blank fields before the message is sent.  Any field can be left blank when the message is sent except Recipients.

You can send one file along with a message by selecting Attach File and giving the path of the file to be sent.  Although no Insert Field button is provided for the Attach File box, item value parameters may be placed in this field such as (%Document%).


Edit Item Action

The Edit Item action edits data items, either the single trigger item or multiple items from one of the conditions.  When you select the Field Values button, Commence displays the Field Values dialog box that lets you specify the field values for the edited data item using text that you supply and/or Field Codes from the unedited values.

If you select the Display Item(s) check box, then the item(s) that you edit are displayed when the agent operates.  If you are displaying items, you can also specify the form to use for the item detail by using the Form drop-down list box.  If you do not select the Display Item(s) check box, then the Form drop-down list box will be grayed out.

If the values for an Item Edit/Display action are taken from the trigger item, then the action edits a single data item.  However, if an Item Edit/Display action uses condition items, it edits all the items in the condition set.  When multiple items are edited, a report view of the edited items is displayed if you select the Display Item(s) check box.

Note that the Item Edit/Display action requires selection of either a trigger or a condition from a specific category.


Export Action

The Export action exports data from your open database to a pre-selected import/export file using a pre-selected template.

Note:	Before defining this agent, make sure you already have an appropriate export template defined.  If you do not, use the Customize-Database-Import/Export command to do so.

When you highlight the Export action type in the Add or Edit Action dialog box, the Export Items From group boxes appear on the right side of the dialog box.  Use these group boxes to choose the items to export, to select an import/export template and to enter the name of an export file.

The DOS Text checkbox allows you to translate between the Windows standard character set and the DOS character set.  If you are sharing information between Commence and other Windows applications, leave this box unchecked.  If you are sharing information between Commence and other applications that run in DOS but are not designed specifically for Windows, you should check this box.

The Archive after Export check box allows you to delete all items that have been exported from your database.

Caution:	Use this option only to archive and delete items you no longer need in your database.


Icon Modification Action

The Icon Modification action draws attention to a button on the view bar to alert you to open the view.

Use the View Name drop-down list box to select a view from among the views you currently have on the view bar.  View bar buttons have two appearances: normal and alert.  The alert appearance can be used as a reminder that the view should be examined.  The icon modification action can optionally sound an audible alarm to further alert you.

The icon modification action does not use values from trigger or condition item(s).

An agent using a timer trigger and an icon modification action is an easy way to periodically remind yourself to check important data.


Import Action

The Import action imports data from a pre-selected import/export file to your open database using a pre-selected template.

Note:	Before defining this agent, make sure you already have an appropriate import template defined.  If you do not, use the File-Import command to do so.

When you highlight the Import action type in the Add or Edit Action dialog box, the Import Using group box appears on the right side of the dialog box.  Use this group box to select an import/export template and to enter the name of an import file.

The DOS Text checkbox allows you to translate between the Windows standard character set and the DOS character set.  If you are sharing information between Commence and other Windows applications, leave this box unchecked.  If you are sharing information between Commence and other applications that run in DOS but are not designed specifically for Windows, you should check this box.


Manage Desktop Action

The Manage Desktop action allows you to manipulate the views on the active desktop.  It also allows you to open another desktop.

Choose one of the following radio buttons:

Cascade	Overlaps all normal and maximized views on the desktop.  The active view will be placed on top, and all other views will be stacked behind it.  Minimized views are left minimized.

Resize All	Resizes all views (except minimized views) so that they fit on the active desktop while maintaining the relative porportions and positions of each individual view.

Tile Horizontally	Re-positions all normal and maximized views on the desktop.  The active view will be placed on top, and all other views will be arranged under the active view.  Minimized views are left minimized.

Tile Vertically	Re-positions all normal and maximized views on the desktop.  The active view will be positioned left-most on the desktop, and all other views will be arranged side-by-side to the right of the active view.  Minimized views are left minimized.

Close All	Closes all views, including minimized views.

Open Desktop	Switches to the specified desktop.

If you select the Open Desktop option, you must also select the desktop you wish to open from the drop-down list box.


Message Box Action

The Message Box action displays a Commence message box that displays a message and up to four action buttons that allow the user to perform additional actions when the box is displayed.  You control the text of the message and the buttons you want to appear in the box (if any).

Enter the text of the message in the Display Message text box.  The text of the message can contain Field Codes from the selected trigger or condition data.  If you have selected trigger or condition item(s) from a specific category, the Insert Field button will be active.  You can then select Insert Field to add a Field Code to the Display Message text box. When the box is displayed, if you have checked Audible Alarm. a tone sounds to further alert you.

Three buttons may appear in any message box displayed by agents:  OK, Snooze and Snooze All.  If you select the OK button in the message box the message box disappears.

Selecting the Snooze or Snooze All button displays a Set Snooze Time dialog box that asks for the number of minutes after which you want the message box to reappear.  Snooze affects only the currently displayed message box, while Snooze All affects the current message box and all currently pending message boxes.  If you use the Snooze button and there are pending messages, the next pending message is displayed after you select the snooze time.

Note:  The Message Box snooze alarm works only within a Commence session.  That is, if you set a snooze time for a message box and then exit Commence, the snooze time is lost and the message box will not reappear when you reopen Commence.

The message box can optionally display up to four Action Buttons.  Each of the Action Buttons can in turn invoke an additional sub-action (the full set of actions are available as possible sub-actions, except for Message Box).  These actions are specified just like other agent actions, but only the action corresponding to the button you select when the agent executes is performed (i.e., you select one button, the corresponding action is performed, and then the message box exits).  If you select the OK button in the message box, no action is performed and the message box disappears.  If you select one of the action buttons, the corresponding sub-action will be performed.

If the Message Action is not the last action for the agent, a Cancel button is also displayed in the message box under the OK button.  Selecting Cancel tells Commence to perform none of the sub-actions and cancel the remaining actions not yet performed by the agent.

When you select the Action Buttons button in the Edit Action or New Action dialog boxes, Commence displays the Message Box Actions dialog box.


Set Snooze Time Dialog Box

This dialog box is displayed when you select the Snooze button or the Snooze All button from a message box.

Enter the number of minutes after which you want the message box to reappear.  The default snooze time is 10 minutes.  You can change the number of minutes you want the message to snooze by typing a number between 1 and 999  into the text box provided.  Select OK to make the message disappear temporarily.  It will reappear after the designated number of minutes have elapsed.

Select Cancel to return to the original message box.

Snooze affects only the currently displayed message box, while Snooze All affects the current message box and all currently pending message boxes.  If you use the Snooze button and there are pending messages, the next pending message is displayed when you select OK in the Set Snooze Time dialog box.

Note:  The Message Box snooze alarm works only within a Commence session.  That is, if you set a snooze time for a message box and then exit Commence, the snooze time is lost and the message box will not reappear when you reopen Commence.


Field Values Dialog Box

See Also

This dialog box is displayed when you need to select field values for an agent action from the Add Action or Edit Action dialog boxes.

For an Add Item or Edit Item action, the Field Values dialog box allows you to select field values for the item to be added or edited by the action.  You must do this for any mandatory fields in the category to which an item is added if these mandatory fields do not have default values (this will be at least the name field).

Note:  You can avoid specifying field values at all by turning on the Display Item(s) check box on the Add or Edit Action dialog box.

You can select field values in one of two ways:  type the value directly into the Values text box, or use the Insert Field button (if present;  this button does not appear if no data is passed from the agent's trigger).

The Fields list box shows a list of all the valid fields for the category selected for the add or edit item action.  Select the field for which you want to specify a value by highlighting it in the Fields list box.

Type the value you want for the highlighted field in the Value text box.  You must observe the value restrictions for the field type or the data you specify is ignored when the add or edit item action is executed (see the list of field types, below).

You can also specify Field Codes which are replaced with the actual field values from the an item's data.  Field Codes are either;  the name of a field enclosed in parentheses and percent characters: (%Field Name%);  or a special Field Code enclosed in parentheses and dash characters.  These special Field Codes can be used with any category;  an example is the (-Date-) Code which will generate the current date.  The action defined for the agent determines which substitutions take place when the agent operates.  See Using Field Codes in Actions for the basics of using field codes in agent actions.

When you select a text field in the Fields list box the Value text box becomes a large edit box.  To enter multi-line text, keep typing and Commence will automatically word-wrap the text lines for you.  If you want to insert carriage returns in the Value text box, simply press Return wherever you want a carriage return, then continue typing.  If you use the Insert Fields button to select field values, you may wish to separate each field value with a carriage return.

If data is passed to the action from the trigger, you can also select the Insert Field button to insert Field Codes from the passed data into the Value text box.  The name of the category from which the data is passed is shown above the Insert Field button in the lower right of the box.  Selecting this button displays the Select Field dialog box.  You should be careful that the type of the field you choose from the trigger data matches the type of the field you select from the Select Field dialog box, or the data will be ignored when the item is added or edited (with the exception of check box fields;  see the list of fields below).

If the value you specify for a mandatory field is ignored and the field has a default value, the default value is assigned to the field when the item is added or edited.  If the value you specify for a mandatory field is ignored and the field does not have a default value, an error is posted to the Message Log, and the item will not be added (or, edited as you intended).

If you do not highlight a field and enter a Value for it at all, the default value for that field is used for the new item, if a default is defined (edit the category from which the trigger data is taken using Customize-Database-Category to see which fields have default values).  Again, you will be required to enter values for all mandatory fields in the added/edited item's category that do not have a default value defined.

Calculations can be specified in the Value text box for any number type field.  For example, if you have a number type field named Number, you can define an agent that adds a new item with a Number value one greater than the Number value in an item selected by the agent's condition(s).  The Value is:

(%Number%). + 1

The operators allowed in agent field value specifications are the same as the operators allowed in calculation fields (, , , ).  Parentheses are allowed for grouping.

The following is a list of all the available field types.  To see a definition of the capabilities of the field, select the field type name below.  To see a description of the field's options as they appear in this dialog box, as well as an explanation of valid field Values, select the word Options next to the field type whose options you want to see.

Check Box	Options

Connection Definition	Options

Data File	Options

Date	Options

Excel Cell	Options

Image	Options

Number	Options

Selection	Options

Sequence Number	Options

Telephone	Options

Text	Options

Time	Options

When you have set all the fields you wish to edit, select OK to save your work and return to the New or Edit Action dialog box.  If you select Cancel, the previous values will be restored.


Connection Definition Values

If you select a connection definition in the Fields list box of the Field Values dialog box, you have several choices for entering text into the Value text box.

You can copy all of the connected items from a connection definition in a trigger or condition to a connection definition in an action.  You do this by specifying

(%ConnectionName%%CategoryName%%Name%)

You can specify multiple field names to the connection definition in the action.  To do this, enter multiple field names in the Value text box, each separated by a carriage return.  For example, if you were editing the Employs Person connection in the Company category and entered:

Jones, Mary

Durkee, Fred

Johnson, Jerry

in the Value text box, assuming all three of these names were valid Person items, all three people would be connected with the Company item(s) you were editing.

You define an action that disconnects one or more connected items from a pre-selected connection definition.  This works only for an Edit Item action.  Enter:

(-clear-)

in the Value text box.  This keyword removes any connected item names, thereby clearing the connection.  This keyword can be modified to take on additional functionality, as shown below.

--	To clear a connection and then connect to the item named ItemName, type "(-clear-) ItemName" in the Value edit box.

--	To clear a connection and then connect to the item name passed from the specified field passed from the trigger or condition data, type "(-clear-) (%FieldName%)" in the Value edit box.

--	To clear a connection and then connect it to all the same items that are connected to the named connection passed from the trigger or condition data, type "(-clear-) (%ConnectionName%%CategoryName%)" in the Value edit box.


Message Box Actions Dialog Box

When you select the Action Buttons button in the Add Action or Edit Action dialog boxes for a Message Box Action, Commence displays the Message Box Actions dialog box (for a new action, all the fields will be empty).

You can enter text for any of the buttons in the Button 1-4 text boxes.  When you select the corresponding Action button, you get the normal selection of possible actions;  that is you will see a new Edit Action dialog box (titled Add Message Box Action), with all the actions available except Message Box).  Using this box you can define an action that will only be performed when you select the corresponding button in the message box displayed by Commence.  Use the Add Message Box Action dialog box exactly as you use the Add or Edit Action dialog boxes.

Any message box that is displayed can be put back to sleep for a few minutes by the user before the message box is re-displayed.  This works much the same way the snooze button on an alarm clock works.  This feature is automatically available to the user whenever an agent-generated message box is displayed.

When you are done specifying all the sub-actions for your message box action, select OK on the Message Box Actions to save your work and return to the Add or Edit Action dialog box.  Select Cancel if you don't want your message box actions saved.


New View Action

A New View action creates and displays a new view.  The view can show a new view of the trigger item, the condition items, or any category.  Select the radio button under View Items In to make your choice.

If you select Category, a drop-down list box appears to the right that lets you choose the category you want to view.  If you select Category, you can also use the Select Filter button to bring up Filters tab and define a filter for that category.

Select the view type for the new view using the View As drop-down list box.  If you select report, you can choose to view the item names only, or all fields by choosing the corresponding button in the Report Style radio group.

The new view action is a convenient way to display condition items in an agent.  In addition to being useful in a production agent, it is helpful to check out the operation of new agents.


Open View Action

An Open View action opens an existing saved view.  The view to be opened can be selected using the same category as the trigger item, or the condition items.  Select the radio button under Using Values From to make your choice.

If you prefer, you may select a specific category to be used every time, regardless of the trigger or conditions.  If you select Category, a drop-down list box appears to the right that lets you choose the category you want to view.

Use the View Name drop-down list box under Open View to select the view.

Open the view if another copy is already open.


Outlook Sync Action
Outlook Sync

This action allows you to automate the synchronization of data with Microsoft Outlook. The Outlook Sync action lets you select either Contacts, Calendar, or both. If for example Contacts is selected and Calendar is not, then only the Contact information will synchronize with Outlook. If the agent is designed to synchronize just one apllication, this setting is enforced even if both Calendar and Contacts Outlook preferences are mapped. If both Calendar and Contacts are selected, then the agent functions the same as if the Tools - Outlook Sync menu command had been selected.


Play Multimedia Action

This action allows you to play multimedia files including sound and video files.  If you have the proper hardware and Windows multimedia drivers installed, you can play a special sound or video clip.  For example, you can play a special sound to warn you about pending appointments.  To define a Play Multimedia action, file in the File text box with the path of the multimedia file to be played.  You can use the Select button to search your PC for the path to a multimedia file.  The type of multimedia file is identified by the file's extension.  Common multimedia file types include: .WAV (sound files), .AVI (video files), .MID (MIDI files).  See the Drivers section in your Windows Control Panel to determine which multimedia capabilities your system has installed.


Print Items Action

A Print Items action can print single items or sets of items.  You can chose to print the trigger item, the condition items, or a saved view by selecting one of the radio buttons under Print Items In.  If you select View, the drop-down list box under View Name lets you select from your existing set of views.

After you select the item(s) to be printed, you specify that it be printed item by item or in one of Commence's view types;  the item is printed using the layout of the view selected, but any filter on the view is ignored.

Selecting the Print Options button will allow you to specify these details about the printing.  These options offer the same choices that are presented when you print an item or view by selecting the File-Print command from the menu bar.

The print action is useful for agents that will periodically print reports.  For example, you can create an agent that will print out your calendar for the week every Monday morning at 9 AM.


Print Letter Action

A Print Letter action will generate a new letter based on one of Commence's text letter templates (formatted letter templates cannot be used with this action).  It is equivalent to using the Tools menu commands that create and print letters.

The action requires the use of either a trigger item or condition items.  If you use a trigger item, a single letter is printed for the trigger item (similar to using Tools-Send Letter-To Selected Item and selecting the Print option).  If you use condition items, a letter is printed for each of the condition items (similar to Tools-Send Letter-To All Items).  Select the template to be used for the letter with the Templates drop-down list box.  The text templates available will be those for the category of the trigger or condition item(s) that you have selected.  Thus you must select trigger or condition item(s) from a specific category to use this action.

You can select the Log Item check box if you wish to have a document log item created for the letter.  If you select Log, use the Item Name text box to enter a name for the Log Item.  You can insert a Field Code into the Log item name using Insert Field.  (Keep in mind that Item names are limited to 50 characters: the name is truncated if it exceeds this limit.)

See Letter File Storage for an explanation of where on your hard disk letters are stored.

If you select the Send to Printer radio button, then the letter will be printed.  You can enter the number of copies that you want printed in the Copies text box.  If you select the Fonts button, then you will see the Select Font dialog box that will let you specify the font to be used when the letter is printed.

If you select the Send to File radio button, then the letter is saved in a file instead of being printed.  Enter the full path and name of the file in the text box below the button.  You can use Field Codes in the text box, but be aware that the action will fail if the generated filename is invalid when the agent operates.  If you select both Send to File and Log Item then the document log item will point to the file that you have specified.  This option is useful if you want to create text files that will be passed on to other applications (e.g., electronic mail packages).

The Send to File radio button can only be selected if you are using a trigger item (single letters) since condition items would generate multiple letters that could not be saved in a single file.  Thus, if you select condition items the Send to File radio button is grayed out.


Process E-Mail Action

When used with the trigger, Incoming Communication, this agent action can either delete the incoming E-Mail, or mark the E-Mail as Read.  These actions can be performed whether the E-Mail application is running in the background or not.


Send DDE Action

See Also

A Send DDE action sends a DDE message to another Windows application.  Press the Define Message button.

PROGRAM. . . GROUP BOX

If you want Commence to start up the other application if it is not already active, turn on the Run If Necessary check box and enter the path of the receiving application in the File Name text box.  You can browse your PC's file system to find the application and insert its path in the File Name text box by using the Select button.

CONVERSATION. . . GROUP BOX

Enter the DDE name of the other application in the Application Name text box.  For Commence, the Application name is Commence.  Enter the DDE Topic in the Topic Name text box.  This information can be found in the manual for the other application.

DDE MESSAGE. . . GROUP BOX

You can send a DDE Execute message or a DDE Poke message with data to a Windows application.

To send a DDE Execute message, turn on the Execute radio button in the DDE Message group box and enter the text of the DDE message in the Message Text text box.

To send a DDE Poke message, turn on the Poke radio button in the DDE Message group box. The message must consist of two parts: the data and an item name .  Enter the item name (or similar data identifier, such as row-column number for spreadsheets) into the Item Name text box.  Then specify the text of the Poke message in the Message Text box.

The DDE message can contain Field Codes from the selected trigger or condition item(s).  Use the Insert Field command to include field codes from the trigger or condition data in the data identifier and/or the data.  See Using Trigger and Condition Data

Notes:  If you select to send DDE Poke message, make sure that the application expects this command instead of a DDE Execute message.  DDE Request messages are not supported in Commence agent actions.


Set Agent Status

A Set Agent Status action is used to activate and deactivate other Commence agents.  Select an agent name from the Agent list box and use the Active and Inactive radio buttons to select the action.

The Set Agent Status action does not use values from trigger or condition item(s).


Status Bar Message Action

A Status Bar Message action displays a message on Commence's status bar.  Enter the text of the message in the text box under Display Status Bar Message.  The message text can contain Field Codes from the selected trigger or condition item(s).

Use the Insert Field button to select from a list of available Field Codes for the selected trigger or condition category.  If you select the Audible Alarm check box, an alarm will sound as the message is displayed.  Messages on the status bar will clear after six seconds, or sooner if another message is written to the status bar.

All Status Bar Messages are added to the log of status bar message that can be viewed using the Help-Message Log command.


Sync Link In Action

A Sync Link In action updates a database in a Sync Link transport group with data from a pre-selected update file.

Note:  Before defining this agent, make sure you already have an appropriate sync link group defined.  If you do not, use the File-Sync Link Out command to do so.

When you highlight the Sync Link In action type in the Add or Edit Action dialog box, the Sync Link In Using group box appears on the right side of the dialog box.  Use this group box to enter the name of the update file.


Sync Link Out Action

A Sync Link Out action generates updates to a pre-selected file that can be used to update a specific database in a Sync Link transport group.

Note:  Before defining this agent, make sure you already have an appropriate sync link group defined.  If you do not, use the File-Sync Link Out command to do so.

When you highlight the Sync Link Out action type in the Add or Edit Action dialog box, the Sync Link Out Using group box appears on the right side of the dialog box.  Use this group box to select a remote database name, and to enter the name of the update file.


Use Telephone Action

The Use Telephone action can be used to answer an incoming phone call, hang up the phone, or dial the phone.  This action can be used with the Incoming Communication trigger.


Designing Agents

See Also

The easiest way to design an agent in Commence is to follow the steps below:

Step 1:	Decide what task or tasks you want your agent to do.  For complex agents, remember that you can have up to 4 actions in an agent, and that by using a message box with sub-actions, you can create interactive agents.

Step 2:	Map your agent's tasks into Commence agent actions.  Keep in mind the four classes of Commence actions to help you do this mapping. (Alerts, Data Display/Modification, Commence Commands, and External Commands).

Step 3:	Based on the actions that you need, determine what items (if any) must be passed as trigger or condition items.  This let you identify any required trigger or conditions.

Step 4:	Select the trigger for the agent (if you didn't already do this in step 3);  thinking about the four classes of triggers (Timers, Manual, Data Item, and External) may help you make this selection.

Step 5:	Select any other conditions if you want to limit the operation of the agent further (you may already have determined one condition in step 3).

When designing an agent, the trigger must be selected first, because the action is dependent on the trigger.  Each action may present different options that are custom-made for the selected trigger.

You can easily rearrange, copy, or move your agent conditions and actions by using drag and drop.  From the Summary tab, click on the text of the condition or action, and drop it onto the number (1 or 2) or letter (A, B, C, or D) of the new position.  If there is a condition or action in the dropped position, it will move to the position of the condition or action that was just dropped effectively switching their order.  NOTE: You cannot drag between conditions and actions.

You can alter how the drag and drop function works by using the CTRL and SHIFT buttons.  Holding the SHIFT key when using drag and drop will cause the condition or action to move and if there was a condition or action in the dropped location, it is replaced.  Holding the CTRL key when using drag and drop will cause the condition or action to be copied.

Once an agent is created, it is automatically made active, meaning that Commence is waiting for the agent’s trigger to occur.  The agents you define within a particular database are active only when Commence is running (and when that database is open).  If you don’t want a particular agent to execute, regardless of whether its trigger event occurs, you can change the agent’s state to inactive.

If you want to ‘deactivate’ all agents for the database, start Commence with the /NOAGENTS command line option.  All the agents will still be visible in the database and their active/inactive state will remain unchanged, but none of them will fire.


Testing Agents

It is often easier to modify an existing agent rather than create a new one from scratch.  If you are just learning about agents, you might want to experiment by copying some of the predefined agents and making small modifications to them.

Always test new agents.  If the agent is manually triggered, simply try it as soon as you activate it.  If the agent is data item triggered, use a test data item to verify that the agent is firing and working as you planned. Remember that it is much easier to debug a new agent if you test it right away, while you still remember what you are trying to do and why you chose the design you did.

If you are creating a complex agent, you may want to test the triggers, conditions and actions separately before you put them all together.  The best way to do this is to make test agents that combine one or two of the components in your desired agent with other simple components.  Some examples:

•	To test a trigger, use it in a test agent with a message box action.  Verify that the trigger is firing when you expect it to.  If the agent will use a trigger item, next try a test agent that simply displays the trigger data (a simple data item edit/display will accomplish this).

•	To test a condition, combine it in a test agent with a manual trigger and a message box action.  Verify that the condition operates the way you want it to.  If the agent will use condition items, next try the test agent with a new view action.  This will simply display the condition items and let you verify that there are what you expect.

•	To test an action that does not use trigger or condition items, try it in a test agent with a manual trigger.

•	If you are creating an agent with several actions, try adding them one at a time and testing the intermediate forms of the agent.

•	When you are first using a new agent it can be helpful to add a status line action that simply notifies you when the agent is operating.  This can help you determine if the agent is working when you expect it to.

There are some other details about agent operation that are useful when you are testing new agents:

•	--	Whenever any agent is operating, the word "agent" appears in fourth box over from the left on the status bar (next to the display of the current time).   If you have an agent that is looping (running continuously), the display will indicate this by staying on.  Depending on the agent's actions, there also may be more obvious signs that the agent is looping (e.g., multiple message boxes, views, item displays etc.).  To stop the agent, use the Customize-Database-Agent command to deactivate the agent.  If you aren't sure which agent is looping, look at the Help-Message Log.   A looping agent will be listed in this log every time that it fires.

•	--	If many message box actions occur at the same time, or if new messages occur before you respond to earlier ones, then the messages will stack up.  The first message box on the stack will have a line at the bottom indicating how many other messages are waiting.  (Only the first 20 messages will be saved; additional new messages will be discarded until you clear out some of the earlier ones.)

•	--	To read the messages in the order that they occurred, just process each message box as you would normally (i.e., select OK, or if applicable, one of the action buttons).  If you want to eliminate all the stacked up messages, select the Cancel All button.

•	--	If you create an agent that uses Field Codes for some category and later you delete the corresponding fields from that category, then when the agent operates, the Field Codes will be left unresolved.  The same thing will happen if you type in an invalid Field Code instead of using Insert Field to insure that you are getting a valid code.

•	--	If you create an agent that uses a saved view (like People), as part of one of its triggers, conditions or actions and you later delete that view, then the agent will also be deleted.


Clear

See Also

You have cleared the trigger, condition, or action that you were working on.

If you are editing an agent, select the same Trigger, Condition, or Action Type again to see the original definition.

Otherwise, select a new Type from the list box, or select one of the OK or Cancel buttons.


Add/Edit Trigger Dialog Box

Add/Edit Condition Dialog Box

Add/Edit Action Dialog Box


Field Values Dialog Box

Setting Field Values via Agents

Field Codes

Connection Definition Values


DDE Support


Trigger Overview	Overview of agent triggers

Action Overview	Overview of agent actions

Condition Overview	Overview of agent conditions

Summary Tables	Summary tables of all triggers, conditions, and actions


Command Line Options


Customize-Database-Category

See Also

Summary of the commands on the Category tab:

Add	Add a new category.

Edit	Edit the definition of the selected category.  The category definition includes:

--	category name

--	field definitions;  each field has:

--	field type

--	field name

--	field size

--	allow items with duplicate name fields (toggle)

--	clarify field for duplicate item Names

Copy	Add a new category by copying the definition of the selected category.

Delete	Delete the selected category.

Time Conflict	Enable/disable event time conflict checking for the selected category and select fields to be used for time conflict checking.


Category Tab

Deleting Categories

Time Conflict


Category Tab

Categories store your data.  Sometimes you may want to add a new category or change one to meet your needs.  To do this, select the Customize-Database-Categorycommand.  You will see a Category Names list box.  Select a category from the list, then press the appropriate button, depending on what customization you need to do.  Use the Edit button to customize your existing category definitions (i.e., number and types of fields, field labels, default field values, and other attributes that vary between field types).  You can add your own categories by adding entirely new definitions (Add button) or copying an existing definition and editing it (Copy button).  You can also delete any category (Delete button).  For more information about deleting categories, see Deleting Categories .

When you press the Time Conflict button, Commence displays the Time Conflict Layout dialog box. Enabling time conflict checking for a category means that Commence will check each item added to the category for a time conflict with items already in the category.  If a conflict is detected, Commence asks you if you want to add the conflicting item anyway.

You can change a category definition at any time, even if the category has data in it.  This means you can try out category definitions and fine tune them as you work, without having to re-enter any of your data.  Use the Tutorial data to experiment with new category definitions (see Help-Tutorial).

The Add, Edit, and Copy dialog boxes are identical except for the following:

•	Pressing the Add button opens a dialog box titled Add New Category;  it is blank except for a Name field (of type name), which is required in every category. ).  You can edit the field to change its label.  Regardless of how you label it, the value contained in this field is used by the various view types as a key for accessing items.

•	Pressing the Edit button opens a dialog box titled Category Definition;  it is filled in with the definition of the selected category.  You can change the name and the definition of any of the fields, but not a field's type.

•	Pressing the Copy button opens a dialog box is titled Copy Category;  it is filled in with the definition of the selected category, except that the Category Name is blank.

Note:  Copy Category does not copy items or the connections to the new category, just the category definition (i.e., number and types of fields, etc.).

Once you have chosen to add, edit, or copy the selected category, the Fields list box will be displayed.

FIELDS LIST BOX

This list box displays the labels of the currently defined fields for the category.  Highlight a field label in the list box and select one of the Add, Edit, or Delete buttons (described below) to add, edit, or delete the definition of the highlighted field.

Shortcut:  Double-click the left mouse button while pointing at a field in the Fields box to edit a field's definition without selecting the Edit button.

ADD BUTTON

Select this button to add a field label and definition to the category.  The Add Field dialog box is displayed.

Note:  After you Add a new field, you can select the Edit button to change that field's type (regardless of whether you are adding, editing, or copying a category).  After you select the Save button to save the category definition, however, the field type is made permanent and you cannot change it in subsequent editing sessions.

EDIT BUTTON

Select this button to edit a field label of an existing field, or the field label and/or type of a newly added field.  The Edit Field dialog box is displayed.

You cannot change the field type of a field unless the field was just added using the Add button (see above).  Once you select the Save button (see below), field types become permanent.

DELETE BUTTON

This button deletes the highlighted field from the category.  You can delete a field of any type except a name field type.

Caution:  If you are editing an existing category, the field is deleted from every existing item and any data in the field is lost once you select the Save button (see below).  If you want to transfer this existing data to a new field with the type you want, use the File-Export-By Category command to export the data values from the old field, define a new field with the type you want, and then use File-Import to import the data values.  After you do this, you can safely delete the old field.

Similarly, Commence deletes a field from any detail forms and views that use the category.

If you have any agents that depend on or use the field you deleted, you should edit the agent and ensure that it still functions as intended (this includes the predefined agents delivered with Commence).  See Customize-Database-Agent.

SAVE BUTTON

The changes you make to category definitions are not saved until you select this button.  Once you select the Save button, Commence saves the new category definition or changes the definition of the edited category;  it also updates an existing category's detail form(s) and any views that use the category with the changed category definition.  Commence creates an initial form and default report view for a new category definition.

ADVANCED BUTTON

This button displays the Advanced Category Options dialog box, from which you can specify a clarify field and create secondary indices.


Add/Edit Field Dialog Box

When you are adding, editing, or copying a category (see Category Definition dialog box), the Add and Edit buttons on this dialog box allow you to add new fields or modify existing fields in the selected category.

FIELD LABEL TEXT BOX

When adding a field, this text box is blank.  Type a field label into the box that is indicative of the field's purpose.  You must label a field in order to save its definition using the OK button.

When editing a field, this box is filled in with the current field label.  You can change the label by editing the box's contents and selecting the OK button.

Field labels are limited to 20 characters.

FIELD TYPE LIST BOX

This list box shows Commence's field types (the name field type is omitted unless you are editing the name field).

When adding a field, Commence highlights the Text field type by default.  Change the type by highlighting another in the list.

When editing a newly added field, the current field type is highlighted and can be changed by moving the highlight to another field type in the list.  This can be done until the field is saved.

When editing a previously defined (saved) field in an existing category, the field's type is highlighted but it cannot be changed;  this also applies to the name type field of any category.

Note:  If you have not yet entered any data into a field and you want to change the field type, you can delete the field and add a new field with a different field type.  If you have entered data and want to transfer this existing data to a new field with the type you want, use the File-Export-By Category command to export the data values from the old field, define a new field with the type you want, and then use File-Import to import the data values.

FIELD OPTIONS

The options displayed on the right side of the dialog box depend on the field's type, so the right hand side of the Add or Edit Field dialog box changes when you select different field types in the Field Type list box.

Since each field type has special capabilities and different definition options, consider how you will use a field before you add or edit it.

The following is a list of all the available field types.  To see a definition of the capabilities of the field, select the field type name below.  To see a description of the field's options as they appear in this dialog box, as well as an explanation of valid field values, select the word Options next to the field type whose options you want to see.

Calculation	Options

Check Box	Options

Data File	Options

Date	Options

E-mail Address	Options

Excel Cell	Options

Image	Options

Internet Address (URL)	Options

Number	Options

Selection	Options

Sequence Number	Options

Telephone	Options

Text	Options

Time	Options


Sequence Number Field

The Options for a sequence number field are limited to an Initial Value.  This value is placed in the field for the first item added, and is incremented by one with each subsequent item added.  The default Initial Value is 1.  When adding a new sequence number field, you can change the Initial Value to any numeric value less than 2,000,000,000.

Note:  You change the initial value for an existing field by deleting the sequence number field and readding it.  Any existing items in the category will be resequenced starting with the new initial value.


E-Mail Address Field

This field type that is used specifically for electronic mail (E–Mail) addresses.  Double clicking on an address within this field will open up a blank mail note (using the default e–mail software) with the To: field automatically filled in with the selected address.  Commence allows up to eighty (80) characters for each e–mail address

In order for Commence to automatically address an electronic message, a compatible electronic mail program must be installed and properly configured.  Some examples of supported e–mail applications are Microsoft Exchange, Lotus Notes, and Lotus cc:Mail.

Once Commence has been configured properly with the e–mail information, the next step is to include e–mail address information in a database.  If there are multiple mail system protocols in use, a prefix can be used in order to identify which protocol is to be used.  For example, entering MAPI:fred will use MAPI protocol to send an e–mail message to address fred.  In addition to MAPI, Commence recognizes VIM and CMC.  The corresponding mail programs must be installed and configured properly in order to take advantage of this feature.

Complete the following information on the E-Mail Address Add Field Dialog Box:

Field Label - this is the name of the field and will be used in all instances where field labels are displayed.

Default - if there is a default address used, enter that address in this area.  This address will be stored in the E-Mail field in the event no other e-mail address is entered into the field.

Mandatory Field - if an e-mail address is required information, checking this box will assure that an item is not saved with an empty E-Mail field.

The new E–Mail Address field is automatically added to all Detail Forms associated with the category.  If there are multiple tabs for any of the Detail Forms, the field is automatically added to the appropriate tab.


Internet Address (URL) Field

Commence includes a field that is used specifically for Uniform Resource Locator (URL) addresses.  Double clicking on a URL address will launch the Web Browser (if not already open) and go directly to the indicated web site.  Commence allows up to 1024 characters for each URL address.

In order for Commence to automatically display a homepage at a specific URL address, a compatible Internet Browser must be installed and properly configured.  Two examples of supported browsers are Microsoft Internet Explorer and Netscape Navigator.

NOTE

Commence uses the web browser that is defined as the default browser.

For proper launching of any web browser, the full URL address must be specified.  For example, http://www.commence.com must be specified, not just commence.com.

Complete the following information on the URL Address’ Add Field dialog box:

Field Label – this is the name of the field, and will be used in all instances where Field Labels are displayed.  In this example, the Field Label will be Home Page.

Default – if there is a default URL address to be used, enter that address in this area.  This address will be stored in the Home Page field in the event no other URL address is entered into the field.

Mandatory Field – if an Internet (URL) address is required information, checking this box will assure that an item is not saved with an empty Home Page field.


Radio Group Field
Selection Field

A Selection Field may be displayed in one of two possible ways.  In situations where there are eight (8) or fewer choices, a Radio Group can be used.  For situations where there are more than eight (8) choices, or when space within a detail form is limited, a Combo Box should be used.

RADIO GROUP

The Options for a radio group field include a label for each of eight possible radio buttons, and a Default radio group from which you select the radio button you want selected by default upon display of an add item detail that shows this field.

Type a label into the text box for each button that you want to define.  Only the buttons you label will appear in the radio group.

Caution:  When you are editing radio group fields, special care must be taken when attempting to change the number or order of radio buttons, or the meaning of a radio button that already has data associated with it.  See Editing a Radio  Group.

Agents with Edit Item or Add Item actions can be used to select any button in a radio group.  When inserting a Value for a radio group field on the Field Values dialog box, the entire contents of the Value text box must contain the label of one of the radio group's buttons, or the value will be ignored.  The button label is case sensitive.  If the value is ignored, the default button will be used.  Note that you can specify a field code from the trigger data to be used as a value for the radio group, but the trigger data field's value must translate into a button name or it will be ignored.

COMBO BOX

Each combo box can have up to 4000 selections from which to choose.  Each individual entry may be 60 characters long.  Define the Combo Box Selections as follows:

Add - adds a Combo box selection to the list of current selections.

Edit - permits the Combo Box selection currently highlighted to be modified.

Move Up - moves the currently selected Combo Box selection up a position within the list of current selections.  Used for customizing the order in which all selections are positioned.

Move Down - moves the currently selected Combo Box selection down a position within the list of current selections.  Used for customizing the order in which all selections are positioned.

Caution: Once a selection has been defined within a Combo Box, it cannot be deleted later.  If a selection becomes unnecessary at a later date, the text associated with the location can be edited (for example, to read Unused or Unavailable).  Modifying the text for a single location does not affect the text for any other location.  The obsolete selection (now labeled Unused) may then be moved down to the bottom of the list so that it is “out of the way.”


Editing a Radio Group

There are two considerations you should bear in mind when editing radio button definitions using the Edit Field dialog box.

First, you cannot delete a radio button.  For example, once you save a definition that uses five radio buttons for the Status field, you can't go back to using only three buttons.  The fourth and fifth will have to be labeled Unused or some such name if you no longer want to use those labels.  Each button will continue to be counted towards the total number of fields and connections used for your category.

Second, while you can change the radio button's label at any time, it is easiest to do so before you enter any data into the category.  This is because data you enter is associated with the radio button number, not its label.

For example, if you have data associated with a radio button labeled Meeting and change the label to Phone Call, any items in the category that previously had the Meeting button turned on will now have the Phone Call button turned on.


Check Box Field

When adding or editing a category, you can select the Initial State of a check box field by selecting one of the Checked or Not Checked radio buttons.  The default is Not Checked.

Agents with Edit Item or Add Item actions can be used to check or uncheck a checkbox.  When inserting a Value for a checkbox field on the Field Values dialog box, the entire contents of the Value text box must contain values of On, 1, True, or Yes to indicate a Checked condition;  anything else is interpreted as a Not Checked condition.

Note:  In Agents, a value of Checked does not indicate a Checked condition; it will be interpreted as Not Checked.


Text Field

The Total Size of a text field is, by default, Small (eighty characters or fewer).  Alternatively, you can select a Large text field (up to 30,000 characters), or select the Limit to option and type a number of characters in the text box provided.  Commence will limit text input for the field to the number of characters you specify.

If you enter a value into the Default text box, this value will be displayed as the default value for this field whenever you add a new item to the category.  Default values are limited to 255 characters or the Total Size you specify, whichever is smaller.

If you turn on the Mandatory Field check box, Commence will not let you save an item detail on which this field appears unless there is a value in this field.


Number/Telephone/Time Fields
Number/Telephone/Time/E-Mail Address/Internet Address Field

These five field types have identical options.

If you enter a value into the Default text box, this value will be displayed as the default value for this field whenever you add a new item to the category.  Default values are limited to 255 characters, but are also limited by the type of the field (i.e a time field must contain a time in the currently selected Windows Control Panel format, or one of the time keywords listed in Natural Language Times).

If you turn on the Mandatory Field check box, Commence will not let you save an item detail on which this field appears unless there is a value in this field.


Data File/Excel Cell/Image Fields
Data/Excel Cell/Image File Field

These three field types have identical options.

Options are limited to a Mandatory Field check box.  If you turn on the Mandatory Field check box, Commence will not let you save an item detail on which this field appears unless there is a value in this field.


Date Field

If you enter a value into the Default text box, this value will be displayed as the default value for this field whenever you add a new item to the category.  Default values for a date field must be either a date in the format set via the Windows Control Panel, or a natural language date less than 255 characters.  See Natural Language Dates for more information.

The valid date range accepted by Commence extends from January 1, 1600, through December 31, 2999.  This makes it easy to add the birthday of a favorite classical composer to a musical library database.

With the expanded range of valid dates available, the Short Date Range preference (Customize- Preferences - Other - Short Date Range)  takes on greater importance when evaluating a two–digit year within a date field.  For example, if the Short Date Range preference is set to be 1930–2029, then the date 25 Jul 49 would be evaluated as July 25, 1949.  However, if the Short Date Range preference is set to be 1950–2049, then the date 25 Jul 49 would be evaluated as July 25, 2049.

If you turn on the Mandatory Field check box, Commence will not let you save an item detail on which this field appears unless there is a value in this field.

If you turn on the Recurring Date check box, a Recurring Item check box will appear on any detail form that includes this field. See Date Field for a description of how the Recurring Item check box and the recurring date field are used.


Calculation Field

Using the Fields button and the arithmetic operators + (add), - (subtract), * (multiply), and / (divide), insert an equation for the calculation field into the Equation text box.

Calculation fields can contain a formula using up to 256 characters, including the +, -, *, and / operators, parentheses ( ) for grouping, and the currency symbol selected via the Windows Control Panel (in the United States and some other countries, this is the dollar sign $).

The Fields button displays the Select Field dialog box, from which you select an existing currency, number, date, or time field to insert into the equation.  All fields for the equation must already be defined to be used in the equation.  All inserted fields must be separated by one of the arithmetic operators.


Name Field

A name field type can hold up to 50 alphanumeric characters.

You can also specify a default value for the Name field.

To set the default for the name field, select the Customize-Database-Category command.  Choose the category that you would like to edit and select the Edit button.  Highlight the Name field and select the Edit button.  Type the in the text that you would like to be the default value.


Deleting Categories

When you select the Delete button from the Category tab, Commence displays a message box asking you to confirm that you want to delete the category.  Select the OK button from the message box to confirm the delete operation;  select the Cancel button to cancel it.

The category definition and all items in the category are deleted from the active database,

Note:  Use this command carefully.  When you delete a category, you delete all the items in the category, any views that use the category, and anything associated with the category (i.e., color templates, connections, detail forms, import and export templates, and agents).  The only way to recover this data is to restore it from a backup (see the File-Open/Manage Database command).


Clarify Field
Advanced Category Options Dialog Box

This dialog box is displayed when you select the Advanced button when adding, editing, or copying a Category Definition.

A clarify field designates a secondary field from among the fields already-defined in the category.  This other field should contain unique data, which will be used by Commence to distinguish between duplicate items.  Having a clarify field is useful when you have a large number of items in your category with the same name.

To designate a clarify field for a category, select a field from the Field drop-down list box.

Any three characters can be used as the Separator.  The default characters are a space, followed by a short dash, followed by a space.  Type a Separator in the text box provided.

Only the Name field can be clarified.  The Clarify Field will be displayed to the right of the item name, and after the chosen Separator, when you:

assign connections, the list of items in the connected category will be displayed with the clarify field. (see Customize-Database-Connection)

select a connection field to filter a view, the list of items in the connected category will be displayed with the clarify field. (see Customize-Filter View)

display items in a Gantt view, provided the Clarify Field is not used as the start date or end date in this view (see Customize-Design View Fields Tab (Gantt Views))

You can change the clarify field at any time.

A secondary index is most useful when there are very large amounts of data to be viewed. Commence enables users to specify an additional two (2) fields that are to be indexed.  Sorting data on a field other than the Name field could consume a large percentage of the total time needed to open the view.  By using a secondary index field, these sort times can be cut drastically, thus reducing the amount of time needed to open a view.

Select the desired Secondary Index Field(s) from the Create Index On combo box.  It is recommended that the Secondary Index Field be set to the field(s) used most often for sorting the category.

The following fields are not available for use as Secondary Index Fields: connections, Data Files, Image, Excel Cell, Calculation, or Number Fields.

Caution: The use of a secondary index may slow down the process of saving items slightly.

The Allow Duplicate Names check box lets you specify if items in the category must have unique names.  For example, if this option is checked, you can add two people to the Person/Company category that are both named "Jones, Joe".  You must allow duplicate names if you will be using recurring date fields with this category.

If Allow Duplicate Names isn't checked, name uniqueness is enforced within the category.  If you try to add a second person named "Jones, Joe" to a category that doesn't allow duplicate names, Commence will display an error message telling you there is already an item with that name.

You can change the Allow Duplicate Names value at any time.  There are only two constraints that will keep you from applying name uniqueness to a category.  If your data contains duplicate names or if a recurring date field is defined for the category, Commence will display an error message and will not save your category definition changes until you turn on Allow Duplicate Names.

If the File-Import command reads an incoming item has a blank name field, Commence automatically assigns the value (none) as the item name.  To use this feature, make sure that you turn on Allow Duplicate Names.  Also select edit the Import/Export template and turn on the Add duplicates as new items radio button on the Import Rules dialog box, so that all of the items with blank names are imported into the category.

If you allow duplicate names, you may also want to select a clarify field with the Advanced... button.


Time Conflict

When you press the Time Conflict button, Commence displays the Time Conflict Layout dialog box.

The Time Conflict Layout dialog box lets you:

--	select the fields to be used for time conflict checking for the selected category

--	enable time conflict checking for the selected category.

--	specify a connection to use when checking for time conflicts.

Enabling time conflict checking for a category means that Commence will check each item added to the category for a time conflict with items already in the category.  If a conflict is detected, Commence asks you if you want to add the conflicting item anyway.

For example, the  Calendar category has time conflict enabled.  If you attempt to add more than one item occurring at the same time on the same day, a warning message is displayed before the new item is added.  You can choose to abort or continue the addition of the conflicting item.  (Note that time slots with multiple items display the word (multiple) instead of the item names.)

Selecting fields for time conflict checking will also let Commence warn you if you specify a start time for an item that is later than the specified end time.


Time Conflict Layout Dialog Box

In order to enable time conflict checking for the selected category, you must specify the name of a date field, and the names of two time fields, and select the Report Time Conflicts check box.  Once you do so, Commence will warn you if a new item conflicts with the time and date of an existing item.

Another feature of time conflict checking is checking start time and end time fields to make sure you specify an end time that is later than the start time.  To enable this checking for the active category, you need only select fields for Date, Start Time, and End Time, and select the Save button (you don't need to turn on the Report Time Conflicts check box).

If you cannot select fields for one or more of the parameters, you will not be able to enable time conflict checking for the category.  You can, however, add date and/or time fields to the category and then enable time conflict checking.  See Adding and Editing Fields

The date field specifies the date on which the item, occurs, and the time fields specify the time span of the event described by the item.  You can specify the same field for Start Time and End Time, indicating that items in the category have no time span (i.e., they occur at a particular time, not for a duration of time).

Commence uses the date field to select items from the category with which to compare the new item;  it uses the time fields to calculate a time span that is compared to the time span of other items occurring on the date in the date field.  If the date field of the new item matches the date field in an existing item and the time spans of the items overlap in whole or in part, a time conflict is reported.

If the Connection to use for conflict checking connection definition is not set and you have time conflict checking turned on (the default), you are warned whenever you add an appointment to a time slot with an existing appointment, regardless of who is involved in the appointment.

The fields you choose for time conflict checking can be changed at any time.

Enabling Time Conflict Checking

1.	Select the Customize-Database-Categorycommand.  You will see a Category Names list box.  Select the category for which you want to enable time conflict checking.

2.	Press the Time Conflict button.  The Time Conflict dialog box is displayed.

3.	Select the arrows on the drop-down list boxes for Date, Start Time, and End Time to display a list of all the date and time fields (as appropriate) in the active category.  If there are no fields of a particular type, only the name (none) will appear in the associated drop-down list when you select it.  Select a field from each list box, or Cancel if appropriate fields don't exist.

4.	Turn on the Report Time Conflicts check box.

5.	Select the name of the connection definition you want Commence to use when checking for time conflicts by highlighting that connection definition in the Connection to use for conflict checking drop-down list box.

6.	Select the Save button.

If one of the field boxes is set to (none) when you select the Save button, Commence attempts to pick an appropriate field.  If it cannot, time conflict checking will not be enabled for the category.

Disabling Time Conflict Checking

1.	Select the Customize-Database-Categorycommand.  You will see a Category Names list box.  Select the category for which you want to enable time conflict checking.

2.	Press the Time Conflict button.  The Time Conflict dialog box is displayed.

3.	Turn off the Report Time Conflict check box.

4.	Select the Save button.


Views Menu Commands

Use commands on the Views menu to:

Open/Manage Views	Open a saved view.

Save View	Save a new view;  save changes to a saved view.

Save View As	Save a changed view under another name. (i.e. copy a view)

Save View As HTML	Save a report or calendar view as an HTML file.

View As	Copy a view to a new view type.

1, 2, 3 ...	Open a view whose name appears at the bottom of the Views menu.


Views-Open/Manage Views command
Views-Open/Manage Views

See Also

Use this command to open, create new, edit and delete a view.

When you select the Views-Open/Manage Views command from the menu bar, Commence displays the Open/Manage Views dialog box.

The Sort Views By radio group controls the sorting order of the list box below.  You can select one of the radio buttons in the Sort Views By radio group to sort the list by view name (the default), view type, or category.  Commence remembers your sorting preference until you exit Commence.

Open View:

To open a view from the list, highlight one of the views and select the Open button.  As a shortcut, double-click the mouse on the desired view name to open it.

New View:

From the Open/Manage Views dialog box select the Create New button.  Use this command to create a new view by choosing a category and view type.

Selecting the Create New button displays the New View dialog box.

To open a new view using the New View dialog box, highlight a category in the Category list box and select a view type from the View As list box.  If you choose a report view type, choose a Report Style that includes all the fields from the highlighted category in the report or the item name field only.  Then, select the View button to create and display the new view.

See Views-Open/Manage Views to open a saved view.

Edit View:

To edit  a view, highlight a view name from the list box displayed and select the Edit button.  This will display the Edit View dialog box which allows you to change the name of the saved view; choose whether or not to display the view's icon on the view bar for convenient opening; choose an icon and a label for the view; choose whether or not to display the view's name on the Views menu for convenient opening.

Delete View:

To delete a view, highlight a view name from the list box displayed and select the Delete button.  As a shortcut, you can delete a view by double-clicking the mouse on the view name you want to delete.

Commence displays the Delete View dialog box.  A message is displayed asking for confirmation before deleting the view.  Select Yes to confirm the deletion of the view.


Views

View Types

Choosing a View Type


Views-Save View command
Views-Save View

See Also

Use this command to save a new view or to save changes made to a saved view.  This command is available only if there is an active view.

If the active view is a saved view, selecting the Views-Save View command silently saves any changes you have made to the saved view's options.

If the active view is an unsaved view, Commence displays the Save View dialog box, which asks for a name for the view.  View names are limited to 50 characters.

If active view is a saved view, and you want to save the changes under a new view name (leaving the original saved view unchanged), use the Views-Save View As command.

This command does not close the active view.  The active view remains displayed after the completion or cancellation of this command.  (Press CTRL+F4 to close the view.)

If you don't save changes made to a (new or saved) view before closing it or exiting Commence, Commence asks you if you want to save the changes to the view before closing the view or exiting.  Answering Yes for a saved view silently saves the changes to the view;  for a new view, the Save View dialog box is displayed.


Customize-Preferences-Tool Bars


Views-Save View As command
Views-Save View As

See Also

Use this command to save changes to the active view under a name other than the name displayed in the title bar of the view's window (leaving the original saved view unchanged), or to copy a saved view.  This command is available only if there is an active view.

Selecting Views-Save View As from the menu bar displays the Save View dialog box.  The name of the active view is filled into the View Name text box.  Type the name under which you want to save the active view and then select the Save button to save the view;  select the Cancel button to cancel the command.

This command does not close the active view.  The active view remains displayed after the completion or cancellation of this command.  (Press CTRL+F4 to close the view.)

Use the Views-Save View command to save the active view as itself.


Views-Save View As HTML command
Views-Save View As HTML

Use this command to export the data in the active view to a HyperText Markup Language (HTML) file. If there is a filter on the view, only the items and fields displayed in the view will be included in the HTML file. This command is available only if there is an active view in calendar, report, or grid format.

Perform the following steps to save an HTML file:

1.	Open a calendar, report or grid view.  If the view is not currently in calendar, report or grid format, use the Views-View As command to change the view type to either calendar, report or grid.

2.	Use the Customize-Design View command to display only the fields and connections you wish to include in the HTML file.

3.	Select the Views-Save View As HTML command from the menu bar to save the view to an external HTML file.  The Save As HTML dialog box appears.

4.	Follow the on-screen instructions to create an HTML file based on the active view.

The resulting file can then be viewed outside of Commence using a common Web browser, such as Microsoft Internet Explorer.

Selecting the Cancel button will cancel the command and will not save an HTML file.

This command does not modify the active view.


Customize-Preferences-View


Views-View As command
Views-View As

See Also

Use this command to display the active view as a new view using a different view type.

The Views-View As command effectively copies the active view to a new view type.  Selecting this command from the menu bar displays a cascade menu containing the view types;  select one of the view types from the cascade menu.

A new view is opened using the (possibly filtered) active category and the new view type specified.  The previous active view (on which the new view is based) remains displayed in the background and is left unchanged.

If you want to retain this new view, you must save it using the Views-Save View or Views-Save View As commands.


View Types

 Choosing a View Type


Views-1, 2, 3 ...

A numbered list of saved views appears at the bottom of the Views menu.  Selecting a numbered view from the list opens the chosen view.

You can place a view's name on the Views menu by selecting the Views-Open/Manage Views command.  Highlight the name of the view you want to place on the Views menu and click on Edit.  Mark the Display on Menu Bar check box.

The ability to place the names of up to 40 of your most frequently used views on the Views menu is provided as a convenient alternative to using the Views-Open/Manage Views command.


Save View Dialog Box
Save/Save As/Edit View Dialog Box

These dialog boxes are displayed when you select the Views-Save View, or Views-Save View As command.  The Edit View dialog box is displayed when you select Views-Open/Manage Views, then select the Edit button.

This dialog box contains these elements:

VIEW NAME

The View Name (if any) of the active view is shown in the View Name text box;  view names are limited to 30 characters.

VIEW ICON LABEL

The View Icon Label text box displays the label that the view's icon will have if it is displayed on the view bar(see the Display on View Bar check box below).  You can change the contents of the text box as you see fit.  Icon labels are limited to 10 characters.  As delivered, default labels are defined only for the pre-defined views that appear on the view bar.

ICON

The Icon drop-down list box shows the current icon for the view.  The default icon for a view reflects the view type of the view.  You can change the current icon by selecting one from the drop-down list box.

Note:  The icons displayed in the Icon drop-down list box include both internal Commence icons and external icons that you can supply.  Commence searches the active database directory and the central icon directory (if one is defined) for all files with a .ico extension and displays the first 500 icons it finds in the list box.  If you specify an icon in a .ico file for a view icon and this file cannot be found when the icon is needed, Commence uses the default icon for the type of the view.  See the Customize-Preferences-Tool Bars command for more information on using external icons.

DISPLAY ON VIEW BAR

The Display on View Bar check box, if turned on, indicates that the active view is currently marked to appear on the view bar.  If it is turned off, the active view is currently not marked to appear on the view bar.

Use this option for frequently used views as an alternative to using the Views-Open/Manage Views command or placing views on the Views menu (see below).  Up to 40 view icons can appear on the view bar.  To add the active view to the view bar, turn on the Display on View Bar check box;  to remove the active view from the view bar, turn the check box off.

When you click the left mouse button on an icon on the view bar, the associated view is opened.  If that view is already opened, clicking the left mouse button makes the view active.  Clicking the right mouse button on the view icon opens another instance of a view.  Multiple instances of a view have a colon and a number appended to their view titles.  The number displayed increases from 1 as new instances are opened.

If a view does not have a label, no default label is assigned to it.  If you don't choose a label for a view and you place that view on the view bar, no label will appear for the view when the view bar is displayed with labels.

Note that you can choose whether or not to display the view bar itself by selecting the Customize-Preferences-Tool Bars command.

DISPLAY ON VIEW MENU

The Display on Menu Bar check box, if turned on, indicates that the name of the active view currently appears on the Views menu.  If it is turned off, the active view's name does not currently appear on the Views menu.

Selecting a view name from the Views menu opens the view.  Use this option for frequently used views as an alternative to using the Views-Open/Manage View command.  Up to 16 view names can appear on the Views menu.  To add the active view to the Views menu, turn on the Display on Menu Bar check box;  to remove the active view from the Views menu, turn the check box off.

OK

Select the OK button to save the view and return to the work area.

CANCEL

Select the Cancel button to return to the work area without saving the view.


Save As HTML Dialog Box

The Save As HTML wizard steps you through the creation of an HTML file containing a table of all the items in the active view.  The number of columns in the table will match the number of fields and connections displayed in the view.  The table will automatically size itself to contain as many rows as needed to include all items that were displayed in the view.  If filters are defined in the view, only those items that meet the filter will be included in the table.  The items will be sorted in the same order as they appeared in the view.  The resulting table will be saved in an HTML file.

In the first step you will be prompted to make a choice:

•	Should Commence create a basic HTML document containing the view information?

•	Should the active view be inserted into an existing formatted HTML page?

See the corresponding sections below to determine which choice is best for you.

By creating an HTML document containing the view information

When you select the first option the active view is inserted into a basic HTML template provided by Commence.  Note that a very simple page is created when using these built-in templates.  You can override the default templates used by Commence by saving a set of .HTX files with specific filenames in the \TMPLTS directory beneath your database directory.  For additional information, see the topic titled Formatting a custom .HTX file for use with Commence.

After you select the first option and click Next>, you will be prompted to enter some additional information about the view.  Feel free to enter values for any and all of the options below, or you may leave them all blank.

•	Title: Any text you type here will appear at the top of the HTML page.  Typically, a brief description or Title of the active view should be entered here.

