home
***
CD-ROM
|
disk
|
FTP
|
other
***
search
/
Media Share 9
/
MEDIASHARE_09.ISO
/
dbase
/
dm22.zip
/
MANUAL.DOC
< prev
next >
Wrap
Text File
|
1991-09-14
|
50KB
|
1,195 lines
Data Master Version 2.2
Copyright (c) 1990-91 RKS Software, Inc.
All Rights Reserved.
What is Data Master?
Data Master is a powerful, easy to use, program which allows you to
create, modify, and work with dBaseIII databases. Many users will
find it easier to use than dBaseIII. It includes the ability to
convert Lotus 1-2-3 worksheets into dbase database files, and to
convert dbase database files into Lotus 1-2-3 worksheets. While
the primary emphasis of DataMaster in on the use of database files,
you can also use Data Master to browse and do simple editing of
Lotus 1-2-3 worksheets. Symphony worksheets, .WKS, and .WK1 files
are all supported. Data Master works in a multi-user Local Area
Network environment and on stand-alone PCs.
1. use existing dbase files apart from their normal application.
2. create brand new databases for any kind of list you want.
3. change the structure of databases to meet changing needs.
4. create Lotus 1-2-3 worksheets from dbase databases.
5. create dbase databases from Lotus 1-2-3 worksheets.
6. browse and edit data in Lotus 1-2-3 worksheets.
7. design your own custom reports with Data Master's report maker.
8. add, edit, and delete database records easily.
9. copy records out to other files.
10. append records in from other database files.
11. quickly replace all the data in any field of any database.
12. define sophisticated queries to analyze subsets of data.
13. identify duplicate records in any database.
14. sum or average any numeric data.
15. tally occurrences of similar data in any data field.
16. read any text file anywhere on the hard disk.
17. work in any directory on the hard disk.
18. run DOS commands and other programs from Data Master
19. display dates in the format of your choice.
20. works on multi-user local area network or stand-alone PC.
21. contains excellent word processor to edit text files.
You do not need to be a dbase or 1-2-3 expert to use Data Master.
However, if you would like to know more about dbase, dBaseIII,
Clipper, Foxbase, database management, Lotus 1-2-3 and related
subjects, there are many excellent books available on these
subjects at book and software stores.
What equipment do I need?
Data Master is designed to work on any IBM compatible computer,
with a monochrome or color monitor. It requires 512K of working
memory. Data Master works with any dot matrix or laser jet
printer. Data Master requires a hard disk system.
DISCLAIMER
Data Master is licensed without any warranty of merchantability,
fitness of particular purpose, performance, or otherwise; all
warranties are disclaimed. By using Data Master, you agree that
RKS Software, Inc., will not be liable to you or any third party
for any use of (or inability to use) this software, or for any
damages (direct or indirect) whatsoever, even if RKS Software, Inc.
or its agents are apprised of the possibility of such damages
occurring. In no event shall RKS Software, Inc. be liable for any
loss of profit or any other commercial damage, including but not
limited to special, incidental, consequential or other damages.
The entire risk related to the quality and performance of the
program is on you.
LICENSE STATEMENT:
Registered owners - You are a registered owner if you have paid RKS
Software, Inc. the $35 registration fee. Registered owners are
licensed to use their registered copy on a single machine and to
make archival copies for the sole purpose of backing up the
program. Data Master may be moved from one computer location to
another, so long as there is no possibility of it being used at one
location while it is being used at another.
Shareware testers - Data Master is protected by U.S. Copyright law,
and is NOT public domain software. You are hereby granted a
limited license to make an evaluation copy for trial use on a
private, non-commercial basis for the express purpose of
determining whether Data Master is suitable for your needs. At the
end of this trial period, not to exceed 30 days, you should either
register your copy or discontinue using Data Master.
REGISTRATION:
You may register by sending in the form below with a check for $35.
BENEFITS OF REGISTRATION:
- registered owners will receive a licensed copy of the most recent
version of Data Master. New features are frequently added to all
our shareware programs.
- helpful technical support by mail for any problems or questions.
HOW TO REGISTER
Complete the form at the end of this MANUAL.DOC file, and send it
to us along with your registration fee.
If you received this copy of Data Master directly from RKS
Software, you are already registered and do not need to send in the
registration form.
USER GROUPS / SHAREWARE DISTRIBUTORS / ELECTRONIC BULLETIN BOARDS
PC user groups, shareware distributors, and electronic bulletin
board operators are welcome to add Data Master to their libraries.
