Forms Dictionary Help Index
JetForm Forms Dictionary Help Index

Menu Bar Commands

The Forms Dictionary

Using the Forms Dictionary Tables

The Forms Dictionary Window

Getting Help in the Forms Dictionary

Using the JetForm Help System


Forms Dictionary
The Forms Dictionary

The Forms Dictionary provides a means of storing and cross referencing forms, form objects, and fields for repeated use by form designers. This is especially useful in large organizations where forms are shared by a number of users.

Form designers can store both source (.IFD) and compiled (.MDF) versions of forms. These could be "released to production" versions or "ready to release". Multiple versions of source forms and multiple occurrences of the same version of the compiled form can be maintained. Storing multiple occurrences of a version of the compiled form accommodates corporations using JetForm print drivers for different types of printers.

Form designers submit new or updated objects and fields to the Forms Dictionary, directly from JetForm Design. Designers also retrieve form objects and fields from within JetForm Design. Using the Dictionary Tear-off, the designer can browse through the available objects and fields, make a selection, and place the object on the form.

The Dictionary Administrator (and designated users) controls the operation of the Forms Dictionary through the use of tables. These tables define authorized users, user groups, form locations, and form categories.

Extensive reporting functions are available for user information, form categories, dictionary objects and fields, and distribution transactions.


Using the Forms Dictionary Tables

All dialog boxes for table maintenance in the Forms Dictionary operate in the same manner. They contain text boxes for entering information, and some also contain list boxes for making selections. Each dialog box also has a record selection area where you can browse through existing records.

Adding New Records

To add a new record, choose New. The cursor moves to the first text box at the top left of the dialog box. Enter the data for the table entry and when complete, choose Insert. The record is added to the table and the record count increases by one.

Note that you cannot add new records to the Dictionary tables, Form Headers, Form Objects, and Field Information.

Selecting Records

You can browse through the table records by using the position buttons <<, <, >, or >> in the Record Selection area.

The buttons << and >> take you to the first and last record respectively. The buttons < and > take you to the previous and next record respectively.

Choose Search to display the Record Search dialog box.

1)	From the Field Name drop-down list box, select the field you want to use for the search.

2)	Enter the search string in the Search Key text box. Note that the search process is not case sensitive, and you can use the DOS wildcard characters ? and *.

3)	Choose OK. Matches appear in the list below the Search Key. Select the desired record. To exit from the Record Search dialog box and keep the selected record, choose OK. To exit from the Record Search dialog box and return to the record that appeared when you started the search, choose Cancel.

Updating Records

Before you can change a record, it must appear in the dialog box. Use the position buttons or Search to move to the desired record. Enter your changes, and choose Update.

Deleting Records

Before you can delete a record, it must appear in the dialog box. Use the position buttons or Search to move to the record you want to delete. Choose Delete. A message appears requesting confirmation for the deletion. Choose OK to proceed with the deletion, or choose Cancel.


File Commands

The File menu contains the commands used to submit forms to, and retrieve forms, from the Forms Dictionary. Also included are the commands for batch compiling, batch printing, and for forms distributions.

Submit Source Form - Submits a source form file to the Forms Dictionary.

Submit Compiled Form -  Submits a compiled form file to the Forms Dictionary.

Retrieve Form - Retrieves a version of a source or compiled form file from the Forms Dictionary.

Batch Compile - Compiles a specified set of source form files.

Batch Print - Prints a specified set of forms.

Distribute Form - Distributes the specified forms to selected groups of users.

Import Field Definitions - Imports field objects into the Forms Dictionary.

Change Password - Changes the password for the current Forms Dictionary user.

Exit - Leaves the Forms Dictionary.


File - Submit Source Form, Submit Compiled Form commands
File - 	Submit Source Form

Submit Compiled Form

Only those users with write permission to the Form Headers table can submit a form to the dictionary. You can submit either a form source file (.IFD), or one or more compiled form files (.MDF). Source files are used to maintain backup copies of form designs, and for batch compiling and printing. Compiled files are used for forms distribution, and to maintain non-modifiable versions of forms.