•	Header: Any text you enter here will appear centered on the line just above the table containing the items from the active view.

•	Footer: Any text you enter here will be appear centered on the line just below the table containing the items from the active view.

By inserting the view information into an existing formatted HTML page

If you would prefer to use a custom HTML template instead of the default templates included with Commence, you may select the second option then click Next> to continue.  You will be prompted to enter the filename of any HTML file or template of your choice.  The only requirement is that the HTML file you select must already contain a special keyword in the position where you want the table of data to appear. For additional information, see the topic titled Formatting a custom .HTX file for use with Commence. This option provides greater flexibility by not requiring a specific .HTX template to be used as with the first option.

Select the filename for the HTML document to be created

In the final step, you will be prompted to enter a new filename to store the finished HTML document. You may use the Browse button to select the directory where the file will be stored.  If you do not enter a path or change directories then the file will be saved in the Commence program directory.  Type any filename followed by an extension of .HTM then select the Finish button to save the file.


Formatting a custom HTX file for use with Commence
Formatting a custom .HTX file for use with Commence

You can override the default HTML templates used by Commence.  To do so, create a set of .HTX files with specific filenames listed below and store these files in the \TMPLTS subdirectory beneath the database directory.  The templates names are:

CALHTML.HTX	This template is used when the active view type is a Calendar. The keyword <%htmlcalendar%> found in this template is replaced with data from the calendar view in Commence.

REPTHTML.HTX	This template is used when the active view type is a Report. The keyword <%htmlview%> found in this template is replaced with data from the report view in Commence. The data is presented in a horizontal table format in the HTML file regardless of the view’s layout in Commence.  The items in the view will continue to be filtered and sorted in the HTML file as they appeared in the Commence view.  The order of fields in the report is also maintained in the HTML file. Fonts and colors used in the view are not translated to the HTML file.

You may use any HTML editor to create new templates then save the completed templates using the filenames above.  Alternatively, you may modify the built-in templates shipped with Commence.  These templates are available when you install the Customer Relationship Management database.  Open this database and determine the path to the data directory using Help - System Information.  The templates will be located in the \TMPLTS directory below this path.  Copy the .HTX files from this directory to the \TMPLTS directory beneath your database directory.

Note:  The default templates listed above contain important keywords used by Commence to merge the active view data into the HTML file.  Do not remove these keywords from the HTX files.


New View Dialog Box

The New View dialog box is displayed by the Views-Open/Manage Views command and clicking on the Create New button.  Use it to create a view.  After filling out this dialog box and selecting the View button, the new view is displayed and becomes the active view.

The elements of this dialog box are:

CATEGORY

From the category list box, highlight the category that you want to use to create a view.

Shortcut:  You can open a new view by first choosing appropriate radio buttons in the View As and/or Report Style radio groups and then double-clicking the mouse over the name of the category you want.

VIEW AS

In the View As radio group, choose the view type that you want to use to create a view.  Choose one of the alternatives by clicking the mouse on the radio button next to the view type you want.

See View Types for a review of the view types.  See Choosing a View Type for how to pick an appropriate view type for a category.

REPORT STYLE

For report views, choose All Fields in the Report Style radio group to include all fields in the report;  select Name Only for a report that includes the name field alone.

Once you create the view, you can use the Customize-Design View command and select the Fields tab to change the fields included in the report.

VIEW

Once you have selected all the options you want from the New View dialog box, select the View button.

If you have selected a Multi-View, you will be presented with the Multi-View Properties wizard which allows you to set the various properties.

If you have selected a Document view, you will be presented with the Document View Options which allows you to specify the Document URL.

All views require a view design.  Commence will attempt to pick appropriate defaults for the view layout when you select View.  This process may fail if you do not have appropriate fields for a calendar or Gantt chart view (default values can always be chosen for book, grid and report views).

A calendar one time field and one date field (the due date field;  i.e., the date the item takes place).  A Gantt chart view requires two date fields (one for start date and one for end date of each item).  If appropriate time and/or date fields do not exist in the selected category, Commence informs you of this fact, and the view is not displayed.

You can change any view's layout using the Customize-Design View command and selecting the Fields tab.  You may want to do this after you create the new view if multiple time and or date fields exist in the category and you want to ensure that Commence picked appropriate view layout fields.


Multi-View Properties Wizard

See Also

PAGE 1: Setting the view properties

A multi-view window can be split into two panes, either horizontally or vertically. You can choose your preference based on what works best with the data you are displaying or how you like to arrange views on your desktop.

Enter a new view name to describe the multi-view as a whole. This unique “View Name” is used to identify the view and cannot be a duplicate of an existing view name in the Open/Manage Views list. All the required properties have now been set. You may click Next> to continue setting up the multi-view or configure the optional settings below.

If you would like to add a shortcut on the View Bar to open the multi-view, then you should also set the following properties:

1	Type a brief View Icon Label.

2	Choose an appropriate icon to represent the multi-view in general.

3	Choose whether you wish to display the multi-view shortcut on the View Bar and/or Views Menu, and for which desktops.

PAGE 2: Setting the view pane size/position

The splitter bar separates the primary window from the secondary window in a multi-view. The window panes are initially split with a default value, however the splitter can be reset to any proportion totaling 100%. You can adjust the proportions any time after the multi-view has been created by simply dragging the splitter bar on screen.

The option to “Save Position, Size, and Panes on Exit” is turned on by default. This allows you to resize the multi-view window as a whole and retain that size and position on the desktop. Note that this is the only way to save the multi-view window; the Views-Save View commands will continue to work on the active views within the multi-view. The multi-view window as a whole will not be affected by the standard view commands. When you create a new multi-view or edit an existing one, you are prompted for the various properties of the view.  Select the appropriate values and then press the Next button until all options are selected.

PAGE 3: Setting the Primary View

The primary view for a multi-view window can be any of the following view types:

• Book View

• Calendar View

• Gantt View

• Report View

• Grid View

When selecting the primary view, you may choose a view-linked view. Linked views in the primary pane are able to interact with views outside the multi-view window. However, linked views in the secondary pane of a multi-view window will only respond to the primary view within the same multi-view window.

The list of views can be sorted by View Name, Type, or by Category. Double-click on the column heading to resort the list. Once you have found the view of your choice, click the Select View button or click on the handle to the right of the View Name. Confirm that the view you chose is shown in the “Selected Primary View” box below. You may click Next> to continue setting up the multi-view.

PAGE 4: Setting the Primary View to a Detail Form

When you open a multi-view, you can choose to display the primary view in detail form mode. If the detail form option is left unchecked, the primary view can only be displayed in view mode. Item details will be opened in a new window outside the multi-view frame, which are not linked to the secondary views in the multi-view window.

Turn on this option if you prefer to view your data in a form layout rather than one of the standard view types. The primary view will use the filters and sorts defined for the view you selected to determine which items to display.

When you select the detail form option, you must also choose a default detail form layout from the list of forms in the category. The form layout you select will be used to display all items as you traverse through the items in the view. For this reason, it is recommended that you select a general form displaying all the necessary fields, regardless of the item data. Filtered detail forms would typically not be appropriate.

To save your choice, click the Select Form button. Confirm that the view you chose is shown in the “Selected default form view” box below. Click Next> to continue setting up the multi-view.

PAGE 5: Setting the Secondary Views

At least one secondary view must be defined before you can save the multi-view. Secondary views in a multi-view window can be any of the following view types:

• Book View

• Calendar View

• Gantt View

• Report View

• Grid View

The list of views can be sorted by View Name, Type, or by Category. Double-click on the column heading to resort the list. When selecting secondary views, keep the following guide-lines in mind:

•	Including a view in a multi-view window does not limit you from re-using that view elsewhere in the application. Views that are part of a multi-view window can still be opened independently outside themulti-view window.

•	Multi-views can support up to 100 view tabs in the secondary window.

•	Multi-views are optimized to handle numerous large views in the secondary window. Large views are views displaying hundreds of thousands of items or views approaching the maximum number of fields.

•	Each view in the secondary window is not loaded until after the view tab has been opened, not when the multi-view window is opened.

•	Linked views in the secondary pane of a multi-view window will only respond to the primary view within the same multi-view window.

•	Unlinked views and views that are linked to different categories can also be added as view tabs in the secondary window. However, there is no dynamic relationship between the data in unlinked views and the data in the primary window of the multi-view.

Once you have chosen a view, click the Select View button or click on the handle to the right of the View Name. Confirm that the view you chose is shown in the “Selected Primary View” box below. Repeat this step to select as many secondary views as needed. To undo a selection, click the {X} button. This will remove the view tab from the multi-view window. Deselecting a view in this manner will not delete the view from the database.

After you have selected the secondary views, you can customize the tab label for each view as needed. The tab label can be up to 15 characters. This label is used for display purposes only, to aid you in locating a particular view in the multi-view window. Duplicate tab labels are allowed but are not recommended to avoid confusion. The tab labels are not used to determine the order of the tabbed windows.

The tabbed windows will be arranged in the secondary window from left to right in the order shown here, not alphabetically. If you would like to rearrange this order, use the {up arrow} and {down arrow} buttons to move the tabs up or down in the list. Views accessed most often should be moved to the top of the list.

Click Finish to save the multi-view configuration. The completed multi-view can now be accessed from the list of views defined under the Views -> Open/Manage Views dialog. The multi-view is now ready to use.


Multi-View Type

Choosing a View Type

Linking Views


Document View Options

The Document view provides a way to integrate Internet and intranet based applications and pages directly on your Commence desktop.

Document views are created using the same command as regular views.  When in Document Options:

1	Enter the URL pointing to the HTML document you wish to display, using the following examples.

•	Type the Internet address - for example, www.commence.com

•	Type the complete path and file name to an HTML file - for example, c:\program files\commence workgroup\Web Companion.htm

•	Type the complete path and file name to a Microsoft Office document - for example, c:\my documents\test.doc (assumes test.doc is an existing file in this directory)

2	Click OK to open the view.

Tip	Keywords can be used when specifying the URL - for example, (-ProgramDir-)\Web Companion.htm

For more information on the Document View, see Document View Type.


Views

See Also

A view is a formatted graphical display of your data.

You work with views in much the same way as you do traditional files.  The Views menu on Commence's menu bar provides the commands you need to open/manage views, save the views you create for later use, and view previously saved views in a different format.

In its simplest form, a view is a combination of a view type and a category.  We discuss categories and view types in other topics;  for the purpose of defining views, its enough to say that categories contain your data and view types specify how to display the category data.

A view is displayed in a window of its own.  Scroll through views that are longer or wider than one window by using the scroll bars.  Close the view by closing its window.

Only one view at a time is considered active, that is, the commands you issue using the mouse or keyboard affect only the active view.  The active view is the view whose title bar is a different color or shade than all other currently displayed windows.

A view displays items that contain one or more pieces of data, called fields.  The data items displayed by a view may or may not correspond exactly to the items in the category used by the view.  Views give you the power to select a group of items from a category (and even a subset of the fields in an item) for display.

The currently displayed view is called the active view.

Commence comes with some pre-installed views that you can use as-is or modify  You will most likely add new views as you use Commence.  Select the Views-Open/Manage Views command to see a list of the views in the currently open database.

A few pre-installed views have icons that appear on the view bar at the left of the main Commence window for easy opening.  Once you use Commence for a while, you will probably want to add icons for your most frequently used views.  If the view bar is not displayed, use the Customize-Preferences command and select the Tools Bars tab to display it.  Select the Views-Open/Manage Views command and highlight the view you want to appear on the view bar and click on the Edit button. The Edit View dialog box will be displayed and you can specify that the views icon be displayed on the view bar.


View Types

Choosing a View Type


View Types

See Also

When creating a new view, you select a view type to tell Commence how to structure the window used to display view data.

There are several view types delivered with Commence.  Each provides a distinct display format.  They are briefly described below;  select the name of the view type below to see a detailed description of its capabilities:

Book	displays items alphabetically by the item name field of each item (up to 20 fields can be included);  each page of the book displays items whose item name fields begin with the letter appearing at the top of the page

Calendar	displays items on a daily, weekly, or monthly basis in an appointment calendar format;  each item must have start time, end time, and date values

Gantt Chart	displays items in a traditional Gantt Chart format;  each item must have start date and end date values

Grid	displays fields from one or more categories in a row/column format.  It can be used in two modes: read-only and update mode.

Document	diaplays a Web page as a view window on the Commence desktop.

Multi-View	Displays a set of related views in one window frame.  The view is split to show the primary and secondary views.

Report	displays user-selected fields of an item in a multi-row, multi-column format;  the graphic format of the display (fonts, labels, etc.) is also user-selectable

You can use prefix matching to find a particular item in a long list of items in a report view, Gantt chart view, Book view, or Grid View.

Once you choose an appropriate view type and display a view, you can refine how the view displays data items by selecting a command from the Customize-Design View menu.


Views

Prefix Matching


Book View Type

See Also

The book view type displays items in a window that looks like an address book.  Any category can be displayed in a view using the book view type.

An example is the Address Book view included with Commence;  it is a book view of the Person/Company category.

Items are arranged alphabetically in the book.  Each page in the book displays a letter of the alphabet at the top of the page;  items appearing on the page have an item name field that begins with that letter of the alphabet.  Items beginning with numbers or special characters (including a tab or space) appear under the # character.

The book view provides the following controls:

ALPHABETIC TABS

To see items in the view whose item name fields begin with a particular letter, use your mouse to select the appropriate tab on the left or right side of the book.  You can also type the letter on your keyboard to go to the first page of items that begin with the letter typed.  A grayed tab indicates that there are no items in the view beginning with that letter.

FOLDED PAGE CORNERS

Select a folded corner at the top of the page with your mouse (or use the left and right arrow keys on your keyboard) to move through the book one page at a time.  Use the up arrow key on your keyboard to move to the first preceding page that contains an item.  Use the down arrow key to move to the first following page that contains an item.

To display the item detail of an item in a book view, double-click the mouse on the item or highlight the item and press the ENTER key.


Prefix Matching


Calendar View Type

The calendar view type is used to display items that occur on a particular date and have a time interval on that date.  A category must have at least one time field and one date field to be displayed by a view using the calendar view type.

You can display the item detail of any item displayed by a calendar view in Day display mode (see below) by selecting the item name of the item you want to see.  From the other display modes (Image, Two Days Week, Two Weeks, Month, Six Weeks and Year) you can double-click on a date to display the Calendar Items dialog box and then select any item to display its item detail.

The topics listed below explain the various parts and display modes of the calendar view.  Select a topic or use the Browse >> button to display each topic in order.

Active Date

Display Modes

Calendar Tool Bar


Active Date

The calendar view initially displays today's date in the center of the Calendar Tool Bar at the top of the calendar window;  this is called the active date.  As you select different dates and calendar Display Modes using the Calendar Tool Bar,  the active date displayed changes to match the dates you select.  The date is displayed in the format you set through the Windows Control Panel.


Display Modes

There are eight display modes for the calendar view.  They are Day, Two Days, Week, Two Weeks, Month, Six Weeks, and Year modes.

Item names associated with the active date are displayed in the calendar view window in a Day, Two Days, Week, Two Weeks, Month, and Six Weeks display mode.  The Year display mode shows all the dates for the active year by displaying twelve monthly calendars.

The default display mode is the Day mode.  To change the display mode, select a display mode from the drop down list on the left of the Calendar Tool Bar.

Select one the buttons below to see a description of the features and controls in each display mode:

Day	Day Display Mode

Two Days	Two Days Display Mode

Week	Week Display Mode

Two Weeks	Two Weeks Display Mode

Month	Month Display Mode

Six Weeks	Six Weeks Display Mode

Grid	Grid Display Mode

Year	Year Display Mode


Day Display Mode

The Day display mode provides:

DAY TITLES

Day titles are displayed at the top of the daily calendar just above the graphical display of time slots.  Day titles are appointments or events that are scheduled for a day but do not have a start or end time.  An example or a day title is "Anniversary".  An arrow immediately to the right of the day title shows that there are more day titles for the day being displayed.  Double clicking on the arrow displays all day titles for the active day in the Calendar Items dialog box.

MONTHLY CALENDARS

The current and previous monthly calendars are displayed on the right side of a calendar view.  The current monthly calendar display changes as you change the display using the calendar controls on the Calendar Tool Bar.  The active date is framed in a small rectangle.  The calendar weeks are arranged according to the preference you set for the beginning day of the week using the Customize-Preferences command and clicking on the Calendar tab.

LEGEND

A small window that explains the color coding scheme used in the busy bars.  You can toggle the display of the legend by selecting the Legend button on the Calendar Tool Bar or by selecting the Customize-Design View command, selecting the Color tab, and marking the Show Legend checkbox.  You can change the color coding scheme used by a calendar view by selecting a different color coding template on the Color tab dialog box.  You can create new color coding templates using the Customize-Database command and selecting the Color Code tab.

Appointment Controls

The rest of the day calendar displays appointments that are scheduled for particular start times.  There are five vertical columns which convey different information about the appointment items and a scroll bar to move the displayed time interval.  These columns are described below in left to right order as they appear.  The duration of an appointment is shown on the two busy bars (the 18-Hour Busy Bar and the Time Slot Busy Bar) to the left.

The daily calendar shows as many appointments as can fit in the current window size.  If you make the window larger, the number of time slots displayed increases with the window size.

18-HOUR BUSY BAR

Color codes time periods for which an item is scheduled on the displayed date.  The 18-hour interval displayed (6 a.m. to Midnight) remains constant regardless of the time interval chosen for the time slots.  Clicking on this bar causes the time slot area to scroll to display the selected time.

TIME SLOTS

Time intervals are labeled in this column by their start time.  You can change the interval between time slots, and the time displayed in the top-most slot using the Customize-Design View command and then selecting the Display tab;  The time is displayed in the format you set through the Windows Control Panel.  The number of time slots displayed depends with on the window size (See above).

TIME SLOT BUSY BAR

Color codes time periods for which an item is scheduled on the displayed date.  The scale of this busy bar is changed when you change the time scale of the time slots.

ALARM BAR

Displays an alarm clock icon next to the item name of a scheduled item for which an alarm has been set.  You set an item's alarm by highlighting the item and selecting the alarm agent icon from the tool bar (if present) or by turning on the alarm check box in the item detail.

ITEM NAME SLOTS

The fields that are displayed for a scheduled item can be changed using the Customize-Design View command and selecting the Fields tab.  These fields are displayed in the slot corresponding to the start time of the item.  To display the item detail for an item in a time slot in Day display mode, double-click the mouse on the item name, or highlight the time slot and press the ENTER key.  If multiple items are scheduled for the same time slot, the Select Item dialog box is displayed from which you select the item name of the item you want to display.

SCROLL BAR

Allows you to browse through the items not in the currently displayed time interval.  Use the arrows and box in the scroll bar to move through the day's scheduled items.  You can also use the Page Up and Page Down keys for the same purpose.

Using Appointments with Day Display Mode

This section describes how to add, view, move, copy, edit and delete appointments using a Calendar view in Day display mode.

Note:  For keyboard users, highlighting an item or date and pressing the Space Bar is equivalent to double clicking the mouse button on an item.

Adding Appointments

Double click on an empty time slot.  Commence displays the Add Item screen with the Date and Start Time set to the date and start time you selected.  For example, if you double click on Tuesday, 5/6/97, at 5:00 p.m., the Date will be set to 5/6/97 and the Start Time will be set to 5:00 p.m.  To change one or both values, type over the information in the appropriate edit box.  To add a Day Title, clear the Start Time value so that it is blank.

Note:  To add an appointment to your calendar regardless of the calendar mode:  Enter Ctrl + A or select the Add button on the tool bar.

Drag an item from a view of any other category over your calendar.  If you drop the item over a time slot, it will be scheduled for that time slot.  If you drop it over an area without a time, it will be added as a Day Title.  Commence will automatically connect the newly added appointment to the item you copied from another category.  See Drag and Drop for more information.

Viewing and Editing Appointments

To display the item detail for an item in a time slot in the Day display mode, double-click the mouse on the item name, or highlight the time slot and press the Enter key.  If multiple items are scheduled for the same time slot, the Select Item dialog box is displayed from which you select the item name of the item you want to display.

Moving and Copying Appointments

To move an appointment drag the item to another day or time slot.  To move an appointment using the keyboard, highlight the item and select the Edit-Edit Item command.

To copy an appointment hold down the Crtl key when you select the item and drag the item to another day or time slot.  To copy an appointment using the keyboard, highlight the item and select the Edit-Copy Item command.

See Drag and Drop for more information.

Deleting Appointments

To delete an appointment drag the item to the Delete button on the tool bar or highlight the item and select the Edit-Delete Item command, the Delete button on the tool bar, or the Delete key.


Two Days Display Mode

Two days display mode shows as many of the day's items as possible for the current day of the week and the next day.  If a day has more items than can be displayed in the window size, a down arrow appears at the bottom right corner of the day's rectangle.  You can re-size the window to display more items per day.

To switch to the a different display mode of the Calendar view, click the right mouse button over the day's date.  Choose Display Mode from the right-click menu that appears, then select another display mode from the list.  You can also left click on Display mode drop-down list on the calendar tool bar.

Two days display mode displays a busy bar.  Items are displayed in the busy bars as color coded vertical bars;  vertical bars with multiple colors indicate multiple items scheduled for the same time.

Using Appointments with Two Days Display Mode

This section describes how to add, view, move, copy, edit and delete appointments using a Calendar view in 2 days display mode.

Note:  For keyboard users, highlighting a date and pressing the Space Bar will switch to the day display mode.  From there you can select any item on that day.

Adding Appointments

Double click the mouse on any blank space within the day rectangle.  An Add Item screen is displayed.

Note:  To add an appointment to your calendar regardless of the calendar mode:  Enter Ctrl + A or select the Add button on the tool bar.

Drag an item from a view of any other category over your two day calendar, it will be added as a Day Title.  Commence will automatically connect the newly added appointment to the item you copied from another category.  See Drag and Drop for more information.

Viewing and Editing Appointments

To display the item detail for an item in the 2 day calendar, double-click the mouse on the item name, or highlight the item name and press the Enter key.  You can also double click on the date or on the down arrow (see above) to display the Calendar Items dialog box, from which you select the item name of the item you want to display.

Moving and Copying Appointments

To move an appointment drag the item to another day.  If you drop it on a time slot in day mode, Commence will change its start time as well as its date.  If you drop it on a date, its start time remains the same.  To move an appointment using the keyboard, highlight the item and select the Edit-Edit Item command.

To copy an appointment hold down the Crtl key when you select the item and drag the item to another day.  To copy an appointment using the keyboard, highlight the item and select the Edit-Copy Item command.

See Drag and Drop for more information.

Deleting Appointments

To delete an appointment drag the item to the Delete button on the tool bar or double click on the item to display the Item Detail, and then select Edit-Delete Item command or the Delete button on the tool bar.


Week Display Mode

Week display mode shows as many of the day's items as possible for each day of the week in which the active date occurs.  If a day has more items than can be displayed in the current window size, a down arrow appears at the bottom right corner of the day's rectangle.  You can re-size the window to display more items per day.

To switch to another display mode of the Calendar view, click the right mouse button over the day's date.  Choose Display Mode from the right-click menu that appears, then select another display mode from the list.  You can also left click on Display mode drop-down list on the calendar tool bar.

Week display mode displays a busy bar.  Items are displayed in the busy bars as color coded vertical bars;  vertical bars with multiple colors indicate multiple items scheduled for the same time.

Using Appointments with Week Display Mode

This section describes how to add, view, move, copy, edit and delete appointments using a Calendar view in Week display mode.

Note:  For keyboard users, highlighting an item or date and pressing the Space Bar will switch to the day display mode.  From there you can select any item on that day.

Adding Appointments

Double click the mouse on any blank space within the day (or week) rectangle.  An Add Item screen is displayed.

Note:  To add an appointment to your calendar regardless of the calendar mode:  Enter Ctrl + A or select the Add button on the tool bar.

Drag an item from a view of any other category over your weekly calendar, it will be added as a Day Title.  Commence will automatically connect the newly added appointment to the item you copied from another category.  See Drag and Drop for more information.

Viewing and Editing Appointments

To display the item detail for an item in the Week display mode, double-click the mouse on the item name, or highlight the item name and press the Enter key.  You can also double click on the date or on the down arrow (see above) to display the Calendar Items dialog box, from which you select the item name of the item you want to display.

Moving and Copying Appointments

To move an appointment drag the item to another day.  If you drop it on a time slot in day mode, Commence will change its start time as well as its date.  If you drop it on a date, its start time remains the same.  To move an appointment using the keyboard, highlight the item and select the Edit-Edit Item command.

To copy an appointment hold down the Crtl key when you select the item and drag the item to another day.  To copy an appointment using the keyboard, highlight the item and select the Edit-Copy Item command.

See Drag and Drop for more information.

Deleting Appointments

To delete an appointment drag the item to the Delete button on the tool bar or double click on the item to display the Item Detail, and then select Edit-Delete Item command or the Delete button on the tool bar.


Two Weeks Display Mode

Two Weeks display mode shows as many of the day's items as possible for each day of the current and the next week in which the active date occurs.  If a day has more items than can be displayed in the current window size, a down arrow appears at the bottom right corner of the day's rectangle.  You can re-size the window to display more items per day.

To switch to another display mode of the Calendar view, click the right mouse button over the day's date.  Choose Display Mode from the right-click menu that appears, then select another display mode from the list.  You can also left click on Display mode drop-down list on the calendar tool bar.

Two Weeks display mode displays a busy bar.  Items are displayed in the busy bars as color coded vertical bars;  vertical bars with multiple colors indicate multiple items scheduled for the same time.

Using Appointments with Two Weeks Display Mode

This section describes how to add, view, move, copy, edit and delete appointments using a Calendar view in 2 Weeks display mode.

Note:  For keyboard users, highlighting an item or date and pressing the Space Bar will switch to the day display mode.  From there you can select any item on that day.

Adding Appointments

Double click the mouse on any blank space within the day (or week) rectangle.  An Add Item screen is displayed.

Note:  To add an appointment to your calendar regardless of the calendar mode:  Enter Ctrl + A or select the Add button on the tool bar.

Drag an item from a view of any other category over your weekly calendar, it will be added as a Day Title.  Commence will automatically connect the newly added appointment to the item you copied from another category.  See Drag and Drop for more information.

Viewing and Editing Appointments

To display the item detail for an item in the 2 Weeks display mode, double-click the mouse on the item name, or highlight the item name and press the Enter key.  You can also double click on the date or on the down arrow (see above) to display the Calendar Items dialog box, from which you select the item name of the item you want to display.

Moving and Copying Appointments

To move an appointment drag the item to another day.  If you drop it on a time slot in day mode, Commence will change its start time as well as its date.  If you drop it on a date, its start time remains the same.  To move an appointment using the keyboard, highlight the item and select the Edit-Edit Item command.

To copy an appointment hold down the Crtl key when you select the item and drag the item to another day.  To copy an appointment using the keyboard, highlight the item and select the Edit-Copy Item command.

See Drag and Drop for more information.

Deleting Appointments

To delete an appointment drag the item to the Delete button on the tool bar or double click on the item to display the Item Detail, and then select Edit-Delete Item command or the Delete button on the tool bar.


Month Display Mode

Month display mode shows as many of the day's items as possible for each day of the month in which the active date occurs.  If a day has more items than can be displayed in the current window size, a down arrow appears at the bottom of the day's rectangle.  You can re-size the window to display more items per day.

To switch to a day Calendar view, double click the right mouse button over the day's date.  You can also click the left mouse button over a date and then select another display mode from the tool bar drop down list.

Month display mode displays a busy bar.  Items are displayed in the busy bars as color coded vertical bars;  vertical bars with multiple colors indicate multiple items scheduled for the same time.

Using Appointments with Month Display Mode

This section describes how to add, view, move, copy, edit and delete appointments using a Calendar view in Month display mode.

Note:  For keyboard users, highlighting an item or date and pressing the Space Bar will switch to the day display mode.  From there you can select any item on that day.

Adding Appointments

Double click the mouse on any blank space within the day (or week) rectangle.  An Add Item screen is displayed.

Note:  To add an appointment to your calendar regardless of the calendar mode:  Enter Ctrl + A or select the Add button on the tool bar.

Drag an item from a view of any other category over your monthly calendar, it will be added as a Day Title.  Commence will automatically connect the newly added appointment to the item you copied from another category.  See Drag and Drop for more information.

Viewing and Editing Appointments

To display the item detail for an item in the Month display mode, double-click the mouse on the item name, or highlight the item name and press the Enter key.  You can also double click on the date or on the down arrow (see above) to display the Calendar Items dialog box, from which you select the item name of the item you want to display.

Moving and Copying Appointments

To move an appointment drag the item to another day.  If you drop it on a time slot in day mode, Commence will change its start time as well as its date.  If you drop it on a date, its start time remains the same.  To move an appointment using the keyboard, highlight the item and select the Edit-Edit Item command.

To copy an appointment hold down the Crtl key when you select the item and drag the item to another day.  To copy an appointment using the keyboard, highlight the item and select the Edit-Copy Item command.

See Drag and Drop for more information.

Deleting Appointments

To delete an appointment drag the item to the Delete button on the tool bar or double click on the item to display the Item Detail, and then select Edit-Delete Item command or the Delete button on the tool bar.


Six Weeks Display Mode

Six Weeks display mode shows as many of the day's items as possible for each day the next six weeks, starting with the current week in which the active date occurs.  If a day has more items than can be displayed in the current window size, a down arrow appears at the bottom of the day's rectangle.  You can re-size the window to display more items per day.

To switch to a day Calendar view, double click the right mouse button over the day's date.  You can also click the left mouse button over a date and then select another display mode from the tool bar drop down list.

Six Weeks display mode displays a busy bar.  Items are displayed in the busy bars as color coded vertical bars;  vertical bars with multiple colors indicate multiple items scheduled for the same time.

Using Appointments with Six Weeks Display Mode

This section describes how to add, view, move, copy, edit and delete appointments using a Calendar view in 6 Weeks display mode.

Note:  For keyboard users, highlighting an item or date and pressing the Space Bar will switch to the day display mode.  From there you can select any item on that day.

Adding Appointments

Double click the mouse on any blank space within the day (or week) rectangle.  An Add Item screen is displayed.

Note:  To add an appointment to your calendar regardless of the calendar mode:  Enter Ctrl + A or select the Add button on the tool bar.

Drag an item from a view of any other category over your 6 week calendar, it will be added as a Day Title.  Commence will automatically connect the newly added appointment to the item you copied from another category.  See Drag and Drop for more information.

Viewing and Editing Appointments

To display the item detail for an item in the 6 Weeks display mode, double-click the mouse on the item name, or highlight the item name and press the Enter key.  You can also double click on the date or on the down arrow (see above) to display the Calendar Items dialog box, from which you select the item name of the item you want to display.

Moving and Copying Appointments

To move an appointment drag the item to another day.  If you drop it on a time slot in day mode, Commence will change its start time as well as its date.  If you drop it on a date, its start time remains the same.  To move an appointment using the keyboard, highlight the item and select the Edit-Edit Item command.

To copy an appointment hold down the Crtl key when you select the item and drag the item to another day.  To copy an appointment using the keyboard, highlight the item and select the Edit-Copy Item command.

See Drag and Drop for more information.

Deleting Appointments

To delete an appointment drag the item to the Delete button on the tool bar or double click on the item to display the Item Detail, and then select Edit-Delete Item command or the Delete button on the tool bar.


Grid Display Mode

Grid mode allows you to see the items in the calendar for a particular day in a columnar format based on the time of the item and a connection to the item.  For example, you can set up your calendar grid mode to show all the appointments that are connected to you and up to 7 other people (for a total of 8).

Using Appointments with Grid Display Mode

This section describes how to add, view, move, copy, edit and delete appointments using a Calendar view in Grid display mode.

Note:  For keyboard users, highlighting an item or date and pressing the Space Bar is equivalent to double clicking the mouse button on an item.

Adding Appointments

Double click on an empty time slot.  Commence displays the Add Item screen with the Date and Start Time set to the date and start time you selected and will automatically be connected to the item at the top of the column.  For example, if you double click on Tuesday, 5/6/97, at 5:00 p.m., the Date will be set to 5/6/97 and the Start Time will be set to 5:00 p.m.  To change one or both values, type over the information in the appropriate edit box.

Note:  To add an appointment to your calendar regardless of the calendar mode:  Enter Ctrl + A or select the Add button on the tool bar.

Drag an item from a view of any other category over your calendar.  If you drop the item over a time slot, it will be scheduled for that time slot and connected to the item shown at the top of the column. Commence will automatically connect the newly added appointment to the item you copied from another category.  See Drag and Drop for more information.

Viewing and Editing Appointments

To display the item detail for an item in a time slot in the Day display mode, double-click the mouse on the item name, or highlight the time slot and press the Enter key.  If multiple items are scheduled for the same time slot, the Select Item dialog box is displayed from which you select the item name of the item you want to display.

Moving and Copying Appointments

To move an appointment drag the item to another day or time slot.  To move an appointment using the keyboard, highlight the item and select the Edit-Edit Item command.

To copy an appointment hold down the Crtl key when you select the item and drag the item to another day or time slot.  To copy an appointment using the keyboard, highlight the item and select the Edit-Copy Item command.

See Drag and Drop for more information.

Deleting Appointments

To delete an appointment drag the item to the Delete button on the tool bar or highlight the item and select the Edit-Delete Item command, the Delete button on the tool bar, or the Delete key.


Year Display Mode

The Year display mode shows all the dates for the active year by displaying twelve monthly calendars.  If you re-size the year mode window, the calendar will re-size also.  To switch to a day Calendar view, double click the right mouse button over the day's date.  You can also click the left mouse button over a date and then select another display mode from the drop down list on the tool bar.

Using Appointments with Year Display Mode

This section describes how to add, view, move, copy, edit and delete appointments using a Calendar view in Year display mode.

Note:  For keyboard users, highlighting an item or date and pressing the Space Bar is equivalent to double clicking the mouse button on an item.

Adding Appointments

Double click the mouse on the date to display the Calendar Items dialog box.  Then select the Add button on the dialog box to display an Add Item screen.

Note:  To add an appointment to your calendar regardless of the calendar mode:  Enter Ctrl + A or select the Add button on the tool bar.

Drag an item from a view of any other category over your yearly calendar, it will be added as a Day Title.  Commence will automatically connect the newly added appointment to the item you copied from another category.  See Drag and Drop for more information.

Viewing and Editing Appointments

To display the item detail for an item in the Year display mode double click on the date to display the Calendar Items dialog box, from which you select the item name of the item you want to display and then select the Edit button in the dialog box.

Moving and Copying Appointments

To move or copy an appointment double click on the date to display the Calendar Items dialog box. Then highlight the item and then select the Edit button in the dialog box.

Deleting Appointments

To delete an appointment double click on the date to display the Calendar Items dialog box. Then highlight the item and then select the Delete button in the dialog box.


Calendar Tool Bar

At the top of every Calendar view, regardless of the display mode chosen, there is a tool bar that lets you change certain aspects of the calendar display.  The following picture shows the controls on the calendar tool bar.  Select the button for a description.

Use the control buttons to affect the calendar display by changing the active date or the legend.


Calendar Tool Bar - Legend
LEGEND

Selecting this button or selecting the Customize-Design View command ,click on the Display tab and mark the Show Legend checkbox, toggles the display of the legend.  When the legend is displayed, a small window appears that explains the color coding used in the busy bars.  You can change the color coding used in a Calendar view by selecting a color coding template with the Customize-Design View command and clicking on the Color tab.  You can create new color coding templates using the Customize-Database command and selecting the Color Code tab.


Calendar Tool Bar - Current Day
CURRENT DAY OR INTERVAL

Selecting this button lets you change the date, week, month or year that is displayed.  This displays the Select Date dialog box where you can display monthly calendars to select a date and then select the OK button to return to the calendar view.


Calendar Tool Bar - Previous Day
PREVIOUS DAY OR INTERVAL

Selecting this button displays the previous day, 2 days, week, 2 weeks, month, 6 weeks, or year, depending on the current display mode.


Calendar Tool Bar - Next Day
NEXT DAY OR INTERVAL

Selecting this button displays the next day, 2 days, week, 2 weeks, month, 6 weeks, or year, depending on the current display mode.


Calendar Tool Bar - Return to Today
RETURN TO TODAY

Selecting this button displays today's appointments.  This is a handy way to return to today's appointments after examining past or future appointments.


Calendar Tool Bar - Previous Day With Items
PREVIOUS DAY WITH ITEMS

Selecting this button displays the first day before the currently displayed day or interval for which items are scheduled.


Calendar Tool Bar - Next Day With Items
NEXT DAY WITH ITEMS

Selecting this button displays the next day after the currently displayed day or interval for which items are scheduled.


Prefix Matching


Gantt Chart View Type

See Also

A Gantt chart view provides a way to graphically display the durations of items (such as tasks) that may span more than one day.  A category must have at least one date field in order to be used in a Gantt chart view.

The Project category included with Commence is an example of a category that has start date and end date fields and is used in a Gantt chart view.  This is displayed in the Project Manager view.

The Gantt chart view type displays item names on the left side of the view window, while the right side of the window displays color coded triangles and horizontal bars to represent the duration of each item according to the time scale displayed at the top.

The time scale for a Gantt chart view can be changed using the Customize-Design View command and selecting the Display tab.

Horizontal bars represent the duration of an item with different start and end dates;  triangles are used for items whose start and end dates are the same date (one-day duration items).

A legend that explains the color coding scheme can be displayed by selecting the Customize-Design View command and selecting the Display tab.  You can change the color coding scheme used by a calendar view by selecting a color coding template with the Customize-Design View command and selecting the Colors tab.  You can create new color coding templates using the Customize-Database  command and selecting the Color Code tab.

Display the item detail of an item in a Gantt chart view by double-clicking the mouse on the item name or its associated duration.


Grid View Type

See Also

A grid view is a type of view that displays data in a row/column format. A grid can be used in two modes: read-only and update mode. When used in read-only mode grid views are similar to reports in many ways. Data can be viewed and printed; items can be rearranged and queried through sorting and filtering; letters can be created, and agents can be fired.

Special field handles are provided for some field types to perform functions unique to that field. These functions work in both update mode and read-only mode. Supported functions include:

•	sending an email from an E-Mail Address field

•	opening a Web page from an Internet Address (URL) field

•	auto-dialing a phone number from a Telephone field

•	launching the associated application from a Data File field

Grid Toolbar

The toolbar located at the top of the grid view is similar to that on a detail form. The Switch Modes button on this toolbar allows you to toggle between read-only and update mode. In update mode, the data in each row or column can be updated directly in the grid without opening a detail form.

Most of the buttons found on the Grid Toolbar are only used in update mode. All other buttons are inactive in update mode.

Button	Purpose
	SAVE AND ADD ANOTHER: Press this button to save pending changes to the active item and add new row
	SAVE: Press this button to save pending changes to the active item. Moving the cursor to a different item/row also saves all field edits for the previous item.
	CANCEL: Press this button to undo changes; revert active item to last saved state.
	DELETE ITEM (Read-only mode): Press this button to delete the selected item/row.
	SHARE ITEM: This button is only active for shared categories. Press this button to share the selected item with other clients in the workgroup. Once shared, an item cannot be made local and the button will become inactive.
	REFRESH: Press this button to refresh the active view. Toggling from update mode to read-only also refreshes the view automatically
	SWITCH MODES: Press this button to toggle between read-only and update mode.
	PENDING REFRESH ALERT (Update mode): This indicator reflects whether there are pending database changes that need to be integrated with the grid view.

Adding and Editing Items

Using a grid view in update mode is equivalent to opening a detail form. Changes can be made to most fields by simply typing directly into the cell. When working with connections or fields with unique properties, special field handles are provided to give you the same flexibility in modifying the field as in Detail Forms.

As records are changed in the database (due to agents, import, workgroup, etc.) the grid view holds these changes in the background allowing you to finish your record updates. The Pending Refresh Alert indicator reflects whether there are pending database changes that need to be integrated with the grid view. Pressing the REFRESH button will make the view include these changes, and will turn off the indicator. Exiting UPDATE mode will also make the grid view include these changes, and will turn off the indicator. When active it indicates that an update has been received or that a change has been made to the view requiring a refresh.

The grid view layout cannot be modified while in update mode. As with detail forms the Design View, Sort View, and Filter View commands on the Customize menu are inactive in this mode. The same buttons on the Toolbar are also disabled for a grid view in update mode. Synchronization can occur in the background but does not update the view immediately. This prevents unsaved items from being lost in the process. View refreshes are also suspended. Press the REFRESH button on the grid toolbar to apply and pending view updates to the active grid view.

Read-Only Mode

Using a grid view in read-only mode is very similar to using a report view. Prefix Matching is supported for quickly locating an item by name. The following keyboard shortcuts can also be used to expedite navigating through large views:

Page Up/Down:	Set the active row one page above or below the selected row.

Tab/ Enter:	Set the active column to the next field.

Shift+Tab:	Set the active column to the previous field.

Arrow Keys:	Move the cursor one field in the direction of the arrow.

Special Considerations

Grid views share many of the same features as report views and detail forms with a few exceptions. The following features are not supported in a grid view:

Visual Basic Scripting:	A script defined on a detail form has no effect on items in a grid view, even in update mode. Any item modifications that affect or are affected by script processing should be performed in a detail form. A detail from can be launched for any item in a grid view by double-clicking on the header for the row, or by selecting the Edit -> Edit Item command.

Other preferences:	The “Treat Enter like Tab key” preference for detail forms does not apply to grid views, even in update mode. Much like a spreadsheet, the “Enter” key is used to tab from one column to the next in a row. This functionality supercedes any other common uses of the Enter key, such as opening a detail form, saving item changes, or inserting a carriage return into a large text field.

Keyboard hotkeys:	Most keyboard hotkeys and shortcuts will perform different functions or may be suppressed when a grid view is active so that grid view functions can take precedence. Minimizing or closing the grid view restores normal keyboard operation.


Document View Type

The Document view provides a way to integrate Internet and Intranet based applications and pages directly on your Commence desktop.  It creates a seamless link between your local data and applications and remote applications and content.

The Document view incorporates the Microsoft Internet Explorer browser, including all of the extensibility, scripting, and programming support offered on the web, including but not limited to HTML, DHTML, VBScript, Javascript, Java objects, and ActiveX controls.  This allows you to display HTML content directly from the Commence database or from a remote URL.


Prefix Matching


Multi-View Type

See Also

A Multi-View is a set of related views displayed in one window frame. The window is split into two panes, either horizontally or vertically. The top or left pane is the primary window and displays one view. The primary view can be opened as a detail form or as any of the standard view types: Book, Calendar, Gantt, Report, and Grid. The various methods of navigation for these view types is unchanged in a multi-view. For example, you can click on the alphabetic tabs in a Book view or use prefix matching to locate a particular item.

The secondary pane is located either below or to the right of the primary pane. One or more views can be saved in the secondary window, but only one secondary view is displayed at a time. Each view is opened by clicking on the View Tab for that view.

View Tabs

The secondary pane in a multi-view window has a set of VCR-style buttons next to the view tabs. These buttons are used when there are too many secondary views defined to fit all the view tabs on the visible portion of the screen. The first button makes the first view tab visible, the last button makes the last view tab visible, and the middle buttons allow you to scroll right or left one tab at a time. Once you have located the view you wish to open, click on that view tab. Note that the active view is not changed until after you click on the view tab to open a different secondary view.

Using a detail form in the primary pane

When a detail form is saved as the primary window in a multi-view, only one item at a time will be displayed. The Next and Back buttons on the detail form toolbar can be used to navigate to other items in the view. Closing and reopening a multi-view resets the display to the first item in the view.

Splitter Bar

A splitter bar separates the primary window from the secondary window in a multi-view. By default the primary window is sized to fit 45% of the window. You can adjust the proportions any time after the multi-view has been created by simply dragging the splitter bar on screen.


Prefix Matching


Report View Type

See Also

The report view type displays each item in a view in a horizontal row or vertical column format.  Any category can be displayed in a view using the report view type.

The Person/Company, Support Call, and Opportunity categories are examples of categories with views using the report view type.

Items are displayed in a horizontal or vertical format, with one field per column.  If a connection definition included in the report contains more values than can fit in a column or row, (multiple) appears as the last value for the field, indicating that there are more values in the connection definition.  Edit the Field Options for the field using the Customize-Design View command and selecting the Field tab increase the size of the connection definition's display area and display more of the values in the report.

To see the item detail of an item in a report, double-click the mouse on the item or highlight the item and press the ENTER key.

If field labels are displayed, the primary and secondary sort fields are indicated by a solid underline and dotted underline, respectively.  You can change the either sort key by pointing at a field label with the mouse and pressing the left (for the primary sort key) or right (for the secondary sort key) mouse buttons.  Use the Customize-Sort View command to change any of the four allowed sort fields.

Report views also allow you to show different groups and sub-totals based upon the fields used for the sort order.  See Customize-Sort View for more information on Report View Groups and Sub-Totals.

Report views provide a great deal of flexibility in the way your data is displayed, though they don't have controls like the other view types.  To change the way a report displays your data, you use the Customize-Design View command or the [image] icon on the tool bar.


Prefix Matching


Choosing a View Type and View Layout

A view layout specifies required information for the view type used in a view.  This information may be required field mappings (for a calendar or Gantt chart), the list of fields to display (for a book or report), or various display aspect of the view type such as fonts (for a report).

Calendar and Gantt chart views require specific field types in the category used by the view.  A calendar one time fields(one for start time) and one date field (the due date field;  i.e., the date the item takes place).  A Gantt chart view requires two date fields (one for start date and one for end date of each item).  Commence needs to know the names of the fields from the active category to use for these required pieces of information.

When you create a view, Commence picks appropriate defaults for the view layout, and displays the resultant view.  Commence always successfully picks defaults for book and report views.

It is possible that Commence may not be able to pick appropriate defaults for a calendar or Gantt chart view, either because the view does not have required field types or has more than one field of the required type(s).  If Commence cannot pick reasonable defaults, a dialog box is displayed that informs you of this fact.

If the view does not have fields of the required type(s), the view cannot be displayed using the view type you selected.  You must Cancel and try to create the view again using a different view type.

You can display and change the view layout for a view using the Customize-Design View command and clicking on the Fields tab.


Open/Manage Views Dialog Box

The Open/Manage Views dialog box is displayed when you select the Views-Open/Manage Views command.  Use it to open, edit or delete a saved view or create a new one.  For more information on creating a new view, see New View Dialog Box

The elements of this dialog box are:

SORT BY

The radio button selected from this group determines whether the list of views is sorted by view name, category name, or view type.  Select the radio button next to the sorting method you prefer, and the list is re-sorted automatically.

LIST OF VIEWS

The list of all saved views is displayed in a list box;  use the scroll bar at right to scroll through the list.  Highlight the name of the view you want to display.

Shortcut:  You can open a view by double-clicking the mouse on the view name.

OPEN

Once you've highlighted the view you want to open from the view list box, select the Open button to display the view.  The saved view is displayed and becomes the active view.

CREATE NEW

This button lets you add a new view for any category, using any view type.  For more information on creating a new view, see New View Dialog Box.

EDIT

If you select the Edit button, the Edit View dialog box is displayed.  This box allows you to change the view name and location.

DELETE

Once you've highlighted the view you want to delete from the view list box, select the Delete button to delete the view.

DONE

Use the Done button to cancel the Views-Open/Manage Views command.


Delete View Dialog Box

This dialog box is displayed when you select the Delete button on the Views-Open/Manage Views tab.  The message asks you to confirm the deletion of the saved view.

If you select the Yes button, the selected view is deleted from Commence.

Note:  Deleting a view does not delete the data contained within that view.  If you delete the last view for a category, Commence will prompt you to delete the category.  You should select No, unless you wish to delete all data and associated definitions which may depend on this category.


Fields Tab (Book Views)
Customize-Design View-Fields Tab (Book Views)

See Also

Selecting the Customize-Design View command while a report view is the active view displays the Design View tab.

This tab allows you to choose the fields to appear in the book and set field options as explained below.  You can also select the name type field of items from connected categories to display in the book.  A book view can display up to 20 fields per item.

Any changes you make to the design are temporary unless you use Views-Save View or Views-Save View As to save the changed view.

The Fields in Book and Fields Not In Book list boxes show the list of fields that appear in the book and those that don't appear in the book, respectively.

To append a field to the list of fields in the book (making the new field appear last in the book), highlight the field name in the Fields Not In Book list box and select the Append Field button.

Shortcut:  Double-click the mouse on a field in the Fields Not In Book list box to append it to the Fields In Book list without selecting the Append Field button.

To insert a field into the list of fields in the book, highlight a field name in the Fields Not In Book list box and highlight the position where you want the field inserted in the Fields In Book list box.  Then, select the Insert Field button.

To remove a field from the book, highlight the field name in the Fields In Book list box and select the Remove Field button.

Shortcut:  Double-click the mouse on a field in the Fields In Book list box to remove it without selecting the Remove Field button.

The Fields in Book list box displays field names in the order in which the fields appear in the book.  If a field is in the the incorrect position, you must remove the field from the report, then place the field in the correct position by using either the Insert Field or Append Field button.

You can also combine fields in the report by selecting the Combine Fields button and then selecting the desired fields.


Book Field Options


Fields Tab (Calendar Views)
Customize-Design View-Fields Tab (Calendar Views)

Selecting the Customize-Design View command while a calendar view is the active view displays the Design View tab.

The Fields tab allows you to choose up to 5 fields to be displayed on any type of calendar view, except the Year display mode.  The Year calendar displays 12-month calendars for any year and cannot display items.

The Fields tab also allows you to change the fields used by the view to display items in the proper date and time slots in the view.  If a calendar view has more than one date field, and more than one set of start and end time fields, you can specify which fields will be used to display the items on the calendar.

Items in a calendar view are displayed one day at a time, starting with today's date, and are listed according to their time and duration.  The values you choose tell Commence which field in the active category to use to compare to the active date, and which fields specify the item's start time and end time.

The view compares the date value in the field you select in the Date drop-down list box to the active date and displays items whose values match the active date.  The view then uses the fields specified for Start Time and End Time to display the item in the appropriate time slot, with a time bar indicating its duration.

The Grid Mode Connection field allows you to specify what connection will be used when displaying the calendar in Grid Mode.  Typically, this would be the “With Person” connection or the “Located in Conference Room” connection.

The Grid Mode Select Items button allows you to select the items from the connected category to display in the view.  You can select up to 8 items.

Select the OK button from the Design View tab to confirm your design changes.

Any changes you make to the design are temporary unless you use Views-Save View or Views-Save View As to save the changed view.


Select Items for Grid Mode

The right half of the screen, labeled All Items, will list all the items in the connected category.  So, for example, if you selected “With Person” for the Grid Mode connection, then a list of people will appear under All Items.

Select the items you want to include in the Grid Mode calendar.  To include an item in the Grid, highlight the item name under All Items, then press the Include button.  The item will be appended to the list on the left.  You can select up to 8 items.

Shortcut:  Double-click the mouse on an item name in the All Items list box to append it to the View Schedules for list without selecting the Include button.

The left half of the screen, labeled View Schedules for, will list any items that you have included in the Grid calendar.  The columns of the Grid will be arranged in that order, from left to right, starting with the first item name.

Press OK to accept your selection.  Press OK again to view the resulting Grid calendar.  The names of the selected items will be displayed at the top of each column in the grid view.  Any calendar items that are connected to them will be shown in the column below the item name.

To remove an item from the Grid (e.g. delete a column from the view), highlight the item name in the (View Schedules for) list on the left, then press Remove.

Shortcut:  Double-click the mouse on an item name in the All Items list box to remove it from the View Schedules for list without selecting the Remove button.

To rearrange the columns in the Grid, Remove all the items under View Schedules for, then Include them, one by one, in the order you want.


Fields Tab (Gantt Views)
Customize-Design View-Fields Tab (Gantt Views)

Selecting the Customize-Design View command while a Gantt chart view is the active view displays the Design View tab.

If the category contains fields called ‘Start Date’ and ‘End Date’, Commence will automatically select these fields.  If the category has more than one set of start date and end date fields, you can use the Fields tab to change the fields used to display the time bar for each item.

Commence uses the fields specified for Start Date and End Date to display a time bar indicating an item's duration.  The time bar is shown as a color-coded horizontal bar on the Gantt chart spanning from the Start Date to the End Date.

Upon creation of a new Gantt view, the time scale is set to Auto.  An appropriate time scale for the view is determined based on the item with the largest span of time (between the selected Start Date and End Date).

Items in a Gantt chart view, by default, are sorted according to their Start Dates.  Items with the same Start Date are sorted by their End Dates.  Items with the same Start and End Dates are sorted alphanumerically by their item names.  This is done by automatically setting a sort order for the Gantt chart view upon creation of the new view.  If you change the Start and End Date fields here, be sure to change the sort order too.  (See Customize-Sort View).

Select the OK button to confirm your layout changes.

Any changes you make to the layout are temporary unless you use Views-Save View or Views-Save View As to save the changed view.


Fields Tab (Report Views)
Customize-Design View-Fields Tab (Report and Grid Views)

See Also

Selecting the Customize-Design View command while a report or grid view is the active view displays the Design View tab.

Use the Fields tab to choose the fields to appear in the view and set field options as explained below.  If you select a connection name to appear in the view, you can choose a field from the connected category.

The Fields in Report and Fields Not In Report list boxes show the list of fields (including connection definitions) that appear in the view and those that don't appear in the view, respectively.

The Fields in Report list box displays field names in the order in which the fields appear in the view.

To append a field to the list of fields in the view (making the new field the last field listed in the view), highlight the field name in the Fields Not In Report list box and select the Append Field button.

Shortcut:  Double-click the mouse on a field in the Fields Not In Report list box to append it to the Fields In Report list without selecting the Append Field button.

To insert a field into the list of fields in the view, highlight a field name in the Fields Not In Report list box and highlight the position where you want the field inserted in the Fields In Report list box.  Then, select the Insert Field button.

If the field you select is a connection definition, you can choose to display any of the fields from the connected item in the view.  For example, you could show the name and phone number of each person assigned to a To-Do item by highlighting Assigned to Person in the Fields Not In Report list box and selecting either the Insert Field or Append Field button.  Commence displays a list box containing the list of fields in the connected category.  Select the name and phone number fields, one field at a time, from the list.  Note that connection definitions in the connected category are not displayed in the list box.  You can only display items that are directly connected to the category the view is defined for.

To remove a field from the view, highlight the field name in the Fields In Report list box and select the Remove Field button.

Shortcut:  Double-click the mouse on a field in the Fields In Report list box to remove it without selecting the Remove Field button.

You can also combine fields in the view by selecting the Combine Fields button and then selecting the desired fields.

Any changes you make to the design are temporary unless you use Views-Save View or Views-Save View As to save the changed view.


Set Report Field Options


Display Tab (Report Views)
Customize-Design View-Display Tab (Report and Grid Views)

In addition to the print title and paper layout options, Report and Grid views also allow you to set the following display options:

FORMAT

REPORT VIEW

Select the format for a report by choosing the Horizontal or Vertical radio buttons from the Format group box.  Horizontal format prints one item per row with fields listed from left to right;  field labels appear across the top of the report.  Vertical format displays one item per column, with fields listed from top to bottom;  field labels appear on the left side of the report.  Fields are listed in the order in which they appear in the Fields In Report list box in the Fields tab.

GRID VIEW

Select the format for a grid view by choosing Detailed or Summary from the Format group box.  Detailed displays the groups with the items.  Summary displays just the group heading.

ALLOW UPDATE MODE (GRID VIEW ONLY)

If checked, this option allows updating of items in the view without opening a detail form.

SPACE BETWEEN FIELDS (REPORT AND GRID VIEW)

Set the space between columns and rows in either format by changing the values in the Space Between Fields group box.  In the Horizontal text box, type the amount of space between columns.  In the Vertical text box, type the amount of space between rows.

NUMBER OF COLUMNS

REPORT VIEW

Specify the number of columns for a vertical format report by typing in the appropriate number in the Number of Columns text box.  The default is 1;  the maximum is 20.

GRID VIEW

This option is not customizable in a grid view.

SHOW LABELS

REPORT VIEW

Include labels for fields in a view by turning on the Show Labels check box.  Labels are included on the left side of a vertical format report and across the top of a horizontal format report.

GRID VIEW

Include labels for fields in a detailed grid view by turning on the Show Labels check box.  Turning on this option displays the view with group headings. Note, to show the groups, the sort order for the view must at least have group headers on for the primary sort field.

REMOVE BLANK LINES BETWEEN ITEMS

REPORT VIEW

By default, all items in a report are assumed to be of the same height as the largest item.  For horizontal reports, this is the height of the largest field in the report;  for vertical reports, this is the height of the largest item in the report.  If the largest item is significantly bigger than other items in the report, this can lead to a great deal of wasted space on the report.  To eliminate this space for items that are smaller than the largest item, turn on the Remove Blank Lines Between Items check box.

GRID VIEW

This option is not customizable in a grid view.

COMPRESS LINES BETWEEN FIELDS

REPORT VIEW

Check to remove any extra blank lines between fields.  This option does not affect the blank space inside a field.

GRID VIEW

This option is not customizable in a grid view.

SHOW GRID LINES (GRID VIEW ONLY)

Displays grid lines on the view.

CONNECTION FIELDS (REPORT AND GRID VIEW)

Connection fields are fields from a connected category.  When you select a connection definition name on the Fieldstab, you specify the field from the connected category to be displayed on the view.  Since an item in your report may be connected to more than one other item, you must specify the maximum number of connected items that can be displayed, and the number of lines needed to display each connected field.  These options are global settings for the view; they apply to all the connection fields in the report.

