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February 4, 1993 ================================================================= DOALL ================================================================= COPYRIGHT (C) 1992-93 B&B Systems B&B SYSTEMS 627 Madison P.O. Box 171 Waukesha, Wisconsin 53187 Voice:414-544-5988 (9:00am-5:00pm CDT) Data 414-548-9034 (24hrs) Data line is P.C. Manager, B&B system's Bulletin Board for Files+Tips+Support+On-Line Ordering Compuserve:70265,410 User's Guide Most questions can be answered by reading this User's Guide COPYRIGHT 1986-92 B&B Systems B&B SYSTEMS 627 Madison P.O. Box 171 Waukesha, Wisconsin 53187 Voice:414-544-5988 (9:00am-5:00pm CDT) Data 414-548-9034 (24hrs) Data line is P.C. Manager, B&B system's Bulletin Board for Files+Tips+Support+On-Line Ordering Compuserve:70265,410 Satisfied users include: McDonald's, Teledyne Inc., Dresser Industries, Inc. NOTE: This B&B System is commonly supplied with the free FoxPro "Runtime" files FOXPRO.ESO and FOXPRO.ESL or FOXPROX.ESL. You need either these files, or regular FoxPro to run. B&B DOALL User's Guide 2 *------------------- What is DOALL ??? -------------------------* | | | The Front End for any Dbase/FoxPro/Alpha4/Compatible | | data base Manager - The only Data Base MANAGER | | you'll need | | | | * A DATA CONVERTER - Import from spreadsheets, Word | | Processors and data bases, (DO a Search/Replace | | to change data?) and Export to other data bases, | | spreadsheets or word processors. | | * Use the SAME engine for accessing all files (Minimizes | | learning time for DBASE/FOXPRO/FOXBASE compatible file) | | * Add/Edit records | | * Move records from one system by importing, | | finding Duplicates and automatically mark them for | | deletion, then move them back again by exporting. | | * Produce reports in any sort/for any records | | Do the same thing for labels. | | * Use DOALL just to move file data from one system to | | another using Import/Export. | | * Network Compatible version available | | * Use DOALL to easily change values in selected records, | | proper capitalization, replace one field with another, | | replace with blanks, etc. | | * Control printer functions for all printers | | * Modify/Change your data file structures | | * Add your own "help" files to validate your data | | * Complete sorting and record selection control with | | Flexi-Sort and Flexi-Select | | * Extensive and Flexible data entry control available | | for "add record" screens. Easy to "fill-in" repetitive | | data from a look-alike .REP data file. | | * Browse screen ready to go on ANY data file WITHOUT | | setup. Instant access to lookup files using existing | | .dbf files. | | | *---------------------------------------------------------------* DO-ALL will give you comprehensive access to your Dbaseiii, Dbaseiv, FoxBase, FoxPro or compatible file WITHOUT HAVING TO WORRY ABOUT FORMATS, SETUPS, LEARNING A NEW SYSTEM EACH TIME YOU WANT TO USE A DATA FILE. (Note: FoxPro2.0 data files have unique MEMO fields). B&B DOALL User's Guide 3 INSTALLATION ============ If you haven't made a BACKUP copy recently, do it now. 1) If you don't already have one, Make a "DOALL" directory: At C:\>, enter MD DOALL, then CD\DOALL 2) Copy BBDO??.EXE to the DOALL directory, C:\DOALL>COPY A:*.* 3) Enter BBDO??, and the individual files will be extracted. (Instead of ?? use the version number of the file. Look at the file name by entering DIR A: and you'll see that the digits after BBDO is the version #). 4) See Memory Issues section. To start your system, enter DOALL to answer set-up questions, and get to main menu. Or, you can start your system to automatically use a file by entering DOALL <dbffilename>. (dbffilename) is the file name of any Dbase/FoxPro/Alpha Four file. Any errors will create a file called error.txt. This file can be used by B&B Systems to resolve problems. 5) Startup Syntax: DOALL <name of .DBF file> CAUTION: if you commonly access multiple .DBF files that start with the same 1st 4 characters, rename some of your .DBF files. The reason is that many DOALL support files are created named: ????.MEM and if you have two files called, say, MASTER1.DBF and MASTER2.DBF, the sort file MASTSORT.MEM file will be used as the sort definitions for BOTH files. MEMORY ISSUES ============= 1. Extended Memory CANNOT BE USED by FoxPro. Make as much Expanded Memory available as possible. To make Extended Memory act like Expanded, use a memory manager that provides the standard LIM4.0 interface. If you have an older memory manager prior to LIM4.0, and your system behaves strangely, add EMS64=OFF to your config.fp file to avoiding using the first 64K of expanded. (If you have enough expanded memory, a 386 or greater machine, and would like more performance, get the Extended version from B&B systems.) 2. If using QEMM, 386MAX, or DOS5.0's EMM386, make sure these managers define memory as Expanded. (ie. if using DOS5.0's DEVICE=EMM386.SYS in your config.sys, don't included NOEMS which avoids Expanded Memory, but instead include the number of B&B DOALL User's Guide 4 kilobytes of Expanded, such as 3072). REQUIRED FOXPRO FILES ===================== You need the FoxPro runtime files in order to run your system. These files are called FOXPRO.ESO and FOXPRO.ESL. For Full use of Extended Memory (386 machines and greater), replace these two files with FOXPROX.ESL. These "runtime" files are free and available on B&B's Bulletin Board (see data number above if you have a modem and would like to download these files). You need these files in order for your system to execute properly. YOU SHOULD ALSO HAVE A MINIMUM OF 2M of RAM, and at least 2 Megabytes of hard drive storage. Program files are compiled files, usually with an .FXP extension. DEMO ==== If you are using a DEMO version, you will see a registration reminder whenever leaving your system. FEEL FREE TO DISTRIBUTE COPIES OF THIS DEMO. The Demo is only good for a limited period of time. You have 90 days upon first installing this system determine if it will do the job for you. NETWORK ======= Remember, depending on your network configuration, you may need to use DOS's "assign" command to assign the read-only attribute to any "executable" type files on your server. GENERAL ======= Your B&B system is mouse compatible. And for procedures such as creating reports, a mouse is the recommended way to move data in your report layout. If you are unsure of HOW to make your reports, or labels you can access a FoxPro 2.0 manual for complete instructions. To