Contents

The following Help Topics are available:

Using Approach

Customer Support

How Do I?

Keyboard Shortcuts

Functions

SQL Troubleshooting

For Help on Help, Press F1


Using Approach

Choose a topic from the list.

Managing Approach files

Defining fields

Joining database files

Working in Design

Designing forms and reports

Designing form letters and mailing letters

Entering and editing data

Finding and sorting records

Previewing and printing

Automating your work with macros

Exchanging data

Sharing data on a network

Customizing Approach


Customer Support

Lotus offers a number of support services to provide you with answers to your questions about Approach.

If you haven't been able to find the answer in the books, Help, or README.TXT, please contact the support service that is most appropriate to your needs.

For information on services offered in the United States and Canada, choose from this list.

Automated Support Services

Extended Support Programs

Support for the Hearing Impaired

CompuServe

To return to the main Help for Approach, choose Back or History to return to another Help topic, or choose this topic.

Approach Help Contents


Automated Support Services

Lotus provides free automated support 24 hours a day, 7 days a week for users with touch-tone phones or modems.

Interactive Voice Support and Lotus Fax Support

From a touch-tone phone, you can access Interactive Voice Support and Lotus Fax Support by calling:

In the United States	1-800-346-3508
In Canada	(416) 364-7507
Interactive Voice support lets you choose from a menu of support topics to hear recorded information on:

Commonly asked technical support questions

Upgrade information

Product descriptions and specifications

All information that you listen to is available in a follow-up fax.  Also, Lotus Fax Support provides access to a catalog of technical bulletins from which you can select items to be faxed to you.

Remote Automated Support

Using Remote Automated Support, you can download technical information, drivers, demonstration programs, templates and other items directly to your PC from Lotus's technical support library.  To do so, you will need a PC with terminal emulation software and a modem.

Call the phone number below that corresponds to the baud rate of your modem:

Country	Baud rate	Phone number
United States	1200 or 2400	(617) 693-7000
United States	9600	(617) 693-7001
Canada	1200, 2400, or 9600	(416) 364-4941


Extended Support Programs

Lotus offer Extended Support Programs that provide direct telephone access to Lotus technical support specialists.

In order to best help you, the technical support specialists answering your call will need certain information.  Please do the following before you call:

Be at your computer.

If you are encountering a problem, write down what you were doing when the problem occurred, listing the steps that you followed prior to the problem occurring.

Write down the exact text of any error messages that were displayed on your screen.

Be able to describe your question or problem in detail.

If your problem pertains to printing and your printer is working, have a sample printout available.

Lotus Prompt Support

The Lotus Prompt Support Program provides personal, toll-free access to technical support specialists.  To access Lotus Prompt, you will need your unique Lotus PROMPT ID number, which is on the Lotus Customer Support card in your package.

To use Lotus Prompt, call:

In the United States	1-800-386-8600
In Canada	1-800-265-6887
Each time you call, you will be asked for your PROMPT ID number.

The first 90 days of Lotus Prompt support are free to registered users.  Your membership is the Lotus Prompt support program begins with your first call.  After your 90 days of free support has expired, you may continue to receive personal support by purchasing a one year support contract for Lotus Prompt.

For more information on the Lotus Prompt Support Program and corporate support programs, call:

In the United States	1-800-553-4270
In Canada	1-800-265-6887
900# Telephone Support

900# Telephone Support provides access to Lotus technical support specialists for those individuals who prefer a "pay as you go" option.  A charge of $2.00 per minute after the first minute of your all will be reflected on your regular monthly telephone bill.

To use the 900# Telephone Support, call 1-900-454-9009.

This service is not available in Canada.


Support for the Hearing Impaired

You can contact Lotus Customer Support with a TTY/TDD (Telecommunications Device for the Deaf) by calling:

In the United States	1-800-457-0909
In Canada	1-800-563-1109


CompuServe

The Lotus Forum on CompuServe provides you with a world of information on Lotus products.

Simply enter GO Lotus at any ! prompt.

As a preferred Lotus customer, you may become a CompuServe member free by calling

1-800-848-8199 and asking for representative #226.

If you call from outside of the United States and Canada, call (614) 457-0802.


How Do I?

Choose a topic from the list.

Add a field to an existing view

Add a new record

Add a picture to a view

Add a summary panel to a report

Add a title page

Add database field values to a value list

Add field borders

Add fields to a database

Add more fields to a repeating panel

Add or change a field label

Add or delete fields in a form letter

Align objects

Attach a macro to a button or object

Change a color for an object

Change a line width

Change margins

Change repeating panel options

Change text attributes

Change the insertion point or selection

Change the international settings

Change the number of columns

Change the sort order

Change the stacking order

Change your status to single-user

Choose from a drop-down list

Close a view file

Copy a PicturePlus field to a file

Create a find request

Create a form based on joined databases

Create a form based on one database

Create a form letter

Create a macro that restores a find request

Create a macro that sets a value in a field

Create a macro that switches to another view

Create a new database file

Create a PicturePlus field

Create a pushbutton

Create a report

Create a summary report

Create custom mailing labels

Create mailing labels

Customize the SmartIcon bar

Cut, copy, and paste an object

Define a conditional macro

Define a list of values

Define a macro

Define a password for a view file

Define passwords for a database file

Delete a field

Delete a file

Delete a found set of records

Delete a macro

Delete a repeating panel

Delete a summary panel

Delete a view

Delete all records in a database

Delete an object

Delete specific records

Delete text and text objects

Draw lines with the pointer

Draw text objects

Draw geometric objects

Duplicate a field

Duplicate a record

Duplicate a view

Edit a macro

Embed a new OLE object

Embed an existing OLE object

Enter a password

Enter data automatically

Export data from Approach

Fill a field with a new value

Find a word that sounds like another

Find blank or nonblank fields

Find duplicate values

Find numbers, dates, and times

Find radio button and checkbox settings

Find records with multiple criteria (And)

Find records with one of several criteria (Or)

Find text

Find today's date

Find values in a range

Group and ungroup objects

Hide records

Import a database file

Import a view file

Index a field as you enter data

Insert a date or a page number

Insert a linked object

Insert headers and footers

Join two or more database files

Keep records on one page

Make an object non-printing

Make the fields of a view file read-only

Map fields in a view file

Modify a link

Modify fields

Move a repeating panel

Move a summary panel

Move an object

Move one record at a time

Move to a specific record

Move to the first or last record

Open a database from another application

Open a view for a database file

Open object-specific menus

Paste a picture from the Clipboard

Paste a picture or OLE object from a file

Preview a view

Print a view

Put a checkbox or radio button in a field

Remove a field from a form

Remove blank space in a field

Remove blank space in a report

Remove extra space from labels

Rename a view

Reopen one of the last view files used

Reorder values in a value list

Repeat a search

Resize or reshape an object

Run a macro

Save a copy of a view file and a database file

Save a copy of a view file only

Save a new view file

Save changes to a shared record

Save changes to an existing view file

Select a field

Select and manipulate individual objects

Select text and text objects

Set a tab order for entering data

Set Approach options

Set data options for a variable field

Set file-sharing options for dBASE files

Set OLE options for a PicturePlus field

Set options for a join

Set record lock to optimistic or full

Set the style of a field label

Set up a formula for a calculated field

Set up a repeating panel

Show all records in their original order

Show dimensions

Show hidden records

Show the rulers

Slide objects to remove blank space

Specify a default file type for dBASE files

Specify a format for date, time, numeric, and text fields

Specify a key field for a new database

Specify a sort order

Specify the location for the Paradox control file

Specify the printer, paper, and orientation

Summarize information in a repeating panel

Switch to a different character set

Switch to Design

Tell Approach to download when you preview

Turn on a radio button or a checkbox

Type and paste in text objects

Type in a Boolean field

Type in a date field

Type in a numeric field

Type in a text or memo field

Type in a time field

Type on labels

Type text in a form letter

Unjoin database files

Update your view of a database

Use an If statement to find data

Use the grid

Verify the accuracy of entered data

Work with more than one object at a time

Zoom in and out


Keyboard Shortcuts

Choose a topic from the list.

Using the keyboard

Abbreviations

Commands (Alphabetical)

Direction keys

Selection keys


Using the keyboard

You can use the Control key or Alt key, in combination with other keys, to open menus, choose commands, and select options presented in dialog boxes..

In a dialog box:

Press Tab to move from one group of options to another.

Press Alt with the appropriate letter keys to select options.


Abbreviations

Abbreviation:	Key:
Alt	Alt
BkSp	Backspace
Ctrl	Control
Del	Delete
Down	Down arrow
End	End
Home	Home
Ins	Insert
Left	Left arrow
PgUp	Page Up
PgDn	Page Down
Right	Right arrow
Sh	Shift
Up	Up arrow


Commands (Alphabetical)

Command:	Shortcut:
Actual Size (100%)	Ctrl + 1
Alignment	Ctrl + I
Browse (mode)	Ctrl + B
Copy	Ctrl + Ins or Ctrl + C
Cut	Sh + Del or Ctrl + X
Delete Record	Ctrl + Del
Design menu (open)	Alt + D
Design	Ctrl + D
Edit menu (open)	Alt + E
Field Format	Ctrl + L
File menu (open)	Alt + F
Find	Ctrl + F
First Record	Ctrl + Home
Go To Page/Record	Ctrl + W
Group	Ctrl + G
Help menu (open)	Alt + H
Last Record	Ctrl + End
New Record	Ctrl + N
Next Record	PgDn
Objects menu (open)	Alt + O
Open	Ctrl + O
Paste	Sh + Ins or Ctrl + V
Previous Record	PgUp
Print	Ctrl + P
Records menu (open)	Alt + R
Refresh	Ctrl + R
Save View File	Ctrl + S
Show All	Ctrl + A
Show Dimensions	Ctrl + K
Sort	Ctrl + T
Style menu (open)	Alt + S
Text Style	Ctrl + E
Undo	Alt + BkSp or Ctrl + Z
Ungroup	Ctrl + U
View menu (open)	Alt + V
Window menu (open)	Alt + W


Direction keys

To:	Press:
Move down one line	Down
Move left one character	Left
Move left one word	Ctrl + Left
Move right one character	Right
Move right one word	Ctrl + Right
Move to start of line	Home
Move to end of line	End
Move to next record	PgUp
Move to previous record	PgDn
Move up one line	Up


Selection keys

To:	Press:
Select down one line	Sh-Down
Select left one character	Sh-Left
Select left one word	Ctrl + Sh + Left
Select right one character	Sh + Right
Select right one word	Ctrl + Sh + Right
Select up one line	Sh + Up


SQL
SQL Troubleshooting

Choose a topic from the list.

Oracle

SQL Server

IBM DB2


Oracle

In this section, you can find help about:

Client/Server Oracle SQL

Local PC-Oracle


Client/Server Oracle SQL

If you are having problems getting access to Oracle SQL tables on a server through Approach, check for these requirements:

You must be running Approach version 1.02 or later. Versions earlier than 1.02 work with Oracle, but there are problems if the connect string or server name string is longer than 25 characters, which happens frequently in Banyan networks.

The server and workstation utilities must be for Oracle version 6 or 7.

You must be running the SQL*Net drivers specific for the type of client and server on the network. Novell networks might run SQLSPX.EXE, whereas a UNIX-based network might run SQLTCP.EXE. The drivers themselves must also be the version 6 or 7 release.

If you get the message "SQL*Net driver not loaded," it probably means that the DOS SQLSPX driver is not loaded or that it needs to be loaded into another part of memory because it is conflicting with something else. Sometimes when a driver is loaded from AUTOEXEC.BAT or another batch file, it is loaded into a part of memory that is later overwritten or buried by another product or driver. The only way to get around this is to experiment with the load order of the drivers in AUTOEXEC.BAT. Always try to load the Oracle SQL*Net drivers as the absolute last resident program in AUTOEXEC.BAT.

Check for the presence of a CONFIG.ORA file. Type "SET" at the DOS prompt to display all current environment variables. Look for "CONFIG=", which specifies the location of the CONFIG.ORA file. Examine this file using the DOS EDIT program or Windows Notepad, or just use the DOS TYPE command. A CONFIG.ORA file might look like this:

ORACLE_HOME=C:\ORA6

MACHINE_TYPE=2

ORACLE_TIO=VIDEO

DBA_AUTHORIZATION=approach

LOCAL=X:ORASRV

SQLPATH=C:\ORA6

You can determine your network type from the CONFIG.ORA file by looking for the "login string" usually located on the "LOCAL=" or "REMOTE=" line. In the example, the X signifies Novell's SPX. Other environments would require a T for TCP/IP, and so on. Right after the login string is the database server name, such as: ORASRV. This is the default database on the network.

If this configuration is present, you should have to enter only your user name and password in the Connect dialog box. Approach will translate the remaining information by first looking at the DOS environment to find out where the CONFIG environment variable is set and then at the CONFIG.ORA file to determine the default information. To reduce the risk of typing errors, enter only your user name and password and let Approach figure out what the other boxes should contain.

If you get the message "invalid server name," you might want to check with the database administrator to find out what the actual server name is. Sometimes the server name is cryptic and will have an alias so that you can log into a server named "Sales" rather than the actual "W45GG16X." Approach currently requires you to enter the actual server name and will not honor an alias.

See also:

Local PC-Oracle


Local PC-Oracle

If you are having problems getting access to Oracle SQL tables on a local device through Approach, check for these requirements:

You must be running Approach 1.02 or later.

Windows must be running in Standard mode. Choose the About command from the Program Manager Help menu to verify this. You may get errors if Windows is running in Enhanced mode.

You must be running version 6 or 7 of Local PC-Oracle.

When logging in, you need to enter only your user name and password. Approach extracts the rest of the information from the CONFIG.ORA file.

If you get messages like "invalid server name" or "SQL*Net driver not loaded," check the CONFIG.ORA file. Add a line to the file that says "LOC=S:" if there isn't one already. This tells Approach to look for a local Oracle database rather than a remote database server.

See also:

Client/Server Oracle SQL


SQL Server

In this section, you can find help about:

Connecting to Microsoft SQL Server

Connecting to Sybase SQL Server

Sybase SQL Server and IPC mechanisms

Missing data in SQL Server tables


Connecting to Microsoft SQL Server

If you are having problems getting access to Microsoft SQL Server tables through Approach, check for these requirements:

Check the spelling of the server name and user name/password combination. SQL Server is case-sensitive, so the server name "SERVER" is not the same as "Server," and both are different from "SeRvEr".

If you are accessing data through a Novell network, make sure the Named Pipes (DOSNP.EXE) and related NETAPI.DLL files are from the updated OS/2 Requester Utilities disk from Novell. The file dates on the updated files should be no earlier than 6/24/91 for NETAPI.DLL and 4/2/92 for DOSNP.EXE. You can obtain these files from Novell directly or via Netwire (Novell's CompuServe file connection) or on the Approach BBS as NSD004.ZIP. The files must be installed both on the client workstation running Approach and on the OS/2 machine running SQL Server. All the necessary files are included in the .ZIP file located on the Approach BBS.

See also:

Connecting to Sybase SQL Server

Sybase SQL Server and IPC mechanisms

Missing data in SQL Server tables


Connecting to Sybase SQL Server

When you try to open a Sybase table in Approach versions 2.01 and earlier, you get the message "This table does not have a unique key," even though the table may have the correct type of key field. Approach versions 2.02 and later correct this problem. You can also download a file called DBSS.DLL off the Approach BBS to correct the problem.

If you are having problems getting access to Sybase SQL Server tables through Approach, check for these requirements:

Check the spelling of the server name and user name/password combination. SQL Server is case-sensitive, so the server name "SERVER" is not the same as "Server," and both are different from "SeRvEr".

Confirm that the Netlib .DLL file from Sybase is in your Windows\System directory or somewhere in the path.

See also:

Connecting to Microsoft SQL Server

Sybase SQL Server and IPC mechanisms

Missing data in SQL Server tables


Sybase SQL Server and IPC mechanisms

Sybase SQL Server uses the same client application API and the same SQL dialect as Microsoft SQL Server, but it uses different IPC mechanisms to talk to the server application. Microsoft SQL Server requires the Named Pipes transport, whereas Sybase SQL Server can use minicomputer protocols like TCP/IP and DECnet.

Currently, a client using a single transportation IPC stack will not have access to Microsoft and Sybase SQL Server at the same time. Some users have set up dual-transport protocol stacks in order to achieve the connection. Although Named Pipes is not necessary, you do need to have an additional .DLL file from Sybase in your Windows/System directory that is specific to the type of network you are running in order to communicate with the database server. This file is included in the Netlib client utilities from Sybase.

Make sure you have the correct Netlib utilities for your particular client environment; for example, TCP/IP. You can get the most recent version from Sybase. Typically, the utilities that ship with version 4.x or newer of Sybase are sufficient.

See also:

Connecting to Microsoft SQL Server

Connecting to Sybase SQL Server

Missing data in SQL Server tables


Missing data in SQL Server tables

Sometimes when you open a SQL Server table in Approach, the table does not show any data even though the status bar might say "Found 300 of 300." This is usually because of problems with the W3DBLIB.DLL and DBNMP3.DLL files. These .DLL files are installed by other products in the Windows\System directory and may be older than the versions installed by Approach; the files can also appear in other directories. Approach may not overwrite existing .DLL files during installation. If the correct versions of these .DLL files are not installed, you may see erratic behavior when you open a table.

Use a File Find utility to locate the W3DBLIB.DLL and DBNMP3.DL files, and rename or delete all occurrences of these files on your hard drive or path. After verifying that the files no longer exist, re-install Approach. This will install all the correct versions of the .DLL files. Older products will still work with the newer .DLL files because the files are made to be downward-compatible.

See also:

Connecting to Microsoft SQL Server

Connecting to Sybase SQL Server

Sybase SQL Server and IPC mechanisms


IBM DB2

In this section, you can find help about:

Micro Decisionware Gateway (MDI)

Catalog Stored Procedures (CSP)


The Micro Decisionware Gateway (MDI)
Micro Decisionware Gateway (MDI)

The Micro Decisionware (MDI) Gateway makes DB2, an IBM mini or mainframe database, look like SQL Server to client applications. You need these three elements to set up an MDI system for DB2:

A client application (Approach) that makes calls that are nearly identical to SQL Server

A dedicated OS/2 machine to run the part of the gateway software that talks to a CICS process on the IBM mini or mainframe computer (via L.U. 6.2, an IBM SNA communication standard)

Micro Decisionware's product, running as a CICS process, which communicates directly with the DB2 database

Named Pipes is used as the transport mechanism between the client application and the MDI gateway on the OS/2 machine. All issues for SQL Server also apply to DB2.

The MDI gateway must be version 2.0 or later.

See also:

Catalog Stored Procedures (CSP)


Catalog Stored Procedures (CSP)

Make sure that you have "access" permission to the Catalog Stored Procedures (CSP). Older products try to access the system table directly. Following MDI specifications, Approach uses CSP to determine which table access you have. For example, if you are not using CSP you will be able to see the table names in Q+E but not in Approach because Approach does not access the system table directly. This is often evidence that you do not have Select access to CSP. By using CSP, you can add an extra layer of security to your environment.

When you have access to the system table, you may view files that you shouldn't and may modify or delete files that should not be altered. The CSP is something like a "view" or an alias of the system table, allowing a database administrator to grant selective access to whatever tables and items that you need to see, restricting and making invisible things that are not necessary for you to view or modify.

The system table is also subject to change. This can sometimes cause a product to work improperly. The CSP eliminates all these problems and is the standard method of access that MDI recommends in versions 2.0 and later of their DB2 gateway.

Using the CSP method is somewhat slower than using the system table directly because of the processing required.

See also:

The Micro Decisionware Gateway (MDI)


Finding and sorting records

Choose a topic from this list.

Creating a find request

Finding records with multiple criteria (And)

Finding records with one of several criteria (Or)

Finding text

Finding a word that sounds like another

Finding numbers, dates, and times

Finding values in a range

Finding today's date

Finding radio button and checkbox settings

Finding blank or nonblank fields

Using an If statement to find data

Repeating a search

Finding duplicate values

Specifying a sort order

Changing the sort order

Showing all records in their original order


Creating a find request

You tell Approach what to search for by filling out one or more find requests. Each request has search criteria -- the specific information to look for in the records.

You create a find request in Find. When you're in Find, the default icon bar has icons you can click to insert operators in search criteria.

A new find request is a blank copy of the form or report you're currently using. You enter the criteria in fields of the find request. After Approach has found the records that match the criteria, it returns to Browse and displays the found set in the current form or report.