Number of Items specifies the maximum number of connected items for which the connection field will be displayed.  The default number is set to 2.  You may enter any number between 1 and 750. For example, say your view is defined for the Person/Company category, and you wish to display Notes connected to each person.  A person may be connected to one note or hundreds of notes.  The default setting would display only the first 2 connected notes per person, even if they are connected to more notes.

Lines Per Item specifies the amount of space allocated on the view for each instance of the connection field in the view.  The default is a height of 1 line per item.  You may enter any number between 1 and 750.  Using the example above, only the first line of each note would be displayed in the view.

If you select values that are too small to display all the connected items for a particular connection field, the word (more) is displayed at the bottom of the connection field.


Display Tab (Calendar and Gantt Views)
Customize-Design View-Display Tab (Calendar and Gantt Views)

In addition to the print title and paper layout options, Calendar and Gantt views also have one or more of the following display options:

DISPLAY MODE

For calendar views, selecting Display Mode opens a cascade menu from which you choose one of the mode options, Image, Day, 2 Days, Week, 2 Weeks, Month, 6 Weeks, Year and Grid modes.  The currently selected option has a check mark to the left of its entry on the cascade menu.

Shortcut:  As an alternative to using the Display Mode command, you can use the mouse to click on the display mode drop down list in the calendar view window (see Calendar Tool Bar).

TIME SCALE

Allows you to change the time scale for a calendar or Gantt chart view.  The time scale determines the time interval used in the view and also affects how many items can be viewed on one screen.

For calendar views, selecting Time Scale opens a cascade menu from which you choose one of the time scale options, 5, 6, 10, 15, 20, 30, or 60 Minutes.  The currently selected option has a check mark to the left of its entry on the cascade menu. The time scale specifies the number of minutes between the appointment slots (default:  30 minutes) in Day display mode (see Display Modes).

For Gantt chart views, selecting Time Scale opens a cascade menu from which you choose one of the time scale options, Day, Week, Month, Quarter, Year, or Auto.  The currently selected option has a check mark to the left of its entry on the cascade menu.  The time scale specifies the time gradation to be used for displaying task intervals (default:  auto -- Commence examines the range of data being displayed and selects an appropriate scale).

START TIME

Allows you to change the starting time of a calendar view (i.e., the time associated with the first time slot in day display mode).

In day display mode, a calendar view displays multiple time slots, each of which displays the names of the appointments scheduled for the time associated with the slot.  By default, the first time slot is associated with 8:30AM.

You can change the time associated with the first time slot of a calendar view by typing in a new Start Time.  The time specified must be in the same format that you have selected in the Windows Control Panel.

Commence validates your chosen start time according to the currently set time scale.  That is, you cannot specify a start time that, given the currently set time scale, would result in empty time slots in day display mode.  Commence will display a message box and ask you to choose another time if your start time is invalid;  the message box also tells you the latest possible valid start time given the currently set time scale.


Set Report Field Options Dialog Box

Type a font name and font size in the Font Name and Font Size text boxes, or select from the associated drop-down list boxes.  The valid font names and sizes in the list box reflect the fonts you have installed in Windows. You can also change the font style to Bold, Italic, and/or Underline by selecting the appropriate check boxes.  The Font Appearance box shows you what the selected font and style look like.  Select OK once you've made your selections.

Set the size of the area in which a field's contents will appear in the report, enter the appropriate number of characters into the Width text box, and the appropriate number of lines into the Height text box.  This box originally contains the options set when the field was added to the active category.

Note that the height of a connected field is grayed out and cannot be changed from this dialog box.  You can change this optoin by selecting the Customize-Design View command, then selecting the Display tab.  You may want to do this in particular if one or more of your connected fields contains more connected item names than can fit in the default field height.

Set the amount of indentation for a field by entering a measurement into the Indentation text box.

You can label individual field values with the name of the field by turning on the Include Field Label check box.  The field label will be shown as if it were part of the field data, just before the field value on the report.  This is unlike the Show Labels setting, where the labels are included on the left side of a vertical format report and across the top of a horizontal format report

Remove blank lines from within large text fields in a report by turning on the Remove Embedded Blank Lines check box.  Removing blank lines is particularly useful when printing labels.

Blank lines may occur in an item if one or more fields do not contain a value.  Turning this check box on eliminates blank lines within items while maintaining the space between items.  Blank spaces are not removed, however, from the end of a field;  i.e., if the space allocated for a field is too big for the field, blank lines will appear at the end of the field, regardless of the setting of this check box.

Reverse names in text fields that are in the "last name, first name" format by turning on the Reverse Name check box.

Set the alignment of a field in the report column in which it appears. A field may be left justified, centered, or right justified. Choose the appropriate radio button from the Alignment radio group.  For example, to line up the decimal point in a currency value, the field must be right justified.

To calculate field summaries on selected calculation and number fields in a report, check one or both choices from the Calculation checkboxes. The Total checkbox sums up the field value for all the items in the view. The Average checkbox sums up the field value for all items in the view, then divides by the total number of items in the view. To view the field summary, open the report view then select Tools - Field Summary from the menu.


Sort Fields Dialog Box

See Also

This dialog box is displayed when you select the Customize-Sort View command.

For each sort field, there is a drop-down list box for the field name and a radio group for the sort type.  The drop-down list boxes contain a list of all the fields and connections in the view.

To choose a field for a sort field, select the down arrow on the right side of the appropriate list box (Primary Field, Secondary Field, Third Field, Fourth Field) and select one of the fields displayed.  The default primary sort field is set to the Name field for that category.

To clear a sort, select the down arrow on the right side of the appropriate list box (Primary Field, Secondary Field, Third Field, Fourth Field) and select (none) from the top of the list.  To clear all sorts at once, press the Clear Sort button.  This resets the primary sort back to the Name field.

To change the sort type, select either the ascending or descending radio button that corresponds to the sort type you want for that field.  Ascending sorts the field in a forward direction from the lowest field value to the highest, while descending sorts backwards.  For more details, see the topic titled Sort Order.

Shortcut:  In report and grid views, the primary sort field is indicated by a solid underline under the field label of the sort field (if displayed).  The secondary sort field is indicated by a dotted underline under the field label of the sort field (if that field is displayed in the view).  You can change the primary and secondary sort fields by following the steps below, instantly affecting the sort order of the view.

Left click on field label	sets primary sort, ascending
SHIFT + left click on field label	sets primary sort, descending
CTRL + left click on field label	sets secondary sort, ascending
SHIFT + CTRL + left click on field label	sets secondary sort, descending

If you choose a connection field as a sort field in a report or grid view, the view sorts (alphanumerically) on the name field of the first connected item, regardless of the actual connected field selected.  If a connection field is chosen as the primary or secondary sort field, the solid or dotted underline indicator is placed under the field label for the connection.

If you choose a connection definition name as a sort field in a Gantt chart view, the Gantt chart sorts (alphanumerically) on the name field of the first item linked on that connection definition.

See Customize-Design View-Fields Tab for how to include connection fields in a view.


Sort Order

Group Headers and Group Totals


Sort Order

Commence sorts all fields in an ascending order by default. Ascending sorts the field in a forward direction from the lowest field value to the highest.  The lowest field value may be very different for each field, depending on the field type.  The chart below summarizes how each field type is sorted in ascending order in Commence.

Field Type	Field Value is Sorted...
Calculation	N/A
Checkbox	No, 0, off, false before Yes, 1, on, true
Connection	alphanumerically on the name of the connected item(s)
Data File	N/A
Date	from the oldest date to the most recent date
E-Mail Address	alphanumerically, same as text
Excel Cell	N/A
Image	N/A
Internet Address (URL)	alphanumerically, same as text
Number	numerically, from the smallest negative number to the largest positive number
Selection (radio group or combo-box)	by order of the button position
Sequence Number	numerically, same as number
Telephone	alphanumerically, same as text
Text	alphanumerically in the following order:  ' - (leading space) ! " # $ % & ( ) *, . / : ; ? @ [ \ ] ^ _ ` { | } ~ + < = > 0 00 000 ... 1 10 100 ... 2 ...3 ... 4... 5 ...6 .. 7 ..8 ... 9 ... a A b B c C d D e E f F g G h H i I j J k K l L m M n N o O p P q Q r R s S t T u U v V w W x X y Y z Z
Time	from midnight to 11:59pm

Note:  Blank field values always sort first in an ascending sort, regardless of the field type.


Group Headers and Group Totals

See Also

If you are sorting a report or grid view, then there will be two additional fields, Show Group Headers for… and Show Group Totals for….  These fields allow groups and sub-totals to be added to your view. Group Headers work with the sort that is already set on the view. In the examples that follow, assume you have a view of Orders sorted by Date and by Product.  Click here to see a sample view.

To apply groupings and sub-totals to the view, you need to choose how many sort levels you want to use when grouping.  In our example above, let’s say you want to see total sales for each day. This would require using only the first sort field (by date), so you would select Show Group Headers for… Primary sort field and Show Group Totals for… Primary sort field.  In the example above, the primary sort is on a date field, so a new group will be created each time the date value changes in the view. At the bottom of each group, the total will be displayed under the Sales column. Click here to see a sample view.

Say you wanted to see a breakdown of total sales by product for each day. To create subgroups of items within the first group, then select Show Group Headers for… Primary, Secondary sort fields and Show Group Totals for… Primary, Secondary sort field.  In the example above the view would use the Date field for the first level grouping and the Product field for the second level grouping. Click here to see a sample view.


Sort Fields Dialog Box


Orders View sorted by Date and Product

Date Sold	Product	Quantity	Sales
6/25/00	TV Gadget	3	$164.97
6/25/00	Widgit	10	$299.90
7/2/00	TV Gadget	1	$54.99
7/2/00	TV Gadget	5	$274.95
7/2/00	Widgit	15	$499.85


Orders View: Group Totals on Primary Sort

6/25/00
TV Gadget	3	$164.97
Widgit	10	$299.90
Total for 6/25/00:		$464.87
7/2/00
TV Gadget	1	$54.99
TV Gadget	5	$274.95
Widgit	15	$499.85
Total for 7/2/00:		$779.79


Orders View: Group Totals on Primary and Secondary Sort

6/25
TV Gadget
3	$164.97
Total for TV Gadget:	$164.97
Widgit
10	$299.90
Total for Widgit:	$299.90
7/2
TV Gadget
1	$54.99
5	$274.95
Total for TV Gadget:	$329.94
Widgit
15	$499.85
Total for Widgit:	$499.85


Combine Fields Dialog Box

See Also

The Combine Fields button is used to display up to 4 fields on the same line of a book or report view. When selecting connection fields, the Name field type is automatically selected. Connected fields other than the Name field are not supported. The Separator: text box is used to enter a delimiter between each of the fields you have selected. This box may be left blank if the fields must appear side by side with no spaces in between.

For example, when creating a report view that will be used to print labels and envelopes, the First and Last Name fields must be displayed on the same line.  To combine these fields, select First Name from the Field 1: list box, select Last Name from the Field 2: list box. Enter a space in the Separator:. Box.  Click OK to save the combined field.

Note: Combined fields will automatically be appended after the last field in the report.  Combined fields cannot be inserted into a different position. When designing a report, plan ahead so that the combined field is placed in the correct position.  After a combined field has been placed (and appears under Fields in Report), other fields may be appended or inserted around the combined field in the report.


Set Report Field Options


Select Item Name Dialog Box

This dialog box is displayed when you need to select an item name.

This box displays the name of the connection definition at the top of the dialog box, a text box labeled with the name of the category from which you are selecting an item name, and a list box below.  The first item in the list box appears in the text box by default.  To select another item name, highlight it in the list;  it then appears in the text box above the list.

To confirm your choice, select OK;  to cancel, select the Cancel button.

Shortcut:  Double-click the mouse on an item name in the list box to select and confirm it without using the OK button.


Filtering By Field ValueK filtering by field value;field value;
KFiltering By Field Value

See Also

The available filter options are different for each field type.

For a calculation, number, or sequence number field type, the comparison operators are Equal To, Greater Than, Is Between, Less Than, and Not Equal To.  Choose the comparison you want and type a numeric comparison value into the Field Value  text box.  When filtering for a range of numbers (Is Between), type the low number into the Minimum Value text box and type the high number into the Maximum Value text box.

A check box field type can only be Checked or Not Checked.

For a date field type, the comparison operators are After, Before, Is Between, Is Blank, and On.   Choose the comparison you want and type a comparison value (in the appropriate date format selected via the Windows Control Panel) into the Field Value text box.  When filtering for a range of dates (Is Between), type the start date into the Minimum Value text box and type the end date into the Maximum Value text box.  You can specify a natural language date instead of a literal date.

For an e-mail address, internet address, or text field type, you can select from the following comparison operations:

Contains	You want to see items whose selected field contains the value you typed into the edit box, but other text can appear in the field.

Does Not Contain	You want to see items whose select field does not contain the value you typed into the edit box.

Equal To	You only want to see items whose selected field exactly matches the value you typed into the text box.  No other text should appear in the item's field value.

Is Between	You only want to see items whose selected field contains values ranging between the Minimum and Maximum Value.

Is Blank	You only want to see items whose selected field contains no text.

The name uses all the same comaprison operators as text fields and also allows the following:

Has Duplicates	You want to see items whose name fields contain the same value.

After selecting a comparison operator for the name, e-mail address, internet address, or text field types, you can then enter a single field value, or press the Options button to enter 4 or more field values (up to 10).  See the topic titled Advanced Filter Options.  The Match Case checkbox allows you to perform either a case-sensitive or case-insensitive operation as needed.

Note: Telephone fields can be filtered using all the same comparison operations as text fields except Is Between.  Advanced filter options are not available for telephone fields.

You can also use wildcards in a comparison value for a name, telephone, e-mail address, internet address, or text field type.

For a selection type field, you select one of the Equals or Does Not Equal comparison operators, and then select a value from the list box displayed.

For a time field, the comparison operators are After, At, Before, Is Between, and Is Blank.  Choose the comparison you want and type a comparison value into the Field Value text box.  When filtering for a range of times (Is Between), type the start time into the Minimum Value text box and type the end time into the Maximum Value text box.  The time value entered must be in the appropriate time format set via the Windows Control Panel.  You can specify a natural language time value instead of a literal time.

Select OK to confirm your choice or Cancel to return to previous screen without selecting a field value.


Wildcards

Simple and multiple filters allow you to use wildcards that match one, or one or more, instances of a character.  Wildcards can be used only when filtering by a name, text, or telephone field.

"?" is a special character that matches a single instance of any ASCII character in a name or text field.  For example, "070??" would match any zip code beginning with 070 followed by two characters.  To filter for blank fields, you can use the Contains qualifier as the comparison operator and search for "?".

"*" is a special character that matches zero or more instances of any ASCII character.  For example, searching for "Smith,*" in the Person's name field would select all people with the last name of Smith.

Note:  In telephone field-based filters using the Does Not Contain or Contains qualifier, only "*" can be used as a wildcard as explained above.  Neither a "?" nor a "*" can be used as a wildcard in a filter on a telephone field using the Equal To qualifier.


Filter Tab

See Also

The Customize-Filter View command displays a Summary tab of all four filters selected for the active view.  If a simple filter is already defined for this view, its definition is displayed as Filter #1.  You can reverse the sense of your filter (i.e., select all items that do not match the filter) by turning on the Except check box.

To select or change one of these filters, select the tab (Filter #1-4) for the filter you want.  As you add more filters, you can use logical operations to relate the four filters to each other using the And and Or radio buttons.

The And radio button lets you chain up to four filters together.  For example, you can say you want only items that have both Filter #1 and Filter #2 to be true.

The Or radio button lets you filter on one to four mutually exclusive conditions.  For example, you can say you want only the items that have either Filter #1 or Filter #2 to be true.

You can also use a mix of And's and Or's.  When you do this, you should pay attention to the grouping boxes on the Summary tab.  There is one group box around filters #1 and #2 and another group box around filters #3 and #4.  The And/Or is applied within the group boxes first and then the And/Or is applied between the group boxes.


Filter #1-4 Tabs

When you select one of the Filter #1 -4 tabs on the Filters tab, it displays the fields and connections from the active category, along with the buttons described below.

FILTER FOR ALL ITEMS (By field value)

To filter by field value, first highlight a field Filter for All Items list box.  The available filter options on the right half of the screen will change, depending on the field type of the highlighted field.  See Filtering by Field Value for more information.

Note:  If you are filtering for all items based on the value in a field and not a connection, the Filter By list box will be grayed out, and the words (Field value) will appear in this list box.

FIELD VALUE

Enter the field value to filter for in this text box.  You may use wildcards to keep the filter broad based.  In the case of date and time fields, you may also use natural language date and time.

FILTER BY

To filter for all items connected to a particular item name, first highlight a connection name in the Filter for All Items list box.  Notice that the words (Connection to item) appear in the Filter by list box and the right half of the screen now displays a list of all the item names and clarify fields (if any) for the connected category.  Then select an item name from the list of items in that category.

If you prefer, rather than selecting a particular item name, you can turn on the checkbox to Use highlighted item in open view.  The latter option filters the view so that the only items shown are those connected to whatever item is currently highlighted in an open view for the connected category.  For more information about setting up view links, see Customize-Link Views.

You are not limited to filtering on the name type field only.  To filter on any field within the connected category, highlight the field in the Filter by list box and select a field value on the right.  To filter on a connection within the connected category (selected in the Filter for All Items list box) you can highlight a connection name in the Filter by list box and select the connected item name from the list box on the right half of the screen.


Filtering on One Field

Filtering on More than One Field

Filtering on a Date Range

Finding Items with Blank Fields

Finding Items with Blank Number Fields

Finding Items with Blank Connections

Advanced Filter Options

Advanced Filtering Example


Advanced Filter Options Dialog Box

The Customize-Filter View command displays a Summary tab of all four filters selected for the active view.

To select or change one of these filters, select the tab (Filter #1-4) for the filter you want to change.  Then select the field to filter.

If you are filtering on the name, e-mail address, internet address, or text field types, first select one of the following comparison operators: Contains, Does Not Contain, or Equal To.  Then you can enter a single field value, or press the Options button to enter 4 or more field values (up to 10) per filter.

A dialog box with four text boxes will be displayed.  If you entered a single field value before pressing the Options button, it will appear in the first text box.  Enter additional values into the remaining text boxes.

If you need to enter more than four field values, press the More button and six additional text boxes will be displayed.

When you have finished entering the search strings, press OK.  Then press Save to accept the filter.


Advanced Filtering Example


Advanced Filtering ExampleK filtering by field value;field value;advanced filter options;text filters
K Advanced Filtering Example

See Also

To filter a view for multiple values of a Name field, such as John OR Joe OR Sue OR Mary, you could create a multi–layered filter where:

Filter 1 would filter for Name equal to John

Filter 2 would filter for Name equal to Joe

Filter 3 would filter for Name equal to Sue

Filter 4 would filter for Name equal to Mary

The Summary would then be organized in the following way:

[Filter 1 OR Filter 2] OR [Filter 3 OR Filter 4]

However, with this type of arrangement, the complexity of a filter is limited to only 4 search strings, due to the filter structure.

Creating a filter such as that described above is now achievable within a single Filter tab.  Up to ten separate text–only strings may be specified within a single Filter tab.  These text strings are then combined by the AND Boolean Operator, or the OR Boolean Operator.  For example:

John AND Joe AND Sue AND Mary

John OR Joe OR Sue OR Mary

Combining this filter arrangement into a single Filter tab (as opposed to four tabs) now enables far more complex filters to be designed with far greater ease since there are unused filter tabs remaining.

Note:  Expanded filters as described above may only be applied to fields that are filtered like Text Fields.  This includes name, e-mail address, internet address, and text field types.  The techniques described above are also available for use in a Global Search within Commence.


Filtering a View using Boolean operators

Filtering a View for duplicate items


Filtering a View using Boolean operatorsK filtering by field value;field value;advanced filter options;text filters;Boolean
K Filtering a View using Boolean operators

Perform the following procedure to design a filter using the expanded capabilities available for text fields.

1.	Open the view to be filtered.

2.	Click the right mouse button inside the active view, and select Filter View....  The standard Filter For Category Dialog Box will be displayed.

3.	If necessary, select the Filter 1 tab.

4.	Select the text field that is to be filtered from the list of Filter For All Items.

If the current filter is to be used for a single text string, such as  Name equal to John Doe, the text string John Doe can be typed directly into the Field Value box.

5.	Select the Options button.

6.	If four or less text strings are to be used, type them into the boxes.  If more than four text strings are to be used, select More.  The number of available text strings is expanded to ten (10).

7.	Select the desired Name Contains... option as described below:

•	Any of the following strings – will combine the text strings with the Boolean Operator OR, such as John OR Joe OR Sue OR Mary.  The result will be that those items that contain one or more of the specified search strings will be identified.

•	All of the following strings – will combine the text strings with the Boolean Operator AND, such as John AND Joe AND Sue AND Mary.  The result will be that only those items that contain all of the specified search strings will be identified.

8.	Select OK to return to the main Filter Design Dialog Box.  Commence automatically places the correct Boolean expression in the Field Values box as follows:

•	John .OR. Joe .OR. Sue .OR. Mary.

•	John .AND. Joe .AND. Sue .AND. Mary.

Shortcut: The filter information can be typed directly into the Field Value box on the Filter 1 Dialog box.  It does not need to be entered via the Options box.  Notice that there are periods around the Boolean Operators.  This is to distinguish the Boolean Operators AND and OR from the text strings AND and OR.  Additionally, Boolean Operators are case sensitive, and must be entered as Upper Case in order for Commence to identify them as Boolean Operators.

9.	Repeat steps 3 through 8 for each of the remaining three filters (Filter 2, Filter 3, and Filter 4) that is to be defined.

10.	When the filter is completely defined, select Save.  The current view will then be modified to reflect the filter.


Filtering a View for duplicate itemsK filtering by field value;field value;advanced filter options;text filters;duplicate items
K Filtering a View for duplicate items

To locate all of the items in a view with the same value for the Name field, open the view and select Customize - Filter View.  Set the first available filter to 'Name - Has Duplicates'.  The view will display a subset of items containing all the duplicate items.

Note: The Options… button cannot be used in conjunction with the Has Duplicates filter.

Example 1:

1.	Select Help-Tutorial Database to open the tutorial database.

2.	Select Views-Open/Manage Views.  Highlight the “People/Company” view and click Open.

3.	Select Customize-Filter View.

4.	On the Filter 1 tab, scroll down through the list of fields until you find the field called “Company”.  Select the Company field.

5.	The combo box to the right will default to “Contains”.  Change this to “Has Duplicates”. Click Save.

6.	The resulting view will display groups of items in which two or more items have identical values in the Company field. In this example, the view will show all the contacts within the same company.


Customize-Database-Connection

A connection is a bi-directional link between two categories (or a category and itself).  Use the Customize-Database--Connection command to add, edit, and delete connections between any two categories, or between a category and itself.

Once you establish a connection, you can link items from the categories participating in the connection together to create relationships among your data, and reduce the amount of redundant data in your database.

Selecting the Customize-Database-Connection command displays the Connection dialog box, which lists the names of the connections from the active category to other categories.  The Add, Edit, and Delete buttons in this dialog box allow you to manage the connections between the categories in the active database.

SEE ALSO:

Connections Overview	A discussion of the basics of connections and connecting items together.

Connecting an Item to Another Item	Detailed instructions on using connection controls on item details.

Customize-Database-Detail Form	Describes detail forms and how to change their layouts (content, appearance, and arrangement of fields).


Connections Overview

A connection is a bi-directional link between two categories (or a category and itself).  Use the Customize-Database-Connection command to add, edit, and delete connections between any two categories, or between a category and itself.

Once you establish a connection, you can link items from the categories participating in the connection together to create relationships among your data, and reduce the amount of redundant data in your database.

A connection is named when you create it, and the name should reflect the reason that the categories are linked together.

For example, let's say you have a Person/Company category and a Notes/History category, as in the tutorial data.  A link from the Person/Company category to the Notes/History category called "Has" can be used to connect a Person/Company item to the Notes/History item for the notes that refer to that person in the Person/Company item.  Likewise, the Notes/History item would have a connection called “Is for” that links the person to the note in the Notes/History category.

You must specify a name for both directions of a connection between two categories, as in the example in the previous paragraph.  A connection with two names is called a paired connection.

For a connection between a category and itself, you give the same or different names to both sides of a connection.  A connection between a category and itself that uses the same name for both directions of the link is called a simple connection.

An example of a simple connection would be one between the Person/Company category and itself that is given the name "Works with".  It would be used to link together people who work together without qualifying the relationship in the way a paired connection does.  For example, a paired connection between items in the Person/Company category that expresses the same relationship could have the names "Works for" and "Manages", indicating a staff/supervisor relationship.

Linking items together using connections is a two-step process.

1.	Set up the simple or paired connection at the database level using the Customize-Database-Connection command.  This specifies the categories for both sides of the connection and allocates connection controls on category detail forms.

2.	Connect an item to another item by displaying an item detail for one of the items you want to connect and choosing the name of the other item from the connection control for the connection to the other item's category.  Each item-to-item connection can be thought of as an instance of the simple or paired connection.

In the case of the "Has" and "Is for" paired connection between the Person/Company and Notes/History categories, an individual item in the Person/Company category is linked to an item in the Notes/History category by placing the name of the Notes/History item in a connection control in the Person/Company item.  Thereafter, you can display the item detail of either item and display the other item by selecting its name from the connection control.

Connection controls are displayed only in an item detail.  When you create a connection definition, a connection control is allocated automatically on every detail form of the category or categories involved in the connection.

The label above the connection control is the connection name and contains the name of the connected category, in the case of our example, Has Notes/History indicates a connection to the Person/Company category.

The connection control shows the item name of the first connected item in the text portion of the box (connected item names are listed alphabetically in a connection control).  On the right side of a connection control, there are three control buttons.

Use the up and down arrows [image] to scroll through the list of connected item names;  there is more than one name if one or both of the arrows is darkened .  The middle control, the connection button [image], is used to connect and disconnect items from the connected category.  The add item button [image] on the extreme right is used to add a new item to the connected category and automatically connect it to the currently displayed item detail.  (See Dialog Box and Detail Form Keys for how to use these controls without a mouse.)

See Connecting an Item to Another Item for detailed instructions on using connection controls on item detail forms.


Connecting an Item to Another Item

Individual items are connected using the connection control boxes that appear on detail forms.  This procedure shows you how to connect two items together using an existing connection definition.

If an appropriate connection definition does not already exist between the categories in which the items reside, you must add the connection definition before starting this procedure (see Customize-Database-Connection).

1.	Open a view of one of the categories in the connection definition and display an item detail of one of the items you want to connect.  The detail form chosen for the item detail must display the connection control for the connection you want to use to connect the items (see Customize-Database-Detail Form).

2.	Select the connection diagram [image] on the connection control labeled with the name of the connection definition you want to use to connect the displayed item to another item.

For example, if you wanted to connect the item in the tutorial data's People/Company category to the item in the Project category that describes a project on which the person works, you would select the connection diagram on the connection control labeled Worked on Project.  A list box displaying the item names of all the items from the connected category appears.

3.	Select the items from the list that you want to connect to the people item.  You can select as many item names as you want.  Each time you select an item name, a check mark appears to the left of it.  The check mark indicates that a connection instance exists between the Person/Company category item and the checked item in the Project category.

Shortcut:  Double-click the left mouse button on an item name to add it to or remove it from the connection list.

If an appropriate item in the connected category does not exist, you can create a new item in the connected category by selecting the add item icon [image] in the connection control.  After adding the item, select the connection diagram to connect the new item to the displayed item.

4.	After selecting all the item names that you want from the connected item list, select the connection diagram again to return to the detail form.

Once you connect items to the displayed item, the connection control displays the names of all connected items, one at a time.  You can scroll through the list of connected item names using the up and down arrow buttons [image] to the left of the connection diagram.

5.	Select the Save or Cancel button on the detail form to return to the view you opened in Step 1.


Category - Connections Dialog Box
Connection Dialog Box

Selecting the Customize-Database-Connection command displays the Connection dialog box, which lists the names of the connections from the active category to other categories.  Use this dialog box to establish connections between categories.

See Connections Overview for a discussion of the basics of connections and connecting items together.

See Connecting an Item to Another Item for how to connect items using connection controls on item detail forms.

Use the buttons on the right side of the dialog box to add, edit, and delete connection definitions as described below.

ADD BUTTON

To add a connection definition for the active category, select the Add button to display the Add Connection dialog box.  From this box, you can add a connection definition between any two categories (or between any category and itself) in the currently open database.

EDIT BUTTON

When editing connection definitions, you are allowed to rename both directions of the connection definition;  no other changes are allowed.

To edit a connection definition shown in the list for the active category, highlight the connection definition whose name you want to edit and select the Edit button.  The Edit Connection Names dialog box is displayed, with the current connection definition names filled in.  You can then edit the name(s) for the connection definition.

Shortcut:  Double-click the left mouse button on the connection definition name you want to edit.

Caution:  Changing certain connection definitions may cause unintended effects in your data.  An example would be changing the name of the simple connection (Related Date) between the Calendar category and itself;  changing the name of this connection definition would remove the associations among recurring date items in the category and these items would not be able to be changed or deleted as a group.

Commence detects when you choose such a connection definition for editing and displays a warning message box that informs you of the potential problems in changing the name of the connection definition you've selected for editing.  Select the OK button on the warning message box to continue.  If you want to abort the editing of this connection definition, select OK and then select the No button on the next dialog box displayed.

DELETE BUTTON

To delete a connection definition shown in the list for the active category, highlight the connection definition in the list box and select the Delete button.  Commence asks for confirmation before deleting the connection definition.  Select Yes from the message box asking for confirmation to delete the connection definition.

Typically, you will want to delete a connection definition that you are not using to free up space in a category for more field definitions.  A connection definition adds two fields to the total number of fields in the category.  You should be careful, however, when choosing a connection definition to delete.

Caution:  Deleting certain connection definitions may cause unintended effects in your data.  An example would be deleting the simple connection (Related Date) between the Calendar category and itself;  deleting this connection would remove the associations among recurring date items in the category and these items would not be able to be changed or deleted as a group.

The same is true for agents.  If you delete a connection definition on which an agent depends, the agent will no longer function as intended.  You will have to update any agents that depend on the deleted connection definition yourself using the Customize-Database-Agent command.

Commence detects when you choose such a connection definition for deletion and displays a warning message box that informs you of the potential problems in deleting the connection definition you've selected for editing.  Select the OK button on the warning message box to continue.  If you want to abort the deletion of this connection definition, select OK and then select the No button on the next dialog box displayed.

ADVANCED BUTTON

The list of items in the connected category can be sorted and filtered to make items easier to locate.  For example, you may want to filter your connection to To-Do’s to only show uncompleted To-Do’s.  To filter the connection list, press the Select Filter button.  (See Filter Tab for more information about how to filter a list of items)  To sort the connection list, press the Select Sort button.  (See Sort Fields for more information about the Sort Fields dialog box.)

CLOSE BUTTON

Select Close when you are finished working with connection definitions.


Add Connection Dialog Box

This dialog box is displayed when you select the Add button on the Customize-Database-Connection dialog box.

The active category's name is highlighted in the From text box automatically.  Highlight a category name for the other side of the link in the To box and select OK.

The Names for New Connection dialog box is displayed in which you specify one name for a simple connection or two names for a paired connection.  The connection name(s) are used to label connection fields on item detail forms.


Edit Connection Names Dialog Box

Names for New Connection Dialog Box

These identical dialog boxes are displayed when adding or editing connection definitions from the Customize-Database-Connection dialog box.

For a paired connection, two text boxes are displayed, labeled with the two categories participating in the connection definition.  If you are editing a connection definition , the boxes contain the existing connection definition names.

For a simple connection, one text box are displayed, labeled with the category participating in the connection definition.  If you are editing a connection definition , the box contains the existing connection definition name.

For a new connection definition, type a name into the text box(es).  The name(s) you pick should reflect the purpose of the connection definition .

Select the Save button to save the names you choose.  Select Cancel to cancel the add or edit operation.

If you're editing a connection definition name, Commence changes the connection definition name(s) in all items in the two categories once you select Save.  This may take some time, depending on the number of existing category items.  When it is finished, you are returned to the Connection dialog box, which now reflects the new connection name(s).


Customize-Database-Letter Template

See Also

Use this command to display the Letter Template tab, from which you can add templates, edit existing templates, and delete templates.  Commence provides some initial templates, but you will probably want to customize these or create new ones.

Letter templates are used as the guideline for creating form letters.  Letter templates can contain ordinary text (the body of the letter) as well as Field Codes that represent field values from items in a given category in Commence (like the Person/Company category).  Each letter template is associated with a specific category, and can only be used to send letters to items in that category.  All templates are word processor files that are stored in the tmplts subdirectory of your active database directory.  Commence letter template filenames always start with the letters PIM followed by some numbers, and have an extension of .TXT or whatever is appropriate for your word processor.

Commence supports two types of letter templates, text templates and formatted templates.  You can use text templates with or without an external word processor.  Text templates produce ASCII text letters, which are useful for transmitting letters electronically or for simple memos.  Text templates cannot contain graphics or formatted text (i.e. bold, italic, etc.)

Formatted templates are more customizable and can take advantage of the word processor features which allow you to use graphics and different fonts in your letter template.  Formatted letter templates can only be used if you have a word processor that has a macro language and supports both client and server modes of DDE (Dynamic Data Exchange).  Commence currently provides macros for three such word processors: Microsoft Word (Releases 6.0, 95, and 97); Ami Pro for Windows (Releases 2.0 and 3.0), and WordPerfect for Windows (Release 6.1, 6.2, and 7.0).


Tools-Send Letter-To Selected Item

Tools-Send Letter-To All Items

Customize-Preferences-Letter


Letter Template Tab

See Also

This tab is displayed when you select the Customize-Database-Letter Template command.  Select one of the Add buttons to add a Text or Formatted template, or choose a letter template from the list and select either the Edit or Delete buttons.

The Letter Template tab contains these elements:

CATEGORY NAMES

Use the Category Names drop-down list box. category to select the category containing the data for your letter.

LETTER TEMPLATES LIST BOX

This list box shows the names and types of all letter templates available for use with the category you selected.

ADD TEXT BUTTON

Select this button to add a text template for the selected category;  Commence displays the Letter Template dialog box.

ADD FORMATTED BUTTON

Select this button to add a formatted template for the active category;  Commence displays the Add Formatted Template dialog box.

EDIT BUTTON

Select this button to edit the template highlighted in the Letter Templates list box;  Commence displays the Letter Template dialog box or Edit Formatted Letter Template dialog box, depending on the type of the letter template.

Shortcut:  You can double-click the left mouse button while pointing at a template name to edit the template without selecting the Edit button.

DELETE BUTTON

Select this button to delete the template highlighted in the Letter Templates list box.  Commence asks for confirmation before deleting the template.  Select Yes from the confirmation message box to delete the template;  No to cancel the deletion.

CLOSE BUTTON

Once you are done working with letter templates, select OK to return to the work area.


Adding a Text Template

Editing a Text Template

Adding a Formatted Letter Template

Editing a Formatted Letter Template


Letter Template Dialog Box

This dialog box appears when you select either the Add Text button or the Edit button (with a text template highlighted) on the Letter Template tab.

Select the topic below that matches the button you pressed:

Adding a Text Template

Editing a Text Template


Editing a Text Template

When you select the Edit button on the Letter Template tab with a text template highlighted, you see the Letter Template dialog box filled out with the contents of the template. The file name of the template is shown in the upper right hand corner of the box. You can make changes to the template by simply typing new text in the text box.

FIELD

You can use the Field button to add new field codes to the template (see the Select Field dialog box for how to do this).

Note:  If a text template references a connected field and multiple items are connected to the data item for which a letter is being created, data from just the first connected item is entered into the letter.

FOR CATEGORY

If you want to use the template with a different category, select the new category with the For Category drop-down list box.

TEMPLATE NAME

To change the name of the template, type a new description in the Template Name text box.

SPELL

If you want to spell check your changes, select the Spell button (see Tools-Spell Check for instructions on using the Spell Checker).

SAVE

When you are ready to save the template, select the Save button.

CANCEL

If you don't want to save your changes, select the Cancel button.


Adding a Text Template

When you select the Add Text button on the Letter Template tab, you see a blank Letter Template dialog box.

Use the text box in the Letter Template dialog box to type in the text that you want in the body of the letter template.  You can use the Edit menu commands to copy text to and from the Windows Clipboard.  You can also use the Clipboard to copy text into the template from other applications.  If you want, you can leave the template dialog box open, do other work in Commence, and then return to finish the template.

Keyboard shortcut:  To move the cursor out of the text box, press ALT+underlined-letter, where underlined-letter is one of the underlined letters in a button or text box label.

FOR CATEGORY

Use the For Category drop-down list box to select the category with which the template will be used.

TEMPLATE NAME

Enter a brief description for the template in the Template Name text box.

FIELD

When you want to include data from an item in Commence, position your cursor where you want the data to appear.  Then select the Field button.  (See the Select Field dialog box for more information about how to use this.)  A Field Codes will be inserted in the body of your letter template.  This code is substituted when you create your letter, and tells Commence to get data from the category you chose for your letter template.

There are four special Field Codes that can be used in text letter templates only.

(-Category-) 	inserts the category of the item being used to supply data values.

(-Date-) 	inserts the current date (that is, the date when the letter was created).

(-Time-) 	inserts the current time.

(-Me-) 	inserts the item name from Customize-Preferences-Personal Info.

SPELL

When you have entered all the text and Field Codes that you want in the template, you can check the spelling in the template by selecting the Spell button.  See Tools-Spell Check for details on the use of the spell checker.

SAVE

Select the Save button to save the template.  The template is now ready to use to send letters.

CANCEL

If you select the Cancel button, Commence cancels the add template operation and does not save the file or the name of the template.


Adding a Formatted Letter Template

See Also

To add a new formatted letter template, select the Add Formatted button on the Letter Template tab.  This displays the Add Formatted Template dialog box.

Type a brief description for the new template in the Template Name text box.

Use the For Category drop-down list box to select the category that you want the template to be used with.

Finally, select the Create Template button to start up your word processor with the new (empty) template file.

If you are using Word 97/2000, you are prompted for the type of letter template to be created.  Select the proper format.  This determines how the template will look.

If you are using Word 97/2000, you can enter Field Codes into the template by using the GetFields macro on the Word toolbar.  Again, this assumes that you have installed the required letter macros for your word processor.

You can also type field codes into your letters manually, but be sure to type the field names case-sensitively.  Any formatting (e.g., bold type, underlining, etc.) you apply to a field code must be applied to the entire field code;  formatting individual characters in field codes may lead to unexpected results.

You can format the template file using any features that are available in your word processor: multiple fonts, page numbering, date fields, bookmarks, embedded graphics, etc.  When you are satisfied with the template, save it, being sure to keep the original filename so that Commence can locate the template when it needs it to send letters.


Word Processors	How to configure your favorite word processor to send letters from Commence and install word processor macros

Using Letter Macros	How to use CMCGetFields and other letter macros.


Editing a Formatted Letter Template

To edit a formatted letter template, select the Edit button on the Letter Template tab with a formatted template highlighted.  This displays the Edit Formatted Template dialog box.

File Name shows you the filename of the letter template file.  This file is stored in the tmplts subdirectory of the current database.  Do not change the name of this file when editing the letter template.

To change the description of the template, use the Template Name text box.

If you want to use the template with a different category, select the new category with the For Category drop-down list box.

Note:  If you change the category, the old Field Codes may not properly map into the new category specified (unless the field names were identical in both categories).  You will need to select the View button to edit the template and run the appropriate macro for your Word Processor to insert the field codes for the new category.  Then save the template.  See Using Field Codes in Templates for instructions on how to insert field codes in templates.

If you select Save, then any changes you have made to the category or template name will be saved.  If you select Cancel, the template will be left unchanged.

If you want to change the contents of the template file, select the View button. If you have changed the category or name, these changes will automatically be saved.  Commence then launches your word processor and opens the template file.  Use the word processor to make any changes to the template file (new text, Field Codes, formatting, etc.).

Note:  When editing the template with your word processor, remember to save the new template with the File-Save command to keep the same filename.  If you use File-Save As and change the filename of the template, Commence will not be able to find the new template.


Using Field Codes in Templates

See Also

By using Field Codes, you can insert values from a data item into your letter.  For example, if you have chosen to associate a template with the Person/Company category, you can use values from any direct field or connected field in the Person/Company category in the template.  When the template is used to send a letter to a specific person, the Field Codes are replaced with the actual values from the person's data item.

Field Codes are simply the name of the field enclosed in parentheses and percent characters: (%Field Name%).  For example, to insert the name of the item in the letter, the field variable (%Name%) would be used in the template. Data from connected fields can also be represented with Field Codes.  The general format for a connected field is :

(%Connection%%Connected Category%%Field Name%)

For example, in a template for the Person/Company category, you can use the following Field Code:  (%Has %%Notes/History%%Notes%).  This represents the notes field in the Notes/History category.

Note:  If a formatted template references a connected field and multiple items are connected to the data item for which a letter is being written, data from all  the connected items is entered into the letter.  Each connected item field is added on a separate line.  For example, if you specify a connection of (%For%%Opportunity%Name%) in a letter template and this letter template is used to send a letter to a person that is connected to two opportunities, then fields from both connected items will be inserted into the letter, one field per line.  The fields for each connected item appear in the order you specify in the template, but the order in which the connected items are displayed is determined by Commence.


Valid Field Codes or Keywords


Customize-Preferences-Calendar

See Also

Use this command to define preferences for views using the calendar view type.  These preferences control the starting day of the week for the month displays in the day, month and year modes.  It also affects printing for the Day, Week, and Month calendar styles (see the Print Calendar dialog box for an explanation of calendar printing styles).

Selecting Customize-Preferences-Calendar displays the Calendar Preferences dialog box.


File-Print	Print a calendar view in Day, Week, or Month styles.

Customize-Design View-Display	Change the fields used by the active calendar view to display items.


Customize-Preferences-Database

See Also

Use the Customize-Preferences-Database command to set a password for your database and to set preferences for shared databases.

This tab displays this Database Preferences dialog box.


Database Protection


Change Database Password Dialog Box

This dialog box is displayed when you select the Set Password... button on the Database Preferences dialog box.  This option lets you set a password for your copy of the database, whether it be a personal, local database, or a shared client database.  This password is different from the login ID and password which must also be entered when you attempt to open a shared database which has been password protected by the Commence Administrator.

To change or create a password follow these steps:

1.	If this is the first time this database has been password protected, the Old Password field is grayed out.  Otherwise, type your current password in the Old Password field.

2.	Type the password you want into the New Password text box.  The characters you type are echoed with asterisks in the text box.

3.	Type the password again into the Verify Password text box.

4.	If you correctly entered the Old Password (if any), and entered the same password into the New and Verify Password text boxes, Commence returns you to the Other Preferences dialog box.  If you made a mistake, Commence displays a message box asking you to try again.  Select OK and go back to Step 4.

5.	Select Save to close the Database Preferences dialog box.

Select the Cancel button to return to the Database Preferences dialog box without changing the database password.


Customize-Preferences-Dialer

See Also

If you want to use Commence's automatic dialing feature to dial telephone numbers from views and item details, you must select your dialing device.

In Commence there is, by default, only one choice for dialing the telephone from your PC:

--	Dial Using: Windows Telephony

Selecting the Control Panel button will switch you to the Windows Control Panel to change the Windows Telephony settings for your dialing device.  Windows Telephony allows you to autodial from Commence using a calling card.  You can also change the access codes used to dial your numbers based on your location.  If your phone/modem manufacturer also provides you with a Telephony Service Provider (*.TSP), you may also be able to use Caller ID on incoming calls.

Note:  You will have to close Commence and restart it for Control Panel changes to take effect.

If you have purchased the necessary hardware (AT&T Merlin, Definty, or Partner phone systems with PassageWay) you may select:

--	Dial Using: AT&T PassageWay

PassageWay can identify a call by comparing the incoming phone number against numbers in your Commence database, then display a screen pop showing the caller’s information.  PassageWay also provides an on-screen keypad which allows you to perform most phone functions with the click of a mouse.  Contact AT&T Sales at 1 (800) 247-7000 for more information about PassageWay.


Customize-Preferences-Event Logs

Use this command to change the categories used for logging phone calls and letters.  The Customize-Preferences-Event Logs command displays the Log Preferences dialog box.


Tools-Send Letter-To Selected Item

Tools-Send Letter-To All Items

Customize-Database-Letter Template


Customize-Preferences-Letters

See Also

Use this command to set your preferences for the word processors that you will use with letters. These preferences will determine which word processor or text editor you use for text (unformatted) letters and which word processor you will use for formatted letters.  You also use this command to tell Commence what directory to use when it creates new letter files.

Text letters are created with text letter templates.  These are flat ASCII files that only contain plain text and Field Codes associated with a particular category in Commence.

Formatted letter templates are used to create letters in a particular word processor's native file format.  Formatted templates are themselves word processor documents and can contain whatever formatting information the word processor provides, in addition to the text and Field Codes used in text templates.

If you have WinFax installed on your system and you use one of the word processors that works with the Commence Letters facility, then you can set up a new Word Processor Letter Preference that allows you to fax a letter instead of printing it.  See Letter Fax Macros for more information.

The Customize-Preferences-Letters command displays the Letter Preferences dialog box.


Customize-Preferences-Meeting

See Also

Use this command to select the category, fields and connection definitions used when scheduling a meeting.

The Customize-Preferences-Meeting command displays the Meeting Preferences dialog box.


Tools-Schedule Meeting


Customize-Preferences-Other

Use the Customize-Preferences-Other command to set:  whether you want to activate the automatic minimize feature;  the short date range;  name reversal on printing or exporting;  your preference for agents that display message boxes requiring a response;  and external data file preferences.

The Customize-Preferences-Other command displays the Other Preferences dialog box.


Customize-Preferences-Other Apps

See Also

Use the Customize-Preferences-Other Apps command to configure Commence to be used with other applications such as:

1.	Symantec WinFax PRO phonebook (version 4.0 or later)

2.	E-Mail applications that are MAPI, VIM or CMC compatible

3.	MAPI E-mail address book, such as MS Exchange

4.	Palm Address Book

5.	Palm Date Book

6.	Palm Memo Pad

7.	Palm To Do List

8.	Microsoft Outlook Calendar

9.	Microsoft Outlook Contacts


Customize-Preferences-Personal Info

See Also

The Customize-Preferences-Personal Info command has two purposes:

The Personal Information has two purposes:

--	to designate an item that contains information about you in the open database.

--	to designate connection definitions that should automatically be set to your item when adding items to particular categories.

After you fill out this dialog box for the first time, the information you entered can be viewed and changed using the Customize-Preferences-Personal Info command.  If you do not enter the item for yourself information or if you later delete either the category or item selected for yourself, the dialog box appears again the next time you open the database.

Setting your personal information is particularly useful if selective permissions are configured for one or more categories in the database. If this capability is not relevant for your open database, you can use the Stop Asking button to tell Commence to stop displaying this dialog box whenever you open this database.

Note:  If the active database is a shared database, you are advised to choose a shared category in the Category list box.  Shared categories are indicated by an asterisk at the end of the category name.  By choosing a shared category and item describing yourself, agents, filters, and other data that use the special (-Me-) keyword will be properly resolved to the item chosen in this dialog box, both in your copy of the shared databases and in other clients' copies.  You can select a local category and item, but this information will not be available to other shared database clients.

To use this dialog box:

1.	Choose the category in which the item describing you exists, or in which you will create it, from the Category list box.  This is called the user category.

2.	Choose the name of the item from the Your Name list box.  This item is called the user item.  If the selected category does not have an item describing you, use the Add New Item button to display an Add Item dialog box for the selected category.  After you fill out the item detail, select Save to return to this dialog box.

3.	In the large list box, highlight the connection definitions that you want to automatically point to your item.  For example, highlighting the Calendar - is for - Person/Company connection tells Commence to automatically connect all new Calendar items to the item you chose in Steps 1 and 2 (you can override this for individual records on the item detail).

Highlight multiple connection definitions by clicking the mouse over their names.  Remove the highlight from a connection definition by clicking the mouse over the highlighted name.

4.	Select the Save button.


Customize-Preferences-View

See Also

Use the Customize-Preferences-View command to set the conditions that tell Commence what kinds of view changes should be saved on closing a view, and whether to save such a view automatically (silently) or display a Save View dialog box that allows you to choose a different name under which to save the changed view.

If you are in the habit of having many views open during a session and closing them when you exit Commence, the automatic save option can save you some time and keystrokes.


Views-Save View

Views-Save View As


Customize-Preferences-Tool Bars

See Also

Use this command to toggle the display of the tool bar, the agent bar, the view bar, and the status bar.

SHOW TOOL BAR

The tool bar is the row of buttons typically located beneath the menu bar and above the Commence work area.  If the Show Tool Bar check box is turned on, the tool bar is displayed;  if not, the tool bar is hidden.  The tool bar can be dragged and dropped to another area of the screen if desired.

SHOW AGENT BAR

The agent bar is the row of buttons corresponding to any active agents that have a Toolbar Pick trigger.  If the Show Agent Bar check box is turned on, the agent bar is displayed;  if not, the agent bar is hidden.

USE LARGE BUTTONS

Turning on this checkbox will display full-size buttons on the tool bar.

SHOW STATUS BAR

If the Show Status Bar check box is turned on, the status bar is displayed;  if not, the status bar is hidden.

SHOW VIEW BAR

If the Show View Bar check box is turned on, the view bar is displayed; if not, the view bar is hidden.

The view bar is the vertical column of icons to the left of the Commence work area. If you choose to display the view bar, you can choose to display view icons with or without labels.  You can also choose to display a small or large icons on the view bar.  The view bar can be used by mouse users only.

You can have up to 40 view icons on the view bar.  The number of visible view icons that display depend on your display type as well as your view bar preferences.  If your icons don't all fit on the view bar, Commence will display up/down arrows at the top of the view bar.  You can select these with the mouse to scroll through the icons.

INCLUDE LABELS

Turning off this checkbox will display the view icon but hide the icon labels; hiding the labels reduces the icon size so the view bar takes up less space.  You can see the view names displayed on the status bar when you hover your mouse over the icons.

ICON DIRECTORY

You can choose from Commence's internal icons and your own icons when selecting an icon for a view.  You can create your own icons in files with .ico extensions, and place these files either in a database directory or in a central icon directory whose location is set via the Icon Directory text box.  The path you specify is limited to 128 characters.

Icons can be created with a variety of drawing applications;  you may also obtain these files from the Internet or other users.

USE LARGE BUTTONS

Turning on this checkbox will display full-size icons.

To save space for your work area, turn off this checkbox, and smaller icons will be displayed on the view bar.  Small icons allow you to display more icons (without scrolling).


The Tool Bar

The Status Bar

Views-Open/Manage Views


Meeting Preferences Dialog Box

This dialog box is displayed when you choose the Customize-Preferences-Meeting command.

The Meeting Preferences dialog box contains nine drop-down list boxes.

MEETING CATEGORY

Select the category for which the Schedule Meetings command will add items.  The Appointment category is the default for the databases shipped with Commence.  This is a required field.

DATE FIELD

Select a field in the Meeting Category to use for the  meeting date.  Date is the default for the databases shipped with Commence.  This is a required field.

START TIME FIELD

Select a field in the Meeting Category to use for the meeting start time.  Start Time is the default in the databases shipped with Commence.  This is a required field.

END TIME FIELD

Select a field in the Meeting Category to use for the meeting end time.  End Time is the default in the databases shipped with Commence.  This is a required field.

COMMENTS FIELD

Select a field in the Meeting Category to use for the agenda, comments, or notes for a meeting.  This field is optional.

PARTICIPANTS CONNECTION

Select a connection definition to use when connecting a Participant to the meeting.  This field is optional but highly recommended.

LOCATION CONNECTION

Select a connection definition to use when connecting the selected Located-In item to the meeting.  This field is optional.

COORDINATOR CONNECTION

Select a connection definition to use when connecting the selected Coordinated-By item to the meeting.  This field is optional.

RESOURCES CONNECTION

Select a connection definition to use when connecting the items selected in the Resources dialog box to the meeting.  This field is optional.

DONE

Select this button to confirm your choices for Meeting Preferences and return to the work area.

CANCEL

Select this button to cancel the currently specified Meeting Preferences and return to the work area without making any changes.


Calendar Preferences Dialog Box

This dialog box is displayed when you choose the Customize-Preferences-Calendar command.

Use the Week Start Day drop down list box to select the day you want to use as the start of a week.  This value is used by the all calendar views and when printing calendars.

The Day Planner Printing Options group box lets you define how you want to use the right hand side of your day planner printout.  The Associated Category drop-down list box lets you select a second category whose item names are to be included on your Day Planner printout of the Calendar view.  There is no default associated category for calendar views.

The Date Field drop-down list box lets you select the date field to be used to filter the associated category so it matches the date shown on your Calendar view.  By default this is the Due Date field.

The Field #1 and Field #2 drop-down list boxes let you select the two selection or check box fields for the Day Planner printout.  For a selection field, only the first character of the fields will appear on the printout.  For a check box field, a "Y" will appear if the field is checked; an "N" will appear if the field is not checked.


Letter Preferences Dialog Box

This dialog box is displayed when you choose the Customize-Preferences-Letters command.

TEXT LETTERS

The section entitled Text Letters is concerned with your selection of a word processor to use for letters created with text templates.  The default word processor is Write, but you can select any word processor that is capable of reading in and saving flat ASCII text files.

Enter the word processor in the text box to the right of Program Filename.  If the program is in your path, you can just enter the program filename, otherwise enter the complete path.  You can also use the Select button to the right of Program Filename to browse your PC file system to find a program.

Enter the file extension that your word processor uses for its native files in the File Extension text box.  When Commence creates a text letter file (not a template file), it will use this extension if you have requested to view the new letter in your word processor.

Note:  If you are using Ami Pro for Windows you must enter TXT not SAM since Ami Pro will not read in a text file unless it has this extension.)

FORMATTED LETTERS

This is used to set your preferences for formatted letter templates.  Highlight your word processor from the Word Processor list box.  Note that as you change your selection, the entries for the fields in the Formatted Letters section change.


Event Log Preferences Dialog Box
Event Logs Preferences Dialog Box

This dialog box is displayed when you choose the Customize-Preferences-Event Logs command.

LOG PHONE CALLS TO

The Log Phone Calls to group box lets you select the category to be used as the log category when you log incoming or outgoing phone calls.  The default category is Journal, which contains fields that will time your phone call.

When choosing an alternate category for the letter or phone log, you should choose a category similar to the defaults given above so that Commence can keep proper track of your logged phone calls and letters.

For example, the default phone log has default time entries that allow Commence to place accurate start and end times in the log, and figure the duration of the phone call.

ADD LOG ENTRY FOR OUTGOING CALL IF...

If turn on the Phone Call is answered checkbox, Commence will log any outgoing phone calls which were automatically dialed by Commence, only if the phone call is answered by the other party.  If a busy signal is detected, or the phone call does not complete properly for any reason, the call will not be logged.

If you need to log all phone calls, even if you do not connect with the other party, turn on the Phone Call is not answered checkbox.  The attempted phone call will be logged, even if Commence receives a busy signal or for some reason is unable to complete the phone call.

LOG LETTERS TO

The Log Letters to group box lets you select the default category to be used as the log category when you select the Log button from the Send Letter-To Selected Item or Send Letter -To All Items dialog boxes.  The default category is Journal.

When choosing an alternate category for the letter or phone log, you should choose a category similar to the defaults given above so that Commence can keep proper track of your logged phone calls and letters.

For example, the default letter log has a data file field that points to the letter sent.  You can view the letter directly from the item detail of the letter log item;  if you choose a category with no data file field, you will not be able to view a letter from its letter log item.  Use the Customize-Database-Category command to look at the definition of the default letter and phone log categories.

SAVE IN DIRECTORY

The Save in Directory section determines where Commence saves the letters that you log.  By default, this is in a subdirectory called \letters in your Commence program directory.  If you want to change this selection, type the name of the new directory in the Save in Directory text box.  You can also use the Select button to browse your hard disk to find a suitable directory.  This displays the Select Directory dialog box.  After you choose a directory path and select OK, the Event Logs Preferences dialog box appears with the chosen directory shown in the Directory text box.

Note that the Save In Directory is not the directory where your letter templates are stored. Commence will always store your letter templates in the \tmplts subdirectory of your current database.

LOG LETTERS BY DEFAULT

The Log Letters by Default check box allows you to specify the default state (on or off) of the Log check box on the Send Letter to Selected Item and Send Letter To All Items dialog boxes.

The Log Letters by Default check box is turned off by default.  This means that the Log check box on the Send Letter to Selected Item and Send Letter To All Items dialog boxes will be turned off by default, and your letters will not be logged unless you turn the check box on for a particular letter.

If you turn on the Log Letters by default check box, then the Log check box in these dialog boxes will be turned on by default.  Your letters will be logged unless you turn the check box off for a particular letter.

Note:  If you have not selected a Letter Log category, the the Log Letters by default check box will be grayed out.


Setting up Windows Telephony

See Also

Select the Customize-Preferences-Dialer command to tell Commence what type of dialer you are using.  If you select Windows Telephony as the dialing device, you can specify default dialer settings for a modem connected to your PC.  This will enable Commence to autodial a phone number from your PC.