help in navigating through this system, remember these simple rules: A mouse is helpful to pick options, such as menu options. Use the <ALT> key, then cursor, to pick menu options from the top B&B DOALL User's Guide 5 menu. <TAB> is useful to go from option to option. If you get stuck, <CTRL-W> commonly SAVES work, and <CTRL>-Q ABANDONS work, <ESC> will exit also, and commonly saves work. As an example, let's start by selecting the Browse/Edit option from the main menu. Normally, you will just <Enter> twice to select the default for the next two options, SORT* and SELECT**. But, there will be times when you will want a particular sort, say last name, or to select particular records, such as last name='SMITH'. Just use the cursor keys to pick the SORT and SELECTION you want. * The FLEXI-SORT options you will see are each of the fields from your data base (default), and are combined into one SORT file with the same name as your data base file, but with a .CDX extension. You can add more Sort definitions by using the <INS>ert key. All of the sort definitions are maintained in the .CDX file and are kept current when you add records. Example: selecting three fields STATE+ZIP+LASTNAME will produce a sort Last Name sorted WITHIN Zip Code sorted WITHIN State - Major to Minor Sort order. ** The FLEXI-SELECT options always has "SELECT ALL RECORDS" as the #1 selection. You can add <INS>, delete, <DEL>, or <E>dit your selections. Flexi-Select allows you to see specific records in your Browse Screens, or Reports, or Labels. When adding a Flexi-Select option you will be asked to select a FIELD (If you just want to see certain last names, you'd select LASTNAME). After you've selected the field, you'll select an OPERATOR. An example of an operator is: 'equal to' or 'greater than'. Next, you will be asked to enter a value to be tested for (eg. Last Name='SMITH'). Finally, you will select QUIT, or select a CONNECTOR to link additional selections, like below: Examples: Last Name='SMITH' Last Name='SMITH' .OR. Last Name='JONE' Last Name='SMITH' .AND. Zip<>'666', etc. Note that B&B will automatically insert the word "UPPER()" around your sort definitions. This allows you to see all records whether they are entered into your data file as SMITH or Smith. B&B DOALL User's Guide 6 You can eliminate UPPER() if you need to by using the <E> to edit. The <E>dit feature in Flexi-Select allows you to be more precise in the selection of your records. The reason for this is that the use of parentheses allows better Boolean logic. B&B will not automatically insert these parentheses because it really can't determine the placement of parentheses in a multitude of .AND. or .OR. statements. For example, the following two expressions will select different records simply because of careful placement of parentheses. This is BOOLEAN logic and it basically goes like this: Line #1 (below) will select all records having a Last name equaling 'SMITH' and not having a zip code starting with '666'. After that test has BEEN MET, other records whose Last name may NOT be 'SMITH' will be selected as long as the zip is not equal to '555'. Line #2 will select just the records having a Last name equaling 'SMITH', and once that test has BEEN MET, THAT record cannot have a zip code of '555' or '666'. Last Name='SMITH' .AND. Zip<>'666' .OR. Zip<>'555' Last Name='SMITH' .AND. (Zip<>'666' .OR. Zip<>'555') Once in the Browse screen, you will see options at the top of the screen. One of them is "Browse". Highlighting and <Entering> on this option will give you an ability to add, and mark records for deletion. Other options are "Find Records" which will allow you to search for a record based on a value in any field. In addition to searching for values in any field, you can look for addresses that BEGIN with "123" OR have "123" ANYWHERE in the address field. Another option, "Search and Replace", is very powerful. It should only be used after making sure you have a backup file, and you have used Flexi-Select to pick the appropriate records first. After selecting this option, you can say, replace all Last Names with 1)BLANKS by entering 1's in the replace value, with 2)"SMITH" by entering "SMITH" in the replace value, or 3)Proper capitalization by entering the word "PROPER" in the replace value, or a 4)VALUE FROM ANOTHER FIELD by selecting the other field for the replace value. If you are in your file and would like to be able to access a "popup" or "lookup" file of say Zip Codes when you are in the ZIP field, OR valid codes when you are in your field called CODE, just press F2. If a file called ZIP.DBF or CODE.DBF exists, it will "popup" for you to access. (Note: if you don't have any popup data files, you can create your own by entering DOALL ZIP, B&B DOALL User's Guide 7 or DOALL CODE. You will then have the option of creating these files. You could then import an ASCII or Lotus file to fill the records.) TIP:B&B Systems makes available the latest Zip Code data for the USA, or in separate zip files for each state. If you have a modem, you can download these files free from B&B System's bulletin board, P.C. Manager. To import these files into the Zip.dbf file. Simply select Import when in the lookup process <F2> on the zip field. Select the file type (our zip files are provided in Dbase/FoxPro format) and enter the name of the file to be imported, such as ZIPIL.DBF. Note: for zip files, they commonly contain 10 characters for the ZIP code, 2 characters for the STATE code, 20 characters for the CITY, and 25 characters for the COUNTY. If your master file has fields with these same names, and if you used the lookup <F2> function in the zip field, while in the add mode, your B&B system will "fill-in" the zip, city and state names after you <Enter>. Some companies use a 10 character state field to accommodate international names (ie. CANADA). Since the zip, city and state data can be filled in automatically, a couple of suggestions: Keep the field names (ZIP/CITY/STATE) the same in both the zip and master files. Also, try to keep the field lengths the same in both. If you need to change the structure of your zip.dbf or master.dbf (change State to a length of 10?), you can use DOALL's File Maintenance to change field names, field lengths. LOOKUP files ------------ In either ADD or EDIT modes, when your cursor is on a field, you can press <F2> to access a lookup .dbf file. The lookup file must have the same name as the field name. If you press <F2> on the zip field, a search will begin for a zip.dbf