You can replace an existing version of a form, but this is not recommended. Changes to a form should be maintained as a distinct version of the form.

To submit a form file to the Forms Dictionary, choose Submit Source Form or Submit Compiled Form. The Submit Form dialog box appears.

1)	The File Name text box contains *.IFD for source form files, or *.MDF for compiled form files.

1)	Select one of the files in the list to submit it. Use the scroll bar to display additional files, if required. Remember that the form must have a version number in order to successfully submit.

2)	Type the specific file name you require in the File Name text box.

3)	Change the file specification, or the DOS drive or Directory specification. A new list of files displays. Select the file you require.

4)	Choose OK to implement your selection.

The system determines if the form name (an 8 character DOS file name) already exists in the dictionary. A form name that already exists is interpreted as the next version of the same form. The Form Identifier dialog box appears.

1)	The Form Id text box contains the DOS filename for the form. You can change the name or accept the default, and choose OK. Another Submit Form dialog box appears.

2)	The Form Name, Designer, Department, and Description text boxes contain the Form Information captured in JetForm Design. Use the Category drop down list to select a category. A form cannot be submitted without a category.

3)	The system retrieves the form Version Number from the Form Information for the form file. This value can only be set or modified in JetForm Design. The version number allows the dictionary to manage several versions of the same form.

4)	Release Date is optional. If left blank, you cannot reference the form by date in Forms Distribution. If the Release Date is greater than today's date, the form cannot be released until the specified date.

5)	The Reg. Number is optional reference information.

6)	Choose OK to submit the form to the Forms Dictionary.


File - Retrieve Form command
File - Retrieve Form

You can retrieve a version of a source form file (.IFD) from the Forms Dictionary, and place a copy of the file into the source forms directory. You can also retrieve any version of a compiled form file (.MDF) from the Forms Dictionary, and place a copy of the file into the compiled forms directory.

When you choose Retrieve Form, the Retrieve Form dialog box appears.

1)	From the list of available forms in the Select a Form-id/Release Name list box, select a form. In the Version drop down list box, select the version that you wish to retrieve. Source forms appear with the word (Source) following the version number. Compiled forms have the printer type following the version number.

2)	Choose OK to retrieve the form. The Retrieve Form dialog box appears.

3)	Based on your file selection, the File Name text box contains the default file extension for JetForm Design source form files, *.IFD, or the default file extension for compiled form files, *.MDF. The current directory displays above the Directories list box. Type a file name of up to 8 characters in the File Name text box. Change the DOS device or directory specification in the Directories list box, if required.

4)	Choose OK. The selected file is copied to the designated location.


File - Distribute Form command
File - Distribute Form

The Distribute Form commands creates a forms distribution transaction. This command is designed for use with the JetForm Distribution Director.

When you choose Distribute Form, the Forms Distribute dialog box appears.

1)	Select a form category from the Category drop-down list box.

2)	Enter a Release Date range, if you wish. To defaults to the current system date. The Release Date is optionally specified when you submit a form. If no release date was supplied when the form was submitted, or the Release Date range is not specified here, then Category is the sole selection criteria.

The system displays two lists. The list in the Selected Forms - ID/Version list box contains the form names that meet the Category and Release Date criteria. The list in the Selected Groups list box identifies the Groups and Printer Types that are registered as using the chosen Category.

You can refine the form list by de-selecting any of the forms. Once the form list is finalized, you can refine the list of destinations (Selected Groups).

3)	Choose Verify to verify the combinations, or Distribute to verify and then distribute valid combinations. Verification checks that the form was compiled for the selected printer, and that the compiled version exists. A message in the Verify dialog box indicates the results. The system generates a report identifying any form/printer type combinations that do not exist, and the groups that will not receive an updated version. Click on View Report in the Verify dialog box to display the report in the Windows NotePad.

