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T H E P R O F E S S I O N A L P H O T O C A T A L O G S Y S T E M Registration Form for Program Version 2.50 Name____________________________________________________________________ Title___________________________________________________________________ Company_________________________________________________________________ Address_________________________________________________________________ State__________________ Zip____________________________ Phone__________________________________________________ Quantity Extension Registration per Computer (1 to 10): $45.00 x __________ __________ (11 to 20): $40.00 x __________ __________ (21 & up ): $35.00 x __________ __________ Diskette copy of Registered Version: $10.00 x __________ __________ Diskette Size: 3.5 in_____ 5.25 in_____ Total __________ (Only one diskette per registration.) Make checks or Money Order Payable to Bill Tucker Please Describe your Computer System: Computer Type & Manuf.:___________________________ Memory:______________ Number & Size of Drives: Floppy:__________________ Hard: _______________ Printer:________________________ Monitor:_______________________________ Comments & Suggestions:_________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ Mail Registration to: Bill Tucker 26058 Blossom Lane Grosse Ile, MI 48138 Allow 4 weeks to receive registration and diskettes. Thank you for your registering your copy! THE PROFESSIONAL PHOTO CATALOG SYSTEM USERS MANUAL The Personal Computer Program to Help Photographers Manage their Photo Library Version 2.50 01/10/93 COPYRIGHT (C) 1985, 1993 by Bill Tucker 26058 Blossom Lane Grosse Ile, MI 48138 (313) 676-1327 THE Professional Photo Catalog System USERS MANUAL TABLE OF CONTENTS 1.0 Getting Started..............................................1-1 1.1 Introduction.............................................1-1 1.2 Using this Manual........................................1-2 1.3 The Shareware Concept....................................1-2 1.4 Registration, Disclaimer, Agreement, and Limitations........................................1-3 1.5 Basic Installation.......................................1-4 1.5.1 Initial Program Installation........................1-4 1.5.2 Update to New Program Revision......................1-5 1.6 Program Start up.........................................1-6 1.7 Setting Up Advanced Program Features.....................1-6 1.8 Using the On Line Help...................................1-6 1.9 Printing this Manual.....................................1-7 2.0 Managing Your Photo Library with PPCS........................2-1 (An overview of how to make this program work for you!) 3.0 Tutorial and Demonstration Files.............................3-1 4.0 How To Use the Roll and Picture System.......................4-1 4.1 Roll & picture data basics................................4-1 4.2 Printing & using a data entry form........................4-3 4.3 Entering roll & picture data..............................4-4 4.4 Revising roll & picture data..............................4-8 4.5 Using the quality factor..................................4-11 4.6 Browse roll & picture subjects............................4-12 4.7 Printing catalogs & index.................................4-12 4.8 Printing labels...........................................4-14 4.9 Using the search routine..................................4-16 5.0 How to Use the Out of File and Permanent Disposition Lists...5-1 5.1 OOF and PDL basics........................................5-1 5.2 Adding items to the OOF and PDL files.....................5-2 5.3 Revising items in the OOF and PDL files...................5-3 5.4 Printing reports from the OOF and PDL files...............5-5 5.5 Transfer items between the OOF and PDL files..............5-6 6.0 Utility Routines for File Maintenance........................6-1 6.1 Making a Backup..........................................6-1 6.2 Restoring Data from a Backup.............................6-2 6.3 Indexing Files...........................................6-3 7.0 Program Control - Constants Revision Menu....................7-1 8.0 Problem Prevention & Solutions...............................8-1 Appendix A. Computer System Hardware Requirements...............A-1 B. Menu Cross Reference to Documentation and On Line Help.........................................B-1 C Keyboard Functions, Menu Headers, & Colors..........C-1 D. Technical Support and Suggestions...................D-1 E. Files and Directories...............................E-1 F. Credit where Credit is Due..........................F-1 G. Summary of Program Revisions........................G-1 Professional Photo Catalog System - User's Manual Page 1-1 1.0 Getting Started 1.1 Introduction The Professional Photo Catalog System, or PPCS for short, is a personal computer based management system that allows the professional and advanced amateur photographer to catalog and index photographs for easy access. The system allows you to maintain better records on photographic techniques, lenses used, filters, and camera settings and thus improve skills and photograph quality. Little computer experience is needed to use the system. Key features include the following: + Prints a form for easy recording of picture data in the field + Provides a place, (or fields), to record subjects, film type, exposure data, lenses and filters used + Prints listings of rolls, pictures, and a subject index + Prints labels for each picture and roll that can be attached to the picture or slide or used as labels in an album. Labels include picture number, and subject. + Provides for assigning a quality code to each picture and then uses the code to screen listings + Allows one to find a picture by searching the listings for a key word or phrase + Automatically numbers rolls and pictures + Tracks images that are loaned or permanently disposed of + Flexible program format with many options allows changes in format based on organizational needs + A tutorial with demonstration files that can be swapped with real files to allow experimentation ++++ Most important PPCS can help you efficiently and quickly manage your photo library. Professional Photo Catalog System - User's Manual Page 1-2 A brief word about conventions. Words or letters in quotes when entered should be entered without the quotes unless specifically stated otherwise. The same goes for the greater than and less than signs, (<>), that are used to indicate a menu option. 1.2 Using this Manual This manual is intended to provide a description of how to initially setup and use PPCS as well as an easy to use reference on specific features and functions. Read section 2.0 as it describes the management framework in which PPCS is to be used. This is just as important as learning how to use the computer program and will have a strong bearing on the successful implementation of the system. Section 1.0 describes how to setup the program, and should be read as the program is installed for the first time. This section also provides information on installing a program update in subsection 1.5.2. Section 3.0 includes a brief tutorial using demonstration files that will provide a look at PPCS reports and provide hands on experience using PPCS. Sections 4.0 and 5.0 provides a detailed description of the main program functions. Skim these sections to learn where to find the details. Section 6.0, 7.0, 8.0, and the Appendices provide material for future reference as PPCS is used. 1.3 The Shareware Concept Shareware distribution gives users a chance to try software before buying it. If you try a Shareware program and continue using it, you are expected to register. Individual programs differ on details. With registration, you get the simple right to continue using the software. Copyright laws apply to both Shareware and commercial software, and the copyright holder retains all rights, with a few specific exceptions as stated below. Shareware authors are accomplished programmers, just like commercial authors, and the programs are of comparable quality. (In both cases, there are good programs and bad ones!) The main difference is in the method of distribution. The author specifically grants the right to copy and distribute the software, either to all and sundry or to a specific group. Shareware is a distribution method, not a type of software. You should find software that suits your needs and pocketbook, whether it's commercial or Shareware. The Shareware system makes fitting your needs easier, because you can try before you buy. Because the overhead is low, prices are low also. Shareware has the ultimate money back guarantee that is if you don't use the product, you don't pay for it. Professional Photo Catalog System - User's Manual Page 1-3 1.4 Registration, Disclaimer, Agreement, and Limitations The registration form may be printed from the shareware screen displayed on program start up by entering a "Y". Please print and complete the registration form. A copy is also provided at the front of this Users Manual. When I receive your registration and the applicable fee I will send instructions for disabling the shareware screen. Users of the Professional Photo Catalog System must accept this disclaimer of warranty: "The Professional Photo Catalog System is supplied as is. The author disclaims all warranties, expressed or implied, including, without limitation, the warranties of merchantability and of fitness for any purpose. The author assumes no liability for damages, direct or consequential, which may result from the use of the Professional Photo Catalog System." The Professional Photo Catalog System is a "shareware program" and is provided at no charge to the user for evaluation. Feel free to share it with your friends, but do not give it away altered or as part of another system. Such shared copies must be in the compressed self extracting file that includes all the unaltered files that it contains. The concept of "user-supported" software is to provide personal computer users with quality software without high prices, and yet to provide an incentive for programmers to continue to develop new products. If you find this program useful and find that you are using the Professional Photo Catalog System and continue to use the Professional Photo Catalog System after a reasonable trial period, you must make the registration payment. The registration fee will license one copy for use on any one computer at any one time. Treat this software just like a book. This software may be used by any number of people and may be freely moved from one computer location to another, so long as there is no possibility of it being used at one location while it's being used at another. Just as a book cannot be read by two different persons at the same time. Users of the Professional Photo Catalog System must register and pay for their copies of the Professional Photo Catalog System within 30 days. Evaluation copies of the Professional Photo Catalog System may be distributed provided the cost is $10.00 or less and the program is distributed in an unmodified form as described above. This is not to be construed as representing the registration fee which must still be paid as described above. You are encouraged to pass a copy of the Action Management System along to your friends for evaluation. Please encourage them to register their copy if they find that they can use it. All registered users will receive a copy of the latest version of the the Professional Photo Catalog System system. Professional Photo Catalog System - User's Manual Page 1-4 1.5 Basic Installation This section covers both initial program installation and installation of an updated program revision. If you have already installed PPCS and are installing an updated revision skip to section 1.5.2. 1.5.1 Initial Program Installation Before proceeding you may want to check the basic system hardware and software requirements for PPCS which are described in Appendix A. Make a backup copy of your PPCS files. Consult your DOS User's Guide and Reference for detailed procedures. PPCS is provided in a self extracting file of the format PPCxxx.EXE where xxx is the Version number. If PPCS was down loaded from a computer bulletin board it may also be compressed and placed in a .ZIP .ARC or similar file. Place the compressed file in a convenient directory on your hard disk drive other than the root directory. Decompress the down loaded file using appropriate procedures for your system. If you are installing PPCS from a distribution diskette it is installed as follows: Place the installation diskette in an available drive which will usually be either "A" or "B". Select the drive in which the diskette is placed by entering: "A:" and press the enter key. (On some machines the "Enter" key may also be labeled "Return".) Then copy the compressed self extracting file into a convenient directory of your choosing on the hard disk which will be designated as \ZZZ: A:\COPY PPCxxx.EXE C:\ZZZ Place the PPCxxx.EXE self extracting file in a directory by itself, but not in one named PPCS as that is where the operational program files will be installed. Alternately the compressed file may be placed on a 3.5 in. 1440 Kb or 5.25 in. 1200 Kb diskette. Using a diskette to install the program has the advantage of providing a backup copy of the program files for safe keeping. If using a hard disk directory set the current directory to the directory in which it resides: C:\CD\ZZZ Extract the files by typing the file name (the xxx should be replaced with the file Version number) and pressing "Enter": C:\PPCxxx "Enter" Professional Photo Catalog System - User's Manual Page 1-5 The decompressed files will be placed in the current directory after the extraction is complete. (Do not try to run PPCS from this directory.) To install PPCS type "INSTALL" followed by a space and the letter of the drive on which the program is to be installed. As this will usually be "C" drive it will be so assumed for the rest of this discussion and the entry should look like this: C:\INSTALL C "Enter" This command will automatically install the program on drive "C" in directory "C:\PPCS" and a small batch start up file "PPCS.BAT" will be placed in the root directory "C:\". When the file installation is complete PPCS will initiate a start up sequence that consists of seven screens that provided details for basic program configuration. Follow the instructions on the screen. At the last screen save the configuration entered as instructed. A shareware and registration screen will then be displayed. Print a copy ot the Registration form by pressing "Y". Then press any other key to display the title and password screen. If a password was selected you must enter it exactly and press "Enter". If no password was entered just press enter and the program Main Menu will be displayed. This will install the program files and demonstration files in the \PPCS directory. Print the PPCS USER'S MANUAL now as described in section 1.9 below. Advanced program setup may be completed as described in section 1.7 below. This completes program installation. 1.5.2 Update to New Program Revision (Note: PPCS version 2.00 and before can not be updated using this procedure. If you have one of these versions contact me to obtain special update instructions.) This procedure assumes that PPCS is already installed on your system is directory \PPCS. Place the compressed file in a directory other then the \PPCS directory and extract the PPCS program files from the compressed file. (If you are unsure on how to do this see section 1.5.1 above.) To update PPCS type "UPDATE" followed by a space and the Professional Photo Catalog System - User's Manual Page 1-6 letter of the drive on which the program is to be installed. Then press the "Enter" key. Assuming PPCS will be installed on the "C" drive the entry should look like this: C:\UPDATE C "Enter" This program will copy the new files into the \PPCS directory over the old program files but will not heart any data entered under a previous version of PPCS. Then start the program as normal and the appropriate changes will be incorporated automatically upon the first program start up. A brief review of the version changes is included in the file PPCS.REV. This file should bring you up to date with the new changes in this version of PPCS. This completes program update. 