file. If the lookup file does not exist, a message will tell you. You can create new .dbf files to support lookup tables on each and every field. If the lookup file is found, it will be displayed for your review, or by using <Enter>, to transfer the displayed data to the field being edited. (NOTE: this data transfer occurs only if you are in the Browse mode, unless you are working in the add mode and you've ALREADY created a <dbffilename>.PRG file and compiled it using "FOXPROL" to create an .FXP file). The .PRG B&B DOALL User's Guide 8 will be automatically created the first time you try adding, and you can modify it, or compile it as is. If you do not compile it, a simple add screen, without special functions will be used. If your main data file has a ZIP, CITY and STATE field, and the lookup file has the SAME field names, when selecting <Enter>, information from all of the fields in the "Lookup" file will be transferred to the main data file - a quick way to fill in STATE, CITY and ZIP by looking up just the zip code. When the lookup file is displayed, you will see that some additional options are available. To maintain data integrity you will see that the DEFAULT mode does not allow editing of the lookup values, but you can switch to edit mode. You can also search for values, in either the first field, or second field (if available). You can also perform import/export functions (for example, to add another state's zip codes file to the existing zip lookup file. You can also Pack (remove records marked as deleted, or list all of the records to your printer. Function keys allow searches on the first or second fields. If you want to find the zip code 54333, enter "5" and you will see the first record with a "5". Enter a "4" and you will see the first "54" record. This process can continue until a NO FIND occurs, in which case, the process starts over again. Note: with the Zip file, if you enter a #, the file will be displayed in numerical order. If you enter an alpha character (A-Z) to find the city, the file will be displayed in CITY order. If there are more fields in that file than will fit in the width of the screen, you can use the arrows or tab key to see more fields. DUPLICATE CHECK - Prior to ADDING RECORDS _________________________________________ After selecting the ADD option from the menu, you will be asked to enter a value for one of the fields for the record you are adding. The default is the first field, but you can change it by selecting "Setup" from the menu (<ESC> when asked to select a field in setup will cancel any duplicate checking). This is a way of checking for duplicates prior to adding records. If similar records are found, they will be displayed in a browse box at the bottom of the screen. You can edit the duplicate records, or <ESC> to continue adding. .PRG (FORMAT) file & ADDING RECORDS ___________________________________ The first time you select EASY ADD, a <dbffilename>.PRG file will B&B DOALL User's Guide 9 be created for you automatically. This file is modifiable by you. You can place information or directions in this file, and also change the order of data fields. NOTE: if you are working on a normal monitor with 25 lines of text (vs. enhanced mode with up to 43 or 50 lines per screen - See Setup), don't modify your <data file name>.PRG to display something on row, say 60. To display information, edit the .PRG file through the Setup menu option. When you see the .PRG file, you'll see that information is displayed in the ADD screen by using the commands "@ <row>, <column> SAY <text>". Data Entry boxes are displayed with the "@ <row>, <column> GET <m.fieldname>" command. That's it. Those two commands are all you need. But, there is an important extra feature that you can use if you would like to control data entry. After any GET command, you can use a special command called "VALID <command>" to check the data being entered. You can use simple validation checks such as: VALID(m.ZIP>'55555'.AND.m.ZIP<'66666'). OR, the control can access another data file for "lookup checks". For example, this line: @ 1,1 SAY 'Enter ZIP:' and @ 1,12 GET m.ZIP VALID filefind(ZIP,.t.,.f.) would do several things. It would display Enter ZIP: at row #1 and column #1. It would also display a data entry box for the ZIP field (the preface, m. is required) at row #1 and column #12. The VALID filefind command would do the following. If you have a data base file called ZIP.DBF, it will open the file. The first .t. should always be true and is a SEARCH AUTOMATICALLY indicator. By assigning a true value (.t.) it means that the file will automatically be searched for any value you enter in the ZIP field. If you enter 44444, and 44444 is a valid record in the ZIP.DBF file, it will find it. The second .t. or .f. is a SEARCH IF EMPTY indicator. Normally, if nothing is entered into a field, you will not want to check for a valid value. And, of course, searching takes some time and will slow down the system, Unless you have a field that can never be empty. After the <dbffilename>.PRG file has been created, you can edit it your word processor in ASCII or TEXT IN/TEXT OUT mode. You can change the order of fields, AND add any data validation (above). .PRG file & Repeating Data __________________________ When adding records, you can have specific data repeatedly "fill- B&B DOALL User's Guide 10 in" data into your file. How? Create a <dbffilename>.REP file (see Setup Menu) which is a one record file with the same structure as your regular file, and you will be asked to fill in the data you desire to have automatically "filled-in" every time you add a record. The system will search for this file, if available, any values in the .REP file will be moved to the add screen. (Handy for repetitive STATE, AREA CODE, CITY, etc. .PRG file and ADD Dates _______________________ In some applications, it is handy to have the "date a record was added", for example, I now want to print labels for records I entered in DECEMBER, 1992. B&B DOALL will automatically enter an "Add Date" in your newly added record if you have an "ADDDATE" DATE field. If you would like to add an ADDDATE field, select MODIFY STRUCTURE from file maintenance, and go to the bottom of the field list. Add "ADDDATE", Type=DATE. Anytime you add records, the current date will be entered. When you want to print labels, or a report containing just records added in DECEMBER, 1992, Use FLEXI-SELECT to add a selection "ADDDATE=' / / '". Don't worry about adding a date yet because you will need to <E>dit this selection. <E> to edit, and put "MONTH(" in front of ADDDATE, and ")=12" after it. If you also want just 1992 records, edit this line to look like: "MONTH(ADDDATE)=12 .AND. YEAR(ADDDATE)=1992" HOW DO I USE THIS <dbffilename>.PRG FILE??? ___________________________________________ BUT, before your system can use this format file, it needs to be compiled (changed to a .FXP file). If you have FoxPro you can do it yourself by starting FoxPro and selecting the COMPILE option under PROGRAM in the top menu. Or, you can have B&B Systems compile it for you. Send it to us on our BBS. There is a small fee, and you can download it within 48 hours. CUSTOMIZATION ============= B&B Systems are specialists in data base systems. We offer customization services. You can add some customization yourself. If there is a special option that you would like to add, B&B DOALL automatically searches for any file called CUSTOM.FXP every time DOALL is run. (CUSTOM.FXP is simply a .PRG program file that you can make and compile with FoxPro by running FOXPROL and selecting "Program", "Compile"). An example would be to make a .PRG file that senses B&B DOALL User's Guide 11 when a specific key is pressed and calls another program. To accomplish this a custom.prg file might contain the one line:ON KEY LABEL CTRL+Z DO MYJOB. Then, if you make another .PRG file (and compile it) called MYJOB.PRG, anytime you press the <Ctrl-Z> keys, whatever commands you put in MYJOB will be executed. Careful: avoid assigning custom jobs to key assignments that are used for some other purpose in DOALL. Another example would be ON KEY LABEL CTRL+F2 DO filelook WITH 'PRODUCT',.t.,.t.. This will look for a file called product.dbf and can be used to display product, or other types of information. UPDATES ======= When updates become available, registered owners are eligible to download all updates on B&B's BBS free of charge. And, because DOALL is based on FoxPro, When FoxPro versions for WINDOWS and UNIX appear, DOALL will also support these operating environments. LABELS & REPORTS ================ Some Sample Label & Report files are provided with DOALL. You will NOT be able to use them AS-IS, unless the fields in your data base HAPPEN to be the same as those defined in the label, such as LastName, or Address. You can edit the .LBX (old dbase format=.LBL) and .FRX (old dbase format:.FRM) report form files from the main menu. Change the names of the fields to match your data base. If you don't know the names of the fields in your data base, select the Browse option from the Main menu, and the first screen you'll see is the sort desired. Make believe you are adding a sort, and press the <INS>ert key. You will see a box containing all of the field names. Make a note of them and <ESC>. Then select LABELS or REPORTS and EDIT the .LBX/.FRX file by changing the pre-defined field names. PRINTING LABELS FROM DISK FILE -TIPS ==================================== When you have selected to send labels or a report to a disk file, you can control how the data appears by controlling the printer. For example, with H/P laser printers, you can manipulate the printer to control labels output: B&B DOALL User's Guide 12 1. Press the ON-LINE button to take Laser Printer OFF-LINE 2. If you want to print 12 characters per inch instead of 10 (commonly needed when trying to printing and fit 3-across labels on 8-1/2" x 11" stock). Press menu button to get to font #, use the +/- buttons to change font # to 2. Press Reset button to make the asterisk appear on right (default). 3. Press menu button again, until you get to Lines Per Page, press "+" button to increase to 63 lines per pages, and press reset button again. Keep pressing menu button, Until READY appears. Put back ON-LINE. To change back to original status, do above using "+", "-" keys to bring font to "0" and lines per page to "60". B&B DOALL User's Guide 13 DUPLICATE CHECKING ------------------ B&B Systems offers both SOUNDEX (sound-a-like) and EXACT testing of records in your file. Exact matching will NOT uncover differences in spelling. If you have two records, one with a last name of SCHULTZ, and one with SHULTS (with matching first names and city names) exact matching will not identify them as duplicates, although they may be. Once you've selected the type of matching you prefer, the next step is to select WHICH FIELDS of data are compared. Normally, you would select first, last and company names. But you can be more specific based on your needs. For example, if you do not allow two records with the same address, you can select the address field. <INS> to add a selection of fields to be used for duplicate checking. You can also opt for your B&B System to automatically mark all duplicate records for deletion. But it is suggested that you print a report of the duplicates BEFORE opting to delete them automatically. Check the report first for accuracy and then re-run the process with the automatic deletion feature turned-on. If there are several records you prefer NOT to delete, note their record numbers on the report, process the automatic deletions, then go back and Recall them from deletion status individually in the Edit mode. You also have the option of assuming that the newest record is the "good" record, which reviews the file in reverse order (Last record=Good record). TIP: Normally, if you define lastname and firstname for your DUPLICATE fields, only the lastname and firstnames appear on your report. But you may want to include, say address, on the report without checking address for duplication. You can include extra information in your report by <E>diting your field selection. You will have an opportunity to change 3 items, the HEADING DEFINITION for the report (top line of the report), the PRINT DEFINITION (fields actually printed), and the DESCRIPTION (the fields you see on your screen). If you change the line to appear as follows: LASTNAME+' '+FIRSTNAME+' '+ADDRESS, the address will also appear on your report, without being checked for duplication. B&B DOALL User's Guide 14 IMPORT/EXPORT --------------- B&B Systems can READ or WRITE files from/for use by, other sources (mainframe computer, 1-2-3, word processors, mail-merge, Dbase, R-Base, list vendors, etc.). Normally, when exporting or importing, you will be using the default Master Data file. But you will see that in some of the "pop-up" options where you can access other data files for lookup purposes, you can export or import to other .dbf files. For example, you can import records