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NewBase II

▀▀▀▀▀▀▀▀▀▀▀▀

Version 4.5

Copyright  (c) 1990




Evaluation Guide








Jerome Sherman
Star Data Systems
235 Colonial Lane
Dayton, Ohio  45429

[phone]

Welcome to NewBase. NewBase is a powerful, easy to use menu
driven database manager. NewBase makes it easy to organize and
manage information so it can be ordered, changed, or retrieved,
and then printed to suit a variety of needs. Any set of
information that can be organized logically can be used to create
a NewBase database. NewBase makes it easy to keep track of
anything, from personnel records to stamp collections.

NewBase is a shareware program. You are encouraged to copy the
NewBase diskette and share it freely with others. This is not a
demo copy, but the complete working version of the program.

After you have used NewBase for a reasonable evaluation period,
not to exceed 90 days, you must either stop using it or buy a
licensed copy from Star Data Systems.

NewBase is very reasonably priced. The license fee per single
user computer is $39.00, and shipping is free. Please add $10.00
for shipping and handling for orders outside the U.S. When you
send in your registration fee you will receive:


∙ The latest version of the program.
∙ A typeset 160 page user's manual.
∙ Free technical support for as long as you need it.
∙ A special memory resident version of NewBase that can make
  NewBase only a keystroke away while using other software.
∙ Complete instructions on how to use the programmable features
  to create customized applications that save you time and make
  you more productive.
∙ Complete instructions on how to create search filters.


It is not necessary to learn special syntax or complicated
commands to use this program. NewBase is so easy to learn and
use, even beginners can become productive immediately. Yet, it's
powerful and sophisticated enough to satisfy the needs of the
most demanding power users. Advanced users can program NewBase to
create customized menu-driven applications


Among the many features you will find in NewBase are:


    ∙ Capacity of 32,000 records
    ∙ On line context-sensitive Help
    ∙ Keyboard macro keys
    ∙ Multi-level password protection
    ∙ Mail merge for word processors
    ∙ Global search and replace
    ∙ Calculated fields
    ∙ Note fields
    ∙ Lookup table
    ∙ Recover damaged files
    ∙ Customized data entry screens
    ∙ Import and export files
    ∙ Memory resident version
    ∙ User defined search filters
    ∙ Programmable



Selection menus are used throughout the system. You simply choose
what you want to do from menus of options. All the functionality
you need is on the screen. Popup cascading menus, dialog boxes,
and command lines give you a visual map of where you are, where
you've been, and where you're going.



Programmable NewBase

Customization is an important feature of NewBase. AutoPilot and
Search Filters are tools that will help you be more productive.

NewBase AutoPilot allows you to create custom menu-driven
applications. AutoPilot simplifies repetitive tasks, and greatly
reduces training and support when using NewBase in a multi-user
environment.

Search filters let you permanently store your search preferences
in libraries for instant recall. With search filters it is not
necessary to type in the search criteria every time you want
NewBase to search a database.


NewBase makes no special demands on you to enter data or commands
in their proper case. For example, to pop up a note field when a
record is displayed, pressing either capital N or lowercase n
will get the job done.

All searches and sorts are case insensitive. This means that all
sorts will be true dictionary sorts. Searches will be made
correctly without having to know whether the information was
entered in upper or lower case.

Since you can define fields as uppercase or first letter
uppercase for data entry, you can do all your typing in lower
case and have NewBase format the entries.




NewBase uses menus to select all program options. You can select
menu options in two ways:


  ∙ Type the first letter of the option.

  ∙ If one of the options is highlighted in inverse video,
    you can position the menu cursor with the cursor arrow
    keys and press ENTER.


Keyboard Accelerator

NewBase allows you to speed up the rate at which characters are
repeated when you hold down a key on the keyboard. You can also
reduce the delay between when you first press a key and when the
key starts repeating.

You must be using an 80286 based computer, or later, to use this
feature. There are three speed options which may be invoked at
any time with the following keystrokes:

Alt 0    Normal, 1/2 second delay, 11 characters/second repeat
Alt 1    Medium, 1/4 second delay, 17 characters/second repeat
Alt 2    Fast, 1/4 second delay, 30 characters/second repeat



There are a number of utilities included with the NewBase system.
The utilities allow you to create word processor merge files,
check files for duplicate entries, reorganize existing data
files, import and export ASCII files, and create password
protection for your data files. The entire system is accessed
from a main menu.

You can use UTILITIES DEFAULTS to change video colors, send setup
codes to the printer, and set the default drives and paths for
data files, temporary files, and import/ export files. Temporary
files are work files NewBase uses while sorting. Import/export
files include word processor merge files, files created with the
Reorganization program and Import files needed for Import and
Export. The program is initially configured to expect these files
on drive B with no path setting.

NewBase has a record capacity of 32,000 records.


NewBase requires 256K memory, two drives, and PC-DOS or MS-DOS,
version 2.1 or later


Installing NewBase

There are no special installation requirements. Just copy the NB
files to your hard disk, or use any convenient means to copy the
files to another floppy disk. NewBase can run in its own
subdirectory or from a floppy disk. You can place your data files
on the hard disk or on another floppy disk.

If you are using a floppy disk based system copy the DOS file
COMMAND.COM to the program diskette.

NewBase is originally configured to expect the data files on
drive B. When you use NewBase the first time you can change this
configuration by selecting Utilities Defaults, and then change
the various drive/path settings. Make sure you correctly change
the file settings for Temporary files and Export/Import files.


The distribution disk contains the following program files which
are necessary to run NewBase:

 NB.CFG
 NB.EXE
 NB1.EXE
 NB2.EXE


The distribution disk contains a sample database named SAMPLE.
Make sure you Open this database when you use NewBase the first
time. It will let you get a quick start using NewBase. An
AutoPilot file is linked to the Sample database to create a
customized opening menu. There is also a Search Filter linked to
the Sample database to give you an idea of how search filters
work.

Drive/path Settings

When setting the Drive/path, you may indicate no setting, a drive
only, a path to a subdirectory only, or a drive and a path.

If the entry is left blank and no setting is made, the files will
be expected to be found in the program drive and directory. If
you enter only a single letter in response to Drive/path, NewBase
will assume it indicates a drive. Use a colon (:) after the drive
letter to indicate a drive. You may optionally add a backslash
(\) after the name of the last subdirectory on the line. If you
don't, NewBase will add it for you.

Some examples of responses to Drive/path are as follows:

C:\NEWBASE\FILES     Files will be on drive C in FILES directory

B:                   Files will be on drive B

FILES                Files will be on the current drive in
                     subdirectory FILES which is down one
                     level from the current directory

C:                   Files will be on drive C and will be in the
                     same directory as your program



Data Files

The main NewBase data files have the extension .NB. The main data
files are the files containing the data which you type into the
program. NewBase also creates supplemental data definition files
which have no extension, but use your named data filenames
suffixed with single letters.

When you create or open files, do not use the NB extension.
NewBase will take care of this for you. If you create a file
called MAILIST, the program will name this file MAILIST.NB, but
you would use the name MAILIST to access this file.


Getting Started

To start NewBase with a diskette system

. Make sure the DOS prompt (A>) is showing on your screen
. Insert a copy of the NewBase program disk in drive A
    The program disk must not be write protected
. Insert a data disk in drive B
. Type  NB  and press ENTER
. You can then Open a data file from the menu
To start NewBase with a hard disk system

. Make sure the DOS prompt (C>) is showing on your screen
. Type  CD Directory and press ENTER
    You type the name of the NewBase program Directory
. Type  NB  and press ENTER
. You can then Open a data file from the menu


If you wish to explore the capabilities of the program,
OPEN the SAMPLE data file which is on your program
distribution disk. To create a new data file, select UTILITIES
and then SETUP.

If you select the menu option UTILITIES and then DEFAULTS you can
change the system configuration. You can change the color
attributes of the NewBase display for color or monochrome
monitors. Change the default data, temporary, and import/export
drives and paths if necessary.



Creating a New Data File

You should have a clear idea of what you want to accomplish
before you run the program and enter information into NewBase.
NewBase uses the following definitions.


File

A group of related information items called records.

Record

A record is composed of related information items called fields.
Think of a record as a ledger card or index card. Your file will
be made up of many of these cards.

Field

The smallest information item in the file. Each record is
sub-divided into fields. A mailing list file will have fields
such as Name, City, and State.

File Name

A name you select to identify your data file. The file name must
consist of at least two characters and no more than seven.
Periods and spaces may not be part of the file name.


When you are ready to create your file, select SETUP A NEW DATA
FILE from the UTILITIES menu. You will be asked to provide a name
for your file. When you select a name for the new file, the
program will check for any files which may exist with the same
name. If the file name is in use, creating a new file with the
same name will cause the old file to be destroyed. The program
will give you the option of using the existing file name, or
selecting a new name.

Data files created by NewBase are files which contain the actual
data which you type into the program as well as data definition
files which tell NewBase how your data files are configured. Data
files are always created on the default data drive. Data
filenames may be up to 7 characters with no extension. NewBase
will add the .NB extension to the filename you select for a new
file, but do not type the extension when loading, saving, or
selecting files. In addition to the file which you named, other
files suffixed by single alphabetic characters will be created.