If you have received Data Master through a user group, a shareware
distributor, or an electronic bulletin board, please remember that
any diskette fee you paid DOES NOT constitute licensing the
software, and you are still obligated to register if you decide to
use Data Master.
COPYRIGHT AND TRADEMARK NOTICES
DBASE, DBASEIII PLUS and ASHTON TATE are trademarks of Ashton-Tate,
Inc.
CLIPPER is a trademark of Nantucket Corporation.
NANTUCKET is a registered trademark of Nantucket Corporation.
IBM, PC_DOS, and AT are registered trademarks of International
Business Machines Corporation.
PC/XT is a trademark of International Business Machines
Corporation.
MS-DOS is a trademark of Microsoft Corporation.
1-2-3 and Symphony are trademarks of Lotus Development Corporation.
ACKNOWLEDGEMENTS
Portions of this program are provided under license from the
following companies:
1. Communication Horizons, New York, NY 10036
2. Custom Software Development, Salem, OR 17761
3. Functional Software, Edmond, OK 73034
4. HJS Research Inc., Scottsdale, AZ 85260
5. Nantucket Corporation, Los Angeles, CA 90066
6. Action Plus Software, Salt Lake City, UT 94092
HARD DISK INSTALLATION
Make a working copy of the program disk and put the original away
in a safe place.
1. Place the working disk in drive A.
2. Type INSTALL plus the letter of the drive on which you wish to
install Data Master. Example: INSTALL C <press Enter>. Note: Do
NOT type a colon after the drive letter.
3. The install program will copy the DMASTER.EXE file from the
floppy distribution disk to the specified drive, in a directory
called DM. The install program will extract the Data Master files
from DMASTER.EXE and start Data Master for you.
4. To start Data Master any time in the future, go to the DM
directory, and type DM.
SPELL CHECKER INSTALLATION
The spell checker disk is provided only to registered users.
This feature extends the capability of the Data Master word
processor by adding sophisticated WordPerfect-like spell
checking power to the word processor.
Copy the SPELLCK.EXE file from the spell check disk to the Data
Master directory. At the C:> prompt, type SPELLCK and the
DICT.DBF file will be extracted. This is a 25,000 word database
file.
When Data Master starts the next time, it will detect the
presence of the DICT.DBF file and create two index files named
SOUND.NTX and ALPHA.NTX. It may take a couple of minutes for
Data Master to build these two index files, so be patient.
The total size of the DICT.DBF, SOUND.NTX, and ALPHA.NTX files
is approximately 1.5 megabytes, so be sure you have this much
disk space available before installing the spell checker.
NETWORK FILE SERVER INSTALLATION
Network Supervisor:
1. Create a directory for Data Master.
2. Copy the DMASTER.EXE file into the directory.
3. Type DMASTER to extract the main DM.EXE file.
4. Erase DMASTER.EXE since you no longer need it.
5. Add Data Master to your menu system.
- VERY IMPORTANT -
CONFIG.SYS FILE
DOS uses the CONFIG.SYS file to set certain defaults for your
computer. It MUST be in the root directory of your fixed disk. If
you do not already have a CONFIG.SYS file you MUST create one that
has these two lines, and place it in your PC's root directory:
FILES=20
BUFFERS=16
If you already use a CONFIG.SYS file that does not include settings
for files and buffers, you MUST add the two lines above to the
file. You can do it with any text editor. If your CONFIG.SYS file
already contains settings for files and buffers greater than these,
you can leave them as they are.
DEFINITIONS
For more complete definitions of these concepts, please see any of
the several excellent dbase books available at most good software
stores.
Database: A database is an organized collection of information or
data. A simple example of a database is a mailing list. Dbase
database files always have a file extension of .DBF.
Record: All the data for a particular entry is called a record. In
a mailing list, each record contains all the name & address data
for one person.
Field: Each item of information within a record is called a field.
In each mailing list record, for example, there may be fields for
last name, first name, street, city, state, and zip code. A
database can contain one or more of five types of fields. These
five are:
1. Character - This type of field allows entry of all the
letters, numbers and symbols you see on your keyboard. In a
typical mailing list, all the fields would probably be
character type fields.
2. Numeric - This type of field allows only entry of numbers.
Use it only for numbers you want to calculate. Put zip codes
or phone numbers in a character field, not a numeric field.
3. Date - This type of field allows only date entries.
4. Logical - This type of field allows only a true/false
entry.
5. Memo - This type of field is an elastic character field.
Whereas character fields must be defined as a fixed length,
e.g., 20 characters long, memo fields have no fixed length.
Instead, memo field data is stored in a companion file, with
a .DBT (DataBase Text) extension, and takes up no disk space
unless data is entered into it.