into the Zip.dbf file. If you only enter records for Illinois, you could Import a file of Illinois Zip/City/State data into your Zip.dbf file. You would be wasting a lot of Disk Space if you imported all 43,000 USA zip codes. If you expand into Iowa, import Iowa zip codes at a later date. IMPORT ------ B&B Systems will import many types of data, word processing and spreadsheet files, in addition to the standard ASCII files. Purchased Lists --------------- If you purchase data for your System from a vendor, ask if they will supply the data in one of the formats (such as ASCII comma delimited) that B&B Systems can Import, and if ASCII, if they will supply the data in the order (which field comes 1st, 2nd, etc.) shown in the structure of the .dbf file in the Appendix. If you want to see an example of how the Import file should appear, Export a file from your current file and name it 'TEST'. Compare it with the new import file for similar structure. If importing .DBF type files, order is not important, but field names should match. TIP: If you import files regularly and your master file has an Add Date, unless you add it to the import file first, is normally missing. You can use Search/Replace to enter the Add Date by Flexi-Selecting all records with a blank Add Date, then Search/Replace with current date. When adding records in Add Mode, Add Date is assumed to be today's date. EXPORT ------ There are several additional options available before exporting your file. You will be presented with the FLEXI-SORT option to B&B DOALL User's Guide 15 allow you to sort your file in a specific order. The FLEXI-SELECT option will allow you to select only specific records for your export file. And lastly, A VERY POWERFUL OPTION. You will be asked if you would like to change the 1) sequence of your output fields AND/OR 2) Which fields are included. For example, you may prefer your file to have the Company Name in front of the Last Name. OR, you may not wish to include Sales or Added-to-file-date field in your export file. This option may be necessary if the system using this file requires a certain sequence of fields. If you select to export an ASCII Comma Delimited field, you can also opt to select a different delimiter (the character that separates each field) than a comma. For example, you may use a software package that needs the '@' character to mark the beginning and ending of fields. ASCII files ----------- There are two common types of ASCII file formats: COMMA DELIMITED and SDF(Standard Data Format). ASCII refers to the fact that ONLY Normal ASCII characters (numbers or letters of the alphabet, upper or lower case, and a limited number of special codes) appear in the file. There are no special control or binary codes. In both types of ASCII files, every record is a separate line, with records separated by a line feed ASCII(10) and carriage return ASCII(13). The remaining difference between these two types of files is how the data appears on each line. You can test if a file is ASCII by reviewing the file on your screen. At the DOS prompt, enter C:>TYPE FILENAME.TXT. If every character is legible (no special characters, unusual spacing, no beeps from your computer), then it is probably an ASCII file. Most other programs, such as Lotus 1-2-3, R-Base, Symphony, and most MailMerge programs can use, or produce, a file in at least one of these formats. COMMA DELIMITED files contain commas to separate fields. Many Word Processing and Data Base Management software handle this type of file. Commonly double quotes (") are used to enclose character type fields. Numeric fields are left alone. Also, numeric fields do not contain commas to delineate thousands. B&B DOALL User's Guide 16 This transfer method saves space, and is fine if the number, AND the order of the fields is the same in the FROM and TO systems. STANDARD DATA FORMAT files contain fields that start in specific positions no matter how much data the field actually contains (common for Spreadsheet programs). Field 1 starts in Column 1 and field 2 starts in Column 12(?) even if field 1 is blank. This method is necessary if you need to change the length of fields, OR add/delete fields because the FROM or TO system have differing file structures. The reason is: since all data is in columns, you can use a word processor to shorten/eliminate/add columns. For example, if you require that the export file ADDRESS be 20 characters long, instead of 25, you need to use your word processor to DELETE a 'Block' of text 5 columns wide. You will need to become familiar with 'Blocking' and setting the 'Blocking' mode to columnar (ie. the text you block will appear to be vertical columns, and excludes text to the left and right of your 'Blocking' markers). In Wordstar, set this mode with Ctrl-K-N. If, in the prior example, you need an address 30 characters long, you would INSERT a 'Block' of blank text 5 characters wide at the 25th position of the address. COMMA DELIMITED file example ----------------------------------------------------------------- | Smith, Joe, 123 Main ST, New York, NY, 10000, etc. | | Jones, William, 666 E St, Elmhurst, IL, 60011, etc. | ----------------------------------------------------------------- STANDARD DATA FORMAT file example ----------------------------------------------------------------- | Smith Joe 123 Main ST New York NY 10000,etc. | | Jones William 666 E St Elmhurst IL 60011,etc. | ----------------------------------------------------------------- IMPORT/EXPORT FROM DATA BASES, INCLUDING SQL Most software packages support the writing and reading of standard ASCII files, and SQL data bases are no exception. Using Oracle SQL version 5.1 as an example, ASCII files can be exported, or written from SQL by using Oracle's SPOOL <filename> B&B DOALL User's Guide 17 command; issuing SELECT <field names,...