The file setup screen displays the following options


Create field definitions
Calculated fields
Label design
Data entry keys
Screen
Print file parameters
Save file to disk
Lookup fields
Validate field
Tabular screen


These menu options are used to tell NewBase about the format of
your new file. You may work on any option, leave it to work on
another part, and then go back to any previous menu item at any
time. The first step in setting up a new file is to select CREATE
FIELD DEFINITIONS.


Create Field Definitions

The following field types may be defined:

Character
Numeric
Date (MM-DD-YY)
Date of last update (MM-DD-YY)
Note
Year (MM-DD-YYYY)
Lookup
Calculated

The following attributes may be assigned to fields:

Uppercase
First letter uppercase
Invisible
Protected
Validated


Most of the field type settings and attribute settings are
defined from the Field Definition Screen. Calculated fields,
Validated fields, and Lookup fields are defined from the main
SETUP menu.



Character Fields

This is the default field type. Fields that are not explicitly
defined as Date, Update, Year, Note, or Numeric are Character
fields. Character fields accept any keyboard character and may be
up to 50 characters in length. They are the only fields which may
have Uppercase or First Letter Uppercase attributes.


Date Fields


The Problem

There is a problem when sorting or searching data by date if the
date information is in the standard format MM-DD-YY. Consider two
dates, 11-29-79 and 01-07-80. If these two dates were ranked
using normal sorting techniques, the 01-07-80 would come first.
This problem arises because the year information, which is the
most significant part, is in the least significant digits
position. Requiring dates to be entered in the form YY-MM-DD is
not a satisfactory approach to this problem.


The Solution

If you specify certain fields as date fields, the program can
store the dates on disk in a format the program can understand
for proper searching and sorting. The user, however, enters the
date data in the standard format MM-DD-YY. The program would
store the data as YYMMDD.


Specifications

The program automatically makes a date field eight characters in
length. Field 1 is not supported as a date field.

Date field data must be entered in this format: MM-DD-YY

Two digits must be used for month, day, and year.


All dates are printed in standard format except when printing
labels. If field 6 is a date field and is printed on a four line
label, the field would be printed as 801230 rather than 12-30-80.


Date of Last Update Field

Any field except field 1 may be defined as an automatic date of
last update field. Only one such field is allowed to be defined
in this way.

Whenever a record is added or edited, this field will be
automatically updated with the current date. You will not be
allowed to edit this field.


Numeric Fields

Any field except field 1 may be defined as a numeric field.
Numeric fields may not be more than 20 characters in length. Any
field which will contain numeric data should be defined as
numeric. Fields containing numeric data, but which are not
defined as numeric will not sort or search properly.

When selecting the field length, be sure to allow space for the
decimal point as well as the minus sign if they will be used in
data entry. All data will be set right justified into numeric
fields.

A field must be defined as numeric if the field will be used to
operate on a defined calculated field.

Only numeric fields may be used in statistical summary
calculations.

Numeric fields are checked during data entry. The only allowable
characters are numbers 0 to 9, a decimal point, and a minus sign.
NewBase automatically formats the decimal places. If a field is
defined to 2 decimal places, and you make a data entry into the
field of 40, NewBase will change your entry to 40.00.
Additionally, entries are checked for overflow. If the field is 6
characters in length with two decimal places, the largest number
which it may contain would be 999.99. If you tried to enter 1000,
the program would translate this to 1000.00. This would result in
an overflow and entry would not be accepted.

Invisible and Protected Fields

These attributes may be defined at file setup time. They may be
changed at any time from the OPTIONS menu. Note fields may not
have these attributes.

Protected fields are protected from being edited.

Invisible fields will not be displayed on the screen or printed
in reports, forms, or vertical formats. They will be printed on
labels. Invisible fields may not be edited. Invisible fields are
visible and are not protected in the ADD mode.

Fields may not contain both the protected and invisible
attributes since an invisible field is also protected.


Uppercase Fields

Data entry for these fields is automatically converted to
uppercase by the program. Only character fields may have this
attribute.


First Letter Uppercase

Data entry for these fields will be converted to uppercase for
the first letter in every word in the field. Only character
fields may have this attribute.


Note Field

A Note field is a text field with a maximum length of 750
characters. Field 1 may not be defined as a note field. A record
may only contain one note field. Since note fields pop up over
the normal display screen, they are not defined using SCREEN
setup. When defining the length of a note field, you must use a
value evenly divisible by 50. For example, 150 is a valid note
field length, 120 is not a valid length. During ADD, the Note
field data is entered after all other data has been input. Press
N and the Note field will pop up in inverse video for data entry.
In display mode, press N to pop up the note field, press E to
edit the field. When a record is displayed, a    following NOTE
on the command line indicates there is data in the note field.
Pressing ESC while in edit mode will undo any changes. Note
fields are most easily printed in vertical format. You may print
note fields in a report, but you may need a wide carriage printer
to produce a nicely formatted printout. Notes are displayed in a
50 column per line format. If your note field is the maximum size
of 750 characters, the note window will be 15 lines by 50
columns. Note fields may not have Uppercase, First Letter
Uppercase, Invisible, or Protected attributes.

Setting up Field Types and Attributes

When you select CREATE FIELD DEFINITIONS, a field definition
summary screen will be displayed showing the current settings.

The numbers on the left are the relative field numbers. The F3
key toggles the display between fields 1 to 18 and fields 19 to
36. The headings indicate the name of each field, the length of
the field, the field type, and the number of decimal places. Move
the pointer with the cursor arrow keys to the field to define and
press ENTER.


When you press ENTER to define a field, a definition entry screen
to define the selected field will pop up over the summary screen.

Use the up and down cursor arrow keys to move to the entry to
change and type in any changes. Pressing Esc will return to the
summary screen. Pressing PgUp or PgDn will move to the previous
or next field.

Press ENTER with the pointer at field one. The entry screen for
field one will be displayed. You will notice that an entry is
being prompted for the field name and the prompt is displayed in
inverse video. If there had been a previous entry for field name,
the currently defined field name would be displayed. All normal
editing keys may be used to change entries.

The field length entry may be up to 50 characters for a Character
field, 20 characters for a Numeric field, and between 50 and 750
characters for a Note field. The Note field size must be a number
evenly divisible by 50. Date and Update fields must have a length
of 8, Year fields must have a field length of 9.


The Type and Attribute settings require Y or N entries.

The decimal place setting is only applicable for Numeric fields
and may be a value between 0 and 9. The number must be a value
one less than the length of the field.

When any changes are made to the entry screen for a field, the
following changes are immediately reflected in related entries
for that field:

  ∙ If field type is changed to Date, the field length is changed
    to 8.

  ∙ If field type is changed to Date of Last Update, length
    becomes 8.

  ∙ If field type is changed to Year, the field length is changed
    to 10.

  ∙ If field length is less than or equal to decimal places,
    decimal places is changed to 0.

  ∙ If Numeric field type is removed, decimal places is changed
    to 0.

  ∙ If field type is changed to a type not supporting Uppercase,
    First Uppercase, Protected, or Invisible, those attributes
    are removed.


When Esc is pressed to return to the summary screen, the
following changes will be made to the settings for each field if
the settings are inconsistent with the field type:

  ∙ If no field name is defined, all attributes and types for
    that field are cleared, the Screen setting is cleared, the
    formula is cleared if the field is calculated, and the field
    type is set to Character.

  ∙ If all field types are set to NO, field type is set to
    Character.

  ∙ If field length does equal one, Validated field type is
    erased.

  ∙ If field type is not Character, Lookup and Validated are
    cleared.

  ∙ If Note field, Screen location setting is cleared.

  ∙ If not Numeric, formula is cleared if Calculated field.



You should be aware of the following considerations.

  ∙ The total space allocated for all fields is the record size.
    NewBase allows up to 32000 records.

  ∙ The length of the longest field name is limited to 25
    characters. Field length is limited to 50 characters.

  ∙ No gaps are allowed between the first and highest entered
    field.

  ∙ Equations may not be created unless the defined field as well
    as all other fields used are numeric.

  ∙ If an equation is created, and the field that defines the
    equation is deleted, or the numeric attribute is removed, the
    equation is erased.

  ∙ A field may be defined by only one equation. You may not
    create both of these equations:

     Field 9 = field 7 + field 8
     Field 9 = field 4 + field 5

  ∙ Equations may be overwritten by a new definition of the
    existing field.

  ∙ Equations may be erased by removing the Numeric attribute
    from the field that the equation defines. You may then reset
    the field to Numeric, if necessary. You must first return to
    the summary screen to make this effective. This safeguards
    against the accidental erasure of formulas.

  ∙ Date and Update attributes assign 8 spaces to a field.

  ∙ The Year attribute automatically assigns 10 spaces to a
    field.

  ∙ Numeric fields may be no more than 20 characters in length.


