PC Plus SuperCD (UK) 1995 September/Image.iso/asksam2/dbase.ask

askSam Database | 1995-05-24 | 301.4 KB | 338 lines

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Table of Contents
Introduction
Files and Documents
Creating a Database
Searching your Information
Creating a Report
Example Databases
Questions & Ordering Info
Introduction
Table of Contents+
Files and Documents
Table of Contents+
Creating a Database
  Managing Structured Information with askSam
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Table of Contents
Introduction
Files and Documents
Creating a Database
Searching
Reports
Example Databases
Questions & Ordering Information
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Introduction
askSam for Windows
 a program to help you work more efficiently. askSam lets you organize your
information in a simple and flexible manner - no programming, no understanding data structures. askSam
makes using a database as easy as using a word processor because the easier it is to organize and access
your information, the more useful your information becomes.
Information can come in many different shapes and sizes. And just because your information doesn't fit
into a pre-definable structure doesn't make it any less important. That's why we've made askSam a freeform
database, capable of managing structured and unstructured information. askSam uniquely combines
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Table of Contents
Introduction
database, word processing, and text retrieval functions. The result is a an easy-to-use program flexible
enough to manage the most diverse types of information.
(Return to Table of Contents)
Files And Documents
Before you begin working with the Demo version, it is important that you understand how askSam stores
information.
Like other applications, askSam stores your information in Files.
askSam Files are structured
like database Files - each File may contain multiple Documents (these Documents correspond to Records in
the traditional database).
This is different to the way a word processor stores information. In a word processor, each Document is
stored in a separate File.
For example, you can have a single askSam File containing all of your faxes. Each
fax would be an individual Document in the askSam File.
(Return to Table of Contents)
Creating a New Database
askSam databases are very flexible. They can contain almost any type of information. A database can be
structured, or it can be a completely freeform collection of random information. To manage freeform
information, you simply jot down notes and ideas, or import texts. If the information you wish to manage is
structured, askSam lets you easily define a structure (without having to define field types and field lengths).
In this example, we will create a structured address database.
1. Choose FILE
Files and Documents
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Creating a Database
The New File dialog box appears. You can either create a database from one of the pre-defined templates,
or you can create an empty database. To demonstrate how easy it is to set up a new database, we will
create an Empty File.
2. Enter a name for your database. Type: DEMO1
3. Choose the OK button.
 A new file will be created, and you find yourself in the Work Space.
Defining An Entry Form For Your Database
So far, you've created an empty file which will eventually become your database.
If you are planning to
manage unstructured information, you can simply start typing. You place different ideas, notes, and texts in
individual documents by choosing DOCUMENT
 ADD and then typing in your information.
To manage structured information, the next step is to create an Entry Form. The Entry Form is where you
define the structure for your database. Defining an Entry Form is as simple as typing in field names for the
information you wish to record. You can have as many fields as you wish. The field names will vary
depending on the type of information you are organizing. In this example, we will create an address
database.
4. Choose EDIT
 ENTRY FORM
The Entry Form is opened. You see a blank screen.
You can now define your Entry Form. The pieces of information that you want to organize will be placed
in "fields". Fields in askSam are just words that mark the place where you want to enter your
Table of Contents
Searching your Information
information. To differentiate your fields from ordinary words, we place an opening bracket ( [
) on the
end of a word used as a field, for example: Name[. If you want to restrict the length of the information
you enter, place a closing bracket (
) in the position where the information should stop.
5. Type in your Entry Form. Use only the SPACE BAR, ENTER Key, Cursor Keys, and Letter
Keys (do not use the TAB KEY). Type the following:
To save your Entry Form after entering the fields shown above:
6. Choose EDIT
 ENTRY FORM and then choose the YES button.
Notes: For your database, you can define as many fields as you want
 fields for Callback Dates,
Priority, Next Step, whatever you need. Field Names do not need to be written in upper case letters. A
Field Name can only be a single word. Field Names do not need to line up (as shown above).
Entering Data
8. Choose DOCUMENT
 ADD W/ENTRY FORM (or press F5)
 Your Entry Form appears on the screen. The cursor is in the NAME[ field waiting for your entry.
9. Type in the desired information. Press ENTER or TAB to move to the next field.
If you want to return to
a field you have already filled out, press SHIFT+TAB or the UP ARROW key.
When you get to the field NOTES[, we have left space for more than one line. Just type in your
information. askSam will automatically wrap the text to the next line when necessary.