Indexes: An index is a file which controls the order in which
database records are displayed and printed. Persons working with
a mailing list database would normally create an index file based
on the last name field and an index file based on the zip code
field (assuming these two fields are included in the database
structure).
Index files created and used by Data Master have a file extension
of .NTX. Creation and use of index files is explained below.
USING DATA MASTER
Type DM at the DOS prompt of the DM directory to start Data Master.
In most cases, Data Master will be able to detect whether you have
a color or monochrome monitor. If you have a monochrome monitor
and the Data Master screens appear to have a bright, washed out
look, type DM M to start Data Master. The extra M tells Data
Master to use monochrome, not color.
The Main Menu presents seven options which are discussed in turn
below.
Databases
Use this option to display a menu of five database actions.
Note: if you have not yet selected a database, you will be
presented with only the first two options:
1- Select Database: Select this option to load a database in
the current directory. The Status box at the bottom of the
screen will always display the currently selected database.
2- Modify/Create Database: Use this feature to modify the
structure of an existing database, or to create a new
database. You can add, edit, or delete fields of the five
types described above. Instructions for use are provided on
the screen.
3- Close Database: Use this feature to close the currently
active database. The Status box will show that no database is
active.
4- Append Database: Use this feature to append another
database to the currently active database. Only data in fields
with the same name in both databases will be appended.
5- Copy Database: Use this feature to copy the currently
active database to a new file.
WE STRONGLY URGE YOU TO MAKE A BACKUP COPY OF YOUR DATABASE BEFORE
MODIFYING ITS STRUCTURE. THE REASON IS THAT YOU WILL (OBVIOUSLY)
LOSE DATA IF YOU DELETE A FIELD OR CHANGE A FIELD NAME. AFTER YOU
HAVE DONE THIS, YOU MAY WISH YOU HADN'T, AND WILL BE THANKFUL YOU
MADE A BACKUP COPY OF YOUR DATABASE.
Indexes
You do not have to use an index file to control your database, but
it will make working with a database a lot more pleasant if you do.
You must have already selected a database in order for this option
to work. When you select this option you will be presented with
three choices:
1- Select Index(es): When you select this option, Data Master
will present you with a list of existing index files. The
index file(s) you select must have been created for the
currently active database. Data Master will tell you if it
does not match. You can have more than one index active at
the same time. Data Master will automatically update all
active indexes as records are added, changed, or deleted.
The first index you select will be the controlling index. The
Status box shows the indexes you have picked, with the
controlling index presented first.
2- Create New Index: Use this feature to create a new index
file. Data Master will prompt you to select the field(s) to
index on. Press F10 when you are finished. Data Master will
then ask you to name the index file, and create it. When you
create a new index file, that becomes the controlling index
for the active database.
3- Rebuild Open Indexes: Use this feature to rebuild all
active index files. This means that Data Master will make
sure that there is a correct entry in each index file for each
record in the database file. You may need to do this, for
example, if you forgot to have your LNAME.NTX and/or ZIP.NTX
files active when you added, deleted, or edited data in your
mailing list.
Data Master will automatically maintain your index files if
they are active when you are using their database. If you are
ever unsure whether a database's index files are current, just
select the database, select the index files, and select
Rebuild Open Indexes.
Use
Use this feature to display a menu of options for using the data in
the database.
1- Browse Records: Select this option to browse the currently
active database. You may add,edit, delete, locate, and view
all the records in the database.
2- Sum/Average Data: Use this option to sum or average data in
numeric fields.
3- Replace Data: Use this option to replace the data in a
specified field in ALL the records in the currently active
database. Be sure you have a backup copy of your records in
case you make a mistake using this option.
4- Check for Duplicates: Use this option to find duplicate
records in the currently active database.
5- Frequency Analysis: Use this option to see what the
frequency of data is in a specified field. For example, you
could use this feature on the State field of your mailing list
to see how many records you have for each state.
6- Purge Records: Use this option to purge all the records you
have marked for deletion while in Browse.
7- Mailing Labels: Use this option to print mailing labels
from the currently active database.
Filter on/off
Use this feature to create a filter, or query condition, so you can
work with any subset of records you want to. This is a very
powerful feature of Data Master. Please experiment with it so you
can see how it can be useful to you. See Appendix B for a full
explanation of how to use the Query Builder to create a filter
condition.
When a filter condition is active, Data Master will only display or
print records meeting the filter condition. The Status box will
display any filter condition. To turn off the filter, just select
Filter on/off again.