To create a find request:

1.	Change to the form or report you want to use for finding records.

2.	Click the Find icon or choose Find from the Records menu.

You go to Find and a find request appears.

3.	Type search criteria in the appropriate fields. The more fields you use for search criteria, the more limited the search will be

You can use the following operators with search criteria. Either type an operator in the field, or click where you want the operator to go and then click its icon in the icon bar.

This operator	Specifies
<	Less than
>	Greater than
<=	Less than or equal to
>=	Greater than or equal to
=	Equal to (if alone, finds blank fields)
<>	Not equal to (if alone, finds nonblank fields)
,	Or criteria within a field
&	And criteria within a field
…	Range of values (for example, A…D)
*	Wildcard for zero or more characters
?	Wildcard for one character
@	Comparison with the result of a formula (used with another operator, such as in =@Today())
!	Case-sensitive text search
~	Sounds like
If	Complex expressions
If you have Or criteria in more than one field, you need to set up a find request for each field.

4.	Click the Enter icon or press Enter to begin the search.

Approach finds the records that match the search criteria and displays the found set of records. When Approach finishes searching, you see the first record in the new found set.

See also:

Finding records with multiple criteria (And)

Finding records with one of several criteria (Or)

Showing all records in their original order


Finding records with multiple criteria (And)

When you enter criteria in more than one field in a find request, Approach finds the records that match all the criteria. This is known as an And search.

To find records with multiple criteria

Type criteria in more than one field in a find request.

See also:

Creating a find request

Finding records with one of several criteria (Or)

Using an If statement to find data


Finding records with one of several criteria (Or)

You can specify several criteria and have Approach find the records that match at least one of the criteria. This is known as an Or search.

If the Or search involves data in only one field, you can separate the criteria with a comma in that field of the find request. If the Or search involves data in more than one field, you need to set up a separate find request for each field. In this second case, a set of find requests defines the search criteria.

To find records with Or criteria in one field:

Separate the criteria with a comma in that field in one find request

To find records with Or criteria in more than one field:

Create a separate find request for each field

After creating a find request for the first field, choose Find More from the Records menu or click the Find icon again to get a new blank request for the next field. Do not click the Enter icon or press Enter until you're finished creating the entire set of find requests.

When you're viewing a find request in a set, you can change to other requests in the same set by clicking the arrow icons in the icon bar or the arrow buttons in the status bar, or by choosing Previous Record, Next Record, First Record, or Last Record from the Records menu.

You can also use an If statement to specify an Or search.

See also:

Creating a find request

Finding records with multiple criteria (And)

Using an If statement to find data


Finding text

Approach can find text that matches a string of characters, a word, or a phrase in a text field.

To find text:

Type the characters in a text field.

Precede the characters with an equal sign (=) if you want the match to be exact. If you do not use the equal sign, the search includes the first character of the text.

Wildcard characters

You can include asterisks (*) and question marks (?) as wildcards in a text search.

The asterisk matches any number of characters in the field, including no characters. For example, san* can find "sand" and "Santa Rosa."

The question mark matches any single character. For example, to? can find "toy" but not "today."

You can include an ampersand (&) to look for a string that contains two text values. For example, *Barb*&*Susan* finds records that contain both "Barb" and "Susan" in the search field.

Case-sensitive searches

Whether a search is case-sensitive depends on the file type of your database. A search in a dBASE or FoxPro database is not normally case-sensitive, but a search is case-sensitive in a Paradox database, a SQL table, or a database you open through ODBC.

To limit a search to be case-sensitive:

Precede the characters with an exclamation mark (!).

See also:

Creating a find request

Finding a word that sounds like another

Typing and pasting in text objects

Typing in a text or memo field


Finding a word that sounds like another

You can locate words that sound like other words. This is particularly useful when you know how a name or other proper noun sounds, but aren't sure how to spell it.

To find a word that sounds like another:

Precede the search text with a tilde (~).

See also:

Creating a find request

Finding text


Finding numbers, dates, and times

You can find a value in a number, Boolean, date, or time field or in a calculated field that returns a number, Boolean value, date, or time.

Typing numeric, date, and time search criteria is similar to entering these kinds of values in the fields of a regular view.

If you have a number, date, or time as search criteria, the match will be exact so you don't need to precede the criteria with an equal sign. But you may want to use the operator <>, <, <=, >=, or > with the criteria.

To find a number:

Type the number in a numeric or calculated field. Do not type format characters such as currency symbols or commas with the number. If the field has a format, Approach provides these characters automatically.

To find a Boolean value:

Type 0 or 1 in a Boolean or calculated field.

To find a date:

Type the date as numbers in a date or calculated field. Separate the numbers with non-numeric characters such as slashes (/).

Type a single number to find a date for the current month and year.

Type one, two, three, or four digits for the year. One-digit and two-digit years are assumed to mean the twentieth century. If you don't type a year, Approach assumes the current year and enters it for you.

To find a time:

Type the time as numbers in a time or calculated field. Separate the numbers with colons.

Type a single number to enter only an hour.

You can use either a 12-hour or a 24-hour format. If you enter an hour less than 12 without a suffix of AM or PM, Approach assumes AM.

See also:

Creating a find request

Typing and pasting in text objects

Typing in a date field

Typing in a numeric field

Typing in a time field


Finding values in a range

Approach can look for values that fall within an inclusive range in a text, numeric, date, or time field or in a calculated field that returns a number, date, or time.

To find values in a range:

Enter an ellipsis (…) between the beginning value and the ending value of the range.

You cannot mix wildcards and other text operators with the ellipsis.

See also:

Creating a find request

Typing in a date field

Typing in a numeric field

Typing in a text or memo field

Typing in a time field


Finding today's date

Find the current date in a date field or in a calculated field that returns a date.

To find today's date:

Enter a comparison operator and @Today() in a date or calculated field.

The operators you can use are  =, <>, <,<=, >=, and >.

See also:

Creating a find request

Typing in a date field


Finding radio button and checkbox settings

You can look for all records that have a particular combination of radio button and checkbox settings.

To find radio button and checkbox settings:

Turn on the radio buttons and checkboxes in the find request to specify the combination you want to find.

If you want to specify a No value for a checkbox, click the checkbox to turn it on and then click it again to turn it off.

See also:

Creating a find request

Turning on a radio button or checkbox


Finding blank or nonblank fields

Approach can isolate records with blank values in a particular field. This can help you identify errors in data entry or find records that don't have complete information yet. A field is considered blank if it has a null value or no value. Approach can also find fields that are not blank.

To find blank fields:

Enter an equal sign (=) by itself in a field.

To find nonblank fields:

Enter a not-equal sign (<>) by itself in a field.

See also:

Creating a find request

Typing in a text or memo field


Using an If statement to find data

An If statement is a concise and powerful tool for comparing data in two or more fields. You can use an If statement in a find request to build complex search criteria.

When you use an If statement for finding data, Approach returns a value of Yes or No based on the If statement for each record in the database. The records that return Yes are included in the found set.

To use an If statement to find data:

Type an If statement in an unused field in a find request.

The statement can include field references, constant values, and any of the other search operators. Enclose text, date, and time constants in single quotation marks. You can put the statement in any field in the requestit does not have to be one of the fields referred to in the statement. You do not have to begin the statement with an equal sign or ampersand.

You can also combine expressions in a If statement with the And and Or operators. Combining expressions in an If is a more concise way to specify complex criteria than using multiple fields.

If a field reference refers to a field in a joined database, include the name of the database in the reference. The database name must be in all capital letters. Separate the database name and the field name with a period.

Enclose a field name in double quotation marks if it begins with a number, or if it contains a space, a period, a comma, or one of the following characters:

/, #, +, , <, >, (, )

Follow all the same rules for If statements that you do for functions in the Formula dialog box.

See also:

Creating a find request

Finding records with multiple criteria (And)

Finding records with one of several criteria (Or)


Repeating a search

Approach keeps track of your most recent search so that you can easily repeat it, as long as you are still in a view based on the same database.

To repeat a search:

1.	Choose Find Again from the Records menu.

The find request appears. You can edit the request if you'd like to redefine the found set.

2.	Click the Browse icon or press Enter.

See also:

Creating a find request

Creating a macro that restores a find request


Finding duplicate values

You can find all records that have the same value in a field. With this type of find, Approach does not search for particular information but for duplicates of any value, and it searches only in the current found set rather than in the entire database.

In a view file with joined databases, you can find duplicates only in the current view's main database.

When you're finished working with a found set, you can go back to seeing all the records in the database by clicking the Show All icon or by choosing Show All from the Records menu. This also returns records to their original sort order.

To find duplicate values:

1.	Find the records in which you want to look for duplicates, or show all records in the database.

2.	Choose Find Duplicates from the Records menu.

The Find Duplicates dialog box appears.

3.	Move the fields you want to check from the Fields list box to the Fields to Check list box.

To move a field to the Fields to Check list box, select the field name and click Add, or double-click the field name.

To move a field back to the Fields list box, select the field name and click Remove, or double-click the field name.

To move all the fields back to the Fields list box, click Clear.

4.	Select Find All or Find Extras

Find All displays all the records with duplicate values.

Find Extras leaves one of each duplicate out of the found set. For each group of duplicates, Approach leaves out the first duplicate in the current sort order.

Use Find Extras if you plan to delete the extras so that you'll still have one of each duplicate.

5.	Click OK.

Approach finds records that have a duplicate value in any of the fields you specified. You see the first record in the new found set

To cancel a find while approach is still searching:

Press Esc.

See also:

Creating a find request


Specifying a sort order

You need to tell Approach which field or fields to use for sorting and whether the sort in each field should be ascending or descending. The first field you specify is the primary sort field. Approach sorts the records by the contents of that field. You can also specify other sort fields for Approach to use in case any records have the same value in the primary field.

A sort field can be a text, numeric, Boolean, date, or time field or a calculated field that does not have a summary function.

To specify a sort order:

1.	Find the records you want to sort, or show all records in the database.

2.	Click the Sort icon or choose Sort from the Records menu.

The Sort dialog box appears.

3.	Move the primary sort field from the Fields list box to the Sort list box.

To move a field to the Sort list box, select the field name and click Add, or double-click the field name.

To move a field back to the Fields list box, select the field name and click Remove, or double-click the field name.

To move all the fields back to the Fields list box, click Clear.

4.	Select Ascending or Descending for the primary sort field.

Ascending sorts text from A to Z, numbers from lowest to highest, and dates and times from earliest to latest. If a text field has numbers and text, the sorting is 0 to 9 and then A to Z.

Descending sorts data in the opposite direction. If a text field has numbers and text, the sorting is Z to A and then 9 to 0.

5.	If necessary, specify additional sort fields in the same way.

Move the fields to the Sort list box, and specify Ascending or Descending for each field.

6.	Click OK.

See also:

Changing the sort order

Showing all records in their original order


Changing the sort order

The Sort dialog box stores the instructions you specified the last time you sorted. If you want to sort records a different way, you can open the dialog box again and make changes to it.

To add another field to the end of the sort order:

Select the field name in the Fields list box and click Add, or double-click the field name.

To remove a field from the sort order:

Select the field name in the Sort list box and click Remove, or double-click the field name.

To remove all the fields from the sort order:

Click Clear.

To change the direction in which a field is sorted:

Select the field name and select Ascending or Descending.

See also:

Showing all records in their original order

Specifying the sort order


Showing all records in their original order

To show all records in their original order:

Click the Show All icon or choose Show All from the Records menu.

See also:

Creating a find request

Showing all records in their original order

Specifying the sort order


Previewing and printing

Choose a topic from this list.

Specifying the printer, paper, and orientation

Previewing a view

Printing a view


Specifying the printer, paper, and orientation

When you start Approach, the default printer is the one selected in the Windows Control Panel. If you are working on a network, you may also have other printers available.

To specify the printer, paper, and orientation:

1.	Choose Print Setup from the File menu to display the  Print Setup dialog box.

2.	Select a printer in the Printer area.

3.	Select a page orientation in the Orientation area.

4.	Choose a paper size and a source from the drop-down lists in the Paper area.

5.	Click OK.

See also:

Printing a view


Previewing a view

You can preview a view to see what it will look like when printed. It's good practice to preview before printing so that you can make any necessary corrections. This may save you some time and paper later.

To preview a view:

Click the Preview icon, or choose Preview from the File menu or from the second pop-up menu in the status bar.

If you're working on a network database along with other users, the information in the database may change after you go to Preview. You can have Approach download a copy of the database to your hard disk every time you preview to make sure you're looking at what will actually be printed.

See also:

Printing a view

Telling Approach to download when you preview


Printing a view

When you're ready to print, you specify the view, the range of records, and the number of copies you want.

To print a view:

1.	If necessary, specify the printer and print setup options.

These items determine the printable area of the page.

2.	Browse the records you want to print.

3.	Change to the view you want to print.

4.	If necessary, sort the records.

Approach prints records in the current sort order.

5.	Preview the view and make any corrections you need.

6.	Click the Print icon or choose Print from the File menu to display the Print dialog box.

7.	Specify a range of records in the Print Range area.

8.	Choose a print quality from the Print Quality drop-down list.

9.	Type the number of copies you want in the Copies text box.

10.	If necessary, turn on printing options.

11.	Click OK.

See also:

Previewing a view

Specifying the printer, paper, and orientation


Automating your work with macros

Choose a topic from this list.

Defining a macro

Editing a macro

Deleting a macro

Attaching a macro to a button or object

Running a macro

Creating a macro that switches to another view

Creating a macro that restores a find request

Creating a macro that sets a value in a field

Defining a conditional macro


Defining a macro

You define a macro using the Define Macro dialog box, which lists all the different types of tasks you can have the macro perform. Approach performs the tasks in a macro in the order that the tasks are listed in the Define Macro dialog box.

If you want a macro to perform tasks in a different order -- for example, execute a menu command and then switch to another view -- you can create a separate macro for each task and chain them together.

To define a macro:

1.	Choose Define Macro from the Edit menu.

2.	Type a name for the macro in the Macro Name box.

Name the macro Open to have Approach run it when you open the view file. Name it Close to have Approach run it when you close the view file.

3.	If you want to execute the macro using a function key, choose a function key from the drop-down list.

4.	Define an initial check if you want the macro to run under specified conditions.

5.	Define the actions you want the macro to perform in the Actions section.

If you plan to use a found set of records in a macro, you must execute a successful find before you define the macro.

6.	Choose any commands that you want the macro to perform.

Approach performs the commands in the order that you list them.

7.	Choose a macro to be run next.

8.	When your macro definition is complete, click Add to add the new macro and click OK to close the Define Macro dialog box.

See also:

Creating a macro that restores a find request

Creating a macro that sets a value in a field

Creating a macro that switches to another view

Defining a conditional macro


Editing a macro

After you define a macro, you can edit it to change any aspect of the macro, from its name to the next macro it performs. You edit a macro definition the same way you create it -- using the Define Macro dialog box.

To edit a macro:

1.	Choose Define Macro from the Edit menu.

2.	Choose the macro you want to edit from the Macro Name drop-down list.

3.	Make your changes.

You can change any aspect of the macro. To change the macro name, type the new name.

To change the find request associated with a macro, perform the new find, turn off the Find checkbox and then turn it on again.

4.	Click Change to change the macro and click OK to close the Define Macro dialog box.

See also:

Defining a macro

Deleting a macro


Deleting a macro

You can use the Define Macro dialog box to delete a macro you no longer need.

To delete a macro:

1.	Choose Define Macro from the Edit menu.

2.	Choose the macro you want to delete from the Macro Name drop-down list.

3.	Click Delete to delete the macro and click OK to close the Define Macro dialog box.

If the macro is attached to a button, the button no longer does anything. You may want to delete the button or attach another macro to it.

See also:

Defining a macro

Editing a macro


Attaching a macro to a button or object

Approach lets you attach a macro to a button or a text or graphic object so that you can run the macro simply by clicking the button or object.

If you want to use a standard Approach button, you can create it using the Button icon in the icon bar. However, you can also create your own button using the text and drawing tools.

To attach a macro to a button or an object:

1.	In Design, select the button or object and choose Attach Macro from the Edit menu.

2.	Choose a macro from the Attach Macro submenu.

To create a button and define a macro:

1.	In Design, click the Button icon in the icon bar and draw a button.

If you already have a button you want to use, double-click it.

2.	Click Define Macro and use the Define Macro dialog box to name and define the macro.

Approach creates the macro and adds it to the list of available macros. You return to the Pushbutton Style dialog box after you create the macro. If you want to use an existing macro, choose one from the Macro drop-down list.

3.	Click OK in the Pushbutton Style dialog box.

See also:

Creating a pushbutton


Running a macro

Approach gives you three ways to run a macro: from a function key, from a menu command, or from a button (or other object). The way you run the macro depends on how it is defined. For example, you can't run a macro from a function key if it doesn't have a function key assigned. Likewise, you can't run a macro from the Run Macro submenu if the macro isn't defined to appear in the menu.

To run a macro from the menu:

Choose Run Macro from the Edit menu and choose the macro you want from the submenu.

If you have more macros that will fit in the submenu, choose More Macros. Approach opens a dialog box that lists your macros.

To run a macro using an assigned function key:

Press the function key.

To run a macro that is attached to a button or other object:

Click the button or object.

To cancel a macro that is running:

Press Esc.

See also:

Defining a macro

Editing a macro


Creating a macro that switches to another view

This sample macro simply takes you from the starting view to another view in the same view file. You might use a macro like this any time you need to switch from one view to another.

To create a macro that switches to another form:

1.	Choose Define Macro from the Edit menu.

2.	Type a name for the macro and assign a function key if you wish.

3.	In the Actions area, turn on Switch View to and choose a view from the list.

4.	Click Add to add the new macro and click OK.

See also:

Creating a macro that restores a find request

Creating a macro that sets a value in a field

Defining a conditional macro

Defining a macro


Creating a macro that restores a find request

This sample macro restores a find request. You might use a macro like this when you want to work with a specific found set of records, for example, all customers in the state of Ohio. The find request must already be in effect before you define this macro.

To create a macro that restores find request:

1.	Create the find request to locate the records you want.

2.	Choose Define Macro from the Edit menu.

3.	Type a name for the macro and assign a function key if you wish.

4.	In the Actions area, turn on Find and choose Restore from the drop-down list.

When you perform a find request before defining a macro Approach automatically turns Find on and displays Restore.

5.	Click Add to add the new macro and click OK.

See also:

Creating a macro that sets a value in a field

Creating a macro that switches to another view

Defining a conditional macro

Defining a macro


Creating a macro that sets a value in a field

This sample macro changes the value in a field for all records in a database file. It also automatically goes to the next record and runs itself again so that all records are updated. The macro stops running when it reaches the last record in the database file. A macro that runs itself is called a macro loop.

To create a macro that sets a value in a field:

1.	Choose Define Macro from the Edit menu.

2.	Type a name for the macro and assign a function key if you wish.

3.	In the Actions area, turn on Set, choose a field, and type a value.

4.	In the Menu area, choose Next Record and add it to the list of commands to be executed.

5.	Click Add to add the macro to the view file.

6.	In the Next area, turn on Run Macro and choose the current macro from the list.

7.	Click Change to change the new macro and click OK.

See also:

Creating a macro that restores a find request

Creating a macro that switches to another view

Defining a conditional macro

Defining a macro


Defining a conditional macro

This sample macro has an initial condition that determines which one of two macros to run. You define the condition by composing a formula in the Formula dialog box.

To create a macro that sets a value in a field:

1.	Choose Define Macro from the Edit menu.

2.	Type a name for the macro and assign a function key if you wish

3.	In the Initial check area, turn on Run this Macro when and click the Formula button.

4.	In the Formula dialog box, define the formula that spells out the condition you want.

5.	Turn on Otherwise, Run Macro and choose the alternate macro from the list.

6.	In the Actions area, turn on Set and type a value.

7.	In the Menu area, choose Next Record and add it to the list of commands to be executed.

8.	Click Add to add the macro to the view file.

9.	In the Next area, turn on Run Macro and choose the current macro from the list.

10.	Click Change to change the new macro and click OK.

See also:

Creating a macro that restores a find request

Creating a macro that sets a value in a field

Creating a macro that switches to another view

Defining a macro


Exchanging data

Choose a topic from this list.

Importing a database file

Importing a view file

Exporting data from Approach

Copying a PicturePlus field to a file

Inserting a linked object

Modifying a link

Embedding an existing OLE object

Embedding a new OLE object

Editing an embedded object


Importing a database file

When you import into a database, Approach adds the data from the import file to the end of the current database file (this is called appending data). Because you're adding data into a database file, you must be in Browse.