When you choose Distribute, the system writes a distribution transaction file that is processed by the local instance of JetForm Server for Windows. Refer to the JetForm Distribution Director documentation for details about the distribution process.

At any time prior to generating the distribution transaction file, you can save the list in a work-in-process file. Choose Save in the Work in Progress area. You can load this work file for processing at a later time by choosing Load in the Work in Progress area.


File - Batch Compile command
File - Batch Compile

The Batch Compile command compiles a set of forms. Typically, you change the form in JetForm Design, and assign a new version number. Once you submit the new version to the Forms Dictionary, you proceed with the Batch Compile process.

When you choose Batch Compile, the Batch Compile dialog box appears.

1)	Choose Include All Forms, or Select Forms to select specific forms. Select Forms displays a Select Form by Object Reference dialog box, where you can select forms by object references.

Remove all entries by using the Remove all Forms command button.

Once you have identified one or more form objects, the system highlights those forms that use the object. When the list is finalized, choose OK.

Before the compile proceeds, you must verify the version number for each form.If the new version you specify already exists, then the system displays the version, and asks you to confirm that you wish to overwrite it. The system replaces the form source file (.IFD) with the new version, and after compilation, the resulting form files (.MDF) are also replaced. As well, entries are placed in the Forms Dictionary for each form. New, non-existent versions of forms are inserted into the Forms Dictionary, and the previous source form file is unchanged.

The Forms Dictionary uses the Forms Production Locations table to determine which printer types are required, based on the form category.


File - Batch Printing command
File - Batch Print

The Batch Print command identifies a set of forms for printing.

When you choose Batch Print, the Batch Print dialog box appears.

1)	Choose Include All Forms, or Select Forms to select specific forms. Select Forms displays a Select Form by Object Reference dialog box where you can select forms by object references.

Remove all entries by using the Remove all Forms command button.

Once you have identified one or more form objects, the system highlights those forms that use the object. When the list is finalized, choose OK.

The system initiates JetForm Design, and prints the forms.


File - Import Field Definitions command
File - Import Field Definitions

The Import Field Definitions command imports fields into the Forms Dictionary as individual field objects.

In JetForm Design, you can export a Database Schema using the Define Table Alias command from the Database menu. The file is exported to the Forms Dictionary directory, with the file extension, .TXT. Field names and sizes are assigned to the field objects from the database fields.

In order to maintain the integrity of these objects, you should import them each time the database table changes.

Note that field objects imported using the Import Field Definitions command do not have an associated description, and that the Modifiable attribute is automatically switched on. You can switch off the Modifiable attribute in the Field Information dialog box.


File - Change Passwords command
File - Change Password

The Change Password command changes the password for the current user.

When you choose Change Password, the Change Password dialog box appears.

Enter the new password, then re-enter the password for verification. Choose OK to confirm the change and close the dialog box.


File - Exit command
File - Exit

The Exit command leaves the Forms Dictionary and returns to the Program Manager.


Dictionary Commands

The Dictionary commands are used to maintain and report on forms, form objects, and form fields.

Form Headers - Creates an entry for the first version of a form in the Form Headers table.

Form Objects - Maintains information about form objects.

Field Information - Maintains information about form fields.

Dictionary Reports - These reports provide information from the Dictionary tables.


Dictionary - Form Headers command
Dictionary - Form Headers

When the first version of a form is submitted to the Forms Dictionary, the system creates an entry in the Form Headers table. The entry includes the Form Name, Description, Current Version Number, and Category. For each form, regardless of the number of versions, there is one entry in this table. When another version of the form is submitted to the Forms Dictionary, the table entry is updated with the new version number.

Refer to Form Headers in the chapter, "Forms Dictionary", in the JetForm Design Reference Manual for more information about this table.


Dictionary - Form Objects command
Dictionary - Form Objects

The Forms Objects table enables you to browse, update or delete form objects in the Forms Dictionary.

Form objects are submitted to the Forms Dictionary using the Submit Object command from the JetForm Design File menu. To change an object's attributes, you must retrieve the object, change the attributes in JetForm Design, and resubmit the object.