1.	Select the Control Panel button on the Dialer preferences tab.  This will run the Telephony applet in Windows Control Panel.

2.	The Telephony Properties dialog box will be displayed.  Select the appropriate telephony driver for your modem.  You will typically be given a choice of “Unimodem Service Provider”.  If the manufacturer of your dialing device has supplied you with a TAPI Service provider (*.TSP) file, it will be listed here after it has been properly installed.

3.	Select the Setup button, then press Properties.  The Modems Properties dialog box will be displayed.  Select the correct communications Port and Speed for your modem and configuration. Click OK.

4.	Select the Dialing Properties button.  Select “Default Location” or press New to add a new location.

Enter your local area code (e.g. “908” for central New Jersey).  Select the Country you are dialing from (e.g. “United States of America (1)” if you are in the United States).

If dialing through a PBX enter the appropriate prefixes to access an outside line.  Typically, you would enter “9,” for both local and long distance calls.  Otherwise, leave both boxes blank.  Click OK to save the dialing properties for this location.

5.	Click Close to save the data.

Note:  You will have to close Commence and restart it for Control Panel changes to take effect.

Once you have setup your dialing device you can use the Tools-Dial Phone command or the [image] button on the tool bar to dial any phone number displayed in the active view or item detail:

Note:  Windows Telephony (TAPI) is a built-in component of Microsoft Windows.


Tools-Dial Phone

Using Caller Id


Using CallerID

The default TAPI driver is the “AT Command Set Modem Telephony SP” which supports outbound dialing, but not inbound call processing.  This means that in order to take advantage of Caller ID with Commence, you must obtain the appropriate driver for your hardware.  This driver, also known as a TAPI Service Provider, can be obtained from your hardware manufacturer on diskette.  To install the drivers, you should proceed with the instructions found in Setting up Windows Telephony.  In step 5, select the driver provided by your manufacturer.

Your modem or telephone must also support Caller ID.  Caller ID service is available from your phone company.


Other Preferences Dialog Box

This dialog box is displayed when you choose the Customize-Preferences-Other command.

TREAT 'ENTER' LIKE 'TAB' KEY

Use the Treat 'Enter' Like 'Tab' Key check box to change how the ENTER key operates on a detail form.  If it is checked, the ENTER key will move you to the next field just as the TAB key does.  If it is not checked, the ENTER key will invoke the default button, that is, the button with the dark line around it.  The sole exception is that if you are in a text field with more than one line, the ENTER key will insert a new line character regardless of how this preference is set.

CONFIRM ITEM DELETES

If the Confirm Item Deletes check box is checked, Commence will prompt you for confirmation whenever you select Edit-Delete Item.  If not checked, Commence will delete the item from your category without asking for confirmation.

AGENTS

The Agents radio group determines how Commence handles message boxes, questions boxes, and error messages displayed by Commence during an agent's execution.  The default setting, Automatically answers questions, causes Commence to answer interrogative boxes (except for message boxes displayed by Message Box agent actions) with Yes or OK as a response, whichever applies.  The text of the box is copied to the Message log so that you can tell when a Commence agent has automatically answered questions for you.

If you turn on the Prompt for response to questions radio button, then Commence will always prompt for an answer and will wait for a response.

Note:  Message boxes displayed by Message Box agent actions and the message to insert another diskette when Backup runs out of disk space always wait an infinite amount of time for your response, and are unaffected by the setting of this preference.

The advantage of the Automatically answers questions option is that it allows you to run agents while your PC is unattended.  The disadvantage is that it answers all questions affirmatively, and this may not always be what you want.  The advantage of the Prompt for response to questions option is that it gives you the chance to respond to individual prompts appropriately.  The disadvantage is that agent message boxes will wait an infinite amount of time for your response, and this may mean that required processing of your data is not performed as needed.

NAME FIELDS

If the Reverse "Last, First" check box is checked, whenever Commence is printing letters or exporting it will change any name field containing a comma to "First Last" name.  If this check box is not checked, Commence will not reverse the contents of the name field in these situations.

SHORT DATE RANGE

Use the Short Date Range preference to control how you want Commence to expand a two-digit year that you enter into a date field.  For example, if you enter a date such as "1/4/29" and this option is set to the default, the years 1930-2029, Commence assumes you mean "1/4/2029".  If you changed the Short Date Range to be 1920-2019 and re-entered "1/4/29", Commence would expand it to "1/4/1929".  Commence lets you enter dates from January 1, 1905 to December 31, 2083.

EXTERNAL DATA FILES

When you transfer in a file from another database that has related data files (such as logged letters), Commence needs to know where to put the related data files on your hard disk.  This is because the directory structure on your computer and the directory structure of the computer on which the transfer file was created are most likely different.

The currently selected directory is displayed in the Directory box.  If you check the Overwrite existing file when file names conflict option, then new files that are transferred in will be overwritten if the filename matches one that already exists.  If the option is turned off, then files already in the directory with the same names as incoming files are retained and the incoming files are not added.

If you want to change the current data file directory, type the name of the directory in the Directory text box, or use the Select button to find a suitable directory.  This displays the Select Directory dialog box.

After you choose a directory path and select OK, the Other Preferences dialog box appears with the chosen directory shown in the Directory text box.


Synchronizing Personal Information to each Client

Normally the personal information is set at the client workstation by the end user after the enroll has taken place.  However in some cases, especially if selective permissions are enforced in the shared database, it is crucial that the personal information be set as soon as possible. Rather than leave this important task up to the end user, the Commence Administrator can opt to automatically synchronize these settings to a newly enrolled client during the initial sync.

To use this feature:

1.	Verify that the Commence Server is running, and the desired Shared Database is active.

2.	Select the Customize-Preferences-Personal Info command. Choose the Category: where the Commence client names have been entered. This is typically the Person/Company category.  Set Your Name: to the item that will represent the Commence Server. This item is is mapped to the admin login ID.  If the selected category does not have an item describing the Commence Server administrator, use the Add New Item button to display an Add Item dialog box for the selected category.  After you fill out the item detail, select Save to return to this dialog box.

3.	Select Done to close the Personal Info dialog.

4.	For the category selected above, add an item for each client that will be enrolled.

Note:  Since the items will be used to represent clients in the workgroup, these items must be added as shared items.

5.	Select Customize -> Workgroup from the Menu Bar. Click Next ->.

6.	Click Assign Users. The Assign Users to Commence Items dialog box will be displayed.

7.	Select a Person Category from the pull-down list. Choose the same category as in step 2 above.

8.	The Users listed on the left side of the screen are the user names and login ID’s that were entered into ComAdmin. The Person Items listed on the right side of the screen are the names you entered into Commence. You will need to match up the Users from ComAdmin with the corresponding Person Items in Commence. Select the username on the left, then select the same person’s name on the right. Click Assign Person.

9.	When all users have been assigned to a corresponding Commence item, select the OK button.

Proceed with registering and enrolling the users. After the clients have received their copy of the shared database, the (-Me-) item will be pre-set in each client database to the appropriate user item mapped at the server.

Note: The (-Me-) item setting only synchronizes with the client when the client database is first created. If changes are made to this setting at the server after the clients have been registered, those changes will not synchronize to the clients. The client  settings may be updated from each individual client workstation by selecting the Customize-Preferences-Personal Info command.


How Your Personal Information Is Used

Synchronizing Personal Information to each Client


How Your Personal Information Is Used

Commence uses the information from the Select an Item for Yourself dialog box as indicated in the ways described below.  The (-Me-) variable used below is shorthand for your user item, as selected in the Select an Item for Yourself dialog box.

Agents

Agents recognize the variable (-Me-) for selecting the name of your user item.  Thus, (-Me-) can be used in trigger, condition, and action data, and in agent filters (as explained in the next section).  Other fields in the user item cannot be selected using this variable.

Filters

When filtering a view whose category has a connection definition to the user category,  (-Me-) appears in the Select Item Name dialog box displayed when you highlight the connection definition to the user category and select the To Item Name button.  Selecting the (-Me-) entry filters for items connected to your user item.  Other users using the same filter from their Commence client would filter automatically on their chosen user item without changing the agent.

Note:  If a view is filtered on (-Me-) and the currently defined user item is deleted, a message box is displayed (the next time you access the view) that tells you to set your user item preference via Customize-Preferences-Personal Info.

Synchronization and Transfer In

When data and/or definitions are brought into a Commence database using File-Sync Link In, File-Transfer In, or through synchronization with the Commence server, Commence resolves any references to (-Me-) when you display the relevant view or agent.  For example, if an incoming view definition is filtered for items connected to (-Me-), this reference is resolved to filter on the item describing you in your database.


Save View Preferences Dialog Box

This dialog box is displayed when you select the Customize-Preferences-View command.

WHEN CLOSING A NEW VIEW...

The When closing a new View group box displays a choice of radio buttons for how to handle new views.

If the button labeled Ask and then save View is turned on, then whenever you attempt to close a new view, you will be prompted to save the view.  (See Save View dialog box.)  Using this setting will prevent you from losing any changes you make to a new view.  If the button labeled Do not save View is turned on, then new views will be discarded when you close them or exit Commence.

WHEN CLOSING A VIEW THAT HAS BEEN MODIFIED...

This group of buttons tells Commence what to do when you try to close a previously saved view that has been changed.  Save View Automatically means that Commence will save the specified changes to an existing view under its own name without prompting you.  Do not save View, discard changes will close the view without overwriting the saved view.  If you select Ask and then save View, Commence displays the Save View dialog box when you close the view.  You can either leave the name of the existing view as is (which will overwrite the old view) or type in a new name to save the changes to a new view.

IMAGE PACKS...

Image packs are the graphics used when you display an Image mode calendar view. The Image packs button allows you to customize optional image packs that you have installed. Contact Commence Corporation Sales for more information on image packs for Commence.


Customize-Database-Detail Form

A detail form is used to enter data into a category.  Detail forms are also used to view particular items in a category.  Many different detail forms may be defined for each category, making it possible for very specific forms to be developed to meet various requirements.

The Customize-Database-Detail Form command displays the Detail Form dialog box.  Use this command to customize how an item detail is displayed using a particular detail form.  You can:

•	select which fields are displayed on a form

•	change the arrangement of fields

•	select different text and background colors

•	select different font styles

•	add new detail forms

•	create VBScripts for forms

0	If you want to arrange the fields on an open item detail, however, we recommend you use the Customize-Design View command (or the design button [image] on the tool bar) instead of this command.  This will avoid having to save all the open item details before rearranging the fields.  For example, if you are editing or adding an item for the Calendar category, and you don't like the arrangement of fields on the item detail form, select Customize-Design View instead of this command;  the Customize-Database-Detail Form command requires that you close any open item details that use a detail form before editing the detail form.


Detail Form Tab

The Customize-Database-Detail Form command displays the Detail Form tab.  From this tab, you can select the Add button to add a new detail form, or highlight an existing detail form and choose the Edit, Copy, or Delete buttons. At the bottom of the tab, the Detail Form Description displays a description of the highlighted form.

CATEGORY NAMES

This list box shows all the categories in the active database.

DETAIL FORM NAMES

This list box shows all the currently defined detail forms for the selected category. Commence automatically creates a default form called Initial Form for each newly created category.  All the fields in a category appear on the Initial Form at creation, though you can edit the initial form like any other form.

ADD BUTTON

Selecting this button displays the Design Form dialog box.  This allows you to add a new detail form for the category.

EDIT BUTTON

Selecting this button displays the Design Form dialog box filled in with the definition of the detail form highlighted in the Detail Form Names list box.  This allows you to make changes to the existing form.

Shortcut:  Mouse users can double-click the left mouse button while pointing at a template name to edit it without selecting the Edit button.

COPY BUTTON

Add a new form by Copying the form highlighted in the Detail Form Names list box and saving it to a new name; choosing the Copy button displays the Design Form dialog box.

DELETE BUTTON

Delete the existing form highlighted in the Detail Form Names list box (if you have more than one);  Commence asks for confirmation before deleting the form and will not let you delete the only form for a category.

SET DEFAULTS BUTTON

Set Defaults for adding and displaying items;  choosing the Set Defaults button displays the Set Default Detail Forms dialog box.

CLOSE BUTTON

Select Close when you are finished working with detail form definitions.


Design Form Dialog Box

If you select the Add, Edit, or Copy buttons from the Detail Form dialog box, the dialog box named above is displayed.

0	From the Display tab, you can choose a name for a detail form and select the fields to appear on the form.  You can also invoke dialog boxes that let you drag fields to new positions in the form, set the field attributes like color and font.

1	The Advanced tab lets you set printing and auto-selection options for the form.

2	From the Scripting tab, you can create Visual Basic scripts for each form.  This enables such operations as setting default values, filling in fields, and navigating within the form, as well as performing validation checks before an item is saved.

SAVE

Select the Save button to save the detail form you are working on.

CANCEL

Select Cancel to cancel the new, edited, or copied detail form and return to the Detail Form dialog box.


Design Form Display Dialog Box

DETAIL FORM NAME

The Detail Form Name identifies the form and must be unique within a category.  It can be up to 16 characters.  When adding or copying a form, this text box is blank;  when editing a form, it contains the current form name

DETAIL FORM DESCRIPTION

The Detail Form Description is optional and can be up to 34 characters.  When adding or copying a form, this text box is blank;  when editing a form, it contains the current form description.  If you provide a description, it will appear in the Detail Form Description field in the Detail Forms dialog box.

DISPLAY TABS ON FORM

Leave this box checked to display all available detail form tabs.  This will give you the option of moving from tab to tab on a detail form.  Unchecking this box will automatically select the first tab in the list of Tabs.  To the user, it will appear as if the tab and the detail form are one and the same.  You can change which tab is automatically selected by moving the preferred detail form tab up or down in the list of Tabs.

ADD

Selecting this button displays the Define Tab dialog box.  This allows you to add a new detail form tab from scratch.

EDIT

Selecting this button displays the Define Tab dialog box filled in with the definition of the detail form tab highlighted in the Tabs list box.  This allows you to make changes to the existing form.

Shortcut:  Mouse users can double-click the left mouse button while pointing at a template name to edit it without selecting the Edit button.

DELETE

Delete the existing tab highlighted in the Tabs list box (if you have more than one);  Commence asks for confirmation before deleting the tab and will not let you delete the only tab for a detail form.

MOVE UP OR MOVE DOWN

After all the desired tabs have been created, you can rearrange the order by using these buttons.  The order in which the tabs are listed in the Tabs area of the Design View dialog box determines the order in which the tabs will appear across the opened Detail Window.  The tabs (and ultimately the corresponding pages of the Detail Form) should be arranged in the order in which the pages will be completed when entering data.


Define Tab Dialog Box

A detail form is organized into a series of “pages,” with each page displayed as a separate folder tab across the top of the opened detail window.  Not all detail forms require multiple pages in order to display all pertinent information.  In those situations, a single folder tab will appear rather than the multiple tabs shown above.

By grouping related areas of a detail form, and including them on their own, dedicated page, completing a complex form can be done easily by switching between pages, which is as easy as clicking the left mouse button on the desired folder tab.  Up to 25 individual tabs may be defined per Detail Form.

TAB NAME

The Tab Name identifies the tabbed window that will appear across the opened Detail Form and must be unique within a detail form.  It can be up to 16 characters.  When adding a tab, this text box is blank;  when editing a tab, it contains the current tab name

FIELDS ON TAB

The Fields in Form list box displays the list of fields that will appear on the tab.  When adding a tab, this box contains a list of all the fields in the category;  when editing a tab, it contains the list of fields displayed on the existing tab.

FIELDS NOT ON TAB

The Fields Not On Tab list box displays the list of fields that will not appear on the tab.  When adding a tab, this box is empty;  when editing a tab, it contains the list of fields not displayed on the existing tab.

ADD FIELD

The Add Field button lets you move the highlighted field onto the tab.

REMOVE FIELD

The Remove Field button lets you move the highlighted field off the tab.

DESIGN

The Design button lets you customize the appearance of the detail form further.  Selecting this button displays the Design Detail Form dialog box.


Design Detail Form Dialog Box

If you select the Design button from the Define Tab dialog box, you can customize the detail form by:

Customizing attributes for the entire form using the Change button in the Form Options group box.

Customizing individual field attributes by highlighting a field from the Field Options drop-down list box and selecting the Change button to the right of the list box.  This overrides the Form Options for that field only.

Customizing the arrangement of the fields on the screen either by manually moving fields in the lower part of the dialog box or by selecting the Rearrange button.

Keyboard users can change the automatic Tab Order which is based on the arrangement of the fields on the screen.  Setting the tab order ignores how the fields are arranged and follows the order you specify.

The buttons mentioned above are described below.  See Designing Detail Form Fields Manually for how to manually arrange detail form fields.

FORM OPTIONS GROUP BOX

The Form Options dialog box lets you set a master "style" that can be overridden on a field-by-field basis.  Selecting the Change button from this group box displays the Form Options dialog box.

FIELD OPTIONS GROUP BOX

To override a master field attribute for a particular field, select the field you want from the Field Options drop-down list box.  Then select the Change button to the right of the list box.  The Field Options dialog box appears.

REARRANGE BUTTON

Automatically rearranges the fields on the form so that there are no overlapping fields;  fields are aligned using the master or field attribute, whichever applies to a particular field.

OK/SAVE ARRANGEMENT BUTTON

Choose the OK button if you have made no changes and want to leave the form as it is.  If you make any changes to the form or field attributes, this button changes to a Save Arrangement button;  select it when you are done editing the form to save your changes.

CANCEL BUTTON

The Cancel button appears only if your have made changes to the form or field attributes;  select it to cancel all the changes you have made.


Form Options Dialog Box

This dialog box, accessed by selecting the Change button in the Form Options group box on the Design Detail Form dialog box, allows you to set attributes for all fields on the detail form that do not specifically override them.

A form that has been created by Commence (i.e., one delivered with Commence or one created by Commence for a new category) will be set up to use the default form options.

The Default Label group box lets you set the default font for field labels in the form.  You can change the Font Name and Font Size of the label text.  The valid font names and sizes reflect the fonts you have installed in Windows.  You can type a font name or font size into the text boxes or select a size from the drop-down list box.

You can also change the font style to Bold, Italic, and/or Underline by selecting the appropriate check box(es).  If you have a color display running in color mode, you can choose from any color available from Windows by selecting what you want from the Color: box.  If Label Above is selected, the field label will appear above the field text rather than to its left.

To set the default font for field values in the form, use the Default Field group box.  The choices in this box work the same as in the Default Label group box.

To reset the cross-hairs for aligning fields, use the Alignment drop-down list box.  If you want to align your fields by lining up the start of each label, you should use the Label Start option.  If you want to align your fields by the start of each text entry box, use Field Start.  If you want to align by the end of the text entry box, use Field End.  Alignment is also discussed under Designing Detail Form Fields Manually.

The Background Color box lets you reset the color of the form's background using virtually any color available on your PC.  A color palette will be displayed.  If the desired color is not shown, it may be created by selecting the Define Custom Colors >> button from the color palette.  This color will be used everywhere there isn't a label or a field.  (The background color selected in your Windows Control Panel is used within fields.)  Select OK to return to the Design Detail Form dialog box.


Field Options Dialog Box

This dialog box is displayed when you select the Change button in the Field Options group box on the Design Detail Form dialog box.  It displays the attributes for the field selected from the drop-down list box within the Field Options group box.

Whatever attributes you select from the Set Field Options dialog box will apply only to the field listed in the dialog box title.

The Reset Label and Reset Field buttons let you reset the attributes to use the default values defined in the Form Options dialog box.  These buttons will be grayed out if you are already using values that match the default.  The button ungrays once you change the font to something other than the default.

The Visible Field Size group box lets you change the width and height of the data entry portion of the field.  This size does not affect how much data you can enter into a field, only how much data you can see on the detail form.  When you print the detail form, you can choose to print the full text or just the visible portion of the text.  See the discussion on Multiline Field Printing for the Design Form Advanced Dialog Box.

Change the alignment of the field by selecting the appropriate alignment option form the Alignment drop-down list box.  If you want to align your fields by lining up the start of each label, you should use the Label Start option.  If you want to align your fields by the start of each text entry box, use Field Start.  If you want to align by the end of the text entry box, use Field End.

Change the field label displayed on the detail form by typing in a new field label into the Label text box.  If this text box is left blank, the field name will be used.

The attributes you see in the Field Options dialog box depend on the field type you are setting.  If you selected a radio group field such as the Priority field in the To-Do category, you would see different options.

After selecting the field attribute settings you want, select OK to return to the Design Detail Form dialog box and see how these changes affect your detail form.


Design Form Advanced Dialog Box

If you select the Form Options button from the Design Form dialog box, you can:

•	define when a detail form will be used to display an item

•	select how multi-line fields are printed when you print using this form

FILTER BUTTON

The Filter option for the Auto-Select Detail Form When... group box lets you define when this form will be used to display an item.  You define the condition using the Filter button, which displays the Filters dialog box.

For example, in the Notes/History category, three forms, called Letter Log, Note, and Phone Call, are defined and used when items in the Notes/History category are of these specific types.   You can then use the Filter option on the Detail Form Options dialog box to define a filter that says "Type equal to Letter Log”, “Type equal to Note”, or “Type equal to Phone Log”.".

Now, whenever you enter a new item detail of the Notes/History category,, you see the Note/HistoryForm, which allows you to choose a type of note.  From that point, the item detail is displayed as a Letter Log Form, Note Form, or Phone Call Form depending on the chosen type.

The Auto Select option overrides the default form for editing chosen on the Set Default Detail Forms dialog box.

MULTILINE FIELD PRINTING

The Multiline Field Printing option lets you control how multiline (large) text fields in the form are printed.  The Truncate option tells Commence to only print as much of a multiline field as is displayed on the screen.  The Expand option says to print all the text of a multiline field, regardless of what the screen display size is for the field.


Designing Detail Forms Manually

See Also

Use the lower part of the Design Detail Form dialog box to tune the arrangement of your fields so they don't overlap and are in an order you like .

To drag a field to a new position with a mouse, simply left click on it and, holding the left mouse button down, drag it to the location you want, and release the left mouse button.  To drag a field to a new position using the keyboard, TAB to the field and select SPACE BAR to "grab" the field.  Use the ARROW KEYS to move the field a small amount or use CTRL+ARROW KEYS to move the field by larger increments.  When you have the field in the position you want, select SPACE BAR to release the field.

If you try to drag the field past the edge of the window, the screen will automatically scroll.

When you select a field, lightly colored "cross-hairs" will appear to help orient you in aligning the field with adjacent fields. Commence automatically determines the tab order for the fields based on the postion of each field on the detail form.  The tab order starts with the field in the upper left corner, then tabs to the next field(s) in that row (if any), then tabs to the next row.  Commence’s automatic tab order assumes the tops of the boxes are lined up for each row of fields on the form.  You can also set your own Tab Order if you prefer.

For example, the Field Start options for a text field gives you a vertical cross-hair at the start of a text entry box, while the Label Start option gives you a vertical cross-hair at the beginning of the first letter of the field label.  If you want to align by the end of the text entry box, use the Field End alignment option.


Designing Detail Forms Shortcut

To edit a detail form’s attributes, double-click on any item in that category, which will display the active item’s detail form.  Then click on the [image] tool bar button.  This shortcut invokes the Design Detail Form dialog box.

This is equivalent to the following sequence of steps:

1.	Select the Customize-Design View command.  This will open the Design Form dialog box.

2.	On the Display screen, press Edit to edit the selected detail form tab

3.	On the Define Tab screen, press Design.


Designing Detail Forms Shortcut


Set Default Detail Forms Dialog Box

Use the Set Defaults button on the Detail Form dialog box to define which detail form to always use for adding an item (Default for Add Item) and which detail form to use when you edit or view an item detail (Default for Item Detail).

If you have more than one form defined for a category and do not select defaults, Commence will ask you to choose a detail form when you display or add an item detail.

If you have only one form for a category, Commence will automatically display that form for adding and displaying items, even if you have not set defaults.

Choose default forms for adding and editing items by selecting a form name from the drop-down list boxes on the Set Defaults dialog box.  The same form name can be used for both defaults.

The Auto Select Detail Form When option on the Design Form dialog box overrides the default form for viewing or editing an item detail set using this dialog box.


Tab Order Dialog Box

Commence automatically sets the tab order based on each field’s position on the detail form.  The tab order starts with the field in the upper left corner, then tabs to the next field(s) in that row (if any).  Then Commence tabs to the beginning of the next row, similar to hitting the carriage return key on a typewriter.  You can determine which fields are in the same row by lining up the tops of the boxes with the crosshairs.

To create a custom tab order, clear the Use automatic tab order checkbox.  Then use the Up and Down buttons to reorder the fields.

UP OR DOWN BUTTONS

Highlight a field, then repeatedly click on the Up or Down buttons until the field is in the postion you want.  This will be used to determine the tab order of fields when entering data.

OK

Select the OK button to save the tabbing order for the fields on the detail form tab.

CANCEL

Select Cancel to cancel your changes and return to the Design Detail Form dialog box.


Design Form Scripting Dialog Box

See Also

For an overview of how to use VBScripting, or for detailed examples and descriptions of the supported VBScript objects, see the topic titled VBScript.

Once you have created a VBScript for a detail form, edit the detail form then install the script.  See Installing a VBScript for detailed steps.  Then the script will automatically execute for that detail form.


VBScript

Creating a VBScript

Installing a VBScript

Removing a VBScript

Modifying a VBScript


Creating a VBScript

If you are creating a new script, Commence can create a template that you can use to get started.

1.	Select Customize -> Database from the menu bar.

2.	If necessary, select the Detail Form tab.

3.	Select the category for which the VBScript is to be used.

4.	If more than one detail form is listed for the selected category, highlight the specific form for which the script is intended.

5.	Select Edit.

6.	Select the Scripting tab

7.	Select Check Out.  The Select VBScript File dialog box will be displayed.  Select the directory in which the VBScript is to be created.

9.	Select OK.

10.	Select Close.

NOTE:  You can have Commence automatically launch a default editor by pressing the SHIFT key while pressing the Check Out button.


Installing a VBScript

Once a script has been developed for use with Commence, it must be installed in order to work with Commence.  Perform the following procedure to install a script.

1.	Select Customize -> Database from the menu bar.

2.	If necessary, select the Detail Form tab.

3.	Select the category for which the VBScript is to be used.

4.	If more than one detail form is listed for the selected category, highlight the specific form for which the script is intended.

5.	Select Edit.

6.	Select the Scripting tab

7.	Select Check In.  The Select VBScript File dialog box will be displayed.  Select the directory in which the VBScript is located.

8.	Highlight the desired VBScript (*.txt,) and select Open.  The script text will be loaded and will appear in the Script Information box.

9.	Select OK.

10.	Select Close.

The script will automatically execute each time the specific Detail Form is opened.


Removing a VBScript

Removing a script will stop any further execution when accessing the associated detail form.  Perform the following procedure to remove a script.

1.	Select Customize -> Database from the menu bar.

2.	If necessary, select the Detail Form tab.

3.	Select the category for which the VBScript is to be used.

4.	If more than one detail form is listed for the selected category, highlight the specific form with which the script is associated.

5.	Select Edit.

6.	Select the Scripting tab

7.	Select Delete to remove the current script listed in the Script Information box.

8.	A confirmation dialog box will appear requesting verification that the script should be deleted.  Select Yes to delete the file, or No to cancel the deletion.

9.	Select OK.

10.	Select Close.

The script will no longer execute for the specific Detail Form.


Modifying a VBScript

Perform the following procedure to modify an existing script.

1.	Select Customize -> Database from the menu bar.

2.	If necessary, select the Detail Form tab.

3.	Select the category for which the VBScript is to be used.

4.	If more than one detail form is listed for the selected category, highlight the specific form with which the script is associated.

5.	Select Edit.

6.	Select the Scripting tab

7.	Select Check Out to save the current script listed in the Script Information box as a text file.

8.	The script will be saved as a .TXT file, which can be edited using any text editor.  Make any modifications to the VBScript, then save the file in .TXT format.

9.	Repeat steps 1-6 above to return to the Scripting tab in Commence.

10.	Select Check In.  The Select VBScript File dialog box will be displayed.  Select the directory in which the modified VBScript file is located.

11.	Highlight the desired VBScript (*.txt,) and select Open.  The script text will be loaded and will appear in the Script Information box.

12.	Select OK.

13.	Select Close.

The modified script will now automatically execute for the specific Detail Form.


Customize Menu Commands

Use the commands on the Customize menu to:

Design View	Change the display, fields, colors, or fonts for the active view.

Filter View	Add or edit a filter that selects particular items from the active category for display by the active view.  Also lets you remove the filter from the view so that it displays all the items in the category.

Sort View	Alter the order in which items are sorted for display by the active view.  This command is available only if the active view is a Gantt chart or report.

Link Views	Setup a dynamic view link between two open views, enabling you to display a filtered set of items in one view related to the highlighted item in the other view.  With Calendar views, you can display the items in another view for the selected date or for the date range displayed on the Calendar.

Desktops	Add, edit, or delete desktops; open existing desktops; show/hide all desktop tabs.

Database	Add, edit, or delete categories, connections, agents, color code templates, import/export templates, letter templates, and detail forms.

Preferences	Set personal preferences for displaying tool bars, printing calendars, set up the dialer preferences for your location, choose categories to use for event logs, select category to use for scheduling meetings, set database password, fill in your personal information, select word processor to use for letters, save view preferences, integrate with other apps, and other miscellaneous preferences.


Customize-Design View

See Also

Use this command or the [image] button on the tool bar to display and edit the design for the active view or displayed item detail.

Display	Specify a default title and paper layout for printing a view.

Fields	Select the fields to be displayed on the view, and decide what order to display them in.  Combine multiple fields to be displayed on the same line.  Change the font used for each field individually.

Colors	Select the color code template to be used for  the view.  Turn on options to show legend or color code item text.

Fonts	Select the font and font size used for item text and label text.

When you select the Customize-Design View command with an active item detail, the Design Detail Form dialog box is displayed.

Note:  The changes you make to views using the Customize menu commands are temporary unless you save the view;  see Views-Save View and Views-Save View As.


File-Print


Customize-Design View-Display Tab

See Also

Use this command to specify a default title and paper layout for printing a view, so that you don't need to choose one each time you print the view.  The following options can be set for all view types:

PRINT TITLE

Allows you to select a default print title for the active view that will be used unless you specify another title (or no title) at the time you select the File-Print command to print the view.

Type (or edit if there already is a default title) a title for the active view.  The title is limited to 80 characters.  Select the OK button when you are satisfied with the title.  Note that the view title will be printed only if printing titles is specified via the File-Page Setup command.

PAPER LAYOUT

Allows you to select a default paper layout to be used when printing the view.  If none is selected, Commence will use the default paper layout defined with the File-Page Setupcommand.

The Book View is limited to the above display options.  For all the other view types, there are additional options on the display tab.


Display Tab (Calendar and Gantt Views)

Display Tab (Report and Grid Views).

File-Print


Customize-Design View-Fields Tab

See Also

All views allow you to display different fields.  The Report and Grid type allows you to display any fields in the category along with any fields from connected categories.  The Book type allows you to display up to 20 fields in the category, along with the Name field from connected categories.  The Gantt view displays the Name field and the clarify field, and uses the date fields in the category to display a time line.  You can select any two dates in the category to be used for the start and end of the time line.  For the Calendar view, up to five fields can be displayed.  You can select any Date and up to two time fields to be used for displaying the items on the Calendar.


Fields Tab (Calendar View)

Fields Tab (Report/Grid Views)

Fields Tab (Book Views)

Fields Tab (Gantt Views)


Customize-Design View-Colors Tab

See Also

Change the color code template used in the active view.  Initially, a new view's items are displayed without color coding.  To use color coding, you must first select a color code template.

Color coding the time bars for a calendar or Gantt chart view allows you to add visual appeal and differentiation between different kinds of items.  For example, you may want to use red to display meetings in a calendar view, green to display trips, and other colors for other appointment types.  Optionally, the text entered in every field of an item can also be color coded for all view types.

SELECT COLOR FOR

Select the default colors for displaying the view.  You can select colors for the item text, label text (used for field labels and the title of the view), window background, and the color of the highlight.  Additionally, for book views, you can set the color of the book cover.

COLOR CODING

Select a color code template from the list.  If no templates are listed, create a new one using the Customize-Database-Color Code command.

COLOR CODE ITEM TEXT

Use this checkbox to change the color of all text for an item based on the color code template.  For example, incomplete To-Do’s can be displayed in red text, while completed To-Do’s are displayed in black text, making it easier to see important items at a glance.  This setting affects all fields in the item.

SHOW LEGEND

Use this checkbox to toggle the display of a legend for a calendar or Gantt chart view.  A legend explains the color coding scheme (if any) for the view.  The selected color code template is displayed in a Legend window in the active view's window.


Customize-Database-Color Code


Customize-Design View-Fonts Tab

Use this command to select the default font used to display items for the active view.

SELECT FONT FOR

Choose which element of the active view to select the font for.  You can select a font used to display the Item Text for all view types.  For calendar views, you can set the font for:

Item Text (1 column)	The text used for items in Day display mode.

Item Text (2 column)	The text used for items in Week, and 2 Days display modes.

Item Text (7 column)	The text used for items in Month, and 6 Weeks display modes.

Label Text	The title bar text showing the date.

Mini-month Text	The numbers and text on the small month calendars in Day display mode.

Type a font name and font size in the Font Name and Font Size text boxes, or select from the associated drop-down list boxes.  The valid font names and sizes in the list box reflect the fonts you have installed in Windows. You can also change the font style to Bold, Italic, and/or Underline by selecting the appropriate check boxes.  The Font Appearance box shows you what the selected font and style look like.

CHANGE ALL

This button will change the font for every field and element in the view.

Shortcut:  If you would like to select the same font for every field (or most of the fields) in the active view, use this button to quickly change the font for all fields in one step.  Then, if desired, use Customize-Design View-Fields to selectively change the font for some of the fields.

OK

Select OK once you've made your selections.


Customize-Filter View

Use this command to select a subset of items from the active category for display by the active view.  This subset can be based on up to four field values, connected item names, and/or connected field values.  You can also press CTRL+F or select the [image] button from the tool bar to invoke this command.

The Customize-Filter View command displays the Filters dialog box.

The Clear All button on the Summary tab clears all 4 filters and displays all items in the category used by the active view.  The previously defined filter for the active view is reset to select all items.


Customize-Sort View
Customize-Sort View (Gantt, Report and Grid view types only)

Use this command, or the [image] button on the tool bar, to change the sort fields for the items in a Gantt chart, report or grid view.  This command is available only if the active view is a Gantt chart, report or grid view.

Items in a report and grid views, by default, are sorted in ascending ASCII order by the name field of each item.

Items in a Gantt chart view, by default, are sorted by three fields:

First, by the Start Date field, so that items with the earliest start dates are displayed at the top of the chart, the latest at the bottom.

Second, by the End Date field, so that items with the same start date are displayed in ascending date order within the group of items with the same start date.

Third, by the item name field, so that items with the same start and end dates are displayed in ascending ASCII order by their item name fields.

(Note that the fields used for Start Date and End Date in a Gantt chart view are set when the view is created;  you can change them using the Customize-Design View command.)

Using the Customize-Sort View command, you can change:

•	the number of sort fields

•	the fields used to sort items (maximum of four fields)

•	the sort type for each sort field (ascending or descending ASCII)

•	the groups and sub-totals (for report and grid views only)

Selecting the Customize-Sort View command displays the Sort Fields dialog box.


Customize-Link Views

View Linking is a way to link two open views by a date, date range, or by the highlighted item.  For example, using View Link, you can link your To-Dos view with the calendar.  If your calendar is currently displaying the current week, your To-Dos view will also display the To-Dos for the current week.  If you then change the display mode of your calendar to display the current month, the To-Dos view will change to show the To-Dos for the current month.  Another example is that you can link your People/Company view to a view of Notes.  When you change the selected contact, you can see the notes referring to that contact.

To use View Link:

1.	Open the two views you want to link.

2.	Select Customize-Link Views. Select what type of View Link you want to establish:

Selected Date in current Calendar view:  Will use a calendar view as the primary view to drive the secondary view.  The secondary view will become filtered on the selected date in the active calendar view.  The secondary view must have a Date field.

Date Range of current Calendar view:  Will use a calendar view as the primary view to drive the secondary view.  The secondary view will become filtered on the date range displayed in the active calendar view.  (If only one day is displayed (in day mode), the range is only one day.  If a month is displayed (in month mode), the range is the whole month).  The secondary view must have a Date field.

Connection to highlighted item:  Will cause the selected primary view to drive the secondary view.  There must be a connection between the categories used in the primary and secondary view.  The secondary view will display items connected to the highlighted item in the primary view.

3.	Select the Primary view.  This is the view that will drive the other view.  For example, if linking views to show People who are connected to a highlighted Company, this would be the Company view.

4.	Select the Secondary view.  This is the view that will show the filtered set of items.  For example, if linking views to show People who are connected to a highlighted Company, this would be the view of People.

5.	Select the Date Field or Connection Field to use in the View Link.

1.	When completed, select Save.  The two views will be linked.

Note:	A View Link is actually a filter on the secondary view.  To see how the filter is setup, make the secondary view active, then select Customize-Filter View.  Also, since View Link is a filter, it is only temporary.  You must save the view to save the Link.


Customize-Desktops

A desktop is a group of open views.  You may want to define one desktop for your Project Management reports and another for your Contact Management views.  A database can have up to 100 desktops defined.  You can display desktops as stacked tabs on the Commence view bar.

To open a desktop:
Select Customize-Desktops-Open/Manage...  From there you can highlight the desktop that you would like to open and select the Open button.  If you have the desktop displayed as a tab, you only need to click on the tab for that desktop.

To display the Desktop Tabs:
Select Customize-Desktops-Open/Manage... Check the Show As View Bar Tabs check box.

To Add a New Desktop:
Select Customize-Desktops-Open/Manage... Select the Add button.  Choose a name for your new desktop.  This name should describe the type of information that you will display on this tab.

If you mark the Save Desktop on Exit checkbox, the desktop will be saved each time you exit Commence.

If you mark the Show As View Bar Tab checkbox, a tab will be displayed the Commence View Bar.  If you do not show the desktop tab, you will be able to access the desktop by selecting Customize-Desktops-Open/Manage...

You can also choose the color the desktop tab and you can choose a bitmap (*.BMP) or JPEG file to use as the background of the desktop.

To Edit or Delete a Desktop:
Select Customize-Desktops-Open/Manage...  From there you can highlight the desktop that you would like to edit or delete, select the appropriate button.


Customize-Database

One of the most powerful features of Commence is its customizability.  You can add and change categories, connections between categories, create agents, etc. to suit your specific needs.

For more information about a particular topic, select the topic from the list below:

Agent	Add, edit, copy, or delete agents in the active database.

Category	Add, edit, copy, or delete categories in the active database.

Color Code	Add, edit, and delete color code templates in the active database.

Connection	Add, rename, and delete connection definitions in the active database.

Detail Form	Add, edit, copy, and delete item detail forms for the selected category in the active database.

Import/Export	Add, edit, copy, and delete import/export templates in the active database.

Letter Template	Add, edit, and delete letter templates for the selected category in the active database.


Customize-Preferences

Calendar	Choose calendar view type preferences.

Database	Allows you to password protect your database.

Dialer	Choose a dialing device.

Event Logs	Choose the categories to use for logging letters and phone calls.

Letters	Choose preferences for writing letters, including which word processor to use for formatted letters.

Meeting	Select the category, fields and connection definitions used when scheduling a meeting.

Other	Choose miscellaneous preferences.

Other Apps	Configure Commence to be used with other applications, such as your E-Mail application, Outlook Calendar, or as a phone book for WinFax Pro 4.0.

Personal Info	Designate an item that contains information about yourself and select which connection definitions will default to this item.

Tool Bars	Display or hide the tool bar, the status bar, and the the view bar. Specify the location of external icon files to be used on the Tool bars.

View	Choose preferences for saving views.


Customize-Database-Color Code

See Also

Selecting Customize-Database-Color Code from the menu bar displays the Color Code tab.

Use this command to add, edit, and delete color code templates.  Color code templates specify the colors used to accent entries in views.

In a calendar or Gantt chart view, the color code is used to show the duration of the item in a time bar.  For all views, the items can also be color coded according to the value of a check box field, radio group, or a connection in each item.

For example, in the default Calendar view, the color code template is based on the Type of Calendar item.  For example, a meeting is coded with the color green, and a To do is coded with the color yellow.  If you turn on the Show Legend checkbox, a legend is displayed that explains the color code template in use.  The color code template used by the Calendar view is the Calendar Type template.

Color code templates are associated with a particular category and can be used by any view in that category.

You can define as many color coding templates for a category as you like, up to the limit of 600 per database.


Customize-Design View-Colors


Color Code Tab

This tab is displayed when you select the Customize-Database-Color Code tab.  From this tab, you can select the Add button to add a new color code template, or highlight an existing template and choose the Edit or Delete buttons.

CATEGORY NAMES

This list box shows all the categories in the active database.

COLOR CODE TEMPLATES

This list box shows all the currently defined color templates for all categories in the active database.

ADD BUTTON

Selecting this button displays the Select Color Field.  Pick the field on which to base your color code template, then the Color Code Template dialog box is displayed.

EDIT BUTTON

Selecting this button displays the Color Code Template dialog box filled in with the definition of the color template highlighted in the Color Code Templates list box.

Shortcut:  Mouse users can double-click the left mouse button while pointing at a template name to edit it without selecting the Edit button.

DELETE BUTTON

To delete a color code template, highlight the appropriate template name from the Color Code Templates list box on the Color Code tab, then select the Delete button.  Commence asks for confirmation before deleting the template.

CLOSE BUTTON

Select Close when you are finished working with color code definitions.


Select Color Field Dialog Box

When you select the Add button on the Color Code tab, the Select Color Field dialog box is displayed.

You should choose a field on which to base your color code template.  When the field value changes, a different color will be used for that item.  Highlight the name of the field and press the Select button to choose a field for the template.  Only selection fields, check box fields, and connection definitions can be used in color templates, so those are the only fields listed to choose from.

Shortcut:  Mouse users can double-click the left mouse button while pointing at a field name to choose it without using the Select button.

Once you choose a field, the Color Code Template dialog box is displayed.


Color Code Template Dialog Box

COLOR CODE NAME TEXT BOX

If you are adding a new color code template, fill in a short description of the template here. You must type in a name before you can save the template.  Template names are limited to 24 characters.

If you are editing a color code template, you may edit the name if you wish.

UP TO EIGHT FIELD/COLOR BOX SLOTS

Beneath the Color Code Name text box, up to eight colored boxes (depending on the field type) are displayed.

When you are adding a template, a number of blank slots are displayed, each with a color box and a drop-down list box.  You must select field values and color for each slot.

When you are editing a template, each slot displays a field value and the color assigned to that value.  You can change the color assigned to a slot at any time.

To change a color, click on the colored box.  Selecting one of the color boxes opens a drop-down color list box of 16 colors to choose from.  Select a new color from the list.

If the field on which the template is based is a selection field, each slot corresponds to a radio button in the group (radio groups contain at most 8 radio buttons) or a selection in the combo box drop down list..

If the field on which the template is based is a check box field, two slots are displayed (check box fields have two possible values:  checked or unchecked).

If the field on which the template is based is a connection definition, eight slots are displayed, each with a drop-down list box initially set to Unused.  If you select the arrow at the right of one of the list boxes, you'll see a list of all the connected items' names.  You can select item names for the first six slots.  If there are less than six connected items in the drop-down box, you should leave extra slots set to Unused.  The last two slots are reserved for the special entries None and Default Color.  None is used when the connected item has not been associated with a color.  The Default Color is used when the connection on which the template is based is blank (unconnected) or if multiple items are connected.

SAVE AND CANCEL BUTTONS

Once you are satisfied with the template, select the Save button to save the template;  select the Cancel button to cancel the add or edit operation.


Edit Menu Commands

Use the commands on the Edit menu to:

Cut	Delete highlighted data from an item detail field.

Copy	Copy highlighted data from an item detail field to the Windows Clipboard.

Clear	Delete highlighted data from an item detail field without copying it to the Windows Clipboard.

Paste	Copy highlighted data from the Windows Clipboard to an item detail field.

Copy To	Copy highlighted data from an item detail field to a DOS file.

Paste From	Copy highlighted data from a DOS file to an item detail field

Find	Find the specified text in the current item or view

Find & Replace	Find and replace the specified text in the current item or view

Add ? Item	Add an item to any category.

Add Item	Add an item to the active category.

Edit Item	Edit an item from the active view.

Copy Item	Copy an item from the active view.

Delete Item	Delete an item from the active category.

Delete All Items	Delete all items in the view from the active category.

Share All Items	Promote all local items in the active view to shared (only available in a shared database).


Edit-Cut

See Also

Use the Edit-Cut command (or press SHIFT+DELETE) to delete highlighted data and place a copy on the Windows Clipboard.  This command can be used to delete the highlighted item in the active category from the database.  It can also be used to delete data from an individual field in an item detail.

This command is particularly useful for moving field values between item details of items in the same or different views.

Typically, you use the Edit-Cut command to delete data from a field that you want to move to another field.  For items, only a subset of the item's fields are copied to the Clipboard (see below);  any other data in the item is lost.

Display an item detail or view and highlight the field data or item that you want to delete.  Then, select the Edit-Cut command from the menu bar.

For fields, only the visibly highlighted text is deleted and placed on the Clipboard.

For items, the entire item is deleted from the Commence database, regardless of how much of the item is actually visible in the active view.  The fields copied to the Clipboard depend on the view type and category, as follows:

Book	All fields in the view (see Customize-Design View)

Calendar	Start time field for view (see Customize-Design View), item name, and clarify field for the category (if any)

Gantt chart	Item name and clarify field (if any)

Report	Item name and clarify field (if any)

The Edit-Cut command is available for any item displayed by the active view.  In an item detail, it is available only for image fields and any edit box.


Edit-Delete Item


Edit-Copy

See Also

Use the Edit-Copy command (or press CTRL+INSERT) to copy highlighted data to the Clipboard.  This command can be used on items in the active category and on fields in an item detail.

It is particularly useful for copying field values between items in the same or different categories.

Typically, you use the Edit-Copy command to copy data from a field that you want to move to another field.  For items, only a subset of the item's fields are copied to the Clipboard (see below).

Display an item detail or view and highlight the field data or item that you want to copy to the Clipboard.  Then, select the Edit-Copy command from the menu bar.  Typically, you would then display the item detail to which you want to copy the information and use the Edit-Paste command to paste the data into a field.

For fields, only the visibly highlighted text is placed on the Clipboard.

For items, the fields copied to the Clipboard depend on the view type and category, as follows:

Book	All fields in the view (see Customize-Design View)

Calendar	Start time field for view (see Customize-Design View), item name, and clarify field for the category (if any)

Gantt chart	Item name and clarify field (if any)

Report	Item name and clarify field (if any)

The Edit-Copy command is available for any item displayed by the active category.  In an item detail, it is available only for image fields and any edit box.


Edit-Copy Item

File-Export-By Category

File-Export-By View


Edit-Paste

See Also

Use this command (or press SHIFT+INSERT) to copy data from the Clipboard into a field.  It is available only when an item detail is displayed.

The Edit-Paste command is used to copy data into an item detail field from the Clipboard.

Display an item detail and select the field into which you want to copy the data that is currently on the Clipboard (optionally, highlight any data you want to replace).  Then, select the Edit-Paste command.  Data from the clipboard is copied into the selected field, replacing any highlighted data.

The Edit-Paste command is available only for image fields and edit boxes.


Edit-Copy Item

File-Import


Edit-Clear

See Also

Use this command (or press DELETE) to delete highlighted data without placing a copy on the Clipboard.  This command can be used on items in the active category and on image fields and edit boxes in an item detail.  If the cursor is in an edit box and no data is highlighted, this command deletes the character directly to the right of the cursor (if any).

Display an item detail or view and highlight the field data or item that you want to delete.  Then, select the Edit-Clear command from the menu bar.

For fields, only the visibly highlighted text is deleted.  For items, the entire item is deleted, regardless of how much of the item is actually visible in the active window.

The Edit-Clear command is available for any highlighted item displayed by the active view.  In an item detail, however, it is available only for image fields and edit boxes.


Edit-Delete Item.

Edit-Cut


Edit-Copy To

See Also

Use this command to copy highlighted data to a DOS file.  It is available only when an item detail is displayed and data in an edit box is highlighted.

Display an item detail and highlight the field data that you want to copy.  Then, select the Edit-Copy To command from the menu bar.  A Copy To File dialog box is displayed that asks you for the DOS file name to which the data should be copied.

Edit-Copy To is available only for edit boxes.  Only the visibly highlighted text is copied to the DOS file.


File-Export-By Category

File-Export-By View


Edit-Paste From

See Also

Use this command to paste data from a DOS file into a field.  It is available only when an item detail is displayed and the cursor is located in an edit box.  This command cannot be used to paste an image from a file into an image field.

Display an item detail and place the cursor in the edit box into which you want to read the field data.  Highlight any field data to be replaced.  Then, select the Edit-Paste From command from the menu bar.

The Paste From File dialog box is displayed.  It asks you for the DOS file name from which the data should be pasted.

Data from the DOS file is copied into the currently selected edit box, replacing any highlighted data.  If there is too much text in the file to fit in the field, Commence asks you if you want to continue.  If you respond Yes, data is added to the field up to the capacity of the field.


File-Import


Find

Find allows you to search for a text string in the items in the current view or item detail.  The Find command will tell you of the first instance it finds of the text string and lets you edit the item.  You can then continue your search.  Find works on Name, date, number, phone, text, time, Excel cell, and data file fields.

If using Find in a view, Commence will only search the fields included in the view.  If you want to search fields that are not in the view, you need to include them using Customize-Design View-Fields.  Also, Find will not search fields from connected categories, even if they are displayed in the view.


Find & Replace

Find and Replace allows you to search for a text string in the items in the current view or item detail and, if desired, replace it with another text string.  Find & Replace works on Name, date, number, phone, text, time, Excel cell, and data file fields.

If using Find & Replace in a view, Commence will only search the fields included in the view.  If you want to search fields that are not in the view, you need to include them using Customize-Design View-Fields.  Also, Find & Replacewill not search fields from connected categories, even if they are displayed in the view.

WARNING	Be careful when using Find & Replace in a view and using the Replace All button.  All occurrences of the find text will be replaced without being prompted and the changes CANNOT be undone.

Note	If you are using Find & Replace in an item detail, the changes are not saved until you save the item.


Edit-Add ? Item

See Also

Use this command to add an item to any category.  You can also select the [image] button from the tool bar or press CTRL+A (with no active view) to invoke this command.

The Edit-Add ? Item command can be selected at any time to add an item to any category.

When you select this command, Commence displays the Add Item dialog box.  After selecting the appropriate category and detail form from the dialog box, the detail form you selected is displayed.

Once you have completed filling in the fields on the detail form, select the Save button to add the item;  the Cancel button on the detail form cancels the Add ? Item command.

If time conflict checking is enabled for the active category (see Customize-Database-Category-Time Conflict), Commence checks to see if the item being added conflicts with the date and time of another item already in the category.  If so, you are asked for confirmation before the item is added.

If a detail form allows you to add recurring items to a category (such as the Initial Form for the Appointment category) and conflict checking is enabled for the, Commence checks to see if any of the recurring items being added conflict with the dates and times of any other items already in the category.  If so, a list of all conflicting item names is displayed and you are given the option to ignore these conflicts or cancel the addition of all of the items.

Note that once the new item is added, it is not necessarily displayed by the active view (if any);  this depends upon the filter used by the view and the contents of the item.

The new item is highlighted in any view containing it when it is added.  Views containing the new item may need to be redrawn on your terminal when the new item is added.


Edit-Add Item


Edit-Add Item

See Also

Use this command to add an item to the active category.  You can also select the [image] button from the tool bar or press CTRL+A (with an active view of the category) to invoke this command.  If there is no active view or item detail, selecting the button or pressing CTRL+A invokes the Edit-Add ? Item command.

If there is an active view or item detail, Commence assumes you want to add an item to the active category and displays a detail form for that category.

If no views are currently open, the Add Item dialog box is displayed.  After selecting the appropriate category and detail form from the dialog box, the detail form you selected is displayed.

Once you have completed filling in the fields on the detail form, select the Save button to add the item;  the Cancel button on the detail form cancels the Add Item command.

If time conflict checking is enabled for the active category (see Customize-Database-Category-Time Conflict), Commence checks to see if the item being added conflicts with the date and time of another item already in the category.  If so, you are asked for confirmation before the item is added.  Time conflict checking also makes sure that you specify a start time that is later than the end time of the item.

If a detail form allows you to add recurring items to a category (such as the Initial Form for the Appointment category) and conflict checking is enabled for the category, Commence checks to see if any of the recurring items being added conflict with the dates and times of any other items already in the category.  If so, a list of all conflicting item names is displayed and you are given the option to ignore these conflicts or cancel the addition of all of the items.

Note that once the new item is added, it is not necessarily displayed by the active view (if any);  this depends upon the filter used by the view and the contents of the item.

The new item is highlighted in any view containing it when it is added.  Views containing the new item may need to be redrawn on your terminal when the new item is added.


Edit-Add ? Item


Edit-Edit Item

Use this command to select an item from the active view for editing.  You can edit any of the fields in the item detail displayed.  This command is available only if there is an active view.

Shortcut:  You can also highlight an item and press ENTER, or double-click the mouse on the item name, to edit its item detail.

Highlight the item you want to edit from the active view and select the Edit-Edit Item command.  Commence displays an item detail of the item.

A detail form for the active category is displayed, filled in with the field values for the selected item.  Detail forms are specific to each category.

Once you have completed editing the item's fields, select the Save button to save your changes;  the Cancel button cancels the Edit-Edit Item command.


Edit-Copy Item

See Also

Use this command to add a new item to the active category by copying the currently highlighted item or the displayed item detail.  This command is available only if an active view or item detail is displayed.

This command is useful if you want to add an item to a category that is similar to an existing item, without retyping all the identical information.

You can only copy items within the category used by the active view.

Highlight the item you want to copy from the active view, or display the item's item detail, and select the Edit-Copy Item command.

You can also copy an item from one category to another by dragging the item and dropping it on another view.  The field values having identical names in the source and destination fields are copied.  If an appropriate connection exists between the two categories, the destination item is connected to the source item.  If possible, Commence changes the values in the destination item to match the values in the destination view's filter (if any).  For more information, see Drag and Drop Operations.

Note:  If you drag an item from a Calendar view; to copy it you must hold down the Ctrl key while dragging the item.  The default drag and drop operation for a Calendar view is move.

A detail form for the active category is displayed, filled in with the field values for the selected item, except for the item name which is left blank.  Detail forms are specific to each category.

Once you have completed editing the fields on the layout (including supplying an item name for the new item), select the Save button to save your changes;  the Cancel button cancels the Edit-Copy Item command.

The new item is highlighted in any view containing it when it is added.  Views containing the new item may need to be redrawn on your screen when the new item is added.


Edit-Copy

Edit-Paste


Edit-Delete Item

See Also

Use this command (or press CTRL+D) to delete the highlighted item from the active category.  This command is available only if there is an active view or item detail.  You can also use the Delete key or the delete item button [image] on the tool bar to invoke this command.  For more information see Drag and Drop Operations.

Highlight the item from the active category that you want to delete, or display the item's item detail.  Then, select the Edit-Delete Item command from the menu bar to delete the item.  You can also drag an item in a view to the delete button on the command bar and the item will be deleted.

Commence, depending on your preference settings, may ask for confirmation before deleting the item.  If it does, select the Yes button to confirm the deletion;  select the No button to cancel the deletion.  (See Customize-Preferences-Other).

If the item you are deleting is a recurring item, Commence will prompt you for the range of items to delete.

The item immediately after the deleted item is highlighted in the view.  Views from which the item was deleted may need to be redrawn on your screen.


Edit-Cut

 Customize-Preferences-Other


Edit-Delete All Items

See Also

Use this command to delete all the items displayed by the active view from the active category.  This command is available only if there is an active view and is not available for calendar views.

Select the Edit-Delete All Items command from the menu bar to delete all items in the view from the active category.

If the active view currently displays all the items from the active category, then the category is emptied.  If the view is filtered, only the items displayed by the active view are deleted.

Commence will ask for confirmation before deleting the items.  Type “yes” and then select the OK button to confirm the deletion;  select the Cancel button to cancel the deletion.

After the items are deleted, all open views of the active category are updated and redrawn.


Edit-Cut


Copy To File Dialog Box

This dialog box is displayed by the Edit-Copy To command.

Type a file name into the text box and select OK.  Select Cancel to cancel the copy to file operation.

If the file name you supply is an existing file, Commence asks you if you want to overwrite the file;  if you select Yes, the highlighted text is written to the file and the existing contents of the file are lost.  Select No and you are returned to this dialog box.


Paste From File Dialog Box

This dialog box is displayed by the Edit-Paste From command.

The Filename text box displays the default wild card string used to selectively list the contents of the drive or folder named in the Save in  list box.  The files in this drive or folder are listed in the box.

Change the contents of the Filename box and the drive or folder name to examine filenames on your system.  Do this by:

Typing a filename or wildcard string into the Filename text box and pressing the ENTER key;  this changes the file list in the box.

Selecting a drive or folder name in the Save in list box;  this changes the directory whose files are listed in the box.