The following shows how a summary screen appears with all field
definitions completed:



     Field name            Length    Type                Places


   1   Salesman                  15  1stCaps
   2   Street                    15  1stCaps
   3   City                      10  1stCaps
   4   State                     2   Uppercase
   5   Zip                       5
   6   1st Qtr Sales             8   Numeric                    2
   7   2nd Qtr Sales             8   Numeric                    2
   8   3rd Qtr Sales             8   Numeric                    2
   9   4th Qtr Sales             8   Numeric                    2
   10  Total                     9   Numeric Calc               2
   11  Commission                8   Numeric Calc               2
   12  Note                      250 Note
   13  Salary                    8   Numeric Invisible
   14  Last Update               8   Update
   15  Code                      4   Protected
   16  Review date               8   Date
   17
   18





Validated Fields

You may create validation items which do validity checking of
data entry. They may be created for fields which are one
character in length and which are Character fields. Fields one
and thirty-six are not supported. The validation item may be up
to twelve characters long. The characters that you enter into the
item will be the only characters allowed for data entry in the
specified field. Examples of its use are with Yes/No fields,
Male/Female fields, or fields which are used for one character
codes.  An example validation item is:   YyNn

Notice that both upper and lower case are allowed in this
example. If you wish to be able to blank a field, you should also
include a space in the validation item.

Calculated Fields

You are allowed to define certain fields as calculated fields. In
other words, the data for these fields are derived from
calculations based on data in other fields, and no data entry is
either necessary or possible for the defined calculated field.
The definition process involves selecting a field to define, and
then entering an equation from the keyboard.

Field 1 and field 2 are not supported as calculated fields.

  ∙ Up to 10 equations may be defined.

  ∙ A defined field may only operate on data from fields which
    have been previously defined as numeric fields.

  ∙ Defined fields may only operate on data from fields which
    precede the defined field in the record.

  ∙ Arithmetic accuracy -  16 digits.

  ∙ Extra spaces, in addition to the largest number that will be
    stored in the field, must be allocated for a minus sign and
    decimal point, if needed.

  ∙ You must allow enough field space for the resulting
    calculation. If the number is too large to fit in the field
    space allocated, an overflow will occur and the calculation
    will not be made.

  ∙ Calculations involving a defined constant value are accurate
    to six digits.


Defining a calculated field

Select Calculated Fields from the Setup menu. You will be
presented with two options, List and Define. List will show you
the calculated fields which have already been defined and their
equations.

If you select Define, you are prompted to select the field
you wish to define as a calculated field. You are allowed to
define up to 10 calculated fields. You are then placed in the
equation entry mode. All you have to do is type in the equation
using a mathematical function followed by the field on which you
wish the function to operate.
The following shows a Calculated Field Definition Screen :

+ Add   - Subtract   * Multiply   / Divide  $ Multiply by a value

  1  Salesman               │  2  Street
  3  City                   │  4  State
  5  Zip                    │  6  1st Qtr Sales
  7  2nd Qtr Sales          │  8  3rd Qtr Sales
  9  4th Qtr Sales          │ 10  Total
11  Commission             │ 12  Note


   Commission= 10$.05______



In the above example, field number 11, Commission, has been
selected as a calculated field. The prompt, Commission=, is
requesting entry of an equation. The equation, 10$.05, has been
entered which will cause commission to be calculated as field
number 10 multiplied by .05.

The allowable functions along with their equation entry symbols
are displayed on the top line. Equations will usually have a
minimum of two steps. Each step includes a mathematical function
plus the field number upon which the function will operate. The
calculations will be made in logical order. Parentheses are not
allowed in the equation. Step two will calculate the value
calculated from step one, step three will compute the value
arrived at from step two, and so forth.

Just type in the equation using the functions and the field
numbers which are to be used. Spaces are not allowed in an
equation. To erase an existing equation, just remove the numeric
attribute from the calculated field which is defined by the
equation. You may then redefine that field as numeric if
necessary. You may, of course, redefine an existing calculated
field and write over the existing equation.

You may include a numeric value to use as a multiplier. Precede
the number with a $ sign. Example: $100. Only one value may be
used in an equation. Although there is no provision for division,
you may easily divide by using the reciprocal of a number. If you
wish to divide by 2, the reciprocal of 2 is 1/2 or .5. You would
use $.5 in the equation.
The following examples show how easy it is to define a
calculated field and create an equation.


Example 1

    Field number 4 is JANUARY SALES
    Field number 6 is FEBRUARY SALES
    Field number 7 is MARCH SALES

We wish to define field number 9, FIRST QUARTER SALES, as the sum
of fields 4, 6, and 7. Select field number 9 as the defined
field.

The response to Type in Equation would be:     4+6+7



Example 2

    Field number 4 is COST PRICE
    Field number 5 is RETAIL PRICE

We wish to define field number 7 as MARKUP PERCENTAGE

MARKUP PERCENTAGE is calculated as:

    RETAIL - COST / RETAIL  multiplied by 100

The response to Type in Equation would be:      5-4/5$100



Lookup Fields

Lookup fields are fields which get their data based upon data
entry made to other fields. You can think of Lookup fields as
calculated fields which store text rather than numeric values,
and which use lookup tables rather than formulas. An example of
the use of Lookup fields would be to have a part number in one
field, and have the part description automatically looked up for
another field.

Lookup fields are defined by using the Lookup option when
creating a new file. You will be prompted for the Lookup field.
This is the field which will receive the lookup information. You
will then be prompted for the source field. This is the field
which, based upon its contents, causes information to be placed
in the Lookup field during data entry.

The screen displays all fields which have been defined. Lookup
fields are followed by a block marker followed by the field
number of the Source field.

Both the Lookup field and the source field must be alphanumeric
fields. They are not allowed to be numeric or date fields. The
lookup field may not be a validated field. Lookup fields may not
be chained. A Lookup field may not be a source field for another
Lookup field. Source fields may be the Source field for only one
Lookup field, and a Source field must precede its Lookup field.
To change a Lookup field definition, you must first delete the
existing definition. If a Lookup field has been defined, and that
field is subsequently defined as a date or numeric field, the
Lookup definition is removed from that field.

Lookup fields may not be edited during data entry. Lookup fields
are not supported by global update. If you create a new file with
the reorganization utility, you must redefine any lookup fields
for the new file. Lookup fields use the Lookup table described in
the section explaining the Lookup Table. If no lookup table is
available, data entry to the source field will set the lookup
field to blank spaces.


Data Entry Keys

Up to 26 keyboard keys, letters A-Z, may be defined for rapid
entry of data with a single keystroke. The keys may be defined
during file SETUP. They may be changed from the OPTIONS menu.
Select DATA KEY from the SETUP menu and select the keys, letters
A-Z, you wish to define. Up to 24 characters may be assigned to
any key.

Screen

Allows you to create a screen to display your file data on the
monitor. You can select the location where each data item, or
field, will be displayed and also add text and graphics to the
screen. If you do not create a screen, NewBase will create a
default screen for you. Only 18 records can be displayed on the
default screen. You can modify the screen with OPTIONS in the
Information Manager. Any field name with its corresponding data
item may be printed on any screen location between and including
lines 2 and 22.


Creating the Screen

When you select SCREEN a work screen will be displayed with solid
lines marking the screen perimeter. The top and side borders are
for reference only. The bottom border will be part of the actual
screen. The the initial work screen will be blank with the menu
window overlaying part of the screen.



Add field

Select a field to enter into the screen. A
pointer is placed in the top left corner of the screen. You
design the screen by moving the pointer with the arrow keys on
the numeric key pad to the desired location and then pressing
ENTER. The field along with an indicator of the data item will be
printed on the screen in the specified location. The program will
not accept an invalid entry which would cause part of the entry
to be lost off the right side of the screen. The program checks
for overwriting of entries.

Any field may be printed in any location on the screen. If you
have already placed a field on the screen, you must first delete
the entry before you can change the screen location.
Delete field

Allows you to delete a field from the screen.


Insert line

Insert a blank line on the screen. Place the cursor anywhere on
the row where you want to insert the blank line. All fields on
that row and all succeeding rows will be moved down one line. The
last line on the screen must be empty.


Remove line

Removes a blank line. Place the cursor anywhere on a blank row
you wish to erase. All fields below that row will be moved up one
line.


Text entry

Enter text or graphics characters on the screen. Move the cursor
to the desired location and type in your text. Any keyboard
character may be typed. Graphics characters between ASCII code
128-254 may also be used. While the ALT key is depressed, type
the ASCII code of the graphics character on the numeric key pad,
then release the ALT key. Consult your computer manual for a list
of the graphics characters. The F2 key will repeat the previous
entry.

Tabular Screen

Allows you to view your file in a column and row format. Each
record is displayed on one line. Fields are lined up in columns.
Up to 19 records are displayed at one time. A tabular screen
format can be created at file setup or from Options in the main
program. Two different screens may be created. To design the
screen you simply select which fields are to be included by
selecting ADD. Remove a field with DELETE. Select HEADER to type
in a one line heading to be displayed. SWITCH allows you to
toggle between the two screens. Up to 78 columns may be
displayed from a record. One space is inserted between each
field. The fields are displayed in the order of selection when
the screen was designed.