You don't need to import data to be able to use it in Approach. You can simply open an existing database file directly and begin working. However, if you want to work with data in a spreadsheet or text file, you must create a new database file and then import the spreadsheet or text file.

To import a database file:

1.	Open the database file you want to import into.

You can open the database file or one of its its view files.

2.	In Browse, choose Import Data from the File menu.

3.	Choose a different file type if necessary.

If you choose the Text file type, Approach opens the Text File Options dialog box, where you choose the character used in the import file to separate fields and the character set used in the imported file.

If you choose SQL Server, Oracle, DB2, or an ODBC type, Approach opens the appropriate Connect dialog box, where you can connect to the server and identify yourself using your user name and password.

4.	Select the file to import in the FIle Name list box.

5.	Click OK.

6.	In the Field Mapping dialog box, map fields in the import file with fields in the current database file.

If a field in the import file is not mapped to a field in the current database file, Approach ignores the field. Approach also ignores any fields in the current database that are note mapped.

7.	When all fields are mapped to your satisfaction, click OK.

See also:

Finding duplicate values

Importing a view file

Mapping fields in a view file

Opening a database from another application

Opening a view file for a database file


Importing a view file

When you import a view file Approach adds all of the forms, reports, letters, and labels in the imported view file to those of the current view file. Because this is essentially a design function, you must be in Design to import a view file.

To import a view file:

1.	Open the view file you want to import into.

2.	In Design, choose Import View File from the File menu.

3.	Select the view file you want to import and click OK.

4.	In the Field Mapping dialog box, map fields in the import file with fields in the current view file.

If a field in the imported view file is not mapped to a field in the current view file, Approach displays "BAD_FIELD_REFERENCE" in Design instead of a name for the field. In Browse, you get an error telling you that you cannot edit the field and must assign a database field to the current field.

5.	When all fields are mapped to your satisfaction, click OK.

Approach imports the view file and you return to Design, where you can switch to the imported forms, reports, letters, or labels.

See also:

Importing a database file

Opening a view file for a database file


Exporting data from Approach

When you export an Approach database file, you take selected data and save it in a format that can be used by other applications. You can export all of the records in a database, or select a subset for exporting. You can also export just some of the fields in a record, or all of them.

Exporting creates a new database file that can include all fields except variable fields and calculated fields that perform a summary function. You can export other calculated fields, but their values get converted into a set text, numeric, date, or time value before exporting. A calculated field is actually part of the view file, and Approach must convert into a database field before it can be exported.

To export a database:

1.	In Browse, open the database file you want to export and select the records to be exported.

If necessary, use Find and Sort to locate and arrange the records you want to export.

2.	Choose Export Data from the File menu.

3.	Type a name for the file you're exporting to and specify where you want the file to be saved.

4.	Select a database file type from the List Files of Type drop-down list.

If you choose the Text file type, Approach opens the Text File Options dialog box, where you choose the character to be used to separate records in the export file.

5.	Choose a Records to Export option.

To export only the records you've located with Find, click Found Set Only. To export all records in the database file, click All Records.

6.	Select the fields that you want to export.

Approach exports fields in the same order as you add them to the Fields to Export list.

7.	Click OK.

See also:

Saving a copy of a view file and a database file

Saving a copy of a view file only


Copying a PicturePlus field to a file

You can easily copy a picture in a PicturePlus field to a new file in whatever graphics file type you specify. You can then edit the picture if you wish, or use it for another purpose. You must be in Browse to copy a PicturePlus picture to a file.

To copy a PicturePlus picture to a file:

1.	In Browse, select the PicturePlus field that contains the image you want to copy.

2.	Choose Copy to File from the Edit menu.

3.	Type a filename for the new file you're creating in the File Name box, and choose the file type you want to use from the Save File as Type drop-down list.

4.	Click OK.

See also:

Pasting a picture or OLE object from a file


Inserting a linked object

Linking places a reference to the OLE object in your Approach view file. You can place a linked object as a design element on every record or in a PicturePlus field on a single record. Depending on the server application, the object appears right in the record or as an icon. Any changes you make to the linked object from within Approach update the original object.

Before you can link you must first create the object in the server application and copy it to the Clipboard.

To insert a linked object:

1.	In the server application, create the object you want to link to.

Create the object by selecting the chart, graph, range of data, or other information, and then copy it to the Clipboard.

The server application must remain running.

2.	Open the view file you where you want to insert the object, and open the form or report that you want to insert the object into.

To paste the OLE object as a design element, switch to Design and click where you want the object to appear.

If you're placing the linked object in a PicturePlus field, switch to Browse, go to the record, and select the field.

3.	Choose Paste Special from the Edit menu.

4.	Click Paste Link.

Approach displays the object in the form or report you selected. It may appear as an icon, depending on the server application

See also:

Embedding an existing OLE object

Modifying a link


Modifying a link

Once a link is inserted, you can modify it in a number of ways. You can:

Specify when the object is updated

Manually update an object

Link the object to another source

Cancel the link altogether. The object remains as a graphic object in the view file when you cancel the link, but you can no longer open its server application.

To modify a link:

1.	Open the Approach view file that contains the linked object.

If the object is a design element, switch to Design. If the object is in a PicturePlus field, go to the record that contains the object and select the PicturePlus field.

2.	Choose Links from the Objects menu.

3.	Select the link you want to modify and make the necessary changes.

See also:

Editing an embedded object

Inserting a linked object


Embedding an existing OLE object

You can create an OLE object by copying from any application that supports OLE.

To embed an existing OLE object:

1.	In the server application, create the object you want to link to.

Create the object by selecting the chart, graph, range of data, or other information, and then copy it to the Clipboard. The server application does not need to be running when you paste.

2.	Open the view file you where you want to insert the object, and open the form or report that you want to insert the object into.

To paste the OLE object as a design element, switch to Design and click where you want the object to appear.

If you're placing the linked object in a PicturePlus field, switch to Browse, go to the record, and select the field.

3.	Choose Paste Special from the Edit menu.

4.	Click Paste.

Approach embeds the object in the form or report you selected. It may appear as an icon, depending on the server application.

See also:

Editing an embedded object

Embedding a new OLE object


Embedding a new OLE object

You can embed an OLE object without actually creating the object first. Instead, you can embed first, and create the object later by double-clicking the embedded object.

To embed a new object:

1.	Open the view file you where you want to insert the object, and open the form or report that you want to insert the object into.

To paste the OLE object as a design element, switch to Design and click where you want the object to appear.

If you're placing the linked object in a PicturePlus field, switch to Browse, go to the record, and select the field.

2.	Choose Insert Object from the Objects menu.

3.	Choose the type of object that you want to create and click OK.

Approach opens the application you select at a new, blank window.

4.	Create the object in the server application window and choose update from that application's File menu.

5.	Close the server application window and return to Approach.

See also:

Editing an embedded object

Embedding an existing OLE object


Editing an embedded object

You can easily edit an embedded object.

To edit an embedded object:

1.	In Design, select the object you want to edit.

2.	Double-click the object.

In a PicturePlus field, you can also right-click the object and choose Edit Object from the pop-up menu.

3.	Make the changes you want in the embedded object and choose Update from the server application's File menu.

4.	Close the server application window (or exit it) and return to the Approach window.

See also:

Embedding a new OLE object


Sharing data on a network

Choose a topic from this list.

Setting file-sharing options for dBASE files

Specifying a default file type for dBASE files

Specifying the location for the Paradox control file

Telling Approach to download when you preview

Setting record locking to optimistic or full

Defining passwords for a database file

Making the fields of a view file read-only

Defining a password for a view file

Changing your status to single-user

Entering a password

Updating your view of a database

Saving changes to a shared record


Setting file-sharing options for dBASE files

For dBASE files, you can specify whether other users can open network files you already have open and whether your local files are available to other users.

To set file-sharing options for dBASE files:

1.	Open the New, Open, Save Database As, Import Data, or Export Data dialog box, and select dBASEIV or dBASEIII+ from the List Files of Type drop-down list.

2.	Click Connect to display the dBASE Network Connection dialog box.

3.	To allow other users to work with files you have open, turn on Database Sharing.

4.	To make files on your local drive available to other users, turn on Local Databases are Shared.

5.	Click OK.

6.	Restart Approach for the changes to take effect.

See also:

Specifying a default file type for shared dBASE files


Specifying a default file type for dBASE files

If you're sharing dBASE files with other users, the users must all specify either dBASEIV or dBASEIII+ for the files. The default file type is dBASEIV, but you can change it to dBASEIII+ if you need to (or go back to dBASEIV). The default file type is preset in the List Files of Type pop-up list in the New dialog box.

To specify a default file type for dBASE files:

1.	Use a text editor to open the Approach.ini file.

2.	Set the sdBASEFileSharingMethod line to dBASE3 or dBASE4.

3.	Save and close the Approach.ini file.

4.	Restart Approach for the change to take effect.

See also:

Setting file-sharing options for dBASE files


Specifying the location for the Paradox control file

Paradox databases use a network control file called Paradox.net to keep track of users on a network. All users who want to share Paradox files need to specify the location of the same Paradox.net file. (Check with your network administrator for the location of this file.) If you do not specify the location of Paradox.net, you will open network files as a single user.

When you open a Paradox database on a network, Approach verifies the location of Paradox.net in your Approach.ini file.

To specify a location for the Paradox control file:

1.	Open the New, Open, Save Database As, Import Data, or Export Data dialog box, and select Paradox from the List Files of Type drop-down list.

2.	Click Connect to display the Paradox Network Connection dialog box.

3.	Type your user name in the User Name text box.

4.	Type the pathname for the Paradox.net file in the Network Control File Path text box.

5.	Click OK.

6.	Restart Approach for the changes to take effect.


Telling Approach to download when you preview

When you print data from a network, Approach normally updates the data from the network database. If you preview data before printing and other users make changes to the database after you preview, the data you print may not be the same as the data you previewed.

You can have Approach download a copy of a network data set to your hard disk whenever you change to Preview. The data set you print will be the version on your hard disk rather than the one in the network database, so when you preview you can be sure you're looking at what will actually be printed.

To tell Approach to download when you preview:

1.	Choose Options from the Style menu to display the Options dialog box.

2.	To have Approach download data from a network when you preview, turn on Download on Preview.

3.	Click OK or Save Default.

If you click OK, the setting is saved only for your current session with Approach. If you click Save Default, the setting changes the information in Approach.ini and becomes the new default.

See also:

Previewing a view

Printing a view


Setting record locking to optimistic or full

It's usually possible for more than one network user to edit a record at the same time. This method of data-sharing, called optimistic record locking, is an efficient way to work. If two users are editing the same record, the changes are saved in the database for the first user to enter them. Then when the second user tries to enter changes, Approach asks if he or she wants to save the changes and overwrite those of the first user.

If you don't want other users to edit a record at the same time as you, you can change your network environment to full record locking. This way, once you've clicked in a record, other network users can view the record but not make changes to it until you go to another record.

All network users who work with files concurrently should use the same type of record locking.

To set record locking to optimistic or full:

1.	Choose Options from the Style menu to display the Options dialog box.

2.	To specify the type of record locking you want, turn Optimistic Record Locking on or off.

If this setting is on, other users will be able to make changes to the record you're editing.

If this setting is off, once you've clicked in a record other users will not be able to edit it until you move to another record.

3.	Click OK or Save Default.

See also:

Saving changes to a shared record


Defining passwords for a database file

If you define passwords for a database file, a user will have to enter one of the passwords before opening any view file associated with that database.

To define passwords for a database file:

1.	In Design, choose Database Options from the File menu to display the Database Options dialog box.

2.	Choose the database file you want to define passwords for from the Database Name drop-down list.

3.	Turn on Set Read/Write Password and type the read/write password in the text box.

Passwords are case-insensitive and can have up to 16 characters.

4.	Press Tab or click in another area of the dialog box to display the Confirm Password dialog box.

5.	Type the same password in the Retype Password text box and click OK.

6.	To include a read-only password, turn on Set Read-Only Password, type the password in the text box, press Tab, and confirm the password.

After you press Tab, the Confirm Password dialog box appears again so that you can confirm the read-only password. Type the password a second time and click OK.

7.	Click OK.

See also:

Defining a password for a view file

Entering a password

Opening a view file for a database file


Making the fields of a view file read-only

You can make the fields of a view file read-only, and users will not have to enter a password when opening it. This makes all the fields read-only, even fields that will be added to the file in the future.

To make the fields of a view file read-only:

1.	Make the view file active.

2.	In Design, choose Database Options from the File menu.

The Database Options dialog box appears.

3.	Turn on "Read-Only fields for view file."

4.	Click OK.

See also:

Defining passwords for a database file


Defining a password for a view file

You may have forms, reports, or other views that you want people to use but not redesign. If you set a password for a view file, only users who know the password will be able to modify the design of views in that file.

The users will still be able to enter and edit data in the view file, unless you have a password set for the associated database files.

To define a password for a view file:

1.	With the view file active, choose Save As from the File menu to display the Save View As dialog box.

If you have not yet saved the view file, you can also choose Save View File from the File menu. This opens the Save View dialog box, which lets you set a password in the same way.

2.	Turn on Set View Password and type the password in the text box.

Passwords are case-insensitive and can have up to 16 characters.

3.	Select Same Data to keep the view file with the same database files.

3.	Click OK.

The Confirm View Password dialog box appears.

4.	Type the same password in the Retype View Password text box.

5.	To have abbreviated menus appear in the view file, turn on "Use Short Menus when View opens."

If this setting is on, the view file opens with menus that do not include commands for modifying the file. For example, the short menus do not have the Create Form and Define Macro commands.

You can also turn this setting on without setting a password, just to give the view file short menus.

6.	Click OK.

See also:

Defining passwords for a database file


Changing your status to single-user

There may be times when you want to open a particular database as a single user -- for example, if you need to make structural changes to the database or if you have a lot of previewing and printing to do. You can temporarily change your network environment to let you open databases as a single user.

To change your status to single-user for a dBASE database:

Turn off Database Sharing in the dBASE Network Connection dialog box.

To change your status to single-user for a Paradox database:

Delete the text in the User Name and Network Control File Path text boxes in the Paradox Network Connection dialog box.

Change the settings back to the way they were when you're finished working with a database as a single user.

See also:

Setting file-sharing options for dBASE files

Specifying a location for the Paradox control file


Entering a password

If a database has passwords set for it, the Enter Password dialog box appears when you try to open a view file for that database.

To enter a database password:

1.	Type the password in the Enter Password text box.

2.	Click OK.

See also:

Defining passwords for a database file

Opening a view file for a database file


Updating your view of a database

Approach updates your view of a database when you edit, find, or sort data, when you preview or print, and when you change what you see on the screen (such as move to another record or go to Design). You can also update the view yourself.

To update your view of a database:

Choose Refresh from the Records menu.

If you're working with a found set or with sorted data, Refresh inserts any new records into the found set or the sort order as appropriate.


Saving changes to a shared record

If you have optimistic record locking set for your network environment, other users will be able to edit a record at the same time you do.

When two users edit the same record, the changes are saved in the database for the first user to enter the changes. When the second user tries to enter his or her changes, an alert box warns that the changes may overwrite those made by another user.

To save changes to a shared record:

Click Yes to save your changes and overwrite changes made by other users.

To cancel your changes and update your copy:

Click No to see changes made to the record by other users. You can then make your changes on top of theirs.

See also:

Setting record locking to optimistic or full


Customizing Approach

Choose a topic from this list.

Setting Approach options

Switching to a different character set

Changing the international settings

Customizing the SmartIcon bar


Setting Approach options

There are a series of default settings stored in the Approach.ini file in your Windows directory that affect units of measure, the color and line width of new fields or objects, field style, field label style, and picture sizing.

You can change any or all of these settings in the Options dialog box.

To set Approach options:

1.	Choose Options from the Style menu.

2.	Change the drawing tool settings as necessary.

You can change the Measurement Units, the space between invisible grid lines, the default pen or fill color, and the default line width.

3.	Change the default settings for field appearance.

You can add or remove field borders or a baseline, change the font, font style, size, alignment, and special effects for text fields, and make fields read-only.

4.	Change the default settings for field labels.

The field label defaults determine the location and appearance of field labels.

5.	Change the default style for sizing pictures in a PicturePlus field.

If the picture is smaller that the PicturePlus field, Approach can stretch it to fit. If it's too large, Approach can either shrink or crop the picture.

6.	Click OK or Save Default.

If you click OK, the settings are saved only for your current session with Approach. If you click Save Default, the settings change the information in Approach.ini and become the new defaults.

See also:

Setting data options for variable field

Setting OLE options for a PicturePlus field


Switching to a different character set

Approach can use either of two different character sets: the DOS or OS/2 character set or the Windows character set (ANSI). The character set you use determines how you type special characters that are not on the keyboard (both sets are the same for regular numbers, letters, and symbols).

To switch to a different character set:

1.	In Design, choose Database Options from the File menu.

2.	To choose a different character set, click one of the Database Character Set radio buttons.

The set you choose applies to the current database unless you select a different one in the Database Name drop-down list.

3.	Click OK to use the character set you've selected.


Changing the international settings

The international settings that affect Approach are those for date and time formats, for currency formats, and for number formats. If you change these settings, the changes take effect the next time you start Approach (they don't affect Approach if it's already running).

To change the international settings:

1.	Double-click the International icon from the Windows Control Panel window.

2.	To change any of these settings, click the appropriate Change button.

You can change the date format, time format, currency format, or number format, in the dialog box that appears.

For more information about international settings, turn to your Windows user's guide.

3.	Change the settings you want and click OK.

4.	Click OK in the International dialog box.

See also:

Importing a database file


Customizing the SmartIcon bar

SmartIcons give you single-click access to common Approach functions. Approach is preset with a default selection of icons called a SmartIcon set for Browse, Design, Preview, and Find. You'll also find SmartIcon sets for Browse and Design that duplicate the Approach 2.0 look that you may already be familiar with.

You can add or remove icons in any of the default sets, or create your own custom sets. You can also change the location of the icon bar in the Approach window, and change the size of icons in an icon bar.

To customize the SmartIcon bar:

1.	Switch to Browse, Design, Preview, or Find, and choose SmartIcons from the Style menu.

2.	Arrange the icons you want in the order you want them in the current set list.

To add an icon, drag it from the Available icons list to the position you want in current set.

To remove an icon from the current set, drag it from the current set list to the Available icons list.

To change the position of an icon in the icon bar, drag it to a new position in the current set list.

3.	To change the location of the icon bar, choose a different position from the Position drop-down list.

If you choose Floating, you can move or resize the icon bar.

4.	To change the size of all icons in the icon bar, click Icon Size and choose a different size in the Icon Size dialog box.

5.	Click OK or Save Set.

If you click OK, Approach saves the current set of icons. If you click Save Set, the Save Set of SmartIcons dialog box appears so that you can specify the set name, the filename, and directory for the new SmartIcon set.


Designing forms and reports

Choose a topic from this list.

Creating a form based on one database

Adding a field to an existing form

Duplicating a field

Defining a list of values

Reordering values in a value list

Adding database field values to a value list

Putting a checkbox or radio button in a field

Creating a pushbutton

Creating a PicturePlus field

Modifying fields

Adding field borders

Adding or changing a field label

Setting the style of a field label

Specifying a format for date, time, numeric, and text fields

Setting a tab order for entering data

Removing a field from a form

Creating a form based on joined databases

Setting up a repeating panel

Adding more fields to a repeating panel

Changing repeating panel options

Moving a repeating panel

Summarizing information in a repeating panel

Deleting a repeating panel

Creating a report

Inserting headers and footers

Adding a title page

Changing the number of columns

Removing blank space in a report

Removing blank space in a field

Sliding objects to remove blank space

Keeping records on one page

Adding a summary panel to a report

Moving a summary panel

Deleting a summary panel

Creating a summary report


Creating a form based on one database

Approach lets you create a new form with all the fields in a database or just selected fields. You can use the new form "as is" or tailor it using Design tools and commands.

To create a form based on one database:

1.	In Design, choose Create Form from the Design menu to display the Create Form dialog box.

2.	Type a name for the form in the Name box.

3.	Select the fields you want for the form:

To add all the fields from the database to the form, click Add while the fields are selected.

To select some fields for the form, select a field and click Add, or double-click a field. If all the fields are selected, Control-click the fields you don't want on the form to deselect them, and then click Add.

4.	Click OK.

To remove a field from the Form Fields list:

Click the field name in the list, then click Remove, or double-click the field name to remove it from the list.

Related topics:

Creating a form based on joined databases

Defining fields


Adding a field to an existing form
Adding a field to an existing view

Each field on a view must be defined. You can add a field that has already been defined to your view, or you can define a new field as you add it.