Once you find the filename that you want, select it from the list;  the filename is moved to the Filename box.  Select OK to confirm your selection.  Select Cancel to cancel the paste from file operation.


Add Item Dialog Box

This dialog box is displayed by the Edit-Add ? Item command.

In the Categories list box, highlight the category to which you want to add an item.  Then select the detail form to use to add the item from the Detail Form drop-down list box.  Once you choose the category and detail form, select the Select button to display the specified detail form for the chosen category.  Detail forms are specific to each category (see Customize-Database-Detail Form).

Shortcut:  Select a detail form from the drop-down list box and double-click the mouse over the name of a category to add an item without selecting the Select button.


Specify Date Range Dialog Box

This dialog box is displayed whenever you are adding or deleting recurring date items (i.e., items that are identical except for the date on which they occur).

When deleting recurring date items, the Start Date text box is filled in with today's date.  The Stop Date text box contains the date of the last item in the sequence.  The range of items that will be deleted includes the items that occur on the dates specified.  You can delete all the items by leaving the dates as is and selecting OK or change one or both of the dates to restrict the range of items deleted.

When adding recurring date items, the Start Date text box is filled in with the string Today, which is translated into today's date by Commence.  The Stop Date text box is empty;  type in the date on (or before) which the last recurring item should be added.  A Frequency radio group allows you to choose the number of days between the Start and Stop dates on which the recurring item will be added.  The default is Daily (see below).  (Note that whether an item is actually added on the Stop Date specified depends on the Frequency you choose.)

The Frequency options available for adding recurring date items are:

Daily

Adds a recurring item for each day between the specified Start and Stop dates (inclusive).

Weekdays

Adds a recurring item for each weekday (Monday through Friday) that occurs between the specified Start and Stop dates (inclusive).

Weekly

Adds a recurring item for a particular day of the week for each week that occurs between the specified Start and Stop dates (inclusive).  When you choose this radio button, an Every group box appears that allows you to choose the name of the day from a drop-down list box.

Every ?th Week

Adds a recurring item on one day in particular weeks between the specified Start and Stop dates (inclusive), based on the week's occurrence in the time span.  When you choose this radio button, an Every group box appears that allows you to choose a number and name of the day from drop-down list boxes.

?th Day of Every Month

Adds a recurring item on one day or weekday in each month between the specified Start and Stop dates (inclusive), based on the day's number in the month.  When you choose this radio button, an Every group box appears that allows you to choose the number of the day and whether you want any day or just weekdays from drop-down list boxes.

Monthly

Adds a recurring item on one day in each month between the specified Start and Stop dates (inclusive).  When you choose this radio button, an Every group box appears that allows you to choose the day of the month on which a recurring item will be added.  Select the number of the day and the name of the day you want from the drop-down list boxes that appear.

Yearly

Adds a recurring item on the day and month specified in the Start Date, and for the same day and month in the range of years that occurs between the specified Start and Stop dates (inclusive).  For example, if you specify a Start Date of Tomorrow, a Stop Date of two years from tomorrow, and a Frequency of Yearly, three recurring items are added:  one for tomorrow, one a year from tomorrow, and one two years from tomorrow.

Note that you can use natural language dates in the Start Date and Stop Date text boxes.


Creating Recurring Items Dialog Box
Creating Recurring Items

This dialog box gives you visual feedback as recurring items are added to a category.

Selecting the Cancel button will stop Commence as it adds items;  some items will already have been added and you will have to delete them manually (see Edit-Delete Item and Edit-Delete All Items).


One/Many Dialog Box

This dialog box is displayed when you attempt to delete or apply changes to one of a series of recurring items.

Selecting the One button deletes, or applies changes to, only the highlighted or edited item.  Selecting the Many button allows you to delete or apply changes to a range of recurring items.  Select Cancel to cancel the operation.


Time Conflicts Found Dialog Box

Select Yes to add the conflicting item(s) despite the conflicts found.  Select No to cancel the add item operation.


Time Conflicts Found Dialog Box (for Drag and Drop)

An item was added or changed which conflicts with an existing item.  This was done by dragging an item on dropping it to change the time.  Since Commence has already added or changed the item, you must delete or modify the item if you do not want a conflict.  Select OK to close this dialog box.


File Menu Commands

Use commands on the File menu to:

Open/Manage Database	Open a database, add, edit, delete, backup, and restore databases.

Sync Link In	Read an update file for a particular database.

Sync Link Out	Manage remote databases in the sync link group.

Import	Import data from an external file into a category in the open database.

Export-By View	Export data from a category in the open database to an external file;  only those items appearing in the active view are exported.

Export-By Category	Export all data from a category in the open database to an external file.

Transfer In	Read data definitions from a transfer file into the open database.

Transfer Out	Copy data definitions into a transfer file from the open database.

Send	Generate a report or calendar view in HTML format and attach to an email message.

Page Setup	Define Page layouts; set printed page margins;  choose whether or not to print a title and date on each printed page.

Print Preview	Preview the printout prior to sending it to the printer.

Print	Print views, item details, and labels.

Printer Setup	Setup printers.

Exit	Exit Commence.


File-Open/Manage Database

With this command, you can:

•	Open a different database

•	Add a new database

•	Edit the Name of an exiting database

•	Backup a database

•	Restore a backup of a Commence database.

The File-Open/Manage Database command is not available while you are using the tutorial database;  see Help-Tutorial.

A database consists of the information you enter into categories, as well as the categories, views, agents, preferences, and other features that you use.

The database that was open when you last exited Commence is opened automatically when you start Commence;  it is called the active database.  To access the data contained in another defined database, you must open that database;  when you do, the previously open database will be closed automatically.  Its data is inaccessible until you open it again.

When you select File-Open/Manage Database from the menu bar, Commence displays the Open/Manage Database dialog box.

If you attempt to open a password-protected database, the Database Password dialog box is displayed.  To access the database enter the password in the Password text box and select OK.  When you enter the correct password, the database is opened.  For more information on facilities to protect your data from unauthorized access, see Database Protection.

Use this command to add, edit, delete, backup, and restore a Commence database.

You may want to create your own databases to keep certain data separate or to create a unique application database.  You may also want to change the name of an existing database, or delete old databases no longer in use.  The only thing you cannot change once a database is created is the DOS directory in which it resides.

The File-Open/Manage Database command is not available while you are using the tutorial database;  see Help-Tutorial.

A database consists of the information you enter into categories, as well as the categories, views, agents, preferences, and other features that you use.  A database definition consists of a name for the database and the name of a DOS directory in which the database resides.

The databases delivered with Commence reside in separate directories under c:\commence by default.  Their locations are selectable on installation.

You can define up to 1000 Commence databases.  Views, categories, agents, preferences, etc. defined in a particular database are accessible only when that database is open.  To open multiple databases at the same time, you will need to run multiple copies of Commence.

Maintaining data in separate databases protects data in one database from changes you make in another.

For example, if you use the tutorial database included with Commence, you will notice that none of the changes you make while in the tutorial affect the data or other features in any other database.  That's because the tutorial data is contained in a separate database.  Note, however, that the tutorial database is not listed in the Open/Manage Database dialog boxe.  This is because entering tutorial mode entails setting up an entire environment for your practice work as well as switching to another database.  (See Help-Tutorial for more information on the tutorial database and the tutorial environment.)


Database Protection

Commence provides several ways of protecting your data from being accessed by unauthorized users:

Database Scrambling

All of the information in a Commence database is scrambled automatically by Commence.  As a result, no one can easily scan the database files on disk and read your data.  This database scrambling is done behind the scenes and requires no action on your part.

Database Passwords

You can assign a password to a database to prevent someone from turning on your PC and opening the database from within Commence without your knowledge.  After you assign a password to a database, you will need to enter the password each time you attempt to open the database.

Password-Protecting a Database

Any database can be password protected.  To password protect a database, follow the steps below:

1.	Open the database you want to password protect using the File-Open/Manage Database command.

2.	Select the Customize-Preferences-Database command.

3.	In the Database Password group box turn on the Password Protect Database check box.

4.	To set (or change) your password, select the Set Password button.  The Change Database Password dialog box appears.

5.	If this is the first time this database has been password protected, the Old Password field is grayed out.  Otherwise, type your current password in the Old Password field.

6.	Type the password you want into the New Password text box.  The characters you type are echoed with asterisks in the text box.

7.	Type the password again into the Verify Password text box.

8.	If you correctly entered the Old Password (if any), and entered the same password into the New and Verify Password text boxes, Commence returns you to the Database tab.  If you made a mistake, Commence displays a message box asking you to try again.  Select OK and go back to Step 4.

9.	Select Done to close and save the Database tab.

Opening a Password-Protected Database

The open database is now password-protected.  The next time you attempt to open this (or any) password-protected database, the Database Password dialog box is displayed.

Enter the password you chose in Step 6 above and select OK.  When you enter the correct password, the database is opened.

Caution:  If you use the File-Open/Manage Database command to backup a database and then later restore from the backup file created, you can access the restored database only if you use the password that was in effect at the time the backup was made.


File-Sync Link In

See Also

Use this command to synchronize a database from an update file previously created with the File-Sync Link Out command.

Selecting the File-Sync Link In command displays the Select File to Sync In dialog box.  Specify the file name of the update file and the sync in process begins when you select OK.


Sync Link Concepts

Using Sync Link

  File-Sync Link Out


File-Sync Link Out

See Also

Use this command to:

•	Define the remote PCs that will be in your sync link group.

•	Edit or delete the remote PCs in your sync link group.

•	Create an initial update file for each of the remote databases.

•	Create an incremental update of your database to take a remote database.

Selecting the File-Sync Link Out command displays the Sync Link Out Options dialog box.

In this dialog box, you can define and maintain a set of two or more identical databases (called a sync link group).  You can also manage this sync link group by adding, editing, and deleting remote databases.  Once you establish a sync link group you can compress a Commence database into a single file (called an update file) to sync link the database changes from one PC to the other as you move between them.  When you choose the database to synchronize and select OK, the sync out begins.


Sync Link Concepts

Using Sync Link

  File-Sync Link In


Sync Link Concepts

See Also

If you are using several PCs and are not on a LAN, you can still maintain identical databases by using the Sync Link feature.  Sync Link provides you with the benefits of information sharing without using a network to interconnect your PCs.  Using Sync Link, you can compress a Commence database into a single file, and read that file into a copy of Commence running on another, unconnected computer.  Thereafter, you can keep the two copies of the Commence database identical by sync linking the database changes from one PC to the other as you move between them.

The text under the heading Establishing a Sync link Group explains the general procedure for defining and maintaining a set of two or more identical databases.  The section Using Sync Link details procedures for using the sync link group and for adding, editing, and deleting remote databases.

Establishing a Sync link Group

A sync link group consists of two or more Commence databases, usually located on different, unconnected computers.  Establishing a sync link group allows you to exchange files between the databases in the sync link group and keep the contents of the databases identical, or synchronized,  as work and travel take you from computer to computer.  The following diagram depicts a typical sync link group scenario.

Using Sync Link to update databases is much more efficient than backing up and restoring entire databases. After the initial synchronization (which occurs during the establishment of the sync link group), only the changes are sync linked from PC to PC.

Steps to Establish a Sync link Group

Before you can use Sync Link to synchronize databases, you must define your sync link group, create the remote databases on your remote PCs, and then populate the remote databases with the information in the base database.  The general procedure is as follows:

1.	Open the database that you want to sync link between computers.  This database will be the base database for the sync link group.

2.	With the base database open, define one or more remote databases for the sync link group.

3.	Create an initial update file for each of the remote databases.  This is called a "complete update" since it consists of all definitions and data in your base database.

4.	For each remote, add the new remote database on the remote PC and read in the update file you created.  This makes the base and the remote databases identical.


Using Sync Link

File-Sync Link Out

  File-Sync Link In


Using Sync Link Commands

If you are using several PCs and are not on a LAN, you can still maintain identical databases by using the Sync Link feature.  With Sync Link, you can create a compressed update file from the designated base PC and read it into the remote PCs.  See Sync Link Concepts for an more complete explanation of the Sync Link facility.

This section describes procedures for using the sync link group and for adding, editing, and deleting remote databases.  To see more about a procedure, select a topic from the list below or use the Browse >> button to see each topic in order:

1. Defining the Sync link Group

2. Creating the Initial Update Files

3. Initializing Remote Databases

4. Using the Sync link Group

For more details, see the File-Sync Link Out and File-Sync Link In commands and their options.


Defining the Sync link Group

Before beginning, decide which PC you want to use as the base. Select whichever PC you use most frequently.  If the data is not already on the base PC, copy the data directory to the base PC and use File-Open/Manage Database to add that database to Commence.  Then follow these steps:

1.	Start Commence on the PC you want to use as your base, and open the database that you want to sync link.  This database will be your base database.  If this database is not opened automatically when you start Commence, use the File-Open/Manage Database command to open it.

2.	Select the File-Sync Link Out command.  The Sync Out dialog box is displayed.  It should be empty.  This dialog box lets you define the remote PCs that will be in your sync link group.  There should not be any databases defined in the Synchronize with Database list box.  If there are, you should follow the steps in the section Adding Another Remote Database in the description of the Sync Out dialog box.

3.	Select the Add button from the Define Remote Database group box.  The Add Remote Database dialog box is displayed.  This dialog box lets you give a descriptive name to the remote database you are defining.  The database name you specify must be unique within the currently defined list of names and must have 60 characters or less.

It is advisable to use a database name that identifies both the database and the PC on which it resides.  For example, if you want to use a database named "Sales Contacts" as a base database and have a remote database on your home PC, then enter a name like "Sales Contacts on Home PC".  This will help you to remember which database you currently have open and the PC for which you are creating an update file.  Select OK.  A dialog box will appear while Commence initializes the database in preparation for the first sync link out.  As soon as the initialization is finished, you will be returned to the Sync Out dialog box.

4.	The Sync Type should be set to Incremental.  Because you have added a new remote database, Commence will automatically detect that an initial sync file containing the entire database must be created.  Do not select OK yet.

Now, you are ready to create the initial update file.  Select the Browse >> button to see how to do this.


Creating the Initial Update File

With the Sync Out dialog box displayed, follow the procedure below:

1.	The names of your remote databases are listed in the Synchronize with Database drop-down list box.  In the Sync Filename text box, type in (or use the Select button to choose) a filename to hold the updates for the selected remote database, that is, the one displayed in the Synchronize with Database drop-down list box.

If you have more than one remote database, you must select a different filename for each update file.  Choose an update file name that identifies the remote database.  You may be synchronizing different remote databases at different times, so the update files can contain different information for each remote database.  Commence writes the remote database name in the update file and will not let you update a remote database using the wrong update file.

2.	Select the OK button to create the update file.  The Sync Out message box is displayed to show you the status of the update.

When the Sync Out is finished, the button changes to OK.   Select OK on the message box.

3.	Clearly label the diskette with the name of the PC and the remote database for which the update file was created.  (The update file may be created on any drive; it often created on a diskette or copied to a diskette to move to a remote PC.)

Now, you are ready to initialize the remote database(s).  Select the Browse >> button to see how to do this.


Initializing Remote Databases

Perform the following procedure for all of the remote databases in the sync link group:

1.	Open Commence on the PC on which the remote database is to be located.

2.	Create a new, empty database by using the File-Open/Manage Database command and selecting the Add button.  You can give this database any name you wish, but to prevent confusion, you may want to use the same name that you gave to the base database when you defined the sync link group.

3.	Insert the update diskette intended for this remote database into your diskette drive.  (The update file may exist on any drive, but is commonly on a diskette.)

4.	Select the File-Sync Link In command.  The Select File dialog box is displayed.

5.	Select the name of the update file in the Files list box that matches the one you selected for this database's Sync Filename in step 1 of the procedure for creating the initial update files above.  Then select OK.

6.	The Sync In message box is displayed to show you the status of the update.

When the Sync In finishes, the button changes to OK.  Select OK on the message box.

Now, you are ready to use the sync link group you've established.  Select the Browse >> button to see how to do this.


Using the Sync link Group

See Also

This section describes a common scenario for using your sync link group.  It assumes that you have a base database called Sales and two remote databases:  "Sales on Home PC" and "Sales on Laptop".  This scenario also assumes that you have followed the steps in the section Sync Link Concepts and have initialized both of your remote databases.

1.	You are using your base database and are about to leave for a business trip.  Just before closing Commence, you select File-Sync Link Out to create an incremental update of your database to take with you on your laptop.

2.	Select the database named "Sales on Laptop" from the Synchronize with Database drop-down list box and make sure that the Sync Type radio button is set to Incremental, which is the default.  Enter a name for the update file in the Sync Filename text box.  If you selected a diskette drive for the file, make sure that there is a diskette in the diskette drive.  Then select OK.

Commence creates the incremental update file for the Sales database on your laptop PC.  This file only contains the changes you have made since the last time you synchronized your Sales on Laptop database.

3.	On your laptop PC, start Commence and open the Sales database.

4.	Select File-Sync Link In and select the filename that contains your incoming updates.  Then select OK.

Commence applies all of the updates from your base database to your remote database.  When the synchronization is finished, this database is identical to your base database.

If you made any changes to your "Sales on Laptop" database during your trip, you would perform the same sequence of steps when you return, this time from your laptop and to your base PC.  After you have re-synchronized with your base PC, you can follow the same steps to create an update file for your other remote database, "Sales on Home PC."  Then you can take this file home and synchronize your home PC so that it is identical to the others.

Some important things to remember:

•	You must perform a Complete update (from the Base database) the first time you add a new remote database to a sync link group (see the following section).  After you do this, you need only perform Incremental updates between databases in the sync link group.

•	If a diskette containing an update file becomes unreadable, or you otherwise lose the update file, you will need to go back to the last PC you used and perform a File-Sync Link Out with the Sync Type radio button set to Complete.  This file, like the one you first created on the base database, is a complete copy of the database.  After you read it into the targeted database, you can use an Incremental update file again.

•	Update files are targeted for a particular database in a sync link group.  After you establish a sync link group, Commence will not let you read an update file into the wrong database.

•	If you cancel a synchronization in progress, you must restart the synchronization from the same update file if you want to continue using the open database without any loss of data.  Alternatively, you could go back to the database from which you created the update file and create a new complete (not incremental) update file for the open database.


Using Sync Link


File-Import

See Also

Use this command to update a category in your open Commence database using:

•	data from external applications or

•	data exported from another category in this or another Commence database

To import category data, highlight the name of the import/export template you want to use and select the Import button.

When you select the Import button, Commence displays the Select Import File dialog box so you can select the name of the external file you want to import.

Commence scans the import file you choose and displays a message box if it finds a problem with the file, such as incorrect formatting.  The message displayed indicates the source of the problem.  Select OK to return to the Import dialog box;  to continue importing, you must either fix the import file or pick another one to import.

Provided the file you chose matches the format of your import/export template, and no errors are found in the file, Commence begins importing the data in the external file into the category in your open Commence database.  Commence displays a message box as the import progresses.  You can select Cancel to stop the import operation, but this will leave the import partially completed and your category contents in an indeterminate state.  When the import is complete, select OK.


File-Export-By Category

 File-Export-By View


File-Export-By View

See Also

Use this command to copy data from items in the active view to an external file

•	for use with external applications or

•	for use in another category, either in the open database or in a different Commence database

Only the items that appear in the view are included in the export.

Use the File-Export By View command with a filtered view to export data from a subset of the items in a category.  If you use the Archive option when you export, only the items in the view will be deleted from the category;  this is a handy way of backing up old items and deleting them from the category to make room for new items.

The dialog boxes displayed by and the behavior of this command are identical to the File-Export-By Category command, except that the items exported are a subset of the items in the category as determined by the view filter.  If the view is unfiltered, then all items from the active category are exported.

Selecting this command displays the Export dialog box.


File-Export-By Category

File-Import

Customize-Filter View


File-Export-By Category

See Also

Use this command to copy data in a category to an external file:

•	for use with external applications or

•	for use in another category, either in the open database or in a different Commence database

You can export data that is in one of three external file formats, ASCII, dBASE, or DIF.

You tell Commence how to export to an external data file by defining an import/export template.  This template tells Commence how to extract data from your category and how to write your external file.  If you use the Archive option when you export by category, all the items in the category will be deleted from the database;  this is a handy way of backing up old items and deleting them from the category to make room for new items.

The File-Export-By Category command displays the Export dialog box.


File-Export-By View

  File-Import


File-Transfer In

See Also

Use this command to copy the definitions (and data, if any) contained in a DOS file previously created with the File-Transfer Out command.

Overview

Selecting the File-Transfer In command displays the Select Transfer File dialog box.  Specify the file name of the transfer file and If the selected transfer file contains only definitions and no data, the transfer in process begins when you select OK.

Data definitions are always added unless there is an existing definition of the same type with the same name (e.g., you try to transfer in a People category into a database that already has a People category).  If Transfer In detects a definition in the transfer file with the same name as an already existing definition in the open database, the incoming definition is not transferred.  See the Transferring In Definitions with Duplicate Names section in the description of the Transfer Rules dialog box for information about using Transfer In to merge similar but different definitions with the same name.

Note:  Data items may have been included in a transfer file explicitly as part of the transfer out operation, or included automatically by Commence because a category, view, or agent definition being transferred depends on them.  See File-Transfer Out for more information on items included in a transfer file.

.


Using Transfer Commands

  Sync Link Concepts


File-Transfer Out

See Also

Transfer Out copies selected categories, views, and agents from a Commence database into a DOS file.  You may optionally choose to copy the data contained in selected categories and views.  The resulting transfer file is the input file for a File-Transfer In command.

Use this command to:

•	Move definitions you have developed in one database into another of your own databases.

•	Share definitions you have developed with another Commence user.

Overview

Selecting the File-Transfer Out command displays the Transfer Out Options dialog box.

In this dialog box, you specify whether to transfer all definitions for selected categories or just the definitions required by selected views of the categories.  Then you select any agents to transfer.  You also select whether to transfer items and related data files (DOS files pointed to by data file fields).  Once you've made your choices and selected OK, then specify a transfer file name.  Once you choose a file name, the transfer out begins.

Automatic Inclusion of Dependent Data and Definitions

When you select categories, views, or agents for transfer, Commence automatically determines the additional definitions and data that are required by a category or view, or those required for the operation of an agent.  Dependent data for a category or view might be names of connected items in other categories or color code templates.  Dependent data for an agent might be another agent or items used by a filter in a trigger, condition, or action.

The following list shows the dependent data and definitions selected for categories, views, and agents:

Category	All category field definitions.

All category connection definitions and all directly related definitions from the connected category.

All item detail forms for the category.

All view definitions that use the transferred category, their options and filters.

All color code templates for the category.

View	Associated category's definition, along with the categories of any indirect fields.

All connection definitions used in the view.

All item detail forms for the relevant categories.

All color code templates usable by the view.

Agent	All necessary categories, views, and other agents needed by the agent.

All data items from relevant categories used in trigger, condition, or action filters.

Note:  If you want to transfer only items, use the File-Export-By Category command or the File-Export By-View command to create a DOS file and use the File-Import command to read the file into a database.

Specifying Data File Transfer Location

The File-Transfer Out command lets you transfer out items as well as definitions to a DOS file.  If you elect to transfer out items, you may also choose to transfer out any related data files (i.e., DOS files pointed to by data file type fields) that are referenced by the transferred items.

When you transfer into a database a file that has definitions, items, and related data files, Commence needs to know where to put the related data files on your hard disk.  This is because the directory structure on your computer and the directory structure of the computer on which the transfer file was created are most likely different.

Select the Customize-Preferences-Other command to choose a location in which to store related data files transferred into the currently open database. Enter the directory name and overwrite option in the External Data Files group box.


File-Transfer In

Using Transfer Commands

  Sync Link Concepts


Using Transfer Commands

See Also

The general procedure for transferring definitions from one database to another is:

1.	Use the File-Open/Manage Database command to open the database containing the definitions you want to transfer.

2.	Select the File-Transfer Out command.  This command copies selected categories, views, agents, and data (if desired) from your database to a DOS file.

3.	In the Transfer Out Options dialog box, select either Category or View. Then select the specific categories or views and agents to transfer.

4.	Turn on the Items check box to transfer data as well as definitions from the selected categories or views.  If you select the Items box, you may also choose to transfer any DOS files pointed to by data file fields in transferred items.  Turn on the Related Data Files check box to do so.

5.	Select OK.  The Select Transfer File dialog box appears.

6.	Type a file name for the transfer file in the Filename text box and select OK.

The transfer out begins.  Commence keeps you informed of its progress and tells you when it is finished.  Select OK when the message box indicates that the transfer is completed.

7.	Using the File-Open/Manage Database command, open the database into which you want to read the transfer file just created.  If this database resides on a computer other than the one on which you created the transfer file, be sure to make the transfer file accessible to this computer via floppy disk, a shared LAN drive, etc.

8.	Select the File-Transfer In command.  This command copies the definitions (and data, if any) from the DOS file that was created with the File-Transfer Out command into the currently open database.

9.	In the Select Transfer File dialog box, enter the path name of the transfer file in the Filename text box and select OK.

10.	If the transfer file contains data, the Transfer Rules dialog box appears.  Make the appropriate selections and select OK.

The transfer in begins.  Commence keeps you informed of its progress and tells you when it is completed.  Select OK when the message box indicates that the transfer is completed.


Sync Link Conceptscmd_file_sync_link_concepts


File-Send

Use this command to export the data in the active view to a HyperText Markup Language (HTML) file. If there is a filter on the view, only the items and fields displayed in the view will be included in the HTML file. This command is available only if there is an active view in calendar or report format.

Perform the following steps to save an HTML file:

1.	Open a calendar or report view.  If the view is not currently in calendar or report format, use the Views-View As command to change the view type to either Calendar or Report.

2.	Select the File-Send command from the menu bar to launch your e-mail program.  If prompted, enter your e-mail login or profile information.

3.	The active view will be converted to an HTML file and attached to the e-mail message.

4.	The subject of the e-mail message will automatically be filled with the View Name from Commence.

5.	Type the e-mail address of the recipient or select an e-mail address from the Address Book of your e-mail program.  The names of all your contacts from Commence can be made available to MAPI address books.  For details on how to set up a Commence Address Book in your e-mail program, see the topic titled Configuring MS Exchange Address Book.

6.	You may also click anywhere above or below the attached HTML view and press Enter on your keyboard to insert a blank line.  Type any additional comments or other information as needed in the body of the e-mail message.

7.	Send the e-mail as you normally would when you are finished previewing the message.


File-Page Setup

See Also

Use this command to create, edit, copy, and delete paper layouts for use with the File-Print command.  You can also associate a specific printer with each paper layout; this printer will be selected whenever that paper layout is used.

A paper layout in Commence is a flexible template for printing views and item details.  It specifies the dimensions of a paper form you want to use in your printer and the printable area of the form.  When you print information from Commence, the paper layout lets you specify exactly where you want view and item detail information to go on the paper.  Commence includes many pre-defined paper layouts, which are suitable for various purposes.  These pre-defined paper layouts may also be edited and saved under new names.

Selecting the File-Page Setup command from the menu bar displays the Page Setup dialog box.


Designing a Custom Paper Layout

File-Print

File-Printer Setup

Customize-Design View-Display


File-Print Preview

See Also

The Print Preview option is used to see how a printout will look prior to actually printing it out.  This is an invaluable tool when designing reports and other printed materials.  By looking at the Print Preview for a view, it can be determined if all information will fit on a single page, if the information appears crowded, or if there is room for additional information that may be desired to be included


Using Print Preview

File-Print


File-Print

See Also

Use this command to print the active view or the currently displayed item detail.  You can select File-Print from the menu bar, press CTRL-P, or select the print button (shown at left) from the tool bar to invoke this command.

Selecting File-Print from the menu bar, or selecting the print button from the command bar, or dragging an item in a view to the print button, displays a dialog box specific to the view type of the view to be printed;  there is also a specific dialog box for printing item details (see below).

After choosing appropriate options from the dialog box displayed and selecting the OK button, Commence displays a window that tells you the currently printing page number and the view or item detail title.  The page number restarts at 1 for each item detail printed, if you choose to print item details.  There is a Cancel button in this window that you can select to cancel the job in progress.

You can also "drag and drop" an item from the active view to the Print button (shown at the beginning of this topic) on the command bar.  To do this from any view, click and hold down the left mouse button on the item, move the mouse pointer to the Print button, and release the mouse button.


Print Book Dialog Box

Print Calendar Dialog Box

Print Gantt Chart Dialog Box

Print Report Dialog Box

Print Item Detail Dialog Box

File-Page Setup


File-Printer Setup

Use this command to choose printer options (such as available fonts and page orientation) and select the default printer for printed output.

Selecting File-Printer Setup from the menu bar displays the Printer Setup dialog box.


File-Exit

See Also

Use this command to exit Commence and return to Windows.  Selecting File-Exit from the menu bar is equivalent to using the Control Menu Box to close the Commence window.

If there are any currently open views, Commence checks to see if any of them are new, unsaved views, or saved views that have been changed and not saved.

If a changed view is a saved view, Commence checks your view preferences to determine what changes you want saved and whether to save the specified changes automatically (i.e., silently) or to display the Save View dialog box.  If your preferences are set to Ask and then save View, Commence will ask if you want to save the view.  If you respond by selecting the Yes button, the Save View dialog box is displayed with the name of the view filled into the Name text box.  You can save the changed view under its own name, or type in another name.

If a changed view is a new unsaved view, Commence checks your View Preferences.  If the New View check box is checked, Commence will ask if you want to save the view.  If you respond by selecting the Yes button, Commence will display the Save View dialog box for you to type a name for the view and select the Save button to save the view.  All properties of the view are saved.


Customize-Preferences-View


Open/Manage Database Dialog Box

From here you can:

•	Open a different database

•	Add a new database

•	Edit the Name of an exiting database

•	Delete a database

•	Backup a database

•	Restore a backup of a Commence database.

This dialog box displays the names of all the Commence databases in the Commence Databases list box.  The name of the open, or active, database has the word (active) to its right in the list box.

Up to 1000 Commence databases can appear in the Commence Databases list box.  Views, categories, agents, preferences, etc. defined in a particular database are accessible only when that database is open.  Only one database can be open at a time.


Database Password Dialog Box

See Also

The database you are opening with the File-Open/Manage Database command is password-protected.

Enter the password for the database in the Password text box and select the OK button.  When you enter the correct password, the database is opened.  If you do not know the password select the Cancel button.

Caution:  If you use the File-Open/Manage Database command to back up a database and then later restore from the backup file created, you can access the restored database only if you use the password that was in effect at the time the backup was made.


Database Protection


Add/Edit Database Dialog Box

These dialog boxes are displayed when you select the Add or Edit buttons on the Open/Manage Database dialog box.

Type the descriptive name you want to give to the new database in the Name text box.  The database name is limited to 50 characters.

Type, or use the Select button to choose, the path name for the new database directory in the Path text box.  Selecting the Select button displays the Select Directory dialog box.

Note: The Edit Database dialog box allows you to modify the name of the database you are editing in the Name text box but the Path text box is grayed out (i.e., cannot be changed).

Select the Save button to save the name and path you've specified, and add the new database name to the list in the Open/Manage Database dialog box.

If you specify a Path that does not exist, Commence displays a message box asking you if you want to create the directory;  select Yes to create the directory for your database and No to return to the Open/Manage Database dialog box without creating the directory.


Backup Database Dialog Box
Backup Database/Transfer Out Dialog Box

This dialog box is displayed while a database is being backed up or when an update file is being created with File-Transfer Out.  If you select the Cancel button to cancel the backup or transfer out, nothing is written to the DOS filename you specified.  Once the Backup is complete, select the OK button from this dialog box to return to the Open/Manage Database dialog box.  Once the Transfer Out is complete, select the OK button from this dialog box to return to the work area.

Backup and Transfer Out will write to multiple floppy diskettes if the file created requires more space than exists on a single diskette.  To span a file to multiple diskettes, enter the full path to the diskette drive in front of the filename.  For example, A:\data.xfr will create a backup file on the diskette in the a:\ drive.  Commence will prompt you for additional diskettes as needed.


Restore Database Dialog Box

The Restore Database dialog box is displayed while the database is being restored.  If you select the Cancel button to cancel the backup, nothing is written to the database directory you specified.  Once the backup is complete, select the OK button from the Restore Database dialog box to return to the Open/Manage Database dialog box.

Restore will read from multiple floppy diskettes if the backup file spans diskettes.  Commence will prompt you for additional diskettes as needed.


Sync Out Dialog Box

See Also

This dialog box is displayed by the File-Sync Link Out command.

In this dialog box, you can define and maintain a set of two or more identical databases (called a sync link group).  You can also manage this sync link group by adding, editing, and deleting remote databases.  Once you establish a sync link group you can compress a Commence database into a single file (called an update file) to sync link the database changes from one PC to the other as you move between them.  When you choose the database to synchronize and select OK, the sync out begins.

SYNCHRONIZE WITH DATABASE

Use the Synchronize with Database drop-down list box to select the name of the remote database for which you are creating an update file.  Database names are added to this list when you select the Add button.  See the heading Adding A Remote Database below.

SYNC FILENAME

Use the Sync filename text box to enter (or use the Select button to choose) a filename to hold the updates for the selected remote database.  The update file is the input file for a File-Sync Link In command.

DEFINE REMOTE DATABASE

The buttons in the Define Remote Database group box allow you to Add, Edit, and Delete remote database names from the base database of a sync link group only.  These buttons are unavailable on a remote database in a sync link group.  See the headings Adding/Editing/Deleting A Remote Database below.

SYNC TYPE

This radio group is used to specify the amount of information in the update file.  Select Incremental for an "incremental update" which consists of only the information which has been updated since the previous update file was created.  This is the default setting.  Select Complete for a "complete update" which consists of all definitions and data in the open database.

OK

Select OK to begin creation of the update file for the selected database.

CANCEL

Select Cancel to return to the work area.

Creating An Update File

To create a update file, first select the database you want to synchronize with from the Synchronize with Database drop-down list box and then select Incremental or Complete from the Sync Type  radio group.  The name of the update file will appear in the Sync Filename text box.   If you want to change the filename, type it in or use the Select button to choose an update file name.  Once you select OK the sync out begins.

Adding A Remote Database

To add a new database to a sync link group, select the Add button.  This displays the Add Remote Database dialog box.  Make sure that the base database is the last database in which you did a File-Sync Link In command.

Caution:	If your base database does not have the most recent updates to the sync link group's data and you initialize your new remote database, your sync link group will now have inconsistent copies of the database.  This means that your sync link group will no longer be synchronized and you may lose data.

Note:	After adding a new remote database you will need to create an initial update file for the database.  See Creating the Initial Update File for a description of this process.

Editing A Remote Database

Selecting the Edit button from the Sync Out dialog box lets you change the name of the currently selected remote database.  This displays the Edit Remote Database dialog box.

Deleting A Remote Database

Selecting this button displays a message box that asks for confirmation before deleting the database name currently displayed.  Select Yes to delete the indicated database name.  Select No to cancel.

Caution:	You can always re-add a deleted database name, but you will have to create an initial update file for the database (see the instructions given above under Adding a Remote Database).  This means that you must start over with an empty remote database.  The database formerly used as the remote under the deleted name cannot be used again as a remote database.


Sync Link Concepts

Using Sync Link


Add/Edit Remote Database Dialog Box

These dialog boxes are displayed when you select the Add or Edit buttons on the Sync Out dialog box.  The Edit Remote Database dialog box looks the same as the Add Remote Database dialog box, except that the name of the database you are editing appears in the Database Name text box.

This dialog box lets you give a descriptive name to the remote database you are defining.  The database name you specify must be unique within the currently defined list of names and must have 60 characters or less.  It is advisable to use a database name that identifies both the database and the PC on which it resides.  For example, if you want to use a database named "Sales Contacts" as a base database and have a remote database on your home PC, then enter a name like "Sales Contacts on Home PC".  This will help you to remember which database you currently have open and the PC for which you are creating an update file.

Enter or edit the database name and select OK to confirm your changes.  Select Cancel to return to the Sync Out dialog box without making any changes.


Sync Link Message Dialog Box
Sync In/Out Dialog Box

The Sync Out dialog box is displayed while an update file is being created.  If you select the Cancel button to cancel the Sync Link Out, nothing is written to the DOS file name you specified for the Sync Link Out.  Once the Sync Link Out is complete, select the OK button from the Sync Out dialog box to return to the work area.

Sync Link Out will write to multiple floppy diskettes if the file created requires more space than exists on a single diskette.  Commence will prompt you for additional diskettes as needed.

The Sync In dialog box is displayed while an update file is being read and processed.  Once the Sync Link In is complete, select the OK button from the Sync In dialog box to return to the work area.

Caution:  If you select the Cancel button to cancel the Sync Link In, you must restart the synchronization from the same update file if you want to continue using the open database without any loss of data.  Alternatively, you could go back to the database from which you created the update file and create a new complete (not incremental) update file for the open database.

Sync Link In will read from multiple floppy diskettes if the update file spans diskettes.  Commence will prompt you for additional diskettes as needed.


Transfer Out Options Dialog Box

See Also

This dialog box is displayed by the File-Transfer Out command.

To create a transfer file, first select Category or View from the Transfer by group box.  Then select the categories or views you want to transfer from the multi-select list box on the left, and any agents you want to transfer from the Transfer Agents multi-select list box on the right.  If you want to transfer items and related data files (DOS files pointed to by data file fields), turn on the appropriate check box(es).  Select OK and then select a transfer file name.  Once you choose a file name, the transfer out begins.

TRANSFER BY

Select the Category or View button to display a list of categories or views in the list box on the left of the dialog box.  You may select multiple categories or views from the list by clicking the left mouse button over them (see Keyboard Commands for how to do this using the keyboard).

Dependent definitions and data  are included in the transfer file automatically.

TRANSFER AGENTS

Select the agents you want to transfer from this list box.  You may select multiple agents from the list.  Dependent definitions and data are included in the transfer file automatically.

SELECT ALL

These buttons allow you to highlight all of the entries in the list directly above the button selected.

ALSO TRANSFER

Turn on the Items check box to transfer out all items in the selected categories or views.  If you turn on the Items check box, you may also turn on the Related Data Files check box to transfer out all files referenced by data file fields in the transferred items.  See External Data Files group box in the Customize-Preferences-Other dialog box for more information on where data files are stored when transferred into a database.

OK

Select this button to confirm your transfer option choices and select a transfer file name.  This displays the Select Transfer File dialog box

CANCEL

Select this button to cancel the Transfer Out command.

Note:  If you want to transfer only items, use the File-Export-By Category command or the File-Export-By View command to create a DOS file and use the File-Import command to read the file into a database.

.


File-Transfer In

  Using Transfer Commands


Transfer Rules Dialog Box

This dialog box may be displayed after you select OK on the Select Transfer File dialog box.  It appears automatically when Commence detects data (i.e., items) in a transfer file.  To use the box, choose appropriate options and select OK to begin the transfer.

TRANSFER IN ITEMS

This check box is on by default and if it is left on the items contained in the transfer file will also be transferred.  If this check box is turned off, the other choices in this dialog box are disabled, and no items are transferred into the database.

NEW ITEMS

This radio group tells Commence how to insert items with new names into your category.  Select the Add radio button to automatically add each item with a new name into the category.  Select the Ask before adding radio button to have Commence prompt you for confirmation before adding each new item.

EXISTING ITEMS

This radio group tells Commence how to handle incoming items that have the same name as one or more existing items in the category.  How you want to handle these items will depend in part on whether the category allows duplicates.  The radio button choices in this group are described in the Existing Item Rules section, below.

OK

Select OK to confirm the selected transfer rules and begin importing items from the transfer file.

CANCEL

Select Cancel to terminate the transfer of items.  Any definitions already transferred from the transfer file remain in the open database.

Existing Item Rules

The selected rule in the Existing Items radio group determines what happens when there is a conflict between the name of an existing item and an item (or items) being transferred into the open database.

In the explanations below, the "name" of an item includes the contents of the name field and the clarify field for the category (if one is defined).  Items with the identical name values but with different clarify field values are not considered duplicates.

Replace duplicates, all fields

Delete each item in the target category with the same name as that of an incoming item, and replace it with the data item from the transfer file.

Replace duplicates, incoming fields only

For duplicate items, replace only the field values being transferred in.  Other field values in the existing item remain unchanged.

Ask on duplicates, then replace all fields

Operates the same way as Replace duplicates, all fields (above), except that for each duplicate item found, displays a message box showing the item name and asks if the item should be replaced (OK) or skipped (Cancel).

Ask on duplicates, then replace incoming fields only

Operates the same way as Replace duplicates, incoming fields only (above), except that for each duplicate item found, displays a message box showing the item name and asks if the fields in the item should be replaced (OK) or skipped (Cancel).

Add duplicates as new item

If the category allows duplicates, items with the same names as existing items will simply be added to the category.

Skip duplicates

Ignore an incoming item that has the same name as an existing item.

Transferring In Objects with Duplicate Names

During the transfer in, whenever Commence detects an object (category, view, etc.)  in the transfer file that has the same name as an existing object of the same type in the target database, Commence uses the existing definition rather than the one in the transfer file.

For example, let's say that you have a Project category in your database that has four fields defined.  You transfer in from a file that has a Project category with the same four fields as the existing category, plus another field.  Commence will skip over the extra field in the transfer file and add only the items from the file.  As it adds items, any fields in the incoming data that are not defined in the existing category are not transferred.  In our example, the fifth field from the transfer file's Project category is not transferred into the target database.

If you want to replace the Project category with the category from the transfer file, then you will have to first change the name of the existing Project category (using Customize-Database-Category) and then start the transfer.

Note: Transfer cannot be used to update field definitions or to merge categories with the same name but different field definitions. If the category in the target database is modified to match the category being transferred in, only then will all items and fields in the transfer file successfully merge with the target database.  Use the File-Sync Link Out command to make changes to categories and fields in a target database.


Transfer Out Dialog Box

The Transfer Out dialog box is displayed while a transfer file is being created.  If you select the Cancel button to cancel the transfer out, nothing is written to the DOS file name you specified for the transfer out.  Once the transfer is complete, select the OK button from the Transfer Out dialog box to return to the work area.

Transfer Out will write to multiple floppy diskettes if the file created requires more space than exists on a single diskette.  Commence will prompt you for additional diskettes as needed.


Transfer In Dialog Box

The Transfer In dialog box is displayed while a transfer file is being read and processed.  If you select the Cancel button to cancel the transfer in, any definitions already transferred from the transfer file remain in the open database.  Once the transfer is complete, select the OK button from the Transfer In dialog box to return to the work area.

Transfer In will read from multiple floppy diskettes if the transfer file spans diskettes.  Commence will prompt you for additional diskettes as needed.


Page Setup Dialog Box

This dialog box is displayed by the File-Page Setup command.

Select the Add button to create a new paper layout.   To edit, copy, or delete a paper layout, highlight a layout name in the Paper Layout list box and then select the appropriate button.

Shortcut:  Double-click the mouse pointer on the name of a layout in the Paper Layout list box to edit it without selecting the Edit button.

ADD

Displays the Add Paper Layout dialog box.

EDIT

Displays the Edit Paper Layout dialog box, filled in with all the details of the currently highlighted layout in the Paper Layouts list box.

COPY

Displays the Copy Paper Layout dialog box, filled in with all the details (except the name) of the currently highlighted layout in the Paper Layouts list box.

DELETE

Deletes the currently highlighted layout in the Paper Layouts list box.

SET DEFAULT

Selects the currently highlighted layout in the Paper Layouts list box as the default to be used when printing.

DEFAULT PAPER LAYOUT

Selects Displays the current default paper layout.  Whenever a Print Options dialog box is displayed, the default layout appears in the Paper Layout drop down list.  Use the Set Default button to change the default paper layout.

OK

Closes the Page Setup dialog box.


Add Paper Layout Dialog Box
Add/Edit/Copy Paper Layout Dialog Box

See Also

This dialog box is displayed when you select the Add, Edit, or Copy button on the Page Setup dialog box.  To use the dialog box, fill in any missing information, accept or change any default values, and select the Save button.

To include the print title (if one is defined) for the active view on each printed page of view output, turn on the Include Title check box in the Header group box.  To include today's date on each printed page of output, turn on the And Date check box.

LAYOUT NAME

Type or edit a name for the paper layout.  The name can be up to 35 alphanumeric characters.

ORIENTATION

Select the Portrait radio button to use the longer edge of the paper as the vertical side, or select the Landscape radio button to use the shorter edge of the paper as the vertical side.  The default for adding a layout is Portrait.

PAGE

Select a paper size for the layout from the Paper drop-down list box.  You can choose from the many standard paper sizes included with Commence, or select Custom to specify a non-standard Width and Height (these text boxes are otherwise uneditable).  The radio buttons at the bottom of the Page group box specify the measuring system (Inches or Centimeters) used for the currently selected paper size;  this setting affects all the measurements on the dialog box.

REGIONS

Enter the number of Columns and Rows for the layout.  Commence will pick a Width and/or Height that spreads the columns out evenly over the page, but you can pick other values.  If the number of Columns or Rows is 1, the column width or row height defaults to the page width or page height (minus margins), and cannot be changed.  Note that the settings in the Regions group box change as you change the settings in the Page group box.

INTERNAL MARGINS

These text boxes specify measurements from the Left, Right, Top, and Bottom edges of a single Region, defining the printed area of the region.  The measuring system depends on the radio button selected in the Page group box.  Edit the internal margins by selecting the appropriate box(es) and editing the text.  The default margin settings for all internal margins when adding a layout is 0 (no internal margins).

HEADER

Check the Include Title check box to add a header containing the view title (specified via the Customize-Design View-Display command) to the printout.  If Include Title is checked, you can also check And Date to add today's date to the header.  The default when adding a layout is to include both the title and the date.

MARGINS

These text boxes specify measurements from the Left, Right, Top, and Bottom edges of the page, defining the printed area of the page.  The measuring system used depends on the radio button selected in the Page group box.  Edit the layout margins by selecting the appropriate box(es) and changing the numbers.  The default margin settings for all four margins when adding a layout is 1 inch or 2.54 centimeters.

SAMPLE

This non-selectable area allows you to preview the paper layout design as you enter information into the dialog box.  A specification typed into a text box is reflected in the Sample as soon as you move the insertion point from the text box (e.g., when you press the Tab key or move the insertion point with the mouse).

PRINTER

Select the Printer... button to associate a printer with this paper layout.  A Select Printer dialog box will be displayed, the selected printer will be used whenever this paper layout is used for printing.  If you select no printer for a paper layout (or if you select "Commence Printer" from the list)  the default Windows printer will be used.  To determine the default Windows printer, see the Printers section of the Windows Control Panel.

SAVE

Select the Save button to save your selections as a paper layout under the Layout Name specified.  If your specifications are outside the capacity of the currently selected page size, a message box is displayed that points out the error(s) and asks you to try again.

CANCEL

Select this button to cancel the Paper Layout dialog box and discard the current specifications.

If your margin specifications are outside the margins of the currently selected page size, a message box is displayed that points out the incorrectly specified margin(s) and asks you to try again.


Adding a Paper Layout


Designing a Custom Paper Layout

The File-Page Setup command is used to create new paper layouts.  With this command you can also edit, copy, and delete any paper layout.  While Commence comes with a variety of paper layouts already installed, you may want to define a custom paper layout to print information from Commence on a custom form (such as an envelope or label form) and it to the choices presented in the Paper list box of the Page Setup dialog box.

Commence's paper layouts allow you to print information from your Commence database on virtually any form that can fit in your printer.  And you can do it just by entering the various dimensions of the paper you are going to use.

To design a paper layout and enter it into Commence:

1.	Measure the characteristics of the paper you want to use, as shown in the diagram below.

The example above shows a paper layout with 2 columns and 6 rows (12 regions).  The internal margin defined for all regions reduces the printed area in each region to the size of the gray box shown in each region.  If no internal margins are chosen, the entire region area is used for printing.

Internal margins are particularly useful for labels that have rounded corners, that do not meet at their edges, or that have shipping holes.

2.	Select the File-Page Setup command.

3.	Select the Add button on the Page Setup dialog box.

4.	In the Paper list box, select the size of the paper you will use in the printer when using this paper layout.  You can choose from among Commence's many pre-defined paper sizes (which set the page height and width for you), or select Custom to specify your own page height and width.

5.	Enter the measurements from Step 1 into the appropriate boxes on the Add Paper Layout dialog box.  Make sure the Sample shown matches your specifications.

6.	Type a name for the layout into the Layout Name text box.

7.	Select Save.

To use the new layout:

1.	Open a view of the information you want to print using the new page layout.

2.	Use the File-Printer Setup command to verify that the current printer is the one you want to use.

3.	Select File-Print.

4.	On the Print dialog box displayed, select the Layout Name (see Step 6, above) that you gave the new paper layout from the Paper list box.  Choose other options as appropriate.

5.	Make sure that you have the proper form(s) loaded into your printer and that your printer is turned on.  Select OK.

The information in the active view is printed using the new paper layout.


Print Preview Dialog Box

When you select the File-Print Preview command from the menu bar, Commence displays the Print Preview dialog box.  Examine the Preview Document using the buttons across the top of the Preview Screen.

Note:  The layout

 and orientation of the Print Preview is determined by what you have defined for the view (Customize-Database-Design View-Design).

Each button is described below:

NEXT PAGE

For multiple page documents, pressing this button displays the Print Preview for the next page to be printed.  When the last page of the document is displayed, this button is disabled.

PREV PAGE

For multiple page documents, pressing this button displays the Print Preview for the previous page to be printed.  When the first page of the document is displayed, this button is disabled.

TWO PAGE

Displays two pages of the Print Preview for a document rather than a single page.  When the button has been pressed, it changes to read One Page, which when pressed, returns to the Single–Page display.

ZOOM IN

This is used to magnify the Print Preview document in order to better read its contents.  If the Print Preview document is at its maximum magnification, this button is disabled.

Note: Magnification of a particular section of the Print Preview document may be accomplished by moving the cursor to the desired area of the Print Preview document.  The cursor changes from the standard cursor shape into a magnifying glass.  Press the left mouse button a single time to magnify the area by approximately 35%.  Pressing the left mouse button again will magnify the area by another 35% (this is the maximum magnification level.)  At this point, the cursor returns to the standard shape, and pressing the left mouse button for a third time returns the Print Preview document to its original (minimum) magnification level.

ZOOM OUT

This is used to reduce the magnification of the Print Preview Document in order to view the entire document rather than a portion of it.  If the Print Preview document is already at its minimum magnification, this button is disabled.

PRINT

This is used to print the document from the Print Preview screen.

CLOSE

This is used to close the Print Preview screen without printing the document


Print Book Dialog Box

When you select the File-Print command from the menu bar with an active book view, or select a Print Items agent action from the Add/Edit Action dialog box with a book view selected, Commence displays the Print Book dialog box.

TITLE

The Title text box displays the default title for printing the view.  The default title is either the title you specified using the Customize-Design View-Display command or (if you have not specified your own default) the name of the category used by the view.

You can edit the title that appears in the Title text box to change the title for this printing of the view only.  Whether or not the title is actually printed with the view depends on the options set using the File-Page Setup command.

PAPER

Click on the down arrow in the Paper drop-down list box to see the paper layouts available.  Then click on your choice.

OK

Select OK to return to the Print dialog box..

CANCEL

Select Cancel to cancel the print options.


Print Calendar Dialog Box

When you select the File-Print command from the menu bar with an active calendar view, or select a Print Items agent action from the Add/Edit Action dialog box with a calendar view selected, Commence displays the Print Calendar dialog box.

TITLE

The Title text box displays the default title for printing the view.  The default title is either the title you specified using the Customize-Design View-Display command or (if you have not specified your own default) the name of the category used by the view.

You can edit the title that appears in the Title text box to change the title for this printing of the view only.  Whether or not the title is actually printed with the view depends on the option set using the File-Page Setup command.

STYLE

Choose the calendar style to use when printing the view by selecting one of the radio buttons in the Style radio group.  The items printed in each style are determined by the From and To dates (see below).  This radio group is unavailable if the Detail Only button is selected.  The calendar style options are:

Day List	Prints three monthly calendars (previous, present, and next months) at the top of the page, with a chronological listing of items underneath.

Day Planner	Prints the date and three months of monthly calendars at the top of the page;  the day's items on the left side of the page using a 9 or 12 hour scale (see below);  items and fields from the other category associated with the calendar view (see the Customize-Preferences-Calendar command);  and, an area for notes at the bottom of the page.

Week List	Prints a week's items in a grid of 7 days per page.

Week Planner	Prints the week and three months of monthly calendars at the top of the page;  the week’s items on the left side of the page using the days of the week;  items and fields from the other category associated witht he calendar view (see Customize-Preferences-Calendar command);  and, an area for notes at the bottom of the page.

Month Planner	Prints a month's items in a monthly calendar grid;  each item is printed in the box for the day on which itoccurs.

6-Week Planner	Prints six weeks of items in a six-week calendar grid;  each item is printed in the box for the day on which it occurs.

If you choose the Day Planner style (see above), choose the hourly format and start time of the Day Planner printout from the Planner Options group box.  You can display items for a range of 9 or 12 hours by selecting the appropriate radio button.  Select the start time of the hour range from the list box.  The start time must be between midnight and 3:00PM.  The Planner Options box is unavailable if the Detail Only button is selected or if any Style option is selected other than Day Planner.

FROM

The From text box specifies the start date for printing items from a calendar view.  Only items in the range specified by the From and To dates are printed.  Commence assumes the calendar view's active date as the From date for Line and Day Planner styles, and the beginning of the week or month for Week and Month Planner styles, respectively.  Commence will change the From date accordingly as you choose different style options.  You can change this date by editing the date in the From text box.

TO

The To text box specifies the end date for printing items from a calendar view.  Only items in the range specified by the From and To dates are printed.  Commence assumes the calendar view's active date as the To date for Line and Day Planner styles;  the end of the week or month for Week and Planner styles, respectively.  Commence will change the To date accordingly as you choose different style options.  You can change this date by editing the date in the To text box.

PAPER

Click on the down arrow in the Paper drop-down list box to see the paper layouts available.  Then click on your choice.

OK

Select OK to return to the Print dialog box.

CANCEL

Select Cancel to cancel the print options.


Print Gantt Chart Dialog Box

When you select the File-Print command from the menu bar with an active Gantt chart view, or select a Print Items agent action from the Add/Edit Action dialog box with a Gantt chart view selected, Commence displays the Print Gantt Chart dialog box.

TITLE

The Title text box displays the default title for printing the view.  The default title is the title you specified using the Customize-Design View-Display command.

You can edit the title that appears in the Title text box to change the title for this printing of the view only.  Whether or not the title is actually printed with the view depends on the Include Title option set using the File-Page Setup command.

PAPER

Click on the down arrow in the Paper drop-down list box to see the paper layouts available.  Then click on your choice.

FROM

The From text box specifies the start date for printing items from a Gantt chart view.  Only items in the range specified by the From and To dates are printed.  Commence assumes the date of the earliest occurring item in the view as the From date.  You can change this date by editing the date in the From text box.

TO

The To text box specifies the end date for printing items from a Gantt chart view.  Only items in the range specified by the From and To dates are printed.  Commence assumes the date of the latest occurring item as the To date.  You can change this date by editing the date in the To text box.

OK

Select OK to return to the Print dialog box.

CANCEL

Select Cancel to cancel the print options.


Print Report Dialog Box
Print Report/Grid Dialog Box

When you select the File-Print command from the menu bar with an active report view, or select a Print Items agent action from the Add/Edit Action dialog box with a report view selected, Commence displays the Print Report dialog box.

TITLE

The Title text box displays the default title for printing the view.  The default title is the title you specify using the Customize-Design View-Display command.

You can edit the title that appears in the Title text box to change the title for this printing of the view only.  Whether or not the title is actually printed with the view depends on the Include Title option set using the File-Page Setup command.

PAPER

Click on the down arrow in the Paper drop-down list box to see the paper layouts available.  Then click on your choice.

STARTING LABEL

The Starting Label text box indicates the starting printing position for the first printed label.  This option lets you start printing at a position other than the first label on the form (the default), so that you can skip already used labels at the top of a label form.  This option is used mainly with single-sheet label forms.  For example, to start printing at the third label on the form, specify the number 3 in the Starting Label text box.

Labels are numbered starting at the top left label on the form, and proceed first to the right (for multi-column label forms) and so on for each row of labels down the page.

OK

Select OK to start return to the Print dialog box.

CANCEL

Select Cancel to cancel the print options.


Print Item Detail Dialog Box

When you select the File-Print command from the menu bar while an item detail is displayed, Commence displays the Print Item Detail dialog box.

TITLE

The Title text box displays the default title for the item detail, which is in the form Detail (item name), where item name is the item name of the item displayed in item detail.  You can edit the title or delete it so no title will be printed.  Whether or not the title is actually printed with the view depends on the Include Title option set using the File-Page Setup command.

PAPER

Click on the down arrow in the Paper drop-down list box to see the paper layouts available.  Then click on your choice.

DETAIL FORM

The Detail Form drop-down list box is used to specify the detail form to be used for printing the item detail.  Detail forms are associated with categories.  When you select this list box, a list of all the detail forms for the category used by the calendar view you are printing is displayed.  Select one of the detail forms from the list.

OK

Select OK to start printing.

CANCEL

Select Cancel to cancel the print operation.


Print Dialog Box

The Print dialog box is displayed while Commence is printing a view or item detail.  Select Cancel to cancel the print operation.  Once the print job is completed, this dialog box disappears.