> statement; and SPOOL OFF after writing the file. Don't forget the YYYYMMDD ASCII date format. To read an ASCII file into SQL, use Oracle's ODL utility. By writing a copy of B&B's records, then reading them into SQL (and vice versa), you can transfer data back and forth. If the number of fields are different on the data bases (ie. you need to 'write' a home AND business phone number but only have one phone number, set up a 'blank' field with a length of 1 character. Then when defining the fields to be written, enter the name for the 'blank' field wherever you need a field, but don't have one). Also, when any data is changed, re-index (housekeeping) your B&B records before using them. DELETE or UNDELETE GROUPS OF RECORDS ------------------------------------ This is a convenient method of marking large groups of records as having either deleted or undeleted status, instead of doing so individually in the browse screen. Marking records for deletion does not permanently remove them. They will be permanently removed when the file is packed. You will be provided with the Flexi-Select screen. From this selection screen you can select field(s) AND enter the values for each field that you are interested in. Records matching those values will be selected (For more information, see Flexi-Select) You will be provided with a listing prior to deletion, giving you the opportunity to confirm this process of marking/unmarking records for deletion. MAINTENANCE ----------- DELETING RECORDS, PACKING, and REINDEXING issues ================================================ When you delete records (usually with CTRL-T in Browse), they are "marked" as deleted. They are not physically removed until you select the "PACK" option in file maintenance. Until you Pack, you can always "undelete" records with another CTRL-T. When you have records that appear in "unsorted" order, it can usually mean that the .CDX index file is bad. If you erase your <filename>.CDX file, a new .CDX file will be created for you automatically when you start your system. On a network, be aware B&B DOALL User's Guide 18 that DOALL will not allow access to the file for packing or reindexing unless you are the only one using it. CHANGING FILE STRUCTURE ======================= If you decide to add or subtract fields in File Maintenance - Modify Structure, make sure that you delete the file:????SORT.MEM & ????.CDX. The ???? refers to the 1st 4 characters of the .DBF filename. A new .CDX file will be created for you, and you may need to re-define special sorts. The sort options that are initially displayed come from the .CDX file, and changing the data file structure may mean some fields/and their existing sorts no longer exist, plus new fields need to be displayed in the Flexi-Sort screen. PRINTER CONTROL --------------- If you've ever wondered how you can change your printer fonts just prior to a print job, you can do it with PRINTER MAINTENANCE. Let's say you were just about to print letters, but want to change your printer style to BOLD. Access this menu, select the bold option, and your ready to print without leaving your system. You can use this option to force your printer into various print modes, including setting up your printer for other systems, in addition to your B&B systems. Once your printer has received a Control Code, it remains in effect until the printer is turned off, or new Codes are sent. B&B DOALL User's Guide 19 GENERAL COMPUTER OPERATIONS --------------------------- BACKUP ------ Make BACKUP copies often (at least of your *.dbf files). If you have many transactions per day, you should backup daily, if not twice daily. You should also have multiple backup copies so that you have at least one backup that is less than one day old, one a week old, one a month old, etc. Some B&B Systems have a backup option which allows you to control which files are "backed up" and to what drive, through a .BAT file called BACKUP. You should be familiar with DOS copy commands in order to edit this .BAT file and how you can compress files while copying them, or send them to a higher capacity drive. Accessing this batch file from within your B&B System gives you DOS power, but it is your responsibility to understand the appropriate DOS commands. You can also use B&B Systems to write an ASCII file to a blank floppy in A: using the Export option. Backup hardware has become available in many different formats. The quarter inch cartridge (QIC) devices are handy. The external versions can be moved around to perform backup on multiple PC's. Applications with large hard drives/files, especially where lists are often sold to other mailers, may find the units which can write/read standard 9" reel tapes useful. LETTERS VS. LABELS ------------------ If you are looking for options other than affixing labels to envelopes, B&B SaleLead was designed to use personalized letters which fit into window envelopes eliminating matching labels with letters, allows professional customized letters, and reduces manpower for mailings. NETWORKING VERSION ------------------ B&B Systems networking versions are available upon request. You can use multiple copies of single-user B&B Systems on many workstations, but in order to share one data file, you need a network version. Network versions work on any LAN that supports standard protocols of DOS versions 3.1 and greater (ie. Interrupt 21 data locking). B&B Systems are NetBios compatible, and will support any number of workstations. B&B DOALL User's Guide 20 Networks supported: NOVELL; 3COM; 3+; 10NET(v 4.0); PC-NET; PC-LAN; LANTASTIC; BANYAN; INVISIBLE; SIMPLENET(v 3.0). B&B Systems Network versions support full record and file locking functions without separate software. CUSTOMIZING SERVICE ------------------- If you wish different fields on your screen, or would like some other modification made to your B&B System, we will be happy to discuss the cost of your desired changes. EXISTING FILE CONVERSION SERVICE -------------------------------- If you currently have a file of mailing records (from a 'list' vendor, 1-2-3 files, ASCII files, etc.), but do not know how to convert them to the B&B format/structure (see Appendix), B&B will convert this file for you at ten cents per name. Send the file electronically to B&B's electronic Bulletin Board, P.C. Manager, or send on an IBM 5 1/4" 360K floppy disk/or 3-1/2" 1.4m disk to B&B Systems. The approximate time required is 2 weeks. YELLOW PAGES NAMES/ADDRESSES by ZIP CODE or SIC Code ---------------------------------------------------- B&B Systems can provide you with Company Name - Address - City - State - Zip - SIC Code data from the Yellow Pages for any ZIP CODE or STATE or SIC (Standard Industrial Code) that you supply to us. The costs vary, depending on the quantity desired. Leave a message on B&B's Bulletin Board, PC MANAGER, requesting a quote for desired zip codes and types of businesses. After a deposit, the completed file can then be mailed to you on a floppy, or made available to you on the Bulletin Board. LABELING Machines ----------------- Machines are available to affix self adhesive labels onto your mailing pieces. Some manufacturers:Novatec of Gladwyne, PA; Master Addresser of Minneapolis, MN. B&B DOALL User's Guide 21 TROUBLESHOOTING --------------- Before calling for technical support, many problems can be resolved by: 1. Ensuring that you have all of the files listed in this documentation. 2. Checking your config.sys file for the proper Buffers and Files statements. Q. WHEN I EDIT MY PRINT CODES FILE, I WANT TO DIRECT MY PRINTED OUTPUT TO A QUEUE or SERVER NAME, HOW DO I DO IT? A. In the field that defines the printer port, use: \S=<servername> or \Q=<queue> with no quotation marks around the queue or server name. B&B DOALL User's Guide 22 HELP. I'M STUCK ---------------- ANY PROGRAM CAN CORRUPT FILES - HOW TO AVOID IT ----------------------------------------------- If you are running a system and you get into a situation that you'd like to exit from, some applications allow you to enter the <ESC> key. In other systems. you may need to wait for the process to end. If your system allows the use of the ESC key, and B&B does, use it, the ESC key will not alter or change the files. BUT, Be patient. Depending on what the system was doing, it may take 1 second or 1 minute. BUT PLEASE, IN ALMOST ALL CASES, AVOID RE-BOOTING (cold or warm boots). If you re-boot your computer BEFORE your system finishes the process it is currently working on, you could corrupt your file(s). The computer may have been READING data, but does not now know where to WRITE it. THIS IS ONE OF THE MAJOR CAUSES OF CORRUPTED FILES. This is another good reason for frequent back-ups. If you are not sure if your file has become corrupted, print a report that lists the entire file. If any of the data appears missing or switched, your file is probably corrupted. If binary, or strange looking characters appear, your file is corrupted. If you're not sure, first make a new index file by erasing the .CDX file (a new .CDX file will be created, with a sort definition for EACH field in the data file). Re-run your report, and if that does not fix the 'order' of your data, AND IF YOU ARE NOT IN A NETWORK, run the DOS CHKDSK program with the '/f' (fix lost clusters option), C:DOS>CHKDSK C:/f. If corruption did occur, DOS will write the corrupted data in separate files called FILE0001.CHK, 0002, etc. Since this data has now been separated from your .dbf or other files, you should copy your .dbf files from your backup. If your B&B System does not boot properly, you may need to copy your system files from back-up also. HINT: CHKDSK is a good command to insert in your autoexec.bat file, so that your hard drive is checked every time you turn your computer on. This takes 10 to 20 seconds longer to boot, but it will avoid the continued corruption of a fragmented disk. You cannot run CHKDSK after you load LAN software to MAP the drive as a network drive, or on some networks, including Novell. FILES ===== FOXPRO.ESO, .ESL, and FOXR are the FoxPro2 runtime files B&B DOALL User's Guide 23 (FOXPROX.ESL is available for higher performance machines (386 or above) with Expanded Memory, giving greater performance. Need to get Expanded versions of other .FXP files too on B&B's BBS). DOALL.FXP, P.FXP and PDRIVER.FXP are your B&B DOALL System files. P_CODES.DBF, .CDX are the files containing printer control codes <DataBaseName>.CDX is the file containing all of your sorting information. And, starting with version 1.5, if you define a new sort, it will not have to be re-created each time you want to use it. All custom sorts added to Flexi-Sort are maintained continuously when you add and delete records. CONFIG.FP is FoxPro's configuration file. If you have a Foxpro manual, refer to it for customization features. CUSTOM.PRG - Sample file that is executed whenever DOALL is started. You can use Xbase code to write any startup program you'd like, then compile it with FoxPro to make an .FXP file. PRODUCT.DBF - Sample data base file that can be filled with product information for instant access. It is called by using <CTRL-F2> as defined in the coding in custom.prg. HELPFILE.DBF - Sample help file customizable by user. .CDX files - Index or Sort file created by DOALL. Initially, there is one index for each field in the data file. Newly defined sorts are added to this file. .LBX/.LBT - sample Label format files. ZIP.DBF - sample zip file accessed as a lookup file <F2> when in the zip code field. STATE.DBF - see zip.dbf Environmental Variables: SET ASCEDESC=ASCENDING or DESCENDING, Depending on default index order desired. SAMPLES of filenames (for a data file called SAMPLE.DBF): -------------------------------------------------------- SAMPSORT.MEM - Flexi-Sort definitions SAMPSELE.MEM - Flexi-Select definitions. SAMPRPT.MEM - Flexi-Report definitions. SAMPSPC.MEM - Field used for Duplicate checking. B&B DOALL User's Guide 24 -------- UPGRADES -------- The most recent versions of B&B Systems programs are always available on Compuserve (GO IBMAPP), EXECPC, or B&B's own Bulletin Board, PC MANAGER, (414) 548-9034. [up to 2400 baud, Settings:8/N/1, 8 data bits, No Parity,1 Stop bit]. Our Electronic Bulletin Board supplies registered owners with the latest versions of unrestricted B&B Systems without waiting for mailed copies. Always Search for files starting with 'BB'. B&B DOALL User's Guide 25 -------------------- ORDERING INFORMATION -------------------- If ordering by check, please allow at least 2 weeks. 5-1/4" floppy disks are sent unless you specify different media. If you prefer, B&B Systems can supply your program via modem if you register on our bulletin board which has two advantages: 1. upgrades of new unlimited versions become available immediately. 2. If paying by Visa/Master Charge, you can get your system faster, as soon as 1/2 hour. You can order by calling B&B Systems direct (414-544-5988), or call our Bulletin Board, P.C. Manager (414-548-9034) and <A>CCESS the ORDER system from the Main Menu. You will be asked for shipping information, and your credit card data. After your card is verified, you will be authorized to access the unlimited versions and you can call back to download your system. If you order by mail, and plan to download electronically, you will be registered under the first and last name and password you supply on this form. It is recommended that you change your password after accessing B&B System's bulletin board the first time. If you ordered from a dealer and want to be eligible for upgrades, sign on to P.C. Manager, and leave a message that you would like a security level allowing upgrade downloads, and which dealer you purchased your system from. Once the purchase has been validated, your security level will be upgraded. We try to keep our software costs low. We cannot afford to train users about computers unless they apply for annual technical support via telephone. Most questions we have received can be answered by reviewing this documentation file. Technical questions uploaded through the bulletin board are answered at no charge. If you plan on installing B&B systems on MORE than one machine, order additional copies on your INITIAL order because the multiple copy discount is per order. You can move a registered system to a new machine, but making copies is not only illegal, but more importantly, unethical. Order the NETWORK version if you intend to INSTALL your B&B system on ONE single Network file server, allowing the SAME data to be shared on an unlimited # of workstations. A SITE LICENSE allows unlimited use of NETWORK or B&B DOALL User's Guide 26 STAND-ALONE versions at one location. A CORPORATE LICENSE allows the same unlimited use, but at multiple locations. OTHER SERVICES: (billable by project or by hour) CREATE NEW or MODIFY EXISTING B&B SYSTEMS add/edit screens, rpts. REMOTE LASER LETTER/REPORT PRINTING programs OPERATE WARRANTY/SALES LEAD CARD FULFILLMENT programs FILE CONVERSION/CORRUPTION (upload to BBS, download Fixed file) B&B DOALL User's Guide 27 ------------------- O R D E R F O R M ------------------- B & B S Y S T E M S 627 Madison P.O. Box 171 Waukesha, Wisconsin 53187 Order/Technical Support: 414-544-5988 BBS: 414-548-9034 DESCRIPTION QUANTITY EACH TOTAL ------------------------------------------------------------- B&B DOALL System License _____ 250.00 _______ SITE LIC_____ 500.00 _______ CORP LIC_____ 1200.00 _______ ONE YEAR's UNLIMITED Technical Support Phone service (Annual $ amount same as software cost above) $_______ FILE CONVERSION SERVICE (# records)=_____ x $.10 $_______ Customization Service (screens, etc. - call) $_______ Shipping and Handling: ___ Sign me up on BBS for immediate downloading - $0 Password desired ____________ ___ US Postal Service - $0 ___ Express Mail $12 $_______ WI 5% Sales Tax $_______ Format:___ 5-1/4" ___ 3-1/2" Total: $_______ Visa/MC Card Number: _____________________ Exp Date:________ Signature: __________________________________________________ Name: _____________________________________________________ Street Address: _____________________________________________ (if PO Box, add street address) City: ______________________ State: _____ Zip: __________ Bus. Phone: ( ) __________________________ Current Version # _______________ Date:_________________ B&B DOALL User's Guide 28 WARRANTY -------- DISCLAIMER OF WARRANTY AND LIMITED WARRANTY The Software and accompanying written materials (including instructions for use) are provided 'As Is' without warranty of any kind. Further, B&B Systems does not warrant, guarantee, or make any representations regarding the use, or the results of the use, of the Software or written materials in terms of correctness, accuracy, reliability, currentness, or otherwise. The entire risk as to the results and performance of the Software is assumed by you. If the Software or written materials are defective, you, and not B&B Systems or its dealers, distributors, agents, or employees, assume the entire cost of all necessary servicing, repair, or correction. B&B Systems warrants to the original LICENSEE that 1) the disks on which the SOFTWARE is recorded is free from defects in materials and workmanship under normal use and service for a period of ninety (90) days from the date of delivery as evidenced by a copy of the receipt. Further, B&B Systems hereby limits the duration of any implied warranty(ies) on the disk to the respective period stated above. Some states do not allow limitations on duration of an implied warranty, so the above limitation may not apply to you. B&B Systems' entire liability and your exclusive remedy as to the disk(s) shall be, at B&B Systems ' option, either a) return of the purchase price or b) replacement of the disk(s) that does not meet B&B Systems' Limited Warranty and which is returned to B&B Systems with a copy of the receipt. If failure of the disk(s) has resulted from accident, abuse, or misapplication, B&B Systems shall have no responsibility to replace the disk(s), or refund the purchase price. Any replacement disk(s) will be warranted for the remainder of the original warranty period, or thirty (30) days, whichever is longer. THE ABOVE ARE THE ONLY WARRANTIES OF ANY KIND, EITHER EXPRESSED OR IMPLIED, INCLUDING BUT NOT LIMITED TO THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, THAT ARE MADE BY B&B Systems ON THIS B&B Systems PRODUCT. NO WRITTEN OR ORAL INFORMATION OR ADVICE GIVEN BY B&B Systems, ITS DEALERS, DISTRIBUTORS, AGENTS, OR EMPLOYEES SHALL CREATE A WARRANTY OR IN ANY WAY INCREASE THE SCOPE OF THIS WARRANTY, AND YOU MAY NOT RELY ON ANY SUCH INFORMATION OR ADVICE. THIS WARRANTY GIVES YOU SPECIFIC LEGAL RIGHTS. YOU MAY HAVE OTHER RIGHTS, WHICH VARY FROM STATE TO STATE. B&B DOALL User's Guide 29 NEITHER B&B Systems NOR ANYONE ELSE WHO HAS BEEN INVOLVED IN THE CREATION, PRODUCTION, OR DELIVERY OF THIS PRODUCT SHALL BE LIABLE FOR ANY DIRECT, INDIRECT, CONSEQUENTIAL OR INCIDENTAL DAMAGES (INCLUDING DAMAGES FOR LOSS OF BUSINESS PROFITS, BUSINESS INTERRUPTION, LOSS OF BUSINESS INFORMATION, AND THE LIKE) ARISING OUT OF THE USE OF OR INABILITY TO USE SUCH PRODUCT EVEN IF B&B Systems HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. BECAUSE SOME STATES DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY FOR CONSEQUENTIAL OR INCIDENTAL DAMAGES , THE ABOVE LIMITATION MAY NOT APPLY TO YOU. The SOFTWARE and documentation is provided with RESTRICTED RIGHTS. Use, duplication, or disclosure is subject to restrictions as set forth in subdivision (b)(3)(ii) of the Rights in Technical Data and Computer Software clause at 252.227-7013. Contractor/Manufacturer is B&B Systems, P.O.Box 171, Waukesha, Wisconsin 53187. Should you have any questions about this Agreement please write to the address above. B&B DOALL User's Guide 30 INDEX .FXP 4, 7, 10, 23 ADD 5, 10 ASCII 7, 9, 14-17, 19, 20 BACKUP 3, 6, 19, 22 CUSTOMIZATION 10, 23, 27 DELETE 5, 13, 16-18, 23 DUPLICATE 8, 13, 23 FILE STRUCTURE 18 FLEXI-REPORT 23 FLEXI-SELECT 2, 5, 6, 10, 15, 17, 23 FLEXI-SORT 2, 5, 14, 18, 23 IMPORT/EXPORT 2, 8, 14, 16 INSTALLATION 3 LABELS 2, 4, 5, 10-12, 19, 20 LOOKUP 2, 6-9, 14, 23 MAINTENANCE 7, 10, 17, 18 NETWORK 2, 4, 17, 19, 20, 22, 25 PRINTER CONTROL 18, 23 REPORTS 2, 4, 5, 11 WARRANTY 26, 28