To add a field to an existing view:

1.	In Design, click the Field icon.

The Field icon looks like a rectangle with an I-beam in it.

2.	Drag diagonally until the field is the size you want

The Field Style dialog box appears.

3.	Click the name of the field that you want to add to the view.

4.	In the Field Style dialog box, select border and label options. You can also add a value list to a field to speed data entry.

5.	Click OK.

Approach adds the field to the view.

See also:

Adding field borders

Defining a list of values


Adding exactly same-sized fields
Duplicating a field

You can quickly add a field to a form that has all the attributes of an existing field.

To duplicate a field:

1.	Select the field you want to duplicate.

2.	Copy and paste the field.

3.	Drag the copy to where you want it.

4.	Double-click the copy.

5.	In the Field List in the Field Style dialog box, select the field you want displayed for this object.

6.	Click OK.

See also:

Cutting, Copying, and Pasting an object


Defining a list of values

You can create a list of predefined values from which to choose during data entry. This ensures accurate data entry even when complex values need to be entered quickly.

Approach gives you two options:

Value List: During data entry, you can choose a value from the available choices. Only values from the list can be entered.

Text and Value List: During data entry, you can choose a value from the available choices or type a value that's not in the list.

To define a list of values for a field:

1.	In Design, double-click the field, or select the field and choose Field Style from the Style menu, or right-click the field and choose the command.

The Field Style dialog box appears.

2.	Select Value List.

3.	Click the Value List button.

The Value List dialog box appears.

4.	Select Use Custom Values to add custom values.

5.	Type the value in the text box to the left of the Add button.

6.	Click Add.

To add more values, repeat the previous two steps.

7.	Click OK when you are finished adding values.

8.	In the Field Style dialog box, click OK.

To remove a value:

1.	Click the value in the value list.

2.	Click Remove.

See also:

Adding database field values to a value list

Adding fields to a database

Changing a field name, type, or length

Choosing from a drop-down list


Reordering values in a value list

When you add values to a list, the selected value is added above the highlighted value in the List box. You can reorder the values in the list so that, for example, the last item in the list becomes the first item. To reorder a value, you remove it from the list and then add it back to the list in the proper position.

To reorder values in a value list:

1.	In Design, double-click the field, or select the field and choose Field Style from the Style menu.

The Field Style dialog box appears.

2.	Select Value List.

3.	Click the Value List button.

The Value List dialog box appears.

4.	Select the item in the List box that you want to reorder.

5.	Click Remove.

The value appears in the text box to the left of the Add button.

6.	Select the value in the List box that you want listed after the value in the text box.

7.	Click Add.

The value you removed now appears ahead of the value in the List box.

See also:

Adding database field values to a value list

Defining a list of values


Adding database field values to a value list

You can use existing values in a database as a quick way to set up a value list.

To add database field values to a value list:

1.	In Design, double-click the field, or select the field and choose Field Style from the Style menu, or right-click the field and choose the command.

The Field Style dialog box opens.

2.	Select Use Database Field Values.

If you want to use values from another field in the same or a joined database, click Other Fields and the dialog box expands. Select a database and a field to base the value list on.

See also:

Defining a list of values

Reordering values in a value list


Putting a checkbox or radio button in a field

A checkbox specifies a value of On or Off for a field. A set of radio buttons provides mutually exclusive values for a field; you can select one radio button in the set.

To put a checkbox or radio button in a field:

1.	In Design, click the Checkbox icon.

2.	Drag diagonally until the field is the size you want.

This area will contain the checkbox or radio button and its label.

The Checkbox Style dialog box appears.

3.	Select the name of the field you want to define as a checkbox or radio button.

If necessary, click Field Definition to create a new field.

4.	Select a type of checkbox.

To create a checkbox, select On-Off, and either leave the Value text boxes as they are, or type an On Value and an Off Value to set values for the checkbox.

To create a radio button, select Single-Value, and type a value for the radio button in the On Value text box.

5.	Turn on Show Label and specify the location of the label in relation to the checkbox or radio button.

6.	Click Font to display the Text Style dialog box to change the label attributes.

7.	Choose the font, size, alignment, and style for the label.

8.	Click OK to close Text Style dialog box.

9.	Click OK in the Checkbox Style dialog box.

See also:

Turning on a radio button or a checkbox


Creating a pushbutton

A pushbutton on a form can perform any number of tasks. You can create a pushbutton to switch from one form to another, to restore a find, to set a value in a field, or to change a field throughout a database's records.

When you create a pushbutton, you attach a macro to it. Clicking the button starts the macro that performs the task.

To create a pushbutton:

1.	In Design, click the Pushbutton icon.

2.	Drag diagonally until the field is the size you want.

The Pushbutton Style dialog box appears.

3.	Type a name for the button in the Label text box.

4.	Click Font to display the Text Style dialog box.

5.	Specify the attributes of the button's name.

6.	Click OK to close the Text Style dialog box.

7.	Choose a macro from the drop-down list.

8.	Click OK.

See also:

Defining a macro


Creating a PicturePlus field

A PicturePlus field allows you to store graphic images or OLE objects. You can crop the graphic or shrink it proportionally if it is too small. You can specify where in the field you want the graphic positioned. You can also allow drawing with a mouse or pen to capture signatures or sketches.

To create a PicturePlus field:

1.	In Design, click the PicturePlus icon.

2.	Drag diagonally until the field is the size you want.

The Image Style dialog box appears, or if no PicturePlus field has been defined, the Field Definition dialog box appears so that you can define a new field.

3.	Select the name of the field you want to add to the form or report.

4.	Select size and positioning options.

To show as much of the picture as fits within the field, select "Crop it."

To shrink the picture proportionally, select "Shrink it."

To stretch the picture proportionally, turn on "Stretch if too small."

To specify where you want the image positioned, click the spot in the Position box where you want the image in the PicturePlus field.

To be able to draw within the field boundaries, over inserted graphics or OLE objects, turn on Allow Drawing.

5.	Click OK.

Approach adds the field to the form or report.

See also:

Drawing lines with the pointer

Putting a picture or OLE object in a field

Setting OLE options for a PicturePlus field


Modifying fields

After you add a field to a form, you can change the field by giving it a label or borders, changing the label's style, defining a list of values for the field, specifying a format for its data, or deleting it.

To use the mouse to quickly change a field:

Double-click the field to open the Field Style dialog box, or right-click the field to open a menu of field-specific commands.

See also:

Changing text attributes

Opening object specific menus


Adding field borders

Borders separate a field from other fields in a view. You can change the line width and color of the field borders the way you change other line widths and pen colors.

To add borders to a field:

1.	In Design, select the field you want to add borders to.

To add borders to more than one field at a time, select the fields you want to change by Shift-clicking them or drawing a selection box around them.

2.	Double-click the field, or select the field and choose Field Style from the Style menu, or right-click the field and choose the command.

The Field Style dialog box appears.

3.	Turn on the borders you want: Top, Bottom, Left, and Right.

4.	To display a guideline for data entry, turn on Text Baseline.

5.	Click OK.

See also:

Adding a field to an existing form

Selecting a color for an object

Selecting a line width

Setting Approach options


Adding or changing a field label

A field label is text that names a field. When you create a new form or report, Approach places field labels next to all the fields in the form or report. (These field labels are the same as the names given to the fields when they were defined.)

When you add a field to a form or report, you can also add a field label. You can change the wording, location, and text style of the label anytime later.

To add or change a field label:

1.	In Design, select a field.

2.	Double-click the field, or select the field and choose Field Style from the Style menu, or right-click the field and choose the command.

The Field Style dialog box appears.

3.	Make sure Show Label is turned on.

A sample of the label appears in the Sample box.

4.	Select Above, Below, Left, or Right to specify the location of the label.

5.	To set the font, size, and alignment for the label, click Font to display the Text Style dialog box.

6.	Click OK.

See also:

Changing text attributes

Setting Approach options


Setting the style of a field label

You can change the font, size, alignment, and style of field labels.

To set the style of a field label:

1.	In Design, click the field with the label you want to change.

2.	Double-click the field, or select the field and choose Field Style from the Style menu, or right-click the field and choose the command.

The Field Style dialog box appears.

3.	Click Font to display the Text Style dialog box.

4.	Choose the font, size, alignment, and style you want.

The Sample box shows a sample of text with the attributes you selected.

5.	Click OK to close the Text Style dialog box.

6.	Click OK in the Field Style dialog box.

See also:

Changing text attributes

Specifying a format for date, time, numeric, and text fields


Specifying a format for date, time, numeric, and text fields

Approach provides a variety of formats for displaying and printing date, time, numeric, and text values in fields. You can specify a format for a field, and any data you enter in the field will appear in the format.

To format date, time, numeric, and text fields:

1.	In Design, select a field and choose Field Format from the Style menu to display the Field Format dialog box.

You can also right-click the field and choose Field Format from the pop-up menu.

2.	Select the format you want in the Field Format dialog box.

For a date format, select Day-Month-Year, Month-Day-Year, Year-Month-Day, or Other. If you select Other, choose a format from the drop-down list or type a custom format.

For a time format, type the punctuation you want to use to separate hours, minutes, and seconds and select 24-hour or 12-hour time. You can also edit or remove AM and PM time values.

Approach displays a sample of a formatted field value in the Sample box.

6.	Click OK.

Other date formats

If you select Date Format and the Other option, you can set up periods of time for the date. Approach uses symbols to represent different periods of a year and different ways to abbreviate them.

The date format has a first part (444), a second part (the word Quarter), and a third part (YYYY).

To format the first part of the date format:

Enter 1 to designate year.

Enter 2 to designate semiannual.

Enter 3 to designate trimester.

Enter 4 to designate quarter.

How many times you enter the number is also important:

If you enter 1 number (n), Approach displays a number (1, 2, 3, or 4).

If you enter 2 numbers (nn), Approach displays an ordinal number (1st, 2nd, 3rd, or 4th).

If you enter 3 numbers (nnn), Approach displays a word (First, Second, Third, or Fourth).

To format the third part of the date format:

If you enter YYYY, Approach displays all four numbers of the year.

If you enter YY, Approach displays the last two numbers of the year.

Numeric formats

You can use the predefined Approach numeric formats or create formats of your own.

If you use this predefined format:

#,##0.##

For numbers greater than 1, Approach displays one required digit to the left of the decimal point (represented in the format by 0). All other digits on either side of the decimal point (represented in the format by #) are not required; that is, Approach will display the digits only if they are present. A comma separates every three digits to the left of the decimal point. For example, if you type 8000, Approach displays 8,000. For numbers less than 1, Approach displays zero, followed by a decimal point and no more than two digits. For example, if you type .8, Approach displays 0.8.

#,##0.##; (#,##0.##)

Numbers greater than 0 are handled in the same manner as in the preceding format. Numbers less than 0 are surrounded by parentheses. For example, if you type -8, Approach displays (8).

$#,##0.00

For dollar amounts, Approach displays the dollar sign and one required digit to the left of the decimal point. All other digits to the left of the decimal point are not required; that is, Approach displays them only if they are present. Following the decimal point are two required digits for the cents. For example, if you type .8, Approach displays $0.80.

$#,##0.00; ($#,##0.00)

Dollar amounts are handled in the same manner as in the preceding format. Amounts less than a dollar are surrounded by parentheses.

0%

For percentages, Approach displays one required digit and converts the number you typed into a percent. For example, if you type -8, Approach displays -800%.

0.##%

Percentages are handled in the same manner as in the preceding format, with precision up to two decimal places, if required.

(###)" "000-0000

U.S. telephone number format.

000-00-0000

U.S. social security number format.

Custom format

You can type a custom format in the Numeric Format text box. Use the following formatting symbols to create your own custom format:

0 (Zero):

Each 0 specifies a required digit on either side of the decimal point.

# (Number sign):

Each number sign specifies an optional digit (a placeholder) on either side of the decimal point.

. (Decimal point):

Specifies the position of the decimal point.

, (Comma):

Specifies that the thousands separator is a comma if a comma is surrounded by 0's or #'s.

; (Semicolon):

Separates sections of a format. The left section specifies how to format positive numbers, and the right section specifies how to format negative numbers.

$ - + () : (Dollar sign, minus sign, plus sign, hyphen, parenthesis, colon):

Specifies a literal character to be displayed. For example, with the format $#,##0.00;($#,##0.00) there is a $ to the left and () around negative numbers.

% (Percent sign):

Specifies that a number is converted to a percentage and a % placed to the right.

abc (Text):

Type in any text. As long as one of the preceding items aren't used, whatever you type will be displayed.


Setting a tab order for entering data

The tab order is the order in which you move from field to field when you press Tab in Browse. When you create a form or report, the default tab order is the order in which the fields were created. You can change the existing tab order or create a new one.

To set the tab order:

1.	In Design, choose Tab Order from the Design menu.

Approach places numbered squares next to all fields to indicate the position of each field in the tab order.

2.	Click the number in a square to select it.

3.	Type the tab position you want for the field and press Enter.

4.	Choose Tab Order from the Design menu or switch to Browse to save the new tab order.

See also:

Adding a field to an existing view


Removing a field from a form

You can remove any field that you no longer need on a specific form.

To remove a field from a form:

1.	In Design, select a field.

2.	Press Backspace or Delete, or choose Cut from the Edit menu.

The field is deleted only from this specific form and not from the database.

See also:

Deleting a field


Creating a form based on joined databases

You can create forms that use data from more than one database. For example, you might have a customer database and an invoice database. Instead of retyping the customer information every time you create a new invoice, Approach can automatically display all of this information after you identify which customer you want.

Approach also allows you to see multiple items from a second database on a single form.

To create a form based on joined databases:

1.	In Design, choose Create Form from the Design menu to display the Create Form dialog box.

2.	Type a name for the form in the Name box.

3.	Select the fields you want for the form:

To display the fields in a joined database, choose the database you want from the Database drop-down list.

To add all the fields from the database to the form, click Add while the fields are selected.

To select some fields for the form, select a field and click Add, or double-click a field. If all the fields are selected, Control-click the fields you don't want on the form and then click Add.

4.	Check to make sure you based your form on the database you want to be the main database.

Choose Join from the File menu when the form is active. The database at the farthest left is the main database for the form. You will see all the records from this database when you preview or browse the form.

See also:

Creating a form based on one database

Joining two or more database files

Setting options for a join


Setting up a repeating panel

After joining two databases, you can add a repeating panel to a form to display the results of the join. The panel can have one or more fields.

You may have to resize a repeating panel to make room for more fields.

To set up a repeating panel:

1.	In Design, choose a form from the Switch submenu in the View menu or from the view pop-up menu in the status bar.

2.	Choose Add Repeating Panel from the Design menu to display the Add Repeating Panel to Form dialog box.

3.	In the Number of Lines text box, type the number of lines you want in the panel.

4.	Specify which fields you want in the panel.

For each field, select the field name in the Database Fields list box and click Add.

5.	To add a background color to every other line in the panel, select a color in the Alternate Panel Background color palette.

6.	Click OK to close the Add Repeating Panel to Form dialog box.

The panel is displayed on your form.

To resize a repeating panel:

Control-click the top row of the panel and drag a handle.

See also:

Adding more fields to a repeating panel

Changing repeating panel options

Creating a form based on two or more database files

Joining two or more database files


Adding more fields to a repeating panel

You can add more fields to an existing repeating panel. Make sure there is enough room in the panel for the new field. You may have to resize the panel to make room.

To add more fields to a repeating panel:

1.	In Design, click the Field icon in the icon bar.

2.	Drag diagonally to draw a field anywhere on the form.

The Field Style dialog box appears.

3.	In the list of fields in the dialog box, select the field you want to add to the repeating panel.

4.	Turn off the Show Label option if it is on.

5.	Click OK.

6.	Drag the new field into the top row of the repeating panel, making sure the field is entirely within the repeating panel's boundaries.

The field is added to the repeating panel.

See also:

Changing repeating panel options

Setting up a repeating panel


Putting a background color in a repeating panel
Changing repeating panel options

You can change the database for a repeating panel, change the number of lines in a panel, and add a background color to a panel.

To change the repeating panel options:

1.	In Design, right-click a repeating panel and choose Panel Options for Form from the pop-up menu.

The Panel Options for Form dialog box appears.

2.	To change the database for the panel, choose from the Fields from Database drop-down list.

3.	To change how many lines display in the panel, type a number in the Number of Lines text box.

4.	To change the color on every other line in the panel, turn on Alternate Panel Background and select the color you want in the color palette.

The background color alternates with white and makes the panel easier to read.

5.	Click OK.

See also:

Adding more fields to a repeating panel

Setting up a repeating panel


Moving a repeating panel

You can move a repeating panel anywhere on a form.

To move a repeating panel:

Click in the body of the repeating panel and drag to the position you want.

See also:

Setting up a repeating panel


Summarizing information in a repeating panel

You can get the total, average, count, and other summary information based on data in a repeating panel. For example, if you have a repeating panel that lists all invoices for each customer, you can have Approach total the sales for all the invoices.

To summarize information in a repeating panel:

1.	In a form based on the main database, switch to Design.

2.	Click the Field tool.

3.	Create a summary calculation field.

4.	In the Formula dialog box, in the "Summarize on" drop-down list choose "Summary of all records in <database>," where <database> is the name of the database the repeating panel is based on.

5.	Click OK in the Formula dialog box.

6.	Click Add and then click OK in the Field Definition dialog box.

7.	Click OK in the Field Style dialog box.

Switch to Browse to see the results of the calculation.

See also:

Adding a summary panel to a report

Setting up a formula for a calculated field

Setting up a repeating panel


Deleting a repeating panel

When you no longer want a repeating panel, you can delete it.

To delete a repeating panel:

1.	Select the panel.

2.	Press Backspace.

See also:

Setting up a repeating panel


Creating a report

Reports are easy to create after you have an idea of which data you want to appear on the report and whether you want the data to display in rows or columns.

To create a report:

1.	In Design, choose Create Report from the Design menu to display the Create Report dialog box.

2.	Type a name for the report in the Name text box.

3.	Select a type of report:

Standard displays each field in a separate row.

Columnar displays each field in a separate column.

Summary creates a report that only displays totals.

4.	Turn on the Page format options you want.

To create a standard report that displays each record in "snaking" columns, select Columns and type the number of columns you want on the page.

To create a first page with a header different from the rest of the report, turn on Title Page.

To specify that records should begin and end on the same page, turn on Keep Each Record Together.

5.	Choose the database from the Database drop-down list.

6.	In the list of Database Fields, select the first field you want to be on your report and click Add, or double-click a field to add it to the list of Report Fields.

7.	Add additional fields you want to use in the order you want them to appear.

8.	Click OK.

See also:

Adding a title page

Creating a summary report

Inserting headers and footers


Inserting headers and footers

You can add a header or footer to a standard report to display information you want to appear on every page. (Approach automatically inserts a header with field names on a columnar report.) You can use the header or footer to display the date, the page number, your letterhead, or other text or graphics.

To insert a header or a footer:

1.	In Design, display a report.

2.	Choose Insert Header or Insert Footer from the Design menu.

To have Approach automatically insert the date or page number in a header or footer, draw a text block and then choose Insert Page # or Insert Date from the Objects menu.

See also:

Adding a title page

Creating a report


Adding a title page

You can add or remove a title page for a report.

To add a title page:

1.	In Design, display a report.

2.	Choose Title Page from the Design menu.

You see a checkmark next to the command. Approach displays the words Title Page in the status bar.

3.	To insert a special header or footer for just the first page, choose Insert Header or Insert Footer from the Design menu.

You see a blank header or footer that appears only on the title page of your report.

4.	Resize the header or footer as necessary, and add any text or graphics you want.

To have Approach automatically insert the date or page number in the header or footer, draw a text block in the region and then choose Insert Page # or Insert Date from the Objects menu.

5.	To return to the standard page of your report, choose Title Page from the Design menu.

To remove a title page:

Deselect the Title Page option in the Create Report dialog box.

See also:

Creating a report


Changing the number of columns

When you create a report, you specify the number of columns you want to print across a page. To change the number of columns, use the Report Options command. When you specify more than one column in a report, Approach prints your records from the top to bottom in the first column, then from top to bottom in the second, and so on. Do not use more than one column in a standard report that has many fields in it, or the report may be too hard to read.

When you create a columnar report, the field names appear in the header to serve as column headings.

To change the number of columns in a report:

1.	In Design, display the report you want to change.

2.	Choose Report Options from the Design menu.

The Report Options dialog box appears.

3.	Double-click the number in the Columns box to select it, and then type the number of columns you want.

4.	Click OK.

See also:

Creating a report


Removing blank space in a report

If a body panel is tool large, you may have too much space between records in a standard report or too much space between rows in a columnar report.