When you choose Form Objects, the Form Objects dialog box appears. You can change the Submitted By, Description, Last Updated, and Modifiable fields. The Object Id field cannot be changed.

Refer to Form Objects in the chapter, "Forms Dictionary", in the JetForm Design Reference Manual for more information about this table.


Dictionary - Field Information command
Dictionary - Field Information

Field objects are submitted using the Submit Field command from the JetForm Design File menu. They can also be exported from JetForm Design using the Define Table Alias command from the Database menu. Exported files can be retrieved in the Forms Dictionary using the Import Field Definitions command from the File menu.

When you choose Field Information, the Field Information dialog box appears. You can change the Submitted By, Description, Last Updated, and Modifiable fields. The Name field cannot be changed.

To change a field's attributes, you must retrieve the form, change the attributes in JetForm Design, and resubmit the field to the Forms Dictionary.


Dictionary - Dictionary Reports

You can produce a number of reports relating to the Dictionary menu functions. These reports use JetForm Filler to display data. You can print reports using the Print command from the JetForm Filler File menu.

Form Headers

The Form Headers report contains descriptive information about a form, sorted by Form ID. The information contained on the report includes Form ID, Version, Form Name, Release Name, Category, Description, Department, and Form Objects.

Form Objects

The Form Objects report contains information about form objects submitted to the Forms Dictionary, sorted by Object ID. The report includes Object ID, Description, Modifiable, Last Update, Submitted By, and Object Form Cross Reference.

Object Form Cross-Reference

The Object Form Cross-Reference report contains information about objects and fields contained in the Forms Dictionary, with individual cross references to the form where they are located. The report is sorted by Object ID. Information contained on the report includes Object ID, Form ID, Version, Page #, Modified, Date Used, and  Field Information.

Field Information

The Field Information report contains information about fields that were submitted to the Forms Dictionary, including whether or not they are modifiable. The report is sorted by Name. Fields on the report include Name, Description, Modifiable, Last Update, Submitted By, and Prompt.


Administration - Administration Reports

You can produce a number of reports relating to the Administration menu functions. These reports use JetForm Filler to display data. You can print reports using the Print command from the JetForm Filler File menu.

Forms Dictionary Users

The Forms Dictionary Users report provides information about authorized Forms Dictionary users. The report is sorted by User ID. Fields on the report include User ID, Last Name, First Name, Title, Authorization Level, E-mail Address, Telephone, Track to, and Forms Categories.

Forms Categories

The Forms Categories report contains information about the Forms Categories defined for your organization. The report is sorted by Category. Fields on the report include Category, Description, and Form User Groups.

Form User Groups

The Form User Groups report contains information about the Form User Groups set up for your organization. The report is sorted by Group ID. Fields on the report include Group ID, Description, Location, Street, City, State, Zip, Server, Admin ID, and Forms Production Locations.

Forms Production Locations

The Forms Production Locations report contains information about production locations, based on the Group ID field. The report is sorted by Group ID. Fields on the report include Group ID, Category, Printer Type, and Directory.

Forms Distribution by Form

The Forms Distribution by Form report contains information about the forms in the Forms Dictionary. Each form is represented by a unique Form ID and Version. Fields on the report include Form ID, Version, Group ID, Category, and Date Sent.

Forms Distribution by Location

The Forms Distribution by Location report contains information about each form in the Forms Dictionary. The report is sorted by Group ID. Fields included on the report are Group ID, Form ID, Version, Category, and Date Sent.


Administration Commands

The Administration menu provides access to a number of Dictionary Administrator functions. These include table maintenance, and administration reports.

The Dictionary Administrator is responsible for maintaining the information on the forms administration tables. Access to these tables is determined by entries in the Authorization Level field of the Forms Dictionary Users Table.

Forms Dictionary Users - Maintains User ID, Password and access information for Forms Dictionary users.

Forms Categories - Maintains categories to classify forms.

Forms User Groups - Identifies groups for form end users.