To enter another Document in your database:
10. Choose DOCUMENT
 ADD W/ENTRY FORM (or press F5)
Your Entry Form appears on the screen. The cursor is in the NAME[ field waiting for your entry. Type in
the information, save, and press F5 to enter another Document.
If you wish to type in some more information, feel free to do so. In order to save you the typing, we
have prepared a sample database where we can demonstrate how to search and how to create reports
with askSam.
To Save and Close a File
11. Choose FILE
 SAVE
(or press CTRL+S) to save any changes.
12. Choose FILE
 CLOSE
(or press CTRL+F4) to close your database.
(Return to Table of Contents)
Searching Your Information
The ability to find information when you need it will let you work more efficiently. askSam offers some of
the most sophisticated search functions found in any database. Boolean searches, date searches, numeric
searches, hypertext searches, as well as proximity and full text searches can all be accessed from simple
dialog boxes. The ACTIONS menu contains commands for the various search functions. Not all of the
search functions are described in the Demo documentation. Feel free to explore the menus and try out any
searches that interest you.
To make finding your information convenient, askSam also lets you search from the Command Line. The
Command Line is the line above the ruler beginning with the Search button.
Opening A File
Searching your Information
Table of Contents
Creating a Report
We've prepared a database in which you can try different searches. The file is called T-CLIENT and is a
sample client database.
1. Open the T-CLIENT file by choosing FILE
 OPEN and selecting the T-CLIENT file.
The first Document from this database will appear on your screen. The Status Bar at the bottom of your
screen tells you how many Documents are in the database. You are currently in the first of 25
Documents.
Moving Through Your Database
There are several ways to move through the Documents in your database:
 using the Function Keys
 F9 to move to the next Document
 SHIFT+F9 to move to the previous Document
 SHIFT+F8 to move to the first Document
 F8 to move to the last Document
 using the Video Buttons
Searching From The Command Line
The Command Line gives you a direct way to quickly access your information. For example, to find
information about the client Leon Wilson:
2. Press ESC (or click the mouse in the Command Line - the line above the Ruler)
3. Type: Leon Wilson and then press the ENTER Key.
 Leon Wilson's information will appear on the screen. In the upper right portion of the screen, the
Retrieval Dialog Box is displayed. From this Dialog Box, you can choose:
 NEXT to view the next Document retrieved by your search request
 PREVIOUS to return to the previously retrieved Document
Creating a Report
 CANCEL to cancel the search and remain in the retrieved Document.
OR, you can Click in the Work Space (with the keyboard press F6). You can then edit your text and save
any changes. To continue searching, Click on the NEXT Button in the Retrieval Dialog (or press F6 and
choose NEXT).
There is only one document containing "Leon Wilson".
4. Choose the CANCEL Button (or press ESC)
The Retrieval Dialog Box will disappear. You can now add to or edit the information, search for another
client, or even let askSam dial the phone number for you.
Let's enter another request in the Command Line. This time let's search for all the accounts in Florida that
are active in the Tourism industry.
5. Press ESC
The cursor is placed in the Command Line. Your last request (Leon Wilson) is highlighted. You can use
the cursor keys to edit this request, or you can enter a new request and the old one will be deleted:
6. Type: FL tourism and press the ENTER key.
The first Document containing the words FL and TOURISM will appear on your screen. In the upper
right portion of the screen, the Retrieval Dialog Box will be displayed.
7. To view the next Document selected, choose the NEXT button (or press ENTER). You can continue
choosing NEXT until askSam beeps and the message "End of Search" appears in the Status Bar. Choose
CANCEL (or press ESC) to end the search.
(Return to Table of Contents)
Creating A Report
In askSam, reports serve two basic functions:
 They let you view information from multiple Documents in an organized and summarized manner.
 They store frequently used searches and requests.
Reports let you create lists, calculate totals, and view your information in different ways. The askSam
Report Writer lets you create reports without having to learn complicated commands or a programming
language. In our Demo, we will create an alphabetical phone list of the names in the T-CLIENT file.
1. Choose TOOLS
 NEW REPORT
 The New Report Menu will appear. Enter the name of your Report.
2. Type: Phone List
 There are four Buttons in the New Report Menu:
 a Button to select Documents.
 a Button to sort Documents.
 a Button to define a Report Layout.
 a Button to run your Report.
Since you want a list containing all of your Clients, you do not need the Select Button. You, do, however
want your list sorted.