Printer Setup Dialog Box

This dialog box is displayed by the File-Printer Setup command or by the Printer button in the Add/Edit Paper Layout dialog box.

This command allows you to setup your printers.


Percent Completed Dialog Box

This dialog box is displayed while a sort or other process is occurring which make take some time.  The percent completed bar informs you about Commence's progress.  If you select the Cancel button to cancel the process, you will return to the previous screen without the results of the task.  For example, if Commence is sorting a report and you select the Cancel button you will return to see the report view in its original sort order.  Once the process is complete the dialog box will disappear.


Select File Dialog Box

This dialog box appears when a command or operation requires a file name.  The Select File dialog box lets you search through the available disks on your system for an appropriate file.

FILE NAME

Type a file name in the File Name text box or select a name from the File Name list box.  This box lists all the files with the extension selected in the List Files Of Type box.  If the file you want has an extension other than the one selected by Commence, or you want to search for other files, type an asterisk (*), a period, and an extension (example:  .txt), then choose OK to see a list of files (from the current directory) with that extension in the File Name list box.  To see files with more than one extension, type a semicolon (;), a second asterik (*), a period, and another extension.  For example if you wnat to see all the files with the .XFR and .TFR extensions, type *.XFR;*.TFR.

FILES OF TYPE

Select the type of file you want to see in the File Name list box.

Backup

Commence puts an initial file name into the Filename text box that is the name of the database directory whose contents you are trying to backup plus the .xfr extension.  You can change the file name to anything you want.

Restore

Commence puts the string *.xfr into the Filename text box so that, by default, only filenames with the .xfr extension are listed in the Files list box.  If your backup file has a different extension, replace xfr in the Filename list box so your file will be listed.  (See File-Open/Manage Database for an explanation of backup and restore.)

Import/Export

Commence will select a default file extension for the Filename edit box based on the file format specified in your selected import/export template.  The default file extensions are shown below.  (See File-Import for an explanation of import/export templates.)

ASCII	*.txt

dBASE	*.dbf

DIF	*.dif

The DOS Text checkbox allows you to translate between the Windows standard character set and the DOS character set.  If you are sharing information between Commence and other Windows applications, leave this box unchecked.  If you are sharing infomation between Commence and other applications that run in DOS but are not designed specifically for Windows, you should check this box.

For an Export operation, an Archive check box also is displayed.

Caution:  If you turn on the Archive check box, all items in the exported category will be deleted from your database.  Use this option only to archive and delete items you no longer need in your database.

Transfer

Commence puts the default extension for transfer files, the string *.tfr, into the Filename text box so that, by default, only filenames with the .tfr extension are listed in the Files list box.

Sync Link

Commence puts the default extension for update files, the string *.snc, into the Filename text box so that, by default, only filenames with the .snc extension are listed in the Files list box.

Directories

Select the directory from the Directories list box.

Drives

Select the drive that contains the file you want to select.

Once the file name you want appears in the File Name text box, select OK to confirm your choice.

Shortcut:  You can double-click the mouse on a file name in the File Name list box, or on a drive in the Drives list box or directory name in the Directories list box to select them.

Choose Cancel to cancel the select file operation.


Select Directory Dialog Box

This dialog box appears when you choose the Select button from a dialog box that requires a directory path in a text box.  The Select Directory dialog box lets you search through the available disks on your system for an appropriate directory path.

The elements of this dialog box are:

DIRECTORIES

This element contains two items a Directory Line to display the selected path and a list box of the directory structure.

DRIVES

This is a list of available drives for your system.  Select the drive where the directory your are selecting is located.

OK

Use this button to accept the directory specified.  The path shown on the Directory Line is the resulting path used by the dialog box to which you return.

CANCEL

Select the Cancel button to cancel the select directory operation.

HELP

Select the Help button to provide help for the Select Directory dialog box.

CREATE DIRECTORY

If you cannot find the directory or you would like to create a new directory select the Create Directory button.


Create Directory Dialog Box

This dialog box appears when you select the Create Directory button from the Select Directory dialog box.

The elements of this dialog box are:

CURRENT DIRECTORY

This element displays the current path.

NAME

The Name text box is used for entering the directory name to be created.  Any type of path specification can be used when entering a path.

OK

The OK button creates the specified directory in the Name text box.

CANCEL

Select the Cancel button to cancel the create directory operation.

HELP

Select the Help button to provide help for the Select Directory dialog box.


Select Category Dialog Box

Add Color Template Dialog Box

These dialog boxes are displayed when you need to choose a category as a target for an operation, such as when you select the Add button on the Customize-Database-Color Code dialog box.

Highlight the name of the category you want in the Categories list box and select the Select button.  Alternatively, you can double-click the left mouse button while pointing at the name of the category you want to select it without using the Select button.


Select Item Dialog Box

Highlight the name of the item you want to display in the list box and select the Select button.  Alternatively, you can double-click the left mouse button while pointing at the name of the item you want to select it without using the Select button.  Select Cancel to exit the dialog box without choosing an item.


Select Detail Form Dialog Box

Highlight the name of the detail form you want to use in the list box and select the Select button.  Alternatively, you can double-click the left mouse button while pointing at the name of the detail form you want to select it without using the Select button.  Select Cancel to exit the dialog box without choosing a detail form.


Calendar Items Dialog Box

This dialog box is displayed when you double click on a Day Title arrow or on the date in a weekly, monthly, or yearly calendar display mode.

This dialog box displays all of the appointments for the selected day.  Highlight the name of the item from the list box and then select the Add, Edit, or Delete button.  Selecting Add causes an Add Item to screen appear.  Selecting Edit causes an Item Detail screen to appear.  This screen lets you view or edit the item.  You can move the appointment by editing the date or time values.  Selecting Delete deletes the highlighted item.  Select OK to exit the dialog box without choosing an item.

Alternatively, you can double-click the left mouse button while pointing at the name of the item you want to select.  This causes an Item Detail screen to appear (as does the Edit button).


Select Font Dialog Box

Type a font name and font size in the Font Name and Font Size text boxes, or select from the associated drop-down list boxes.  The valid font names and sizes in the list box reflect the fonts you have installed in Windows.

You can also change the font style to Bold, Italic and/or Underline by selecting the appropriate check boxes.

The Font Appearance box shows you what the selected font and style look like.

Select OK once you've made your selections;  you are returned to the dialog box from which this window was invoked.


Select Field Dialog Box

This dialog box is displayed when you select:

•	the Field button from the Letter Template dialog box

•	the Insert Field button from an Add Action, Edit Action, or Field Values dialog box

•	the Fields button when adding or editing a calculation field in the Add Field or Edit Field dialog boxes.

Use this dialog box to choose the field that you want to use in your letter or agent action.  (See Using Field Codes in Templates for the basics of using field codes in letters.  See Using Field Codes in Actions for the basics of using field codes in agent actions.)

Highlight the field you want to insert from the Fields list box.  At the top of the list are the three special Field Codes that work with any category:  (-Date-), (-Time-), and (-Category-).  These represent the date, time and selected category respectively.  The rest of the fields listed are the fields and connection definitions for the category.

When you turn off the Show Indirect Field check box, the list will not contain the connection definitions.  The names of the connection definitions are listed with trailing ellipses (e.g., Is Employed by Company...).

When you highlight one of the three special Field Codes or a name for a direct field (like Name) and select the Select button, the corresponding Field Code is inserted in the text box on the previous dialog box at the current insertion point.   For example, if you select Name, then (%Name%) is inserted into the text box.

If the connection fields are listed, when you highlight one of them and select the Select button, Commence displays the Select Connected Field dialog box, from which you select a field from the connected category for inclusion in your letter or action.

Mouse users can double-click the left mouse button while pointing at a field to select it without using the Select button.

Select Cancel to exit the Select Field dialog box without selecting a field.


Select Connected Field Dialog Box

This dialog box is displayed when you select a connection definition name from the Select Field dialog box.

The list box displays the fields from the category for the connection definition you selected.

Highlight the field that you want to insert into your letter from the list box.  When you select the Select button, the Field Code for the indirect field is inserted in the template.  Mouse users can double-click the left mouse button while pointing at a field to select it without using the Select button.

For example, if you had selected the Has Notes/History... connection definition in the Select Field dialog box and selected Notes in this box, you would get the Field Code (%Has%%Notes/History%%Notes%) in your letter.

If you select Cancel in the Select Connected Field dialog box you are returned to the Select Field dialog box without making a selection.


Select Date Dialog Box

The Select Date dialog box is displayed when you click on the CURRENT DAY OR INTERVAL button on the Calendar Tool Bar or when you double-click on any date field in an item detail or dialog box.  In this dialog box you can display monthly calendars to select a date and then select the OK button to return to the to the previous screen with the selected date.

The elements of this dialog box are:

YEAR BUTTONS

Select a button for the year you want to see in the Monthly Calendar.  If the year you wish to select is not displayed, press the [image] to scroll to previous years or select the [image] to scroll the years ahead and then select a year button.

MONTH BUTTONS

Select a button for the month you want to see in the Monthly Calendar.

MONTH CALENDAR

This displays the month selected by the Year and Month buttons.  The initial month displayed is the month of the date field from where you started this dialog box.  Click on a day in the Month Calendar to change the selected date.

OK

Select the OK button to return to the previous screen and have the selected date replace the date field from that screen.

CANCEL

Select the Cancel button to return to the previous screen without changing the date.


Select Time Dialog Box

The Select Time dialog box is displayed when you double click on any time field in an item detail.  In this dialog box you can select the hour, minute and AM or PM for the time.  As you select your time it is displayed in digital form with the proper format.  Once you have selected the proper time select the OK button to return to the item detail with the selected time.

The elements of this dialog box are

SELECTED TIME

This is a static area in the dialog box that displays the selected time.  This area is changed as the user changes to the Select Hours and Minutes element of this dialog box.  When the dialog box first appears the time displayed is either the time that was originally in the item detail time field or the time of day.  The minutes are displayed in five minute intervals.  If the time upon entering the dialog box is not on a five minute interval this area displays the actual time.

SELECT HOURS and MINUTES

This area contains two clock faces that display hours and minutes.  The hour clock face contains AM or PM selection.  Clicking any where within the clock faces sets a time value.  The only exception to this is the area of the AM PM text.  A mouse button click within this area sets the AM or PM suffix.

OK

Select the OK button to return to the item detail and have the selected time replace the time field from that screen.

CANCEL

Select the Cancel button to return to the item detail without changing the time.


Select Number Dialog Box

The Select Number dialog box is displayed when you double click on any number field in an item detail.  This dialog box is a functioning calculator.  The functions provided are to help the user calculate numbers.  Performing a calculation is not necessary to select a number.  Simply using the number buttons and selecting the Save button brings the number back to the item detail.

The elements of this dialog box are

RESULTS

This is area contains the results of the calculations.  The value displayed in this element is the value saved when you select the SAVE button.

NUMBER AND FUNCTION PAD

Select the numbers and the type of function that you would like to perform.

C/CE

Clear the current entry on a single mouse click of the button.  Clear the Result element completely on to consecutive mouse clicks.

SAVE

Select the Save button to save the Result and palce it into the number field in the previous item detail.

CANCEL

Select the Cancel button to return to the previous item detail without saving the Result.


Window Control Menu

The Control Menu can be used with all moveable or sizable windows.  With a mouse, you can select the Main Control Menu for Commence by clicking once on the "spacebar icon" (also called the System Box) in the upper left hand corner.  With a keyboard, you can select the Main Control Menu by typing Alt, Spacebar.  You can select the Control Menu for a window by clicking once on the "hyphen icon" in the upper left corner of the window.  With a keyboard, you can select the window Control Menu by typing Alt, Hyphen.


Restore

The Restore command is part of the Window Control Menu.

When you minimize Commence, the Restore command will return Commence to the normal state.


Move

The Move command is part of the Window Control Menu.

Move lets you change the position of the window currently on the screen.  Select the Move command from the Control Menu.  A four-headed arrow appears in the window.  User the cursor keys to position the window where you want it.  Press the Enter key when the window is in the correct place.  With a mouse, you do not need to use the Move command.  You can click on the title bar of the window to move, and drag the window to it's new position.


Size

The Size command is part of the Window Control Menu.

Size lets you change the size of the window on the screen by adjusting the borders of the window.  When you select Size from the Control Menu a four-headed arrow will appear in the window.  Press the cursor key that corresponds to the border you want to adjust (for example, Cursor Right adjusts the right border).  Then, use the cursor keys to adjust that window border up, down, right, or left.  Press Enter when the border is at the correct position.

With a mouse, you do not have to select the Size command to change the window borders.  Point to the border or corner you want to move.  The mouse pointer will become a two-headed arrow.  Drag the border or corner to the new position.  Release the mouse button, and the window will be the new size.


Minimize

The Minimize command is part of the Window Control Menu.

Select Minimize to shrink an application to an icon.  You can also minimize the application by clicking on the "down arrow" in the upper right corner of the screen.  It is useful to minimize an application if you have completed working with the application but want it to be easily available.  The application will still be running but will not be taking up work space.


Maximize

The Maximize command is part of the Window Control Menu.

Maximize will enlarge an application so it fills the entire screen.  To maximize an application select Maximize from the Control Menu or click with a mouse on the "up arrow" in the upper right corner of the screen.  Notice that, after the application is maximized, there is an up arrow and a down arrow in the right corner.  Clicking on these arrows will restore the application to its original size.


Close

The Close command is part of the Window Control Menu.

Close will end the application.  Select Close from the Control Menu when you are done using the application.  You can also close an application or a window by double clicking on the Control Menu box with a mouse.


Configuring Your Word Processor for Use with Commence

See Also

Background

Commence lets you use your favorite text editor and word processor for writing letters.  These letters can contain information from a Commence database.

You can write a letter that contains information from the currently highlighted item using the Tools-Send Letter-To Selected Item command;  or, you can write multiple letters (one for each item in the active view) using the Tools-Send Letter-To All Items command.

After selecting one of these commands, you then choose a template for the letter.  Letter templates specify common text for letters as well as the field codes used to pull information from the item(s) selected (see above).  Commence supplies several sample letter templates;  you can also add your own templates to Commence.

Commence launches the text editor or word processor application with which the template was created.  You can make changes to the letter from within the selected application.  Commence pulls the information specified in the template from the item or view, as appropriate, and uses this information in the letter(s).  You can then print or fax the letter(s) for delivery to the recipient(s).

Sending a Fax from Commence

If you have either WinFax or Eclipse Fax installed on your system and you use one of the supported word processors (Microsoft Word, Ami Pro, or WordPerfect for Windows), you can fax a letter from Commence instead of printing it.  The recipient's fax number is retrieved from Commence and sent to the fax software and the selected letter(s) are faxed automatically.

Configuring a Text Editor

Commence comes configured to use Windows Write for unformatted (text) letters.  If you want to use a Windows-based text editor other than Write, simply specify another one via the Customize-Preferences-Letters tab.  This is the only configuration step necessary in order to use a text editor to write letters from Commence.

Configuring a Word Processor

To use a formatted word processor (Word for Windows, Ami Pro, or WordPerfect for Windows) and take advantage of all the special features that word processors provide, you must configure both Commence and the word processor.

Basically, you need to tell Commence about the word processor you want to use and install macros for your word processor that will allow it (through Windows' Dynamic Data Exchange) to pull information into your letters from Commence.

The help topic for the Letters tab tells you how to specify the word processor you want to use with Commence. See Customize-Preferences-Letters tab.

When installing Commence you will be asked which word processor(s) you use.  If you select your word processor at this time, Commence will automatically set your preferences and install the macros for you.  If you skipped this step during installation, or if you’ve installed a new word processor after Commence was installed, then you should reinstall Commence.


Faxing Letters

Letter Fax Macros

Using the Letter Macros


Using the Letter Macros

After you have selected Customize-Database-Letter Template and chosen either the Add Formatted or Edit button, Commence starts your word processor and opens a new or existing document in your word processor.  This document is your formatted letter template.  You will notice that Commence has already saved the name of the template and the path for your template, so it can find it again.  When you save the finished letter template from your word processor, do not change the name or the path of this document.

Once you’ve created your formatted letter templates and filled in your field codes, you can start using the Tools-Send Letter-To Selected Item and Tools-Send Letter-To All Items commands in Commence to send formatted letters to the people in your Commence database.  When you choose one of the formatted letter templates for your word processor, Commence copies the letter template information to a new document in that word processor, and fills in the person’s information into the letter.

Two macros, Get Fields and Log Letter, are available from your word processor to assist you with filling in the field codes into your formatted letter template. As you are editing your letter template, you can use the Get Fields macro to insert Field Codes from Commence into the formatted letter template you are working on.  When you run this macro, it asks you to select the category for which you are creating a template.  Usually it will be for the Person/Company category.  The macro then shows you a list of all of the fields for this category.  When you select a field, the macro will insert the corresponding Field Code into your Letter template file.  If you select a connection, the macro pops up another list of the fields in the connected category so that you can specify which field you want from the connected category.

Note:  If you have customized your categories and renamed fields or connections, you should edit your letter templates for those categories to update the Field Codes.  Otherwise, Commence will not be able to insert the data from the category and the Field Code will be shown in the final letter.  Once you understand Field Code formats, you can type field codes in by hand if you prefer.  For more information on Field Codes and Letter Templates, the Commence User's Guide.

You can use the Log Letter macro to log your active word processor document in the Letter Log category in Commence.  The active document can be any document; it does not have to be a letter created from Commence.  (This macro is also an alternative to using the Log check box from within Commence.)  The macro prompts you for information to put in the log item, and you can connect the log item to either a Person or a Company item.  The macro creates a new log item in your Letter Log category, and automatically fills in the date the letter was logged and it fills in the document filename for your letter in the Reference File field. If you have customized your categories and renamed fields or connections, then you must edit the Log Letter macro to have it work properly with the new category, field, and/or connection names.  These variables are all listed on the first page of the macro.  To edit the Log Letter macro from your word processor, select the Tools-Macro menu in Word or the Macros menu in Ami Pro and WordPerfect.

There are many other letter macros that are used by Commence to display or print formatted letters.  You do not need to run these other macros manually; Commence runs them automatically whenever you send a formatted letter.

Globally Installing the Letter macros for Microsoft Word

For added convenience you can display the Commence letter macros under your Tools menu in Word.  To install the macros (JJGetFields and JJLetLog) to your normal.dot:

1.	Open the appropriate macro template file in Word.  See the chart below.

2.	Select the Tools-Macro-Run command.   Run the installation macro JJInstallLetterMacros.

3.	Use File-Exit to close Word.  You will be asked if you want to save the changes to normal.dot.  Respond OK to the prompt.

If you are running...	then open the following template file...

Word 6.0	jjmacs6.dot

Note: No installation is required if you are using Microsoft Word 97.

Globally Installing the Letter macros for Ami Pro

You can run the macros (jjgetfld.smm and jjloglett.smm) from Ami Pro by selecting Tools-Macros-Playback.  Commence must be running for the macros to work successfully.

If you use the macros often, you can install SmartIcons for each of the macros on your icon bar.  For detailed instructions, see your Ami Pro user’s guide.


Letter Fax Macros

See Also

Commence supports macros for Delrina WinFax Pro. The macros, along with one of the word processors that works with the Commence Letters facility, allow you to fax a letter instead of printing it.

These macros retrieve the selected recipient’s fax number from Commence, select your fax printer, send the fax number to the fax software, fax the selected letter(s), and then re-select your default printer.  The macros retrieve the fax number by looking for a telephone number field that contains “fax” or FAX” in its name.  You can decide whether you want to print or fax on a per-letter basis.  If you fax letters from Commence more often than you print, you can set your Letter Preferences to the appropriate Word Processor/Fax software combination.  To accomplish this, follow the instructions for your word processor in Installing Letter Fax Macros.

Because the macros send the fax number to the Fax software, the fax is sent without you having to interact with the Fax software.  If you select Tools-Send Letter-To All Items, letters are created and faxed for every item from a view in Commence.  This is useful for sending a batch of customized faxes to a group of recipients.  Batch faxes cannot be deferred to be sent at a later time.


Installing Letter Fax Macros.

Faxing Letters

Using the Fax Macros


Installing Letter Fax Macros

See Also

There are two steps to the installation process:

1.  Install the appropriate macro files to your word processor directory.

2.  For Ami Pro and Word Perfect, customize the macros for your system.

When installing Commence you will be asked which word processor/fax software combination you use.  If you select your fax software at this time, Commence will automatically install the fax macros for you.  If you skipped this step during installation, or if you’ve installed new fax software after Commence was installed, then you should reinstall Commence.

Select one of the following sections to see detailed instructions on installing and customizing WinFax and Eclipse Fax macros for your word processor:

Installing FAX macros for Microsoft Word 6.0/95/97/2000

Installing FAX macros for Ami Pro 2.0/3.0

Installing FAX macros for WordPerfect 6.0a/6.1/7.0


Faxing Letters

Using the Fax Macros


Installing FAX macros for Microsoft Word 6.0/95
Installing FAX macros for Microsoft Word 6.0/95/97/2000

See Also

1) Install the Microsoft Word 6.0/95/97/2000 FAX and Formatted Letter Macros

The FAX macros are installed in the same way as the formatted letter macros.  You must install both the formatted letter and FAX macros to be able to FAX letters.  If you did not install the letter and FAX macros when Commence was first installed, you may do so at a later time by reinstalling. When you reinstall Commence, be sure to select only the program files; you do not have to reinstall the data or the tutorial.  During reinstallation you will be given the option of installing word processor macros.  When you are presented with this option:

a) Select "Microsoft Word 6.0","Microsoft Word 95", or "Microsoft Word 97/2000"

b) Select "Delrina WinFax " if you will be using WinFax,

Existing Commence data will not be affected by this reinstallation.

2) Set Commence Letter Preferences

Next, you must tell Commence which word processor you will be using for faxing letters.

1.	Go to the Customize-Preferences-Letters tab.

2.	Look at the list of Applications in the Formatted Letters group box.

3.	If you will be printing letters more often than faxing them, select Microsoft Word 6.0, 95, or 97 from the Word Processor list box.  Otherwise, Word (6.0/95/97/2000) & WinFax.

4.	If necessary, edit Program Filename to contain the correct path to your copy of Word.  You can use the Select button to browse your PC file system to locate Word.

5.	Select the Save button to save your preferences.

You are now ready to fax letters from Commence.


Installing FAX macros for Ami Pro 2.0/3.0

See Also

1) Install the Ami Pro 2.0/3.0 FAX and Formatted Letter Macros

The FAX macros are installed in the same way as the formatted letter macros.  You must install both the formatted letter and FAX macros to be able to FAX letters.  If you did not install the letter and FAX macros when Commence was first installed, you may do so at a later time by reinstalling Commence.  During reinstallation you will be given the option of installing word processor macros.  When you are presented with this option:

a) Select "Ami Pro Version 2.0 or 3.0" for installation,

b) Select "Delrina WinFax  if you will be using WinFax,

Existing Commence data will not be affected by this reinstallation.

2) Set Commence Letter Preferences

Next, you must tell Commence the word processor you will be using for faxing letters.  To do this:

1.	Go to the Customize-Preferences-Letters tab.

2.	Look at the list of Applications in the Formatted Letters group box.

3.	If you will be printing letters more often than faxing them, select Lotus Ami Pro 2.0/3.0 from the Word Processor list box.  Otherwise, select Ami Pro 2.0/3.0 & WinFax.

4.	If necessary, edit Program Filename to contain the correct path to your copy of Word.  You can use the Select button to browse your PC file system to locate Word.

5.	Select the Save button to save your preferences.

3) Edit the macros

The following macro files are copied to your Ami Pro macro directory:

jjfaxcrt.smm
jjfaxlet.smm
jjfaxall.smm
jjfaxdoc.smm
jjfaxlib.smm
jjfaxlog.smm

You must customize one of the macros to specify your Fax Printer and your Default Printer.  Open the macro file jjfaxlib.smm in Ami Pro and edit it as follows:

There are four settings that you must specify by setting variables in the macro.  The relevant section of jjfaxlib.smm looks like this:

‘Local FAX Variables:
FaxPrinter="WINFAX"
FaxPort="COM2:"
DefaultPrinter="HP LaserJetIIISi PostScript"
DefaultPort="LPT2:"

Change the settings by replacing the values in quotes on the left hand side of the equal sign to new values.  The variables are used as follows:

Fax Printer	This is set to “WINFAX”

FaxPort	This is the port used by the Fax printer (e.g., COM1:).  Edit the value so that the port is correct for your system.

Default Printer	This is the name of the printer that you want re-selected after you send a fax.  The name must be the same as it appears in the Ami Pro File-Print Setup dialog box (e.g., “HP LaserJet III”).  Edit the value so that the printer name is correct for your system.

Default Port 	This is the port used by the Default printer (e.g., LPT1:).  Edit the value so that the port is correct for your system.

After you have entered the values appropriate for your system, save the macro with the new values.

Note:  If you change the configuration of your system you must re-edit these macros to update these variables.

You are now ready to fax letters from Commence.


Installing FAX macros for WordPerfect for Windows 6.0a/6.1
Installing FAX macros for WordPerfect for Windows 6.0a/6.1/7.0

See Also

1) Install the WordPerfect 6.0a FAX and Formatted Letter Macros

The FAX macros are installed in the same way as the formatted letter macros.  You must install both the formatted letter and FAX macros to be able to FAX letters.  If you did not install the letter and FAX macros when Commence was first installed, you may do so at a later time by reinstalling Commence.  During reinstallation you will be given the option of installing word processor macros.  When you are presented with this option:

a) Select "WordPerfect 6.0/6.1" or WordPerfect 7.0 for installation,

b) Select "Delrina WinFax" if you will be using WinFax.

Existing Commence data will not be affected by this reinstallation.

2) Set Commence Letter Preferences

Next, you must tell Commence the word processor you will be using for faxing letters.  To do this:

1.	Go to the Customize-Preferences-Letters tab.

2.	Look at the list of Applications in the Formatted Letters group box.

3.	If you will be printing letters more often than faxing them, select WordPerfect 6.0 from the Word Processor list box.  Otherwise, select WordPerfect 6.0 & WinFax.

4.	If necessary, edit Program Filename to contain the correct path to your copy of Word.  You can use the Select button to browse your PC file system to locate Word.

5.	Select the Save button to save your preferences.

You are now ready to fax letters from Commence.


Faxing Letters

See Also

You can fax a letter to a single recipient or to all of the people in a view.  To be able to fax a letter, the category you are using with your letter template must contain a telephone field that contains "fax" or "FAX" in its field name.

To fax a letter, do the following:

1.  Select an item such as a person and then select Tools-Send Letter-To Selected Item or Tools-Send Letter-To All Items.

2.  When the dialog box is displayed, select your Word Processor/Fax application from the Applications box.  Then select a formatted template from the Templates list box.

3.  To fax without viewing the document, select Print.  Commence then tells your word processor to select its fax printer, sends it the fax number, and sends the remaining information for creating the selected letter(s).  Then Commence tells your word processor to re-select the default printer.

4.  If you selected Tools-Send Letter-To Selected Item you can view the document before you fax it.  You do this by selecting View and then, when you are in the word processor, selecting File-Print.  You cannot preview a batch fax to multiple recipients.

Note:  When you fax using the method described in step 4, your printer remains set to the fax printer.  You must manually reselect your default printer.


Installing Letter Fax Macros

Using the Fax Macros


Using the Fax Phone Book Macros

There are two optional macros included with the standard Commence fax macros which you can run manually.  Commence and your fax software must be running for these macros to work.

The Fax Log macro lets you log and/or fax your active word processor document in the Notes/History category in Commence.  The active document can be any document; it does not have to be a letter created from Commence.  This macro is also an alternative to using the Log check box when faxing letters from within Commence.

The macro presents you with a list of Person items in your Commence database.  If you select the “Log” checkbox, then the macro will create a Notes/History item in Commence, connected to the person you have selected.  If you select the “Fax” checkbox, then the macro will fax the active document to the Person (or Company) that you selected.  You can check either or both of the “Log” and “Fax” checkboxes.  This feature allows you to retrieve fax numbers from your Commence phone book even if you do not want to log the fax in Commence.

The Fax Doc macro lets you search for a person in your Commence phone book and then use that person’s name and fax number to fax the active document.  This macro can be used instead of Fax Log if you never need to log your faxes in Commence.

Note:  If you have customized your categories and renamed fields or connections, then you must edit the Fax Log and Fax Doc macros to have them work properly with the new category, field, and/or connection names.  These variables are all listed on the first page of each macro.  To edit the macros from your word processor, open the appropriate file containing the fax macros, then select the Tools-Macro menu in Word or the Macros menu in Ami Pro and WordPerfect.

The exact macro names differ, depending on the word processor you use.  The equivalent names of the macros you will need to run are given below:

Word Processor	Fax Log macro	Fax Doc macro

Microsoft Word 6.0/95	JJFaxLog	JJFaxDoc

Ami Pro 2.0/3.0	jjfaxlog.smm	jjfaxdoc.smm

Globally Installing the Fax Phone Book macros for Word for Windows 6.0/7.0

For added convenience, you can display the macros under your Tools menu in Word.  To install the fax macros (JJFaxLog) to your normal.dot:

1.	Open the appropriate FAX macros template file in Word.  See the chart below.

2.	Select the Tools-Macro-Run command.   Run the installation macro JJInstallWinFaxMacros.

3.	Use File-Exit to close Word.  You will be asked if you want to save the changes to normal.dot.  Respond OK to the prompt.

If you are running...	then open the following template file...

Word 6.0 and WinFax	jjwfax6.dot

If you use Microsoft Word 97, no additional steps are needed.

Globally Installing the Fax Phone Book macros for Ami Pro

You can run the fax phone book macros (jjfaxdoc.smm and jjfaxlog.smm) from Ami Pro by selecting Tools-Macros-Playback.  Commence and your Fax software must both be running for the phone book macros to operate.

If you use the macros often, you can install SmartIcons for each of the macros on your icon bar.  For detailed instructions, see your Ami Pro user’s guide.


Configuring the Fax Macros for WordPerfect 6.0a
Configuring the Fax Macros for WordPerfect 6.0a/6.1/7.0

You must customize one of the macros, jjcfg6.wcm, to specify your Fax Printer, your Default Printer and the paths to several files.  If you request installation of WordPerfect Macros, the jjcfg6.wcm macro is copied to your WordPerfect macros directory during Commence installation.

To edit this macro, start WordPerfect and select File - Open.  Double-click on Macro Directory in the QuickList list box then select the file jjcfg6.wcm from the Filename list box.  This will display jjcfg6.wcm for editing.

There are nine variables you must set in this macro.  The relevant section looks as follows:

//Defines for the Printer Name and the Printer Port.
FaxName:="WINFAX"
FaxPort:=""
FaxType:=1
DefaultName:=""
DefaultPort:=""
DefaultType:=1
CommenceExePath:="C:\COMMENCE\COMMENCE.EXE"
 WINFAXExePath:="C:\WINFAX\WINFAX.EXE"

You must set each of the values to match the settings on your system.  To determine the settings for your system, select the File-Select Printer command in WordPerfect for Windows.  For example, if the Select Printer dialog box in WordPerfect for Windows has the following lines in the Available Printers list box:

E-FAX on COM2:
HP LaserJet Series II on LPT1:

You would change set the variables to look as follows:

//Defines for the Printer Name and the Printer Port.
FaxName:="E-FAX"
FaxPort:="COM2:"
FaxType:=1
DefaultName:="HP LaserJet Series II"
DefaultPort:="LPT1:"
DefaultType:=1

The variables above are defined as follows:

FaxName	This is set to WINFAX

FaxPort	The port used by the Fax printer on your system ,as it appears in the File-Select Printer dialog box (e.g., “COM1:” or  “CAS:”).

DefaultName	The name of the printer that you want re-selected after you send a fax.  This must be the same as it appears in the WordPerfect for Windows File-Select Printer dialog box (e.g., “HP LaserJet Series II” or  “HP LaserJet IIIsi”).

DefaultPort	The port used by the Default printer on your system, as it appears in the File-Select Printer dialog box (e.g., “LPT1:” or “LPT2:”).

FaxType	Specifies whether the printer driver used for the Fax Printer is provided by MS Windows or by WordPerfect for Windows.  A zero (0) value specifies WordPerfect for Windows, and a one (1) specifies MS Windows.  The default value is one(1).

DefaultType	Specifies whether the printer driver used for the Default Printer is provided by MS Windows or by WordPerfect for Windows.  A zero (0) value specifies WordPerfect for Windows, and a one (1) specifies MS Windows.  The default value is one(1).

CommenceExePath	The full path to Commence.exe on your system.

WINFAXExePath	The full path to the WINFAX.EXE program on your system.  Set only if you will be using WINFAX.

Be sure to save the jjcfg6.wcm macro after you have made the appropriate changes.

Note:  Whenever you change the configuration of your system you must re-edit the jjcfg6.wcm macro to update these variables.


Command Line Options

See Also

The following options can be added to the end of a Commence command line to alter it’s behavior, e.g., c:\commence\commence.exe /PROMPT.

/QUIET	Will not issue the message that there is another copy of Commence running and will go ahead and start another instance.

/DATABASE=database name	Will start Commence using the named database.

/DATABASE=database path	Will start Commence using the named path.

/PROMPT	Will present a list of your databases so you can select one to open.

/NOVIEWS	Will not open any views when starting Commence.

/NOAGENTS	Will prevent agent processing from occurring while Commence is running.  This is useful if you think you have an agent that is causing problems with your database.

/NOTAPI	Will prevent Commence from loading and using TAPI.  If used,Commence will not be able to dial.

/TRACE	Will place additional information into the active.log file.  The use of this option may be requested by Commence Technical Support to assist in troubleshooting.

/REINDEX	Will create new indices for all items when starting Commence.  Depending on the size of the database and the number of items, this may take a while.  If so, the PC should not be rebooted and you should wait until the reindexing has completed.


Adding a Command Line Option


Field Codes
Valid Field Codes or Keywords

See Also

The following keywords are supported in Filters.

Keyword	Evaluates To

(-Me-)	The item name selected in Tools -> Preferences -> Personal Info

(-Date-)	The current date.  In a date type field, this is equivalent to Today.  In any other field, it is equivalent to today’s date in long format, i.e. January 01, 2000.

(-Time-)	The current time.  In a time type field, this is equivalent to Now.  In any other field, it is equivalent to the current time, ie 1:34PM.

(-Category-)	The name of the current category.

(-SelectedDate-)	The selected date of the most recently active Calendar view.  This is used for View Linking.

(-StartDate-)	The start of the date range displayed in the most recently active Calendar view.  This is used for View Linking.

(-EndDate-)	The end of the date range displayed in the most recently active Calendar view.  This is used for View Linking.

(-SelectedItem-)	The highlighted item in the primary view.  This is used for View Linking.

(-DatabaseName-)	The Name of the currently active database.

(-DatabasePath-)	The full path of the currently active database.

(-ProgramDir-)	The full path to COMMENCE.EXE, i.e. c:\commence

(-ProgramExe-)	The full path and filename of the COMMENCE.EXE, i.e. c:\commence\commence.exe

In addition to the keywords listed above, agents (in filters and in assigning field values) also recognize the following:

Keyword	Evaluates To
(-Clear-)	Will clear the current field value.  This is valid for all field types, including Connections.
(-ClearAll-)	Will clear all connected items, regardless of any filter.
(-ClearFiltered-)	Will only clear items that match the applied filter.
(-TrigItemName-)	The Name of the Trigger item.
(%Trig%%FieldName%) (%Trig%%Connection Name%%To Category Name%%FieldName%)	The selected field value of the Trigger item.
(%Cond1%%FieldName%) (%Cond1%%Connection Name%%To Category Name%%Field LaName%)	The selected field value of the Condition 1 item.  If there is more than one condition item, will use the first item.
(%Cond2%%Field Label%) (%Cond2%%Connection Name%%To Category Name%%Field Label%)	The selected field value of the Condition 2 item.  If there is more than one condition item, will use the first item.
(%Field Label%) (%Connection Name%%To Category Name%%Field Label%)	The field value from the selected trigger or condition.
The following keywords are only valid for Incoming Communication: Telephone Call agents and their actions:  Note:  Not all values are valid in all phone systems.

Keyword	Evaluates To

(-PhoneCallerName-)	Name of the caller.

(-PhoneCallerID-)	ID of the caller.

(-PhoneLine-)	The phone line.

The following keywords are only valid for Incoming Communication: E-Mail agents and their actions:

Keyword	Evaluates To

(-EMailSenderName-)	The Name of the sender.

(-EMailSenderAddress-)	The address of the sender.

(-EMailSubject-)	The subject of the message.

(-EMailMessage-)	The text of the message.

(-EMailStatus-)	The Read/Unread status of the message.

(-EMailDate-)	The date the message was sent.

(-EMailTime-)	The time the message was sent.


Customize-Database-Agents


Configuring Your Word Processor for Use with Commence

See Also

Background

Commence lets you use your favorite text editor and word processor for writing letters.  These letters can contain information from a Commence database.

You can write a letter that contains information from the currently highlighted item using the Tools-Send Letter-To Selected Item command;  or, you can write multiple letters (one for each item in the active view) using the Tools-Send Letter-To All Items command.

After selecting one of these commands, you then choose a template for the letter.  Letter templates specify common text for letters as well as the field codes used to pull information from the item(s) selected (see above).  Commence supplies several sample letter templates;  you can also add your own templates to Commence.

Commence launches the text editor or word processor application with which the template was created.  You can make changes to the letter from within the selected application.  Commence pulls the information specified in the template from the item or view, as appropriate, and uses this information in the letter(s).  You can then print or fax the letter(s) for delivery to the recipient(s).

Sending a Fax from Commence

If you have either WinFax or Eclipse Fax installed on your system and you use one of the supported word processors (Microsoft Word, Ami Pro, or WordPerfect for Windows), you can fax a letter from Commence instead of printing it.  The recipient's fax number is retrieved from Commence and sent to the fax software and the selected letter(s) are faxed automatically.

Configuring a Text Editor

Commence comes configured to use Windows Write for unformatted (text) letters.  If you want to use a Windows-based text editor other than Write, simply specify another one via the Customize-Preferences-Letters tab.  This is the only configuration step necessary in order to use a text editor to write letters from Commence.

Configuring a Word Processor

To use a formatted word processor (Word for Windows, Ami Pro, or WordPerfect for Windows) and take advantage of all the special features that word processors provide, you must configure both Commence and the word processor.

Basically, you need to tell Commence about the word processor you want to use and install macros for your word processor that will allow it (through Windows' Dynamic Data Exchange) to pull information into your letters from Commence.

The help topic for the Letters tab tells you how to specify the word processor you want to use with Commence. See Customize-Preferences-Letters tab.

When installing Commence you will be asked which word processor(s) you use.  If you select your word processor at this time, Commence will automatically set your preferences and install the macros for you.  If you skipped this step during installation, or if you’ve installed a new word processor after Commence was installed, then you should reinstall Commence.


Faxing Letters

Letter Fax Macros

Using the Letter Macros


Using the Letter Macros

After you have selected Customize-Database-Letter Template and chosen either the Add Formatted or Edit button, Commence starts your word processor and opens a new or existing document in your word processor.  This document is your formatted letter template.  You will notice that Commence has already saved the name of the template and the path for your template, so it can find it again.  When you save the finished letter template from your word processor, do not change the name or the path of this document.

Once you’ve created your formatted letter templates and filled in your field codes, you can start using the Tools-Send Letter-To Selected Item and Tools-Send Letter-To All Items commands in Commence to send formatted letters to the people in your Commence database.  When you choose one of the formatted letter templates for your word processor, Commence copies the letter template information to a new document in that word processor, and fills in the person’s information into the letter.

Two macros, Get Fields and Log Letter, are available from your word processor to assist you with filling in the field codes into your formatted letter template. As you are editing your letter template, you can use the Get Fields macro to insert Field Codes from Commence into the formatted letter template you are working on.  When you run this macro, it asks you to select the category for which you are creating a template.  Usually it will be for the Person/Company category.  The macro then shows you a list of all of the fields for this category.  When you select a field, the macro will insert the corresponding Field Code into your Letter template file.  If you select a connection, the macro pops up another list of the fields in the connected category so that you can specify which field you want from the connected category.

Note:  If you have customized your categories and renamed fields or connections, you should edit your letter templates for those categories to update the Field Codes.  Otherwise, Commence will not be able to insert the data from the category and the Field Code will be shown in the final letter.  Once you understand Field Code formats, you can type field codes in by hand if you prefer.  For more information on Field Codes and Letter Templates, the Commence User's Guide.

You can use the Log Letter macro to log your active word processor document in the Letter Log category in Commence.  The active document can be any document; it does not have to be a letter created from Commence.  (This macro is also an alternative to using the Log check box from within Commence.)  The macro prompts you for information to put in the log item, and you can connect the log item to either a Person or a Company item.  The macro creates a new log item in your Letter Log category, and automatically fills in the date the letter was logged and it fills in the document filename for your letter in the Reference File field. If you have customized your categories and renamed fields or connections, then you must edit the Log Letter macro to have it work properly with the new category, field, and/or connection names.  These variables are all listed on the first page of the macro.  To edit the Log Letter macro from your word processor, select the Tools-Macro menu in Word or the Macros menu in Ami Pro and WordPerfect.

There are many other letter macros that are used by Commence to display or print formatted letters.  You do not need to run these other macros manually; Commence runs them automatically whenever you send a formatted letter.

Globally Installing the Letter macros for Microsoft Word

For added convenience you can display the Commence letter macros under your Tools menu in Word.  To install the macros (JJGetFields and JJLetLog) to your normal.dot:

1.	Open the appropriate macro template file in Word.  See the chart below.

2.	Select the Tools-Macro-Run command.   Run the installation macro JJInstallLetterMacros.

3.	Use File-Exit to close Word.  You will be asked if you want to save the changes to normal.dot.  Respond OK to the prompt.

If you are running...	then open the following template file...

Word 6.0	jjmacs6.dot

Note: No installation is required if you are using Microsoft Word 97.

Globally Installing the Letter macros for Ami Pro

You can run the macros (jjgetfld.smm and jjloglett.smm) from Ami Pro by selecting Tools-Macros-Playback.  Commence must be running for the macros to work successfully.

If you use the macros often, you can install SmartIcons for each of the macros on your icon bar.  For detailed instructions, see your Ami Pro user’s guide.


Letter Fax Macros

See Also

Commence supports macros for Delrina WinFax Pro. The macros, along with one of the word processors that works with the Commence Letters facility, allow you to fax a letter instead of printing it.

These macros retrieve the selected recipient’s fax number from Commence, select your fax printer, send the fax number to the fax software, fax the selected letter(s), and then re-select your default printer.  The macros retrieve the fax number by looking for a telephone number field that contains “fax” or FAX” in its name.  You can decide whether you want to print or fax on a per-letter basis.  If you fax letters from Commence more often than you print, you can set your Letter Preferences to the appropriate Word Processor/Fax software combination.  To accomplish this, follow the instructions for your word processor in Installing Letter Fax Macros.

Because the macros send the fax number to the Fax software, the fax is sent without you having to interact with the Fax software.  If you select Tools-Send Letter-To All Items, letters are created and faxed for every item from a view in Commence.  This is useful for sending a batch of customized faxes to a group of recipients.  Batch faxes cannot be deferred to be sent at a later time.


Installing Letter Fax Macros.

Faxing Letters

Using the Fax Macros


Installing Letter Fax Macros

See Also

There are two steps to the installation process:

1.  Install the appropriate macro files to your word processor directory.

2.  For Ami Pro and Word Perfect, customize the macros for your system.

When installing Commence you will be asked which word processor/fax software combination you use.  If you select your fax software at this time, Commence will automatically install the fax macros for you.  If you skipped this step during installation, or if you’ve installed new fax software after Commence was installed, then you should reinstall Commence.

Select one of the following sections to see detailed instructions on installing and customizing WinFax and Eclipse Fax macros for your word processor:

Installing FAX macros for Microsoft Word 6.0/95/97/2000

Installing FAX macros for Ami Pro 2.0/3.0

Installing FAX macros for WordPerfect 6.0a/6.1/7.0


Faxing Letters

Using the Fax Macros


Installing FAX macros for Microsoft Word 6.0/95
Installing FAX macros for Microsoft Word 6.0/95/97/2000

See Also

1) Install the Microsoft Word 6.0/95/97/2000 FAX and Formatted Letter Macros

The FAX macros are installed in the same way as the formatted letter macros.  You must install both the formatted letter and FAX macros to be able to FAX letters.  If you did not install the letter and FAX macros when Commence was first installed, you may do so at a later time by reinstalling. When you reinstall Commence, be sure to select only the program files; you do not have to reinstall the data or the tutorial.  During reinstallation you will be given the option of installing word processor macros.  When you are presented with this option:

a) Select "Microsoft Word 6.0","Microsoft Word 95", or "Microsoft Word 97/2000"

b) Select "Delrina WinFax " if you will be using WinFax,

Existing Commence data will not be affected by this reinstallation.

2) Set Commence Letter Preferences

Next, you must tell Commence which word processor you will be using for faxing letters.

1.	Go to the Customize-Preferences-Letters tab.

2.	Look at the list of Applications in the Formatted Letters group box.

3.	If you will be printing letters more often than faxing them, select Microsoft Word 6.0, 95, or 97 from the Word Processor list box.  Otherwise, Word (6.0/95/97/2000) & WinFax.

4.	If necessary, edit Program Filename to contain the correct path to your copy of Word.  You can use the Select button to browse your PC file system to locate Word.

5.	Select the Save button to save your preferences.

You are now ready to fax letters from Commence.


Installing FAX macros for Ami Pro 2.0/3.0

See Also

1) Install the Ami Pro 2.0/3.0 FAX and Formatted Letter Macros

The FAX macros are installed in the same way as the formatted letter macros.  You must install both the formatted letter and FAX macros to be able to FAX letters.  If you did not install the letter and FAX macros when Commence was first installed, you may do so at a later time by reinstalling Commence.  During reinstallation you will be given the option of installing word processor macros.  When you are presented with this option:

a) Select "Ami Pro Version 2.0 or 3.0" for installation,

b) Select "Delrina WinFax  if you will be using WinFax,

Existing Commence data will not be affected by this reinstallation.

2) Set Commence Letter Preferences

Next, you must tell Commence the word processor you will be using for faxing letters.  To do this:

1.	Go to the Customize-Preferences-Letters tab.

2.	Look at the list of Applications in the Formatted Letters group box.

3.	If you will be printing letters more often than faxing them, select Lotus Ami Pro 2.0/3.0 from the Word Processor list box.  Otherwise, select Ami Pro 2.0/3.0 & WinFax.

4.	If necessary, edit Program Filename to contain the correct path to your copy of Word.  You can use the Select button to browse your PC file system to locate Word.

5.	Select the Save button to save your preferences.

3) Edit the macros

The following macro files are copied to your Ami Pro macro directory:

jjfaxcrt.smm
jjfaxlet.smm
jjfaxall.smm
jjfaxdoc.smm
jjfaxlib.smm
jjfaxlog.smm

You must customize one of the macros to specify your Fax Printer and your Default Printer.  Open the macro file jjfaxlib.smm in Ami Pro and edit it as follows:

There are four settings that you must specify by setting variables in the macro.  The relevant section of jjfaxlib.smm looks like this:

‘Local FAX Variables:
FaxPrinter="WINFAX"
FaxPort="COM2:"
DefaultPrinter="HP LaserJetIIISi PostScript"
DefaultPort="LPT2:"

Change the settings by replacing the values in quotes on the left hand side of the equal sign to new values.  The variables are used as follows:

Fax Printer	This is set to “WINFAX”

FaxPort	This is the port used by the Fax printer (e.g., COM1:).  Edit the value so that the port is correct for your system.

Default Printer	This is the name of the printer that you want re-selected after you send a fax.  The name must be the same as it appears in the Ami Pro File-Print Setup dialog box (e.g., “HP LaserJet III”).  Edit the value so that the printer name is correct for your system.

Default Port 	This is the port used by the Default printer (e.g., LPT1:).  Edit the value so that the port is correct for your system.

After you have entered the values appropriate for your system, save the macro with the new values.

Note:  If you change the configuration of your system you must re-edit these macros to update these variables.

You are now ready to fax letters from Commence.


Installing FAX macros for WordPerfect for Windows 6.0a/6.1
Installing FAX macros for WordPerfect for Windows 6.0a/6.1/7.0

See Also

1) Install the WordPerfect 6.0a FAX and Formatted Letter Macros

The FAX macros are installed in the same way as the formatted letter macros.  You must install both the formatted letter and FAX macros to be able to FAX letters.  If you did not install the letter and FAX macros when Commence was first installed, you may do so at a later time by reinstalling Commence.  During reinstallation you will be given the option of installing word processor macros.  When you are presented with this option:

a) Select "WordPerfect 6.0/6.1" or WordPerfect 7.0 for installation,

b) Select "Delrina WinFax" if you will be using WinFax.

Existing Commence data will not be affected by this reinstallation.

2) Set Commence Letter Preferences

Next, you must tell Commence the word processor you will be using for faxing letters.  To do this:

1.	Go to the Customize-Preferences-Letters tab.

2.	Look at the list of Applications in the Formatted Letters group box.

3.	If you will be printing letters more often than faxing them, select WordPerfect 6.0 from the Word Processor list box.  Otherwise, select WordPerfect 6.0 & WinFax.

4.	If necessary, edit Program Filename to contain the correct path to your copy of Word.  You can use the Select button to browse your PC file system to locate Word.

5.	Select the Save button to save your preferences.

You are now ready to fax letters from Commence.


Faxing Letters

See Also

You can fax a letter to a single recipient or to all of the people in a view.  To be able to fax a letter, the category you are using with your letter template must contain a telephone field that contains "fax" or "FAX" in its field name.

To fax a letter, do the following:

1.  Select an item such as a person and then select Tools-Send Letter-To Selected Item or Tools-Send Letter-To All Items.

2.  When the dialog box is displayed, select your Word Processor/Fax application from the Applications box.  Then select a formatted template from the Templates list box.

3.  To fax without viewing the document, select Print.  Commence then tells your word processor to select its fax printer, sends it the fax number, and sends the remaining information for creating the selected letter(s).  Then Commence tells your word processor to re-select the default printer.

4.  If you selected Tools-Send Letter-To Selected Item you can view the document before you fax it.  You do this by selecting View and then, when you are in the word processor, selecting File-Print.  You cannot preview a batch fax to multiple recipients.

Note:  When you fax using the method described in step 4, your printer remains set to the fax printer.  You must manually reselect your default printer.


Installing Letter Fax Macros

Using the Fax Macros


Using the Fax Phone Book Macros

There are two optional macros included with the standard Commence fax macros which you can run manually.  Commence and your fax software must be running for these macros to work.

The Fax Log macro lets you log and/or fax your active word processor document in the Notes/History category in Commence.  The active document can be any document; it does not have to be a letter created from Commence.  This macro is also an alternative to using the Log check box when faxing letters from within Commence.

The macro presents you with a list of Person items in your Commence database.  If you select the “Log” checkbox, then the macro will create a Notes/History item in Commence, connected to the person you have selected.  If you select the “Fax” checkbox, then the macro will fax the active document to the Person (or Company) that you selected.  You can check either or both of the “Log” and “Fax” checkboxes.  This feature allows you to retrieve fax numbers from your Commence phone book even if you do not want to log the fax in Commence.

The Fax Doc macro lets you search for a person in your Commence phone book and then use that person’s name and fax number to fax the active document.  This macro can be used instead of Fax Log if you never need to log your faxes in Commence.

Note:  If you have customized your categories and renamed fields or connections, then you must edit the Fax Log and Fax Doc macros to have them work properly with the new category, field, and/or connection names.  These variables are all listed on the first page of each macro.  To edit the macros from your word processor, open the appropriate file containing the fax macros, then select the Tools-Macro menu in Word or the Macros menu in Ami Pro and WordPerfect.

The exact macro names differ, depending on the word processor you use.  The equivalent names of the macros you will need to run are given below:

Word Processor	Fax Log macro	Fax Doc macro

Microsoft Word 6.0/95	JJFaxLog	JJFaxDoc

Ami Pro 2.0/3.0	jjfaxlog.smm	jjfaxdoc.smm

Globally Installing the Fax Phone Book macros for Word for Windows 6.0/7.0

For added convenience, you can display the macros under your Tools menu in Word.  To install the fax macros (JJFaxLog) to your normal.dot:

1.	Open the appropriate FAX macros template file in Word.  See the chart below.

2.	Select the Tools-Macro-Run command.   Run the installation macro JJInstallWinFaxMacros.

3.	Use File-Exit to close Word.  You will be asked if you want to save the changes to normal.dot.  Respond OK to the prompt.

If you are running...	then open the following template file...

Word 6.0 and WinFax	jjwfax6.dot

If you use Microsoft Word 97, no additional steps are needed.

Globally Installing the Fax Phone Book macros for Ami Pro

You can run the fax phone book macros (jjfaxdoc.smm and jjfaxlog.smm) from Ami Pro by selecting Tools-Macros-Playback.  Commence and your Fax software must both be running for the phone book macros to operate.

If you use the macros often, you can install SmartIcons for each of the macros on your icon bar.  For detailed instructions, see your Ami Pro user’s guide.


Configuring the Fax Macros for WordPerfect 6.0a
Configuring the Fax Macros for WordPerfect 6.0a/6.1/7.0

You must customize one of the macros, jjcfg6.wcm, to specify your Fax Printer, your Default Printer and the paths to several files.  If you request installation of WordPerfect Macros, the jjcfg6.wcm macro is copied to your WordPerfect macros directory during Commence installation.

To edit this macro, start WordPerfect and select File - Open.  Double-click on Macro Directory in the QuickList list box then select the file jjcfg6.wcm from the Filename list box.  This will display jjcfg6.wcm for editing.

There are nine variables you must set in this macro.  The relevant section looks as follows:

//Defines for the Printer Name and the Printer Port.
FaxName:="WINFAX"
FaxPort:=""
FaxType:=1
DefaultName:=""
DefaultPort:=""
DefaultType:=1
CommenceExePath:="C:\COMMENCE\COMMENCE.EXE"
 WINFAXExePath:="C:\WINFAX\WINFAX.EXE"

You must set each of the values to match the settings on your system.  To determine the settings for your system, select the File-Select Printer command in WordPerfect for Windows.  For example, if the Select Printer dialog box in WordPerfect for Windows has the following lines in the Available Printers list box:

E-FAX on COM2:
HP LaserJet Series II on LPT1:

You would change set the variables to look as follows:

//Defines for the Printer Name and the Printer Port.
FaxName:="E-FAX"
FaxPort:="COM2:"
FaxType:=1
DefaultName:="HP LaserJet Series II"
DefaultPort:="LPT1:"
DefaultType:=1

The variables above are defined as follows:

FaxName	This is set to WINFAX

FaxPort	The port used by the Fax printer on your system ,as it appears in the File-Select Printer dialog box (e.g., “COM1:” or  “CAS:”).

DefaultName	The name of the printer that you want re-selected after you send a fax.  This must be the same as it appears in the WordPerfect for Windows File-Select Printer dialog box (e.g., “HP LaserJet Series II” or  “HP LaserJet IIIsi”).

DefaultPort	The port used by the Default printer on your system, as it appears in the File-Select Printer dialog box (e.g., “LPT1:” or “LPT2:”).

FaxType	Specifies whether the printer driver used for the Fax Printer is provided by MS Windows or by WordPerfect for Windows.  A zero (0) value specifies WordPerfect for Windows, and a one (1) specifies MS Windows.  The default value is one(1).

DefaultType	Specifies whether the printer driver used for the Default Printer is provided by MS Windows or by WordPerfect for Windows.  A zero (0) value specifies WordPerfect for Windows, and a one (1) specifies MS Windows.  The default value is one(1).

CommenceExePath	The full path to Commence.exe on your system.

WINFAXExePath	The full path to the WINFAX.EXE program on your system.  Set only if you will be using WINFAX.

Be sure to save the jjcfg6.wcm macro after you have made the appropriate changes.

Note:  Whenever you change the configuration of your system you must re-edit the jjcfg6.wcm macro to update these variables.


Workgroup Terms Index

administratorterms_commence_administrator

all

author

authorization

auto-sync

boot

client database

dedicated PC

distributed database

enroll

lan

lan administrator

local database

local definition

local item

login

login id

login password

none

peer to peer

permissions

personal

personal database

promote

read

server

server database

shared

shared checkbox

shared database

shared definition

shared item

shared LAN directory

standalone PC

sync

user

user level

workgroup

workgroup administration files

workgroup ID number

write


Definition of: administrator
ADMINISTRATOR

The person responsible for installing the Commence Server and maintaining the Commence workgroup.  The Administrator adds shared databases and assigns user permissions to the shared database.


Definition of: all
ALL

A user who is assigned a category permission of All can Read(R), Write(W), and Delete(D) all items in the shared category.


Definition of: author
AUTHOR

A Commence workgroup user who has permission to enroll in a shared database and to add, edit, and delete database definitions in that database.


Definition of: authorization
AUTHORIZATION

The user level and permission granted to a Commence workgroup user.


Definition of: auto-sync
AUTO-SYNC

The process of replicating changes made from one client database to another.  Updates to database definitions and items are shared via this process.  The shared databases should be “in sync” with each other at the completion of a sync, meaning the same number of shared items should exist on both copies of the database.  Also known as sync.


Definition of: boot
BOOT

The process of starting up Commence by double-clicking on the Commence icon in Windows Program Manager.