Forms Production Locations - Maintains the forms distribution information for Forms User Groups.

Administration Reports - These reports provide information from the Administration tables.


Help Commands

The Help menu contains the standard Windows help selections: Help Index and About Forms Dictionary.

Help Index - Displays the main index of topics for the on-line Help system

About Forms Dictionary - Shows which version of the Forms Dictionary is running.


Administration - Forms Dictionary Users command
Administration - Forms Dictionary Users

The Forms Dictionary Users table identifies User Ids and Passwords for all users who may access the more restricted features of the Forms Dictionary. There is one record for each user. All field values can be modified.

When you choose Forms Dictionary Users, the Forms Dictionary Users dialog box appears.

In the Authorization Level field, each character position relates to an authorization for a specific table:

Position	Authorization Table

     1	Forms Dictionary Users

     2	Form User Groups

     3	Form Headers

     4	Form Objects

     5	Field Information

     6	Forms Production Locations

     7	Forms Categories

Authorizations are specified as:

"n" - no access is allowed

"r" - read only access

"w" - write access

Refer to Forms Dictionary Users in the chapter "Forms Dictionary" in the JetForm Design Reference Manual for more information about Authorization Levels and the Forms Dictionary Users table.


Administration - Forms Categories command
Administration - Forms Categories

The Form Categories table sets up categories used to classify forms for control and distribution purposes. A form can belong to only one category.

The Forms Dictionary complements the Forms Categories supported by JetForm Filler, by enabling the Dictionary Administrator to set up categories as part of the dictionary. When a form is submitted to the dictionary for the first time, the Dictionary Administrator must identify the category to which the form belongs. If a form is already associated with one category, the Dictionary Administrator can change it to another using the Form Headers table.

Form distribution relies on the form category as the most significant selection criteria when a distribution transaction is created. Setting forms into categories simplifies their control and distribution.


Administration - Forms User Groups command
Administration - Forms User Groups

The Form User Groups table identifies groups of forms end users. An end user is a person or an application that fills, electronically mails, faxes, or prints electronic forms. The Forms Dictionary uses the table to determine the destination for a new version of a compiled form.

The Forms User Groups table is used in conjunction with the optional JetForm Distribution Director program. If you have purchased the program, please refer to the accompanying documentation for more information.

For each group identified in this table, the Forms Dictionary requires a unique identifier and the electronic mail address for the JetForm Server task that services that group. More than one group can be serviced by the task. The table can also store a contact name, address, and telephone number for the group. All users within a group must have computer access to the same set of forms directories.


Administration - Forms Production Locations command
Administration - Forms Production Locations

The Forms Production Locations table is used in conjunction with the optional JetForm Distribution Director program. If you have purchased the JetForm Distribution Director, please refer to the documentation for that product for more information.

A group of end users may need access to different categories of forms, and may also use printers with different characteristics; for example a PCL printer, and a PostScript printer. This table enables the Dictionary Administrator to establish the requirements of group, form category and printer type, as well as the network paths (directories) local to the group, where forms may be stored.

When a new version of a form needs to be distributed, the system knows what category the form belongs to, and can tell from this table what groups need to receive a copy. Combining this information with the Forms User Groups table provides the necessary addressing information for distribution.

In the Forms Production Location dialog box, select a Group, Category, and Printer Type. In the Printer Type list, specifying a particular printer selects the compiled version of the form for distribution. If you choose (source) as the printer type, source forms are distributed.

To create multiple printer type selections, select a printer and then choose Insert. To replace a printer type, select another printer and choose OK.

All fields are required entries, and are modifiable. Values can be added to the Group selections using the Forms User Groups table. Values can be added to the Categories selections using the Forms Categories table. Available printer types consist of all printers available in JetForm Design.


Getting Help in the Forms Dictionary

When you are in the Forms Dictionary, you can get help about the command or topic you are working with:

	To access the Help Index, press the F1 function key, or choose Help Index from the Help menu.
	To get help for a menu command, press SHIFT + F1. The Help tool appears. Choose the command from its pull-down menu.