When viewing the file with the Tabular Screen, 19 records are
displayed. You may move up or down the file using the F9/F10 and
PgUp/PgDn keys. The screen will scroll from either the top or
bottom, depending on the direction of the file scan. To edit any
records displayed on the tabular screen, move the pointer
displayed on the side of the screen with the cursor arrow keys to
the desired record and press EDIT.



Save File to Disk

To save your file format on disk select the SAVE FILE option.
NewBase will make further validity checking of your field
definitions. If any errors are found, they will be among the
following:

 ∙  More than one Note field
 ∙  More than one Update field
 ∙  Character field length greater than 50
 ∙  Numeric field length greater than 20
 ∙  Note field length less than 50 or greater than 750
 ∙  Note field length not evenly divisible by 50
 ∙  Field length of 0
 ∙  No field name
 ∙  A field with length greater than 50 has Screen location

 You must use the SAVE option to save the file format. If you
fail to do this and EXIT the SETUP menu, all your work will be
lost.

Using NewBase

Once you have created or defined a file format you use the
program to store, retrieve and print data. The main program menu
has the following options:

 Add
 View
 Printer
 Open File
 Condense
 Modify
 Global Update
 Find
 Utilities



Add

Allows you to add new records to your file. Select ADD from the
main menu.

A data entry screen is displayed for the record to be added.
Notice the command line on the bottom of the screen. If you are
entering the first record a #1 will be displayed on the top line.
The next record to be added will be number 2. The field to be
entered is highlighted in reverse video. The entry block
indicates the maximum length of the entry. Type in your entry for
each field and press ENTER, UP or DOWN ARROW to complete the
entry. The prompt will move to the next entry field. Read the
section of the manual titled DATA ENTRY for information about the
use of different editing keys during data entry. The use of some
keys specific to the ADD screen is explained as follows:

F2

This is the speed key for rapid entry of repetitive data.



F8 Abort

Abort the ADD mode and return to the main menu. The current
record being added will not be saved.


F4 Menu

Leave the ADD mode and return to the main menu. The current
record being added will be saved.
F5 Add next

Save the record being worked on and ADD another record.



Data Entry

Data entry is initially made in the ADD mode for individual
records. The information in any field in any record may
subsequently be changed or edited whenever a record is displayed.
This would include the following modes: VIEW SCREEN, VIEW
TABULAR, and FIND. Invisible and protected fields may not be
edited in any mode except ADD. Derived fields such as Lookup
fields, Calculated fields, and Date of Last Update fields may not
be edited. Numeric and date fields will only accept numeric
input.

To edit a record from any view mode, press E or SpaceBar to
select Edit. The first allowable field to be edited is
highlighted in reverse video. Use the  keys to move the cursor
to the field to be edited and make your changes. Unless you use
one of the speed data entry keys, you must complete your input by
pressing ENTER, UP ARROW or DOWN ARROW. Note fields are completed
by pressing ENTER.

Note field data entry has the look and feel of a word processor
program. Word wrap is supported. If a word extends past the last
column which is column 50, the entire word will be moved down to
the next line. There are a few things to consider when entering
data into a note field. Do not press ENTER to force a new line.
Use the cursor keys to go to the next line. When you enter a
character in the rightmost column, the cursor will move to the
first column of the next line. If you continue to type, the word
from the line above will wrap down to the current line. If your
intention at this point is to start a new word, press SPACE to
indicate a break between words. The space will not be printed,
but the program will know to start a new word. When the data is
saved, the program will compress the data by deleting all leading
and trailing spaces on each line. You may later find, when you
recall a note field, that your data entry is not what you had
intended. To suppress the removal of leading or trailing spaces
in a line, you must have a character in the first and last
columns of the line. You can use a period or some other character
of your choice.
Many special keys may be used during data entry. There are
editing keys, speed entry keys, and other command keys. They are
listed as follows:


Edit Keys

The following keys may be used to edit a field.

 Backspace        Delete character to left of cursor
 Del              Delete character above cursor
 Ins              Toggle between insert and overtype mode
 Alt-End          Delete all text in the field
 <--  -->         Move cursor left/right
 Home             Move cursor to first character in field
 End              Move cursor to last character in field

In addition, the following keys may be used to edit a note field.

 ALT C           Clear entire field
 ALT R           Restore field to original value



F7 Date

Pressing F7 will cause the current date to be placed in the edit
field in the format MM-DD-YY. If the field is less than 8
characters in length or is numeric, the entry will not be
accepted.


ALT A  to  ALT Z

These are the user defined data entry keys. They may not be used
to enter data for field number one, or for any fields which have
been defined as either date or numeric fields. When you are
prompted to enter data for a field, first press the ALT key, then
the letter key you have defined (A-Z). Pressing the ALT Letter
combination will enter the information defined for the key into
the prompted field. If you use a data key which has not been
defined, the data entry field will not be changed. It is not
necessary to press ENTER to complete the entry.

? Lookup

This is another speed key. It is the lookup function key for use
in direct data entry. The lookup function will look at your data
entry and scan a lookup table which you have previously created.
To use this feature, there must be a Lookup table on line and
available on the program disk. If your data entry item is
included in the lookup table, the corresponding lookup item will
be substituted for your data entry. If the data entry is not
found in the table, the data field will be changed to blank
spaces. To activate the lookup function during data entry, place
a  ?  as the first character of your entry. Example:  ?JM. Lookup
cannot be used with field number 1, or with date or numeric
fields.


F2 Delete

This option is not available in ADD. Delete does not actually
remove the record from the file, it only flags the record for
deletion. An asterisk is placed next to the record number to
indicate a record flagged for deletion. A record may be unflagged
by updating any field in that record. When CONDENSE is used all
records flagged for deletion are permanently removed.


F3 Keys

A window opens and a listing of the user defined data entry keys
is displayed.


F9 Lookup

A window opens and a listing of the lookup table is displayed.
Use PgUp and PgDn to scroll the list.


Esc Exit

Escapes from the edit mode and saves all changes.


F4 Menu

Returns to main program menu, all edits are saved.


Clipboard

The clipboard is a temporary storage location that is always
available when you want to transfer information when editing a
database. You can copy information from a field onto the
clipboard and then transfer the information from the clipboard
into another field, or into the same field in a different record.
Information you copy onto the clipboard remains there until you
copy another piece of information onto it, or exit NewBase, or
select the Utilities or Print menu. Since the clipboard retains
its contents until you change them, you can paste information
into a destination field whenever you want, and you can paste the
same information repeatedly. The clipboard is very useful when
you want to enter the same information into multiple records when
you are editing a database. The following clipboard command keys
may be used when you are editing or adding records:

    Ctrl-Del     Copy data from edit field to clipboard
    Ctrl-Ins     Paste contents of clipboard to edit field
    Ctrl-V       View contents of clipboard


View

VIEW mode allows your file information to be displayed in two
ways, SCREEN or TABULAR.


View Screen

Records are displayed with the defined screen which you setup.
Only one record is displayed at a time. This mode allows
searching on multiple parameters and allows statistical summaries
to be displayed after leaving this mode. Select VIEW from the
main menu and then SCREEN.


Print

Press P to print the displayed record on the printer in vertical
format.


Screen

Press S to print the display screen on the printer.


F9/F10/-/+

Allows the file to be scanned up or down one record at a time.


Ctrl-PgUp

Display first record in file


Ctrl-PgDn

Display last record in file


Alt-34D

Press ALT3 to print 3 line label, 4 for 4 line, D for User
Designed label.
F4 Menu

Return to main menu.


Edit

Press E or SpaceBar to enter edit displayed record.


1-4

Press number 1 to 4 to print the corresponding form.


Note

Press N to display note field if one has been defined. A  after
Note indicates there is data in the note field.



View Tabular

Records are displayed with the Tabular Screen which you setup.
This mode allows searching the file for multiple parameters. Up
to 19 records may be viewed simultaneously. Select VIEW from the
main menu and then TABULAR SCREEN.

In the first column of the screen there is a  pointer. This
indicates that the record the pointer is next to is the active
record. The number on the top line indicates the active record
number. The active record is the record which will be displayed
in Screen format if View is selected.

The command line on the bottom of the screen shows the following
commands:


F2 Switch

Switches between the two defined Tabular Screens.


F4 Menu

Return to the main program menu.


F9/F10/-/+

Scroll the file up or down one record.


PgUp/PgDn

Scroll the file up or down 18 records.


View

Press V or ENTER to view the active record in screen format.


Select

Press  to select an active record.

Find

Allows you to rapidly bring up any record on the display based on
the contents of field number one. Select FIND from the main menu.

A window pops up which asks you to enter a value to search for.
You can type in the entire search item or just a few letters.
FIND is accurate to 27 significant characters. FIND will pull up
the first record which is equal to or greater than the item you
enter. If there is more than one occurrence of the FIND item, the
first one found will be displayed. You can use the F9/F10 keys to
move up and down the file in alphabetic sequence. To find the
first item alphabetically, just press ENTER in response to the
find prompt. If your input item is greater than any item in the
file, the program will bring up the last item in the file.
Upper/lower case differences are ignored in the search.