Reports
Select this option to use the Report Writer. The Report Writer
allows you to create custom reports, output the reports to printer
or disk, and save the report specifications for future use. Please
see Appendix A for complete information on using the Report Writer.
Services
This feature presents a menu of support services:
1- Lotus 1-2-3 Worksheets: Use this option to convert a dbase
file to a Lotus 1-2-3 worksheet, to convert a Lotus 1-2-3
worksheet to a dbase file, to browse a Lotus 1-2-3
worksheet, and to reserve memory for spreadsheet use.
When converting from a Lotus 1-2-3 spreadsheet to a dbase
database file, Data Master will ask you what the first data
row is in your spreadsheet. Data Master will use this
information to construct the correct field type (character,
date, numeric, etc.) in the new database. Often, the first
row or two in a spreadsheet is used for column header titles.
If you do not correctly tell Data Master which row your actual
data begins on, Data Master may create a database using all
character fields.
When browsing a Lotus 1-2-3 worksheet, you can perform simple
editing by pressing Enter. The cell value selected will appear
for editing in the upper left corner of the screen.
The PgUP, PgDn, Home, and left, right, up, and down arrow keys
are supported.
Ctrl/right arrow = page right.
Ctrl/left arrow = start of current row.
Enter = initiate cell edit.
Esc terminates the display operation.
Use the 1-2-3 memory reserve option to set the amount of
memory you want to reserve for 1-2-3 worksheet use. The
default is 100 bytes.
NOTE: if you reserve too much memory for 1-2-3 use, Data
Master may not have enough memory for other procedures.
Whenever you change this setting, you must quit Data Master
and restart the program for the new setting to take effect.
2- Print Users Manual: Select this option to print the Users
Manual. You can also read the Users Manual on-line by
pressing the F1 key.
3- Read a Text File: Use this option to read any text file
which may be on your disk.
4- Erase a File: Use this option to erase any file on your
disk.
5- Select printer: Use this feature to tell data Master
what printer you are using. Data Master will present a
scrolling list of 239 printers. Place the litebar over the
printer you are using and press ENTER to select it.
This is a Data Master protected file. Please do not
attempt to edit or modify it in any way since your
printing routines may no longer work properly.
6- Gateway to DOS: Use this option if you want to temporarily
leave Data Master and go to DOS. While at the DOS level you
may do anything you want, including running another program.
To return to Data Master, just type EXIT at the DOS prompt.
The DOS gateway feature is only available if you are using DOS
version 2.11 or higher.
7- Change Directory: Use this feature to change to any other
directory on your hard disk. The currently active database
will be closed when you select this option.
8- Select Date Format: Use this option to select the date
format you want to be used in your database fields.
9- Word Processor: Use this option to edit text files. See
Appendix D for details.
FUNCTION KEYS
F1- Use this to read the Users Manual on-line
F6- Use this to use a pop-up calculator.
F7- Use this to display a current record count.
F8- Use this to display the current time and date.
TECHNICAL SUPPORT
We do not charge a fee for normal technical support. You may reach
us via:
1. Compuserve: 72357,2034
2. Mail: Correspondence answered daily.
3. Phone & FAX: 703-534-1726
EXAMPLE DATABASES AND WORKSHEETS
Data Master comes with several example databases and worksheets.
You may find these examples immediately useful in your business or
personal life.
The mail.dbf database file can be used for a mailing list.
The income.dbf and expense.dbf files can be used for business or
personal financial data.
The property.dbf file can be used for home or business inventory.
The projects.dbf file can be used to keep track of office
assignments.
If the fields in these example databases are not exactly what you
need for your particular situation, you can use Data Master to
modify the structure of the database.
APPENDIX A - REPORT WRITER
The Report Writer menu displays 12 command options down the left
side, a column which gives the column number, and five columns
which show the report specifications. The command options are:
Load REPORT: Select this option for a list of previously
defined and saved reports. Highlight the report you want,
press Enter, and the all the specifications for the selected
report will be loaded into the Report Writer.
Create REPORT: Select this option to create a new report. When
you select this option, you will be asked to name the report.
After naming the report, you must select Edit REPORT to define
the new report.
Save REPORT: Select this option to save your report
specifications.
Edit REPORT: Select this option if you want to define a new
report you have just Created, or change a report you have just
Loaded.
When defining a new report you have just Created, the lite-bar
will be over column 1 of Column Contents. Press Enter to
display a list of database fields. Place the lite-bar over
the field you want to use in column 1 and press Enter. The
name of the field you have selected will appear in the Column
Contents column.
Whether you are specifying the second column for a new report,
or editing an existing report you have Loaded, the editing
procedure is the same.