To remove blank space between records:

1.	Control-click the body panel to select it.

2.	Drag the sizing handle to resize the body panel.

See also:

Creating a report

Removing blank space in a field

Removing extra space from labels


Removing blank space in a field

Sometimes reports have too much space within a field. In this case, you want to keep the body panel its current size so you can display, for example, memo field information whose length might vary from record to record. Approach requires you to define the maximum amount of data that can be displayed in a field, but it also can automatically reduce extra space within a field.

To remove blank space in a field:

In Design, select the tallest field and choose Reduce Boundaries from the Style menu.

See also:

Removing blank space in a report

Removing extra space from labels


Sliding objects to remove blank space

Approach can slide any object, including fields, up or left to remove extra blank space. Suppose you want to separate each record in a report with a horizontal line. Switch to Design, make sure all the fields have Reduce Boundaries on, and then follow these instructions.

To slide objects to remove blank space:

1.	Select the object you want to slide.

2.	Choose Slide Up or Slide Left from the Style menu.

See also:

Removing blank space in a field

Removing blank space in a report

Removing extra space from labels


Keeping records on one page

You can make sure that records do not begin on one page and end on another.

To keep records on one page:

When you are creating a new report in the Create Report dialog box, turn on Keep Each Record Together.

If you want to keep records on one page in an existing report, choose Report Options from the Design menu and turn on Keep Each Record Together.

See also:

Creating a report


Adding a summary panel to a report

When you want to summarize information about a columnar report or standard report, you add a summary panel to tell Approach what you want to summarize. This way, the report body displays multiple records and a summary area summarizes these records.

If a report contains more than one summary panel sorted on different fields, Approach sorts the fields from top to bottom and then right to left.

To add a summary panel to a report:

1.	In Design, display the report.

2.	Choose Add Summary from the Design menu to display the Define Summary dialog box.

3.	Select a Summarize option.

To insert a summary after a specified number of records, select "Every n records" and type the number of records you want summarized.

To insert a summary for an entire group of records, select Entire Group.

To insert a summary after unique values in a sorted group of records, select A Group Sorted On and select a field for Approach to use when sorting for the summary.

4.	Check to make sure you based your report on the database you want to be the main database. If necessary, choose another database from the drop down box.

5.	Specify where you want the summary information to appear.

To insert the summary on the left, center, or right of the report body, select Left, Center, or Right.

To insert the summary before or after displaying the records in the group, select Leading or Trailing.

To display one summary per page, turn on Insert Page Break.

6.	Click OK to close the Define Summary dialog box.

7.	Click the Field icon and draw a field in the summary panel to add a calculated field that uses a summary function.

See also:

Summarizing information in a repeating panel


Moving a summary panel

You can place summary panels one after another in a report. You may have to move the panels to make sure the calculations are evaluated in the proper order. Approach first evaluates summary panels that appear above the body panel and then evaluates those below it.

To move a summary panel:

Control-click the panel and drag it into position.

See also:

Adding a summary panel to a report


Deleting a summary panel

You can delete a summary panel from a report. If the summary panel contains a field, the field is also deleted.

To delete a summary panel:

1.	In Design, Control-click the summary panel.

2.	Press Delete.

Approach deletes the summary panel.

See also:

Adding a summary panel to a report


Creating a summary report

A summary report contains only summary information and has no body with individual records. Every time a value in the field changes, a new summary is displayed in the report.

To create a summary report:

1.	In Design choose Create Report from the Design menu to display the Create Report dialog box.

2.	Type a name for the report.

3.	Select Summary.

4.	Select the Page format options you want and add the fields you want to the report, as you would for a standard or columnar report.

5.	Click OK.

The Define Summary dialog box appears.

7.	Select a Summarize option, specify where you want the summary information to appear, and click OK.

8.	Click OK to display the summary report in Design.

9.	Click the Field icon and draw a field in the summary panel to add a calculated field that uses a summary function.

See also:

Adding a summary panel to a report

Creating a report


Designing form letters and mailing labels

Choose a topic from this list.

Creating a form letter

Typing text in a form letter

Adding or deleting fields in a form letter

Inserting a date or a page number

Creating mailing labels

Typing on labels

Removing extra space from labels

Creating custom mailing labels


Creating a form letter

To create a form letter, you choose the fields that hold the variable information (such as customer name and address) and then type the text that remains the same for each letter. If you want to create a multi-page form letter, you need to create a new view for each page.

To create a form letter:

1.	In Design, choose Create Form Letter from the Design menu to display the Create Form Letter dialog box.

2.	Type a name for the form letter.

3.	Click Add to add all the fields in the Database Fields list to your form letter, or select specific fields and click Add.

You can also double-click a field to add it.

4.	Choose the main database from the Database drop-down list.

A form letter will appear for each record from the main database.

5.	Click OK.

To remove a field:

 Click the field in the Insert Fields list and click Remove.

See also:

Adding a field to an existing view

Adding or deleting fields in a form letter

Inserting a date or a page number

Typing text in a form letter


Typing text in a form letter

To finish preparing a form letter, you need to add text to the form letter's text object. Any text you add before or after the fields is the unchanging part of the form letter.

To type text in a form letter:

1.	Click the Text icon in the icon bar.

A form letter is a large text object, so you use the Text tool to add text to it.

2.	Click where you want to add text.

3.	Type the text.

You can edit and format the text and fields on a form letter to make it look any way you'd like. If you change the justification, however, the entire letter will be right justified, left justified, or centered.

See also:

Changing text attributes

Deleting text or text objects

Specifying a format for date, time, numeric, and text fields


Adding fields to a form letter
Adding or deleting fields in a form letter

After creating a form letter, you can add or delete fields in it.

To add a field to a form letter:

1.	Click where you want data from the database to appear on the form letter.

2.	Choose Insert Field from the Objects menu.

The Insert Field dialog box appears.

3.	Select the field you want to add to the form letter and click OK, or double-click the field to add it to the form letter.

To delete a field:

1.	Select the field.

2.	Choose Cut, or press Backspace or Delete

See also:

Adding a field to an existing view

Deleting text or text objects


Inserting a date or a page number

You can insert a date symbol or a page number symbol on a view, and Approach will automatically place the current date or page number at that location in Browse and Preview. You can use these symbols in any text object, and you can have both in the same text object.

To insert the current date or page number:

1.	Click the Text icon in the icon bar.

2.	Draw a text object or click in an existing text object.

3.	Choose Insert Date or Insert Page # from the Objects menu.

See also:

Drawing text objects

Specifying a format for date, time, numeric, and text fields


Creating mailing labels

When creating mailing labels, you can use a predefined label format that comes with Approach or create a custom label format of your own.

To create mailing labels:

1.	Choose Mailing Labels from the Design menu to display the Create Mailing Labels dialog box.

2.	Type a name for the mailing labels.

3.	Specify which fields you want in the mailing labels.

For each field, select the field name in the Database Field list box and click Add, or double-click the name.

Add the fields in the order in which you want them to appear in the labels.

To remove a field from the labels, select the field name in the Label Fields list box and click Remove, or double-click the name.

4.	Choose the main database from the Database drop-down list.

A mailing label will appear for each record from the main database.

5.	Choose an Avery label format from the Label Code drop-down list.

If you need a custom label format, choose Other from the list, click Options, and type the dimensions you want.

6.	Click OK.

See also:

Creating custom mailing labels

Removing extra space from labels

Typing on labels


Typing on labels

If you want to type a message or instructions on a mailing label, you can set up a text object.

To type a message or instructions on a mailing label:

1.	Create a text object on the mailing label.

2.	Type in the object.

The text will appear on every label.

See also:

Drawing text objects

Typing and pasting in text objects


Removing extra space from labels

Mailing labels often have blank lines or extra blank spaces on a line. This can happen when fields are placed too far apart or when data is not long enough to fill a field. For example, a label might have too much space between the city, state, and zip codes. You can make fields automatically slide to the left and up to remove any extra space between them when you preview and print.

To remove extra space between fields:

1.	In Design, select the fields whose entries you want to slide.

2.	Choose Slide Left or Slide Up (or both) from the Style menu.

See also:

Moving an object

Removing blank space in a field

Removing blank space in a report

Sliding objects to remove blank space


Creating custom mailing labels

Approach lets you create custom mailing labels. You can specify the size of each label, the order in which the labels are printed, the number of labels you want across the page, and the paper size and other printer options.

To create custom mailing labels:

1.	Choose Mailing Labels from the Design menu.

2.	In the Create Mailing Labels dialog box, type a name for the labels, choose the main database, and add fields.

3.	Choose Other from the Label Code drop-down list to display the Mailing Labels Options dialog box.

4.	Select options for arranging the labels.

To print the labels in the first row, then the second, and so on, click Left to Right.

To print the labels in the first column, then the second, and so on, click Top to Bottom.

5.	Type the number of labels you want across the page and select other page options.

To print the labels on tractor-fed continuous paper, click Continuous Feed.

To print the labels on individual sheets of paper, click Sheet Feed.

To enter the margins for tractor-fed labels, type the left and right margins.

To enter the margins for sheet labels, type the top, bottom, left, and right margins.

To specify a printer or set the paper size, click Print Setup.

6.	Click OK.

Approach displays the mailing labels in Design.

See also:

Creating mailing labels

Removing extra space from labels

Specifying the printer, paper, and orientation

Typing on labels


Entering and editing data

Choose a topic from this list.

Moving one record at a time

Moving to the first or last record

Moving to a specific record

Adding a new record

Duplicating a record

Selecting a field

Changing the insertion point or selection

Typing in a text or memo field

Typing in a numeric field

Typing in a Boolean field

Typing in a date field

Typing in a time field

Choosing from a drop-down list

Turning on a radio button or a checkbox

Pasting a picture or OLE object from a file

Pasting a picture from the Clipboard

Drawing lines with the pointer

Filling a field with a new value

Hiding records

Showing hidden records

Deleting specific records

Deleting a found set of records

Deleting all records in a database


Moving one record at a time

You can move forward or backward through a database one record at a time.

To move forward one record:

Click the Next Record icon, click the right arrow in the status bar, choose Next Record from the Records menu, or press the Page Down key.

To move backward one record:

Click the Previous Record icon, click the left arrow in the status bar, choose Previous Record from the Records menu, or press the Page Up key.

See also:

Moving to a specific record

Moving to the first or last record


Moving to the first or last record

You can also move quickly to the first record or the last record in a database or found set.

To move to the last record:

Click the Last Record icon, choose Last Record from the Records menu, or press Control-End.

To move to the first record:

Click the First Record icon, choose First Record from the Records menu, or press Control-Home.

See also:

Moving one record at a time

Moving to a specific record


Moving to a specific record

Each record has a number in the current ordering of records in a database. If you know the number of the record you want to go to, you can give Approach the number to move directly to that record. This is especially helpful in a large database.

The number of the current record appears in the status bar.

To move to a specific record in a form:

1.	Click the record number in the status bar.

2.	Type the number of the record you want to move to.

3.	Click OK.

See also:

Moving one record at a time

Moving to the first or last record


Adding a new record

When you add a new record, Approach puts the record at the beginning of the database or the current found set. The record is blank, except for fields that are defined to have data entered automatically.

To add a new record:

Click the New Record icon or choose New Record from the Records menu.

The new record is active, with the insertion point in the first field in the tab order.

To add a new record in a repeating panel:

Click in a field in the first blank line.

You must have the join options set for inserting records automatically.

See also:

Duplicating a record

Setting options for a join


Duplicating a record

When you make a duplicate of any existing record Approach copies each field from the original record, and puts the duplicate record at the beginning of the database or the current found set.

If any fields are defined to have data entered automatically, note that they may not match the original record -- such as if they specify a unique serial number or the time the record was created.

To duplicate a record:

1.	Select the record you want to duplicate.

If you're using a form, show the record. If you're using a report, repeating panel, or mailing label, click in the record.

2.	Choose Duplicate Record from the Records menu.

The duplicate record is active, with the insertion point in the first field in the tab order.

See also:

Adding a new record


Selecting a field

You need to select a field before you can enter or edit data in it. When a field is selected, it has a solid border around it. In a report, the border for a selected field is inside the border for the current record.

You cannot select a calculated field.

To select a field:

Click in a field, or press Tab to go to the next field in the tab order or Shift-Tab to go to the previous field in the tab order.

Clicking in a field selects the field and places an insertion point in it. Any data you enter will appear at the insertion point.

Tabbing to a field selects the field and its entire contents. Any data you enter will replace the selected contents.

See also:

Setting a tab order for entering data


Changing the insertion point or selection

Once a field is selected, you can move the insertion point or select other data in the field.

To change the insertion point:

Click where you want the insertion point to go, or press the left arrow key or right arrow key to move the insertion point one character at a time.

To change the selection:

Drag to select a range, double-click to select a word, or press Shift and the left arrow key or right arrow key to extend a selection by one character.

See also:

Selecting a field


Typing in a text or memo field

You can type letters, numbers, and symbols in a text or memo field.

To type in a text or memo field:

Type any letters, numbers, or symbols, up to the limit of the text field length or the memo file size.

In a text field, the text must fit in the length specified in the field's definition. Approach alerts you if you try to type characters beyond the length allowed.

You can type more text in a memo field because the text is stored in a separate file. The maximum size of a memo file depends on the file type of the database.

If a field has a text format, the text changes to the format when you move out of the field.

A text format can specify all capitals, all lowercase, or first-letter capitals and applies only to letters in a field.

See also:

Choosing from a drop-down list

Turning on a radio button or a checkbox

Typing in a Boolean field

Typing in a date field

Typing in a numeric field

Typing in a time field


Typing in a numeric field

You can type numeric data in a numeric field. Approach does not save any text you type in a numeric field.

To type in a numeric field:

Type numeric data up to the length specified in the field's definition.

Approach alerts you if you try to type characters beyond the length allowed.

If a field has a numeric format, the data changes to the format when you move out of the field. Type a decimal point if the number needs one, but don't type other characters like dollar signs and commas -- let the format provide them.

A numeric format can specify currency signs, separators, a fixed number of digits, and other properties.

See also:

Choosing from a drop-down list

Turning on a radio button or a checkbox

Typing in a Boolean field

Typing in a date field

Typing in a text or memo field

Typing in a time field


Typing in a Boolean field

A Boolean field holds a value of true or false. If you refer to a Boolean field in a formula, Approach uses 1 for a true value and 0 for a false value to calculate the result.

To type in a Boolean field:

Type Yes, Y, or 1 for a result of true. Type No, N, or 0 for a result of false.

When you move out of the field, the value appears in the field as Yes or No.

See also:

Choosing from a drop-down list

Turning on a radio button or a checkbox

Typing in a date field

Typing in a numeric field

Typing in a text or memo field

Typing in a time field


Typing in a date field

You can type up to ten characters in a date field, to represent one date. Do not mix the date with other kinds of information.

To type in a date field:

Type the month, day, and year as numbers separated by non-numeric characters.

Type one, two, three, or four digits for the year. One-digit and two-digit years are assumed to mean the twentieth century. If you don't type a year, Approach assumes the current year and enters it for you.

If a field has a date format, the date changes to the format when you move out of the field. Type the separators along with the numbers for the month, day, and year.

A date format can specify the order of the month, day, and year as they appear in views, whether the month appears as a word or a number, and other properties.

See also:

Choosing from a drop-down list

Turning on a radio button or a checkbox

Typing in a Boolean field

Typing in a numeric field

Typing in a text or memo field

Typing in a time field


Typing in a time field

You can type up to twelve characters in a time field, to represent one time. Do not mix the time with other kinds of information.

To type in a time field:

Type the time as hours and minutes separated by colons (HH:MM); as hours, minutes, and seconds separated by colons (HH:MM:SS); or as hours, minutes, seconds, and hundredths of a second separated by colons and a decimal (HH:MM:SS.00).

You can use either a 12-hour or a 24-hour format. If you enter an hour less than 12 without a suffix of AM or PM, Approach assumes AM.

If a field has a time format, the time changes to the format when you move out of the field. Type the separators along with the numbers for the parts of the time.

A time format can specify which separators appear in views, whether seconds and hundredths appear, and other properties.

See also:

Choosing from a drop-down list

Turning on a radio button or a checkbox

Typing in a Boolean field

Typing in a date field

Typing in a numeric field

Typing in a text or memo field


Choosing from a drop-down list

A drop-down list shows the possible values for a field. When you move to a field with a drop-down list, the list opens so that you can choose a value. In some cases, a list is combined with a text box so that you can either choose from the list or type a value.

To choose from a drop-down list:

Click the value you want. Or begin typing the value or press the up arrow key or down arrow key until the value is selected, and then press Enter or Tab.

A list can display up to nine items. If the list has more than nine items, Approach inserts a scroll bar.

See also:

Defining a list of values

Turning on a radio button or a checkbox

Typing in a Boolean field

Typing in a date field

Typing in a numeric field

Typing in a text or memo field

Typing in a time field


Turning on a radio button or a checkbox

A radio button or checkbox assigns an on or off value to a field. You can enter a value in a field by turning on its radio button or checkbox.

Radio buttons identify a set of possible values for a field. Only one value in a set can be on at a time; when you turn on a radio button, if another button is on it is automatically turned off. A checkbox is used by itself to define a value for a field.

To turn on a radio button or checkbox

Click the radio button or checkbox. Or tab ot the set of radio buttons or the checkbox and press the space bar.

The value in a field with radio buttons or a checkbox is null until you turn the settings on or off.

If you turn a checkbox on and then off, the value is the No value specified by the person who designed the view.

See also:

Choosing from a drop-down list

Putting a checkbox or radio button in a field

Typing in a Boolean field

Typing in a date field

Typing in a numeric field

Typing in a text or memo field

Typing in a time field


Pasting a picture or OLE object from a file

You can paste a picture directly into a PicturePlus field from a graphic file. The type of the graphic file can be Windows bitmap (.bmp), Encapsulated Postscript (.eps), graphics interchange (.gif), Windows Paintbrush (.pcx), Targa (.tga), Tagged Image File Format (.tif), or Windows metafile (.wmf).

To paste a picture from a file:

1.	Select the PicturePlus field.

2.	Choose Paste from File from the Edit menu.

3.	Choose a graphic file type from the List Files of Type drop-down list.

4.	Select the name of the graphic file you want in the File Name list box.

5.	Click OK.

Approach pastes a copy of the picture in the field.

See also:

Embedding an existing OLE object

Pasting a picture from the Clipboard

Setting OLE options for a PicturePlus field


Pasting a picture from the Clipboard

You can also paste a picture by copying it to the Clipboard in its source application. The Clipboard stores one item at a time.

To paste a picture from the Clipboard:

1.	In the picture's source application, select the picture and choose Copy from the Edit menu.

This places a copy of the picture on the Clipboard.

2.	In Approach, select the PicturePlus field and choose Paste from the Edit menu.

Approach pastes the copy of the picture in the field.

See also:

Embedding an existing OLE object

Pasting a picture or OLE object from a file

Setting OLE options for a PicturePlus field


Drawing lines with the pointer

If the PicturePlus fields in a database are defined to allow drawing, you can draw freehand lines in the fields.

To draw lines with the pointer:

1.	Select the PicturePlus field.

2.	While holding down the left mouse button, drag to draw a line.

Lines appear wherever you drag in the field.

See also:

Setting OLE options for a PicturePlus field


Filling a field with a new value

You can have Approach enter the same value in a particular field in every record you're working with.

If you're showing a found set of records, Approach enters the value in the field for those records. If you're showing the entire database, Approach enters the value for all the records.

To fill a field with a value:

1.	If you want to fill the field only in a set of records, use the Find command to isolate the records.

2.	In one of the records, click in the field you want to fill.

If a record already has the value you want to use for the fill, click in the field in that record. The value will appear in the Fill Field dialog box.

3.	Choose Fill Field from the Records menu.

4.	If necessary, edit the fill value.

5.	Click OK.

Approach fills the field with the fill value in every record in the database or the current found set.

See also:

Creating a find request

Creating a macro that sets a vlaue in a field


Hiding records

You can hide one record at a time in a form and more than one record at a time in a report.

To hide records:

1.	Specify the records you want to hide.

If you're using a form, show the record. If you're using a report, click in any field in the record. To select more than one record, Shift-click or Control-click in the records.

2.	Choose Hide Record from the Records menu.

The records disappear from view.

See also:

Creating a find request

Showing hidden records


Showing hidden records

When you're ready to use hidden records, you can show them again. You can either show all the records in the database or only the records in the found set you used most recently.