Modify

Allows the following file parameters to be changed.

           ∙  Any of the 26 data entry keys

           ∙  Any field name

           ∙  User designed mailing label format

           ∙  Value of a constant

           ∙  User defined screen

           ∙  Protected, invisible, and uppercase fields

           ∙  Validation items for data entry

           ∙  Tabular screen


Condense File

All deleted records are removed and the file is compacted.

When a record which is flagged for deletion is purged from the
file, the space is filled with a record from the end of the file.
as a result, the order of the file may be somewhat rearranged
after using Condense.
Search File

The file may be searched on up to eight search criteria per
search level. Up to five search levels are allowed. You specify
the fields to search and the search items. The search options
enable the file to be searched in hundreds of possible
combinations.

Searches make no distinction between upper and lower case. If the
search item is Smith, a match will be found with Smith as well as
SMITH.

EQUAL TO will find occurrences where the search item exactly
matches the data found. Searches involving negative numeric data
are not supported.

INCLUDED IN is a literal string search. If the search item is
found anywhere in the search field a match is found. For example,
if you wish to find all addresses on MAIN STREET, enter MAIN as
the search item for the specified field. If MAIN is found
anywhere in the field the record will be printed or displayed.

LESS THAN and GREATER THAN will work both with numeric and
alphabetic data. The program will determine whether the search
field is defined as numeric and use the proper search method for
numeric data. This makes it very important that numeric
information be placed in fields which have been defined as
numeric. The program treats numeric information differently than
alphabetic information. For example, 100 is greater than 20 if
these numbers are assessed numerically. However, if the program
thinks that these are alphabetic values, the 20 would be greater
than the 100 just as Bob is greater than Anderson because the
first character in the string or word is of greater value.

NOT EQUAL is the opposite of the EQUAL TO search. If the search
item is not equal to the data found in the search field, the
search is true and a match is found.

DOES NOT INCLUDE is the opposite of INCLUDED IN. If the search
item is not found to be included in the search field, the search
is true.


Wild Card Searches

Wild cards are only supported by the INCLUDED IN  and EQUAL TO
searches. The  ?  is the wild card character. If the ? is
included in the search item, the character represented by the ?
will equal the relative character found in the field being
searched. For example, if the search item is  10-??-??  and the
search type is EQUAL TO, fields which include 10-11-82 and
10-12-83 will match the search item.
Selecting Search Criteria

Up to 8 search items may be selected for each search level. Each
search item in a search level is connected to the other search
items in the same level by an AND parameter. In other words, if
you have three search items, OHIO, DAYTON, and MERCEDES, a match
will be found if the search record contains OHIO AND DAYTON AND
MERCEDES in the specified fields. AND searches are linked
together by specifying NEXT SEARCH ITEM AND.

You can use an OR parameter to create more than one search level.
Move to the next search level by selecting NEXT SEARCH ITEM OR.
Each search level is connected to other search levels by an OR
parameter. Think of each search level as a box. You can place 8
search items in each box. All search items in a box must be true
for the match to be made. When you have two search levels, or two
boxes, if either search level or box is true, a match is made.




Example 1:

You want to find all records in which state is OHIO and sales are
over $1000.

This would be a single level search since both search criteria
must be true. Select search item 1, EQUAL TO OHIO. Select NEXT
SEARCH ITEM AND. Select search item 2, GREATER THAN 1000.



Example 2:

You want to find all records in which state is OHIO and either
sales are over 1000 or sales quota is over 100%.

This would be a two level search since there is an OR search
parameter. Select search level 1, search item 1, EQUAL TO OHIO.
Select NEXT SEARCH ITEM AND. Select search item 2, GREATER THAN
1000. Select NEXT SEARCH ITEM OR. Select search level 2, search
item 1, EQUAL TO OHIO. Select NEXT SEARCH ITEM AND. Select search
item 2, GREATER THAN 100.

Printer

NewBase can print reports, forms, labels, or a vertical format.
Printing may be paused or aborted at any time. If your are using
an external print buffer, or your printer has a large memory
buffer, the printer may continue to print after you have selected
Stop or Abort. This is because the program has already sent the
information to the printer. After the buffer clears, the printing
will stop. The Vertical Format and Report modes allow the
printing of either single sheets or continuous forms.


Sort File

Three field multi-key sorts may be made. In otherwords, you may
sort your mailing list by state as the primary key and have the
names within those states sorted in order by signifying NAME as
the secondary sort key. Sorts may be made in either ascending or
descending order for any sort field. Any field may be used as a
sort field.

NewBase will create some temporary data files while sorting which
will be created on the default work files drive. An alphabetic
sort algorithm is used. If numeric data is to be sorted
correctly, the field to be sorted must be defined as a numeric
field.


Search and Sort

This option combines the features of the SEARCH option with the
features of the SORT option. The file may be searched for
specified parameters and the records found may then be sorted on
any key field allowable by the SORT option.


Fast Sort / Fast Search and Sort

The FAST SORT is made on field one. The program does not sort the
file at this time. This is why it is fast. NewBase maintains an
index based on field number one and always knows the sorted order
of the data file based on field one.


Vertical Format

The records are printed down the page, one field to a line. The
entire record is printed. Top and bottom margins will be created.
The size of the margin is a function of the number of fields in a
record. Records will not be split between pages. The maximum page
length is 112 lines, the minimum 24 lines.
Report (columnar) Format

Printing a report takes three steps: specify print settings,
select fields to be  printed, and define record selection
settings (all, search, sort, statistics). When you select PRINT
REPORT, a print settings screen will be displayed. The screen is
illustrated below with the default settings.

                       Print Report

   Header line 1

    Header line 2

    Number of copies             1

    Pause between pages          N

    Page length                  66

    Printed lines/page           54

    Left margin (0-25)           0

    Spaces between columns (1-9) 3

    Line spacing (1-2)           1

    Print record number          N

    Print page numbers           Y


Use the cursor keys to move the pointer up or down to any
selection you wish to change and press ENTER to change a setting.
Enter a new setting and press ENTER to complete the entry. Two
header lines may be printed at the top of each page.

A standard 11 inch page contains 66 print lines. You may set your
page size anywhere from 24 to 112 lines. If you select a page
length greater than 66 and Use Form Feed is set to Y, you must
manually set your printer to the page length required or send the
proper printer control code before you begin printing. The number
of printed lines per page may be set to a minimum of 8 lines or a
maximum of page length less 6.

After you select your print settings and press F2, a field
selection screen will be displayed. Select the fields you wish to
have printed. You may select ALL with one keystroke, or select
the fields individually. Fields will be printed on one line in
the order selected. If you use the ALL option, Note fields will
not be printed. Your print line should not be larger than the
paper width or the printing will wrap around and you will not
have an evenly formatted printout.
After selecting the print fields, you may make a trial printout
to check your spacing. If any numeric fields are to be summed,
three spaces are added to the column width for those fields. This
will not be reflected in the test printout.

The final step is to choose your record selection criteria. You
may print all the records in the file, search for records which
meet certain specifications, sort the file, or print a
statistical summary.


Mailing Labels  (Pre-set Format)

The pre-set labels may be printed with 3 print lines or 4 print
lines at user's option. Only fields 1 through 6 are printed. The
fields are allocated as follows:

               1. Name
               2. Street
               3. City
               4. State
               5. Zip code
               6. Optional

The labels are printed in the following format:

┌────────────────────────────┐
│  Name                      │
│  Optional                  │
│  Street                    │
│  City  State  Zip          │
└────────────────────────────┘

The 4 line label will print the optional 6th field on line two of
the label. If the three line label is printed, Street will be on
line two of the label and line three will contain City, State,
and Zip Code.

The following menu is displayed prior to printing labels:

      Number of labels across (1-5)
      Width of labels in columns (xx-84)
      Label type (3,4,D)

Three or four line labels may be printed up to five labels
across. User designed labels may only be printed one label
across. If the label width you specify is not large enough to
hold the data from your file, your entry will not be accepted.
The label width is determined by measuring the distance from the
left edge of the first label to the left edge of the next label.
Your response should be in columns. This allows the use of any
size print pitch. Label width has no significance when printing
one label across. Label type is 3 for 3 line label, 4 for 4 line
label, and D for user designed label.
Mailing Labels  (User Defined)

Select Labels from the Setup Screen to define a label.


User designed labels may contain up to 9 print lines of
information. The number of print lines must be at least one less
than the number of lines in the label. Any of the first 18 fields
may used. When you design a special label a label window, or
form, is displayed. A pointer is placed in the upper left corner
of the window. The pointer can be moved about the window with the
cursor arrow keys. The label may contain text or field data from
the file. Simply move the pointer to the desired location and
type in the text or field for the label. Fields are indicated by
typing the field letter followed by a #. To place field A in the
label you would move the pointer to the desired location and type
A#. The fields, lettered A-R, are displayed on the side of the
screen. To erase any entries to the label use the spacebar. The
window will not give an exact representation of how the label
will actually be printed because the field lengths are not
indicated in the label window. Also, when the label is printed
one blank space is added at the end of each field.

