Software of the Month Cl…ness) 1997 September #242/Software of the Month Club - Business Shareware (September 1997).iso/dos/biz/landemo2/cdbase.hlp

Text File | 1995-03-03 | 16.9 KB | 595 lines

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Use this menu to compact the storage space
unecessarily used by deleted records. When you delete
a record, its space is not freed up. Packing the
database will reclaim all space used by formerly
deleted contacts.

Since you cannot pack an empty database, make sure
there is at least one record in the database before
packing.

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Use this menu entry to RENAME a database. All files
related to the database will be renamed (including the
user files CONTACT.uid and each user's associated
mail/merge template files ... CONTACT.1, CONTACT.2,
CONTACT.3, etc.).

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Copy contacts from one database to another using this
option. All notes and history will be copied.

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Move contacts from one database to another using this
option.  All notes and history will be moved.

Similar to the COPY option, except that the selected
contacts will be deleted from the SOURCE database.

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This menu will repair your database in several phases.

The first phase is the repair of the index files. The
program CFIX.EXE is run.

The second phase makes sure that the actual number of
notes in the database agrees with the number of notes
recorded in the contact record. The program NFIX.EXE
is run.

The third phase makes sure that the number of letters
and phone calls in the log database actually agree
with the number recorded in the contact record. This
phase is run by the program LFIX.EXE.

The fourth phase will build the master calendar
containing all ticklers sorted by date/time.  The
master calendar is displayed after pressing ALT-C.

CFIX.EXE, LFIX.EXE, NFIX.EXE, and RFIX.EXE must be
located in the current directory or in the search
path.

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Run this option if the MASTER CALENDAR needs to
be rebuilt.  All databases will be scanned and each
tickler will be placed in the proper date/time
slot into the master calendar.

The MASTER CALENDAR is accessible by pressing the
"ALT-C" key when running Contact Plus Pro.

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Delete a large number of contacts from a database.
This option will "NOT" delete the database. It only
deletes particular contacts from the database.

To delete an entire database, from DOS delete all
files in the USERS and DATA subdirectory with the
name of the database.

Use the PACK option after deleting the contacts if you
wish to free up space on the disk.

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Delete old phone calls, letters and meetings after a
specified date using this option. After deleting the
calls and letters you may wish to PACK the database to
release disk space.

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Copy settings such as the "user defined fields",
"system setup menu", "categories" from one database to
another, etc.

If you select to copy the "popup" information, "ALL"
popups that appear via the F10 key will be copied from
the source database to the target.

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Delete ticklers occurring in a range of dates that
you specify.

You have the option of selecting by "DONE" status.
You also have the option of transferring them to
the NOTES (F7).

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This option prints out potential duplicates in one
or more databases based on several different criteria.

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Select which database you wish to include by entering
"YES" next to the database.  Select "ALL" to select
all databases.

When finished making your selections, press "ESC".

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Select the field you wish to search for duplicates
using the arrow keys of by pressing the first letter
of the field.

The duplication detection system will search through
each database selected using the field you pick.

Select the "FINISHED" option when finished making your
selections.

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Select the kind of action you wish Contact Plus to
take when a possible duplicate record is found.

If you select "Interactively review" a split screen
will be displayed giving you the option of selecting
which of the duplicate pair you wish to delete. You
can keep both pairs, delete one or delete both. The
first phase of this operation will allow you to select
which records to delete. You will be given one more
chance before the actual deletion procedure is run.

If you select "Print and automatically mark" a report
will be generated and each contact record that is a
potential duplicate will be marked in each database.
Note that any existing marked records in the databases
will be cleared!

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Select the appropriate action desired.

1) "Delete 1st contact" will delete the contact on
   the left side of the screen labeled "1".

2) "Delete 2nd contact" will delete the contact on the
   right hand side of the screen labeled "2".

3) "Delete oldest contact" will delete the contact
   with the oldest "changed" date or "added" date.

4) "Delete newest contact" will delete the contact
   with the most recent "changed" date or "added" date.

5) "Delete BOTH contacts" will delete both the 1st
   and the 2nd contact.

6) "Keep both contacts" - neither contact will be
   deleted.

Once each potential duplicate is selected, a seperate
deletion procedure will be run. You still have the
chance of aborting the deletion process at this point
by pressing ESC or answering "no" when prompted to
finally delete the contact records desired.

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If you are ready to actually delete the contacts
previously selected, enter "Yes".  The deletion
process will proceed.

Enter "No" or press "ESC" to quit.

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Enter "y" to leave the database program. Enter "n" or
press ESC otherwise.

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Choose the source or origin database by using the
arrow keys or by pressing the first letter of the
database name followed by the ENTER key.