To show all the records in the database:

Click the Show All icon or choose Show All from the Records menu.

To show the records in the found set you were using before you hid the records:

Choose Find Again from the Records menu and press Enter.

See also:

Creating a find request

Hidding records


Deleting specific records

You can delete one record at a time in a form and more than one record at a time in a report.

To delete specific records:

1.	Specify the records you want to delete.

If you're using a form, show the record. If you're using a report, click in any field in the record. To select more than one record, Shift-click or Control-click in the records.

2.	Click the Delete Record icon or choose Delete Record from the Records menu.

Approach asks if you're sure you want to delete the records.

3.	Click Yes to delete the records.

The records are permanently removed from the database.

See also:

Deleting a found set of records

Deleting all records in a database


Deleting a found set of records

If you want to delete records that have certain criteria in common, you first define the criteria in a find request.

To delete a found set of records:

1.	Use the Find command to isolate the records you want to delete.

2.	Choose Delete Found Set from the Records menu.

Approach asks if you're sure you want to delete the records.

3.	Click Yes to delete the records.

The records are permanently removed from the database.

See also:

Creating a find request

Deleting all records in a database

Deleting specific records


Deleting all records in a database

You can delete all the records in a database at once by selecting them in a columnar report.

To delete all records in a database:

1.	Create or change to a columnar report.

2.	Click the Show All icon or choose Show All from the Records menu.

3.	Choose Select All from the Edit menu.

This selects every record in the report.

4.	Click the Delete Record icon or choose Delete Record from the Records menu.

Approach asks if you're sure you want to delete the records.

5.	Click Yes to delete the records.

The records are permanently removed from the database.

See also:

Deleting a found set of records

Deleting specific records


Functions

Functions are predefined routines that perform specific operations. Approach provides functions for many common tasks you may need in your work. Rather than defining a routine yourself, you can use one of these functions to tell Approach what to do.

You can use a function by itself or combine it with operators, operands, and other functions to build a more complex formula.

A function has a name, a pair of parentheses, and usually a set of values called parameters for the function to evaluate. Functions are really a type of formula. The operator is implicit in the function name, and the parameters specify the operands.

Choose a function from this list.

Abs (Absolute value)

Acos (Arc cosine)

Asc (ASCII)

Asin (Arc sine)

Atan (Arc tangent)

Atan2 (Arc tangent 2)

Avg (Average)

Blank

Chr (Character)

Combine

Cos (Cosine)

CurrTime (Current time)

Date

DateToText

Day

DayName

DayOfWeek

DayOfYear

Degree

Exact

Exp (Exponentiation)

Factorial

Fill

FV (Future value)

Hour

Hundredth

If

IsBlank

Left

Length

Like

Ln (Natural logarithm)

Log (Logarithm)

Lower (Lowercase)

Middle

Minute

Mod

Month

MonthName

NPeriods (Number of periods)

NumToText (Number to text)

Pi

PMT (Payment)

Position

Pow (Power)

Prefix

Proper

PV (Present value)

Radian

Random

Replace

Right

Round

SAverage (Summary average)

SCount (Summary count)

Second

Sign

Sin (Sine)

SLN (Straight-line depreciation)

SMax (Summary maximum)

SMin (Summary minimum)

SNPV (Summary net present value)

Soundslike

Span

SpanUntil

Sqrt (Square root)

SSTD (Summary standard deviation)

SSum (Summary sum)

STD (Standard deviation)

SVAR (Summary variance)

Tan (Tangent)

TextToBool (Text to Boolean)

TextToDate

TextToTime

Time

Today

Translate

Trim

Trunc (Truncate)

Upper (Uppercase)

Var (Variance)

WeekOfYear

Year

See also:

Setting up a formula for a calculated field


Abs (Absolute value)

Returns the absolute value of a number. The absolute value is the positive equivalent of the number.

Format  Abs(number)

Examples

Abs(6.8) equals 6.8

Abs(0) equals 0

Abs(Total) equals 10, where the Total field contains -10


Acos (Arc cosine)

Returns the trigonometric arc cosine of a number between -1 and 1. The arc cosine is expressed in radians in the range 0 to pi.

Format  Acos(number)

Example

Acos(0.75) equals 0.7227342478134


Asc (ASCII)

Returns the ASCII numeric value of a character. If a string is entered as a parameter, Asc returns a value only for the first character in the string.

Format  Asc(character)

Examples

Asc('a') equals 97

Asc('Aqua') equals 65


Asin (Arc sine)

Returns the trigonometric arc sine of a number between -1 and 1. The arc sine is expressed in radians in the range -pi/2 to pi/2.

Format  Asin(number)

Example

Asin(0.5) equals 0.5235987755983


Atan (Arc tangent)

Returns the arc tangent of a number. The arc tangent is expressed in radians in the range -pi/2 to pi/2.

Format  Atan(number)

Example

Atan(-1.25) equals -0.8960553845713


Atan2 (Arc tangent 2)

Returns the arc tangent of number1/number2. The arc tangent is expressed in radians in the range -pi to pi.

Format  Atan2(number1,number2)

Example

Atan2(0.75,-1.25) equals 2.6011731533192


Avg (Average)

Calculates the average of values in a number list within a record. If any fields in the number list are blank, those fields are not included in the average.

Format  Avg(number list)

Examples

Avg(2.8,-5.6,14,5.9) equals 4.275

Avg(Score1,Score2,Score3) equals 4, where the Score1 field contains 3, Score2 contains 8, and Score3 contains 1

Avg(Score1,Score2,Score3) equals 5.5, where the Score1 field contains 3, Score2 contains 8, and Score3 is blank


Blank

Returns a value if the field is blank; otherwise, returns the value in the field.

Format  Blank(field,value)

Examples

Blank(Cost,2.75) equals 3.95, where the Cost field contains 3.95

Blank(Cost,Minimum) equals 2.5, where the Cost field is blank and Minimum contains 2.5


Chr (Character)

Returns the ASCII character for a number.

Format  Chr(number)

Examples

Chr(97) equals a

Chr(65) equals A


Combine

Concatenates all text strings in a list to form one text string.

Format  Combine(list)

Examples

Combine('Monthly ','Expenses') equals Monthly Expenses

Combine(FirstName,' ',LastName) equals Mary Jones, where the FirstName field contains Mary and LastName contains Jones (The second parameter is a space.)

Combine(City,', ',State,' ',Zip) equals San Francisco, California 94504, where the City field contains San Francisco, State contains California, and Zip contains 94504

Combine(Company,Chr(10),Chr(13)) equals Blue Moon followed by a return and a new line, where the Company field contains Blue Moon


Cos (Cosine)

Returns the trigonometric cosine of an angle. The angle must be expressed in radians. The result is always between -1 and 1.

Format  Cos(angle)

Example

Cos(1.243) equals 0.3219574751143


CurrTime (Current time)

Returns the current time on the system clock. This function does not use any parameters.

Format  CurrTime()

Example

CurrTime() equals 1:15:00, where the system-clock time is 1:15:00


Date

Returns a date corresponding to numbers in the month, day, and year parameters.

Format  Date(month,day,year)

Example

Date(10,31,1993) equals October 31, 1993


DateToText

Converts a date to a text string, for use with formulas involving text or text-oriented functions or for display or export.

The format of the string is determined by the format parameter.

Format  DateToText(date,format)

Example

DateToText(Date,'MMM DD, YYYY') equals Jan 11, 1994, where the Date field contains the date 1/11/94


Day

Returns a number from 1 to 31 representing the day of the month for a date.

Format  Day(date)

Examples

Day('10/31/93') equals 31

Day(Date) equals 25, where the Date field contains the date 3/25/94


DayName

Returns the name of the day corresponding to a number or a date. The number must be from 1 to 7, with 1 being Sunday.

Format  DayName(number) or DayName(date)

Examples

DayName(5) equals Thursday

DayName('1/1/94') equals Saturday

DayName(Date) equals Sunday, where the Date field contains the date 1/2/94


DayOfWeek

Returns a number representing the day of the week in a date. The number is from 1 to 7, with 1 being Sunday.

Format  DayOfWeek(date)

Examples

DayOfWeek('1/1/94') equals 7

DayOfWeek(Date) equals 7, where the Date field contains the date 1/1/94


DayOfYear

Returns a number representing the number of days since January 1 of the year in a date.

Format  DayOfYear(date)

Example

DayOfYear('2/1/94') equals 32


Degree

Converts a number from radians to degrees. Radians are the result of all trigonometric functions.

The formula used is (radians * 180)/pi

Format  Degree(radians)

Example

Degree(2) equals 114.5915590261646


Exact

Performs a case-sensitve comparison of text1 and text2. If the two strings match exactly, the function returns Yes; if they do not match, the function returns No.

Format  Exact(text1,text2)

Examples

Exact('receipts','receipts') equals Yes

Exact ('ORDER','Order') equals No


Exp (Exponentiation)

Calculates the constant e to the power of a number. The constant e is the base of the natural logarithm, equal to 2.718281828545904.

Format  Exp(number)

Example

Exp(5) equals 148.413159102657660


Factorial

Returns the factorial of a number.

Format   Factorial(number)

Example

Factorial(4) equals 4*3*2*1 equals 24


Fill

Returns a text result containing repeated instances of text. The text is repeated the number of times specified by a number.

Format  Fill(text,number)

Example

Fill('Baden',2) equals BadenBaden


FV (Future value)

Calculates the future value of an investment given a payment, a periodic interest rate, and a number of periods.

The formula used is (payment * ((rate + 1)periods -1))/pi

Format  FV(payment,rate,periods)

Example

To calculate the value of an investment in which you pay $50 per month for five years at 11% annual interest, the formula is as follows:

FV(50,.11/12,5*12) equals 3975.90 (The second parameter specifies the rate as 11% over 12 months.)


Hour

Returns a number representing the hours in a time.

Format  Hour(time)

Examples

Hour('10:12:19') equals 10

Hour(Time) equals 9, where the Time field contains the time 9:12:19


Hundredth

Returns a number representing the hundredths of a second in a time.

Format  Hundredth(time)

Examples

Hundredth('12:15:23.34') equals 34

Hundredth(Time) equals 14, where the Time field contains the time 8:15:30.14


If

Evaluates a condition for true or false, and returns a true value or a false value.

You can nest an If function inside the main If function to evaluate a true value or false value.

Format  If(condition,true value,false value)

Examples

If(State='CA','Yes','No') equals No, where the State field contains the text AZ

If(Total>=1000,50,0) equals 50, where the Total field contains a value greater than or equal to 1000

If(Amount<1000,0,If(Amount<2000,50,100))

equals 0, where the Amount field contains a value less than 1000

equals 50, where the Amount field contains a value greater than 1000 and less than 2000

equals 100, where the Amount field contains a value greater than 2000

If(Amount>1000 AND Type='B',200,100)

equals 200, where the Amount field contains a value greater than 1000 and the Type field contains B

equals 100, where the Amount field contains a value less than 1000 or the Type field does not contain B


IsBlank

Returns Yes if a field is blank; otherwise, returns No.

Format  IsBlank(field)

Examples

IsBlank(Customer) equals No, where the Customer field contains a value

If(IsBlank(Quantity),0,100)

equals 0, where the Quantity field is blank

equals 100, where the Quantity field contains a value


Left

Returns a text result containing the specified number of characters in text, counting from the left.

Format  Left(text,number)

Examples

Left('Mississippi',2) equals Mi

Left(State,2) equals Ca, where the State field contains California

Combine(Alpha1,Left(Alpha2,3)) equals ABCDEF, where the Alpha1 field contains ABC and the Alpha2 field contains DEFG


Length

Returns the number of characters in a text string, including all spaces, numbers, and special characters.

Format  Length(text)

Examples

Length('Customer No.') equals 12

Length(SalesRep) equals 5, where the SalesRep field contains Jerry

Length(Combine(Item1,Item2)) equals 11, where the Item1 field contains Orange and the Item2 field contains Lemon


Like

Performs a case-insensitive comparison of text1 and text2. If the two strings match (without considering case), the function returns Yes; if they do not match, the function returns No.

You can use a wildcard in text2. An asterisk (*) represents any number of characters including zero or no characters, and a question mark (?) represents one character.

Format  Like(text1,text2)

Examples

Like('Cola','cola') equals Yes

Like ('their','th*r') equals Yes

Like('their','th?r') equals No

Like(Color1,Color2) equals Yes, where the Color1 field contains red and Color2 contains R?D

Like(SalesRep,Combine('*',Contact,'*'))

equals Yes, where the SalesRep field contains Jerry and Contact contains er

equals No, where the SalesRep field contains Jerry and Contact contains H

If(Like(SalesRep,Contact),'Match','No Match')

equals Match, where the SalesRep field contains Jerry and Contact contains Jerry

equals No Match, where the SalesRep field contains Jerry and Contact contains Keng


Ln (Natural logarithm)

Returns the natural logarithm of a positive number. This is the logarithm to the base e.

Format  Ln(number)

Example

Ln(10) equals 2.302851


Log (Logarithm)

Calculates the logarithm of a number to the base 10 (decimal logarithm). The value calculated is the power to which 10 is raised to produce the number.

Format  Log(number)

Example

Log(1000) equals 3


Lower (Lowercase)

Converts all letters in text to lowercase.

Format  Lower(text)

Examples

Lower('Gourmet Emporium') equals gourmet emporium

Lower(Country) equals usa, where the Country field contains USA


Middle

Extracts characters from text, beginning at the start position and containing the number of characters specified by size.

Format  Middle(text,start,size)

Examples

Middle('Germany',4,3) equals man

Middle(Product,2,4) equals ppro, where the Product field contains Approach


Minute

Returns a number representing the minutes in a time.

Format  Minute(time)

Examples

Minute('12:10:05') equals 10

Minute(Time) equals 11, where the Time field contains the time 12:11:05


Mod

Divides number1 by number2 and returns the remainder. The result is the modulus.

Format  Mod(number1,number2)

Examples

Mod(12,5) equals 2

Mod(Order,3) equals 1, where the Order field contains 16

Mod(Order,Stock) equals 3, where the Order field contains 8 and Stock contains 5

If(Mod(Total,2)=0,'Even','Odd')

equals Even, where the Total field contains 8

equals Odd, where the Total field contains 3


Month

Returns a number representing the month in a date.

Format  Month(date)

Examples

Month('10/20/93') equals 10

Month(Date) equals 12, where the Date field contains the date 12/05/94


MonthName

Returns the name of the month corresponding to a number or a date. The number must be from 1 to 12, with 1 being January.

Format  MonthName(number) or MonthName(date)

Examples

MonthName(9) equals September

MonthName('10/20/93') equals October

MonthName(Date) equals March, where the Date field contains the date 3/29/94


NPeriods (Number of periods)

Calculates the number of periods necessary to pay off a principal with a periodic payment at a given periodic interest rate.

The formula used is log (payment / (payment - principal) * rate)/

log (1 + rate)

Format  NPeriods(rate,principal,payment)

Example

To calculate the number of $100 monthly payments required to pay off a $1000 loan with a monthly interest rate of 1 percent, the formula is as follows:

NPeriods(.01,1000,100) equals 11


NumToText (Number to text)

Converts a number to a text string, for use with formulas involving text or text-oriented functions or for display or export.

The format of the string is determined by the format parameter. A zero (0) in the parameter specifies a required digit, and a number sign (#) specifies a non-required digit.

Format  NumToText(number,format)

Examples

NumToText(200,##0.00) equals the text string 200.00

NumToText(5694.08,$##,##0.00) equals the text string $5,694.08


Pi

Returns the constant 3.14159. This function does not use any parameters.

Format  Pi()

Example

Pi() * 15 equals 47.124


PMT (Payment)

Calculates the payment required to pay off a loan given a principal, a periodic interest rate, and a number of periods.

The formula used is principal * rate * (1 + rate)periods/

(1 + rate)periods - 1

Format  PMT(principal,rate,periods)

Example

To finance $92,000 toward the purchase of office equipment at an annual interest rate of 6.9% over 48 monthly payments, the formula is as follows:

PMT(92000,.069/12,48) equals $2198.79 (The second parameter specifies the rate as 6.9% over 12 months.)


Position

Beginning at the start position, scans text for the first occurrence of a search string and returns a number indicating where the string was found in text. If text does not contain the search string, the result is zero.

Format  Position(text,search string,start)

Examples

Position('Mississippi','iss',3) equals 5

Position(City,' ',1) equals 7, where the City field contains Mexico City (The space is the search string.)

Left(Region,Position(Region,' ',1),-1) equals West, where the Region field contains West Central


Pow (Power)

Returns the value of number1 raised to the power of number2.

Format  Pow(number1,number2)

Examples

Pow(2,3) equals 8

Pow(30,8) equals 656,100,000,000


Prefix

Returns Yes if all the characters in text1 match the same number of characters at the start of text2; otherwise, returns No.

Format  Prefix(text1,text2)

Example

Prefix('quo','quantity') equals No

Prefix(Item1,Item2) equals Yes, where the Item1 field contains Aqua and the Item2 field contains Aqua Spring Water


Proper

Converts the first letter of each word in text to uppercase and all other letters to lowercase.

Format  Proper(text)

Examples

Proper('SOS') equals Sos

Proper('europe') equals Europe

Proper(Region) equals Asia, where the Region field contains asia


PV (Present value)

Calculates the present value of an ordinary annunity given a payment, a periodic interest rate, and a number of periods. An ordinary annunity is a series of payments to be made at equally spaced intervals. The present value is the value in today's dollars of the payments to be made or received later.

The formula used is payment * ((1 + rate)periods - 1)/

rate * (1 + rate)periods

Format  PV(payment,rate,periods)

Example

If an annuity returns $250.50 per year for 5 years and the discount rate is 12%, the formula is as follows:

PV(250.5,0.12,5) equals 902.996438

This means that the present value of the annuity is $903.


Radian

Converts a number from degrees to radians.

Format  Radian(degrees)

Examples

Radian(90) equals 1.5708

Radian(30) equals 0.5236


Random

Returns a random number between 0 and 1. This function does not use any parameters.

Format  Random()

Examples

Random() equals a random number between 0 and 1

Trunc(Random()*10)+1 equals a random number between 1 and 10


Replace

Beginning at the start position, substitutes the series of characters in original text with others in replacement text. The size parameter specifies the number of characters to replace in the original text. The replacement text can be longer or shorter than the number specified in size, resulting in a new character string of a different length.

Format  Replace(original text,start,size,replacement text)

Example

Replace('Alan',3,1,'le') equals Allen


Right

Returns a text result containing the specified number of characters in text, counting from the right.

Format  Right(text,number)

Examples

Right('sideview',4) equals view

Right(Region,4) equals Asia, where the Region field contains Southeast Asia

Right(Item,Length(Item) - Position(Item,' ',1)) equals Cola, where the Item field contains Diet Cola (This returns the text to the right of the space in Item, as specified by the Position function.)

Combine(Alpha1,Right(Alpha2,3)) equals ABCGHI, where the Alpha1 field contains ABC and the Alpha2 field contains DEFGHI


Round

Rounds a number to the number of decimal places specified by precision. If the precision is zero or not specified, Approach rounds the number to the nearest integer.

Format  Round(number,precision)

Examples

Round(23.789) equals 24

Round(Amount,1) equals 23.8, where the Amount field contains 23.789


SAverage (Summary average)

Returns the average of the values in a number field for a summary range of records. If the field is blank in any of the records, those records are not included in the average.

Format  SAverage(number field)

Example

SAverage(Amount) equals 3, where the Amount field contains 2, 3, 1, and 6 in a summary range of records

SAverage(Amount) equals 2, where the Amount field contains 2, 3, and 1 in three records and is blank in the fourth record in a summary range


SCount (Summary count)

Returns the number of nonblank occurrences in a field for a summary range of records. Fields with blank values are not counted.

Format  SCount(field)

Example

SCount(Paid) equals 2, where the Paid field contains a value in two records in a summary range


Second

Returns a number representing the number of seconds in a time.

Format  Second(time)

Examples

Second('10:35:18') equals 18

Second(Time) equals 20, where the Time field contains the time 8:45:20


Sign

Returns -1, 0, or 1, representing whether a number is negative, zero, or positive.

Format  Sign(number)

Examples

Sign(21) equals 1

Sign(-21) equals -1


Sin (Sine)

Returns the trigonometric sine of an angle. The angle must be expressed in radians.

Format  Sin(angle)

Example

Sin(1.243) equals 0.946754131


SLN (Straight-line depreciation)

Calculates the straight-line depreciation of an asset for a single period, given a cost, salvage, and life.