The user designed label may be any size from 6 to 48 lines. If
your labels are one inch and you are printing 6 lines to the
inch, set your label size to 6 lines. If your labels are two
inches and you are printing 8 lines to the inch, set your label
size to 16 lines. The 48 line maximum size allows continuous
postcards or envelopes to be printed directly. The label format
selected during file SETUP may be changed at any time from the
OPTIONS menu.

Names which are entered in the data file last name first will be
automatically reversed for the printout. However, the original
entry must be in the following exact format:

           LAST NAME - comma - one space - FIRST NAME

The program will detect commas in the entry for field 1.
Therefore, any data entries which are not names of individuals
should not contain commas in field 1. If no commas are found the
field will be printed on the label exactly as found.

At printout time, test label patterns may be printed for proper
label alignment. At the end of each print run an additional label
will be printed with the print count.


Define Report Format

Nine different report formats may be created and saved in a
report library.

The same procedure is used to define a report format and to print
a report. The difference is that when you simply print a report,
the print settings are not saved, but when you define a report,
the settings are saved in a file for later use

In addition to specifying the print format, you can also indicate
sorting and searching criteria as well as column totals and
averages. These selection parameters are stored in files named
"Filename"+number.  Example:  MAILIST1, MAILIST2, and so forth.

Select DEFINE REPORT from the PRINT menu and select a report
number to use and a name for the report. The name is for your
identification only. If you use a report number that is already
in use, the new report will replace the old report.
Print Defined Report

User specifies which format is desired and printout is made based
upon this previously specified format.

You have the option of printing the report with the record
selection parameters (sort, search, statistics) as specified when
the format was created, or selecting new parameters for this
printout.


Directory

Listing of all Defined Report Files currently available. The
Directory consists of several screens of information. The initial
screen shows the names of all reports which have been defined and
saved. From this screen you may select a report by number to find
out additional information about the parameters of the report.

The first report screen shows the print fields for the report.
All fields which will be printed are highlighted. The second
screen shows page length, print lines, left margin, line spacing
and other print settings for the report.


Send Printer Code

You can send printer codes which you defined with Utilities
Defaults from the Print menu. When you select Send Printer Code,
a menu is displayed which shows the descriptions of the codes you
have defined. Press a number, one to six, or move the cursor to
the code you wish to send and press ENTER.


Form Generator

Type of Forms

Practically any form on paper up to 8.5 by 11 inches may be
generated. You may print in any column from column 1 to 79.
Length is limited to 66 lines. Any NewBase field may be printed
any number of times in any location on the form. The current date
as well as text lines may be printed.

Up to 4 form formats may be stored in a library on disk.

Possible applications are business forms, checks, invoices,
special labels, rolodex cards, and even short letters.


Designing a Form

Select FORMS from the printer menu and select DESIGN. A blank
worksheet is displayed with a cursor in the upper left corner.
The top of the screen displays the current line. The screen can
only display 20 lines of the form at any one time. Move the
cursor with the direction arrow keys to your required position
and type in your form items. Any mistakes can be corrected by
using the spacebar to erase. To have a field printed on a form
location, move the cursor to the location and type # followed by
the field number. For example, #12. If you use the ^ followed by
the field number, the field will be printed reversed about the
comma. For example, type ^10 to print field 10 in the format John
Smith if the field contains the data as Smith, John. The ^
character is above the number 6 on the keyboard.

To print the current date in the format MM-DD-YY, type @. To
print the current date in the format Month DD, YYYY type [, the
left bracket.

The last entry in the form should be the end of form marker which
is \. Use the end of form marker to set your form length. If your
form is 30 lines long, place the end of form on line 30. It is
recommended that you place the end of form marker on a line by
itself.

Since the length of a field is not represented on the form,
printing a field followed by a second field or text on the same
line will not give a correct visual indication of where the
second item will actually be printed. Additionally, the program
will not print more than 79 columns on the printer.

Other commands are available in the Design mode:


Name

Label your form with a name. This is not required, but it will
help you identify a form.

Clear

Clear or erase the form from the work space. This will not erase
the form from the disk         unless it is followed by Save.

Save

Will save the current information in the worksheet to disk.

Print

Print a sample copy of the form.




Printing a Form

Any of the options in the Print menu (All, Search, Sort, Fast
Sort, Search and Sort, and Fast Search and Sort) may be used to
print forms. Multiple forms may be printed for each record. Forms
may also be printed in the FIND and VIEW SCREEN modes in the main
menu. If you wish to print a form for the displayed record, press
a number (1-4) corresponding to the form number you wish to
print.
Statistical Summary


      ∙  Totals of any numeric field
      ∙  Averages of any numeric field
      ∙  Sub totals
      ∙  Running totals

Only fields which are numeric and which have been selected to be
printed may be used in statistical calculations.

Three to five spaces, depending on the length of the file, will
be added to the width of each column to be summed.


If the file is to be sorted, the following options with default
settings will be displayed prior to selecting the sort fields.


Print subtotals                   N
Key field for subtotals           FieldName
Indent 1st Column                 N
New page after subtotals          N


Use the cursor arrow keys to move the pointer and press ENTER to
change any of the settings. If no fields are to be totaled, you
will only be able to change INDENT. Press F2 when the settings
are correct.

Select PRINT SUBTOTALS and type Y to print subtotals for all
fields to be totaled.

The KEY FIELD is initially set to the field printed in the first
column. The program will generate columnar subtotals when there
is a change in this column during the printout. If no fields are
to be totaled, this will be the key field for indentation.

It is possible to print the report with the first column
indented. In other words, if the key field does not change, the
data for that field will not be printed on subsequent lines. This
will give the report the appearance of having sub-headings. If no
fields have been selected to be totaled, this will be the only
setting you will be allowed to change. The following must be true
in order to indent:

        ∙  The key field must be printed in the first column
        ∙  The key field may not be a numeric field

If you have set Subtotals to Y and INDENT to Y, and the key field
is not printed in the first column, your report will be printed
with subtotals, but the indent setting will be ignored.

To force a new page after each subtotal, change NEW PAGE to Y.

Print Options Menu

Immediately prior to printing the following screen is displayed
with default settings.


             Print to LPT1:

   Go print
   Output to printer          Y
   Print to disk file         N
   Skip deleted records       Y
   Include deleted records    N
   Record number to start     1
   Number of copies           1
   Esc=cancel



Select any menu option you wish to change by typing the first
letter of the menu item or by using the cursor arrow keys and
ENTER. When ready, select GO PRINT.



Output to printer

Print to the printer connected to LPT1. The message on the first
line of the menu shows the currently selected device.



Print to Disk File

All printing which is normally sent to the printer may also be
sent to disk and saved as a disk file. This includes reports,
forms, labels, and vertical formats.

If you want to send the normal printer output to a disk file,
select PRINT TO DISK FILE. The following will be displayed.



             Select name for disk file:   ________




Select a name for the file, eight characters or less. Type in the
file name and press  ENTER. When the file is saved, it will be
sent to the default import/export drive and will be saved in
ASCII format. This file may be used with your word processor for
editing and printing.

Skip/Include deleted records

Controls whether records marked for deletion will be printed.



Record number to start

Relative record number in the file where printing will start.



Number of copies

Number of copies to print. This only applies to the printer. You
may select from 1 to 9 copies.


Global Update


Allows you to edit any field in multiple records simultaneously
with a single operation. After making your data entry, you are
placed in the search mode. All records meeting your search
parameters will be edited.

Global Update can perform many functions.

  ∙ DELETE -  All records which meet your
 search criteria will be flagged for deletion.

  ∙ REPLACE - Select field to edit. The data you enter for
 the field will replace the data existing in that field in
 records which meet the search criteria.

  ∙ ADD - Select field to edit. If the field is numeric,
 you can press F5 to enter this mode. The ADD mode is
 indicated in inverse video in the upper right corner of
 the screen. The value you enter will be added to the
 existing value in all records that meet the search
 criteria.

  ∙ MULTIPLY - Select field to edit. If the field is
 numeric, you can press F6 to enter this mode. Multiply
 is indicated in inverse video in the right corner of the
 screen. The value you enter will be multiplied by the
 existing value in all records that meet your search
 criteria.




The NewBase Utilities


 File protection
 Setup a new data file
 Check file for duplicates
 Reorganize a data file
 Export file
 Lookup table
 Import file
 Use existing format
 Defaults
 File Recover



File Protection

The protection system allows you to set file protection levels
for individual data files.

Files may be completely protected from unauthorized use,
partially protected, or different levels of access may be given
to different users. If data file security is important in your
operation, you will find the file protection system to be an
effective method of keeping your data secure.

The protection option allows you to set new access levels for
data files, or change existing access levels for data files.

To access the protection system, select PASSWORD PROTECT from the
Utilities menu. You must then enter the system master password
before you can password protect a file. The initial default
master password is PASSWORD. You can change the master password
in the Defaults menu. After you enter the master password, enter
the name of the data file to protect and press ENTER.




You may set separate passwords for each of these levels. Move the
pointer with the cursor arrow keys to the level desired and press
ENTER. Type in the password. Any keyboard character may be used.
The password may be up to 6 characters in length. You may remove
a password by pressing ENTER with no entry.

Each level allows access to itself plus all lower levels.

READ ONLY will only allow inspection and printing of data. Report
and Form libraries may be created.

OPTIONS may only be accessed under FULL or NO PROTECTION.

NO PROTECTION requires no password. If passwords have been set
for any level, NO PROTECTION will clear all protection levels
which have been set previously.


If passwords have been set, you will be asked for the password
for the file you are using when you access a file. If the same
password is used for more than one level, you will have access to
the highest level for that password. If a level is not password
protected, pressing ENTER in response to the password prompt will
give access to the highest level for which no password has been
set. If there is NO PROTECTION, you will not be asked for a
password. You have three chances to give the correct password.
Obviously, there will be no file protection if passwords have
been set for a low level, and no password has been set for a
higher level. For the system to be effective, you must set
passwords for all levels above the lowest level for which a
password has been set.


Reorganize a Data File


Lets you restructure your data files without having to reenter
the data. Reorganize can read the data of any NewBase file and
then write the data to another file with a different file
structure. The original file is left intact. Gives you the
ability to:


       ∙    Add fields.
       ∙    Delete fields.
       ∙    Change field sizes.
       ∙    Change field definitions.
       ∙    Select, using selection criteria,
        records to be included in the new file.
       ∙    Create Smaller files which only use
        selected records or selected fields
        from the original file.
       ∙    Create sorted files based on field one.



Select REORGANIZE A FILE from the Utilities menu. The new file
will be created on the default import/export drive. The default
drives may be changed with Defaults in the Utilities menu.


Reorganizing a file involves eight steps:

1. Enter the name of the file you want to reorganize
2. Select the fields to use from the existing file
3. Change field definitions
4. Create new equations
5. Change the Screen
6. Define Lookup fields
7. Choose the record selection criteria
8. Enter the name of the new file


Name of Existing File

Type in the name of the file you want to reorganize. The file
must be on the data drive. If you press F2, you can select the
file to reorganize from a list. Use the cursor arrow keys and
press ENTER to select a file.



Select the Fields

Select the fields to use for the new file. Press F3 to select all
fields or select the fields one at a time. The order of selection
will determine their relative order in the new file. Field one
must be selected first.



Change Field Definitions

Select FIELD DEFINITIONS to add new fields or to change the
length, name, type, or attributes of any field. The Field
Definition process is the same that is used when creating a new
file. Any new fields must be added to the end of the list.



Calculated Fields

Any calculations that are in the old file are not retained. If
there are any calculated fields in the new file, select
CALCULATED FIELDS to set up new equations.



Screen

Select SCREEN if any changes need to be made to the existing
Screen.



Lookup Fields

Any Lookup fields that are in the existing file are not retained.
If there are any lookup fields in the new file, select LOOKUP
FIELDS to define the lookup fields.


Record Selection Criteria

Select SAVE to select what data will be in the new file and how
it will be organized. There are three options.

  ∙    ORDER       All records from the existing file will be
    included in the new file. The new file will be in sorted
    order based on the contents of field one.

  ∙    ALL      records from the existing file will be included
    in the new file.

  ∙    SEARCH      Only selected records from the existing file
    will be included in the new file.



Name of New File

Select a new name for this file. Do not use the same name as that
of the existing file if both files are on the same drive. The new
file is created on the default Import/export drive.


Lookup Table


The Lookup Table is one of the most powerful features of NewBase.
A simple explanation is that Lookup enables you to retrieve a
value from within a table. The Lookup Table is a list. The list
contains two columns and up to 200 rows. Each row contains two
pieces of information. NewBase calls the data in the first column
the Input Items, the data in the second column the Lookup Items.

Let's look at two different uses of the Lookup Table. Lookup can
be used with fields that you define as lookup fields. The
following list could be part of a Lookup Table.

    Durham        North Carolina
    Toledo        Ohio
    Wheeling        West Virginia

If your data file has fields named City and State, you could
define State as a lookup field to get its information from the
data that is entered into the City field. In this example, if
City is Toledo, NewBase automatically puts Ohio into the State
field.

You can also use Lookup as shorthand in direct data entry. The
following list could be part of a Lookup Table.

    BMY        Bristol Myers Squibb
    TXN        Texas Instruments
    UAL        United Airlines

If the first character in your data entry for a field is a
question mark (?), NewBase assumes you are using shorthand, and
gets its entry for the field from the Lookup Table. If you type
?UAL when entering data, NewBase will put United Airlines into
the field.

To create a new Lookup Table, or edit an existing one, select
LOOKUP TABLE from the Utilities. If a table exists, the screen
contains the current table, otherwise it is blank.

Use the Up Arrow and Down Arrow keys to position the cursor and
enter your data. All normal editing keys may be used. Press ENTER
to move to the next column. Press PgUp or PgDn to page through
the table. You may create up to 200 input items and 200
corresponding lookup items. Input items may contain up to 12
characters, lookup items may contain up to 24 characters.

When you save the Lookup file, it is saved on the program disk as
LOOKUP.TBL. This file may be used by any data file. If you want
to create different lookup tables for use by different data
files, the lookup files must be created on different program
disks.
Export File

Create a merge file for use with many popular word processors or
create formats to export to other programs. The power of your
word processor can be combined with the capabilities of NewBase
to create standard forms or letters. You can also use this option
to create files to export to other programs such as spreadsheets.

NewBase has the ability to create a Select file of merge data
from your NewBase data files in a format which the word processor
can read to print multiple copies of a document merging it with
information from your NewBase files. The actual merge document is
created with the word processor. Consult your word processor
manual for information about creating and printing the merge
document.

Select EXPORT FILE from the Utilities menu.

There are five basic steps involved in creating the Export file:

1. Select the type of file to create. The list that NewBase
displays includes merge file formats for various word processors
and the following additional formats:

∙ Comma Delimited  Commas separate each field with a carriage
return and line feed after each record. If a field contains
commas, NewBase surrounds the field with quotation marks.

∙ Peachtext  Each field is on a separate line.

∙ Fixed Length  All records are the same length. All
corresponding fields are the same length. Corresponding fields
are padded with spaces, if necessary, to make them the same
length. There are no delimiters between fields or records.

∙ Text Editor  Fixed length records with a carriage return and
line feed after each record. There are no delimiters between
fields.

∙ User Defined Delimiter  Fields are separated by a delimiter
which you type in. A carriage return/line feed terminates each
record. If the character is represented on the keyboard, type in
the delimiter character. If the delimiter is a control character
or is not represented on the keyboard, type in the ASCII decimal
value of the delimiter.


2. Enter the name of the existing NewBase file.

3. Select a name for the new file that will be created.

4. Select which fields from the existing file will be included in
the new file. The order of selection determines the order of the
fields in the new file.
5. Choose what data from the existing file will be in the new
file and how it will be organized. You have three choices:

  ∙    ORDER    All records from the existing file will be
    included in the new file. The new file will be in sorted
    order based upon the sort field you select.

  ∙    ALL   All records from the existing file will be included
    in the new file.

  ∙    SEARCH   Only selected records from the existing file
    will be included in the new file.

The new file is created on the Export/import drive.



Check a File for Duplicates

NewBase can quickly search an entire data file for duplicate
records, mark the duplicates for deletion, and give you a hard
copy printout of the results.




Import File

Allows you to import a file created with another program, such as
a word processor or another data management program, to NewBase
format. You first must have a NewBase file into which the file is
to be imported. The NewBase file may be an existing file or a
newly created format which contains no records. It is your
responsibility to make sure that the fields in your file match
the NewBase file format.

The Destination file is the name of the existing NewBase file,
the file that is to receive the data.

The file you Import may be of the following types.

Peachtext.  Each field in the file is followed by a carriage
return and line feed. Blank fields must contain a carriage return
and line feed. If you view the file with a word processor, each
field in every record should appear on a line by itself. Blank
fields will be indicated by a blank line.

Comma Delimited.  Fields in comma delimited files are optionally
surrounded by quotation marks, and must be separated from other
fields with a comma. There is a carriage return and line feed
after each record.

Fixed Length.  All records in the file are the same size. Unused
space within fields is padded with blank spaces. Delimiters are
not used to separate fields. All data will be imported as is.
Numeric and date fields will not be reformatted.


Text Editor.  There are no delimiters between fields. All records
are the same length with a carriage return and line feed after
each record.

NewBase.  NewBase format. Select this format to append a NewBase
file to another NewBase file.




Use Existing Format


Select Use Existing Format from the Utilities menu to create a
new data file using the format of an existing file. The field
definitions, labels, reports, forms, screens, and so forth from
the existing file will be created for the new file. The data from
the existing file will not be included in the new file.



Defaults

Each of us has preferences, certain ways of working. Perhaps you
would prefer a continuous display of the time. Maybe you find the
command line a distraction when editing. Would you like to
customize the colors that NewBase uses? You can control all these
things and more with Defaults, your means of tailoring NewBase to
your preferences and, equally important, altering some of the
NewBase settings to help you work better and faster.



