ll of the information about incoming correspondence and its associated outgoing correspondence. There are four block of information contained in the layout - 1) Incoming Document Data; 2) Incoming Location DatE
a; 3) Outgoing Document Data; and 4) Outgoing Location Data.
The Incoming Document Data block contains four descriptive fields. The first field is labeled "To." In this field type the last name of the in
Data Entry
1..100
Outgoing Sort
1..100
About
Access
Accomplished
Additional
Appropriate
Associated
Block
Command
Contain
Contained
Contains
Correspondence
Custom
Database
Descriptive
Documents
Elements
Enter
Entitled
Entry
Examines
>1/1/50
Incoming Sort
1..100
CABINET.I
CABINET.O
DATE.I
DATE.O
DRAWER.I
DRAWER.O
FOLDER.I
FOLDER.O
FROM.I
FROM.O
HELP INFORMATION
ORDER
RESPONSE DUE
SUBJECT.I
SUBJECT.O
TITLE
TOTAL.I
TOTAL.O
To.IB
From.IB
Date.IB
A Subject.IB
A Cabinet.IB
Drawer.IB
Folder.IB
Total.OB
Response DueB
Help InformationB
OrderB
TitleB
dividual in the office to whom the incoming correspondence was directed. If there is more than one person in the office with the same last name, you may wish to add first name information to this field in the G
following format: Smith, Mary.
The second field is labeled "From." Enter the last name and first name of the individual from whom the incoming correspondence was received in the following format: Jones,
g Document Data; and 4) Outgoing Location Data.
ts from 1 to X and label each drawer of the cabinet with a letter designation. For example, a row of five, four drawer filing cabinets would be numbered left to right cabinet 1 through cabinet 5. The top drawF
er of each cabinet would be labeled "A;" the second drawer "B;" the third drawer "C;" and the fourth drawer "D." The folder field should contain the same decriber as is contained on the actual folder in file cG2abinet in which the incoming document is located.
>1/1/50
>1/1/50
The purpose of this database is to help you find and track incoming and outgoing "paper" correspondence. Access to any of the layouts contained in this database may be accomplished by selecting the approp
Howard. The third field is labeled "Date." Enter the date the correspondence was received by your office in the following format: mm/dd/yy. If you were to enter the date
o help you examine and track the dC
ocuments in your filing system. The first layout in entitled "Data Entry." The information fields in this layout contain all of the file's data elements. It is this layout from which you will enter all of th
try Layout
A From Sort
Data Entry
"<<<<< Incoming Document Data >>>>>
Field
Fields
File's
Filemaker
Filing
Finalized
First
Folder
Following
Format
Formatting
Fourth
Friday
Generated
Handled
mation
Jones
Label
Labeled
Layout
Layouts
Letter
Lettering
Located
Location
Mm/dd/yy
Number
Numbered
Pages
Paper
Paragraph
Particular
Perform
Performing
Person
Piece
Portion
Press
Purpose
Receipt
Received
Recommended
Record
Records
Reflect
Remaining
Report
Response
Responses
Resulting
Right
Scheme
Script
Scripts
Second
Select
Selecting
Selects
Seven
Should
Shown
Similar
Entry
Layout
Example
Exceptions
Extracted
Field
Filing
Finalized
First
Folder
Following
Format
Fourth
Howard
Incoming
Indivdual
Individual
Information
Jones
Label
Labeled
Layout
Layouts
Letter
Lettering
Located
Location
Mm/dd/yy
Number
Numbered
Smith
Sorts
Space
Subject
Sufficient
System
Tasks
Their
There
These
Third
Those
Three
Through
Timely
Within
Would
About
Documents
Entry
Incoming
Layout
Outgoing
Numbering
Numeric
Occur
Office
Operation
Order
Outgoing
eport
Response
Responses
Resulting
Right
Scheme
Script
Scripts
Second
Select
Selected
Selecting
Selects
Should
Shown
Similar
Smith
Sorts
Space
Subject
Sufficient
System
Elements
Enter
Entered
Entitled
Entries
Entry
Examine
Example
Filing
Finalized
First
Following
Format
Fourth
Howard
Incoming
Indivdual
Individual
Information
Jones
Label
Labeled
Layout
Layouts
Letter
Lettering
Location
Mm/dd/yy
Number
The purpose of this database is to help you find and track incoming and outgoing correspondence. Access to any of the layouts contained in this database may be accomplished by selecting the appropriate co
ocuments that are contained in the database and displays that total at the end of the report.
and displays that total at the end of the report.
Subject
"<<<<< Outgoing Location Data >>>>>
Cabinet
Drawer
Folder
"<<<<< Incoming Location Data >>>>>
Cabinet
Cabinets
Calculated
Calculation
Cannot
Change
Changed
uration
Contain
Contained
Contains
Correspondence
Counts
Custom
Database
December
Decriber
Described
Description
Descriptive
Designation
Devise
Difference
Directed
Display
Displays
Document
Documents
Drawer
Drawers
During
Data Entry
"<<<<< Incoming Document Data >>>>>
Response Due
Subject
"<<<<< Incoming Location Data >>>>>
Cabinet
Drawer
The Data Entry Layout
"1/4/89," the application will display this as "Wednesday, January 4, 1989," once you finalized your entry for this particular piece of correspondence.