Definition of: client database
CLIENT DATABASE

A database belonging to a Commence client that has enrolled in a shared database and has opened that database at least once.  The client database is a copy of the server database.  When you change data in a client database, the changes are reflected in the server database and are available to other client databases.


Definition of: dedicated pc
DEDICATED PC

A PC which is connected to the LAN for the primary purpose of running the Commence Server software.  For best performance, this PC should not be used as a Commence client workstation.  Minimum hardware requirements are 386 CPU with 4MB RAM, running Windows 3.1 or better.


Definition of: delete
DELETE

A Commence workgroup permission which allows a user to delete shared items in a shared category.


Definition of: distributed database
DISTRIBUTED DATABASE

A database design which creates a local copy of the data for each user to access individually, instead of relying on one central database to which all users have access.


Definition of: enroll
ENROLL

The process of creating a local client copy of the shared database to be used by that one client only.  This process creates a copy of the data on the server (to which the user has permission to access) then sends that data to the client workstation.


Definition of: lan administrator
LAN ADMINISTRATOR

The person responsible for installing and maintaining a Local Area Network.  See also Administrator.


Definition of: local database
LOCAL DATABASE

A database that is not part of a Commence workgroup and therefore does not share data with other users.  Only one user at a time can open a local database, even if it is placed on a shared LAN drive.


Definition of: local definition
LOCAL DEFINITION

In a Commence workgroup, a database definition that resides only on a client database.  It is not shared with the Server or other workgroup users.


Definition of: local item
LOCAL ITEM

In a Commence workgroup, an item that resides only in a client database.  It is not shared with the Commence Server or other workgroup users.


Definition of: login
LOGIN

The identification process a Commence workgroup user goes through when opening a shared database.  The Commence Administrator decides for each database whether a Login and Login Password are required.


Definition of: login id
LOGIN ID

A keyword assigned by the Commence Administrator that enables a Commence workgroup user to access the Commence Server.  A valid login may be required before a user can open a shared database.


Definition of: login password
LOGIN PASSWORD

A customizable password that matches a Commence workgroup user's login.  The user must give a valid Login ID and Login Password before the Commence server will allow the user to open a shared database that requires a Login Password.  This password protects access to the server database.


Definition of: none
NONE

A Commence workgroup user level of None prevents a user from enrolling to a particular shared database.  A user who is assigned a category permission of None cannot view items in the shared category.


Definition of: peer to peer
PEER TO PEER

A LAN without a dedicated PC which includes Windows for Workgroup, LANtastic, and Banyan Vines.

On a peer to peer network, the drive letter will probably be different for the clients, depending on how the drives are mapped.

For example, the c:\ drive of the Commence Server PC may be mapped to the d:\ drive for Commence clients.  This means that in order to access files in the c:\commence directory of the Commence Server PC, a client would have to select the d:\ drive in Windows File Manager.  (e.g. d:\commence\landir for clients = c:\commence\landir for server)

If you prefer, you may map just the c:\commence directory of the Commence Server PC rather than the entire c:\ drive.  In this case, the client d:\ drive would be equivalent to the server c:\commence directory. (e.g. d:\wgfiles for clients = c:\commence\wgfiles for server)


Definition of: permission
PERMISSIONS

The authority a Commence Administrator grants on a per-category basis to a Commence workgroup user to access a particular shared category.  There are three permission levels: All, None, and Selective.  The Selective permission is broken down even further to Read, Write, and Delete permissions.


Definition of: personal
PERSONAL

Commence Personal is a version of Commence software that is used by one user to store personal information.  The data entered into a personal database is not accessible by any other Commence user.


Definition of: personal database
PERSONAL DATABASE

A Commence database that is not shared.  A personal database can only be opened by one user at a time even if the data files are stored on a shared drive.


Definition of: promote
PROMOTE

To change the definition of an item, field or category from local to shared.


Definition of: read
READ

A Commence workgroup permission which allows user to only view shared items in a particular shared category.


Definition of: selective
SELECTIVE

A user who is assigned a category permission of Selective can read(r), write(w), and delete(d) only those shared items that are connected to the user.


Definition of: Commence server
SERVER

The Commence Server is the one copy of Commence that runs the master copy of a shared database.  The Server receives changes made to client databases and synchronizes those changes across the Commence workgroup.


Definition of: server database
SERVER DATABASE

The database controlled by the Commence server.  Used to synchronize updates from client databases.  See also Shared Database.


Definition of: shared
SHARED

In a Commence workgroup, an item or definition that is shared will be synchronized across all authorized client databases;  an item or definition that is not shared will remain only on the client database.


Definition of: shared checkbox
SHARED CHECKBOX

In a shared database, a check box on the database definition screen for a category, agent, color code template, connection, or view that indicates whether the item or definition is shared or local.  The shared button on the item detail tool bar serves the same purpose as the shared checkbox.  If the check box/button is turned on, the item or definition is shared.  Otherwise it is local.


Definition of: shared drive
SHARED DATABASE

A database that belongs to the Commence server and is used, along with Commence Control files to coordinate synchronization across the Commence workgroup.


Definition of: shared definition
SHARED DEFINITION

In a Commence workgroup, a database definition that is synchronized across all authorized client databases.  Definitions include all the categories, views, agents, detail forms, and color code templates in a particular database.


Definition of: shared item
SHARED ITEM

In a Commence workgroup, an item that is synchronized across all authorized client databases.


Definition of: shared lan directory
SHARED LAN DIRECTORY

The shared LAN directory is the common drive used by the Commence workgroup users to exchange updates for the shared database.  Each shared database has it’s own shared LAN directory. For peer to peer networks, such as LANtastic, the shared drive may be located on the hard drive of the Commence Server PC.  All Commence clients must have full (read, write, create, delete, modify) access to this drive.


Definition of: write
WRITE

A Commence workgroup permission which allows user to edit shared items in a particular shared category.


Definition of: standalone pc
STANDALONE PC

A PC that is not part of a Commence workgroup and/or not connected to a LAN.


Definition of: sync
SYNC

The process of duplicating changes made from one client database to another.  Changes to database definitions as well as to items are duplicated.  The databases should be “in sync” with each other at the completion of a sync, meaning the same number of shared items should exist on both copies of the database.  Also known as auto-sync.


Definition of: user
USER

A Commence workgroup user level which allows the user to open and use a particular database but does not allow the user to add, edit, or delete shared database definitions.


Definition of: user level
USER LEVEL

The authority the Commence Administrator grants to a Commence workgroup user to open and customize the definitions in a shared database.  There are three user levels: Author, User, and None.


Definition of: workgroup
WORKGROUP

A Commence Workgroup is an environment where Commence is used on PC's that are connected by a LAN and communicating via a Commence Server.  This requires the Server version of the Commence Workgroup Information Manager software.


Definition of: workgroup administration files
WORKGROUP ADMINISTRATION FILES

The directory used by ComAdmin to store user and shared database information for a workgroup.


Definition of: workgroup ID number
WORKGROUP ID NUMBER

The database workgroup ID number is the unique number assigned to each client during the enrollment process.


Commence Workgroup Information Manager

The Commence Workgroup help topics contain information to help you get your Workgroup up and running, and detailed descriptions of all the Workgroup commands found in Commence.  For more information about any other Workgroup functions, such as how to add users, run ComAdmin and select Help-Index from the menu.

Introduction

The Role of the Commence Administrator

Getting Started

Installing the Server

License Administration

Adding Users

Setting Up a Shared Database

Starting the Server

Configuring Permissions

Setting Client and Server Communications

Registering Clients

Installing the Client Software

Enrolling Clients

Commence Workgroup Command Summary

File-Workgroup Sync

Edit-Share All Items

Customize-Workgroup

Database-Preferences Dialog Box

Glossary of Workgroup Terms


Introduction

See Also

Commence Corporation offers different software products which let you operate in either personal or workgroup environments.

The Commence Personal Customer Interaction software is used to maintain databases to which only one user at a time from a single PC can have access.  This version of Commence is referred to as Commence Personal.  See Basic Concepts for an introduction to basic Commence features.

In a typical workgroup environment, several Commence users on different PCs connected by a LAN or by E-Mail may share database information using the Commence Workgroup Customer Interaction software.  This version of Commence is referred to as Commence Workgroup.  Commence Workgroup’s networking capabilities allow users to share and periodically synchronize a database with the server using either a local area network or a compatible Windows e-mail program.  Users on different PCs can share information in the same databases, viewing and updating information simultaneously.  They may also define private information which other users cannot see or access.  Different levels of authorization can be defined to control various access privileges.

Commence uses a distributed database architecture where each client of the workgroup has their own local copy of the shared database.  This has many advantages, including:

•	Users can use their local copy of the shared database off-line.  While connected to the LAN, data is automatically synchronized with all other users on the network.  When disconnected, Commence remembers the changes that have been made.  Then when remote users log back into the network, by physically re-attaching or by calling in from a remote client PC, their changes and updates are automatically synchronized with the other users, and vice versa, thereby keeping everyone’s' data in sync.  This has the added advantage of allowing users to continue using Commence when the network is down.  Those who synchronize via e-mail will continue to communicate their changes to the server as long as they can send and receive e-mail. .  Similarly, users who synchronize using an Internet connection will continue synchronizing as long as the Internet connection is intact.

•	There is no data locking so all information is available at all times, authorizations permitting.  Some other workgroup products lock records as they are being viewed making them unavailable to other users.  Your data is in a local database and is always available.

•	Users can create private information that stays at their local copy of the shared database.  Private or local information does not synchronize with the server or with any other users of the workgroup, thereby protecting the user’s private information.

One copy of a shared database resides on the Commence server, which is created when you, the Administrator, install the Server Edition of Commence.  Each Commence user has his or her own copy of Commence, called the Commence client, and a copy of the shared database, called the client database.  Together the server and Commence clients, along with their copies of the shared database, are called a Commence workgroup.

Typical Commence Workgroup Configuration

With this model, authorized workgroup users always have instant access to information in the shared database.  All additions, edits, etc., that a user makes to the shared data at his or her client are sent via the LAN to the server copy of the database, and changes made by other workgroup users are sent to each user's client database.  Even if the user disconnects the client PC from the LAN and make changes to the data, the changes are automatically sent to the server database when the user reconnects to the LAN.  In other words, the workgroup server and its clients are constantly synchronized, and all workgroup users have the most recently updated information at all times.


The Commence Server

Clients

A Commence Workgroup Scenario


Commence Server
The Commence Server

See Also

Start your Commence Workgroup with the Server.  The server is installed by the Commence Administrator on a PC that is designated as the Commence Server.  From the server, the Commence Administrator can configure and assign permissions, configure client and the server communications, and register clients.

In addition, the server version of Commence maintains the shared database.  Since Commence uses a distributed database architecture, the server acts as a hub for all database changes that are made by the users.  If a user adds an item, it will synchronize to the server, via the shared LAN directory or e-mail, then the server will synchronize the change to the other users.

Since client access to the server database requires that the server database be open:

1.	Commence should be minimized rather than closed when not in use.

2.	The open server database must not change while workgroup users expect to access that shared database.  Instead of using the File-Open/Manage Database command, this user must open a second copy of the Commence server and use that copy to open another database.


Starting the Server

Auto-Starting a Commence Server with Windows

PasswordProtecting the Commence Server

Running a Client and Server on the Same PC

Running Multiple Commence Servers on One PC


Starting the Commence Server From Program Manager

Before any configuring of the database can begin, the Commence Server must be running and the Shared Database must be open.

Note: The following procedures assume that the Server was installed using the default path values.  If the Server was installed in a location other than the default location, some the menu selections indicated will need to be modified.

Starting the Server

1.	From the Start Menu, select Programs.  Click on the shortcut to Commence RM.

2.	If Commence does not open in the shared database, select File -> Open/Manage Database and open the desired database.

If more than one shared database is available, each database must be opened using a separate copy of Commence.  For more information, refer to Running Multiple Commence Servers on One PC.

Note: The server MUST be running the shared database in order for any client to enroll or to have any synchronization occur.


Auto-Starting a Commence Server with Windows

You can move or copy the Commence icon or  shortcut to the Startup Menu or Group.  This will cause Commence to be run automatically whenever Windows is started.


Protecting the Commence Server
Password Protecting the Commence Server

If the PC running the Commence server will be left unattended for long periods of time, it is advisable to protect the PC from unauthorized access.  One easy way to do this is to use the password protection option available from one of the screen savers provided with Windows and later versions.

See the Microsoft Windows documentation for more information.


Running a Client and Server on the Same PC

Although possible, it is not recommended that you use the Commence server directly to modify data on a regular basis.  You should enter and edit data from a client instead.  There are a variety of reasons for this including:

•	the server experiences frequent interruptions due to the constant syncing,

•	the server is not available if the network is down,

•	the server is logged in as “admin” and does not enforce permissions,

•	sync-link should not be used from the server.

For large workgroups it is recommended that you have a dedicated PC to run the Commence server.  This will guarantee that data updates are handled in a timely manner.  For smaller workgroups it may be possible to run a Commence client on the same PC as the server.  In this configuration, you should use the client to modify data, and leave the Commence server in the background to perform data synchronization.

To run a client and a server on the same PC:

1.	Install the server as described in this document.

2.	Register the client as described above.

3.	Start Commence and open the shared database.

4.	Using the Commence server, create a new empty database.  To do this, select File-Open/Manage Database.

5.	Start another copy of Commence using the /Database command line option.  To use this, add “/Database=path” to the end of your command line, where path is the path of the database you created above.

6.	Enroll to the shared database as described previously in this document.

7.	Now, each time you start the client, use the /Database or /Prompt command line option.  See Command Line Options or Adding a Command Line Options for more information.

WARNING	Do NOT install the Client software on the same PC that the Server has been installed on.  This will overwrite important settings and your workgroup will no longer run properly.

Note	You must have the server running at the same time you are running the client to have syncing occur.


Running Multiple Commence Servers on One PC

See Also

It is frequently convenient to have more than one copy of Commence running on a single PC. The following command line options can be used to control Commence's behavior when it first starts.

/Database

The /Database option controls the database that Commence opens initially. For example,

c:\commence\commence.exe /Database=Main Database

will start Commence with the Main Database and

c:\commence\commence.exe /Database=c:\commence\data

will start Commence with the database that is in the c:\commence\data directory.

/Prompt

The /Prompt option causes Commence to display a list of available database when it starts. You can then select the database to open. For example:

c:\commence\commence.exe /Prompt

/Quiet

If Commence is already running you will get a warning message if you try to start another copy of Commence. Adding the /Quiet option will suppress this warning message. For example:

c:\commence\commence.exe /Quiet

Note:	Each server MUST use a separate shared LAN or FTP directory.  Open each database and use the Customize-Workgroup command, then press Next >> until you get to the Communications screen.  Make sure you have selected a different shared LAN or FTP directory for each server database.  Also, if you are synchronizing via e-mail, each server can use the same e-mail ID.

Tip	For each copy of Commence you start, you will get a message telling you that Commence is already running and asking you if you want to start another copy.  You can bypass this message by using the /Quiet command line option.  To use it, just append “/Quiet” to the end of the command line.


Command Line Options


Commence Clients
Clients

After the server is installed and the shared database is set up, users can enroll to the shared database.  This makes them a Client.  As a client, they will receive their own copy of the shared database, now called a client database.  This database is similar to the shared database, but depending on the user’s permissions, they may have all or part of the database.  The user then uses the client database just as they would any other Commence database.  As they make changes, these changes will synchronize with the server database and then to the other client databases.  And, since Commence uses distributed databases, the user can disconnect from the network and still use their database.  When they re-connect, all changes will automatically synchronize.

A Commence client can access more than one shared database, in which case it will have more than one client database.  In addition, from a Commence client a user can define personal databases, that is, databases that can be opened by only one user at a time.  Usually a personal database is one that resides on the user PC's hard drive and is used only by that particular.  Altogether, a Commence client can have up to 1000 client and personal databases.

WARNING	Personal and client databases can be located on a LAN drive instead of on the user's PC's hard disk.  However, this is not recommended because the user might want to access the database when the client PC is not connected to the LAN or when the LAN is unavailable.


Workgroup Scenario

After your Administrator and you have established your Commence workgroup environment, a typical usage scenario might look like this:

1.	The Commence Administrator turns on the server PC (which is connected to the LAN), starts the server copy of Commence, and opens its shared database.  If there is more than one shared database, the Administrator starts a Commence server for each shared database.  The shared database(s) are now available to authorized clients.

2.	On a different PC, you start Commence and open your client database.  An initial exchange takes place between your client database and the server database, which assures that the client and server copies have identical shared items and definitions.

3.	The shared database is available and up-to-date for your use.  As you use the shared database, changes that you make to your client database are sent to the Commence server over the LAN.  In turn, the server updates your client database with changes made elsewhere to the shared database.  This exchange continues as long as you have your client database open, even if Commence is minimized.


Commence Administrator's Job
The Role of the Commence Administrator

See Also

"Commence Administrator" is the general term given to the person or persons responsible for the following activities:

•	installing the Commence Server software

•	setting up shared databases

•	entering and maintaining user information

•	helping users set up and enroll in shared databases

•	ensuring the shared database is available and actively synchronizing user data

•	auditing database activity

•	maintaining the Commence Server database

•	performing regular database backups

•	database recovery

The Administrator should have a good working knowledge of how to use Commence, your network, and optionally, the e-mail package installed on your system.  The person selected to be the Commence Administrator can help your users set up their client databases.  They can also help them with any questions or problems they may have installing, enrolling, or using their Commence Client.


Installing the Server Software

Adding Shared Databases

Entering and Maintaining User Information

Ensuring Database Availability

Changing the Synchronization Interval

Performing Regular Database Backups


Introduction - Workgroup Administrator's Duties - Installing the Server Software
Installing the Server Software

One PC in the Commence workgroup needs to have the Commence Workgroup software installed.  This PC is designated as the Commence server.  This PC must also have at least one shared database, and have users added before Commence clients can access the shared data.

Note	Users can install and run Commence in a standalone mode before the Commence server is available, but any data they enter and subsequently want to share must be manually transferred to the shared database when it becomes available.  To avoid this inconvenience, you may want to tell new users to wait until the shared database is available before they begin using Commence.

The first step to installing Commence workgroup software is to install the Server copy of Commence.  The installation process involves identifying several directories in which to place Commence as well as various workgroup directories. See Installing the Commence Server  for detailed instructions.


Introduction - Workgroup Administrator's Duties - Adding Shared Databases
Adding Shared Databases

A special administrative utility program, called ComAdmin, is provided with the Server Edition for adding shared databases and adding users. Shared databases must be added using ComAdmin.  If databases are added using Commence's File-Open/Manage Database command, they become local databases on the Commence server.

The topic Setting Up a Shared Database tells you how to set up a shared database (either from scratch or from an existing local database).  For more details, run ComAdmin and search for ‘Adding a Shared Database’ in the on-line help.


Entering and Maintaining User Information

Regardless of how you choose to set up your shared database, you must identify the users who are going to access the database.  In this way, Commence prevents unauthorized individuals from viewing and changing shared data.  Every Commence user who accesses a shared database from a client is given a login identifier (Login ID) that is unique on the server.  You can elect to make a Login Password required for a database.  You tell Commence what type of access permissions to grant a Login ID for a particular database or category.


Ensuring Database Availability

As Administrator of a shared database, it is up to you to make sure that the database is available for your user community when it is needed.

For example, if the shared database identifies contacts to be called by a team of salespeople during the regular business day, it is vital you ensure that this data is available when from the beginning to the end of the salesperson's workday.  In this situation, you would probably want to make sure that the server for this database is auto-started whenever Windows is started on the server (see Installing a Commence Server for instructions).  Backups and other administrative activity should be done after peak usage hours.

Another, less frequently accessed shared database might be started only on demand (i.e., a user asks you to start the server for the shared database when he or she needs it).

Since a network is a shared resource, you will want to balance your users' availability needs for shared databases with the needs for the other shared applications that run off the network.


Changing the Synchronization Interval

The frequency of resynchronization can be adjusted for each client copy of Commence.  This parameter is available in the Customize-Workgroup command in Commence.  Press Next >> until you get to the Communications dialog box.  From this box you may choose the seconds between synchronization.  A synchronization is not necessarily a time consuming operation.  If no data or definitions have changed since the last synchronization, then little processing is done.  Depending on the number of users enrolled in a shared database and the number of changes being made to the data, the synchronization interval may be set to every two seconds, to once a minute, or even once an hour.

You cannot turn syncing off at the Server.  To set how frequently the Server syncs, the Commence Administrator must select the Customize-Workgroup command from the Commence Server PC.  Select the Next > button until you get to the Communications screen.  To modify the communication settings for the Commence Server, press the Configure button.  From here, you can select the communication method, then change the interval.


Performing Regular Database Backups

See Also

It is important that you develop a regular backup routine for all database information, including a Commence shared database.

The frequency with which you backup a database depends on the volatility of the information.  A database that is used heavily every day or that contains mission critical information should be backed up every night.  A less used database might be backed up only at the end of each week.

You can back up a Commence shared database using any DOS or Windows backup utility, or using any compression software.  Commence provides Backup and Restore commands in case you do not have a separate utility for this purpose.


Which Directories to Backup

Database Backup Methods


Which Directories to Backup

The most important element for recovering a Commence workgroup after a system failure is the backup of the affected files made before the crash.  Therefore it is essential that you perform routine backup procedures.  This will ensure a smooth and rapid recovery following power outages, hardware failures, etc.

This section identifies the files and directories that should be backed up regularly and offers some suggestions for making this process as efficient as possible.

Software Directories

The directory containing Commence program and help files (by default \commence) should be backed up occasionally.  However, these do not change frequently and do not need to be saved on a daily basis.

The Workgroup Administration Files Directory

The files in the workgroup administration files directory (by default \commence\wgfiles5) contain all the information entered into ComAdmin, the Commence Administrator's utility.  All information about users and permissions is stored in this directory.  This directory is backed up along with the Server database.

Shared LAN Directories

Shared LAN Directories are used by Commence to store synchronization updates.  They contain only temporary information and do not need to be backed up.

Client Database Backups

Since every copy of a shared database can contain unique information, it is important that each copy be backed up.  If a client copy of a shared database is not stored on a shared drive, it must be the user's own responsibility to make sure that the client copy is backed up.  As administrator, you can advise users which of the above methods is best for their situation.

Other Database Directories

Commence database directories contain all information stored in Commence including all data and data definitions (i.e., definition of categories, views, agents, etc.)  It is therefore critical that the files in these directories get backed up on a regular basis.  The next section describes some methods for backing up Commence database directories.

Note:	All copies of a shared database should be backed up.  Otherwise, local information entered by individual users may be lost.  If all users of a particular shared database agree that the shared data is the only data of importance, then only the server copy of the database needs to be backed up.


Database Backup Methods

Each shared database is kept in a separate directory.  The path to a database directory may be determined by highlighting the database of interest in the File-Open/Manage Database dialog box in Commence and selecting Edit.  Save a copy of the files in this database regularly using one of the techniques described here.

Any DOS/Windows Utility

Many inexpensive DOS and Windows utilities are available for backing up all or part of a hard drive.  It is good practice to backup your hard drive on a regular basis.  DOS itself provides a command called Backup for this purpose.  Any of these methods may be used for backing up your Commence databases.

Backup Command in Commence

A Backup command is available from with Commence.  It may be found in the File-Open/Manage Database dialog box.  This command may be used for any database known to Commence.

Backup Agent Action in Commence

Commence allows you to define an agent that will automatically perform a backup on the currently open database.  For complete information, see Customize-Database-Agent.


Getting Started

There are several things that you must do to install and set up your Commence workgroup.  These steps should be performed in the following order.

1.	Install the server software.  You need to run the installation program and determine the proper paths for the various components of the Commence Server.

2.	Administer licenses.  Before each user can be added to the Commence Administration Program, ComAdmin, you must first set the total number of users in your workgroup using the License Administration program.

3.	Add users.  Users of a Commence Workgroup need to be added to ComAdmin.  A user must be added to be able to use a shared database and share information.

4.	Set up a shared database.  You must define a shared database.  This will be the basis for your Commence workgroup.  You set up the shared database in ComAdmin.

5.	Start the server.  To do any of the following things, the server must be running in the shared database defined in the previous step.

6.	Set permissions.  Commence Workgroup Information Manager has many different permissions that you can set per database and per user to restrict what they can see and what they can do in the shared database.  Commence will use the default values unless you change them.

7.	Set communications settings.  Each user of Commence can synchronize their data with the server using either a shared LAN directory or e-mail.  You must tell the server what method each client will be using.

8.	Register clients with the database.  You must tell the server what users are to be clients of the shared database.  This will create a link between the clients and the server.

9.	Install the client software.  Each client can install the client software themselves, but you must make sure it is properly installed.  If it is not, they may have problems with their Commence Workgroup.

10.	Enroll to the shared database.  Enrolling to a shared database will bring a copy of the shared database locally to the client.  This process involves running the Enroll Wizard, entering a special authorization key, and some communication parameters.


Installing a Commence Server - Installing the Server Software
Installing the Server Software

The first step to be done when establishing a Commence Workgroup is to install the Server Software.  Any PC connected to a Local Area Network (LAN) or the Internet can be used as the Commence Server.  Since the Server is the hub for all data changes within the Workgroup, it is recommended that a dedicated PC be used for the Commence Server, especially if there will be many Clients. For a small workgroup, the Server can run on the same PC as a Commence Client.  The Commence Server must be installed from the PC that will run the Server software.

Perform the following procedure to install Commence Workgroup.  The same procedure is used whether installing Commence for the first time or re–installing Commence.

NOTE: If working with a previous installation of Commence, a new copy of Commence can be installed over the previous installation, or it can be installed in a new location, resulting in two different versions of Commence residing on the same machine.

1.	Insert the Commence CD into the computer’s CD ROM drive.

2.	If autorun is enabled the CD will run automatically.  Otherwise, select the Run command from the Start menu on the Windows task bar.

3.	Type d:\setup.exe then click OK.  This example assumes d:\ is the drive letter that refers to the CD ROM drive.  Click the Browse button if you are unsure of which driver letter to use.

4.	An introductory screen will appear.  You may click Continue to proceed or wait for the menu to appear.

5.	Click Install to select which software to install.  Select Commence RM Workgroup to begin the server installation.

6.	The Software License agreement will be displayed.  If you agree to abide by the terms of the license agreement click Yes to continue.  Clicking No will cancel the setup operation.

7.	You will be prompted to enter your user information.  You must enter a valid Commence RM license number in the box labeled Serial number. Click Next after all the information is entered correctly.  Then click Yes to confirm your registration information.

8.	Select Next.  Follow the instructions on the screen and enter the requested information.  If additional assistance is required select the Help button provided on the installation screens.

When the installation is complete, you will be given the option to run the license administration program (license.exe).  You should select Yes to do so.  This will allow you to set the user limit for the number of clients that will be accessing the shared database.


License Administration

Once the Commence Server has been installed, you will need to run the license administration software.  Sales will provide you with a license upgrade key that indicates the number of clients you can enroll to a shared database in Commence.

To administer licenses:

1.	Select the Run command from the Start menu on the Windows task bar.

2.	Click Browse to locate the LICENSE.EXE program.  This file can be found in the \ADMIN subdirectory under the Commence program directory.  This is the same directory as ComAdmin.

3.	The License Administration Program will automatically fill in your user information (Name, Company Name, Serial No.) from the Commence installation.

4.	In the Authorization Key: field, enter the key you received from Commence Sales.

5.	Select OK.

This will set your user limit in ComAdmin allowing you to add the correct number of users.


Adding Users
Adding Users to the Commence Workgroup

After adding the client licenses, you will need to add users for your workgroup.

Note	The “admin” Login ID identifies the special user that has permission to make all changes to the Commence workgroup in order to set it up, maintain users, and maintain shared databases.  The “admin” Login ID is automatically added to your Commence workgroup during installation and does not have a password by default.

To add users:

1.	Start ComAdmin from the Windows Program Manager or Start Menu.  Note:  The only Login ID that can add users is the “admin” ID.

2.	Select the Users button.

3.	For each user you want to add, select the Add button.

4.	Enter the settings for the user, including their full name, their Commence login ID, and a password.  Note that a password is not required and may be left blank.

Note:	The login ID is the name that is entered when logging into a Commence shared database.  This is typically the user’s initials, first name, last name, or a combination of the above.  It is recommended that each user’s login ID be set to the same ID they use for logging into the network in order to make it easier to remember.

5.	When complete, select Save.

Note	You must have a license for each user.  Additional licenses can be purchased from your dealer or Commence Corporation.  If a user needs to have more than one client database, for example one at work and one on their laptop, they can use Sync Link.  For more information see, Using Sync Link in your Workgroup in the Server Guide (svrguide.pdf).

Note	Each Commence Server has a limit on the number of clients that it can service.  This limit can be displayed by opening the About dialog box in ComAdmin with the Help-About menu command.  You can only add as many client licenses and users as this limit allows and can upgrade the Commence Server Edition to handle more clients as necessary.  Contact your distributor for information on increasing the number of clients allowed by the Commence Server.


Setting Up a Shared Database

The basis for any Commence Workgroup is a Shared Database, which is defined using ComAdmin.  Whether creating a new database from scratch, or converting an existing stand–alone database to a Shared Database, the database will need to be added via ComAdmin.

Perform the following procedure to add a Shared Database:

To add a shared database:

1.	Start ComAdmin from the Windows Program Manager or Start Menu.  Note:  The only Login ID that can add shared databases is the “admin” ID.  By default, this user has no Password.  You can change the password after you login for the first time.

2.	In ComAdmin, select the Databases button.  You will be presented with a dialog box that shows the defined shared databases.

3.	Select the Add button.

4.	Enter a Name and Description for the new shared database.

5.	In the Database Location box, enter the path of the database that will become the shared database.  This can either be the path of an existing database that you want to be shared or an empty, new database.

Note:	This is the database that will be run by the Server.  This database path can be located on a local drive of the server PC.  Do not use a directory that is used for other Commence files such as the Workgroup Administration Files or Program Directory.

6.	When finished filling out the Add Shared Database dialog, select the OK button to save the changes and create the shared database.  For more information on shared databases, see the Server Guide (svrguide.pdf), or run ComAdmin and search for ‘Adding a Shared Database’ in the on-line help.


Starting the Server

See Also

The Commence server must be running in order to:

•	set user access

•	configure client communications

•	register clients

•	synchronize data

Before any configuring of the database can begin, the Commence Server must be running and the Shared Database must be open.

Note:	The following procedures assume that the Server was installed using the default path values.  If the Server was installed in a location other than the default location, some the menu selections indicated will need to be modified.

Starting the Server:

1.	From the Start Menu, select Programs -> Commence RM Workgroup -> Commence RM Workgroup.

2.	If Commence does not open in the shared database, select File -> Open/Manage Database and open the desired database.

Note:	The server MUST be running the shared database in order for any client to enroll or to have any synchronization occur.

After the Server has been successfully started and the Shared Database opened, the next step is to establish what the Default Permissions are to be for a newly added User.  Proceed to Set Default Permissions to continue configuring the Shared Database.

Note	You should always log into the server using the “admin” ID.

If you have more than one shared database, each database must be opened using a separate copy of Commence.  For more information, see Running Multiple Commence Servers on One PC.


Auto-Starting a Commence Server with Windows

Protecting the Commence Server


Configuring Permissions

Commence can control who can see and change information in the shared database. This section describes how you can configure the default permissions which are assigned to all new users added to a Commence workgroup. These default permissions can be overridden for each user in order to fine-tune what data they can see or change. Permissions in a Commence shared database are described in more detail the Server Guide (svrguide.pdf).

Setting Default Permissions

The default permissions for a shared database are User for the User Level and All for the Category Permissions.  If you do not want to change these defaults, you can skip this step.

To configure the default permissions for the database:

1.	Verify that the proper Server database is open.

2.	Select Customize-Workgroup and then select the Next> button until you reach the Database Options screen.

3.	Select the Default Permissions button.

4.	You can now set the default permissions for the database and the shared categories in the database.  All users are assigned these default permissions unless you specifically override them on a per-user basis.

5.	When completed, select Save.


Setting Client and Server Communications

The Commence server and clients communicate with each other by sending data files back-and-forth to each other.  This communication can be accomplished by using a shared LAN directory or an external e-mail program.

Before configuring the communications information first make a list of all users and how they should communicate with the server.  If all the users will use the shared LAN directory then there is no need to set e-mail parameters.  If e-mail will be used make sure that the users have been added to the e-mail program and that you know their user IDs.

Note	The Commence server can synchronize using the shared LAN directory and e-mail, but each client can use only one of the two methods.

 Setting Server Communications

 Setting Client Communications


Setting Server Communications

Three sets of Server Communications Settings are provided (e.g. one for each of the available synchronizing methods.)  Depending upon the method(s) used for synchronizing updates, one or more of these sets of parameters must be configured.  The methods available for synchronizing data are:

•	Shared LAN Directory - used when a Local Area Network (LAN) is used by the Workgroup; a directory which is accessible by both the Server and Clients is used to distribute updated information

•	E–Mail - uses electronic mail to send and receive updated information for the Shared Database

•	Internet FTP Directory - uses File Transfer Protocol (FTP) commands to send and receive updated information for the Shared Database over the Internet.

It is not necessary for all three sets of parameters to be defined if only one or two of the methods are going to be used for the synchronizing of data.  For example, if there is no Internet connection available to the Server, then synchronizing via the Internet will not be possible, and those parameters may remain undefined.

Perform the following procedure to define Server Communications Settings:

1.	From the Customize Workgroup - Database Options Dialog Box, click on Next > two times.  The Customize Workgroup - Communications Dialog Box will be displayed.

2.	In the Server Communications section, click Configure.  The Workgroup Communications Dialog Box will be displayed.

3.	Highlight each method that will be used, in turn, and set the parameters:

E-Mail

Internet FTP Directory

Shared LAN Directory


Setting Client and Server Communications
Configuring Shared LAN Directory Parameters

Perform the following procedure to configure the Server to use a Shared LAN Directory for exchanging synchronizing information:

1.	From the Workgroup Communications Dialog Box, highlight Shared LAN Directory and select the Edit button.  See the following figure.

2.	Set the path for the Shared LAN Directory.  Enter this path as it would be seen by the Commence Server.  It is through this directory that the Server will communicate with the Clients by sending and receiving data files.  The directory selected should be accessible to all users, and should be a new directory that is not used by any other program or Commence.  All users require full access (read/write/create/delete/etc.) to this directory.

Note: 	If unsure of the path to the Shared LAN Directory, or to create a new directory, click on Select.  If the desired directory exists, navigate to the directory, highlight it, and click OK, then click OK again.  To create a new directory, click Create Directory, provide the name of the new Shared LAN Directory, click OK, then click OK again.

3.	Indicate how frequently (in seconds) the Server should check the shared LAN directory for data updates sent by Clients.  A very small number will guarantee that updates are processed in a timely manner, although the Server may be busy for extended periods of time.  This limits the Server’s ability to run other tasks.  The default value for this is every 15 seconds.  This value should be adjusted to meet the specific needs for the Workgroup being established, as well as the hardware specifications.

4.	When the Shared LAN Directory parameters have been configured as desired, select OK.  The Workgroup Communications Dialog Box will be displayed.


Setting Client and Server Communications
Configuring E–Mail Parameters

Perform the following procedure to configure the Server to use E–Mail to exchange synchronizing information:

1.	From the Workgroup Communications Dialog Box, highlight E-Mail and select the Edit button.

Note:	It is assumed that the e–mail application is already installed and operational.

1.	Configure the E-Mail parameters as follows:

•	Mail Program - select the appropriate mail program/protocol from the pull–down menu.

•	Post Office Path - only necessary if using cc:Mail or similar VIM–based mail system.

•	Exchange Profile Name [only applies to MS–Mail or MAPI compatible programs] - the name used to log into MS–Mail or other MAPI compatible program.

•	Login Name [only applies to CMC–compatible programs] - the name used by the Server to log into the E–Mail Account.  This is the account that the Server will be using to send/receive sync packets to and from clients.

•	Password/Verify Password - the password associated with the Exchange Profile Name/Login Name defined above.

Note:	Although the same mail account can be used for the Server and Clients, it is strongly recommended that the Server and each Client be assigned separate mail accounts.

1.	When the Server’s e–mail login information is correct, select OK.

2.	Next, the e–mail address for the Server must be specified.  This is the address to which Clients mail their update information during a synchronization.

3.	Indicate how often (in minutes) the Server will check the mail server for Client synchronization requests.  This number should not be very large in order to assure the timely receipt of updated information by the Server.  A recommended value is ten (10) minutes.

4.	Select OK when done.  The Workgroup Communications Dialog Box will be displayed.


Setting Client and Server Communications
Configuring Internet FTP Directory Parameters

Synchronizing via the Internet is much the same process as synchronizing via a shared LAN directory, only instead of the directory’s being located on a LAN, it is now located remotely and is accessed via dial–up service (e.g. Internet Service Provider) or a dedicated Internet connection.  The transferring of sync files between Client(s) and Server is then done using File Transfer Protocol (FTP) procedures.

Perform the following procedure to configure the server with the Internet FTP Directory information:

1.	From the Workgroup Communications Dialog Box, highlight Internet FTP Directory and select the Edit button.

2.	Enter the Internet FTP Directory information.  The format of this address is ftp://DIRECTORY_NAME.  If the Internet FTP Directory is unknown, it should be available from the Network Administrator responsible for the FTP site.

3.	Enter the User Name under which the Server will log into the Internet FTP Directory.  It is recommended that the Admin login be used.

4.	Enter the Password for the Server’s Login ID.

5.	Enter the Password again to Verify Password.

6.	Indicate how often (in minutes) the Server will check the Internet FTP Directory for Client synchronization requests.  A recommended value is fifteen (15) minutes.

7.	After the Internet FTP Directory parameters have been configured as desired, select OK.  The Workgroup Communications Dialog Box will be displayed.

After all desired Server Communications Parameters have been successfully configured, select OK from the Workgroup Communications Dialog Box.  The Customize Workgroup - Communications Dialog Box will again be displayed.


Setting Client Communications

Once the Commence Server has been configured properly for each of the methods to be used for synchronizing, each Client must in turn be configured as well.  Unlike the Commence Server, which is capable of being configured for all three means of synchronizing (i.e. Shared LAN Directory, e–mail, and/or the Internet), a Commence Client is capable of using only one method of synchronizing at any given time.  The choice of synchronizing method may be changed at any point by reconfiguring the Client Communications Parameters, but a Client cannot be configured for multiple methods of synchronizing simultaneously.

Perform the following procedure to define Client Communications Settings:

1.	From the Customize Workgroup - Database Options Dialog Box, click on Next > two times.  The Customize Workgroup - Communications Dialog Box is displayed.

2.	From the Customize Workgroup - Communications Dialog Box, highlight a user name in the Client Communications box and select Configure.

3.	Select the method that the client will use to synchronize.  Note, only one method can be used per client.

E-Mail

Internet FTP Directory

Shared LAN Directory

Repeat for each client.

Users’ communications parameters may need to be updated if the methods available for syncing change.  For example, if a user usually works in the office, they would typically be connected via a shared LAN directory.  If they begin using Commence on a laptop from outside of the office, e–mail communication would allow the Client Database to communicate with the Server even when away from the office.  The server will then need to be reconfigured so that it sends (and receives) synchronization data from the Client via e–mail.  Additionally, the user will need to configure the Client Database to communicate via e–mail.


Setting Client and Server Communications
Configuring E–Mail Parameters

Perform the following procedure to configure a Commence Client to use e–mail for synchronizing:

1.	Select the Communicate with Server using: E–Mail radio button.

2.	Click OK.  The Client Communications Dialog Box is displayed.

3.	Complete the User Address for the Client.  This is the address to which the Server sends synchronization information that is intended for this Client.

4.	Click OK to return to the Customize Workgroup - Communications Dialog Box.


Setting Client and Server Communications
Configuring Shared LAN Directory Parameters

The default method for synchronizing data within a Commence Workgroup is using a Shared LAN Directory.

Perform the following procedure to configure a Commence Client to use a Shared LAN Directory for synchronizing:

1.	Select the Communicate with Server using: Shared LAN directory radio button.

2.	Click OK.  A message indicating that no further configuring is necessary is displayed.

3.	Click OK to return to the Customize Workgroup - Communications Dialog Box.


Setting Client and Server Communications
Configuring Internet FTP Directory Parameters

Perform the following procedure to configure a Commence Client to use an Internet FTP Directory for synchronizing:

1.	Select the Communicate with Server using: Internet FTP directory radio button.

2.	Click OK.  A message indicating that no further configuring of parameters is necessary is displayed.

3.	Click OK to return to the Customize Workgroup - Communications Dialog Box.


Registering Clients

Each client must be registered with the Shared Database.  Registering will create a link between the Clients and the Server.  Registering from the Server will generate an Instruction Sheet, which is to be given to the appropriate user.  This sheet includes information necessary in order to enroll as a user from the Client Database.  Also, initialization information will be sent to each client using the communication settings as configured above.

This process gives the Commence administrator full control over which users can enroll to a shared database.  Users cannot enroll to a shared database without the administrator's knowledge, because this process gives the Commence administrator full control over which users can enroll to a shared database.  Users cannot enroll to a shared database without the administrator's knowledge, because the administrator must register the user for that specific database ahead of time.

Perform the following procedure to register a client with the shared database:

1.	From the Customize Workgroup - Communications Dialog Box, click Next >.  The Customize Workgroup - Register Dialog Box is displayed..

2.	From the list of All Users, highlight the user that is to be registered with the Shared Database.

3.	Click Register.  The Register User Dialog Box is displayed.

4.	Click OK.  An informational Dialog Box is displayed, providing the authorization key for the user just registered.  Additionally, it will ask if an Instruction Sheet should be generated for this user.

The instruction sheet provides step–by–step instructions for enrolling in the shared database.  Since the instruction sheet is a text file generated by Commence, it can be printed out, e–mailed, or faxed to the user.

The instruction sheet is generated from a template file that should be customized to include information about the site.  At a minimum, it should include the Commence Administrator’s name and telephone number so that users can contact the Administrator if they experience any difficulties.  The template file is a text file that can be edited using any text editor (such as Notepad or WordPad).

There are three template files included with Commence:

•	x:\commence\wgfiles\steps1.txt - is the e–mail template file

•	x:\commence\wgfiles\steps2.txt - is the shared LAN template file

•	x:\commence\wgfiles\steps3.txt - is the Internet template file

where x:\commence is the Commence program directory.

Each template file has special markers that Commence replaces with the appropriate data to create the instruction sheet.  Some examples of the special markers include(-Directory-) and (-Serial Number-).  Do not remove these markers or the instruction sheets will be missing vital information!

1.	Click Yes.  The Save Dialog Box is displayed.

2.	Indicate in which directory the instruction sheet is to be stored, and what the name of the user–specific sheet is to be.

3.	Click Save.  An informational dialog box will be displayed indicating that the instruction sheet has been successfully saved.

4.	Click OK.

5.	Repeat steps 2 through 8 for each user to be Registered with the Shared Database.


Installing the Client Software

After the Server and Shared Database have each been configured, Client software must be installed for each user.  The user can install the Client Software themselves, but it must be verified that the software has been properly installed.

Clients can install the software themselves.  However, the Commence Administrator may be called upon for assistance.

WARNING:	If running a Client on the same PC as the Server, DO NOT install Client Software.

Note:	The same installation procedure is followed whether installing the Client software for the first time or re–installing software for an existing Client.

1.	Insert the Commence CD into the computer’s CD ROM drive.

2.	If autorun is enabled the CD will run automatically.  Otherwise, select the Run command from the Start menu on the Windows task bar.

3.	Type d:\setup.exe then click OK.  This example assumes d:\ is the drive letter that refers to the CD ROM drive.  Click the Browse button if you are unsure of which driver letter to use.

4.	An introductory screen will appear.  You may click Continue to proceed or wait for the menu to appear.

5.	Click Install to select which software to install.  Select Commece RM Workgroup to begin the server installation.

6.	The Software License agreement will be displayed.  If you agree to abide by the terms of the license agreement click Yes to continue.  Clicking No will cancel the setup operation.

7.	You will be prompted to enter your user information.  You must enter a valid Commece RM license number in the box labeled Serial:.  This number can be found with the license agreement in the front of the Getting Started Guide.  Click Next after all the information is entered correctly.  Then click Yes to confirm your registration information.

8.	Select Next.  Follow the instructions on the screen and enter the requested information.  If additional assistance is required select the Help button provided on the installation screens.


Enrolling Clients

To become a client in a workgroup, you must register the user to the shared database at the server.  This will generate a instruction sheet with instructions on how to enroll from the client and send initialization information to the client.  After that, the client can enroll to the shared database.  During this process, the client will receive a copy of the shared database.  The client can complete this step on their own, but you as the Commence Administrator may be called upon for assistance. Remember that for a user to enroll or to transmit or receive updates, the server copy of the database must be open.  The following is how you would enroll a client.

Perform the following procedure to enroll a client to the shared database:

1.	Verify that the Commence Administrator has registered the user to be enrolled with the server.

2.	Launch Commence at the Client PC.

3.	Open a standalone database.  This is a database that is neither a Client Database nor a Server Database.   If necessary, create a new database by using the File -> Open/Manage Database command.

4.	Select Customize -> Workgroup.  The Customize Workgroup – Enroll Client Dialog Box is displayed.

5.	Select the Next > button.

6.	Enter the authorization key in the space provided.  This number is found on the Instruction Sheet generated when the Client was registered with the Server, and is available for each user from the Commence Administrator.

7.	Select the Next > button.  When each user was registered with the Commence Server, it was established how the Client Database would synchronize with the server (i.e. via a shared LAN directory, by e–mail, or the Internet.)  The specific communications parameters must now be defined in order to enable the synchronization of data between the Server and Client Databases.

8.	Select Configure.  The Workgroup Communications Dialog Box is displayed.

9.	Indicate by which method data synchronization will take place for the Client that is being enrolled.

10.	Click OK and proceed as indicated below.  Any information required may be found by referring to the information sheet provided by the Commence Administrator.

•	When synchronizing by Shared LAN, indicate the path to the Shared LAN Directory, as well as the frequency with which Commence is to check this shared LAN directory for synchronization requests.  When the information is complete, select OK.  Proceed to step 11.

•	When synchronizing by E–Mail, select the Mail Program that will be used, as well as all related information that is indicated based on the mail program selected.  When all information is complete, select OK.  See the following figure.  Indicate the Server E–Mail Address, as well as the frequency with which Commence is to check the e–mail program for synchronization requests.  When the information is complete, select OK.  Proceed to step 11.

•	When synchronizing by Internet FTP Directory, enter the full path to the FTP directory, the user name, and password.  When the information is complete, select OK.  Proceed to step 11.

11.	When all Workgroup Communications parameters have been defined, the Customize Workgroup – Enroll Client Dialog Box (refer to step 7 above) is again displayed.  Select the Next > button.

12.	Next, information about the Local Database needs to be completed.  Complete the following information for the Local Database:

•	Local Database Name - The Local Database Name appears across the top of the Commence desktop, or when File -> Open/Manage Database is selected from the Menu Bar.

•	Local Database Path - This is the directory in which the Client Copy of the shared database is stored  For example, c:\commence\clientdb.  Do not choose the path of an existing database, or a directory that contains any files used by Commence or any other program.  If the directory indicated does not exist, Commence will automatically create it.

13.	Select the Next > button.  When all information has been correctly entered, a message indicating this is displayed.

14.	Select Finish.  Commence opens the new client database and proceeds to process the initial sync from the Commence Server.  This downloads all information from the Commence Server to the Client Database.  This may take several minutes.  While Commence is busy, the Sync in Progress Message Box is displayed.

CAUTION	The procedure just described must be completed by each client in order to enroll and obtain a personal copy of the shared database.  It is not possible to simply copy the shared database for use by a Client.

Note	Some information in Commence does not synchronize.

Note	If an error occurs during the enroll process, contact the Commence Administrator.  It will be necessary to Re–Register the Client with the Commence Server.


File-Workgroup Sync

Choosing this menu command causes the client database to immediately synchronize any changes with the server database, and updates your client database with any changes from the server database. This command allows you to override the automatic synchronization that occurs periodically, in cases where you need to quickly retrieve any changes to the shared database.

This command is useful when your database contains changes that you want to share immediately with another user or if the server contains changes that you need quickly. For example, if you are using a client database stored on a notebook computer and you are leaving the office, you can use the File-Workgroup Sync command to retrieve the latest changes to the shared database before disconnecting from the network.

This command is also useful when a client database is connected to the network by a remote connection, such as remote access software connected to the network via a modem. This command can be used to quickly retrieve changes to the shared database while the connection is available, reducing the amount of time that the remote connection must be kept open.


Edit-Share All Items

Use this command to promote all the items displayed by the active view from the active category.  This command is available only if there is an active view for a shared category.  It is not available for calendar views.

Select the Edit-Share All Items command from the menu bar to promote all items in the view to the shared database.

A local item is one that is stored only on your client database, you are the only person who can add, edit, or delete it.  Shared items are used by all authorized Workgroup users.

If the active view currently displays all the items from the active category, then all the items in the category are promoted.  If the view is filtered, only the items displayed by the active view are promoted.  If an item is already shared, its status does not change.

You can tell the difference between a local and a shared item by opening the item detail and looking at the Shared check box.  If it is turned on and grayed out, the item is shared.  The Shared check box does not appear if you are in a local category.


Customize-Workgroup

Server Administration

When you select Customize-Workgroup at the Commence Server, this command allows you to:

*	set default and selective permissions for the active shared database

*	assign user permissions for shared categories in the active shared database

*	configure communication settings for using a shared LAN drive and/or E-Mail to sync with the Commence clients

*	register clients

Enroll Client

When you select Customize-Workgroup at a Commence Client, this command allows you to:

*	configure communication settings for using a shared LAN drive or E-Mail to sync with the Commence Server

*	enroll client

Related Topics for Server Administration:

Database Options

Permissions

Communications

Register

Related Topics for Enrolling Client:

Communications

Enroll


Database Options Dialog Box

This dialog box is displayed when you choose the Customize-Workgroup command, then press the Next > button once to get to this screen.

DEFAULT PERMISSIONS...

Use this command to set the default user level and category permissions for the active shared database. Pressing this button displays the Authorization Defaults dialog box.

ASSIGN USERS...

Use this command to match up the Login ID’s of Commence users in your workgroup with items in the Person category (or similar category).  The names of all users should be entered into the Commence Person category before you can perform this step.  This information will be used for selective permissions to determine which users should receive which items.  Pressing this button displays the Assign Users to Commence Items dialog box.

SELECT CONNECTIONS...

Use this command to configure which connections (between each shared category and the Person category) to use for selective permissions.  Pressing this button displays the Select Connections for Selective Permissions dialog box.

REQUIRE USERS TO LOGIN TO THE SHARED DATABASE

Turn on the Require Users to Login... check box if you wish to restrict who can access the currently open database.  If selected, Commence will prompt for a login name and password whenever you open this database.

Initially, you can set the passwords for all your users.  Start ComAdmin, then select the Users icon (or select File-Users from the menu).  Select the user’s name and press Edit to change or remove the password.  Each user can then personalize that password from Commence, after they have logged in for the first time, by selecting Customize-Preferences-Database.

BACK

Use the Back button to go back to the previous dialog box.

NEXT

Use the Next button to advance to the next dialog box.

FINISH

Select the Finish button to close the Customize Workgroup dialog box.  This will save whatever changes you may have made, or cancel if no changes were made.


Edit Authorizations Dialog Box
(Edit) Authorization Defaults Dialog Box

This dialog box is displayed when you choose the Default Permissions... button on the Database Options dialog box.  This screen lets you set the default permissions for one or more categories in the shared database.  The default permissions are applied to all new users when they enroll to the shared database.

A similar dialog box is displayed by pressing the Edit Permissions... button on the Permissions dialog box.  From this screen, you can override the default permissions for any category and choose the level of access to a category for each user individually.  The Edit Authorizations dialog box will have an additional option of (Default) in every drop-down list to accept the default permissions.

USER(S)

The names of the user(s) whose permissions are being modified will be displayed here.  This is only shown on the Edit Authorizations dialog box.

DATABASE:

The name of the active shared database will be displayed here.

DEFAULT USER LEVEL

Select the default user level for the active shared database.  The choices are Author, User, or None.

CATEGORIES AND DESKTOPS

Select one or more categories and desktops from the list.  Categories are listed as Type C and desktops are listed as Type D.  The default permissions will be shown to the right of the category name.  To change the default permissions for all categories or desktops at once, press Select All.

READ PERMISSION

To change the default read permission for the selected categories or desktops, select All, Selective, or None from the list choices.

For a category, if the read permission is set to None, the user(s) will not receive any shared items for the selected category.  In this case, it is not necessary to set the write and delete permissions.

Note: Write and Delete permissions for desktops are granted to users with author level access. The only relevant permission that needs to be set for desktops is the Read permission. When setting permissions, if the selection includes one or more desktops, only the Read permission may be set. For full control over all applicable permissions, it may be helpful to sort by the Type column to group similar objects together.

WRITE PERMISSION (CATEGORY ONLY)

To change the default write permission for the selected categories, select All, Selective, or None from the list choices.

DELETE PERMISSION(CATEGORY ONLY)

To change the default delete permission for the selected categories, select All, Selective, or None from the list choices.

SAVE

Select Save to accept any changes you have made on this screen.

CANCEL

Select Cancel to exit without saving your changes.


Assign Users to Commence Items Dialog Box

This dialog box is displayed when you choose the Assign Users... button on the Database Options dialog box.  Selective Permissions lets you decide which users will have access to the items in a shared category, simply by connecting the user to the item.  If the user is not connected, they will not be able to read, write, or delete that item.

This screen lets you select the “Person” category in your database containing the names of all Commence users in your workgroup.  This category may be called Person, as in the Main Database, or you may have your own custom category, such as Employees, where only the names of Commence users are entered.

Note:	You must enter the names of all your users (Commence clients) into your Person category before you can complete this dialog box.

USERS

The login IDs (as they were entered in ComAdmin) of all users of the shared database will be listed on the left side of the screen.  Select one user name at a time from the list.

PERSON ITEMS

The names of all your Commence users (as they were entered in the Commence Person category) will be listed on the right side of the screen.  Select the one item name from the list that matches the login ID of the user selected on the left side of the screen.

ASSIGN PERSON

Press this button to match up the selected items on the left and right sides of the screen.  The word (none) to the right of the login ID will be replaced by the item name of the Commence user you selected.

UNASSIGN PERSON

Press this button to undo your selection.  The word (none) will appear to the right of the login ID.

OK

Select OK to accept any changes you have made on this screen.

CANCEL

Select Cancel to return to the Database Options dialog box without saving your changes.


Select Connections for Selective Permissions Dialog Box

This dialog box is displayed when you choose the Select Connections... button on the Database Options dialog box.  Selective Permissions lets you decide which users will have access to the items in a shared category, simply by connecting the user to the item.  If the user is not connected, they will not be able to read, write, or delete that item.

If you have not done so already, you must first assign users to items in your Person category.  Then on this screen, you must choose which connection to the Person category should be used to determine selective permissions.  This is useful if you have more than one connection to the Person category, for example “Appointment Coordinated by Person” can be used to allow only the person who added the Appointment item to have write and delete permissions to the item.  “Appointment With Person” can be used to allow only the attendees (i.e., any user whose name appears in this connection) to have read permissions to the appointment item.

CATEGORY:

Select a shared category in the active shared database.  This category will be configured to use selective permissions.

CONNECTION FOR READ PERMISSIONS:

Select a connection to the “Person” category.  Only those users who are connected to the item via this connection will receive the item.

CONNECTION FOR WRITE PERMISSIONS:

Select a connection to the “Person” category.  Only those users who are connected to the item via this connection will be able to edit the item.

CONNECTION FOR DELETE PERMISSIONS:

Select a connection to the “Person” category.  Only those users who are connected to the item via this connection will be able to delete the item.

OK

Select OK to accept any changes you have made on this screen.

CANCEL

Select Cancel to return to the Database Options dialog box without saving your changes.


Permissions Dialog Box

This dialog box is displayed when you choose the Customize-Workgroup command, then press the Next > button twice to get to this screen.

SET PERMISSIONS FOR...

You may set permissions for clients to this shared database by selecting one or more user name(s) from the list box.

SELECT ALL/DE-SELECT ALL

Pressing the Select All button selects all the user names from the list, allowing you to set permissions globally for all users at once.  To undo your selection, press the same button, which will now be labeled Deselect All.

EDIT PERMISSIONS...

After selecting the user names, categories, or desktops, press this button to change the permission from the current values shown.  Pressing this button displays the Edit Authorizations dialog box.

BACK

Use the Back button to go back to the previous dialog box.

NEXT

Use the Next button to advance to the next dialog box.

FINISH

Select the Finish button to close the Customize Workgroup dialog box.  This will save whatever changes you may have made, or cancel if no changes were made.


Communications Dialog Box

This dialog box is displayed when you choose the Customize-Workgroup command, then press the Next > button three times to get to this screen.

CONFIGURE...

This button in the Server Communications group box is used to configure the communication parameters for the Server.  If any clients will be syncing via E-Mail, the parameters entered would include the Server’s E-Mail Login Name and password.  If any clients will be syncing via a shared LAN directory, the only parameter you need to specify is which directory the server will use for storing updates for the active shared database.  Pressing this button displays the Workgroup Communications dialog box.

CONFIGURE...