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Choose the target or destination database by using the
arrow keys or by pressing the first letter of the
database name followed by the ENTER key.

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Choose the database to open by using the arrow keys or
by pressing the first letter of the database name
followed by the ENTER key.

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Enter "y" to start the database operation now. Press
ESC or "n" to abort.

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Enter the ending date for selection. Press the ENTER
key after choosing the selected date using the arrow
keys.

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Enter a code letter or a boolean expression here. For
example, if category A is the Western Region, category
B is the Northern Region and you wish to select all
members of both categories A and Code B,
type "A and B".

To select only those in category A enter "A".

To select those contacts in category A or B enter
"A or B".

You can also select contacts NOT in a category. To
select all clients NOT in the western Region enter
"not A" at the prompt.

Enter ".", to select "ALL" contacts in "ALL" categories.

Boolean expressions are discussed in more detail in
the manual.

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If you wish to select your contacts by last name,
company name or one of the user defined fields
make that selection here.

You will be able to select a subset of contacts
using the "FROM" and "THRU" fields.

Examples:

If you want to select a single record, "SmithJoe",
enter "l" for last name selection at the "Name"
"selected" prompt. Then at the "From name" and "Thru"
prompts enter "SmithJoe" and "SmithJoe". Contact Plus
is "NOT" case sensitive, so "smithjoe" will do as
well.

To select all contacts with last name starting with
"r", enter "r" at "From name" and "r" at the "Thru"
prompts.

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In addition to selecting or filtering your contacts on
last name, company name or one of the 16 user defined
fields you can select by LOCATION.

You can select by "CITY", "STATE", "ZIP CODE",
"COUNTRY",or "PHONE" by choosing the appropriate
option.

If you select "PHONE", Contact Plus will search "all"
"three" phone numbers.

After making your selection, pick a starting location
and ending location in "ALPHABETIC" order.

To select all contacts within certain zip code areas,
enter "z" for zip code and enter "91" thru "92" at the
range fields.

To select all contacts in a certain city, say Los
Angeles, enter "Los Angeles" in both "FROM" and "THRU"
fields.

To look for a phone number using the "CONTAINS" search
option surround the number with two stars '"*"'.

Say you need to locate the phone number "245-5566" but
do not know the area code, enter:

    "*245-5566*" at the "FROM" prompt.

If you leave both "FROM" and "THRU" fields blank, then
only those contacts with "empty" locations will be
selected.

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Enter the starting name of the field you want to
select. For example, if we want to print out a list of
contacts with last names from "a" to "g" enter "a" in
the "FROM" name field, and enter "g" in the "THRU"
name field.

You may use the "*" character to search for strings
that "CONTAIN" the word you are looking for.  Some
examples follow:

The FROM string: "*TAX*"

will match:

   "sales tax"
   "Taxation and Revenue"
   "Tax"
   "TAX"
   "Licensed Taxidermist"

The FROM string:  "*bus*"

will match:

   "Business"
   "Sales and Business"
   "Busy body"
   "Catch the Bus"

If the "FROM" field is set using the "CONTAIN"
characters '"*"', the "THRU" field will be set to the
"FROM" field automatically.

Two asterisks '"*"' "MUST" surround the search word.

If the zip code field was selected, enter the first
few digits of the starting zip code.

You may also leave both the "FROM" and "THRU" fields
blank to search for contacts that don't have the
search field set. For example, to look for all
contacts without an Address 1, select by "ADDRESS 1"
but leave both "FROM" and "THRU" fields blank.

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Enter the ending name in alphabetic order for this
field.

If the zip code field was selected, enter the first
few digits of the ending zip code.

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If you wish to filter your contacts by one of the
three user defined dates, birth date, added date
or changed date, make your selection here.

You will be prompted to enter a "FROM" and "THRU"
date.

Enter "N" for no selections and "ALL" contacts will
be printed. Otherwise, Contact Plus will print those
contacts whose dates fall within a certain range.

To search for contacts appearing "before" a certain
date, leave the "FROM" date blank and place the search
date in the "THRU" field.

To search for contacts without dates, leave both the
FROM and THRU date fields "blank".

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Enter the starting or "from" date for selection. Press
the "F10" key to bring up a popup calendar or enter a
date manually using date arithmetic as explained in
the manual.

If you leave both "from" and "thru" dates blank, those
contacts without dates will be printed.

If you leave the "from" date field blank, but enter a
date in the "thru" field, only those contacts with
dates "before" the "thru" date field will be printed.

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Select a date on which to delete. All calls and
letters that appear on or before the date you select
will be deleted.

This feature is handy when wishing to clean up old
contact information. After using this feature you may
wish to pack the database.

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Press 'Y' if you really wish to delete all calls and
letters on or before the date you selected.