The fourth field is labeled "Response Due." Enter a B
due date in the same format as described above. The resulting date will have the same configuration as that shown above, when you have finalized your data entry for this record.
The "Subject" field contai
Folder
"<<<<< Outgoing Document Data >>>>>
Data Entry
"<<<<< Incoming Document Data >>>>>
Subject
"<<<<< Outgoing Location Data >>>>>
<<<<< Incoming Documents >>>>>
,Sorted by Cabinet/Drawer/Folder/From/Subject
Cabinet
Drawerwer
<<<<< Incoming Documents >>>>>
,Sorted by Cabinet/Drawer/Folder/From/Subject
Cabinet
Drawer
Drawer
Folder
"<<<<< Outgoing Document Data >>>>>
Folder
Subject
Total Number of Documents
<<<<< Documents From >>>>>
,Sorted by Date/Subject/Cabinet/Drawer/Folder
Document Data
Subject
Cabinet
Drawer
Folder
Total Number of Documents
Page ##
Total Number of Documents
Page ##
Total Number of Documents
Page ##
ubject
Cabinet
Drawer
Folder
Subject
Total Number of Documents
Page ##
Subject
Cabinet
Drawer
Folder
Drawer
Folder
Subject
Total Number of Documents
Page ##
<<<<< Outgoing Documents >>>>>
,Sorted by Cabinet/Drawer/Folder/From/Subject
Cabinet
Drawerwerwer
<<<<< Documents From >>>>>
,Sorted by Date/Subject/Cabinet/Drawer/Folder
Page ##
Document Data
Subject
Cabinet
Drawer
Folder
<<<<< Outgoing Documents >>>>>
,Sorted by Cabinet/Drawer/Folder/From/Subject
Cabinet
Drawer
Folder
Subject
Total Number of Documents
Page ##
,<<<<< Correspondence Response Tracking >>>>>
Response DueDue
Total Number of Documents
Page ##
,<<<<< Correspondence Response Tracking >>>>>
Response Due
To Whom
Subject
Page ##
,<<<<< Correspondence Response Tracking >>>>>
Response Due
Isentatives@
Elements@
Example
Field
Numbering@
Pages@
Smith@
OutgoingL
rected
Fields
Contains
Filing
[ Remaining
Total.IB
To.OB
From.IF
From.OB
Date.OB
A Subject.OB
A Cabinet.OB
Drawer.OB
Folder.OB
Total.OB
Response DueB
Date.I+7F
Help InformationB
OrderB
TitleB
ns sufficient space for the entry of a description of the incoming correspondence and may contain text and numeric information.
The Incoming Location Data block contains three fields of information: 1) CaD
binet;
2) Drawer; and 3) Folder. It is recommended that you devise a scheme for numbering and/or lettering the various file cabinets and their associated drawers. A common scheme would be to number the cabine
3cabinet in which the incoming document is located.
U More About the Data Entry Layout
The Outgoing Document Data block and the Outgoing Location Data block contain similar information contained in the paragraph on Incoming Location Data. The only difference is that the "To" field should coB
ntain the name of the individual to whom the outgoing correspondence is being directed and the "From" field the name of the individual who generated the response from within the office. The formatting of infor
U&Still More About the Data Entry Layout
This script sorts the data in the database by Cabinet, Drawer, Folder, From and Subject. The script also counts the number of incoming documents that are contained in the database and displays that total at the end of the report.r the Incoming Data blocks.
U&Still More About the Data Entry Layout
Incoming Documents Sort
This script sorts the data in the database by Date, Subject, Cabinet, Drawer, and Folder. The script also counts the number of incoming documents that are contained in the database and displays that total at the end of the report.t total at
the end of the report.
Incoming Documents Sort
XPerforming this script automatically selects the third layout and sorts the data in the
Documents From Sort
This script selects only those records associated with outgoing correspondence, and sorts the data in the database by Cabinet, Drawer, Folder, From and Subject;. The script also counts the number of incomBbing documents that are contained in the database and displays that total at the end of the report.
ed with outgoing correspondence; and sorts the data in the database by Cabinet, Drawer, Folder, From and Subjec
Outgoing Documents Sort
Performing this script selects only those records associated with a response due, and sorts the data in the database by Response Due, From, To Whom and Subject.
The purpose of this script report is toB
make sure that correspondence for which a response is due is handled in a timely manner.