The formula used is cost - salvage / life

Format  SLN(cost,salvage,life)

Example

SLN(7500,3000,10) equals 450


SMax (Summary maximum)

Returns the largest number in a number field for a summary range of records.

Format  SMax(number field)

Example

SMax(Amount) equals 200, where the Amount field contains 25, 40, 200, and 75 in a summary range of records


SMin (Summary minimum)

SMin (Summary minimum)

Returns the smallest number in a number field for a summary range of records.

Format  SMin(number field)

Example

SMin(Amount) equals 25, where the Amount field contains 25, 40, 200, and 75 in a summary range of records


SNPV (Summary net present value)

Calculates the net present value of an investment based on a series of periodic cash flows (value) and a discount rate. The net present value of an investment is today's value of a series of future payments (negative values) and income (positive values).

Format  SNPV(value,discount rate)

Example

Suppose that if you invested $12,000 one year from today, the investment would generate an annual income of $1500, $4000, $3500, and $4100 in the four following years. Assuming an annual discount rate of 8 percent, the formula is as follows:

SNPV(Payment,.05) equals -1286.78

where the Payment field contains the values -12000, 1500, 4000, 3500, and 4100.


Soundslike

Returns Yes if text1 sounds phonetically like text2.

Format  Soundslike(text1,text2)

Example

Soundslike('fill','Phil') equals Yes


Span

Returns the number of characters in text1 that also exist in text2 until a character is found that is not in text2.

Format  Span(text1,text2)

Examples

Span('automobile','muato') equals 6

Span(OrderNo,PartNo) equals 0, where the OrderNo field contains 23241 and the PartNo field contains 413


SpanUntil

Returns the number of characters in text1 that are not in text2 until a character is found that is also in text2.

Format  SpanUntil(text1,text2)

Example

SpanUntil('radio','eiu') equals 3


Sqrt (Square root)

Returns the square root of a number.

Format  Sqrt(number)

Examples

Sqrt(13.69) equals 3.7

Sqrt(100) equals 10


SSTD (Summary standard deviation)

Calculates the standard deviation of a population given the entire population as a field within a summary range of records. The standard deviation is a measure of how widely values are dispersed from the average value (the mean).

Format  SSTD(number field)

Examples

SSTD(Score) equals 1.87, where the Score field contains 2, 3, 1, and 6 in a summary


SSum (Summary sum)

Returns the sum of all the values in a number field for a summary range of records.

Format  SSum(number field)

Examples

SSum(Amount) equals 375, where the Amount field contains 100, 25, 50, and 200 in a summary range of records


STD (Standard deviation)

Calculates the standard deviation of a population given the entire population as parameters. The standard deviation is a measure of how widely values are dispersed from the average value (the mean).

Format  STD(number list)

Example

STD(4,5,9,2) equals 2.549510


SVAR (Summary variance)

Calculates the variance of a population given the entire population as a summary range of records.

Format  SVAR(number field)

Example

SVar(Score) equals 3.5, where the Score field contains 2, 3, 1, and 6 in a summary range of records


Tan (Tangent)

Returns the trigonometric tangent of an angle. The angle must be expressed in radians.

Format  Tan(angle)

Example

Tan(1) equals 1.557407725


TextToBool (Text to Boolean)

Returns No if the first character in text is F, f, N, n, or zero; otherwise, returns Yes.

Format  TextToBool(text)

Example

TextToBool(False) equals No


TextToDate

Converts text to a date value, for use with formulas involving dates or date-oriented functions.

The date string must in the format MM/DD/YY (or whatever date format is specified in the Windows International Control Panel).

Format  TextToDate(text)

Example

TextToDate('1/11/94') + 30 equals 2/10/94


TextToTime

Converts text to a time value, for use with formulas involving times or time-oriented functions.

The time string must be in the format HH:MM:SS.00 (the seconds are optional). You can also use AM or PM at the end of the time. (Some countries use a different separator than the colon. Use whatever time separator is specified in the Windows International Control Panel.)

Format  TextToTime(text)

Example

TextToTime('11:30PM') equals 23:30:0.0


Time

Returns a time corresponding to numbers in the hours, minutes, seconds, and hundredths parameters.

Format  Time(hours,minutes,seconds,hundredths)

Example

Time(2,15,30,0) equals 2:15:30


Today

Returns the current system date. This function does not use any parameters.

Format  Today()

Example

Today() equals 2/14/94, where the system date is February 14,1994


Translate

Replaces all occurrences of character1 with character2 in text.

Format  Translate(character1,character2,text)

Example

Translate('grey','e','a') equals gray


Trim

Returns a text string without its leading and trailing spaces.

Format  Trim(text)

Examples

Trim('New York   ') equals New York

Trim(City) equals Paris, where the City field contains ' Paris '


Trunc (Truncate)

Truncates a number to the number of decimal places specified by precision. If the precision is zero or not specified, Approach truncates the number to an integer.

Format  Trunc(number,precision)

Examples

Trunc(13.1374,2) equals 13.13

Trunc(13.1374) equals 13


Upper (Uppercase)

Converts all letters in text to uppercase.

Format  Upper(text)

Examples

Upper('Ca') equals CA

Upper(Country) equals KENYA, where the Country field contains Kenya


Var (Variance)

Returns the variance of a population given the entire population as parameters.

Format  Var(number list)

Example

Var(1,4,7) equals 6


WeekOfYear

Returns a number representing the number of weeks since January 1 of the year in a date.

Format  WeekOfYear(date)

Example

WeekOfYear('11/15/1993') equals 47


Year

Returns a number representing the year within which a date occurs.

Format  Year(date)

Examples

Year('10/21/93') equals 1993

Year(Date) equals 1994, where the Date field contains the date 1/1/94


Managing Approach files

Choose a topic from this list:

Creating a new database file

Opening a view file for a database file

Reopening one of the last view files used

Mapping fields in a view file

Opening a database from another application

Saving a new view file

Saving changes to an existing view file

Saving a copy of a view file and a database file

Saving a copy of a view file only

Closing a view file

Deleting a file


Creating a new database file

If you're setting up a database from scratch, begin by creating a database file for it. You need to give the file a name and location and specify a file type. Approach automatically creates and opens a new view file for the database file.

Make sure you save your view file. Approach does not automatically save a view file for a new database.

To create a new database file:

1.	Choose New from the File menu.

2.	Type a name for the file in the File Name text box.

3.	Choose a database file type from the List Files of Type drop-down list.

4.	Click OK.

The Field Definition dialog box appears, which you can use to define fields for the new database. After you define the fields, the view file opens to a standard single-record form.

See also:

Adding fields to a database

Opening a database from another application

Opening a view file for a database file

Specifying a key field for a new database


Opening a view for a database file
Opening a view file for a database file

When you want to work with an existing Approach database, you open the view file rather than the database file; view files have the filename extension .vew. After opening the file, you can switch to the particular form, report, or other view you want.

To open a view file for a database:

1.	Click the Open File icon or choose Open from the File menu.

2.	Select the name of the view file in the File Name list box.

The list box is preset to show view files.

3.	To open the view file only for reading, turn on Read Only.

If you turn on this setting, you will not be able to edit data or save design changes in the view file.

4.	Click OK.

The view file opens to the form, report, or other view you were using when you last saved the file (unless the file has an Open macro set that switches to a particular view).

See also:

Defining passwords for a database file

Mapping fields in a view file


Reopening one of the last view files used

Approach keeps track of the last four view files you opened or saved, and it displays their names at the bottom of the File menu. You can choose one of these names to reopen a file.

To reopen one of the last view files used:

Choose the name of the view file from the bottom of the File menu. Or press Alt-F and the number (1 to 4) that appears for the view file in the menu.

The view file opens to the form, report, or other view you were using when you last saved the file (unless the file has an Open macro set that switches to a particular view). If the file is already open, this command makes it the active window.

See also:

Mapping fields in a view file


Mapping fields in a view file

Field mapping associates fields in the view file with fields in an underlying database file. The Field Mapping dialog box opens automatically when you try to open a view file that contains fields that need mapping.

To map fields in a view file:

1.	In the Field Mapping dialog box, select a field you need to map in the "Fields to map" list box.

2.	Select a new field name in the Unmapped Fields list box.

If you have changed the name of the field in the view, choose the new name in Unmapped Fields. If you have changed the type of the field, you can choose its same name in Unmapped Fields, or choose a different name to replace it with a different field.

If you have deleted the field from the view, choose a field in Unmapped Fields to replace the deleted field.

3.	Click Map.

4.	Continue mapping fields in the same manner.

If you leave any fields unmapped, they will not show any data in the view file.  In Design, the unmapped fields will have "BAD_FIELD_REFERENCE" in them.

5.	When you're finished mapping fields, click OK.

The view file opens.

See also:

Opening a view file for a database file

Reopening one of the last view files used


Opening a database from another application

You can open a database that was created in another application. Approach automatically creates and opens a new view file for it, and you can work with the database just as if it had been created in Approach.

After you open a database from another application, you save its view file with the forms, reports, and other views you've designed.

To open a database from another application:

1.	Click the Open File icon or choose Open from the File menu.

2.	Choose a database file type from the List Files of Type drop-down list.

If you choose Oracle, SQL Server, DB2, or a server-based ODBC application and are not already connected to a SQL server, a dialog box appears that lets you connect.

3.	Select the name of the database in the File Name list box.

4.	To open the new view file only for reading, turn on Read Only.

If you turn on this setting, you will not be able to edit data or save design changes in the new view file.

5.	Click OK.

Approach creates a view file for the database and opens the file to a standard single-record form.

ODBC:

Approach is fully compatible with the Open Database Connectivity standard (ODBC) through its PowerKey technology. If you have databases in applications that use an ODBC driver, you can work with those databases in Approach.

In the List Files of Type drop-down list in Approach file dialog boxes, the database applications that use ODBC drivers appear with the prefix "ODBC"; for example, "ODBC:SQLBase."

To use ODBC applications with Approach, you must already have the ODBC Control Panel Manager from Microsoft and appropriate drivers from the vendors of the other database applications.

See also:

Opening a view file for a database file

Specifying a key field for a new database


Saving a new view file

The first time you save a view file, you give the file a name and specify a location. Approach has one type of view file, regardless of the type of the associated database files.

To save a new view file:

1.	Click the Save View File icon or choose Save View File from the File menu.

2.	Type a name for the file in the File Name text box.

Approach suggests a name based on the name of the database file plus the extension .vew. You can keep this name or give the file a different one.

3.	To give the view file a password, turn on Set View Password and type the password in the text box.

4.	Click OK.

See also:

Defining a password for a view file

Saving changes to an existing view file


Saving changes to an existing view file

Approach automatically saves your data as you work, so you don't need to worry about saving it yourself. But if you make any changes to the design of forms, reports, and other views in a view file, you need to save those changes.

To save changes to an existing view file:

Click the Save View File icon or choose Save View File from the File menu.

If the view file has already been saved once, this command only saves the file and does not open the Save View File dialog box.

See also:

Defining a password for a view file

Saving a new view file


Saving a copy of a view file and a database file

You can make a copy of a view file and its associated database file, either with or without the data:

Include the data in the copy if you want the copy to be a backup of the original. The copy will be an exact duplicate of the original view file and database file

Leave the data out of the copy if you plan to use the copy as a template for other databases. The copy will have the same field definitions, views, macros, and setup options as the original, but no data.

To save a copy of a view file and a database file:

1.	Choose Save As from the File menu.

2.	Type a different name or specify a different location for the copy of the view file.

You need to change at least the name or the location.

3.	To give the copy a password, turn on Set View Password and type the password in the text box.

4.	Select Copy Data or New Data in the Databases area.

Copy Data makes an exact copy of the database, with all its data. Use this setting to create a backup of a database.

New Data makes a copy of the database with everything except for the data. Use this setting to create a template for other databases.

If more than one database file is joined in the current view file, either of these settings makes a copy of each joined database.

5.	Click OK.

6.	Type a different name or specify a different location for the copy of the database file.

7.	To change the file type for the copy, choose another type from the List Files of Type drop-down list.

8.	Click OK.

Approach saves the copies of the view file and the database file and opens the new view file as the current view.

See also:

Defining a password for a view file

Specifying a key field for a new database


Saving a copy of a view file only

You can also save a copy of a view file for the database file(s) of the original view file. This allows you to quickly set up multiple view files for a single set of data.

To save a copy of a view file only:

1.	Choose Save As from the File menu.

The Save View As dialog box appears.

2.	Type a different name or specify a different location for the copy of the view file.

You need to change at least the name or the location, or the copy will overwrite the original file.

3.	To give the copy a password, turn on Set View Password and type the password in the text box.

4.	Select Same Data in the Databases area.

5.	Click OK.

Approach saves and opens the new view file.

See also:

Defining a password for a view file

Saving a new view file


Closing a view file

When you close a view file, if you've made any design changes you haven't saved an alert box asks if you want to save the changes. (Changes to data are saved automatically as you work.)

To close a view file:

Click the Close File icon, choose Close from the File menu, or double-click the control menu box in the upper-left corner of the file window.


Deleting a file

You can delete a view file or a database file from within Approach. When you delete a database file, all related files such as indexes are deleted along with it.

If you delete a view file, Approach can delete the associated database file (and its related files) for you. If you delete a view file that is based on more than one database file, Approach gives you a chance to delete or keep each joined database file.

Important: Be especially careful when deleting database files from a view file. Other view files may also be based on them.

View files and database files must be closed before you can delete them.

To delete a file:

1.	Choose Delete File from the File menu.

2.	To delete a database file, choose the database file type from the List Files of Type drop-down list.

3.	Select the name of the file you want to delete in the File Name list box.

4.	Click OK.

5.	Click Yes to delete the file.

If you're deleting a view file, for each associated database file Approach asks if you're sure you want to delete that file. You can click No in any of these alert boxes to keep a particular database file.


Defining fields

Choose a topic from this list.

Adding fields to a database

Setting up a formula for a calculated field

Specifying a key field for a new database

Entering data automatically

Verifying the accuracy of entered data

Indexing a field as you enter data

Setting OLE options for a PicturePlus field

Setting data options for a variable field

Changing a field name, type, or length

Changing a formula

Deleting a field


Adding fields to a database

You use the Field Definition dialog box to add fields to a database. When you create a new database file, the Field Definition dialog box appears automatically so that you can begin adding the fields. If you need to add more fields to an existing database, you can also open this dialog box at any time while in Design.

To add fields to a database:

1.	Create a new database file, or choose Field Definition from the File menu in an existing database while in Design.

2.	If you need to add fields to a different joined database, choose the name of the database from the Database drop-down list.

3.	Type a name for a new field in the Name text box.

You can use whole numbers and all the characters from A to Z in a field name. The restrictions on other characters and on the length of the name depend on the file type of your database.

4.	Choose a field type from the Type drop-down list.

The possible field types are Boolean, calculated, date, memo, numeric, PicturePlus, text, time, and variable.

5.	If necessary, type a field length in the Length text box.

You need to enter a maximum length for text fields in all types of databases and for numeric fields in some types of databases.

6.	Click Add.

The new field appears in the list box of field definitions.

7.	Continue defining and adding fields in the same manner.

8.	When you're finished adding fields, click OK.

If you added fields to a new database, Approach displays a standard single-record form in Browse so that you can begin entering data.

If you added fields to an existing database, you return to Design, to the view you were last using.

See also:

Changing field name, type, or length

Setting up a formula for a calculated field

Specifying a key field for a new database


Setting up a formula for a calculated field

When you add a calculated field to a database, you need to set up a formula for the field. Approach calculates the result of the formula and displays the result in the field. The result can be a text string, a number, a date or time, or a Boolean value.

Approach can also calculate a formula for a summary range of records. For example, to determine a total amount due for all the line items, you could use the function SSum(Amount). This adds up the values in the Amount fields for all the records in the order.

To set up a formula for a calculated field:

1.	In the Field Definition dialog box, type the name of the field and choose Calculated from the Type drop-down list.

2.	Build the formula by clicking the elements you want or by typing.

Enclose text, date, and time constants in single quotation marks. To change the order of evaluation, use parentheses to enclose the expressions you want evaluated first.

3.	To apply a summary function to a range of records, choose the range from the "Summarize on" drop-down list.

If you leave this as None, the summary will not be calculated.  If you change to one of the other settings, the summary will be calculated on the field for the specified range.

4.	Click OK to save the formula.

If the OK button is dimmed, the formula has a syntax error. When you correct the error, you'll be able to click OK.

See also:

Adding fields to a database


Specifying a key field for a new database

A key field is a field or a combination of fields that uniquely identifies each record -- such as an invoice number or a first name and last name together. Using a key field ensures that there are no duplicate records in a database.

The Paradox database type requires a key field in Approach. If you use this file type, the Choose Key Field dialog box appears automatically when you finish adding fields to a new database. You can either add a new field or select an existing field or combination of fields to be the key.

To specify a key field for a new database:

1.	In the Field Definition dialog box, add the fields and click OK.

2.	Click Add Key Field to have Approach add a key field, or select the name of the field or fields you want to be the key field.

The list box shows all the text, numeric, date, and time fields defined for the database. To select more than one field, Control-click the fields.

If the database file does not already have a field you can use for this, click Add Key Field.

3.	Click OK.

Approach displays a standard single-record form in Browse so that you can begin entering data.

See also:

Adding fields to a database

Opening a database from another application


Entering data automatically

Entering data automatically makes filling out records as quick, easy, and accurate as possible. For example, you might have Approach date revisions or number invoices for you, rather than typing in this information yourself.

Approach can enter a date, a time, fixed data you specify, data from the previous record, or a serial number that increases or decreases from one record to the next.

To enter data automatically:

1.	In the Field Definition dialog box, add a new field or select an existing one.

The field can be of type text, numeric, date, time, or Boolean.

2.	Click Options.

The Data Entry Options dialog box appears. The top part of the dialog box shows the options for entering data automatically.

3.	Set the option for the value you want entered automatically.

Some of the options may be dimmed in the dialog box. The options available vary depending on the type of field you're customizing.

4.	Click OK.

You return to the Field Definition dialog box.

See also:

Adding fields to a database

Creating a macro that sets a value in a field

Specifying a key field for a new database


Verifying the accuracy of entered data

You can have Approach verify that the data in a field is valid for that field. For example, Approach can check to see that a customer name in the current record is unique in the database or that a numeric value falls within a certain range.

Approach verifies the accuracy of data as you enter it. If you try to enter data that Approach determines to be invalid, an alert appears describing the problem. You cannot move on to another field until you correct the problem.

To verify the accuracy of entered data:

1.	In the Field Definition dialog box, create a new field or select an existing one.

The field can be of type text, numeric, date, time, or Boolean.

2.	Click Options.

3.	Set the options you want for verifying the data in the field.

4.	Click OK.

You return to the Field Definition dialog box.

See also:

Adding fields to a database

Entering data automatically


Indexing a field as you enter data

The first time you use a particular field for a find or sort operation, Approach compiles all the values in the field into an index. Once a field has an index, any future finds and sorts on it are performed much faster.

You can have Approach build an index as you enter the data in a field rather than when you first find or sort. This makes the first find or sort operation go much faster. You can build an index for a text, numeric, date, or time field.

To index a field as you enter data:

1.	In the Field Definition dialog box, create a new field or select an existing one.

The field can be of type text, numeric, date, or time.

2.	Click Options.

3.	In the Data Entry Options dialog box, turn on Index Field and click OK.

You return to the Field Definition dialog box. You may notice a slight delay while Approach creates the index file.

See also:

Adding fields to a database


Setting OLE options for a PicturePlus field

An OLE object is an object created in another application that you can link or embed in Approach. OLE objects let you include a variety of different kinds of information in your database -- including graphics, charts, sounds, and text ranges.

When you link an OLE object, the object is not stored in the field, but a copy of the object appears there. The original object remains in its source file, and if the original object changes, the copy in the PicturePlus field is updated automatically to match it. When you embed an OLE object, the object is stored in the field.

To set OLE options for a PicturePlus field:

1.	In the Field Definition dialog box, create a new PicturePlus field or select an existing one.

2.	Click Options.

3.	To allow OLE objects in the field, turn on "Allow OLE objects."

4.	Select a default application in the "Default object type" list box.

The default application will start when you double-click an empty field or press the space bar with an empty field selected.

5.	Click OK.

See also:

Adding fields to a database

Embedding a new OLE object

Embedding an existing OLE object

Inserting a linked object

Pasting a picture or OLE object from a file


Setting data options for a variable field

You can specify what type of data to allow in a variable field. If you try to store the wrong type of data, Approach alerts you so that you can change it.

You can also set an initial value for a variable field.