Use the arrow keys to move the lite-bar to the Column
Contents, Column Title, Width, Pict, and Total columns. Use
the ENTER key to change the contents of a column. Use the
INSERT key to add a new column. Use the DELETE key to delete
a column. Use the ESCAPE key when finished editing.
To Add: To add a new column to the report, place the lite-bar
over the Column Contents column where you want to insert the
new column, and press Enter. Select the desired field from
the list of fields which will be displayed. You will then be
asked to select one of two choices: (1) Use value contained in
database field: <field name>, or (2) Build extended expression
from field: <field name>. Normally, you will want to select
the first choice.
In some cases, however, you may want the column contents to
contain some modification of the field value selected. If so,
select the second choice, and the Report Writer's Expression
Builder will appear. See Appendix C for more information on
using the Expression Builder.
To Change: To change the contents of any of the five report
specification columns, use the arrow keys to place the lite-
bar over the item you want to change, and press Enter.
If you are changing an item in the Column Contents column, you
will be given two choices: (1) Pick New Value for this column,
and (2) Extend with Expression Builder. If you select the
first choice, you will be presented with the same choices as
discussed above when adding a new column. If you select the
second choice, you will be presented with the Expression
Builder.
If you are changing an item in the Column Title column, you
will first be asked to specify the column width, and will then
be asked for the new title. The Column Title column initially
contains the name of the field you have selected.
The Width column shows how wide the column is. If you want to
change the width of a column, select this item and enter a new
column width. The default is the width of the field.
Important note: You will probably want to increase the
default column size for numeric fields if you are
totaling the column. If you don't, the column may not be
wide enough to display the totaled values.
The Pict column lets you specify a picture, or mask, for
numeric fields. If you edit a numeric field's picture, you
will see the following:
Picture: 9999999.99
9 A number
. Position of the decimal point.
, Inserts a comma
* Inserts asterisks for leading blanks
$ Inserts $ signs for leading blanks
@( Encloses negatives in parentheses.
@B Left justifies numbers
@C Displays CR after a positive number
@X Displays DB after a negative number
@Z Displays spaces instead of zeros if =0
The 9, period, comma, etc. are referred to as template
symbols.
Examples may help. If you wish the numeric field to display
its numbers with commas inserted at the proper places, you
would enter 999,999,999.99 in the picture clause. 77654.33
would be displayed as 77,654.33. 100022345 would be displayed
as 100,022,345.00.
Template symbols may be combined in the picture clause. For
example, enter @( 999,999.99 in the picture clause to display
negative comma-formatted numbers in parenthesis. Note the
space between the @( template symbol and the 999,999.99
template symbol.
Finally, you may edit the Total column if you want the Report
Writer to total your numeric field columns.
Delete Report: Select this option to delete previously saved
reports.
Headers/Footers: Select this option to enter page titles
and/or page footers.
Filtering: Select this option to set a filter, i.e., specify
the criteria which records have to meet in order to be
included in the report. See Appendix B for a full discussion
of how to specify a filter condition using the Query Builder.
Grouping Order: This option is only available if the database
has an active index. You can find out if you have an active
index by choosing Grouping Order from the command list, and
then selecting View current sort selection. If there is no
active index, the report writer will tell you.
You may use this option to have the report writer group your
data into major and secondary groups. A group change is a
point where a change takes place in one of the keys in an
indexed database. Report subtotals will be printed at a group
change.
If your database has one or more active indexes, the report
writer will present a menu of index choices. Pick the index
you want to use for the report.
Next, the report writer will ask you if you want to select a
major group from the index key. If you answer Yes, the report
writer will present a menu of major group choices based on the
index you have chosen to use. For example, if your index is
based on the expression LNAME + FNAME, the menu will show two
choices:
LNAME
LNAME+FNAME
If you select the full expression (LNAME+FNAME), the report
writer will not ask you if you want to use a secondary group.
If you select LNAME, the report writer will ask you if you
want to select a secondary group from the index key. If you
answer Yes, the report writer will present a menu of choices
based on the unselected portion of the index expression. In
the example we are using, the menu would consist of the single
choice FNAME.
If this seems confusing, don't worry. Experiment with it a
little by producing sample reports, and you will quickly see
how it works.
Other Options: Select this option to customize the look of
your report. There are five categories within this option:
Page Dimensions: Use the choices in this category to set
the desired page length, page width, top margin, and left
margin.
Group Headers and Totals: Use the choices in this
category to give the major or minor groups, if any, a
title. The default titles are Major Group: and Minor
Group:. You can also select any underlining characters
you may want to use for the group headers and totals.