Macros

Macro is short for macro instruction, a command that causes a
series of other commands to execute. A macro allows you to attach
a whole sequence of commands to a single key. One keystroke,
then, does the work of many keystrokes.

NewBase macros do the same thing. In NewBase terminology, the
macro key is the keystroke that executes the macro. The macro is
the sequence of keystrokes that is executed. All the NewBase
commands you can type from the keyboard, you can put into a
macro. A macro is a script that NewBase follows to accomplish a
task. Macros give you the ability to program a single key
combination to respond with a multiple keystroke response. For
example, a macro might tell NewBase, step by step, to Open a
particular file and then print a pre-defined report. Hit a
Function key combined with either the Shift, Ctrl, or Alt key,
and NewBase will run a series of commands by itself. You can turn
almost any repetitive keyboard chore into a macro that does the
job quickly and effortlessly.


Printer


Page Numbers Position

Set column position to print page numbers in a report. You may
select a column number between 0 and 240. The default setting is
65. The column position will be added to the report left margin
setting.


Page Numbers Format

Set format for page numbers in report. Text may be included with
page number. If only the page number is to be printed, no format
entry is necessary. If you enter only a text item for the format
entry, the text will be printed before the number. To imbed the
page number in text, or to print text after the page number, use
the # character to indicate where to print the page number. The
program will add an additional space before and after the page
number. Some examples are as follows:


 Format   Printed result

 -#-        - 7 -
 Page       Page 7
 #.         7 .


Printer Control Code

Allows you to create control codes to send to your printer from
the PRINT menu. You may define up to 6 codes. Press NEXT or
PREVIOUS to page through the codes. Press CODE to define a code.
Type in your code as a series of ASCII decimal equivalent values
separated by spaces. Consult your printer manual for the codes
applicable to your printer. Press DESCRIPTION to put a name on
the code for your reference.
Reports


Allows you to set default settings for printing reports. The
following default settings may be changed:

  Totals separator character
  Subtotals separator character
  Field names underline character
  Pause between pages
  Page length
  Printed lines/page
  Left margin
  Spaces between columns
  Line spacing
  Print record number
  Print page numbers

These settings, except for Total Separator, Subtotal Separator,
and Field Names Underline Character, may be changed at print
time.




Color

Allows you to change the color of the screen.

Any changes will not be permanent unless you use Save the
changes.



Drive/path

Sets the program configuration for data files, temporary files,
and import/export files. The program is initially configured to
expect these files on drive B with no path setting. Data files
are the information files created by the program that store the
information that you type in. Temporary files are work files used
by the program for sorting. Import/export files include word
processor merge files, files created by the reorganization
utility, and import files needed for Import and Merge.




Safeguard

Protects against loss of data if a power outage occurs while
records are being added or edited. NewBase does not physically
write data on the disk at the time a record is edited. In the
interest of speed, NewBase writes information to disk in large
units. If a power outage occurs while editing a file, the data
may never be transferred to the file. In some instances the index
file may become corrupted.

When Safeguard is set to YES, NewBase writes all data to disk
immediately after a record is added or edited. This will result
in a very small degradation in program speed. Set Safeguard to NO
to disable this feature.



View Commands

Allows the Command menu to be toggled on or off when records are
displayed or edited in Add, View, and Find modes. Change the
setting to Yes to make the Command menu visible. Change the
setting to No to remove the Command menu.




Time

Enables or disables display of the real time clock. If Time is
enabled, the current time is continuously updated and is
displayed in the lower left corner of the display in the format
HH:MM:SS.


New Password

Select a new master password which controls access to the file
protection system. The initial default password is PASSWORD.




Customization is an important feature of NewBase AutoPilot
and Search Filters are tools that will help you be more
productive.


NewBase AutoPilot


In the previous sections of this guide we have explored many of
NewBase's capabilities. If NewBase's capabilities stopped with
what you already know, it would be a very powerful database
manager. NewBase does a lot more, however. In addition to its
basic features, NewBase is also programmable. You can program the
opening menu to create a custom menu-driven application. This
feature is called AutoPilot.


Advantages of Using AutoPilot

Customizes an application.  The normal NewBase opening menu
never appears. The operator only uses your menu. You select
what functions will be in the menu. You can make the menu items
as descriptive as you want.

Eliminates menu items.  If you don't activate a NewBase menu
item, the operator never sees it and can't use it. For example,
if you don't want the operator to be able to use Utilities or
Modify, don't implement these selections in your custom menu.


It's simple to use.  You can have scripts that print predefined
reports or forms and then return to the AutoPilot menu. The
operator makes all print choices from the AutoPilot menu without
ever using any options from the print menu.

It's fast and accurate.  Use AutoPilot for relatively short
keystroke sequences that you use over and over, or for complex
and tedious sequences that must always be performed correctly.
Because AutoPilot doesn't have to point and type like you do,
AutoPilot can perform a task much more quickly than you can.
Because AutoPilot never makes a typo while playing a script, you
can use it to perform important tasks and know they will be
performed correctly.


How AutoPilot Works

The programming instructions that AutoPilot uses are in an
AutoPilot text file that you create with your text editor or word
processor. An AutoPilot file can be connected to a specific
database or it may be used by any database. When a AutoPilot file
has the same name as the database, but with the ATO extension, it
is connected to a specific database. Example: MAILIST.ATO. When
you open a database, NewBase checks for the existence of an ATO
file for that database. If the ATO file exists, NewBase transfers
control to AutoPilot and AutoPilot uses the ATO file for the
opening menu instead of the normal NewBase menu.


What's in the ATO File

The ATO file contains information about the opening menu and
information about each menu item. It tells AutoPilot where to
place the menu and what to place in the menu. Each menu item has
a script. The script is instructions required to accomplish the
task of a menu item. When you select an item from the menu,
AutoPilot plays the script for the menu selection.


Search Filters


NewBase has powerful and flexible search capabilities. You can
perform complex searches with up to 40 search items using six
different search functions. NewBase can do the job quickly, but
the human factor limits your productivity. It can take a long
time to enter a complex series of search parameters. And, if you
make a mistake in entering the search criteria, the search will
not be accurate.

Wouldn't it be great if you could just press one key to give
NewBase the search information? Well, you can with a Search
Filter. Search Filters are search instructions which are
permanently stored in a file. You can create an unlimited number
of search filters to search your data files quickly and
accurately. Instead of typing in all the search information, you
just select a search filter from a search filter menu. It's as
easy as using the cursor keys to point to Make my Day!, and
pressing ENTER.

A search filter contains the information NewBase needs to make a
particular search. This information includes all the search
items, the search field for each search item, and the type of
search to make for each search item. Search filters are stored in
search filter files which you create. Once a search filter file
is created, the filters are immediately available for use.


Creating Search Filter Files

Search filter files are created with a text editor or word
processor. The files must be text files with no control
characters or formatting instructions. The filename must have an
FLT extension. When NewBase runs, it checks for the existence of
any FLT files.

A FLT file may be connected to a particular database or it may be
used by any database. The name you give the file is the key.  If
you give the file the same name as a database, only that database
uses the filters. For example:  MAILIST.FLT.


Installing FLT Files

The only requirement is that the files must be correctly named
and must be located in the proper disk directory. If these
requirements are met, the filters work automatically with no user
intervention.


Using Search Filters

NewBase loads in the FLT file automatically. When you select
search while performing any NewBase function, the following menu
is displayed:


   ╔═════════════════════════════╗
   ║                             ║
   ║ Use a search filter         ║
   ║ Enter the search criteria   ║
   ║                             ║
   ╚═════════════════════════════╝

Select Use a Search Filter to select a search from the filter
menu. Select Enter the Search Criteria to make a normal manual
entry search.


The search filters may be used throughout NewBase with the
following exceptions.

∙ None of the options in the Utilities menu use search filters.

∙ Global Update does not use search filters. It would be a sad
day if you destroyed a data file by selecting the wrong filter.

∙ When you Define a Report you are always given the choice of
Filters or Manual, regardless of the filter option code setting.
You may want to define a search which is not contained in any
filter.

NewBase Error Messages


Error number      Description

24                    Device timeout
                        Printer not ready.

25                    Device fault
                        Hardware error in the printer or
                        interface card.

27                    Printer fault

53                    File not found
                        Either a data file or NewBase program
                        overlay is not on the disk.

57                    Device I/O error
                        Usually a disk I/O error.

61                    Disk full
                        All diskette storage space is in use.

64                    Bad file name
                        You have used an invalid name for a data
                        file.

67                    Too many files
                        All directory entries on the disk are
                        full or the file name is invalid.

68                    Device unavailable
                        Usually means the printer is not ready.

70                    Disk write protected.
                        The write protect notch on the data disk
                        is covered.

71                    Disk not ready
                        Disk drive door is open or a diskette is
                        not in the drive.

72                    Disk media error
                        Hardware or media fault. Usually
                        indicates a damaged diskette.

75                    Path/file access error
                        DOS was unable to make path/file
                        connection.

76                    Path not found
                       DOS was unable to find the specified path.