1.6 Program Start up Start PPCS by entering "PPCS" and pressing the enter key: C:\PPCS "Enter" This will start the Professional Photo Catalog System Program. If the program has not been registered a shareware and registration screen will appear. Press any key other then "Y" to proceed. A title, copyright, and password screen will be displayed and a password will be requested if one has been entered. If no password has been entered just press "Enter", and the Main Menu will be displayed. If a password is installed it will be necessary to enter the password before pressing "Enter". The password must be entered exactly using capital letters and small letters. These letters will not be displayed as they are entered for security. 1.7 Setting Up Advanced Program Features This section provides a brief description of how to setup some of the more advanced features of the Professional Photo Catalog System. It is assumed that the program has been setup using the start up sequence. The advanced system configuration is performed from the "Constants Revision Menu" which is described in detail in section 7.0. and which is activated by selecting Option "C" from the Main Menu. It is suggested that one page through the Constants Revision Menu pages and review section 7.0 at the same time. This will allow setup of each feature. 1.8 Using the On Line Help The on line help facility contains specific information that is intended to be of help when using the Professional Photo Catalog System. Professional Photo Catalog System - User's Manual Page 1-7 The help facility is available from the Main Menu, Secondary Menu, both Report Menus and the Search Menu by pressing the "H" key. This will display the Help Menu. Select the topic that best suits the information you are seeking, and the first page of the selected help module will be displayed. The help information associated with each subject is displayed by pages. To skip to the next page just press the enter key or any other key except a number key. When the last page has been displayed the program will return to the Help Menu. To skip forward or back to another page enter the desired page number and the program will display that page. Entering a "0" or skipping past the last page will also cause the program to return to the Help Menu. Return to the previous menu from which the Help Menu was called by selecting "0" from the Help Menu. The options listed to the right of the Help Menu subjects refer to the respective menu options. This should help to identify the appropriate help module quickly. 1.9 Printing this Manual The User's Manual is included in a file called PPCS.DOC. It can be printed using the batch file PPCPRINT.BAT. This batch file uses the DOS PRINT command. Set the directory to the directory in which PPCS.DOC resides. Then enter the command to print the manual as follows: C:\PPCPRINT For more information on the print command refer to your DOS User's Guide and Reference Manual. Professional Photo Catalog System - User's Manual Page 2-1 2.0 Managing Your Photo Library with PPCS (An overview of how to make this program work for you!) The Professional Photo Catalog System is intended to provide an integrated management system to easily keep track of the items in your photo library. It is intended to provide an easy to use tool for people who want to organize their photo library but don't have a lot of time to fool with their computer. It is intended to be used by engineers, researchers, writers, teachers, artists, advertising agents, journalists, as well as professional and amateur photographers. This section provides an overview of how to use PPCS most efficiently, but really get a feel for PPCS do the tutorial in section 3.0 that follows. PPCS provides many features and will allow you to configure the system several ways to meet your needs. Use only those feature that will make organizing your photo library easier. It is not necessary to use all the features. Also PPCS will allow you to rely heavily on your personal computer or will let you use several convenient printed reports. Briefly PPCS is intended to be used as follows: 1. COLLECTING PHOTO DATA IN THE FIELD: PPCS can print out blank data sheets that can be used to easily collect data in the field as you shoot pictures. It obviously takes some discipline to do this when you would rather be taking pictures! These sheets can be folded to make them easy to use and they provide invaluable information when you later sit down to review your materials after they are developed. This really takes discipline but will pay dividends later. 2. ENTERING DATA AND LABELING PHOTO MATERIALS: With your negatives, prints, or slides in hand enter the data collected in the computer. The data entry screens have been laid out to make this easy. Again don't put it off! Use the data sheets to help with this process. Also label the various materials as you go along. PPCS will allow you to assign a number to each negative, print, or slide. PPCS will also print several types of labels based on the information input to the computer to help label the various items. If you prefer, an other method of marking these items may be used. 3. PRINTED REPORTS: PPCS prints several reports that allow you to forget about your computer if you choose. These include reports listing roll and picture data by roll number, and in index listing that is provides in alphabetical listing of up to four index descriptions per roll to identify rolls dealing with a particular index item. These listings can be printed out periodically, punched and kept in a three ring binder for easy reference. 4. USING THE COMPUTER TO FIND THINGS: The computer provides a browse function to browse through roll and picture listings. It also provides a search feature that allows you to search through all the roll listings or roll and picture listings and either view or print a special report of all rolls or pictures Professional Photo Catalog System - User's Manual Page 2-2 as selected with words or phrases you select in the description or index. 5. WHO HAS THAT NEGATIVE, OR PRINT.....: Ever wonder who has items that you can't find? PPCS has two files that allow you to keep track of items that you have out of your immediate control. These lists are the "Out of File List" and the "Permanent Disposition List". These are intended to allow you to identify specific item given to the photo lab, a friend, on consignment, sold, published. You can identify the items, who has them, when you expect them back, or other information. Several reports provide a handy list of where each item is, who has what items, or print a delivery memo listing all items handed out as a group. The Professional Photo Catalog System is menu driven and very easy to use with extensive notes to assist new users. There are several menus that are mapped out below: MAIN MENU | --------------------------------------------------------- | | | | | | | Constants Search Help Out of File Secondary Report File Revision Menu Menu / Menu & Data Menu Permanent Label Option s Disposition Printing Menu Options Basic data entry and revisions are performed from the Main Menu. The demonstration files can be placed in service from the Main Menu. The Help Menu is available from the Secondary Menu, Search Menu, and the Out of File / Permanent Disposition Menus. The use and structure of the help information is covered in more detail in Help Menu Option "A". A word of CAUTION, be sure to return to DOS from the Professional Photo Catalog System before shutting the computer power off. This is accomplished from the Main Menu by using Option "0". IF THIS IS NOT DONE DATA MAY BE LOST!!!! A few program options can make significant data changes or overwrite entire files. In these situations extensive caution notes are provided. Also most must be confirmed by entering a response such as "Y" in reply to a question. Although in most situations the program will respond to either upper or lower case input in these cases only upper case will be accepted. SUMMARY: PPCS is structured for ease of use. Start using a few of the options and get to feel at home with them. Then move on and used more advanced options. One of the keys to using PPCS successfully is being disciplined to record data when pictures are taken and to enter the data in the computer. Don't feel guilty about not filling in all the data blocks. Fill in just what you will need, don't waste time with the rest. PPCS is quite flexible Professional Photo Catalog System - User's Manual Page 2-3 and can be configured and used in many ways. Program options are menu driven and easy to use so a lot of help should not be necessary. Please continue with the tutorial in section 3.0. Good Luck! Professional Photo Catalog System - User's Manual Page 3-1 3.0 Tutorial and Demonstration Files This tutorial is intended to provide a brief overview of PPCS and familiarize you with many of the features. Experimentation is encouraged after completing the tutorial and before starting to load real data. Even after completing the tutorial, swop to the Demonstration Files to experiment before trying an unfamiliar procedure on your data. This tutorial is listed in steps. Check off the steps to help keep your place. - Start PPCS as described in section 1.6 so the Main Menu is displayed. Review the Main Menu Options displayed. - Place the demonstration files in service by selecting Option "D". (The Option should say "Swop to Demo Files", if the option reads "Swop to Normal Files" the Demo Files are already in service and this step may be skipped.) When the explanation appears respond with a capitol "Y" to make the demonstration files active. If you have data in the normal files it will be saved and restored when you swop back to normal files. - Now the Main Menu is displayed on the monitor. Take a good look at the Main Menu! This is the heart of the system. The more complex routines provide explanations, routines that can damage data provide warnings, and require confirmations. (Don't confuse the small letter "l" and the number "1" or the letter "o" and the number "0" as you will get an error message or not be able to proceed if the wrong one is selected. The menus always use the number "0" (zero), never the letter "o".) Browsing through the Demonstration Data: - To browse through the demonstration files, press the "B" key. When asked for the roll number, type "92" and press the "Enter" or "Return" key. This will let you look at the 1992 data from the beginning. - Data is recorded in two files: one for rolls and one for pictures. This data is displayed in magenta and yellow respectively if you have a color monitor. If roll data is included, picture data may or may not be included as you desire. Rolls are given numbers like 92.0001. The 92 stands for the year 1992, and the 0001 is a sequential number given to the first roll taken in the year. The next would be 92.0002 and so on. Each picture is given a number tied to the roll like 92.0001.01 for the first picture in roll 92.0001. Not all available data is displayed as will be seen later. The subject and quality are included. The quality is a grade between 0 and 10 to indicate how good the picture is. At the bottom of the screen is an option list. Select Option "N", to continue browsing forward and the data for roll 92.0002 will be displayed. - Now type "0" (zero) to return to the Main Menu. Professional Photo Catalog System - User's Manual Page 3-2 Obtaining Printed Listings: - To see what the printed product looks like load the printer with 8 1/2 by 11 inch paper. - Select option "2". When the range of rolls to be printed is shown select option "P" to print the entire list. Press "Enter" to print the list. The printer will print a page. Look at the roll summary which provides a listing of rolls including various data. The index items will be used later to provide an index listing by subject. - Select option "4" to get a full listing of rolls and picture data. When the range of rolls to be printed is shown option "1" is selected to print the entire list. Press "Enter" to print the list. There is more data than seen on the browse routine. If you do not need the lens, filter, f, speed, and bias data, a short picture data format can be used which does not include these items, and takes up less space on the disk. - Select option "5" to obtain an index listing. This index provides an alphabetical listing of the index items to roll number for easy reference. Entering photo data: - How does the data get into the computer? To start, obtain a data form by selecting option "1". When asked how many forms to print "1" is already selected so just press "Enter". - This form can be folded in quarters for easy handling in the field. There is no need to fill in all the blanks for all pictures; just the first picture's data, then when you change the speed, or f stop or subject enter just the new data item for the first picture on which it was changed. This will fit the data entry scheme and minimize data entry effort! The next roll number will be printed on the form. - Now enter some data. Look at the "Next Roll #:" item on the menu just under the heading; it will be seen again! Select option "A", and when a roll number is requested just press the "Enter" key. - On the screen appears a blank data entry form for roll data with the next roll number in sequence and today's date assigned. You can change the date if desired. Enter some data using the "Enter" key to skip between blocks. Use the left pointing arrow key to skip back. When the last block is reached, select option "I" to allow entry of picture data. When the first picture number is requested, enter "2" and press the "Enter" key as we will assume that the first negative on the roll that we are going to list is negative number 2. The idea here is to match up the negative number on the border of the film so that it matches the picture number. This will make matching of negatives and prints easy later. Professional Photo Catalog System - User's Manual Page 3-3 - Now a blank picture data entry form appears on the screen. Enter some data in these blocks just to see what it will look like. The word "Slide Subject" and bar over the first part of the Subject block show the portion of the Subject that will be printed on slide labels. More on this later. When the last block is reached, select "C" to allow another picture to be added. - Another picture data entry form is provided with number 03 and the data from picture 02 has been copied! If only the speed was changed that would be all you would have to enter! Options "A" will provide a blank form where as option "C" will carry the data from one picture to the next. Using option "C" will save time as one only needs to change the items that have changed from one picture to the next. - Now skip to the last block and select option "0" to save the data entered and return to the Main Menu. - You may want to print labels for the pictures. This is is accomplished using options "8" and "9" from the Main Menu. In this case we can print labels on regular printer paper. Normally the labels would have gum on the back and could be peeled off the carrier and attached to the back of the pictures, or used under the pictures in an album. Option "8" or "9" on the Main Menu will also print labels for regular pictures or slides respectively. A label will also be printed for roll negative, or the slide container. Option "T" on the Main Menu will print a test label to check printer alignment and option "E" will eject a blank label. Adjusting the film negative frame number: - Oops! On second examination of the negatives