To set data options for a variable field:

1.	In the Field Definition dialog box, create a new variable field or select an existing one.

2.	Click Options.

3.	Choose a data type from the Type drop-down list.

A variable field can store a text, numeric, date, time, or Boolean value.

4.	To give the field an initial value, type the value in the "Value when view file opened" text box.

The initial value will appear in the field every time you open this view file.

5.	Click OK.

See also:

Adding fields to a database


Changing a field name, type, or length

If you change the name of a field, the new name appears wherever the name is used. This includes field references in formulas.

If you change the type for a field that already contains data, Approach tries to convert the data to the new type. If Approach cannot convert the data in a particular field, it deletes the data from that field.

You can change a field type from numeric to text or from text to numeric (if the field does not contain any text) without losing any data. But if you change any other type of field, the data is deleted.

If you decrease the length of a field that already contains data, the data is truncated after the new length.

Important: Be very careful about changing a field type or length when the field already has data in it. You cannot retrieve any data that is lost.

To change a field name, type, or length:

1.	In the Field Definition dialog box, select the field you want to change.

2.	To change the field name, type a new name in the Name text box.

3.	To change the field type, choose a new type from the Type drop-down list.

4.	To change the field length, type a new value in the Length text box.

5.	Click Change.

6.	If an alert appears, click OK to confirm the changes.

An alert appears if you change a field type or decrease a length. It warns you that data in the field may be deleted or truncated.

The new field information appears in the list of field definitions.

See also:

Adding fields to a database


Changing a formula

You can change a formula in a calculated field. Approach recalculates the formula in all the records. If the result is used in formulas in other fields, those formulas are also recalculated.

The values in the calculated fields are updated to reflect changes in the calculations. (Some summary calculations are not updated until you preview or print.)

To change a formula:

1.	In the Field Definitions dialog box, select the field with the formula you want to change.

2.	Click Options.

The Formula dialog box appears.

3.	Edit the current formula, or replace it with a new one.

You can select any part of the formula and type or click elements in the list boxes to replace the selection.

4.	Click OK.

See also:

Setting up a formula for a calculated field


Deleting a field

When you delete a field, Approach removes the field and its data from every record in the database.

Important: Before deleting a field, make sure you no longer need the data it contains and that you no longer need the field in another view file. You cannot retrieve data from a deleted field.

If you delete a field used in a formula, the formula will return a blank result. In views and in the Formula dialog box, Approach replaces the deleted field name with "BAD_FIELD_REFERENCE." You need to edit the formula so that it no longer uses that field.

To delete a field:

1.	If the field you want to delete is used in a join, unjoin the field.

You must unjoin a field before you can delete it. Select the line connecting the join field in the Join dialog box, and click Unjoin.

2.	In Design, choose Field Definition from the File menu.

3.	Select the field you want to delete in the list box of field definitions.

If the field is in a different database joined to the current view file, choose the name of the database from the Database drop-down list near the top of the dialog box.

4.	Click Delete.

Approach warns you that deleting the field will remove the field's data in every record of the database.

5.	Click OK to delete the field.

See also:

Unjoining database files


Joining database files

Choose a topic from this list.

Joining two or more database files

Setting options for a join

Unjoining database files


Joining two or more database files

You join two databases by establishing a link on a join field -- a field common to both databases. Often, this is a field with an ID used specifically for joining the databases.

To join database files:

1.	Open the view file in which you want to join the database files.

2.	In Design, choose Join from the File menu to display the  Join dialog box.

3.	Click Open to display the Open dialog box.

4.	If necessary, choose a database file type from the List Files of Type drop-down list.

5.	Select the name of the database in the File Name list box, and click OK.

Change the directory and disk if you need to look for the file.

When you click OK, a list of fields in the database appears in the Join dialog box.

6.	Click the join field in the list of fields for one database, and then click the join field in the list for the other database.

7.	Click Join.

8.	To join more databases in the view file, continue opening files and joining them in the same manner.

For each additional join, open the databases (if they are not open in the Join dialog box), click the join field in the two field lists, and click Join.

9.	When you're finished joining databases, click OK.

See also:

Setting options for a join


Setting options for a join

You can have Approach insert or delete related records automatically in a database joined in the current view file.

Approach can insert a new record only in a detail database for the current view.

In general, Approach can delete records from a main database or a detail database. But if you delete a record from a repeating panel, Approach does not delete the main record in that view.

The join options apply to a particular join, and you can set them differently for each join in a view file. You can set the options when you establish a join or anytime later.

To set options for a join:

1.	In the Join dialog box, click the join line to select it.

2.	Click Options, or double-click the join line, to display the Relational Options dialog box.

3.	Turn on as many options as you want for the selected join:

If you turn on Insert: When you type in a blank field for a detail database on a view, and the record for that field does not match a join value in the main database, Approach inserts a new record in the detail database.

If you turn on Delete: When you delete a record from the database listed first in the Delete option, Approach deletes all records in the database listed second in the Delete option that have a join value matching the record you deleted.

4.	Click OK.

See also:

Joining two or more database files


Unjoining database files

When you no longer need a relationship between data in two databases, you can unjoin the databases.

To unjoin database files:

1.	In the view file with the joined databases, choose Join from the File menu while in Design.

The Join dialog box appears.

2.	Click the join line connecting the databases you want to unjoin.

3.	Click Unjoin.

4.	To unjoin more databases in the view file, continue unjoining in the same manner.

5.	For each database left without a join, click in its list of fields and click Close.

6.	When you're finished unjoining databases, click OK.

If the OK button is dimmed, the joins in the dialog box are not valid. When you correct the error, you'll be able to click OK.

7.	If a warning appears, click OK to confirm that you want to unjoin the databases.

See also:

Deleting a field


Working in Design

Choose a topic from this list.

Switching to Design

Changing margins

Using the grid

Showing the rulers

Showing dimensions

Zooming in and out

Making an object non-printing

Drawing geometric objects

Adding a picture to a view

Drawing text objects

Typing and pasting in text objects

Selecting text and text objects

Changing text attributes

Deleting text and text objects

Opening object-specific menus

Selecting and manipulating individual objects

Resizing or reshaping an object

Cutting, copying, and pasting an object

Moving an object

Deleting an object

Changing a color for an object

Changing a line width

Working with more than one object at a time

Grouping and ungrouping objects

Changing the stacking order

Aligning objects

Deleting a view

Duplicating a view

Renaming a view


Switching to Design

You use Design to design forms, reports, letters, and mailing labels.

To switch to Design:

Click the Design icon in the icon bar.

You can also choose Design from the View menu or from the second pop-up menu in the status bar.

If the view file has a view password, Approach asks you for the password when you try to change to Design.


Changing margins

You can change the left, right, top, and bottom margins of a view. Show rulers to help you precisely position the margins.

To change the margins:

1.	Control-click the body of the view.

2.	Click on a square handle and drag to resize the margin.

See also:

Specifying the printer, paper, and orientation


Using the grid

You can use a invisible "magnetic" grid that attracts objects to particular points in your view.

To turn on the grid:

Choose Turn Grid On from the View menu.

To turn off the grid:

Choose Turn Grid Off from the View menu.

See also:

Setting Approach options


Showing the rulers

You can use rulers to draw objects of a specific size and then use them to guide you as you place objects on your view. Approach displays the rulers on the top and left side of the design workspace.

To show the rulers:

Choose Show Rulers from the View menu.

To hide the rulers:

Choose Hide Rulers from the View menu.

See also:

Setting Approach options


Showing dimensions

The Approach dimensions display helps you precisely change the size of objects and helps you move objects to exact locations.

To show the dimensions:

Click the dimensions area of the status bar or choose Show Dimensions from the View menu.

To hide the dimensions:

Click the dimensions area in the status bar again or choose Hide dimensions from the View menu.


Zooming in and out

When working on a view, you can zoom in to take a closer look or zoom out for an overview. You can zoom in or out only when you are in Design, Design/Preview, or Browse/Preview.

To zoom in:

Click the zoom in icon or choose Enlarge from the View menu.

Each time you click the icon or choose the command, the screen image doubles. You can zoom in to 400 percent.

You can also click the zoom percentage in the status bar to see the zoom pop-up menu and choose a percentage from the list.

To zoom out:

Click the zoom out icon or choose Reduce from the View menu.

You can also click the zoom percentage in the status bar to see the zoom pop-up menu and choose a percentage from the list.

To return to the 100-percent view:

Choose Actual Size from the View menu, click a zoom icon until the status bar displays 100 percent, or click the zoom pop-up menu in the status bar.

See also:

Switching to Design


Making an object non-printing

You can tell Approach to make any design object in your view non-printing. You can see the object in Design and Browse but not in Preview or when you print.

To make an object non-printing:

Right-click the object and choose Non-Printing from the object pop-up menu. Or select the object and choose Non-Printing from the Style menu.

A checkmark appears next to the Non-Printing command when a non-printing object is selected.

See also:

Drawing geometric objects

Printing a view


Drawing geometric objects

Use the Approach tools to draw straight lines, rectangles, squares, rounded rectangles, rounded squares, ovals, and circles.

To draw geometric objects:

1.	Click the appropriate icon.

2.	Position the pointer where you want the object to start.

3.	Drag to draw the object.

To draw a straight line:

Click the Line icon and Shift-drag to draw the object.

To draw a square or rounded square:

Click the Square icon or the Rounded Rectangle icon and Shift-drag.

To draw a circle:

Click the Oval icon and Shift-drag.

See also:

Drawing text objects

Making an object non-printing


Adding a picture
Adding a picture to a view

You can add pictures created in other applications to a view, or once a picture is cut or copied to the Clipboard, you can paste it into the background of your view.

To add a picture from another application to a view:

1.	Click where you want the upper-left corner of the picture to be.

2.	Choose Paste from File from the Edit menu to display the Paste from File dialog box.

3.	In the Files list box, select the file you want.

To limit the list to filenames of one type of file only, select one of the following from the List Files of Type pull down menu: Windows Bitmap, Windows Metafile, TIFF, Windows PaintBrush (PCX), Encapsulated Postscript, GIF, or TARGA.

4.	Click OK.

The picture appears in the background of each record in Browse.

To paste a picture from the Clipboard:

1.	In the picture's source application, select the picture.

2.	Choose Copy from the Edit menu.

3.	In Approach, switch to Design and click where you want the upper-left corner of the picture to be.

If you don't click where you want the picture, it will be pasted in the upper-left corner of the view.

4.	Choose Paste from the Edit menu.

The picture appears in the background of each record in Browse.

See also:

Pasting a picture from the Clipboard

Pasting a picture or OLE object from a file


Drawing text objects

Text can be added to provide data entry instructions on a form, identify fields, or create a title for a report. When you add new text to a view, you must first create a text object. The text object establishes the area in which you'll add the text.

To draw a text object:

1.	Click the Text icon in the icon bar.

2.	Position the pointer where you want the top and left margins of the text object to be.

3.	Drag to the position for the right and bottom margins, and start typing.

See also:

Creating a report

Drawing geometric objects


Typing and pasting in text objects

You can type text in a text object or paste text from the Clipboard into a text object.

To type or paste text:

1.	Click in a text object.

2.	Type the text, or if the text is on the Clipboard, choose Paste from the Edit menu.

To stop adding text:

Click elsewhere on the view.

See also:

Typing in a Boolean field

Typing in a date field

Typing in a numeric field

Typing in a text or memo field


Selecting text and text objects

To select a character or characters:

Click the Text icon and drag through the character(s).

To select a word:

Click the Text icon and double-click the word.

To select a text object

Click the Pointer icon and then click the text object. Any changes you make affect all the text in the object.

See also:

Typing and pasting in text objects


Changing text attributes

You can edit the appearance of text by changing its font, size, alignment, and style.

To change the font, size, alignment, and style of text:

1.	Select the text object or the text within a text object you want to change.

2.	Choose Text Style from the Style menu, or right-click the object and choose the command from the object pop-up menu.

The Text Style dialog box appears.

3.	Choose the font, size, alignment, style, and effects you want.

4.	Click OK.

See also:

Setting Approach options


Deleting text and text objects

You can delete text and text objects from a view. If you want to reuse the text, you cut or copy it to the Clipboard. If you delete all the text from a text object the object is also deleted.

To delete text or a text object and keep it on the Clipboard to reuse:

1.	Click the Text icon and select the text or select the text object.

2.	Choose Cut from the Edit menu.

To delete text or a text object permanently:

1.	Click the Text icon and select the text or select the text object.

2.	Press Delete or Backspace, or type over the text.

To delete text or a text object and place it elsewhere:

1.	Click the Text icon and select the text or select the text object.

2.	Choose Cut from the Edit menu.

3.	Click in another text object.

4.	Choose Paste from the Edit menu.

See also:

Typing and pasting in text objects


Opening object-specific menus

Approach gives you quick access to commands that apply to a specific type of object.

To open an object-specific pop-up menu:

Right-click the object.


Selecting and manipulating individual objects

You can change individual objects by resizing, reshaping, cutting, copying, pasting, moving, or deleting them. You can fill an object with color, and set the width of any lines that make up the object.

Before you make changes to an object, you must select it. An object you've just drawn is automatically selected.

To select an object:

1.	Click the Pointer icon.

2.	Click inside the object or on its boundary.

To cancel a selection:

1.	Click the Pointer icon.

2.	Click in an empty area of the view.

To see a pop-up menu of commands that apply to an object:

1.	Click the Pointer icon.

2.	Right-click the object.

See also:

Opening object-specific menus

Working with more than one object at a time


Resizing or reshaping an object

You can change the size and shape of any existing design object. You can also reshape ovals into circles, circles into ovals, rectangles into squares, and squares into rectangles without redrawing the objects.

To resize an object:

Select the object and drag one of its handles until it is the size you want.

To resize a circle or a square:

Shift-drag a handle (hold down the Shift key and drag the mouse).

To resize an object using exact dimensions:

Show the Approach dimensions and drag until the object is the size you want.

To resize a text object:

Click it with the selection tool and drag one of the handles.

See also:

Drawing geometric objects

Showing dimensions


Cutting, copying, and pasting an object

You can cut an object from a view and paste it somewhere else in your view or into another view. You can also make a copy of an object leaving the original behind, and paste the copy in another location.

To cut or copy an object and paste it:

1.	Select the object you want to cut or copy.

2.	Choose Cut or Copy from the Edit menu.

3.	Click where you want the upper-left corner of the object to be.

4.	Choose Paste from the Edit menu.

See also:

Drawing geometric objects

Drawing text objects


Moving an object

Once you've created an object, you can move it or change the order in which objects overlap.

To move one or more objects:

1.	Select the object you want to move.

2.	Drag the object to the position you want.

As you drag, an outline of the boundary shows the position of the object.

To move an object in very small increments:

1.	Select the object.

2.	Press an arrow key to nudge the object into position.

The object moves one pixel at a time in the direction of the arrow, ignoring the grid it is on.

See also:

Selecting and manipulating individual objects


Deleting an object

Deleting an object from a view lets you simplify a form or display just some of the fields in a report. For example, you might not want to include fields with confidential information.

To delete an object permanently:

1.	Select the object.

2.	Press Backspace or Delete, or choose Clear from the Edit menu.

To delete an object and keep a copy on the Clipboard for reuse:

1.	Select the object.

2.	Choose Cut from the Edit menu.

See also:

Selecting and manipulating individual objects


Selecting a color for an object
Changing a color for an object

You can fill an object with one of several colors and shades of gray, or make it transparent. When you draw an object, it appears with the default fill color and pen color.

You can change the default fill color and pen color before you create an object, or you can change the fill color and pen color of an existing object without changing the defaults.

To change a fill color for an object:

1.	Select the object.

2.	Choose Fill Color from the Style menu, or right-click the object and choose the command.

3.	Select the color you want in the Fill Color palette.

The selected color is outlined in bold on the palette. The N in the palette represents "no color" or transparent fill.

To change a pen color for an object:

1.	Select the object.

2.	Choose Pen Color from the Style menu, or right-click the object and choose the command.

3.	Choose the color you want in the Pen Color palette.

The selected color is outlined in bold on the palette. The N in the palette represents "no color" or transparent fill.

To create a transparent object:

1.	Select the object.

2.	Select N as the fill or pen color.

The N in the palette represents "no color" or transparent fill.

See also:

Selecting and manipulating individual objects

Setting Approach options


Selecting a line width
Changing a line width

You can draw lines as narrow as a hairline or as wide as 12 points. When you draw an object, it appears with the default line width.

You can change the default line width before you create an object. You can also change the line width of an existing selected object without changing the default options.

To change a line width for an object:

1.	Select the object.

2.	Choose Line Width from the Style menu, or right-click the object and choose the command.

3.	Choose the width you want from the Line Width submenu.

A checkmark appears next to the selected line width on the submenu.

See also:

Selecting and manipulating individual objects

Setting Approach options


Working with more than one object at a time

Approach makes it easy to quickly change more than one object at a time. After you select the objects you want to change, you can cut, copy, paste, move, or edit attributes just as you would with an individual object.

To select more than one object:

1.	Click the Pointer icon.

2.	Shift-click the objects you want to include in the selection, or point in an empty part of the view and drag diagonally to draw a selection box around the objects.

To select all the objects in a view:

Choose Select All from the Edit menu.

To deselect an object from several selected objects:

1.	Click the Pointer icon.

2.	Shift-click the object.

See also:

Selecting and manipulating individual objects


Grouping and ungrouping objects

You can combine two or more selected objects into a group so that they act as one object. You can make changes to the group just as you would to a single object.

To group objects:

1.	Select the objects you want to group.

2.	Choose Group from the Objects menu.

To ungroup objects:

1.	Select the grouped objects you want to ungroup.

2.	Choose Ungroup from the Objects menu, or right-click the object and choose the command.

See also:

Working with more than one object at a time


Changing the stacking order

Approach automatically stacks layers of design objects, with the objects created or added most recently at the front. You can change the stacking order of objects.

The stacking order affects the appearance of objects both on the screen and in printed copy.

To move an object:	Select the object and:
In front of all other objects	Choose Bring to Front.
Behind all other objects	Choose Send to Back.
One layer toward the front	Choose Bring Forward.
One layer toward the back	Choose Send Backward.
See also:

Working with more than one object at a time


Aligning objects

Approach lets you align selected objects vertically, horizontally, or in both directions. You specify alignment along the tops, bottoms, sides, or centers of their boundaries. You can also distribute space equally between objects.

The selected objects align according to the position of one of the objects or to the nearest grid.

To align or distribute objects horizontally or vertically based on one of the objects:

1.	Select two or more objects.

2.	Choose Alignment from the Objects menu to display the Alignment dialog box.

3.	Select To Each Other and a horizontal or vertical alignment.

The dialog box shows a sample of your selected options.

4.	Click OK.

To align or distribute objects to the nearest grid point:

1.	Select two or more objects.

2.	Choose Alignment from the Objects menu to display the Alignment dialog box.

3.	Select To Grid and a horizontal or vertical alignment.

The dialog box shows a sample of your selected options.

4.	Click OK.

See also:

Using the grid

Working with more than one object at a time


Duplicating a view

If you need a view that is very similar to an existing view, you can create a duplicate and then modify it. When you duplicate a view, Approach adds a number to the view's name.

To duplicate a view:

1.	Switch to the view you want to duplicate.

You can choose the view's name from the Switch submenu in the View menu or from the view pop-up menu in the status bar.

2.	Choose Duplicate Form, Duplicate Report, Duplicate Form Letter, or Duplicate Mailing Labels from the Edit menu.

3.	Click the Save View File icon or choose Save View File from the File menu to save the change.

See also:

Opening a view file for a database file

Saving a copy of a view file only


Renaming a view

When you create a view, you give the view a name in the Create dialog box. You can rename the view in the Options dialog box.

To rename a view:

1.	Switch to the view you want to rename.

You can choose the view's name from the Switch submenu in the View menu or from the view pop-up menu in the status bar.

2.	Choose Form Options, Report Options, Form Letter Options, or Mailing Labels Options from the Design menu.

3.	Type a new name in the Options dialog box.

4.	Click OK.

5.	Click the Save View File icon or choose Save View File from the File menu to save the change.

See also:

Saving a copy of a view file only


Deleting a view

When you no longer need a view, you can delete it.

To delete a view:

1.	Switch to the view you want to delete.

You can choose the view's name from the Switch submenu in the View menu or from the view pop-up menu in the status bar.

2.	Choose Delete Form, Delete Report, Delete Form Letter, or Delete Mailing Labels from the Edit menu.

Approach asks if you want to delete the view.

3.	Click Yes.

4.	Click the Save View File icon or choose Save View File from the File menu to save the change.

See also:

Deleting a file