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MHAPPEND.DOC
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1986-07-06
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INSTRUCTIONS FOR ADDING DATA
The menu-driven nature of this antibiotic database makes using it
self-explanatory for the most part. Familiarity with dBASE edit commands
and cursor controls is needed only when additional information or new drugs
have to be added to the database. Adding or changing data is automated to
some degree, but some care and effort is needed on your part. Most of this
documentation is devoted to explaining how to add new drugs or how to add
more data to drugs already in the database.
When the choice is made from the main menu to ADD NEW DATA the screen
will display the menu shown below.
PROGRAM TO ADD NEW DATA
1. To all files
2. To DRUG file
3. To ORGANISM file
4. To ADVERSE REACTION file
5. To INTERACTION file
6. To CLINICAL DATA file
7. To REFERENCE file
8. Read last identification numbers
9. Index files after all data entered
A. Review data for a specific drug
B. Return to previous menu
IDENTIFICATION NUMBERS
When adding new data for a drug already in the database you need to
know the id number for the drug in question. If you are adding a new drug
you need to know what number was assigned to the last drug contained in the
database. You can obtain this information by selecting choice number 8 from
the ADD DATA menu. This will display the id number of the last drug in the
database so that you can assign the next incremental serial number to the
new drug being added. You have to remember this number and enter it as
the id number for all the records you create for that drug.
If you plan to add any references to the information you are entering
for that drug, you also need to know what number was used for the last
reference. Choice number 8 will also display the last reference number
assigned.
The drug id number plays a crucial role in organizing, indexing and
finding all the data. Each record created must contain the correct id number
for a particular drug.
ADDING A NEW DRUG
Choice number 1 will allow you to create the records you need to add
a new drug to the database. This option will open each database file in turn
and allow you to enter data for the drug in as many records as you need. A
blank record will appear on the screen in the dBASE edit mode. Each field
will be labeled, and you have to enter the appropriate data into each field.
The size of each record is limited to the number of characters that
can fit on one line of the screen display. If you have more data than can
fit into one record, the program will automatically display another blank
record for you to fill in. It will continue to provide you with blank records
until you press the RETURN key without entering any data for that record.
At that point, the next database file is opened for entry of data.
The formatting of each line is up to you. You have to end the line at
a point you deem appropriate, and write any continuation that does not fit on
one line into the next record. Remember that each record must have the drug
id number entered in its field.
INDEXING
After you have cycled through all the database files and all data has
been entered, the program will return you to the ADD NEW DATA menu.
Choice number 9 will automatically index all the records you have added.
Indexing is a necessary step, and the program will not function unless all
the newly created records are properly indexed. If you make any mistakes in
entering data, it is best to correct these errors after indexing rather than
trying to get back to a particular record and making changes.
If you break out of the programmed sequence of adding data, you will
have to issue the proper dBASE commands to index each individual file. If
you have to correct a drug id number for any record, or corrections have to
be made for an entry in an indexed field, you will have to re-index the file
that contains that record.
The following list contains the name of the data file, the field or
fields on which it is indexed, and the index filename. The information should
be helpful in aiding you to manually index any file. For instance, if you need
to manually index the MHDRUG database file, you first command dBASE to USE
MHDRUG. Then you issue the command INDEX ON DRUG_ID TO MHDRUGID. Because this
data file has two indexes, you also need to issue another command, INDEX ON
GEN_NAME TO MHGENAME.
Database Index Index
Filename Field Filename
MHDRUG.DBF DRUG_ID MHDRUGID.NDX
MHDRUG.DBF GEN_NAME MHGENAME.NDX
MHORGAN.DBF DRUG_ID MHORGAN.NDX
MHADVERS.DBF DRUG_ID MHADVERS.NDX
MHINTACT.DBF DRUG_ID MHINTACT.NDX
MHCLINIC.DBF DRUG_ID MHCLINIC.NDX
MHREFER.DBF REF_ID MHREFER.NDX
ADDING DATA TO A DRUG ALREADY IN THE DATABASE
You can add data to any one or more files in the database by choosing
the appropriate file from the ADD NEW DATA menu. The process is identical
to that described for adding a new drug with the exception that only the
selected file is opened. The file is closed and you are returned to the ADD
NEW DATA menu as soon as you press the RETURN key without entering
any data in the next blank record. You can now select another file and add
data to it.
After you have finished adding data to one or more files, you must
select choice number 9 to index the files. The program will remember which
files you have added data to and will index them automatically. However, if
you exit from the ADD NEW DATA program before indexing, you will have
to issue the commands to index each file yourself.
TEXT
dBASE provides a convenient way to write blocks of text to the screen
with the TEXT and ENDTEXT commands. These commands are used to place the text
on the screen when you select choice 4 from the main menu, "Introduction &
Synopsis." You can customize your own text screens by creating and formatting
the text with any word processor.
Keep in mind that the length of each line of text must not exceed
the width of the screen, and that each screen can accommodate a maximum of
22 lines. You can also use dBASE commands in combination with the TEXT and
ENDTEXT commands to control the display and allow branching to other text
files. Use the PRG files labeled MHTEXT as examples.
When creating text files with a word processor, control codes are
usually inserted in the file for formatting. They may not be visible when you
look at the text with the word processor, but dBASE will choke on these
control codes. You may see strange characters or graphic symbols appear when
you command dBASE to display the text file. After making all corrections and
formatting the file with your word processor, these control codes must be
removed from the file.
Most word processors have utility programs that can convert the file
to just the ASCII text characters that normally would be visible on the screen.
Some MSDOS programs call this conversion "saving the document as a DOS text
file." Old CP/M and WordStar users can use PIP.COM with the Z option which
will strip the high order bits to convert the file to plain ASCII text.
WordStar files created on MSDOS systems need to use separate utility programs
that can be found in the public domain. WSCLEAN.COM and UNWS.COM are two such
programs. If you create the text with the dBASE editor, no conversions are
necessary, but you do not have wordwrap or formatting features to make the job
easier.