it is discovered that we got an extra picture on the beginning of the roll. The first negative entered should have been 00 and not 2 as it was initially entered. (The allowable range of picture numbers is from "-1" to "99".) Select option "R", and just press enter when a roll number is requested. When the roll data is displayed press "B" to go to the bottom of the file and the last roll that you entered above. - When the roll data appears select option "U". When the offset is requested enter "-2" since the film negative numbers entered were high by 2. This option will renumber the roll by subtracting 2 from each picture number. Using the Quality Filter: - To see how the quality filter works. Select "Q" from the Main Menu and enter "5" for the quality filter, which was "0" (zero). - Now if you ask for a printout, or use browse, the photos with a quality level of less than 5 will not be listed, only those 5 or above. To show how this works select option "R", then enter the new roll number "YY.0001" where "YY" is the last two digits of the current year. If the year is 1992 then the roll number would Professional Photo Catalog System - User's Manual Page 3-4 be "92.0001". - When the roll data appears, select option "I" to look at the pictures. When the number for the first picture is shown, it will be number 4, the first picture in the renumbered roll. Press enter and the picture data will be displayed. Select option "R" (you must use the capital) to revise the data. Skip to the quality block using the enter key and type a "7" for quality. - Now skip to the option block and enter "N" to skip to the second picture. Revise the second picture data to provide a quality of "2" (Oops! bad picture). Enter "0" (zero) in the option block to return to the Main Menu. - Now go to browse using option "B", enter roll "YY.0001" (replace YY with the current year) and what do you see? Only one picture is listed, the one with the quality number above the quality filter level of 5. The other is still there; if you want to be sure, return to the Main Menu with option "0", reset the quality filter with option "Q" to "2" and try browsing again. Using the Out of File & Permanent Disposition Menu: - On the Main Menu select option "F" to go to the Out of File / Permanent Disposition Menu. This menu is the key to controlling two lists that let you keep track of images that are on loan, at the photo lab, or have been sold. The Out of File List is intended to keep track of images that are on short term loan. The Permanent Disposition List is used to track images that have been sold or published. The two lists use the same format and items can be easily switched between them. The List to be used is selected with option "S", the list selected is shown at the top of the menu. Try it then be sure that the Out of File List is selected. - Select option "A" and a data entry form will appear. John Dark of the photo lab is to take roll 92.0002 to make prints. Under Name enter "Dark, John". The Group # is a number that is assigned if desired to keep track of each package of photos delivered to a client and is used as the key to print delivery memos. Now skip to the menu selection and select "G" to assign the next Group # and then enter the roll or picture number. - Enter roll number "92.0002" and put in the comment "Printing proofs." then skip to the menu option and select "0". The program will now check to be sure that the roll or picture number really exists and then will return to the menu. - Several reports are available to keep track of who has what. Print the reports using options "4", "5", "6", and "7". Take a look at each report. They each list the out of file data on a different item. - Now print a Delivery List using option "8". When asked for the Group # enter "100" and take a look at the printed report. This is intended to be a listing of items delivered to a client. Professional Photo Catalog System - User's Manual Page 3-5 - John Dark has returned the negatives so select option "1" and type and enter "Dark". Take a look at the menu. Several options are available to review, revise, and update the data. Select option "D" to delete this record. - Now type "0" (zero) to return to the Main Menu. Using the Search Menu: - Now let's take a look at the search routine by selecting "S" from the Main Menu. Enter "Seine River" as the "Search Item:" and then select option "I" which will search the various fields for the word "Seine River" and display any items where it finds a match. This routine can be used to find items taken on a particular date or dealing with a particular subject and allows you to search either roll or picture data for any range of rolls. Also the quality filter can be used to exclude low quality pictures from the search. - Now type "0" (zero) to return to the Main Menu. File handling procedures: - Take a look at the Secondary Menu by entering "Z" from the Main Menu. This menu allows you to make copies, consolidate files, or shift picture data formats. Go ahead and give the routines a try if you like. The routines will prompt you with a description of what they do and provide specific instructions. This ends the tutorial and demonstration. Although all the features haven't been demonstrated, enough have been used to show you what PPCS is all about. It provides the tools to document camera settings and thus allow you to examine and compare the results of your photo efforts. Finally, the system can also provide a variety of convenient references for keeping track of your photographic library. In short, PPCS can serve as a valuable accessory to your camera! You now have learned the basics. Use option "D" on the Main Menu to restore the working files. The demonstration files will not be changed and can be activated at any time without damaging your real files. You are now ready to enter your data using option "A" from the Main Menu as described above. Sections 4.0 through 7.0 of this manual describe how the various features of the program work in considerable detail although you should have enough knowledge of the system to use it now. The program will help you along with prompts and error messages. Section 4.1 and 5.1 describe the file contents and provides guidance on how to use them. Section 4.0 and 5.0 describe the normal functions of PPCS and section 6.0 describes the file handling and utility routines on the Secondary Menu. Section 7.0 describes how to use the constants revision menu to customize PPCS. Appendix E, F, and G include technical detail if you are Professional Photo Catalog System - User's Manual Page 3-6 interested. Hint: If you have trouble with a particular routine use Appendix D to find the subsections of this manual that describe the particular menu option you areusing. This concludes the tutorial. Not all the features of PPCS have been discussed, but enough to get started have been demonstrated. You can read this User's Manual and experiment with the demonstration files to learn about the other PPCS features. Professional Photo Catalog System - User's Manual Page 4-1 4.0 How To Use the Roll and Picture System 4.1 Roll & picture data basics The primary data used by PPCS is stored in two files or listings. The first stores data related to the roll, and the second stores data related to the pictures. The data in these two files is linked by the roll number. Roll data must be included if picture data is to be entered; however, picture data need not be entered for each roll for which data has been entered. More detail on the technical aspects of the data files is included in Appendix E. Each roll is assigned a roll number by the computer, and each picture a picture number that includes the roll number of the roll with which it is associated. The roll numbers use the following format: YY.XXXX where YY is the last 2 digits of the year number, and XXXX is a sequential number starting with 0001. e.g. 92.0012 would be the 12th roll for the year 1992. Pictures associated with a roll have picture numbers in the following format: YY.XXXX.PP where YY.XXXX is the roll number using the format described above and PP is a sequential number between -1 and 99. The "-1" and "00" allow the first extra pictures on the roll to be listed. For a roll PP would typically start at 01 and proceed sequentially 02, 03, 04, etc. The year number is extracted from the computer date, and the sequential XXXX number is incremented by the computer each time another roll is entered. When the year changes, the computer will change the year number and automatically reset the sequence counter to .0001. The picture numbers, designated as PP above will normally start with 01 and be assigned in sequence; however, they can be adjusted to allow them to match the film negative numbers found on the edge of the film. It is also possible to enter only selected photos. The following describes the roll and picture files and the spaces or fields that each contain. The information to be recorded in each field is also described. The roll data includes the following fields: - Roll #: (7 spaces) the roll number is automatically assigned as described above. - Date: (8 spaces) this is the date the first or last picture was taken at the users discretion. The computer date is entered upon data entry but can be changed. The following format is used: MM/DD/YY. Professional Photo Catalog System - User's Manual Page 4-2 - Film Type: (15 spaces) This includes the type film used and may include identification of manufacturer, type and possibly speed. e.g. Kodak CP 135-36 - Film Speed or ASA Number: (format 9999) The speed is in numerical format and allows entry of any number up to 9999. - Subject: (60 spaces) This is a brief description of the subject on the roll. - Comment: (60 spaces) This may include any comments you desire about the roll. For example, it might include more detail about the subject, camera used, processing, etc. - Index Fields: (4 fields of 25 spaces) These fields are a brief description of the roll contents that will be used to produce a subject index. Care should be taken to enter this data consistently from roll to roll to assure that rolls with related data are listed together. Any of the fields may be left blank. Blank fields will be ignored by the indexing program. The four index fields may be given names which will be displayed with these items. This is done using option "C" from the Main Menu as described in subsection 7.0. (Subsection 4.3 provides examples of how to format index fields.) The picture data can be setup using two different formats. The longer format includes more data fields and takes up more space on the disk. Choosing and changing formats is described in subsection 7.0. Those fields included only in the long picture data format are indicated below with an asterisk (*). The following is a brief description of the picture fields: - Roll #: (7 spaces) The roll number is automatically assigned as described above, and corresponds with the associated roll data. - Picture Sequential #: (2 spaces) This is the sequential picture number that can be number appended to the roll number to uniquely identify the picture. It is intended that these numbers match the numbers on the side of the negative. These may take a range of "-1" to "99". The "-1" and "00" allow one to sequentially number the extra pictures at the beginning of the roll. - Date: (8 spaces) This is the date the picture was taken. The date will be that of the roll or picture last entered. The date may be changed during data entry. The following format is used: MM/DD/YY. - Subject: (60 spaces) This should include a brief description of the subject on the picture. - Lens: * (10 spaces) This field should be used to identify the lens used. e.g. 135 mm, 70-110 mm Professional Photo Catalog System - User's Manual Page 4-3 - Filter: * (9 spaces) This field should be used to identify any filters or special equipment used. It may be necessary to abbreviate the device name. e.g. UV = Ultra Violet Filter, H = Haze Filter, F = Flash - F Stop: * (format 99.9) This field provides for numerical input of the lens aperture or f stop setting. - Speed: * (format 9999) This field provides for numerical input of the speed. Normal camera speeds would be entered to indicate fractions of a second. If times are in seconds, they can be designated with a negative sign. e.g. 1/60 would be entered as "60", 1/500 would be entered as "500", and 2 seconds would be entered as "-2". - Bias: * (format + or -9.9) This field is used to indicate the offset from the calculated setting for exposure in numerical form. - Quality: (any number from 0 to 10) This field is used to indicate picture quality. One can establish any grading system desired; however, the following is proposed: 10 > Only the most outstanding, hang it in the Louvre! 9 > Outstanding quality 8 > Excellent but not prefect 7 > Very good 6 > Good 5 > Good but with imperfections 4 > Fair 3 > Poor 2 > Very Poor 1 > Oops! 0 > Used only on initial entry before grading picture quality The quality limit can be used to screen computer output in both the browse option and when printing lists to eliminate photos of quality number less than the quality screening limit. Also photos of less than the quality screening limit can be eliminated from the file as described in subsection 4.5. - Series: * (format 9999/9999) These two fields can be used to designate how many photos of a given series have been printed or sold relative to the series limit. 4.2 Printing & using a data entry form Print 1 to 99 data entry forms using option "1" on the Main Menu. First enter "1" from the Main Menu, then when requested enter the number of forms desired. The forms will allow entry of picture data required to use PPCS for one roll of up to 46 pictures. If you are using longer rolls, two forms may be used. The form starts with picture number "0" in case you regularly get an extra picture at the beginning of the roll. Professional Photo Catalog System - User's Manual Page 4-4 This form is important as it provides an easy means of recording all the data needed as one shoots photos, which could otherwise not be reconstructed after the fact. The 8 1/2 by 11 inch form can be folded in quarters for easy use in the field. It may be kept in your back pocket, camera bag, or on a small clip board. Not all blanks need to be filled in, but only the ones that change as you use the roll of film. For example, on the first picture fill in all the blanks, then on the second if you photograph the same subject and only change the speed just enter the speed and it will be understood that this is the only item that has changed. The data entry procedure described in subsection 4.3 will show how this format can speed data entry. The data entry form only provides space for the roll date. If photos are shot on different days, you may want to annotate the margin next to the first photo shot on a different date. The new date can then be entered during data entry. The roll number will be assigned on the form. This feature may be turned on or off and the year and next sequential number selected using option "C" from the Main Menu as described in subsection 7.0. 