Eject (new page) Options: Use the choices in this
category to specify how you want the report writer to
eject pages.
Separator Characters: Use the choices in this category to
specify separator lines and characters for titles,
individual detail lines, columns, etc.
Miscellaneous Options: Use the choices in this category
to specify whether you want to include a standard two
line header on each page consisting of the page #, date,
and time. You can also specify whether you want a full
or summary report. You would use a summary report
primarily for numeric reports where the major group
totals were all you were interested in.
The printer setup and exit codes allow you to send
printer control codes to the printer at the beginning and
end or the report. For example, if you are working with
an Epson dot matrix printer, and want to print a report
in condensed print, you would enter 15 as the setup code
and 18 as the exit code. Printer control codes vary
widely from printer to printer.
Unless you are very familiar with the printer control
codes used by your printer, you will normally leave the
printer setup and exit codes blank. Leaving them blank
means that the printer will print in whatever font the
printer is currently set for.
Print Report: Select this option to send the report to the
printer or to a disk file. We suggest using the disk file
option until you are sure you have the report just the way you
want it, since the disk file option displays the report on the
screen while also writing to the disk. You can see right away
whether the report looks the way you want it to.
You can suspend or quit report production by pressing the Esc
key at any time.
If you tell the report writer to prepare a disk file, you will
be prompted for a file name.
Report Status: Select this option to see a summary of the
total configuration being used by the report writer.
APPENDIX B - QUERY BUILDER
The query builder allows you to define a condition which a record
must meet in order for the record to be used by your application.
When you Quit the query builder with a query active, your
application will have access to only those records which meet the
query condition.
Think of the query condition as a filter. Records that do not meet
the query condition are temporarily filtered out. The other records
in your database are still there, but they are temporarily hidden.
You can turn the query (filter) off by selecting Zap from the query
builder menu. All your records are now available to your
application.
When you select the query builder, you will be presented with the
following menu:
Build a new Query
Add to current query
Count matching records
Zap (remove) existing Query
Save current Query to disk
Restore Query from disk
Delete stored queries
What is current Query
Edit current Query
View records matching Query
Quit
Build a New Query: When you select this option, you will be
presented with a list of the fields in the database you are working
with. Here is an example:
Database Field List
< Deleted? >
ITEM
AMOUNT
DATE
CHECK_NO
TO
CATEGORY
COMMENTS
OK
MEMO
Place the lite bar over the field you want, and press Enter to
select the field.
If you select the Deleted? option, you will be prompted to answer
T (True/Yes), or F (False/No). T (True/Yes) means you want to
include 'deleted' records in your query. If you answer F
(False/NO), this means you want to exclude 'deleted' records from
the query condition. A 'deleted' record is one which has been
marked for deletion but has not yet been purged, or packed, from
the database. In most cases, you will ignore this option.
When you select a field, you will be asked if you wish to further
define the field with the Expression Builder. The default answer
in No. In most cases, this is what you will want. If you have some
particular need to further refine the selection of data in the
field you have chosen, answer Yes, and you will be presented with
the Expression Builder. See Appendix C for details on the
Expression Builder.
If you have selected a character type field, the query builder will
display a menu of choices, as follows:
= (EXACTLY EQUAL TO)
<> (NOT EQUAL TO)
< (LESS THAN)
> (GREATER THAN)
<= (LESS THAN OR EQUAL TO)
>= (GREATER OR EQUAL TO)
$ (CONTAINS)
!$ (DOES NOT CONTAIN)
?* (WILDCARD MATCH)
S (IS SIMILAR TO)
B (BEGINS WITH)
E (ENDS WITH)
If you have selected a numeric type field, the query builder will
display a menu of choices, as follows:
= (EXACTLY EQUAL TO)
<> (NOT EQUAL TO)
< (LESS THAN)
> (GREATER THAN)
<= (LESS THAN OR EQUAL TO)
>= (GREATER THAN OR EQUAL TO)
Select the appropriate option, and the query builder will prompt
you as necessary to complete your specification for the field you
have selected.
The query builder will then present the following menu of choices:
DONE
AND
OR
AND NOT
OR NOT
For many simple queries, you can select DONE. When first learning
and experimenting with the query builder, you will probably want to
select DONE and use the 'View records matching query' option to see
the results of your query specification.
If you wish to include other field specifications in the
query expression, you can select one of the other options, as
appropriate, and repeat the same procedure as above.
An example may help. Let's say your query expression at this point
is something like LASTNAME = "SMITH", and you wanted to work with
only those SMITH's who live in California. Assuming your database
contains a two character STATE field, you would:
1. select AND instead of DONE.