The deletion is permanent.

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Enter the minimum number of characters that will be
compared.  For example, if you selected 6 characters
to match:

   Num Chars    Name                   Match?
   =========    ====================   ======
    6           Smithson                Yes
                Smithsor

    8           Smithson                No
                Smithsor

The match will only look for the first number of
characters that you specify.  Small numbers will
be more sensitive to the matching.

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Select the method of comparison by using the UP and
DOWN arrow keys. You have a variety of ways to select
how duplicates will be found.

Once the duplicates are found and printed, you can use
this list to delete your contacts.

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Select the types of ticklers that should be deleted
from each selected contact.

To abort the operation select the "ABORT" option.

Each tickler that matches the selection
you specify will be deleted.

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Select "Y" if you want to transfer the deleted
ticklers to notes.

The date/time, tickler, tickler notes and status will
all be saved as notes and remain part of the contact.

Otherwise, select "N". The deleted ticklers will not
be transferred.

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Select "Y" if you want the date/time stamp on the
tickler to be transferred to the date/time stamp on
the corresponding note.

Otherwise, select "N". The date/time stamp on the note
will be set to today's date and time.

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If you wish to select contacts by marking the records
enter "Y" here. A "view" screen will appear giving you
the ability of marking only those contacts you wish to
delete/transfer.

Otherwise, you can select contacts using the standard
SELECTION MENU, similar to the menu in the REPORTS and
MAIL/MERGE.

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Perform global or mass updates using this menu option.
You can globally change categories, user defined
fields, area codes, etc.

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Use the "M" key to selectively mark/unmark contacts.
Those contacts that are marked will then be selected
for "update/copy/move/delete" operations.

Use the "left" and "right" arrow keys to get a
different view of other contacts.

Press "I" to see the contacts in a different order.

Press "S" to search for a particular contact.

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Select what you wish to update by highlighting the
appropriate option and pressing the ENTER key.

The User/Biographical fields are those fields
appearing on the HEADER and SECONDARY screens.

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You have 9 options in which to update the user defined
and biographical fields.

Select the appropriate option and press ENTER.

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Use the "up" and "down" cursor keys to move the
highlight selection bar to the field which will
act as the "source" field.

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Use the "up" and "down" cursor keys to move the
highlight selection bar to the field which will
act as the "target" field.

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Use the "up" and "down" cursor keys to move the
highlight bar to the appropriate field you wish to
select.  Press "ENTER" to select.

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Type in the "string" you wish to use as a replacement
for the field selected.

The contents of the field you selected will be
replaced by the "string" you type.

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Enter a single character by pressing the letter you
wish to append into the "SOURCE" field.

Common examples are the SPACE BAR, '+', ',', etc.

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Answer "Yes" if you wish to actually start the
operation now, otherwise press "No".

You may press "ESC" if you wish to abort the operation
midway.

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Use the "up" and "down" arrow keys to select the
appropriate operation.

Press "ESC" to quit.

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Enter a single letter denoting one of the categories
on the screen.

Legal values are from "A" through "X".

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Enter a single letter denoting one of the categories
on the screen. This selection will "replace" the
previous category.

Legal values are from "A" through "X".

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Use the "up" and "down" arrow keys to select the
appropriate operation.

Press "ESC" to quit.

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Select one of the four date fields presented using the
"up" and "down" arrow keys. Press "ENTER" to make your
selection.

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Enter a date that will be used for replacement using
the popup calendar.  Valid keystrokes are:

  "Up arrow" move to prior week
  "Dn arrow" move to next week
  "Left arrow" move to next day
  "Rght arrow" move to prior day
  "PgUp" move to prior month
  "PgDn" move to next month
  "Home" move to today's date

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Enter the area code you wish to search. The phone
numbers of those contacts with matching area codes
will be automatically updated.

For example:

    Area code to search: 404
    Area code to substitute: 414

    A phone number of "404-123-4455" will be changed
    to "414-123-4455"

Only the area code will be changed. If the phone
number does "not" contain "10" digits it will "NOT" be
changed.

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Enter the area code to be used as a replacement.
Those area codes that matched the "search for" prompt
will be updated.

For example:

    Area code to search: 404
    Area code to substitute: 414

    A phone number of "404-123-4455" will be changed
    to "414-123-4455"

Only the area code will be changed. If the phone
number does "not" contain "10" digits it will "NOT" be
changed.

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Select one of the options displayed or press "ESC"
to quit.  The setup from the source database
will be copied to the target database.

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If you want to "append" or "concatenate" onto the
target field, answer "yes" to this question.

Instead of replacing the target field, the data will
be appended to the end of the target field.  If
the target field doesn't have enough room to append
the information will be truncated to the max size
of the target field.

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