Using the JetForm Help System

Any time the mouse pointer looks like:	 you can click on the word or phrase to get additional help for that topic.

For example:	Click on this phrase:	Glossary Term

Click on this phrase:	Jump Term

Help Command Buttons

You can click on the command buttons in the Help Button Bar at any time:

The Contents button displays the main list of Help topics.		The Search button enables searching for help topics by key words.
The Back button steps backwards through the topics you have already read.		The History button displays a list of topics you have seen previously.
The Browse buttons move through the Help topics in sequence.		The Print Topic button prints the currently displayed Help topic
The Exit button closes the Help system and returns to The Forms Dictionary.


JUMP TERM

Jump Terms take you to related topics. Click on Back to return to the previous topic.


Forms Dictionary Window
The Forms Dictionary Window

Click on any portion of the Forms Dictionary window for more information.


Forms Dictionary Signon

When you choose the Forms Dictionary icon from the Windows Program Manager, the JetForm Forms Dictionary window appears. Immediately over the window is the Forms Dictionary Signon dialog box.

Access to the dictionary application is restricted to users with a User Id and (optional) Password. When you enter your User Id and Password, and choose OK, the dialog box closes, and the Forms Dictionary window is active.


Control Menu

The Control Menu is located in the top left corner of the Forms Dictionary window. This menu contains commands which control the size and position of the Forms Dictionary window. Click on the Control Menu to access these standard Windows commands:

Restore

Move

Size

Minimize

Maximize

Close

Switch To


Title Bar

At the top of the Forms Dictionary window is a Title Bar. This is a static screen area. The Title Bar contains the name of the forms dictionary, JETFORM.JD.


Minimize, Maximize and Restore Buttons

	Minimize Button
The Minimize button is located at the right end of the Title Bar in windows which are fully enlarged. When you click on Minimize, the window shrinks to an icon. Clicking on Minimize is the same as selecting this option from the Control Menu.

	Maximize Button
The Maximize button is located at the right end of the Title Bar in windows which are not fully enlarged. When you click on Maximize, the window enlarges to fill the screen. Clicking on Maximize is the same as selecting this option from the Control Menu.

	Restore Button
The Restore button is located at the right end of the Title Bar. When you click on Restore, the window returns to its previous size. Clicking on Restore is the same as selecting this option from the Control Menu.


Menu Bar and Pull-Down Menus

The Menu Bar enables you to access the functions within the Forms Dictionary. The Menu Bar shows the main selections available: File, Administration, Dictionary, and Help. Each main selection is associated with a pull-down menu, listing the available commands.

To make a selection from the Menu Bar, simply click on it. A pull-down menu of the available commands appears. Inactive commands, that is, commands which are not currently available, appear in gray in the Menu Bar and on pull-down menus. A command followed by three dots (...) indicates an associated dialog box. A command followed by a right arrow (>) indicates an associated sub-menu.

You may also use the keyboard to make selections from the Menu Bar. Press the ALT key, then the letter key that corresponds to the underlined letter in the name of the selection. For example, use ALT+F to select File or ALT+H to select Help.


Close

To remove or clear a window from memory.


Switch To

This command displays a list of all open Windows applications. Use this "Task List" to switch to or close an application on the list.


Size

Use this command to display a four-headed arrow so you can size the active window or dialog box with the arrow keys. The command is unavailable if the current window is maximized.


Move

Use this command to display a four-headed arrow so you can move the active window or dialog box with the arrow keys. The command is unavailable if the current window is maximized.


Glossary Term

Clicking on the word or phrase will display a definition from the Glossary. Click again to remove the definition from the screen.


Restore

The Restore command returns the window to its previous size. Choosing this command is the same as clicking on Restore button at the end of the Title Bar.


Maximize

The Maximize command enlarges the window to fill the screen. The command is available in windows that are not fully enlarged.


Minimize

The Minimize command shrinks the window to an icon The command is available in windows which are fully enlarged.