2. select STATE from the field list.
3. select EXACTLY EQUAL TO or CONTAINS
(CONTAINS is often better)
4. enter CA for the state name.
5. select DONE.
Your query expression now contains the appropriate references to
both fields.
When you have created your query expression, Query Active will
flash on the screen. You can now select another option from the
query builder menu. If you Quit the query builder, your
application will filter your records so that only those records
meeting the query (filter) condition will be used.
Add to Current Query: Select this option to add more
specifications to your query expression.
Count matching records: Select this option to have the query
builder count the number of database records that meet the query
condition you have specified.
Zap (remove) existing query: Select this option to remove the
existing query condition. This restores access to all the database
records.
Save current query to disk: Select this option to save the current
query condition so you can use it later without having to redefine
it. When you select this option, you will be prompted for a
description of the query condition. Enter any description you
want.
Restore query from disk: Select this option to restore a
previously saved query condition.
Delete stored queries: Select this option to have the query
builder display a list of stored queries. Select the one you want
to delete and the query builder will remove it from the query file.
What is current query: Select this option to have the query
builder display the current query.
Edit current query: Select this option if you want to manually
edit the current query condition. Unless you are an experienced
database programmer, you will probably not want to do this.
View records matching query: Select this option to view the
records which match the query condition you have specified.
Quit: Select this option to quit the query builder and return to
your application.
The query builder can seem daunting at first. We suggest you
simply experiment with it, building simple query conditions to get
the feel of it. As you become more comfortable with how it works,
try more complex queries. Remember to save queries which you may
use again. This will save you the trouble of redefining them.
APPENDIX C - EXPRESSION BUILDER
The Expression Builder allows you to further define the field of
data you want to use. It presents you with a menu of choices
appropriate to the type of field you have selected, i.e.,
character, numeric, date, logical, or memo field.
Here are the choices if the field type is character:
E X P R E S S I O N B U I L D E R
QUIT and return current expression
TEST against database (WYSIWYG)
UNDO last change
HELP help with expression builder
EXTRACT subset or rearrange
JUSTIFY left right centered
CASE uppercase lowercase proper
MOVE spaces to end of string
ADD or imbed characters
SUBSTITUTE one value for another
DIFFERENT change to date or numeric
QUIT: Select this option to leave the expression builder.
TEST: Select this option to test your expression against the
current database.
UNDO: Select this option to undo your most recent change while
using the expression builder.
HELP: Select this option for brief help on using the expression
builder.
EXTRACT: Select this option if you wish to work with only those
records that contain a desired portion of the data in the character
field. For example, assume the character field you have selected
contains a ten character code, and you want to work with only those
codes that contain A99 in the first three spaces. You could select
EXTRACT, then Left 3 characters on the next screen. The query
expression would become LEFT(ITEM,3).
After Quitting to the next screen, you would specify EXACTLY EQUAL
TO, and then A99. If you then Viewed records matching the Query,
you would see only records which contained A99 in the first three
spaces of the item code field.
When you return to the main menu, the query expression will be
displayed in the Status box at the bottom of the screen to remind
you that the only records that are active are those which meet the
query expression. You can toggle the filter (query expression) off
by selecting Filter again from the main menu when you are finished
working with the A99 records.
JUSTIFY: Select this option if you wish the right justified, left
justified, or centered field data to match some value you are going
to specify. An example of a situation in which you might use this
capability would be where you suspect blank spaces might have been
entered in the field, e.g., " A99" instead of "A99". By specifying
left justified here, and specifying EXACTLY EQUAL TO A99 at the
next screen, you will get all the A99 records, even those where
blanks might have been entered by mistake at the beginning of the
field data.
CASE: Select this option if you wish the upper-cased, lower-cased,
or properized (first letter capitalized) field data to match some
value you are going to specify in the next step.
MOVE: Select this option if you want to move all the blank spaces
in a field's contents to either the beginning or the end of the
field data. "A99 123" would be treated either as " A99123" or
"A99123 ", depending on which option you select. You could then
compare the result of that expression to some value you will
specify in the next step.
ADD: Select this option if you wish to add or imbed particular
characters in the query expression in order to compare that
expression to some value you will specify in the next step.
SUBSTITUTE: Select this option if you want to have the filter
substitute one string of characters for another string so that
appropriate matching can take place against some value you will
specify in the next step.
DIFFERENT: Select this option if you wish to have the filter
convert characters to numeric or date format so that appropriate
matching can take place against some value you will specify in the
next step.
Other appropriate options for expression building are presented
when you select a numeric, date, logical, or memo field.