3. Choose the SORT Button
 Note: There are two ways to choose the Sort Button:
 Move the mouse pointer on the Button and Click.
 Press ALT+O and then press the SPACE BAR.
The Sort Dialog Box will appear. In this Dialog Box you can define the fields you want to sort, the field
type, and modifiers for your sort.
 You are going to sort your Report by Client Name (the NAME[ field).
Creating a Report
4. Select the NAME[ field.
Since the NAME[ field contains both first and last name, you will have to choose the modifier "Sort on
Last word in field".
5. Choose the "Sort on Last word in field" modifier and then choose the OK Button
 You return to the New Report menu.
Defining the Layout for Your Report
The Report Layout defines how your report will look. The askSam Report Writer makes defining a report
layout easy. You simply select the fields you want included in your report, and you place them on the
screen where they should appear in your report.
6. Choose the Define Layout button.
You enter the Layout Report Editor and the Report Tool Buttons appear in the bottom left part of your
screen and a list of field names appears in the bottom right part of your screen. You are now ready to
define the layout for your report. For the Phone List Report, a simple list of name, company and phone
number will suffice.
7. Drag the NAME[ field from the Field List and place it in column 1, line 1. (As you move the mouse
pointer, your position will be displayed in the left part of the Status Bar. Move to col 0" / line 0").
 To Drag a field, you move the mouse pointer to the field name. Click the left mouse button and keep it
pressed while you move the mouse pointer to the position where you want to place the field. Release the
mouse button and the field name is inserted.
Table of Contents
Example Databases
Table of Contents
Questions & Ordering Info
8. Drag the COMPANY[ field from the Field List and place it in line 1, column 19 (the 1.5" mark in the Ruler).
 The COMPANY[ field will be inserted.
9. Drag the PHONE[ field
from the Field List and place it in line 1, column 55 (the 4.5" mark in the Ruler).
 The PHONE[ field will be inserted. You report layout should look like this:
10. Choose TOOLS
 CLOSE REPORT (or press CTRL+S).
 A message box will ask you if you wish to save the Report.
11. Choose the YES button.
To Run Your Report
12. Choose the RUN button.
 A new window containing your Phone List will open. You can edit, save, or print your Phone List. If you
double click on a line in the report, you return to the Document containing the information displayed in
that line. You would then press CTRL+TAB to return to your report.
 When you have finished paging through your Phone List, close the window.
13. Choose FILE
 CLOSE.
Once a report is created, you can modify it by choosing TOOLS
 OPEN/EDIT REPORT and you can
run it by choosing TOOLS
 RUN REPORT. The previous example shows only the most basic features
of the askSam Report Writer. With askSam you can create reports containing headers, footers, and
page numbers. Fields can be grouped, counted, and totalled. askSam  is also capable of including the
contents of long text fields in reports. Choose TOOLS
 RUN REPORT and try out some of the other
reports in the T-CLIENT file.
Table of ContentszG
If you wish to practice writing some more Reports, feel free to do so. When you are finished, choose
FILE
 CLOSE to close the T-CLIENT file.
(Return to Table of Contents)
Example Databases
We've included several sample databases along with this Demo. You can open these files and explore some
of askSam's features. Below you will find a list of the databases included with this Demo:
DBASE An electronic version of this documentation.
PHONE A sample database of phone messages.
T-CLIENT A sample database of names and addresses (used in this tutorial).
Using the askSam Demo, you can work with any of these Databases.
1. Choose FILE
 OPEN
 A list of the file names will appear.
2. Choose the file you want and choose the OK button.
Working with the askSam Demo Version
askSam's Demo version is a working model. Take what you've learned from the Demo documentation and
start building your own askSam databases. You can build a database from scratch or import your
information. Before long, you'll have mastered the program and be on your way to working more efficiently.
And remember, any database you create with the Demo version can be used in the full version.
(Return to Table of Contents)
Questions?
If the Demo documentation and Help function do not contain the information you need, call, fax, or send
Example Databases
Questions & Ordering Info
a CompuServe message. We'll be happy to help you any way we can.
To Order
We're so sure that you'll be happy with askSam, that we offer a 60-day money back guarantee. So there's no
risk. Call, fax, or write today:
askSam Systems - P.O. Box 1428 - Perry, FL 32347
Phone: [phone] or
904-584-6590
Fax: [phone]
CompuServe: 74774,352
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