For example, let's say it's Friday, December 23, 1988, and you want to know what responses to incoming corresponden
Eher 26 - December 30, 1988, will be extracted from the file and listed in the sort order for this script.
find all of the records in the file. Chose Find from the Select Menu; click in the first field under theD
heading "Response Due;" and enter the following: 12/26/88..12/30/88. Click in the Find box or press the enter key on the keyboard and any records which have a response due during the week December 26 - Decem
Correspondence Tracking
B File TestC
File ManagerD
12/27/88E
Test of File ManagerF
Test of DatabaseJ
File ManagerR
01/03/89
BethD
12/27/88
01/03/89
BethD
12/27/88J
BethR
01/03/89
e during the week December 26 - December 30, 1988, will be extracted from the file and listed in the sort order for this script.
Correspondence Tracking
Sample RecordC
Smith, MaryD
12/1/88E Test of File Management Database
ce are due during the upcoming week, which would be December 26 - December 30, 1988. Perform this script, which will find all of the records in the file. Chose Find from the Select Menu; click in the first fiD
eld under the heading "Response Due;" and enter the following: 12/26/88..12/30/88. Click in the Find box or press the enter key on the keyboard and any records which have a response due during the week Decemb
>1/1/50
Manager
Manager
Database
Inquiries
Follow-up
Inquiry
About
Liability
Insurer
Jones
Jason
Property
Inquiries
Wozniak
Steve
Heading
Howard
However
Incoming
Individual
Information
January
Jones
Keyboard
Label
Labeled
Layout
Layouts
Let's
Letter
Lettering
Listed
Located
Location
Manner
Manually
Mm/dd/yy
Nature
Number
Numbered
Today's
Total
Track
Tracking
Under
Upcoming
Various
Wednesday
Which
Within
Would
About
Correspondence
Documents
Entry
Incoming
Layout
Outgoing
About
Above
Access
Accomplished
Additional
Outgoing
Still
Tracking
Legislation
Liability
Property
Reform
Association
Inquiries
Liability
Property
12/26/88
12/30/88
6/1/88
About
Above
Access
Accomplished
Additional
Response Due
Subject
"<<<<< Incoming Location Data >>>>>
Cabinet
<<<<< Incoming Documents >>>>>
,Sorted by Cabinet/Drawer/Folder/From/Subject
Cabinet
Drawer
Folder
Subject
<<<<< Outgoing Documents >>>>>
,Sorted by Cabinet/Drawer/Folder/From/Subject
To Whom
Subject
Page ##
,<<<<< Correspondence Response Tracking >>>>>
Response Due
Manager
12/26/88
12/30/88
6/1/88
About
Access
Accomplished
Additional
And/or
Application
Associated
Automatically
Being
Block
Blocks
Cabinet
Database
Inquiries
iries
nquiries
quiries
About
Access
Accomplished
Additional
And/or
Application
Associated
Automatically
Being
Block
Blocks
Cabinet
1/1/50
Manager
tabase
Insurer
Additional
And/or
Application
Associated
Automatically
Being
Block
Blocks
Cabinet
Automatically@
Cabinets@
Chose@
Elements@
Example
Field
Have@
Numbering@
Pages@
Smith@
OutgoingL
4-2.1F#
4.01I
7/5/919e of the indivdual
Tfrom whom the incoming correspondence was received in the following format: Jones,
4-2.1F#
12/22/88
pment
Property
roperty
6/1/88
About
Access
Accomplished
Additional
And/or
Application
Associated
Automatically
Being
Block
Blocks
Cabinet
1/4/89
12/26/88
12/30/88
About
Above
Access
Accomplished
Actual
Additional
After
And/or
Application
Appropriate
Associated
Assumed
Auto-entered
Automated
Being
Block
Blocks
Cabinet
riate command from the Custom menu. Additional information about each of the scripts is contained in the remaining pages of this help file.
There are five layouts that are used to help you examine and traC
ck the documents in your filing system. The first layout in entitled "Data Entry." The information fields in this layout contain all of the file's data elements. It is this layout from which you will enter a
Selected
Selecting
Smith
System
There
Track
Which
mation is the same as was described for the Incoming Data blocks.
There are three automated tasks that have been created in this database. First, when you enter a "From" name in the Incoming portion of thD
e Data Entry layout, the same name is automatically entered in the "To" name of the outgoing portion of the Data Entry layout, as it is assumed that your response , if any, would be directed to the person(s) of
Automatically
Because
Being
Block
Blocks
Cabinet
the same name. Second, the date of receipt is automatically entered as today's date, as it is assumed that data entry for tracking correspondence will occur on the same date that each piece of correspondence F
is received. Third, the response due date is assumed to be seven days after the date of receipt and is calculated as such. As is the case with all FileMaker field entries, auto-entered data can be manually ch
anged to reflect exceptions. However, because the first automated data entry task in this database is a calculation field, you will note that it cannot be changed.
You may also want to change these auto-eHLntered field definitions to reflect the particular nature of your operation.
of the outgoing portion of the Data Entry layout, as it is assumed that your response , if any, would be directed to the person(s) of