This button in the Client Communications group box is used to select the preferred method of syncing for each of your clients.  Select one client at a time from the list and press the Configure button to display the Workgroup Communications dialog box.

BACK

Use the Back button to go back to the previous dialog box.

NEXT

Use the Next button to advance to the next dialog box.

FINISH

Select the Finish button to close the Customize Workgroup dialog box.  This will save whatever changes you may have made, or cancel if no changes were made.


Workgroup Communications Dialog Box

This dialog box is displayed when you choose the Configure button (in the Server Communications group box) on the Communications dialog box.

SYNCHRONIZE WITH CLIENTS VIA...

Select a method of syncing from the list.  The default method of syncing with clients is via a shared LAN directory.

EDIT

After selecting a method of syncing, press the Edit button to enter the communication parameters. The Server Communication dialog box will be displayed.  Both methods of syncing may be configured to accomodate each individual user’s needs.

CLEAR

If all your clients will be using the same method of syncing, and you want to ensure that no users attempt to sync via any other method, then select the method of syncing you no longer want to use, and press the Clear button to clear the parameters for that option.

OK

Select OK to accept any changes you have made on this screen.

CANCEL

Select Cancel to return to the Communications dialog box without saving your changes.


Server Communications Dialog Box

This dialog box is displayed when you choose the Edit button from the Workgroup Communications dialog box on the Server.  Fill in the necessary information for the selected method of syncing.  All methods of syncing may be configured to accommodate each individual user’s needs.

OK

Select OK to accept any changes you have made on this screen.

CANCEL

Select Cancel to return to the Workgroup Communications dialog box without saving your changes.


Client Communications Dialog Box
Client/Workgroup Communications Dialog Box

This dialog box is displayed in several places: (1) when you choose the Configure button (in the Client Communications group box) from the Communications dialog box from the Server database; (2) when you select Customize-Workgroup from an enrolled Client database; (3) when you select the Configure button from the Enroll Client dialog box during an enroll. You can only select one method of communciation with the Server - the one which was chosen for you by the Commence Administrator.

COMMUNICATE WITH SERVER USING...

Select either E-Mail, Shared LAN Directory, or Internet FTP directory.  Select the method indicated on your instruction sheet.

OK

Select OK to accept any changes you have made on this screen.  In a client database, pressing this button will display the Workgroup Communications dialog box.  From here, you can set the necessary parameters.  In the Check every: __seconds box, be sure to enter your preference of how frequently you want to exchange updates with the server.

CANCEL

Select Cancel to return to close this dialog box without saving your changes.


Register Dialog Box

This dialog box is displayed when you choose the Customize-Workgroup command, then press the Next > button four times to get to this screen.

ALL USERS

In the list of all users, select a user who is not yet registered to the shared database.  Pressing the Register button adds the selected user’s name to the list of registered users below.

REGISTERED USERS

Select the name of a registered user from this list, then press either the Details button or the Remove button.  See the description of each button below for more information.

REGISTER

Use this command to add the selected user’s name to the list of registered users.  Each user only needs to register once; if the user you select is already registered, the Register button will be grayed out.

DETAILS

Use this command to see the user’s authorization key, or to create an instruction sheet for that user. Pressing this button displays the Registered User dialog box.

REMOVE

Use this command to remove (i.e. un-register) a user from the workgroup.  A confirmation message will be displayed before the user is permanently removed.  This frees up that user’s license to be used by another user.  This also notifies the server to perform the necessary cleanup.

BACK

Use the Back button to go back to the previous dialog box.

NEXT

Use the Next button to advance to the next dialog box.

FINISH

Select the Finish button to close the Customize Workgroup dialog box.  This will save whatever changes you may have made, or cancel if no changes were made.


Registered User Dialog Box

This dialog box is displayed when you choose the Details button from the Register dialog box.

Use this command to get more information about the registered user you’ve selected.  The user’s Full Name, Login ID, and Authorization Key are displayed.  Other options on this screen include:

CREATE INSTRUCTIONS

Use this command to generate an instruction sheet for the registered user you’ve selected.  The instruction sheet will include the user’s information displayed above, and any additional information the user will need to know to enroll to the shared database.  For more information about how to customize the instruction sheet, see Registering Clients.

RE-REGISTER

Use this command to resend initialization information to the selected user.  This must be done if an error occurs during the enroll process.

RESYNC

Use this command to resend database information to the user.

OK

Press the OK button to close this dialog box and return to the Register dialog box.


Finish Dialog Box

This dialog box is the last screen displayed when you select the Customize-Workgroup command, then press the Next > button until you get to the last screen.

BACK

Use the Back button to go back to the previous dialog box.

NEXT

The Next button will be grayed out on this screen.

FINISH

Select the Finish button to close the Customize Workgroup dialog box.  This will save whatever changes you may have made, or cancel if no changes were made.


Database Preferences Dialog Box

This dialog box is displayed when you choose the Customize-Preferences-Database command.

DATABASE PASSWORD

Turn on the Password Protect Database check box if you wish to restrict who can access the currently open database.  If selected, Commence will prompt for a password whenever you open this database.

To set (or change) your password, select the Set Password button.  The Change Database Password dialog box will be displayed.  For more information see Database Protection.

SET SHARED CHECKBOX BY DEFAULT

This option allows you to select whether data added to a shared database is automatically marked as shared. If you usually add shared data, then you should select this checkbox.  If you usually add private data, then clear the checkbox.

This option applies to the shared toolbar button on detail forms, and to the Shared checkbox in the Add and Edit dialogs for the definitions that can be shared in a database. This option is used only to set the initial state of the Shared button, and you can always override this setting by setting or clearing the Shared button and then saving the data.

Note:	If you are not authorized to update items in a category, the Shared check box will be grayed out.

SYNCHRONIZE DATA FILES

This option allows you to select whether data files referenced by shared items are automatically copied along with the shared items. If this option is cleared, data files will not be copied from this database to the server database. If this option is selected, which is the default, data files will be copied from this database to the server database and will be received from other client databases.

This option can be cleared if data files referenced by shared items are already located in a shared directory on the network. The file name and path referenced in the shared item are changed to reflect the path selected for the External Data Files directory. You will need to change this directory to reflect the path of the shared directory by selecting Customize-Preferences-Other.

This option should be selected if you do not store data files in a shared network directory. Selecting this option will cause Commence to copy the data files associated with shared items so that they are available on every client database. Commence will also automatically update the data file path to reflect the file’s location on the client workstation, and will attempt to preserve the filename if possible.

Note:	This option must be selected at the server database to enable clients to synchronize data files. Disabling this option at the server will disable it for the shared database, even if the option is selected at the client databases.


Enroll Client Dialog Box

This dialog box is displayed when you select the Customize-Workgroup command at a user’s workstation from a database that has not yet enrolled to the shared database.

CANCEL

Select Cancel to return to the work area without enrolling in a shared database.

BACK

The Back button will be grayed out on this screen.  Use the Cancel button to go back to the work area.

NEXT

Select the Next button to continue with the enroll process.

FINISH

The Finish button will be grayed out until all the enroll dialog boxes are filled in properly.


Enroll Client Dialog Box

This dialog box is displayed when you select the Customize-Workgroup command at a user’s workstation that has not yet enrolled to the shared database, then press the Next > button once you get to this screen.

AUTHORIZATION KEY

Enter the key that was given to you by the Commence Administrator.  This can be found on the instruction sheet that was created when this client was registered at the server.

CANCEL

Select Cancel to return to the work area without enrolling in a shared database.

BACK

Use the Back button to go back to the previous Enroll Client dialog box.  Selecting the Configure button on the previous screen allows you to select the path to the shared LAN directory used for spooling updates, or configure your e-mail parameters.

NEXT

Select the Next button to continue with the enroll process.

FINISH

The Finish button will be grayed out until all the enroll dialog boxes are filled in properly.


Enroll Client Dialog Box

This dialog box is displayed when you select the Customize-Workgroup command from a database at a user’s workstation that has not yet enrolled to the shared database, then press the Next > button until you get to this screen.

CONFIGURE

Press Configure to display the Client Communications dialog box.

CANCEL

Select Cancel to return to the work area without enrolling in a shared database.

BACK

Use the Back button to go back to the previous Enroll Client dialog box.

NEXT

Select the Next button to continue with the enroll process.

FINISH

The Finish button will be grayed out until all the enroll dialog boxes are filled in properly.


Enroll Client Dialog Box

This dialog box is displayed when you select the Customize-Workgroup command, then press the Next > button until you get to this screen.

LOCAL DATABASE NAME

This is the name of the database which will appear at the top of the Commence screen (on the tiltle bar).  This name does not have to be the same as the name of the shared database on the server.  It must be a unique name for your workstation; you cannot have any other databases with the same name when you go to File-Open/Manage Database.

LOCAL DATABASE PATH

This is the directory where the client copy of the shared database will be stored, e.g. c:\commence\clientdb. You may use the Select button to display the Select Directory dialog box to search the directory for a suitable Path.  Do not choose the path of an existing database or to a directory that contains files for Commence or for any other program.  If the directory you choose does not exist, Commence will create it for you.

CANCEL

Select Cancel to return to the work area without enrolling in a shared database.

BACK

Use the Back button to go back to the previous Enroll Client dialog box.  Selecting the Configure button on the previous screen allows you to select the path to the shared LAN directory used for spooling updates, or configure your e-mail parameters.

NEXT

Select the Next button to complete the enroll process.

FINISH

The Finish button will be grayed out until all the enroll dialog boxes are filled in properly.


Finish Dialog Box

This dialog box is the last screen displayed when you select the Customize-Workgroup command, then press the Next > button until you get to the last screen.

CANCEL

Select Cancel to return to the work area without enrolling in a shared database.

BACK

Use the Back button to go back to the previous dialog box.

NEXT

The Next button will be grayed out on this screen.

FINISH

Select the Finish button to enroll in the database.  Commence creates a client copy of the shared database.  This copy contains all of the shared items and definitions you are authorized to have.  If there are a large number of shared items and definitions, creating it may take a while.  An Enroll Database message dialog box is displayed while the database creation is in progress.  The client copy is placed in the path you defined in the Local Database Path text box.  When enrolling has completed, Commence asks if you want to open the shared database.


Log In to Server Dialog Box

This dialog box is displayed when you select the Open button on the Open/Manage Database dialog box if your Administrator has required a Login Password for the shared database you are opening.

LOGIN ID

Type in the Login ID you were assigned by the Commence Administrator.

LOGIN PASSWORD

Type in your Login Password.  The characters you type for your password are echoed to the screen as a series of asterisks to maintain the privacy of your password.

Note:  Only the Commence Administrator can change your Login Password.

SAVE LOGIN ID ON DISK

The Save Login ID on disk check box tells Commence to remember your Login ID and automatically supply it whenever you open a shared database.  If you turn on this check box, the next time you open this shared database, Commence will display your Login ID in the edit box and you will have to type in only your Login Password.

OK

Select OK to open the shared database.


Workgroup Information

This dialog box is displayed when you select Help-System Information, then select Workgroup Information from the drop-down list.  The Workgroup Information dialog box displays the following details:

--	database workgroup ID number can be used to track the order in which each user enrolled.  This number must be unique for each user.

--	Database is enrolled means the database is part of a Commence Workgroup.
Database is not enrolled means the database is local.

--	The path to the admineng.dll file is needed for troubleshooting error messages which refer to this file.

--	Database is a Server. Database is not a Client.  (Displayed on Server workstations)
Database is a Client. Database is not a Server.  (Displayed on client workstations)

--	Shared Database ID number must match on all client workstations if they are accessing the same shared database.  If the clients are not required to use the same database name when enrolling, or if the client has renamed their database inadvertenly, this helps you confirm that the user is open to the correct database.

--	Admin path: location of the workgroup administration files.  This must point to the same physical drive on all client workstations if they are accessing the same shared database. See Getting Started.

--	Login ID identifies the user name entered at the Login to Server dialog box.

--	User Level identifies whether the user is an Author or a User of the shared database.

--	Connections: active means the shared LAN directory (used for spooling) was found
Connections: not active means the shared LAN directory is not accessible, does not exist, or may have been set incorrectly.


Import Dialog Box
Import/Export Dialog Box

Use the Import/Export dialog box to manage your import/export templates.  An import/export template stores the name of the Commence category to use, how to read the external file, how the fields in the external file correspond with the fields in your category, and how Commence should update your category.

Commence is delivered with an import/export template for each category.  Use the Edit button as described below to examine the template definitions.

Unless your external file is self-describing (that is, one with a sample file), you will need to know how the external file is formatted, including the order of the fields.

Note:  There are some special measures that you must take when you import connections from an external file.  See Importing Connections.

ADD BUTTON

When you select the Add button, Commence displays the Template Definition dialog box.

EDIT BUTTON

Select the Edit command to view or edit the import/export template highlighted in the Import/Export Templates list box.  Commence displays the Template Definition dialog box filled in with the details of the template.

You cannot change the category name or the file format for a template.

COPY BUTTON

Select the Copy command to make a copy of the highlighted template in the Import/Export Templates list box. The category selection, field mapping, import rules, and export rules (if applicable) will all be identical to the original template. You must, however, enter a unique Template Name to identify the newly copied template.

DELETE BUTTON

To delete an import/export template that you do not expect to use in the future, highlight the template name in the Import/Export Templates list box and select the Delete command.  Commence displays a confirmation message before deleting the template.

Select Yes to delete the template, No to cancel the deletion.

CLOSE BUTTON

Select CLOSE to return to the work area.


Importing Connections

If you attempt to import data from a file, and the template you are using maps information from the file into connection definitions in your category, the connected data must be present in your database, or the connections will not be made.  If this occurs, a message box telling you that connections have not been imported is displayed at the completion of the import operation.

For example, let's say you received an exported file that contains Project data for various customers.  Let's also assume that the exported Project category and your Project category are exactly the same and that this file contains valid connection data for each item in the file.  Each item in the exported file, then, contains the names of the connected items in the Person/Company category at the time the category was exported.

In order to import this connection data, the exact same connected items in the Person/Company category must exist in your database, or the connections specified in the export file will be ignored. In other words, the Projects will be imported into the Project category, however the connection to the Person/Company will be left blank.

To import connection data contained in an exported file, we recommend the following procedure.  We'll use the example of importing a Project category with connection definitions to the Person/Company category to illustrate the procedure.

1.	Create two import templates:

A.	one for the Person/Company category that imports the items required for the Client Person/Company connection. This data should contain information about the client who contracted the project. Only fields should be mapped (and no connections).

B.	one for the Project category that imports all the project-related fields you want including the connection to the Person/Company category

2.	Import the Person/Company category using template A above.

3.	Import the Project category using template B above. During this second import, the newly added Projects will automatically be connected to the existing Person/company items that were imported previously.

Note:  If one or more of the connection definitions in the category you want to import point back to the category itself, you have to import the category twice;  once to import the items (without connections) and the second time to import the connections.


Template Definition Dialog Box

This dialog box is displayed when you are adding, editing, or copying an import/export template from the Import/Export dialog box.

Type or edit the template name in the Template Name text box.  The name can be up to 30 characters and must be unique.

Choose your target category by selecting a category name from the Category Name drop down list box.

You have to tell Commence three more things before you are done defining a new import/export template:

1.	How to read the external file.  You do this by selecting a file format from the File Format radio group.

2.	Which fields you want to update in your target category and how those fields relate to the external file.  You do this by selecting the Map button, which displays the Template Mapping dialog box.

3.	How to process incoming data with new and duplicate item names.  You do this by selecting the Import Rules button, which displays the Import Rules dialog box.

4.	How to process outgoing data to an external OLE DB/ODBC database that may contain duplicate item names.  You do this by selecting the Export Rules button, which displays the Export Rules dialog box.

Select the Save button to save your template definition.  Select Cancel to discard the template you are working on.


File Format

In order to read your external data file, Commence needs to know how this file is formatted.  Commence can read three different formats: ASCII, dBASE, and DIF.  Commence can also read/write data directly from/to an OLE DB/ODBC database.

ASCII formats are very simple:  each item appears on a separate line and fields are separated by a pre-defined delimiter, such as a comma or tab, or by having fixed column positions.  Commence supports all three of these ASCII formats:  comma, tab, and column delimited.

dBASE and DIF are more sophisticated file formats that include, besides the data, descriptive information about the file's field names, sizes and data types.  Because dBASE and DIF formats are self-describing, if you provide a sample of the file you want to import, Commence can read the format and use that information to help you define your import/export template.

In all, Commence supports seven choices of file formats:  three ASCII formats, dBASE and DIF without sample files, and dBASE and DIF with sample files.  These choices are displayed in the File Format radio group on the Template Definition dialog box and are described below.  The default format is ASCII, comma delimited.

ASCII, comma delimited

Each field is separated by a comma and surrounded by quotation marks.  Each item starts on a new line.  For example:

"Jones, Jim", "Red Bank, NJ","(908)530-5221"

"Sands, Sally", "New York NY","(212)226-3345"

ASCII, tab delimited

Each field is separated by a tab and surrounded by quotation marks.  Each item starts on a new line.  For example:

"Jones, Jim"    "Red Bank, NJ"  "(908)530-5221"

"Sands, Sally"  "New York NY"  "(212)226-3345"

ASCII, column delimited

The fields start and end at specified positions.  Each item starts on a new line.

Jones, Jim    Red Bank, NJ  (908)530-5221

Sands, Sally  New York, NY  (212)226-3345

dBASE, sample file

dBASE IV files ending with a .DBF extension, and memos stored in a .DBT file, are  common file formats accepted and created by many different database programs. If you have a sample dBASE file appropriate to this category, Commence can help create your template definition by reading the field names and the size of the field.  Commence can also do type checking on the field mapping you define.

Note:  To import a dBASE-format file that contains memo fields, your target category must have fields that are capable of containing the data in the dBASE file, namely text fields with a size of Large (which holds up to 30,000 characters).

dBASE, no sample file

dBASE IV files ending with a .DBF extension, and memos stored in a .DBT file, are common file formats accepted and created by many different database programs.

DIF, sample file

Data Interchange Format (DIF) is a file format used primarily by spreadsheet applications.  If you have a sample DIF file appropriate to this category, Commence can help create your template definition by telling you how many fields are imported or exported.

DIF, no sample file

Data Interchange Format (DIF) is a file format used primarily by spreadsheet applications.

OLE DB/ODBC data source

Many applications support ODBC including Microsoft Access, Oracle, and SQL.


Template Mapping Dialog Box

See Also

After selecting a file format for a template on the Template Definition dialog box, you must tell Commence which fields in your target category correspond (or "map") to the fields in the external file.

To define your field mapping, select the Map button on the Template Definition dialog box.  Commence displays the Template Mapping dialog box, the contents of which depend on whether or not you are using a sample file, which is an option for dBASE and DIF file formats.

If you are not using a sample file, you must select field names from your target category in the same order that the fields appear in the external file.

If you are using a sample file, Commence will give you a list of the external field names so you can match each external name with the corresponding field in your target category;  Commence then puts the fields in the correct order for you.

The following help topics discuss template mapping without and with sample files.

Template Mapping Without Sample Files

Discusses using the three ASCII file formats;  the dBASE, no sample file format;  and, the DIF, no sample file format.

Template Mapping With Sample Files

Pertains to the dBASE, sample file format; the DIF, sample file format; and, the OLE DB/ODBC data source format..

The process of mapping fields is identical for import and export with three exceptions.

1.	A special <Skip Field> entry appears in the Fields Not in Template list box.  This is used as a placeholder when mapping templates without a sample file. It instructs Commence to disregard the field data in that position of the import file. When you are importing data or exporting using a sample external file, the <Skip Field> does the same function as the Unassign Field button; it clears the selected field mapping causing Commence to skip over that field during the import/export.

2.	There is no need to set Import Rules when a template will only be used for exporting data from a category. Export Rules apply only to OLE DB/ODBC exports.

3.	Exporting a sequence number or calculation field may be useful, but these values cannot be imported since those field values are automatically generated and/or computed by Commence.


File Formats


Template Mapping Without Sample Files

If you selected one of the file formats from the Template Definition dialog box that does not use a sample file, Commence displays the Template Mapping dialog box described below.

See Template Mapping With Sample Files for a description of this dialog box as it appears when you are using one of the file formats that uses a sample file.

Unless you are using the column-delimited ASCII format, the Field Position button will be unavailable.

Use the Template Mapping dialog box to make the field names in the Fields In Template list box mirror the field contents in your external file.

When you first see this dialog box, all the fields in your target category are displayed in the Fields Not In Template list box.  To select a field for your template, highlight a field and select either the Append Field or Insert Field button.  The Append Field button moves the highlighted field to the bottom of the Fields in Template list.  The Insert Field button moves the highlighted field to the highlighted location in the Fields in Template list.

A special <skip> entry also appears in the Fields Not in Template list box.  Insert or Append this entry into the Fields in Template list box to tell Commence to skip over a field in the external file.  Unlike field names, you can select the <skip> entry as many times as you need to.

To remove a field from the Fields in Template list box, highlight the field and select the Remove Field button.  The field name will jump to the bottom of the Fields Not In Template list box.

Shortcut:  Double-click the mouse on a field name in the Fields Not In Template list box to append it to the Field In Template list box without selecting the Append Field button.  Double-click a field name in the Fields In Template list box to remove it to the Field Not In Template list box without selecting the Remove Field button.

When you have finished mapping all of your fields, select OK to return to the Template Definitiondialog box.

If you are using column delimited ASCII format, see the Field Position dialog box for an explanation of the Field Position button.

Caution:  The order of the fields in the Fields In Template list box must match the order of the fields in the external file.  Otherwise you will get the wrong information loaded into your category's fields.  For example, you may get telephone numbers loaded into the name field in your Person category.


Field Position Dialog Box

If you are using column delimited ASCII file format for an import/export template, you must assign field positions for the information to be imported or exported.

The dialog box described below is displayed when you select the Field Position button from the Template Mapping dialog box.

Type the column position for the start of the field into the Start Position edit box.  Type the column position for the end of the field into the End Position edit box.  For example, if your first field begins in column 1 and ends in column 35, enter "1" in Start Position and "35" in End Position.  Select OK to return to the Template Mapping dialog box.

Caution:  For column delimited ASCII format, you need to define the field position for each field listed in the Fields in Templates list box.

When you have defined the positions of all your fields, select OK to return to the Template Mapping dialog box.


Template Mapping With Sample Files

If you choose either the dBASE, sample file or the DIF, sample file format on the Template Definition dialog box, Commence displays the Select Import/Export Sample File dialog box when you select the Map button.

If you choose the OLE DB/ODBC data source format, Commence displays the Select Data Source dialog box when you select the Map button.  This is followed by the Select Table dialog box which allows you to pick a specific table within the data source.

After selecting a file or specifying the data source and table for an ODBC database, the Template Mapping dialog box described below is displayed.

Commence retrieves the field names of the data from the external file or database.  Therefore Commence is able to display the external field names in the Fields in Template list box as an aid to mapping the corresponding field names in your Commence category.

To map an external field to the corresponding field in Commence, first highlight the external field name, which appears on the left half of the screen in the Fields in Template list box.  Then highlight the corresponding Commence field from the Fields Not In Template list box and select the Assign Field button.  The Commence field name moves to the Files in Template list box alongside the matching external field.

Shortcut:  Double-click the mouse on a field in the Fields Not In Template list box to assign it to the highlighted field in the Fields In Template list box.

A special <Skip Field> entry also appears in the Fields Not in Template list box.  This performs the same function as the Unassign button. If you make a mistake in assigning Commence field names, highlight the field in the Fields In Template list box you want to unassign and select the Unassign button or the <Skip Field> entry from the Fields Not In Template list box.  The Commence field will move to the bottom of the list in the Fields Not In Template list box.

When you have finished mapping all your fields, select OK to return to the Template Definition dialog box.


Select Data Source Dialog Box

When you select the Map button from the Template Definition dialog box, Commence displays this dialog box.

Press the Select External Data Source button. A list of installed OLE DB providers is displayed. Choose the data source that most closely matches your external database.  For example, if you will be exchanging data with Microsoft Access, choose the “Microsoft JET OLE DB Provider” for a straightforward setup.

Data sources can be configured for a variety of file and database formats including: dBASE files, Excel files, FoxPro files, MS Access databases, Visual FoxPro databases and tables, SQL databases, and Oracle databases.

Note: If no applicable data source is listed, you may add one from Windows Control Panel.  Double-click on the ODBC (32bit) icon and click Add.  This launches the ODBC Data Source Administrator. Press the Help button for detailed assistance.

Click Next >> to display the Connection window.  Enter any necessary connection information, such as the path to the external data source, or the data source name and catalog.  If a login and password is needed to access the data, enter that information here. Click OK to return to the Select Data Source dialog box.

Select an appropriate Query Mode:

The default option, “Basic (using table selection)”, allows you to access a table directly by name and use the query already defined in the external table. Click Next > to display the Select Table dialog box. Commence will connect via ODBC and retrieve a list of all available tables from the external data source. Select a table from the list then click Finish.

Instead of accessing a table directly by its name using the “Basic” option above, you may select “Advanced (using SQL)” to specify a custom SQL statement that is used when importing data from an external data source.  Click Next > to display the SQL Query dialog box. Enter the SQL query needed to retrieve the desired table name(s) and the required fields. Click Finish.

The Template Mapping dialog box is displayed.


Select Table Dialog Box

When you select “Basic (using table selection)” then click the Next > button from the Select Data Source dialog box, Commence displays the Select Table dialog box.

This option allows you to access a table directly in the data source by specifying the table name.  Commence will retrieve the columns and records already defined in the external table. Select a table from the list, then click Finish.


SQL Query Dialog Box

When you select “Advanced (using SQL)” then click the Next > button from the Select Data Source dialog box, Commence displays the SQL Query dialog box.

Advanced users may use this screen to create a SQL query to give them more flexibility in accessing external data. Using a SQL query allows the user to join multiple tables so that they appear as a single table when importing into Commence. Another reason to use a SQL query is to be able to specify the columns to be accessed from the data source or to set a query for a subset of the rows from the external data source. Specifying the columns or a subset query to limit the data that is accessed will improve performance during the import process, since less data will be accessed from the external data source.

In order to properly use the Advanced dialog, users will need to be knowledgeable of the syntax for creating proper SQL queries. In addition, they will need to know the details of the external database schema they are importing from, so that the proper table names and columns can be used in the SQL query.

SQL QUERY:

The SQL query should be entered into the edit control on the dialog.

QUERY STATUS:

While the query is being entered, the "Query Status" control will display the current status, such as "editing query".

EXECUTE QUERY

After the SQL query has been completely entered, the "Execute Query" button should be pressed to test the Query. Commence will open a connection to the database and run the SQL query to verify that it is correct. If the SQL query runs correctly, the status will be updated to "query has been evaluated and is valid". Otherwise an error message is displayed that contains error information from the data source indicating why the SQL query couldn't be run.

FINISH

After the SQL query has been entered, press Finish to save the query into the import/export template.


Import Rules Dialog Box

When you select the Import Rules button from the Template Definition dialog box, Commence displays the Import Rules dialog box.

The New Items radio group tells Commence how to insert items with new names into your category.  Select the Add radio button to automatically add each item with a new name into the category.  Select the Ask before adding radio button to have Commence prompt you for confirmation before adding each new item.

The Existing Items radio group tells Commence how to handle incoming items that have the same name as one or more existing items in your category.  How you want to handle these items will depend in part on whether your category allows duplicates.  The radio button choices are described below.

Delete all existing items before input

Deletes all items in the target category before adding the new data from the import file.

Replace duplicates, all fields

Deletes each item in the target category whose name matches that of an incoming data item and replaces it with the data item from the import file.

Replace duplicates, imported fields only

For duplicate items, replaces only the field values being imported.  Other field values in the item remain unchanged.

Ask on duplicates, then replace all fields

For each item in the target category whose name matches that of an incoming data item, display a message box showing the item name and you if it should replace the existing data item.  If you select OK, the existing data item is deleted and the incoming data item is added.

Ask on duplicates, then replace imported fields only

For each item in the target category whose name matches that of an incoming data item, display a message box showing the item name and you if it should replace the data fields for this item.  If you select OK, the existing data fields in the item is deleted and the incoming data item is added.

Add duplicates as new item

If the category allows duplicates, items with the same names as existing items will simply be added to the category.

If an incoming item has a blank name field, Commence automatically assigns the value (none) as the item name.  To use this feature, make sure that your category allows duplicates.  Turn on the Add duplicates as new items radio button, so that all of the items so named are imported into the category.

Skip duplicates

Ignore an incoming item that has the same name as an existing item.

When you have chosen the rules you want, select OK to return to the Template Mapping dialog box.


Export Rules Dialog Box

When you select the Export Rules button from the Template Definition dialog box, Commence displays the Export Rules dialog box.

The New Items radio group tells Commence how to handle items with new names that are not found in the external data source.  Select the Add radio button to automatically add each item with a new name into the data source.  Select the Ask before adding radio button to have Commence prompt you for confirmation before adding each new item.

The Existing Items radio group tells Commence how to handle exported items that have the same name as one or more existing items in your external data source.  How you want to handle these items will depend in part on whether the table allows duplicates.  The radio button choices are described below.

Delete all existing items before export

Deletes all items in the target data source before adding the new data from Commence.

Replace duplicates, all fields

Deletes each item in the target data source whose name matches that of an exported data item and replaces it with the data item from Commence.

Replace duplicates, exported fields only

For duplicate items, replaces only the columns in data source that have been mapped to field values being exported.  Other columns in the item remain unchanged.

Ask on duplicates, then replace all fields

For each item in the target data source whose name matches that of an exported data item, display a message box showing the item name and you if it should replace the existing data item.  If you select OK, the existing data item is deleted and the data from Commence item is added.

Ask on duplicates, then replace exported fields only

For each item in the target data source whose name matches that of an exported data item, display a message box showing the item name and you if it should replace the data fields for this item.  If you select OK, the mapped fields in the item are cleared and the field data from Commence is added.

Add duplicates as new items

If the table allows duplicates, items with the same names as existing items will simply be added to the category.

Skip duplicates

Ignore an exported item that has the same name as an existing item in the data source.

When you have chosen the rule you want, select OK to return to the Template Mapping dialog box.


Export Dialog Box

This dialog box is displayed by the File-Export-By Category and File-Export-By View commands.

Use the Export dialog box to tell Commence which template to use when you want to export data.  An import/export template stores the name of the Commence category to be exported, what data format to use when writing the external file, and which fields in your category you want to export.

The same templates and dialog boxes are used for importing and exporting;  the only major difference between import and export is the direction of the transfer.

Note that there are special considerations concerning importing connection definition data from an export file.  See Importing Connections.

EXPORT BUTTON

Before selecting the Export button on the Export dialog box, highlight the name of the import/export template you want to use.  When you select the Export button, Commence displays the Select Export File dialog box.

Commence displays a message box as the export progresses.  You can select Cancel to stop the export operation, in which case nothing is written to disk.

CANCEL BUTTON

Select CANCEL to discontinue the export process and return to the work area.


Import File Dialog Box

This dialog box displays the progress of an import operation initiated from the Import dialog box.

The File Name of the file from which you are importing data is shown, along with the Size of File in Bytes.  The horizontal percentage scale shows you the approximate progress of the import operation.  The Import Messages box displays any informational or error messages for the import.

While the import is in progress, you can select Cancel to stop the import operation, but this will leave the import partially completed and your category contents in an indeterminate state.  When the import is complete, select OK to return to the Import dialog box.


Export File Dialog Box

This dialog box displays the progress of an export operation initiated from the Export dialog box.

The File Name of the file to which you are exporting data is shown, along with the Number of Items from the category being exported.  The horizontal percentage scale shows you the approximate progress of the export operation.  The Export Messages box displays any informational or error messages for the export.

While the export is in progress, you can select Cancel to stop the export operation;  if you do this, nothing is written to disk.  When the export is complete, select OK to return to the Export dialog box.


Commence Help Index
Commence Help Contents

Commence categorizes online help by subjects or keywords.  For a complete list of all available help topics, click on the Contents tab.  To search the index for a specific keyword, click on the Index tab, then enter the search string.


Database Maximums
Database Capacities

The following lists the maximum allowed of the listed item.

All of the following are per database

Categories	500

Connections	600

Views	700

Color Codes	600

Import/Export templates 	400

Agents	600

Letter Templates	400

Desktops	100

Tool Bar Pick agents	100

The following are per Desktop

View Bar views	50

Views menu views	40

Menu Pick agents	16

Open views	20

All of the following are per category

Items	500,000

Detail Forms	50

Fields (incl. Name)	100

Other:

Selections in a combo box	4000

Databases	1000

Tabs per detail form	25


Data Manipulation Functions

See Also

Commence supports functions that permit data manipulation.  These functions can be used for numeric calculations and date/time manipulations. These functions can be used in calculation fields and in agents.  The following table lists the available data manipulation functions (also knows as @ functions).

Function	Returns value:

@ABS(x)	absolute value of x

@INT(x)	integer value of x (truncates the decimal places)

@AVG(x,y, . . . ,z)	average of values

@MAX(x,y, . . .,z)	maximum of the values

@MIN(x,y, . . .,z)	minimum of the values

@DATE(date)	numeric value of date.  Date can be any date or natural language date such as Today.

@DAY(date)	day component of the date (1 . . . 31)

@MONTH(date)	month component of the date(1 . . . 12)

@YEAR(date)	year component of the date(1600 . . . 2999)

@DOW(date)	day of the week for the date (0=Sunday, 1=Monday, etc.)

@QTR(date)	quarter of the year in which the date falls (1 . . . 4)

@TIME(time)	numeric value of time.  Time can be any date or natural language time such as "Now"

@HOUR(time)	hour component of the time (0 . . . 24)

@MINUTE(time)	minute component of the time (0 . . . 59)

@AGE(date)	age in years.  The age calculation is based on today's date.  If the date is in the future, @AGE returns 0.

@POW(x,y)	xy (x raised to the y-th power).

@FV(Payment,Rate,Term)	future value of an ordinary annuity of equal Payments, earning a fixed interest Rate per term, compounded over several Terms.  It is assumed that the first Payment is at the end of the first period.  The formula used is:

Payment ((1 + Rate)Term - 1)

Rate

@PV(Payment,Rate,Term)	present value of an ordinary annuity of equal Payments, earning a fixed interest Rate per term, over several Terms.  It is assumed that the first Payment is at the end of the first term.  The formula used is:

Payment (1 - (1 + Rate)Term)

Rate

@PMT(Principal,Rate,Term)	the periodic payment for a Principal based upon a fixed interest Rate per compounding period over a given Term. The formula used is:

(Present Value)(Rate)

(1 - (1 + Rate)Term)

@RATE(FutureValue,PresentValue,Term)

the fixed interest rate per compounding period needed for PresentValue to grow to FutureValue over Term.  The formula used is:

(FutureValue/PresentValue)1/Term - 1

@TERM(Payment,Rate,FutureValue)

the number of compounding periods necessary for a series of equal Payments, earning a fixed interest Rate, to grow to FutureValue.

@LN(x) 	the natural logarithm of x.

@LOG(x) 	the base 10 logarithm of x.

In the above list, x, y, and z must be valid numeric arguments, and date and time must be valid date and time strings, such as "January 1," "Today," "Now," and "Noon."  The values for Payment, Principle, PresentValue, FutureValue are all number or currency values.  Rate is a percentage, without the %, i.e. 9.00 for 9.00%.  The value for term is a number value, for example, 12 for 12 months or 1 for 1 year.  If you use these functions with mismatched arguments, for example @DAY([Start Time]), the results will be unpredictable.

It is suggested that arguments be enclosed in double quotation marks ( " " ) since the field substitution may introduce commas or quotation marks which will alter the result of the function.  For example, if using the function  @MAX([Number], 500) and Number is "1,200", the result would be "500" since Commence would interpret it as @MAX(1,200,500), which is three numbers.  If the function is changed to be @MAX("[Number]",500), the correct result "1,200" would be returned.

Note:  When defining an Add Item or Edit Item agent action, Commence will automatically add the double quote delimiters.


Examples of Data Manipulation Functions


Examples of Data Manipulation Functions

The following examples demonstrate how @functions can be used in calculation fields. Similarly, @functions can be used in agents.

Equation in Calculation field:	Input these values:	Result:

[Due Date] - @DATE(Today)	Due Date = 1/16/96	15 (days)

Today = 1/1/96

@DOW([Date])	Jan 3, 2000	1

@INT([Num])	Num = 2.678	2

@MAX(“[Num]”,”[Num2]”,1000)	Num = 234	5678

Num2 = 5678

@YEAR([Date])-1900	Nov 1, 1995	95

@QTR([Date])	Apr 15, 1995	2

@HOUR([Time])	8:30am	8

@AGE([Date])	1/1/90	6 if the current date is 1/1/96

@PMT(“[Principal]”,[Rate], 	Principal = $12,000	$548.22

[Term])	Rate = 9/12

Term = 24

@TERM((“[Payment]”,[Rate], 	Payment = $200	23.05 (months)

[FutureValue])	Rate = 8.75/12

FutureValue = $5000

Note:  @functions cannot be nested.  For example, @ABS(@MAX(x,y)) is not a valid expression.


Configuring Symantec WinFax Phonebook

Configuring MS Exchange Address Book

Configuring E-Mail Client

Configuring E-Mail Log

Configuring Microsoft Outlook

Configuring Pilot Link


Configuring Delrina WinFax Phonebook
Configuring Symantec WinFax Phonebook

This dialog box is displayed when you select the Customize-Preferences-Other Apps command.

This preference allows you to configure your Commence address book to be used in Symantec WinFax Pro.

Using Commence as a Symantec WinFax phonebook will make items in Commence accessible in the WinFax phonebook, so you can easily send faxes to the people stored in your Commence database.  You will not need to re-enter this data into WinFax.  To use this option:

1.	From the Configure Commence as: combo box, select Symantec WinFax phonebook (version 4.0 or later).

2.	Select the category you want to use as a phonebook.  This should be a category that has at least one telephone field, where the fax number is stored.  Usually, this is the Person category.

3.	The available WinFax fields will be listed in the first column.  The supported fields are: Last Name, First Name, Voice Telephone, Fax Number, Company, Title, Address 1, Address 2, City, State, Zip, Country, E-mail Address, and Notes.

4.	Highlight the Fax Number field and press Edit.  The Commence Field combo box will display all fields and connections from the category you selected in the previous step.  Select the Commence field where your fax number is stored and click OK.  This is the field that WinFax will use when sending faxes.
Note:  If you have not already done so, run the Telephony applet in Control Panel to configure your local dialing information.  TAPI must be configured so that the fax number can be dialed properly by WinFax.

5.	Select the next field that you wish to display in the WinFax phonebook, such as Company.  Map it to the corresponding field or connection from your category in Commence (e.g. “Employed by Company”).

6.	Continue mapping fields from the selected category, as needed.  If there is no corresponding field in your Commence database, you may leave the WinFax field blank.  Only data from the mapped fields will appear in your WinFax phonebook.

7.	When completed, select Done to save the configuration.


Configuring MS Exchange Address Book

This dialog box is displayed when you select the Customize-Preferences-Other Apps command.

Microsoft Exchange is an electronic mail package included with Windows 95 and Windows NT 4.0.  Multiple MAPI compliant mail systems can plug into MS Exchange in order to provide a single, consistent interface for electronic mail.  Since MS Exchange operates as a front–end for multiple and possibly very different mail systems, there are some associated inherent problems.  As an example, each mail system typically has its own address book, which leads to difficultly in locating an individual’s address, as well as potential redundant data.

Commence solves this problem by providing its users with a universal MAPI–compliant address book.  A specified category within Commence may now be accessed by Microsoft Exchange for use as an Address Book for such applications as addressing electronic mail messages, faxing documents, etc.  This eliminates the need to enter duplicate information into both Commence and Exchange.  To use this option:

1.	From the Configure Commence as: combo box, select Microsoft Exchange address book.

2.	Select the category you want to use as an address book.  Usually, this is the Person category.

3.	In order for MS Exchange to access the correct address information within a Commence category, the fields used by Exchange must be mapped to the fields in the Commence category. Double click on the desired MS Exchange Type field on the left side of the form, or highlight the desired MS Exchange Type field on the left and select Edit.

4.	Select the corresponding Commence Field from the Combo Box.  Select OK when done.

5.	Repeat steps 3 and 4 for all remaining MS Exchange Type fields that are to map to Commence Fields.  Only those fields that will be used need to be mapped.

6.	When all MS Exchange Type fields have been mapped to Commence Fields, select Done to save the configuration.

Performing the steps below will add the Commence Address Book to the Microsoft Exchange Profile.

7.	Run the Windows Control Panel.

8.	Double click on the Mail and Fax icon.  The MS Exchange Settings Properties dialog box will be displayed.  Select the Services tab.

9.	Select the Add button.  A list of available services will be displayed.

10.	Highlight the Commence Address Book selection.  Select OK to add the Commence Address Book to the Exchange profile.

Performing the steps below will configure the default Microsoft Exchange Address Book to be the Commence Address Book.

11.	The MS Exchange Settings Properties dialog box should still be displayed.  (If not, repeat steps 7 and 8 above.) Select the Addressing Tab.

12.	From the Show this address list first: pull–down menu, select Commence Address Book.

13.	From the Keep personal addresses in: pull–down menu, select Commence Address Book.

14.	Click on the Add button.

15.	Highlight Commence Address Book and click on the Add button.

16.	Click on Close.

17.	The Commence Address Book is now shown in the list of Address Books for the When sending mail, check names using these address lists in the following order: option.

18.	Use the [image] button to move the Commence Address Book to the top of the list.

19.	Select OK.

20.	Select OK again, and then close the Windows Control Panel.

Microsoft Exchange is now configured to use the information maintained within Commence as an Address Book, called Commence Address Book.


Configuring E-Mail
Configuring E-Mail Client

This dialog box is displayed when you select the Customize-Preferences-Other Apps command.

This preference allows you to configure your Commence database to receive e-mail.

The Commence agent trigger Incoming Communication: E-Mail can detect when you receive new E-Mail.  It can then perform actions on the e-mail such as deleting the mail message, marking it as Read, or do any number of other agent actions such as adding the e-mail message as a new item in Commence.

Before Commence can detect that you have new e-mail, you must first configure Commence as an E-Mail client.  To do so:

1.	From the Configure Commence as: combo box, select E-Mail client.

2.	From the Mail Program: combo box, select the appropriate protocol for your E-Mail application.  For example, if you use Lotus cc:Mail, select Lotus cc:Mail or VIM compatible (16-bit).  If you use MS Exchange or MS Outlook, select MS Exchange or MAPI-compatible (32-bit).

3.	If you selected VIM compatible, you must also fill in the location of your Post Office Path.  For Lotus Notes, enter the directory where VIM.DLL or VIM32.DLL can be found.

4.	Enter your e-mail User Name and Password.  (If you are using MS Exchange, enter your Exchange Profile Setting instead. The default is usually ‘MS Exchange Settings’.) .  Re-enter the password in the Verify Password box.

5.	When completed, select Done to save the configuration.


Configuring Microsoft Outlook

See Also

Commence has been designed to work with the more advanced capabilities offered in Outlook 98 and Outlook 2000, so previous versions of Outlook and Outlook Express are not supported. Check the Microsoft Web site for additional information.  Outlook must be installed on the same PC as Commence RM.  Outlook should be setup using either of the following options:

•	Corporate Workgroup: provides full MAPI compliance

•	Internet Mail Only: provides services to connect to an Internet Service Provider (ISP).

To determine which setup option is installed, startup Outlook then select Help -> About Microsoft Outlook.

STEP 1

Commence must also be configured as a MAPI 32-bit E-Mail client. This will enable Commence to work seamlessly with Outlook without prompting you for your login information each time a synchronization with Outlook is initiated.  Refer to Configuring E-Mail for detailed setup information.

STEP 2

In order for Commence to copy data back and forth between applications, the fields in Commence must be mapped to the equivalent fields in Outlook.  These field mappings will be used during the synchronizations with Outlook to ensure that the correct data is mapped to and stored in the appropriate field in each application.  Only those fields that will be used need to be mapped.

Both the Calendar and Contact fields must be mapped.  Refer to the following topics for detailed steps:

Mapping fields to Microsoft Outlook Calendar

Mapping fields to Microsoft Outlook Contacts

STEP 3

Once you have finished mapping the corresponding Commence and Outlook fields, you are ready to synchronize information between Commence and Outlook:

1	Start Commence. Open the database that contains the field mappings to Outlook.

2	In Commence, select Tools -> Outlook Sync.

3	A dialog will be displayed showing the status of the synchronization between Commence and Outlook.

Note: If both the Outlook Calendar and Outlook Contacts fields have been mapped in Commence, then both the Calendar and Contacts will be synchronized at the same time.


Mapping fields to Microsoft Outlook Calendar

Mapping fields to Microsoft Outlook Contacts

Configuring E-Mail


Mapping fields to Microsoft Outlook Calendar

This preference allows you to configure your Commence database to share meetings and contacts with Outlook users.  Refer to Configuring Microsoft Outlook for additional setup steps that must be completed before synchronizing with Microsoft Outlook.

In order for Commence to copy data back and forth between applications, the fields in Commence must be mapped to the equivalent fields in Outlook.  These field mappings will be used during the synchronizations with Outlook to ensure that the correct data is mapped to and stored in the appropriate field in each application.  Only those fields that will be used need to be mapped.

To map Outlook fields to the corresponding fields in Commence:

1	Select the Customize-Preferences-Other Apps command.  From the Configure Commence as: Combo Box, select Microsoft Outlook Calendar.

2	From the Category Combo Box, select the Commence category that is to be used as the calendar.  This category should have a Date and Time field. Typically, this would be the Calendar category.

3	Double click on the desired Outlook Field on the left side of the form, or highlight the desired Outlook Field on the left and select Edit.

4	Select the corresponding Commence Field from the Combo Box.  Select OK when done.

5	Repeat the steps above for any remaining Outlook fields that correspond to Commence Fields.  Not all fields need to be mapped.

6	When the appropriate Outlook fields have been mapped to Commence Fields, select Done to save the configuration.


Mapping fields to Microsoft Outlook Contacts

This preference allows you to configure your Commence database to share meetings and contacts with Outlook users.  Refer to Configuring Microsoft Outlook for additional setup steps that must be completed before synchronizing with Microsoft Outlook.

In order for Commence to copy data back and forth between applications, the fields in Commence must be mapped to the equivalent fields in Outlook.  These field mappings will be used during the synchronizations with Outlook to ensure that the correct data is mapped to and stored in the appropriate field in each application.  Only those fields that will be used need to be mapped.

To map Outlook fields to the corresponding fields in Commence:

1	Select the Customize-Preferences-Other Apps command.  From the Configure Commence as: Combo Box, select Microsoft Outlook Contacts.

2	From the Category Combo Box, select the Commence category that contains contact information. Typically, this would be the Person/Company category.

3	Double click on the desired Outlook Field on the left side of the form, or highlight the desired Outlook Field on the left and select Edit.

4	Select the corresponding Commence Field from the Combo Box.  Select OK when done.

5	Repeat the steps above for any remaining Outlook fields that correspond to Commence Fields.  Not all fields need to be mapped.

6	When the appropriate Outlook fields have been mapped to Commence Fields, select Done to save the configuration.


Configuring the PalmPilot Link
Configuring the Palm Link

This dialog box is displayed when you select the Customize-Preferences-Other Apps command.

This preference allows you to configure various categories in your Commence database to synchronize with the 3Com PalmPilot or the IBM Workpad.

As many conduits as needed may be mapped. To use this option:

1.	From the Configure Commence as: combo box, select the appropriate PalmPilot application for each conduit that you have installed:
Palm Pilot Address Book
Palm Pilot Date Book
Palm Pilot Memo Pad
Palm Pilot To Do List

2.	Select a category to synchronize with the particular conduit.

Note: Do not map a Commence category to more than one Palm application. Data loss will result.

3.	Map each field listed on the left (Palm fields) to a field on the right (Commence fields).  Refer to the PalmPilot Link User’s Guide for suggested field mappings.

Note: All fields must be mapped to a Commence field, except for the Sync Condition field.  An error will occur if any of the fields are not mapped and will prevent synchronization.

Do not map a Commence field to more than one Palm field.  Unexpected results will occur.

4.	When all Palm fields have been mapped to Commence Fields, select Done to save the configuration


Configuring Microsoft Outlook
Configuring E-mail Log Preferences

See Also

You can automatically store and view your Outlook E-mail in Commence. The E-Mail log feature works with Outlook 98 and Outlook 2000.

To enable E-mail logging for a Commence database you must first configure your E-mail Log preferences. You will be prompted to select the log category in Commence where E-mail messages will be stored. To complete the setup, map each Outlook field that you wish to capture to a Commence field in the log category. Commence uses this information to ensure that the contents of the E-mail message are stored in the appropriate fields in Commence.

At minimum the following E-mail Log fields need to be mapped: For Contact, Message Date, Message Time, and Subject. This will keep a brief record all logged e-mail messages without using additional disk space to store the full e-mail message.

To configure your E-mail Log in Commence:

1.	Select Customize -> Preferences -> Other Apps. From the Configure Commence as: Combo Box, select E-mail Log.

2.	In the Category list, select the Commence category where your Outlook E-mail will be stored. If you plan to store the entire e-mail message in Commence including attachments, you should choose a category that has at least one data file field. In the Customer Relationship Management database, choose the “Notes/History” category.

Note: The Customer Relationship Management Database is pre-mapped and ready to use out of the box.

3.	Highlight the “Subject” field and press Edit. The Commence Field combo box will display all fields and connections from the category you selected in the previous step. Select the Name field for this category and click OK.

4.	Select the “For Contact” field and press Edit. Map this field to the category in Commence where E-mail addresses are stored for Contacts (e.g. “is/for Person/Company”).

5.	Select the “Message Date” field and press Edit. Map this field to "Date".

6.	 Select the “Message Time” field and press Edit. Map this field to "Start Time".

7.	The remaining fields are not required but you may continue mapping fields from the selected category as needed. For example, if you map the "Body" of the mail message in Outlook to any large Text field in the log category (such as "Document"), full text searches may be performed on the e-mail message. If there is no corresponding field in your Commence database you may skip it. Only data from the mapped fields will appear in your Commence log item.

8.	When the E-mail Log mappings are completed, click Done to close the preferences dialog box.

9.	Continue by setting the Commence preferences for Microsoft Outlook Contacts. This step is required before you can log any E-mail from Outlook.

To store the message in its entirety, including attachments, also map the "Message File" field in Outlook to a Data File field in the log category. The e-mail can then be viewed as it was originally sent: as HTML, Microsoft Outlook rich text or plain text with all its attachments intact.

The following is the suggested field mapping for the E-Mail Log preferences.

Outlook E-Mail	Commence Notes/History	Suggested Field Type
Body	Details	Text (large, more than 80 chars.)
For Contact (Required)	Is for Person/Company	Connection to category where E-mail addresses are stored. Incoming mail will be linked to the sender(s). Outgoing mail will be l inked to the recipient(s).
Message Date (Required)	Date	Date
Message Time (Required)	Start Time	Time
Message File	Document	Data File
Subject (Required)	Name (Required)	Name


Logging Outlook Email in Commence
Logging Outlook E-mail in Commence

To log e-mail messages in Outlook to Commence:

1.	Confirm that the settings in Outlook are correct and the mapping preferences have been configured.  For details, see Confirm Outlook Settings.

2.	Open Outlook to any folder containing e-mail messages.

3.	Select one or more email messages. For best performance, select no more than 50 messages at a time.

4.	Select the Tools -> Log to Commence menu command or click the [image] button on the Outlook toolbar.

5.	If "Always show options with Log" is checked, a dialog will be displayed. Change the options as needed. Click OK to continue logging.

6.	One of the following occurs:

•	Exact match found or multiple matches found: When one or more contacts in Commence contains a matching E-mail address, one log item is created and connected to each matching contact.

•	No matches found and not logged: The message is not logged when both of the following conditions are met:
- the Email address of the contact does not match any contact in Commence
-and the option to "Skip any Email with no Contact match" is checked

•	No matches found and search for contact: A dialog pops-up allowing you to search the database for a matching contact. Click Find to start the search. If after the search there is still no matching contact, you can still log the message by clicking Don’t Match. This will add a log item that is not attached to any contact.
NOTE: The fields used for Find are set in Customize-Preferences-Other Apps-Microsoft Outlook Contacts

7.	A confirmation message will appear indicating the number of messages that were successfully logged to Commence.


Confirm Outlook Settings for E-mail Log

To confirm that the settings in Outlook are correct and the mapping preferences have been configured, do the following:

1.	Select Commence Options -> Database from the Tools menu in Outlook to perform a preliminary check. A message will alert you if a problem is found with the settings in Commence.  If problems are found, see Configuring E-Mail Log Preferences.

2.	Once you have verified that the settings are correct, click OK to close the dialog.

3.	Select Commence Options -> Inbox from the Tools menu in Outlook.  Confirm the Incoming E-mail Settings are properly set

4.	Once you have verified that the settings are correct, click OK to close the dialog.

5.	Select Commence Options -> Outbox from the Tools menu in Outlook.  Confirm the Outgoing E-mail Settings are properly set

6.	Once you have verified that the settings are correct, click OK to close the dialog.


Incoming Email Settings
Incoming E-mail Settings

Click on an area of the dialog box to see a description.


Moves the message to the Commence Archive folder after the message is logged.  If the folder doesn’t exist, it will be created.


Moves the message to the Deleted Items folder after it is logged.


After the message is logged, it is marked as read and left in the Inbox.


Leaves the message as is after it is logged.


If an e-mail address does not match a contact in the database, the message will not be logged.  How the e-mail address maps to a Commence item is determined by the Commence Customize-Preferences-Other Apps-Microsoft Outlook Contacts setting.


Always displays the settings dialog box when logging an incoming e-mail message.


Outgoing Email Settings
Outgoing E-mail Settings

Click on an area of the dialog box to see a description.


Sends the e-mail message after it is logged.


Will copy various fields from the message to the log in Commence.  How the fields map is determined by the Commence Customize-Preferences-Other Apps-E-mail Log setting. The fields that are required are the contact, message date, message time and subject.


Saves the message as a .MSG file.  This requires that the e-mail log category have a data file field and it be mapped in the Customize-Preferences-Other Apps-E-mail Log setting.


Always displays the settings dialog box when logging an outgoing e-mail message.


Mapping fields to Microsoft Outlook Calendar

Mapping fields to Microsoft Outlook Contacts

Logging Outlook E-mail in Commence


New Features
Whats New in Commence RM

Commence RM offers the following new features and improvements.

New Features:

Multi-View

•	Combines multiple views into a single view.

•	Allows easy access to related information with a single click.

•	Multi-views open faster than desktops since only 1 window is launched.

•	Combine Multi-views with desktop to offer different sets of functionality to users, managers, and different departments.

•	A built-in wizard makes it easy to setup a multi-view and select how it is displayed and what related information is included.

Grid View

•	Modern look and feel is based upon common spreadsheet views.

•	Supports all of the features and formatting of report views, but enhanced to work in a spreadsheet style view.

•	Groups of items can be hidden to display only the subtotals.

•	Allows direct manipulation of values from the grid view without having to open a detail form. Allows faster updates and improved usability since the user can “click and update” without having to open a whole new  window.

Document View

•	View Internet- and intranet-based applications and pages directly on the Commence desktop; creates seamless link between local data and applications and remote applications and content.

•	Web Companion integrates web-based services with your contact information to enable access to map information, driving directions, company information, and more – using the contact information right from your database. Removes the need to retype contact information into Web service pages – the web companion does it for you automatically.

•	Incorporates the Microsoft Internet Explorer browser, including all of the extensibility, scripting, and programming support offered on the web, including but not limited to HTML, DHTML, VBScript, Javascript, Java objects, and ActiveX controls.

Improvements and Updates

Calendar View

•	Allows the mini-months to be hidden.

•	Enables drag/drop of appointments onto the mini-month calendars.

Detail forms

•	Prefix matching works with connection fields on detail forms which have been customized to sort on a different field (requires the sort field to have a secondary index).

•	Detail forms have been updated to disable the Save button when the user does not have permission to modify the item.

Outlook E-Mail Integration

•	Logs messages from Outlook into Commence with a single click.

•	Works with CRM and custom database using preference settings in Commence.

•	Handles messages from unknown contacts by adding them into Commence.

•	Searchs for contacts by company or contact name if they cannot be found by their email address.

•	Stores original rich-text or HTML message with the database. The message is launched using the Outlook message viewer for further handling using Outlook email features.

Word Processor Integration

•	Enhanced to allow e-mailing of formatted letters.

•	Label and envelope support has been added to the word processor integration allowing simple creation of common label formats and name tags.

Scripting and Programming Support

•	Database API now includes access to the full DDE interface for interacting with the user interface, agent, opening views and detail forms, querying database settings, categories, fields, etc.

•	Changes to improve access to connection information by using internal unique identifiers instead of (possibly) duplicated item names

•	VBScripts now have access to the values in data file fields.

•	Various issues in the database API have been resolved, including increasing the limit on connection data above 384 characters; resolving problems with the SetSort method when used with connection fields.

Workgroup

•	Workgroup administrators have control over what desktops each user is able to access, allowing the administrator to hide functionality the user doesn’t need in order to simplify the application and prevent access to information they don’t need.

View Bar/Toolbar

•	The agent toolbar has been updated to display properly based on the preference settings. In addition, the agent toolbar has been updated to allow toolbar icons to be updated properly.

•	The view bar prevents drag/drop of view icons and works properly with the “icon modification” agent action.