4.3 Entering roll & picture data Roll and picture data are entered with option "A" on the Main Menu which has two modes of operation: - Enter new roll data; picture data may also be entered if desired - Add pictures to a previously entered roll A description of the various fields and the data intended to be placed in them is covered in subsection 4.1 and the basics of using various keys to enter data are covered in Appendix C. The data entry form described in subsection 4.1 should make data entry much easier and its use is strongly encouraged. To enter roll and picture data select option "A" on the Main Menu. Next you will be requested to enter a roll number or press the "Enter" key. If roll and possibly some picture data have already been entered, enter the roll number. This option will be discussed in more detail below. To enter data for a new roll press the "Enter" key and the next roll number will automatically be assigned. Enter the requested roll data. This is general data that applies to all the pictures on the roll. The roll number will be automatically assigned, and the date will be the current computer date which may not be the correct date unless you are quick on the data entry. The words "Slide Subject" and bars on each side indicate the portion of the subject hat will be printed on slide labels. If you use slide labels this portion should be consistent although the rest of the field may be used for other purposes. The entire field will be printed on all reports. Professional Photo Catalog System - User's Manual Page 4-5 Proper use of the index fields is key to the use of one of PPCS's most important features. These fields will be used to produce indexes so it is important that they be entered consistently. Rolls must be given exactly the same index items if they are to be grouped under the same item. Capital and small letters are not considered equivalent. Similarly, careful selection of index items can help to separate and group related rolls. For example, rolls might use index items such as "River, Boat Tour", "River, Bridges", and "River, Barge Pictures". The four index fields may be given names which will be displayed with these items. This is done using option "C" from the Main Menu as described in subsection 7.0. For example one might choose to call them Pri. Subj., Sec. Subj., Client, and leave the last one free. In general it is recommended that a free format be used. Upon completion of entry of data, six options are possible: - Option <0>: Return to Menu This option will save the currently displayed and previously entered data and return to the Main Menu. - Option <A>: Add Roll This will save the roll data that is already entered and present the blank fields to enter another roll. - Option <C>: Add/Copy Roll This option is similar to "A" above but will copy the data from the current roll to the next roll and assign a new number. If the data is similar this function will help minimize data entry as only the changes need be entered. - Option <R>: Revise Once the cursor has been moved to the menu option selection block it can't be moved out with the arrow keys. This will allow the data just entered to be revised by positioning the cursor in the first data entry block. - Option : Add Pictures This option will allow one to add pictures to the roll data already entered. When selected this option will search for pictures that have already been entered. If pictures have already been entered their range will be displayed and one will be asked which picture to start with. Just pressing the "Enter" key will display the first picture. If no pictures have already been entered then enter to enter pictures, then when requested enter picture number you desire to start with or press "Enter" to select "01". (If pictures have already been entered one can't select a picture number that is not already entered to enter a new picture from this point. One must display an already existing picture first. When this is the first picture for the roll the data for the first picture should be entered in the displayed fields. At the bottom to the screen the following items will appear on the picture data menu: Professional Photo Catalog System - User's Manual Page 4-6 - Option <0>: Return to Menu This will save any data entered and return to the Main Menu. - Option : Previous If several pictures have been entered for this roll this option will skip to the previous picture for the roll. - Option <N>: Next If several pictures have been entered for this roll this option will skip to the next picture for the roll. - Option <T>: Top This option will skip to the 1st picture in the roll. - Option : Bottom This option will skip to the last picture in the roll. - Option <A>: Add Picture This option will add a picture to the roll. It will assign the next picture after the one displayed in order. When the blank fields are displayed enter the data. - Option <C>: Add/Copy Picture This option will add a picture to the roll, copying the data from the previous picture. It will assign the next picture after the one displayed in order. When the blank fields are displayed modify the data as necessary. - Option <R>: Revise Once the cursor has been moved to the menu option selection block it can't be moved out with the arrow keys. This will allow the data just entered to be revised by positioning the cursor in the first data entry block. - Option <L>: Roll This option will clear the picture data and menu from the screen and return you to the roll entry menu. - Option <H>: Hunt by Roll # This option will allow you to enter another roll number or enter a blank with the "Enter" key and enter more roll data with a new roll number. - Option : Hunt by Picture # This option will allow you to enter a picture number for the same roll and display that picture. - Option <D>: Delete This option will toggle the flag to delete the displayed picture from the roll. If the option is selected again it will remove the deletion flag. Deletion does not take place until returning to the Main Menu. This completes the picture menu options, returning to the roll options: Professional Photo Catalog System - User's Manual Page 4-7 - Option <D>: Delete Roll & Pictures This option will toggle the delete flag to delete the roll and pictures associated with it upon return to the Main Menu. If the option is selected again it will remove the deletion flag. Usually you will select option "I" to enter picture data, then return to the roll data with option "L" from the picture menu. From the roll menu enter another roll using options "A" or "C", and so on. The "C" options on both the roll and picture menus help speed data entry by copying data from one item to the next. This option is similar to Main Menu Option "R" Revise/Update Rolls and Pictures however this option is the only one that can be used to enter data with a new roll number although both Options may be used to enter picture data. After the photo data has been entered you can print labels from the Main Menu using options "8" or "9". When using option "C" to enter a series of photos, the save and copy mode can be extremely useful. This feature will copy the data from one photo to the next so all that is required is to change the data items that have changed from one picture to the next. If turned off, it will be necessary to enter all data from scratch for each photo. The data form described in subsection 4.1 should be filled out so only the items changed from the last photo are recorded to expedite data entry in this manner. After the photo data has been entered you will be asked if printed labels are desired. If the response is "Y", labels will be printed for the entire roll of photos just entered, but be sure the printer is loaded with labels before responding. This request will not be made and no labels will be printed if roll data was entered previously. The regular or slide label printing format should be selected using options "8" or "9" respectively from the Main Menu described in section 7.8. It is quite acceptable to enter only roll data without any picture data. Roll data must always be entered before picture data can be entered. When the picture data is entered later, the exact roll number must be entered immediately after selecting option "A" from the Main Menu. The first new picture number to be entered must then be entered. This method may also be used to add a few pictures to the listing. Although sequential picture numbers are assigned they may be changed as data is entered to allow pictures to be skipped if desired. For example if the displayed picture number is "12" but you do not desire to enter data for pictures "12", "13", and "14", then just change the "12" to "15" and continue entering data. You may desire to enter data for photos taken in a previous year. This may be accomplished as follows: - Before starting select option "C" from the Main Menu and record the current values of "Year Number" and "Next Roll Sequential #" on a piece of paper for later use so that they Professional Photo Catalog System - User's Manual Page 4-8 can be reset after the old historical data has been entered. The "Year Number" and "Next Roll Sequential #" make up the "Next Roll #" at the top of the Main Menu. See subsection 7.0 for more detailed information. - Set the "Year Number" and "Next Roll Sequential #" as desired. - Enter the historical data as desired. The roll number will be incremented as previously described. - At the end of the data entry session reset the "Year Number" and "Next Roll Sequential #". Caution: If the program is terminated and restarted the "Year Number" will be reset to the current year and the "Next Roll Sequential # " will be reset to .0001. 4.4 Revising roll & picture data Roll and picture data are revised using Option "R" on the Main Menu. Several types of revision are possible: - Revise data in roll or picture records - Delete a roll and all associated pictures - Delete individual pictures - Add pictures (If no pictures are entered for a roll then option "A" from the Main Menu must be used to enter at least the first picture.) - Shift the picture numbers to correspond with numbers on the negatives. Select option "R" from the Main Menu. When requested to enter a roll and picture number, enter either a roll number only or a roll and picture number may be entered. If only the roll number is entered, the roll data and associated roll menu will be displayed. If both roll and picture number are entered, the program will display roll data and picture data and display the picture menu. The roll menu provides the following options: - Option <0>: Return to Menu This option will save the currently displayed and previously entered data and return to the Main Menu. - Option : Previous This option will skip to the previous roll in the file. - Option <N>: Next This option will skip to the next roll in the file. - Option <T>: Top This option will skip to the 1st roll in the file. Professional Photo Catalog System - User's Manual Page 4-9 - Option : Bottom This option will skip to the last roll in the file. - Option <R>: Revise Once the cursor has been moved to the menu option selection block it can't be moved out with the arrow keys. This will allow the data just entered to be revised by positioning the cursor in the first data entry block. - Option : Pictures This option will allow one to view pictures associated with the roll or if no pictures are present add pictures. When selected this option will search for pictures that have already been entered. If pictures have already been entered their range will be displayed and one will be asked which picture to start with. Just pressing the "Enter" key will display the first picture. If no pictures have already been entered then enter to enter pictures, then when requested enter picture number you desire to start with or press "Enter" to select "01". (If pictures have already been entered one can't select a picture number that is not already entered to enter a new picture from this point. One must display an already existing picture first. When this is the first picture for the roll the data for the first picture should be entered in the displayed fields. At the bottom to the screen the following items will appear on the picture data menu: - Option <0>: Return to Menu This will save any data entered and return to the Main Menu. - Option : Previous If several pictures have been entered for this roll this option will skip to the previous picture for the roll. When it reaches the first roll in the file it a message to that effect will be displayed just above the menu. - Option <N>: Next If several pictures have been entered for this roll this option will skip to the next picture for the roll. When it reaches the last roll in the file it a message to that effect will be displayed just above the menu. - Option <T>: Top This option will skip to the 1st picture in the roll. A message that this is the first roll in the file will be displayed just above the menu. - Option : Bottom This option will skip to the last picture in the roll. A message that this is the last roll in the file will be displayed just above the menu. - Option <A>: Add Picture This option will add a picture to the roll. It will assign the next picture number after the one displayed in order. Professional Photo Catalog System - User's Manual Page 4-10 When the blank fields are displayed enter the data. - Option <C>: Add/Copy Picture This option will add a picture to the roll, copying the data from the previous picture. It will assign the next picture number after the one displayed in order. When the blank fields are displayed modify the data as necessary. - Option <R>: Revise Once the cursor has been moved to the menu option selection block it can't be moved out with the arrow keys. This will allow the data just entered to be revised by positioning the cursor in the first data entry block. - Option <L>: Roll This option will clear the picture data and menu from the screen and return you to the roll entry menu. - Option <H>: Hunt by Roll # This option will allow you to enter another roll number or enter a blank with the "Enter" key and enter more roll data with a new roll number. - Option : Hunt by Picture # This option will allow you to enter a picture number for the same roll and display that picture. - Option <D>: Delete This option will toggle the flag to delete the displayed picture from the roll. If the option is selected again it will remove the deletion flag. Deletion does not take place until returning to the Main Menu. This completes the picture menu options, returning to the roll options: - Option <H>: Hunt by Roll # This option will allow you to enter another roll number or enter a blank with the "Enter" key and enter more roll data with a new roll number. - Option : Renumber Pictures This option allows all pictures associated with a roll to be renumbered to make the picture numbers agree with the numbers on the side of the negative. The numbers may be shifted by anything between +9 and -9. For example, if the first picture was listed as 01 but review of the negatives indicates that it should be number 0 (an extra first picture) the picture numbers should be shifted by -1. After the option is selected, a description is provided, followed by a confirmation request. Then you will be requested to enter the offset by which the already entered picture numbers are to be shifted. You will not be allowed to proceed if the shift will result in a picture number of less than -1 or greater than 99. Upon completion of the shift operation the program will return to the roll menu. Professional Photo Catalog System - User's Manual Page 4-11 - Option <D>: Delete Roll & Pictures This option will toggle the delete flag to delete the roll and pictures associated with it upon return to the Main Menu. If the option is selected again it will remove the deletion flag. Option "R" from the Main Menu is similar to Main Menu Option "A" Add New Roll/Pictures. This option will allow renumbering of pictures and "A" is the only one that will allow initial entry of roll data. The "Picture Data Format" and "Picture Mask" effect what data is displayed using these options. These features are described in more detail in section 7.0. 4.5 Using the Quality Factor The quality factor is a unique tool that can be used to help sort pictures by quality. Quality factors between 0 and 10 can be assigned, to each photo as they are entered as described in subsection 3.2 above where a proposed grading system is provided. In turn the Quality Filter can be used to screen out low quality photo so their data is not displayed. The quality filter is displayed on the status display below the heading on the Main Menu and Secondary Menu. It is used to filter picture data that is displayed or printed so only those pictures with a quality factor equal to or greater than the quality filter can be viewed or printed. In short, the quality filter can be set to eliminate viewing or printing data on low quality pictures. The quality filter is used to screen out low quality photos in the following routines on the Main Menu: - Option B >: Browse Rolls & Pictures - Option 3 >: Print Single Roll Picture Listing - Option 4 >: Print Full Listing - Option S >: Search Menu The quality filter may be changed from the Main Menu using Option "Q". If you desire to see all picture data regardless of quality factor, set the quality filter to 0. The quality filter used in the Search Menu may be changed from the Search Menu without changing the quality filter for the rest of the routines. In this situation the quality filter used to perform searches is changed temporarily but returns to the value set in the Constants Revision Menu when the program returns to the Main Menu. On the Secondary Menu, option "4" can be used to delete pictures with a quality factor less than a quality filter which can be reset temporarily while running this option. This routine will eliminate unnecessary data and make space available for additional data on the disk. Since it will erase data, care Professional Photo Catalog System - User's Manual Page 4-12 should be taken not to delete desired data. It may be advisable to make a backup copy of your data before using this option as it might erase valuable data. This option provides detailed instructions so follow them carefully. 4.6 Browse roll & picture subjects You can browse rapidly through roll and picture data with option "B" from the Main Menu. This routine will first ask you what roll to start with. Enter a full roll number such as "92.0022" or just the first part of a roll number. If only part of a roll number is entered, the routine will start at the first place that it can match up the given numbers. The following examples illustrate this: One enters: Browse starts at: 9 90.0001 92 92.0001 92.002 92.0020 92.0022 92.0022 The routine will display the roll number, date, and subject followed by the picture number, quality factor, and subject, for each picture listed for that roll. This routine uses the quality filter so only those pictures with a quality factor above or equal to the quality filter shown on the status header of the Main Menu will be displayed. Once the screen is filled with data or the end of the file is reached a menu with the following options will be displayed at the bottom of the listing: - Option <0>: Return to Menu This option returns to the Main Menu. - Option : Previous This option will skip back to the previous roll and display the associated pictures. When the 1st roll in the file is reached a statement to that effect will be displayed. - Option <N>: Next This option will skip forward to the next roll in the listing. It will display the roll and any pictures. If more pictures are present it will display in sequence all the pictures in a given roll before going to the next roll. When the end of the data is reached the routine will display a statement indicating that the last roll in the file is being displayed. - Option <S>: Select Roll This option is used to restart the browse routine at a different place in the listing. It will again ask you to enter a roll number before continuing to browse. 4.7 Printing catalogs & index One of the most important features of PPCS is the ability to print different listings or catalogs of the data that has been entered. Each listing is printed with a header that includes a Professional Photo Catalog System - User's Manual Page 4-13 title, date printed, and page number. Before starting be sure that the printer is loaded with 8 1/2 by 11 inch paper. To assist in paper alignment a form feed can be issued from the Main Menu using option "+". In addition, set the picture data format, the picture mask format, and quality filter from the Constants Revision Menu as described in section 7.0. The following options are available for printing reports from the Main Menu: - Option 2: Print List of Rolls This option will print a list of all the rolls in order of roll number along with all the roll data that was entered. No picture data will be printed. When selected this option will display the first and last roll in the listing as the range to be printed. If you desire to print the entire listing just press "P". To change the range selected enter an "R" and revise the range as appropriate. The first and last roll of the selected range must actually exist or you will receive an error message. - Option 3: Print Single Roll Picture Listing This option will request entry of the roll number for the roll to be listed. It will print a listing of the roll data for that roll followed by the picture data for all pictures listed for the roll. This option is effected by the setting of the picture data format and picture mask format options, and the quality filter. - Option 4: Print List of Rolls & Pictures This option will print a full listing of all rolls and their associated pictures. This option is effected by the setting of the picture data format and picture mask format options, and the quality filter. The range of data to be printed is selected as described for Option "2" above. - Option 5: Print Roll Index This option uses the index items from the roll listing to print an alphabetical index by index item correlated to roll number. If no index items were entered the roll will not be listed, if one was entered then one will be listed, and if two were entered then the roll will be listed twice. If the disk is fairly full be sure that there is enough room on the disk before selecting this option. There should be room equivalent to 50 % of the space taken by the roll data file "PHOFROLL.DBF". This routine will take slightly longer than the other printing routines because the indexes must be sported for this routine when it is demanded. Options "3" and "4" above use the picture data and picture mask formats flag seen below the title block on the Main Menu to determine the format of the picture data printed. If the picture data or the picture mask format is set short, only the picture number, date, subject, and quality factor will be printed; however, if both are set long, lens, filter, speed, f, bias, and series data will also be printed. Options "3" and "4" above use the quality filter setting seen on Professional Photo Catalog System - User's Manual Page 4-14 the Main Menu below the title heading to determine which pictures will be printed. If the picture quality factor is above or equal to the quality filter setting then the picture will be listed, otherwise it will not. If you desire to have all picture data printed regardless of quality factor, the quality filter should be set to "0" (zero) using option "Q" on the Main Menu before selecting the option. These listings can be kept in a three ring notebook for easy reference. Use three tabs to separate the binder into sections. It is suggested that a Roll Listing be used as a table of contents, followed by a List of Roll & Pictures, and a Roll Index, as a subject index. The List of Rolls & Pictures can be kept up to date as new rolls are added to the data base by using option "3" to print listings of the new rolls. You may also choose to keep a list of all your better images by setting the quality filter high and obtaining a List of Rolls & Pictures. In addition one can maintain Out of File or Permanent Disposition Lists produced with the report options on the Out of File / Permanent Disposition Menu as described in subsection 5.4. 4.8 Printing labels To use this feature, a printer with compressed print capability and an adjustable width tractor feed is required. (These features are available in Epson (tm) and IBM (tm) dot matrix printers although some models may require a tractor feed attachment.) The control codes for other printers can be installed with option "C" from the Main Menu as described in subsection 7.0. The system is setup to use 15/16 by 4 inch labels on a carrier perforated for a tractor feed. Before starting, load the printer so that the printer head is just below the top of the label and so that the left margin is about 1/8 inch from the side of the form. To check the alignment use option "T" on the Main Menu or the Label Menu. This option will print a sample label to assist in adjusting the label position in the printer. Option "P" on the Main Menu or the Label Menu will eject a blank label. Labels are printed for both rolls and pictures. Picture labels may be printed using the regular format with option "8" or the slide format using option "9" from the Main Menu. The roll label can be used to label cut sheets, negative storage envelopes, etc. The normal format label picture label can be attached to the back of a photo or used in a photo album. The slide labels are printed with four on a label and must be cut between the colons and equal signs with scissors. These labels then fit on the wide part of the slide. After entering picture data using option "A" from the Main Menu you may print roll or picture labels by selecting option "8" or "9" from the Main Menu to print normal or slide labels and display the Label Menu. One may switch between formats from the Label Menu also. Professional Photo Catalog System - User's Manual Page 4-15 The roll label will include the roll #, date, film type, ASA #, subject, comment, and four indexes. The exact format for the regular picture labels will depend on the setting of "Label" on the Main Menu. If label format is set "Short" only the picture subject, picture #, and date will be printed. If it is set "Long" quality factor, film type, ASA number, lens, filter, speed, f, and bias will be printed on the label. If the data was entered using the "Short" picture format lens, filter, speed, f, and bias will not be printed. For the slide picture format the picture #, date, and the first 30 characters of the picture subject will be printed. Using the labels with detailed camera and equipment information will enabling you to compare techniques, study pictures and camera setup, and thus learn from factual experience at hand. Before printing labels be sure the printer control codes have been properly setup on page 5 of the Constants Revision Menu. Label setup may be easily checked using options "T" from the Main Menu to print a test label and using option "E" to test the label eject spacing. These functions will help set the margin offset and align the labels in the printer. To reach the Label Menu select option "8" on the Main Menu to print normal labels or option "9" to print slide labels. This will display the Label Printing Menu. The cursor will initially be positioned at the first roll number entry point. Enter the roll number to be printed. If a single picture is to be printed also enter the picture number. If a range of roll and / or picture labels are to be printed enter the second roll number, otherwise leave the second roll number blank. Both roll numbers must exist or a waring will be displayed. At the top several indicators are displayed to assist. The program menu functions will not change these items although they can change them temporarily during the current label printing session. From the menu the following options are available: - Option <0>: Return to Menu This option will return the program to the Main Menu. - Option <S>: Slide Picture Format Normal Picture Format Depending on the initial option selected from the Main Menu will determine the initial setting of this menu item and the indicator just above the menu line. This selection will toggle the format use to print picture labels. The Normal format will print a single picture for each label and if the Long picture format is selected will print more data on the normal format then the slide format. Four slide labels are printed on one 1 in. by 4 in. label so they must be cut apart, but they are small enough to apply to a slide. - Option <F>: Swop to Short Data Format Swop to Long Data Format Depending on the initial setting of the Slide Printing Format label on page 5 of the Constants Revision Menu will determine Professional Photo Catalog System - User's Manual Page 4-16 the setting of this item. Also the setting is displayed just above the menu list on the screen. If set Long Film Type, ASA #, Quality Filter #, Lens, Filter, f stop, speed, and bias will be printed on the Normal Picture label. This option will toggle between the long and the short picture format. If the picture data format has been set short only the Film Type, ASA #, and Quality Filter # will be printed even if this item is set Long. - Option <R>: Revise Roll / Picture Printing Range This will allow one to revise the roll or picture numbers after the cursor is positioned at the menu selection box. - Option <L>: Print Roll Labels Only This option will print just roll labels for the range of rolls selected or only a single roll if the second roll number is left blank. - Option : Print Single Picture Label Only This option will print only a single picture label. Both a roll and picture number for a picture that exists must have been entered. - Option : Print Both Roll and All Picture Labels for the Rolls This option will print both roll and picture labels for a single roll or for a range of rolls if the second roll number is provided. - Option <A>: Print All Picture Labels for the Rolls This option will print all the picture labels for a single roll or a range of rolls but will not print any roll labels. - Option <T>: Test Label Print This option will print a test label. - Option <E>: Label Eject This option will eject a single label from the printer. 4.9 Using the search routine The search routine is a very powerful feature of PPCS which allows you to search through the roll and picture listings for a key word or phrase. The program displays those rolls or pictures where a match can be found. The search routine is initiated by option "S" from the Main Menu which will cause the Search Menu to be displayed. The Search Menu is used to set up the conditions of the search then select what type of search to make. Upon selection the Search Menu will have the first and last roll in the listing as the limits and will use the quality filter set on the Main Menu so that any pictures with a quality factor below this value will not be displayed. Upon initially entering the Search Menu enter the word or phrase you are looking for. Capital and small letters may be considered equivalent or nonequivalent depending on how as selected on the Revise Constants option "C" Professional Photo Catalog System - User's Manual Page 4-17 from the Main Menu. Then select the desired search procedure. The following options are available from the Search Menu: - Option <0>: Return to Menu This returns the program to the Main Menu. - Option <L>: Search Rolls This will cause the search routine to search the roll data only. No search of the picture data will be made. This search will be governed by the "First Roll" and "Last Roll" as the beginning and end of the search. - Option : Search Rolls & Pictures This option will cause the search routine to search both roll data and picture data. The search will be limited as described by option "L" above. In addition, the quality filter will prevent display of picture data for pictures with a quality factor below the quality filter. - Option <C>: Change Search Limits This option allows you to change the "First Roll" and "Last Roll" between which the search will be conducted. If the search limits can be restricted the search will go more rapidly. - Option <Q>: Revise Quality Filter Limit This will allow you to change the quality filter limit used for the search routine. It will not change the main limit displayed on the Main Menu. The quality filter for the search routine will be set to that from the Main Menu each time the Search Menu is entered from the Main Menu. - Option <R>: Revise Phrase to Search for This will allow you to revise the search phrase. The search phrase should be selected carefully. If it is too common, you will view a lot of unnecessary data and if too restrictive you may bypass desired data. Entering data consistently will also be helpful. - Option <X>: Reset Search Limits This option will reset the roll search limits to the first and last roll in the listing, and will reset the quality filter value to the original setting on the Main Menu. - Option <S>: Report to Screen This option is the normal default when this menu is first selected and will cause the summary of items found to be displayed on the computer screen. - Option : Report to Printer This option will cause the items found in the search to be printed in a report on the printer. This option is useful when search is long or when results must be retained for later use. - Option <+>: Eject Printer Page This option will eject one printer page. Professional Photo Catalog System - User's Manual Page 4-18 Searches will be initiated using options "L" or "I" as described above. The information displayed will be determined by the setting of the picture data format, the quality filter setting, the search limits, whether rolls are searched (option "L") or both rolls and pictures (option "I") are searched. If no phrase or word is placed in the block for the search phrase, the program will browse through all rolls and pictures as selected. The roll or picture number of the item being checked is shown in the right hand top corner to allow you to monitor search progress. When a full screen of data is displayed or the end of the search is reached, a menu with the following options is displayed: - Option <0>: Main Menu This option will return the program to the Main Menu. - Option <N>: Next This option will continue the search with the next item. - Option <S>: Search Menu This will return the program to the Search Menu and allow you to change the constraints of the search. The search routine will search the following data fields to find a match with the search item: + For Rolls: Subject, Date, Comment, & Four Index items + For Pictures: Subject, & Date Professional Photo Catalog System - User's Manual Page 5-1 5.0 How to Use the Out of File and Permanent Disposition Lists 5.1 Out of File and Permanent Disposition List basics To keep track of photo items data is stored in the Out of File List and Permanent Disposition List which are both identical in format. The exact use of each list is left to the discretion of the user, however the first is intended for short term loans or consignment of material and the second is intended for long term disposition such as sale of images. The List in use is selected with option "S" on the Out of File / Permanent Disposition Menu. The Out of File and Permanent Disposition Menu data includes the following fields: - Name: (35 spaces) This is the name of the person or firm to whom the image has been given or loaned. Several formats are possible for this field and different formats may be used in each list. One format uses a persons last name followed by a comma and his first name. This format may be used for materials loaned to your company personnel. Alternately an employee number followed by a semicolon, their last name, a comma, and their first name. For loans of material outside a company the format may be company name, a semicolon, and the individuals name. A writer might format use the magazine name followed by the article name. These formats will make later data retrieval easier and facilitate report printing and use. In any case consistency is very important. e.g. Smith, John EID 1234 Brown, Tom M. XYZ Inc. Mac K. Publicity PHOTO MAGAZINE How to use PPCS - Date: (8 spaces) This is the material was given out. Todays date will be inserted but may be changed during data entry. The following format is used: MM/DD/YY. - Group #: (format 999999) This space is used for a number that is used to track groups of photo material much as an invoice number is. - Roll / Picture #: (10 spaces) The roll or picture number is entered for the desired item. Only roll or picture numbers for items already entered in the roll or picture files described above may be entered. - Subject: (60 spaces) This is the roll or picture subject data from the appropriate roll or picture file as described above. This field can not be modified from the Out of File / Permanent Disposition Menu. (To change the subject one must first change it in the roll or picture listing from the Main Menu. Then return and revise the Out of File or Permanent Professional Photo Catalog System - User's Manual Page 5-2 Disposition listing using options "1", "2", or "3". One need only select the item with the "R" option on the Main Menu and it will be automatically updated.) - Comment: (60 spaces) This may include any comments you desire about the image. For example, it may be used to provide instructions to the person receiving the photo materials. 5.2 Adding items to the OOF and PDL files Items may be added to either the Out of File List or the Permanent Disposition List using option "A" from the Out of File / Permanent Disposition Menu. Select option "A" and enter the data requested. Upon completion of entry of data, three options are possible: - Option <A>: Save, & Add Photo Items This option will, save the data entered and then allow photo items to be assigned to the group. The next group # can be set using option "G" described below before selecting this option. - Option <G>: Assign Next Group Number This option will assign the next group number. After the group # is used the next number will be increased by 1. The next group number can be changed from page 1 of the Revise Constants Menu. - Option <R>: Revise This option will allow one to revise the entered data after the cursor has been moved to the option selection box. - Option <D>: Delete & Return to Menu This option deletes the data just entered and returns to the menu. When the enter key is pressed a field will be presented for entry of the specific photo materials that have been loaned out or desire to keep track of. Roll numbers are used to identify an entire roll of slides or prints or that the negatives from the roll have been loaned out. Using the picture number would indicate that only the individual image has been loaned. The roll or picture number of the items should be entered. Only roll or picture numbers that have already been entered in the roll and picture file may be used or an error message will be received. When the roll or picture number is entered it will be displayed together with the subject. Enter a comment in the field provided if desired. Then the following four options are be available: - Option <0>: Save & Return to Menu This option will save the data just entered and return the program to the menu. Professional Photo Catalog System - User's Manual Page 5-3 - Option : Save & Add Another Photo Item This option will save the data just entered and allow entry of another name and group # to whom another group of photo materials may be assigned like starting from the menu. - Option <A>: Save & Add Next Recipient This option will save the item just entered and allow entry of another recipient as described above. - Option <R>: Revise This option will allow one to revise the entered data after the cursor has been moved to the option selection box. - Option <D>: Delete & Return to Menu This option will delete the last photo item entered and return to the menu. The other photo items that have already been entered and associated with the group number will be saved. When data entry is complete select option "0" to return to the menu. 5.3 Revising items in the OOF and PDL files Items may be revised in either the Out of File List or the Permanent Disposition List using the following options on the Out of File / Permanent Disposition Menu: - Option <1>: by Name This option allows entry of the selected list using a name or part of a name to search for. One may enter only the first few letters of the name that will provide a unique match. If it is desired to start at the first item in the list enter nothing and press the "Enter" key. - Option <2>: by Roll / Picture # This option allows entry of the selected list using a roll or picture number. The roll or picture number must be an exact match of a roll or picture number in the selected list or no match will be found. - Option <3>: by Group # This option allows entry of the selected list using a group number. The Out of File or Permanent Disposition Items will be presented in the order that they were entered in the database. The selection options will just go through the file until the first occurrence of the item being sought is identified. When the item selected is display the following menu options will also be displayed: - Option <0>: Return to Menu This option will return to the menu. - Option : Previous This option will skip backwards through the listing on item at Professional Photo Catalog System - User's Manual Page 5-4 a time. Items are sequenced in this file in the order that they were added to the list. When the first item in the list is reached a remark to that effect will be displayed just above the option menu. - Option <N>: Next This option will skip forward through the listing one item at a time. When the end of the list is reached a remark to that effect will be displayed just above the option menu. - Option <T>: Top This option will go to the top or first item in the file. When this item is displayed a flag above the menu will indicate that this is the first item. - Option : Bottom This option will go to the bottom or last item in the file. When this item is displayed a flat above the menu will indicate that this is the last item. - Option <C>: Continue This option will skip through the listing and display only those items that match the initial input of name, roll or picture number, or group #. When no more matches can be found a message to that effect will be displayed just above the option menu. The item being searched form can be changed with options "1", "2", or "3" as described below. If an a blank was entered for the Name then all items will be reviewed as is dome with Option "N" above. - Option <1>: Search by Name This option allows the name being searched for to be changed as described above. - Option <2>: Search by Roll / Picture # This option allows the roll or picture # being searched for to be changed as described above. - Option <3>: Search by Group # This option allows the group # being searched for to be changed as described above. - Option <R>: Revise This option will allows the data being displayed to be revised. When this option is entered the data will be displayed with a blue background or in reverse video on a monochrome monitor. If a roll or picture number that can't be found in the roll or picture file is entered an error message will be displayed until a correct number is displayed or the item is deleted. (The roll or picture subject can't be directly changed with this option. They must be changed with option "R" on the main menu first, then return to this option and they will automatically be changed.) - Option <D>: Delete This option will delete the item displayed. The actual Professional Photo Catalog System - User's Manual Page 5-5 deletion will not be completed until return to the menu, but the item will be marked as deleted on the line above the option menu. - Option <A>: Add Item This option will copy the name, date, and group # to a new item to allow addition of roll or picture items to a name and group #. Picture and roll number must exist in the picture and roll listing or an error message will be received. - Option <M>: Move to - List Not In Use This option will delete the record from the selected list and transfer it to the list that is not selected. When this option is selected the record will be designated for transfer as indicated by a message on the line above the option menu. The transfer will not be made until program return to the menu. 5.4 Printing reports from the OOF and PDL files Several reports or lists can be printed from the out of file or permanent disposition lists. These printed reports are intended to assist you in managing your photo image library, in short to provide the tools to tell you who is holding or has used particular photo materials. Each listing is printed with a header that includes a title, date printed, and page number. Before starting be sure that the printer is loaded with 8 1/2 by 11 inch fan fold paper and that the print head is positioned just below the perforation. This can be accomplished by issuing a form feed from the Main Menu using option "P", then manually positioning the paper so the print head is at the top of the form. Select the desired list using the "S" option. The following options are available from the Out of File / Permanent Disposition Menu: - Option 4: Summary - by Name This option will print a list of all items that are assigned to each person or organization in alphabetical order by name. You will first be asked to enter a name if you desire a report for only one person. The exact name used in previous data entry must be used; however, only enough of the name need be entered to uniquely identify the person. For example if a "Smith; Sam" and a "Smith; John" were both entered only "Smith; S" need be entered. If only "Smith" is entered then the data for "Smith; John" will be printed. If a complete report is requested the space for a requested name should be lift blank and the "Enter" key pressed. This report can be used to determine what an individual is holding. - Option 5: Summary - By Roll /Pic. # This option will print a report listing all items in a list by roll and picture number. It can be used to determine who has a particular photo item. - Option 6: Summary by Group # Professional Photo Catalog System - User's Manual Page 5-6 This option will print a listing of items by group number. When selected you will be asked for the range of group numbers to be listed. The group numbers shown are the current first and last group numbers in the selected list. These limits may be changed if desired or used to print a full listing. This report will be printed with all items assigned a group number listed together. Items with a group number of 0 will not be printed. This report is particularly useful in keeping track of materials that have been distributed outside your company. - Option 7: Summary - by Date This option will print a list of all items by the date they were loaned out with the oldest dates first. This list provides an excellent tool for keeping track of items that have been taken out and should have been returned. - Option 8: Delivery List - by Group # This option will print a list of all items assigned a single group # in a format that will allow it to serve as a shipping list of all photo materials that have been delivered to a client at one time as a package. The format allows addition of two lines of text of your choosing at the top of the list. These lines are entered using page 2 of the "C" option from the Main Menu. Typically these lines which will be included on each delivery list might include company name, address, or a slogan to customize the delivery list. Upon selecting this option you will be asked for the group #. If the number entered is 0 or does not exist an error message will be received. These reports provide various data depending on their use. The comment line added to these listings will not be printed out if it is blank. For the reports that deal with group # the group number of 0 is ignored as no group # has been assigned. When requested indexes must be created from which these reports can be made. This will take time depending on the length of the list. These indexes are developed as needed rather than being maintained constantly to save disk storage space and save time during data entry. These lists are formatted so that they can be kept in a three ring binder with the roll and picture data reports if desired. Depending on your needs you may want to obtain updated copies of these reports frequently to insure good control of your library. 5.5 Transfer items between the OOF and PDL files It is intended that the Out of File List be used to track short term loans and that he Permanent Disposition List be used to track long term sales of photo materials. For example a writer might track items in a group that were sent on inquiry or in a proposal in the Out of File List. Once several items from the group have been sold and accepted for publication and the others returned he would delete the returned items from the Out of File List and transfer the others to the Permanent Disposition List. At that time he would also add a comment to the file indicating Professional Photo Catalog System - User's Manual Page 5-7 where and when the item was to be published. Two methods are available for transferring items from one file to the other as described below. First you should select the list from which the items will be transferred with option "S" on the Out of File / Permanent Disposition Menu. Single items may be transferred using the Review / Revise / Delete options "1", "2", "3", from the Out of File / Permanent Disposition Menu. This is accomplished using option "M" on the individual item menu. A full group of items may be transferred using option "M" on the Out of File / Permanent Disposition Menu. After selecting option "M" you will be asked to enter the group number to be transferred. It should be noted that 0 is not a valid group number. The selected group will then be transferred and you will be told how many items were transferred. Professional Photo Catalog System - User's Manual Page 6-1 6.0 Utility Routines for File Maintenance 6.1 Making a Backup The importance of making backup copies of your data can't be over emphasized. Backup diskettes of the data should be made on a regular basis; at least every week is recommended, after entering the last data for the week. If a the system is used frequently it may be advisable to backup the data more often. Using the backup routines is quite simple and is accomplished from the Secondary Menu using Options "1" to make backup diskettes, and Option "2" to restore the data from the backup diskettes. Each of these routines is quite simple and has been carefully setup to provide prompts and explain what is going on. In spite of this it is possible to loose data by retrieving data from an old backup copy and writing it over newer data so be careful and always think about what you are doing. For maximum security one should have two sets of backup diskettes that are used alternately to make backups. This way if one set gets damaged the other will still be available. The following describes how to make a backup copy and restore it. Before using Options "1" BACKUP Data to Disks, or Option "2" RESTORE Data from Disks be sure that the Constants Revision Menu has been setup correctly on the Revise Constants Menu, Page 3: - Backup Drive Designation: This is the diskette drive that will be used to make the backup copies. This will usually be either "A" or "B". - Backup Diskette Size: This is the size of the diskettes that will be used. MAKING A BACKUP COPY Make a backup as follows: 1. Be sure that you have enough empty formatted diskettes to completely copy the files. The number can be determined by selecting Secondary Menu Option "1". This will display the designated drive, diskette size, number of diskettes required and the amount of space remaining on the last diskette used. If one does not want to make a backup just press "Enter" and return to the Secondary Menu. Diskettes used to make a backup should be blank except that previously used backup diskettes can be used as the program will erase the old backup files. 2. At the first screen enter "Y" to continue with the backup. You will then be requested to insert a diskette and then press any key to continue. The program will check to ensure that there is enough room Professional Photo Catalog System - User's Manual Page 6-2 on the diskette and that it is the proper size, after which it will copy the files onto the diskette. When the files have been copied you will be requested to remove the diskette and insert another. Follow the instructions until informed that the backup is complete. Write both the diskette sequential number and date on each diskette so that they can be inserted in proper order upon restoration. 3. Store the diskettes in a safe place. A few comments: 1. The backup and restoration procedures are usually done as a precaution in case of damage to the disk storage system. If the system fails to work it is possible to erase system files and install the basic program again then use the restore procedure to load the backup data. 2. The backup and restoration procedures may also be used if several work groups are keeping action item lists and only one computer is available. This would involve restoring the backup copy each time the program is needed making changes, additions, and writing reports as necessary, then making a backup that would be kept until needed again. In this manner several groups could maintain their own data disks and use the system. 3. The number of diskettes required to make a backup will depend on the number of records in each of the files. The following provides a summary of the approximate diskette space required per record for various setup formats: Kb per Item Roll .30 Kb Picture (Long Format) .13 Kb (Short Format) .10 Kb Out of File or Perm. Displ Item .20 Kb 6.2 Restoring Data from a Backup RESTORING A BACKUP COPY CAUTION this process will overwrite the data in both the historical and active item files! Restore data from a backup copy as follows: 1. Select Option "2" from the Secondary Menu. 2. After reading the caution screen enter a "Y" to continue. 3. Insert the first diskette as instructed, and press any key to continue. The program will check to be sure that Professional Photo Catalog System - User's Manual Page 6-3 the diskettes are entered in the proper sequence. If they are not entered in the proper sequence the actual diskette number will be displayed and one will be prompted for the correct diskette number. Once each diskette has been copied one will be requested to insert each sequential diskette until the restoration is complete. The during the restoration process described above the date and time of the backup will be displayed. This together with the last action item number found on Page 1 of the Constants Revision Menu can help determine how much data must be reconstructed if restoration was being done after a loss of data. 6.3 Indexing Files Secondary Menu Option 5: INDEX Files: This function is intended to reconstruct the index files. In general it will not be necessary to use this function except in case of a problem where the files are corrupted. See section 8.0 for more details. Professional Photo Catalog System - User's Manual Page 7-1 7.0 Program Control - Constants Revision Menu This section provides a description of the items on the 6 pages of the CONSTANTS REVISION MENU accessed as Option "C" from the Main Menu, and Option "5" from the Secondary Menu. These pages are used to customize program configuration and features. Page 1 will be displayed initially. Other pages may be accessed from the menu by entering the page number. To revise the constants displayed press "R" and one can then change the constants. If unacceptable values are entered the cursor will not leave the entry block. Acceptable values may be shown beside many items. The items on each page are described below: *** CONSTANTS REVISION MENU Page 1: Roll Year: This is the year that makes up the prefix of the roll number. The roll number takes the format XX.YYYY where XX is the year number like 92 for 1992 and YYYY is a sequential number starting with 0001. This year number is reset each year automatically and the sequence number is reset to 1. Next Sequential #: This is the sequential number that makes up the suffix of the roll number as described above. Each time a new roll is added this number is used and the number is incremented by 1. Blank Form Year: This is the roll number year that is used for numbering blank data forms using option "1" from the Main Menu. It may be useful to set this to the next or last year at the end of the year to facilitate numbering. Next Sequential #: This is the sequential number that is used to number the next blank form. Enter Roll Number on Data Form: (Y = Yes, N = No) This is the flag that tells the program to enter roll numbers when printing data sheets. Capital = Small Letters in Search: (Y = Yes, N = No) This is the flag that tells the search routine to consider letter case when searching for a phrase. If this is set to "Y" capital and small letters will be considered equivalent. Quality Screening Filter: (0 to 10) The picture quality screening filter will determine the quality below which picture data will not be displayed or printed. It is used to filter picture data that is displayed or printed so only those pictures with a quality factor equal to or greater than the quality filter can be viewed or printed. See help module "H" for more information. Next Out of File Group #: This will determine the next out of file group number that will be assigned to an out of file group. It may be between 1 and 9999 and will be incremented by one each time a new number is assigned. It is used much like an Professional Photo Catalog System - User's Manual Page 7-2 invoice number to keep track of photo items that one wants to group together for tracking purposes. Header to be printed on Delivery Memo: This provides 2 lines of text that can be printed on the top of a Delivery Memo. It might include your name, company name, address, or phone number for example. *** CONSTANTS REVISION MENU Page 2: ROLL DATA FORMAT: -Index Names: Four index fields are provided. They may be assigned names that will be displayed on the screens and printed on both the data gathering forms and printed reports. They might include model name, some aspect of subject content, event, location, test number, etc. They may also be left with no particular name as you choose. PICTURE DATA FORMAT: -Picture Data Format: (Y = Long, S = Short) This flag determines which data fields are provided for picture data. If the long format is selected the fields for lens, filter, speed, f stop, and series will not be included. The printing and visibility on screen is determined by the Picture Mask for Data Entry & Printing Described below. CAUTION... if data has been entered using the long format switching will delete these fields when one switches to the short format. -Picture Mask for Data Entry & Printing: (Y = Long, N = Short) This flag determines the display and printing format to be used to display and print picture data. If picture data is available (that is the Picture Data Format is set to Y = Long) the fields for lens, filter, speed, f stop, and series will be displayed and printed as appropriate. If this flag is set to "N" these items will not be displayed or printed even if present in the database. *** CONSTANTS REVISION MENU Page 3: Backup Drive Designation: This is the floppy drive on which the Backup copies are to be made and restored from . Usually this is drive "A" or "B", but drives A to Z are allowed. Backup Diskette Size: This is the size of the floppy diskettes that will be used for backup copies. If the diskette is 5.25 inch it will be 360 Kb or 1200 Kb. If the diskette is 3.5 inch it will be 720 Kb or 1440 Kb. Color Monitor: This configures the system for color or black and white. Password: A password may be entered to prevent others from accessing the action item data. WRITE DOWN THE PASSWORD YOU ENTER AND KEEP IT IN A SAFE PLACE. It is suggested that no Professional Photo Catalog System - User's Manual Page 7-3 password be used. If one forgets or looses the password it is possible to recover. See section 8.0 for more details. *** CONSTANTS REVISION MENU Page 4: Printer Designation: This is the address of the printer that will be used to print reports. LPT1, LPT2, LPT3, COM1,COM2, COM3, AND PRN are acceptable. Lines per page for Reports: This designates the lines per page to be used in printing reports. The normal value is 66, but may be changed to accommodate different paper size of fonts. Normal Report Printing Code: This is the printer control code used to setup the printer designated above before printing a report. Usually this will just be used to clear any other control codes that may have been sent to the printer previously. Enter printer control codes using the following formats: Place letters or symbols in parenthesis: "A", and enter ASCII character numbers using the format: chr(27). Separate each item with a "+" sign. For example the control code for an Epson printer to reset the default setup would be: chr(27)+"@" Similarly for an HP Laserjet Printer it would be: chr(27)+"E" Report Complete / Restoration Code: This code is similar to the one but is used to return the printer to it's normal condition in case the Normal Report Printing Code above was used to set the printer to a special setup. *** CONSTANTS REVISION MENU Page 5: This page provides several items that are used to determine how printed labels will appear and providing setup functions for the printer on which the labels will be printed Label Margin Offset: (0 to 30) This item determines the offset or number of spaces from the left margin the label printing will be spaced before printing is started. This item is used to assist in centering label printing. A test label may be printed to assist in determining how this item should be set. Label Printing Format: (Y = Long, N = Short) This item determines which label printing format is used. It the long format is set the lens, filter, speed, f stop, series and quality data will be printed if available in the database. If the Picture Data Format flag described above is set to "N" for the short picture format these items will not be printed as they do not exist in the database. Also if this flag is set to long the film type, ASA number, and quality will be printed. PRINTER CONTROL CODES FOR LABELS: The printer control codes are used to set the printer for compressed print and short page size when printing labels and to reset the printer when label printing is complete. Format printer control codes as follows: Place letters or symbols in parenthesis: Professional Photo Catalog System - User's Manual Page 7-4 "A", and enter ASCII characters and numbers using the format: chr(27). Separate each of these items with a + sign. Turn on compressed print: This control code should be formatted as described above and will turn the compressed print format on. Turn off compressed print: This control code will turn off the compressed print format and restore the printer print to the normal printing format for for printing reports. Set page feed at 6 lines: This will set the printer so that it will eject a page after 6 lines, the number needed to eject a label. Set page feed at 66 lines: This will reset the printer to the normal number of lines per page which is usually 60. This should be consistent with the Lines per Page for Reports Constant Set on page 4 of the Constants Revision Menu and described above. Professional Photo Catalog System - User's Manual Page 8-1 8.0 Problem Prevention & Solutions As anyone who has used a computer knows a great many things can go wrong! This section provides a few solutions to problems that might be encountered. The problems are listed so as to describe the problem followed by the solution. Even though a problem you is not mentioned specifically one of the problems may be close and the solution may work or at least provide an idea that will allow solution. FIRST...A few preventative measures: 1. Always make a backup of your data using the procedures described in section 6.1. This should be done at least once a week, after weekly data entry is a good time. Have two backup disks and alternate them every other week. Also keep all raw input data for at least two weeks. It can be kept together in a file and discarded when new data is added. 2. A word of CAUTION, be sure to leave the Professional Photo Catalog System completely before shutting off power to the computer. This is accomplished from the Main Menu by using Option "0". IF THIS IS NOT DONE DATA MAY BE LOST!!!! 3. Periodically run copies of the complete reports listing all roll, picture, Out of File, and Permanent Disposition Data. Use Option "4" from Main Menu and Option "4" for both files from the Out of File / Permanent Disposition Menu. This will ensure that you have copies of all the old data even if a problem occurs. Now for some problems and solutions: Individual action items can't be accessed even though they have been entered. This may be caused by a power failure, or failing to properly quit the system before turning the power off. The following sequence provides a normal trouble shooting sequence: 1. From the Secondary Menu run Option "6" Index Files. 2. Try again to find the lost data with Options "R" from the Main Menu. 3. Print a report to show what items are in various files as described above. A review of the printed reports many provide an easy explanation of what is going on. 4. Check the reports to see if data in the last data entry session has been lost, and if so reenter it. 5. If the above fail to work install the program again as follows: a. Erase all files in directory \PPCS. Professional Photo Catalog System - User's Manual Page 8-2 b. Reinstall the Professional Photo Catalog System as described in section 1.5. c. Restore the data from the Backup diskette as described in section 6.2. d. Enter any data that was entered after the Backup diskette was made. If an error message appears on the screen and a choice is given to "Quit", "Ignore", or "Retry". In general it probably won't be possible to recover from anything except a printer problem where the printer is off line. If this happens reset the printer, put it back on line, and press "R" to to start the printing again. For other problems return to DOS and try again. After leaving the program attempt to restart the program a check on the data most recently entered. If there appears to be a problem follow the sequence above. If all this fails Appendix D describes how registered users can get assistance. Professional Photo Catalog System - User's Manual Page A-1 Appendix A. Computer System Hardware Requirements The following constitutes the basic requirements for running PPCS. Obviously the greater the capabilities of the computer the faster the program will run. 1. IBM PC or compatible 2. PC-DOS or MS-DOS version 2.0 or higher 3. 512 Kb of conventional memory Memory (PPCS will run on less memory but will also make good use of more memory.) 4. Hard disk drive with about 1 Mb available 5. Video monitor, preferably color 6. Printer (A printer with variable font size and tractor feed will be necessary to print labels.) Professional Photo Catalog System - User's Manual Page B-1 Appendix B. Menu Cross Reference to Documentation and On Line Help Menu Item User's Manual On line Help (Section) (Module) MAIN MENU: ********** UPDATE ************** A > Add New Roll & Pictures 4.3 F R > Review/Update Rolls & Pictures 4.4 G B > Browse: Roll & Picture Subjects 4.6 - *** MENUS & MISCELLANEOUS ****** C > Constants Revision 7.0 N Q > Quality Filter Change 4.5 H F > OUT FILE / PERM. DISP. MENU See Below J, K, L S > SEARCH MENU 4.9 I Z > SECONDARY MENU See Below - H > Help Menu 1.8 A D > Swop to Demo Files (See Note 1) 3.0 - ********* PRINT REPORTS ********* 1 > Print Blank Data Sheet 4.2 - 2 > Print List of Rolls 4.7 - 3 > Print Single Roll Pict. Listing 4.7 - 4 > Print List of Rolls & Pictures 4.7 - 5 > Print Roll Index 4.7 - ********** PRINT LABELS ********* 8 > Print Normal Labels 4.8 M 9 > Print Slide Labels 4.8 M T > Test Label Print 4.8 M E > Label Eject 4.8 M Note 1: Well read "Swop to Normal Files" or "Swop to Demo Files" depending on which set of files is in service. SECONDARY MENU: 1 > BACKUP Data to Disks 6.1 - 2 > RESTORE Data from Disks 6.2 - 3 > ERASE Working Files and - - Reset Constants 4 > DELETE Pictures with low 4.5 H QUALITY FACTORS 5 > CONSTANTS Revision Menu 7.0 N 6 > INDEX Files 6.3 - Professional Photo Catalog System - User's Manual Page C-1 Appendix C Keyboard Functions, Menu Headers, and Colors This appendix describes the keyboard functions, menu header status information, and the meaning of the colors seen on various screens. The keys on the computer keyboard are fairly basic and one can probably muddle through from experience and by trial and error. A couple of unfamiliar functions may help speed data input and revision. - "Back Space": This key will delete the character to the left of the cursor and move the cursor back one space to the left of the cursor's starting position . - "Ctrl" + "Y": When the "Ctrl" key is held down and the "Y" key is pressed the remaining contents of the data entry block at and beyond the cursor will be erased. This feature is particularly useful for revising data. - "Del" or Delete: This key will delete the character above the cursor and move the text together to fill the space. - "End": This key will move the cursor to the last character in the data entry block. It will then toggle between the last character entered in the block and the end of the block. - "Home": This key will move the cursor to the first space in the data entry block. - "Enter" or "Return": This key will move the cursor to the beginning of the next block. - Horizontal Cursor Movement Arrows: These keys will move the cursor one space to the right or left. When the end of a block is encountered the cursor will jump to the beginning of the next block. - "Ins" or Insert: This key will toggle on and off the insert mode. In the write over mode, the cursor will appear as a flashing square and in the insert mode it will appear as a flashing dash, and anything that is typed will be inserted at the location of the cursor pushing the existing text ahead of that being inserted. - "PgDn" or Page Down: In the data entry mode this key will cause the cursor to skip to the last block, entering all the data displayed. - Vertical Cursor Movement Arrows: These keys will cause the cursor to jump to the beginning of the previous block (up arrow) or beginning of the next block (down arrow). Professional Photo Catalog System - User's Manual Page C-2 The menus use a number of status indicators just below the menu title header: - Copy Drive: this is the drive to which copies of roll and picture files would be copied. It may be changed using the Revise Constants Menu. - First Roll #: this is the first roll number in the file. - Label: this determines the format that will be used to print labels when the regular label format is used. It will have no effect on the slide label format. If this flag is set "Short", only picture title, date, and picture number will be printed on labels. If this flag is set "Long" Quality, Film Type, ASA #, Lens, Filter, F, Speed, and Bias will also be printed if this data is present. - Last Roll #: this is the last roll number in the file. - List in Use: this indicates which list will be operated on by the Out of File / Permanent Disposition Menu functions. Either the Out of File List or the Permanent Disposition List may be selected with the "S" option from this menu. - Next Roll #: this is the next roll number that will be assigned when option "A" from the Main Menu is used to enter roll data. - Picture Data: (or Picture Data Format): this determines the structure of the picture data file. If it is set Long then the database will be structured to include data space for picture data including: Lens, Filter, F, Speed, Bias, and Series data will be displayed or printed. If set "Short" this data will not included in the database. - Picture Mask: This determines the picture data format that will be used to display and print picture data. If Mask is set "Long" then Lens, Filter, F, Speed, Bias, and Series data will be displayed or printed. If set "Short" this data will not be seen or printed. It should be noted that if Picture Data Format flag described above is set Short these items will not be seen or printed even if this flag is set long because the data does not exist. - Quality Filter: (or Q.F.) This is the lower limit of picture quality factor that will be printed in listings or displayed in browse, or the search routine. This setting will not effect the routines for revising roll and picture data, option "R", from the Main Menu. Professional Photo Catalog System - User's Manual Page C-3 On a color monitor colors are use to assist in recognizing data as follows: - Blue: menus, titles, information, and instructions - Green: status information - Cyan: status information in menu headings - Red: warnings, error messages, and important information. Pay Attention! - Light Magenta: roll data - Yellow: picture data - White, Light Magenta, Yellow on Blue field: for data entry of the type indicated by color (on a monochrome monitor these are be reverse video) - Red blinking stars: these indicate that you are being instructed to change floppy disks Different colors have also been assigned to menu outlines to help serve as a reminder of one's location in the program: - Main Menu: blue - Secondary Menu: red - Search Menu: brown - Label Menu: yellow - Out of File / Perm. Disp. Menu: green - Help Menu: light purple Professional Photo Catalog System - User's Manual Page D-1 Appendix D. Technical Support, and Suggestions If difficulties are experienced with PPCS, assistance may be obtained by completing the Technical Assistance Form on the following page. Before requesting assistance, it is strongly suggested that the PPCS User's Manual manual be consulted in detail first. In particular consult subsection 8.0 first. If you are still unable to resolve the difficulty, then make a copy of the Technical Assistance Form. Complete the form and mail it to the address indicated. Be sure to provide as much information as possible to assist in solving the problem. A copy of the screen or screens showing the problem and any error messages would be helpful. This can often be printed using the "Print Screen" key on the computer. A copy to any reports that have a problem should also be included. Also be sure to provide as much detail as possible on the operations and steps followed immediately before the problem was experienced. If you have suggestions feel free to send them to me. This may be done wing the Technical Assistance form or just a quick memo. I am interested in improving PPCS and have several enhancements in progress at present. Your comments are appreciated. Mail comment, and suggestions to: Bill Tucker 26058 Blossom Lane Grosse Ile, MI 48138 I can also be reached on CompuServ as follows: Bill Tucker User ID #: 71730,2300 PPCS Technical Assistance Form PPCS Serial #:__________________ PPCS Ver. #________ Ver. Date _________ Name__________________________________________________________________ Company_______________________________________________________________ Address_______________________________________________________________ State_____________ Zip________________ Phone_________________________ System Description: Computer Manuf. & Type________________________________________________ Memory: Conventional____________Extended / Expanded___________________ DOS Version_______ Floppy Drives Type_______________Size______________ Hard Drive Type_______________ Monitor_____________ Printer___________ Other Equipment_______________________________________________________ When was the problem experienced: Menu_____________Menu Option____________Sub Option_____________ Describe Problem in Detail: ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ Describe other functions used before the problem was experienced: ______________________________________________________________________ ______________________________________________________________________ If this problem has occurred under different circumstances, please describe: ______________________________________________________________________ ______________________________________________________________________ Mail PPCS Technical Assistance Form to: Bill Tucker 26058 Blossom Lane Grosse Ile, MI 48138 Professional Photo Catalog System - User's Manual Page E-1 Appendix E. Files and Directories PPCxxx.EXE - PPCS is distributed in a self extracting file in the form PPCxxx.EXE where xxx is the version number. The self extracting file includes the following files: PPCS .BAT - Batch file to set directory & start PPCS PPCS .EXE - Main PPCS executable file PPCS .DOC - PPCS User's Manual PPCS .REV - Summary of Latest Revision to PPCS PPCF .DBF - Skeleton database file used during installation PPCDEMOA.DBF \ PPCDEMOF.DBF - Demonstration files PPCDEMOO.MEM / INSTALL .BAT - Installation file to set up PPCS system UPDATE .BAT - Update file to install a new PPCS version PPCZAP .BAT - Cleanup routine to free disk space PPCPRINT.BAT - Batch file to print USER'S MANUAL PPC_READ.ME - Guidance for the Jack Rabbit who wants to get started fast! After installation the following files are present: PPCFAAAA.DBF - Active database file PPCFHHHH.DBF - Historical database file PPCIAAAI.NTX \ PPCIAARD.NTX \ PPCIAASD.NTX \ - Index files PPCIHHHI.NTX / PPCIHHRD.NTX / PPCIHHSD.NTX / PPCMMEMO.MEM \ PPCMMEMV.MEM - Memory files for program variables PPCMMEMW.MEM / During program execution temporary files are occasionally created. Usually one will not see them unless there is a problem. The following are typical temporary files: PPCSAVEA.DBF \ PPCSAVEH.DBF - Temporary files for main files while using PPCSAVEO.MEM / demonstration files PPCFXXXX.DBF \ PPCFYYYY.DBF \ PPCFZZZZ.DBF \ - Various Temporary files PPCIXXXX.NTX / PPCIYYYY.NTX / PPCIZZZZ.NTX / Professional Photo Catalog System - User's Manual Page F-1 Appendix F. Credit where Credit is Due PPCS would not have become a reality without some excellent software. This section lists some of that software and tells how it was used. Clipper 5.01, by Nantucket Corporation - which was used to compile and link PPCS so it could be available as a shareware product FoxBase+ & FoxPro, by Fox Software - which provided the initial base for most of the program development, but unfortunately won't allow programs like PPCS on their platform to be distributed as shareware, (sniff) Stereo Shell 3.1, by Emery Wooten - a great..the greatest shell for moving files around, which made me quit hating directories, and without which I would probably still be looking for the bits that make up PPCS QEdit 2.1, by SemWare - the great editor that I customized and did all the programing with LHA 2.11. by Haruyasu Yoshizaki - an excellent file compression program use to make the self extracting file used to deliver PPCS Share Spell 2.3 by Acropolis Software - an excellent spelling checker used to check this manual and the help modules which in spite of my terrible spelling and typing can still figure out how to spell what I meant Note: The names of the above programs are registered names of the indicated companies. Also PC-DOS is a registered name of the International Business Machine Inc., and MS-DOS is a registered name of Microsoft Inc. Professional Photo Catalog System - User's Manual Page G-1 Appendix F. Summary of Program Revisions The following describes briefly the changes that have been incorporated in each revision of the Professional Photo Catalog System. Version 2.00 to 2.50 UPGRADES: 1. Capability of revising and deleting completed historical action items similar to that provided for active items incorporated. Features for maintaining historical items incorporated in separate menu. 2. Capability provided to revise items using supervisor to access file. 3. Features to save paper incorporated including suppression of blank action and status lines and printing on two sides of paper if allowed by the printer. 4. The Date Assigned for action items can be revised.