The basic idea is that the expression builder allows you to further
define the field of data you want to use. In the great majority of
cases, you will not need to use the Expression Builder, but it is
available as a tool which can be used if needed.
APPENDIX C - WORD PROCESSOR
When you select the word processor option, you will be prompted
to enter the name of the file you want to enter.
If you want to create a new file, or want a list of all files on
the current directory, just press ENTER. You will then be
prompted for whether you want a new file or a list of all files.
Alternatively, you may enter a wildcard, e.g., *.txt, to display
a list of specific files you want.
When you have specified or selected the file you want, you will
see a menu which allows you to edit the file, print the file,
or quit back to the main menu.
When you select Edit, you will see a blank screen which is 65
characters wide. This assumes you will be printing on standard
8 1/2 inch paper, which, at 10 characters per inch, is 85
characters wide. The 65 character screen assumes you will be
using left and right margins of one inch. (85 - 20 = 65).
To the left of the editing screen you will see function key
assignments, as follows:
F1- Help: Press the F1 key to display the Data Master Users
manual.
F2- Spell: Press the F2 key to have Data Master spell check
your document. This feature uses the file DICT.DBF and the
index files ALPHA.NTX and SOUND.NTX. If you are familiar
with WordPerfect, you will see that it closely emulates the
WordPerfect spell checker.
Note: the F2- Spell checker and the MAKEDICT utility program
which allows you to create your own custom dictionaries by
'feeding' text files to MAKEDICT are provided only with the
registered version of Data Master.
F3- Block: Press the F3 key to select blocks of text for
copying, moving, or deletion.
F5- Files: Press the F5 key to import text files into the
current document, and to export (save) the current document
to a different file name.
F6- Bold: Press the F6 key to insert a special character
which will turn bold printing on and off when printing.
F7- Underline: Press the F7 key to insert a special
character which will turn underlining on and off when
printing.
F8- Margins: Press the F8 key to select left and right
margins for printing. The default margins are 10 for the
left margin and 75 for the right margin. Note that at 10
characters per inch, this will give you standard one inch
left and right margins when printing. We recommend that
you use the default margins.
F9- Merge: Press the F9 key to display a list of field
names from the currently active database. You may use this
feature to insert field names into the body of your
document. When you print the document, the data from the
current record will be printed in the body of your
document.
The merge feature is only available if there is a currently
active database.
If you wish to use this merge feature for a specific record in
the current database, use the Browse feature to select the
record you want. Just go into Browse, place the litebar over
the record you want, and press Esc to exit Browse. Then go into
the word processor, create/edit your document, and print it
with the Print Current Record option.
You may also print the document for all the records in the
database by selecting that print option.
Caution: if you create a document containing merge fields from
a particular database, you can only print that document if that
same database is the currently active database. If you try to
print such a document when that database is not currently
active, something bad will probably happen.
The spell checker built into the word processor allows you to
add words to the spell checking dictionary, the DICT.DBF file.
If you should want to delete words from this file, just select
the DICT.DBF file as you would any other database, and Use the
(D)elete option while in Browse to mark the record for
deletion. To purge such records marked for deletion, Use the
Purge Deleted Records option. This will completely remove any
records you have marked for deletion.
IMPORTANT NOTE: if you delete records from the DICT.DBF file in
this way, be sure to have the SOUND.NTX and ALPHA.NTX index
files active when you do. Otherwise, the index files will no
longer match the DICT.DBF file and the spell checker will give
incorrect results.
IMPORTANT FINAL NOTE
WE ASSUME NO RESPONSIBILITY FOR LOSS OF DATA
Data Master is a very powerful database management program. With
it, you can modify the structure of existing database files. When
you modify the structure of a database file, you always run the
risk of making a mistake and losing data.
YOU MUST ALWAYS MAKE A BACKUP COPY OF YOUR DATABASE FILE BEFORE
MODIFYING THE STRUCTURE OF THE FILE.
Also, please make regular backup copies of your records to protect
against accidental erasures or system malfunction. Everyone makes
mistakes, and all hard disks will fail eventually. The only
question is when.
In addition to the DOS backup.com and restore.com programs which
come free with each copy of DOS, there are several commercial
programs available for saving and restoring copies of your records.
DATA MASTER REGISTRATION FORM
Please register my copy of Data Master. My check for $35 is
enclosed.
TO: FROM:
RKS Software, Inc. Name:
3820 N. Dittmar Rd.
Arlington VA 22207 (Company):
Please send: (Title):
_____ 5 1/4" disk Address:
_____ 3 1/2" disk City,State: Zip Code
Phone Number: