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«RM100»
INTOUCH
Customer Database Management System
The Way-To-Fame Software
Datacast, Inc.
9235 Whitehurst
Dallas, TX 75243
(214)349-2367
DISCLAIMER
This program is supplied as is. Datacast, Inc. disclaims all war-
ranties, expressed or implied, including, without limitation, the war-
ranties of merchantability and of fitness of this program for any pur-
pose. Datacast, Inc. assumes no liability for damages direct or con-
sequential, which may result from the use of this program.
LICENSE
You are granted a license to evaluate this software on A SINGLE COM-
PUTER for a period not to exceed thirty (30) days. If, on or before
this time expires, you wish to continue using this software, you must
register by sending the registration fee to Datacast for EACH COPY to
be used.
The shareware version of this software may be freely distributed as
long as the following conditions are met:
1) All files are distributed as is and in unmodified form.
2) No more than a $5.00 handling fee can be charged without the
PRIOR written consent of Datacast.
3) INTOUCH may not be distributed with or as a part of any other
product or software package without the prior written consent
of Datacast.
Registered copies of this software may be used by the REGISTERED OWNER
on a single computer. If you desire to use the software on more than
one computer you must purchase additional copies or a site license.
Business and government users of INTOUCH must register in order to
legally use INTOUCH. The 30 day evaluation privilege is only
extended to non-business users.
By using INTOUCH you acknowledge that you have read this agreement,
understand it and agree to be bound by it's terms and conditions.
Copyright (c) 1991 Datacast, Inc. All Rights Reserved.
INTOUCH is a trademark of Datacast, Inc.
- i -
Table of Contents
Disclaimer........................................ i
License........................................... i
Table of Contents................................. ii
Design Criteria................................... 1
Features Outline.................................. 2
Hardware Requirements............................. 3
Installation...................................... 4
Operating INTOUCH................................. 5
Master Menu:................................... 5
Pulldown #1: Files.......................... 5
Pulldown #2: Output:........................ 6
Select Index............................. 6
Define Filter............................ 7
Output Types:............................ 8
Reports............................... 8
Other................................. 8
External Reports...................... 9
Pulldown #3: Utilities...................... 9
Configuration............................ 9
Monitor.................................. 10
Pack and Reindex......................... 10
Append From.............................. 10
Copy To.................................. 12
Display DBF Files........................ 13
Delete Files............................. 13
Replace Contents......................... 13
Erase Records............................ 13
Numbering................................ 13
Pulldown #4: Exit........................... 14
Quit INTOUCH............................. 14
Exit to DOS.............................. 14
Database Entry Screen:......................... 14
Display..................................... 14
Menu Choices................................ 15
Using INTOUCH:.................................... 17
Multiple Database Manipulations................ 17
Advanced Filtering Techniques.................. 18
Appendix A: File Structure........................ 19
Appendix B: Relational Operators.................. 20
Appendix C: Order Form............................ 21
- ii -
SYSTEM DESIGN CRITERIA
INTOUCH is designed to be a serious business tool.
The escalation of business competition is making improved customer
communications vital to the future of many enterprises. The nature and
timing of communications becomes an art and business managers need
convenient, cost effective techniques to open the way to interesting
communications options. The computer can fill this need but, more than
a modest mail list program is needed. This is the niche for INTOUCH!
INTOUCH requires skills, different from, but no more or less rigorous
than many other crafts. We have tried to make the program as easy to
use as possible, but when faced with the choice, we consistently came
down on the side of capability. Users who acquire INTOUCH for modest
communication purposes will be well served. However, those users with
demanding needs, who are willing to learn to utilize the features that
give speed and effectiveness to INTOUCH, will be the best benefactors.
Effectiveness can be judged merely in terms of INTOUCH's through-put
of records, but the real measure is in INTOUCH's contribution toward
stimulating an audience and toward improving an organization's
viability.
INTOUCH achieves its objectives in a variety of ways. First, the menus
are fast and provide the operator single key or sliding bar selection
options. There is abundant help available at the keyboard. The bottom
line of the screen is reserved for prompting messages and at the
stroke of a key, a help screen appears on more involved items. Most
keyboard entry responses are instantaneous and a skilled operator,
working from good copy, will enter 50-100 records of basic customer
information per hour. The system will be waiting for your operator's
every key stroke, thus taking advantage of valuable employee time.
INTOUCH excels in another way. It provides boundless ways in which
customer information can be organized and played back. Managers can
use their best creativity in employing the system for customer com-
munications. Whether using the telephone or postal service or personal
contacts, it is possible to organize interactions with customers in
any imaginable grouping and sequence. Communications can be scheduled
to integrate with your business cycles and can be structured to reach
everyone, to whom you should be talking, in an appropriate way at an
appropriate time.
The ability to work with a variety of different database files is
another INTOUCH strength. You will be able to bring in files from the
outside, move them about in a variety of ways within the system and
archive them at will externally. You will be able to agilely move
among a series of databases files with contents grouped according to
their types, importance or use patterns.
INTOUCH enables managers to become marketers of their businesses and
organizations. It opens doors of possibilities for communications with
customers and permits skillful deployment of resources be those
people, time or money.
- 1 -
INTOUCH FEATURES OUTLINE
GENERAL CHARACTERISTICS:
Clipper Compiled Speed and Functionality
Attractive, Responsive Displays
10 Internal Databases/Unlimited External
Virtually Unlimited Records per Database
VISUAL INTERFACE:
Pulldown/Point and Shoot Menus
Intuitive Field Organization/Labeling
Popup, Context Sensitive Help
Automatic Item-for-Item Prompting
Popup Calendar
Browse Screen for Columnar Database View
RECORD ORGANIZATION:
Multiple Indexing Options
Countless Filtering (Selection) Options
THE PRODUCTION:
Automatic Telephone Dialing:
Personal Calls
Telemarketing Projects
Extensive Output Options:
Work Lists/Check Lists:
Telephone Contact
Personal Contact
File Management
Etc.
Rolodex Cards:
Off-Line Reference
Out-of-Office Reference
Mailing Labels
Package Labels
Address File Creation for WP Interface:
Business Letters
Formal Invitations
Etc.
User Defined Report Form Selection
Contact Date History Record
MANAGEMENT AIDS:
Monitor Options for Color, etc.
User Selectable Printer Codes
Multiple File Management Options
Utilities and Access to DOS
File Archiving and Retrieving
- 2 -
HARDWARE REQUIREMENTS
INTOUCH is written for use on a DOS based 286 (or higher) computer
with DOS version 3.2 or higher. A hard drive is required and a 360
floppy drive is needed to load the software. There should be 640K of
Random Access Memory. A color monitor will provide more readable
screens, but a monochrome monitor can be used. A printer is required
which can be probably just about any model dot matrix--dot matrix
because some output is designed for continuous feed material. The
expanded width lists need a wide carriage but, it may not be essential
for your purposes to run this list option.
- 3 -
INSTALLATION
The program is supplied on two 5 1/4 floppy diskettes from which the
files must be copied to the hard drive (Drive C is assumed but you may
substitute your choice). A special sub-directory is important and the
following structure is suggested:
C:\>MKDIR FAME (Location of the INTOUCH system)
Then insert INTOUCH Disk #1 in Drive "A" and enter the following:
C:\>COPY A:*.* C:\FAME
Next insert INTOUCH Disk #2 in Drive "A" and enter the following:
C:\>COPY A:*.* C:\FAME
Most IBM computer users take advantage of an automatic configuration
feature available through using AUTOEXEC.BAT. This file is tailored
to the specifics of each computer and its software and the preferences
of the operator. You can use AUTOEXEC.BAT to simplify starting
INTOUCH by having the following PATH command inserted in it. (If PATH
is already in use, simply add C:\FAME; to the command line).
PATH C:\FAME;
Then entering "IN" at any time will load INTOUCH and bring up the
opening screen.
The ability to exit to DOS without exiting INTOUCH is a handy feature
for a variety of housekeeping tasks. Memory allocation needs vary
depending on the version of DOS you are using. You may get by with the
default 16K allocation using 3.2 but, you will need a command in your
AUTOEXEC.BAT file for later versions of DOS. For DOS 3.3 you will need
at least 30K and while not tested, literature states that DOS 4.01
requires double that of 3.3. We are using 32K for DOS 3.3 successfully
with the following entry in AUTOEXEC.BAT.
SET CLIPPER=R032
After your changes, reboot your computer (Press Ctrl-Alt-Del
simultaneously) to activate the changed AUTOEXEC.BAT file.
Your system must be configured to run INTOUCH in yet another way. Each
time your DOS type computer starts it uses the file CONFIG.SYS to
automatically make various settings. Your CONFIG.SYS file should
include:
FILES=25
BUFFERS=30
INTOUCH makes an automatic check of your CONFIG.SYS file and updates
the FILES and BUFFERS if they are less than required. The system does
not automatically reboot, however. If your original settings are
inadequate in your CONFIG.SYS you may receive an error message later.
This could happen but only on initial installation. To correct this
situation, reboot your computer (Press Ctrl-Alt-Del simultaneously) to
activate the changed CONFIG.SYS file.
- 4 -
OPERATING INTOUCH
First, we suggest you be at your computer while reading the rest of
this document so that you can follow the displays as you read about
them.
In the pulldown menus or in the Database Entry Screen bar menu,
highlight the desired option with the ARROW keys and press RETURN, or
press the highlighted menu number or letter for instant selection.
MASTER MENU PULLDOWN #1: FILES
Following the opening screen, the system automatically selects, 1)
File Maintenance, the first item in FILES pulldown. When INTOUCH is
loaded, it defaults to the primary file CUSTO.DBF. So, if you select
1) File Maintenance, the Database Entry Screen will display and CUSTO
will appear in the upper left hand corner of the screen. The first
record detail will appear in the highlighted fields. (More on the
Database Entry Screen later).
You may choose another file. You may select from any one of 9 other
active files by selecting item #2, and then selecting your choice
from the sub-menu. In addition, you may choose a file external to the
system, even if located outside the home directory by selecting item
#3. This choice might be convenient if you have archived a file at
some earlier time and need to refer to it for some specific informa-
tion. You may make inquiry into an external file while it is located
in a floppy drive, however it might be more efficient to copy the
external file into the INTOUCH home directory for your inquiry and
then delete it. Note: The external file must have the same structure
as used by INTOUCH.
CUSTO.DBF is the primary database for INTOUCH. If companion modules
are installed they will look to this file for customer information.
It is intended that CUSTO.DBF be used for your active customers and
then use CUSTO1.DBF through CUSTO9.DBF for prospective customers,
promotional lists, etc. By grouping your records logically within the
database choices, you will be better able keep your system tidy and
up-to-date.
Regardless, of the file you select, its name will appear in the upper
left corner of your screen.
Another important point to remember pertains to indexing. INTOUCH,
and any other database software system for that matter, organizes its
record display and use based on indexes. There are 3 predefined
indexes used by INTOUCH; Customer ID Number, Company Name and the
Last Name of the person for whom the record exists. You may select
any one of these indexes or record order (no index), through a method
described later. The point here is: each time you change databases,
you must REINDEX. This is so because the same index files are used
for all databases and if the indexing for your chosen database is to
be correct, the index files must be updated.
- 5 -
Each time you select from an alternative active database, you are
presented with the special screen for indexing purposes. While the
actual file name appears in the upper left hand corner of your Data-
base Entry Screen, the alias (nick name) of the current database
shows in the indexing screen, always as ACUSTO. Simply select it to
index your current database.
If you designate an external file, you will need to request the index
screen from either the UTILITIES pulldown in the master menu or from
the menu bar in the Database Entry Screen. The locations of these
menu choices will become clear as you read further in this document.
Should your needs be limited to using only CUSTO.DBF, there will be
no need to REINDEX, (except if an index somehow becomes corrupted).
But, the ability to segregate an overall customer database into logi-
cal segments and move among them with ease and speed will be a real
advantage to many users. The responsibility of remembering to REINDEX
is a small burden compared to the benefits of using multiple data-
bases, especially since REINDEXing takes only moments, depending on
the size of the database file.
If at any time you find unexpected record displays or strange system
behavior, REINDEX. It will do no harm even when there is no index
problem and REINDEXing will eliminate any possible question of that
sort.
MASTER MENU PULLDOWN #2: OUTPUT
One design objective of INTOUCH was to keep operator involvement with
output as simple as possible. Output is generic as to printer type
and hard copy material required is of the most common types. Very
little is required in use of customized printer codes and no output
formatting is required.
All the hard copy output from INTOUCH is designed for dot matrix
printing. The output is "utility" in nature and requires continuous
feed material. One exception in the menu choices is ADDRESS FILE.
That output goes to a computer file to be incorporated in your word
processing where the final output is not under the control of
INTOUCH.
You may sort and select any number of combinations of information to
display but, structure of the output is fixed.
When producing output, you MUST use the following sequence:
First select - INDEX
Second - FILTER
Third - OUTPUT TYPE
Sub-menus will be displayed if applicable.
- 6 -
SELECT INDEX
When preparing to run an output selection, choose SELECT INDEX and
when the sub-menu appears make the index selection from this menu.
The indexes selected from this menu are of two basic types. 1)
Customer ID Order, 2) Company+Last Name, and 3) Last Name+Company are
the standard indexes that INTOUCH maintains for its normal function-
ing. The remainder of the menu items are indexes created for the spe-
cial purposes of a given output selection, after which they are
deleted from the INTOUCH home directory. This distinction should not
be an operator concern unless it is suspected that a corrupted index
exists among the standard indexes.
DEFINE FILTER
Filtering is a term to mean selecting certain records from a file
while skipping others. When you select DEFINE FILTER from the output
menu, the filter definition screen will appear. The following menu
bar is displayed at the bottom of the screen:
FILTER: Add Edit Del Goto Select Quit
The selections are suggestive of their purpose. The most complicated
choice is ADD. When you choose it the display will change and you
will be asked which field should be used as the basis for the filter.
You can highlight your choice and the display will change and ask for
the operator that should be used (=, not=, etc.). Then you will be
asked for the "operand." In simpler terms your filter could be as
follows:
Last Name = Murphy
which would appear in the expression column as:
(UPPER(LNAME)="MURPHY")
or you could have an expression showing all last names starting with
M:
(UPPER(LNAME)="M")
UPPER in these expressions simply means that in doing the filtering,
everything the computer looks at will be seen in terms of upper case
letters. This solves confusion that can occur between upper and lower
case letters.
In setting up a filter you can have multiple conditions such as:
(UPPER(LNAME)="SMITH") .AND. (UPPER(FNAME)="JIM")
(Note that in stating your "operand," Smith and Smyth are not
the same, nor are Jim and James)
- 7 -
You can readily see that some highly precise filtering expressions
can be defined if your needs require it.
After completing the expression for your filter, you will be asked to
name and describe it for future reference.
To select a filter, once it is defined and on display, position the
highlight representing the cursor (in the far left column) on the
line of the filter of your choice and press S for select.
You may EDIT an old filter, DEL a filter, GOTO a filter selection by
number, or Quit the filter screen.
WORK SHEET/CHECKLIST REPORTS
There are 5 predefined report "styles" in INTOUCH. These vary from a
little information to most of the fields in the record. The reports
generated are intended as, more-or-less, one-time management tools,
to be used and then thrown away. The reason for this "disposable"
intent is that addresses, and other customer information, change fre-
quently and hard copy lists become outdated very quickly. It is easy
to update a computer record when change occurs and it is a simple
matter to run a new report when one is needed, insuring that the hard
copy is current with the computer file.
Rather than labor through a description of these reports, we suggest
you make a test run to see the style and field position of each
choice.
OTHER OUTPUT
File Cards: 3 X 5 Rolodex cards or 3 X 5 standard file cards are pos-
sible output choices and can be important for use by non-computer
persons and those who need information while out-of-the-office. If
one of INTOUCH's companion modules is installed, a card file with
Customer ID numbers is important to the computer entry operator. To
use this option, simply have continuous feed file card stock in your
printer and call for your choice of index and filter, then select
ROLODEX CARDS.
Mailing Labels: 4 X 1 7/16 labels - one up. This is a common label
choice selected as the best all-purpose label option. 1 up was chosen
for ease in printer loading and convenience in running both large and
small runs.
Package Labels: 3 X 5 labels are suitable for mailing literature and
packages because these labels include your return address.
- 8 -
Address Files: The use of address files is perhaps the most technical
aspect for the operator of INTOUCH. This is because the structure of
the address file produced must be coordinated with a field invoking
definition used by your word processor. You must know the fields and
their sequence as they appear in the address file before you can
instruct your word processor on how to make selections.
Study the format of the address file output. Look at several of the
menu options. You can even include the output from the COPY TO...
menu choice in the UTILITIES menu. SDF and DELIMITED files might be
suitable for your word processor too. Once you understand the
sequence of fields and the delimiting technique used in the address
file you will be able to create the definition for your word proces-
sor.
Some word processors are able to use more than one of INTOUCH'S
address file output options. Of course, there is nothing preventing
you from using a word processor output option with a name different
for your word processor.
In the case of XYWrite and Nota Bene, a customization must be made in
the configuration file used by these systems. Mailmerge Record/Field
Separators in your DEFAULT.SET should be customized as follows:
In terms of ASCII numbers: (Pg = Page Break)
From: RS 60 249 13 10 Pg 13 10 To: RS 60 13 10 13 10
FS 60 249 13 10 FS 60 42 13 10
EXTERNAL .FRM REPORTS
INTOUCH has a provision to call for report styles in external .FRM
files which you may create and call for. Included with the INTOUCH
files you received is the file IN_DATES.FRM. This file will produce a
report showing the Contact History Dates. INTOUCH works somewhat dif-
ferently when running external .FRM reports in that it uses only the
standard indexes. .FRM report files can be created with xBase soft-
ware which offers the operator the opportunity to define reports of a
special nature to suit your most particular needs. xBase is a term
being used to reference a number of database software packages that
use .DBF files. If you do not have such a software package, you could
probably find a software developer in your area that does. It would
take very little time for an experienced database person to create
new .FRM files. You could, of course, purchase a database software
package at your local software store and you could get a cost effec-
tive Shareware xBase clone named Wampum, (now 4.0 version) that has a
good reputation, by downloading it form The Crow's Nest BBS at
(213)962-1428.
- 9 -
MASTER MENU PULLDOWN #3: UTILITIES
This includes items to setup and maintain INTOUCH or to provide a
convenient why to do numerous housekeeping tasks in your system. Sub-
screens will display critical questions for the functions to be per-
formed.
CONFIGURATION
A special screen appears which presents a series of fields that pro-
vide various information that INTOUCH uses for purposes vital to dif-
fering tasks.
1. The name and address requested here appears as the return address
on package labels. That is the only use for this information in
INTOUCH.
2. NEXTIDNO provides operator access to the automatic numbering
system for the customer number when using CUSTO.DBF. There should
never be a reason to change this field and doing so could cause
serious internal confusion if companion modules are installed. The
records in companion files are keyed to the Customer ID number.
Should a change be made in a Customer ID number in CUSTO.DBF, the
companion modules would be unable to find the correct customer and
that customer's identification information. Once a series of
records are setup in a companion module, Customer ID numbers
become "sacred."
3. ACTIVE shows which of the 10 internal databases is currently in
use.
4. COMPORT tells INTOUCH where to look for the modem used for
automatic dialing. Hayes compatible modems can be set to either
COM1 or COM2. Indicate here which one INTOUCH should use.
5. ACCESS is used by the automatic dialer when calling from within a
switchboard system that requires dialing a number to get an out-
side line. Usually this would be 9. If you need an access code
enter it here.
6. The other fields are for printer codes. They are preset for Epson
printers.
COMPRESS = 15 pitch
RESET = 10 pitch
ROLOLEN = 3 inch cards
SHIPLEN = 3 inch labels
RESETLEN = 11 inch page
If your printer requires other codes to perform the required func-
tions, enter your codes in appropriate fields. Be sure to use the
same syntax.
- 10 -
MONITOR
Select this menu choice and when the sub-menu appears select the
monitor option according to your system.
PACK AND REINDEX
The menu bar for the PACK AND REINDEX screen is as follows:
All-select Select-unselect PACK REINDEX QUIT
ACUSTO is the alias (nick name) used by INTOUCH to call for the cur-
rent customer database regardless of its actual name. When REINDEXing
your current database always select it. As a practical matter you can
select ALL more quickly than you can select just ACUSTO and the dif-
ference in REINDEXing time is almost negligible. You must always make
a selection, otherwise the screen will just blink and seem to be mal-
functioning.
Use PACK when you wish to actually remove records that were earlier
marked for deletion. INTOUCH will automatically REINDEX after PACK-
ing.
APPEND FROM...
When you select APPEND FROM... a sub-screen will appear asking for
the name, including extension, of the file to append from. You must
include the extension and if you call for a .DBF file, INTOUCH
expects a .DBF file structure. Probably you will have used INTOUCH at
some earlier time to create the file you wish to append from. This
will mean that the append process should be trouble free with the
records from the APPEND FROM file being added following the last
record in the current file.
Technically, you can APPEND FROM a file that does not have INTOUCH
file structure and the fields with names common to both files will be
appended. In practice, this will not be a truly useful option.
Should you have an existing .DBF file with customer information
already entered in it, and if you have an xBase software program you
can change selected names of your existing .DBF file to coincide with
the INTOUCH file structure (found in the appendix), and APPEND FROM
should append the compatible fields correctly.
Using the CONDITIONAL option requires some practice but the entry
rules are not complicated. Having the CONDITIONAL option can be a
tremendous time saver in some cases. The idea is that you wish to
select certain records (but not all) for; 1) a change in the content
of a field, 2) copy to another file, or 3) to append from another
file. You can accomplish such tasks manually but sometimes it is pos-
sible to use CONDITIONAL instructions that permit the computer to
handle the work.
- 11 -
Suppose you need to include, in your primary database, all the
records in another database, that are for customers in the state of
New York, because they will henceforth be handled with your regular
promotional programs. You could use APPEND FROM with the following
instructions.
1. XXXXXXXX.DBF (The file to append from)
2. STATE = 'NY' (The CONDITIONAL instruction)
3. (Leave the third field blank)
With this your current database would have appended the New York
state records from the second file.
Other CONDITIONAL instructions might be as follows:
STATE # 'NY' (Every thing but New York)
(# means: not equal to ...)
'KX' $ STATUS (Every record that contains
either K or X somewhere in
field STATUS)
($ means: is contained in ...)
(Notice the order is reversed)
Keep in mind that you can make multiple passes. For example, if you
want to append all the states in New England. Use APPEND FROM once
for each state. Each pass will be completed in seconds.
If the changes you must make follow some sort of pattern you can,
with a little imagination, save a lot of manual work.
* See Appendix B: Rational Operators, for other options
It should be noted that INTOUCH has no numeric fields. Even though
some fields have number entries, these fields are "Character" and as
such, no arithmetic functions can be performed on them.
If you wish to append records from a file that is not a .DBF file,
you can do so in case of either of two file types, SDF or DELIMITED.
(SDF is an acronym for System Data Format, a somewhat universal
format for exchanging data among varying software programs.) Both SDF
and DELIMITED files are ASCII files. (ASCII is an acronym for
American Standard Code for Information Interchange and is generally
used to refer the characters that make up the alphabet, numbers (1-0)
and punctuation.)
An SDF file holds its ASCII contents in columnar format with a fixed
length for each record. This means that the total number of spaces,
including blanks, for each record must be the same as the total num-
ber of spaces provided for in the INTOUCH file structure, to make a
successful append.
- 12 -
A DELIMITED file holds its ASCII contents with fields separated by
commas and character fields are bounded by double quotes. Actually,
APPEND FROM does not require the quotes, but with or without, a file
DELIMITED with commas should append correctly.
Since appending either SDF or DELIMITED files does not include naming
fields, it is essential that the fields in the APPEND FROM file be in
the same sequence as the current file. (See appendix for the INTOUCH
file structure and sequence.)
Given the limitations, APPEND FROM may be more useful to you in
archival and retrieval of files than in importing files from other
database systems.
NOTE: Most xBase software systems have provisions outside the scope
of INTOUCH for importing and exporting files. These systems along
with a variety of utility programs that software developers use,
permit conversion of most database files which avoids manual reentry
of records. Depending on your situation, it may be useful to call on
a local xBase developer for advice and assistance.
COPY TO...
When you select COPY TO... a sub-screen will appear asking questions
similar to those of APPEND FROM. The descriptions of files character-
istics from the previous section apply to the files created using
COPY TO.
The discussion on CONDITIONALs in APPEND FROM applies to COPY TO with
exactly the same rules.
There is an option available in COPY TO for which there is no
counterpart in APPEND FROM which is STRUCTURE. Naming a .DBF file and
calling for the STRUCTURE option will produce an empty .DBF file with
the INTOUCH file structure. You can use this option when creating an
external file or replacing an internal CUSTOx.DBF file that has been
moved or removed.
DISPLAY DBF FILES
When you select DISPLAY DBF FILES a sub-screen will appear showing
all the .DBF files in the home directory. Use this option when need-
ing to know the exact name of an external file or when you need to
check on the actually existence of one of the internal CUSTOx.DBF
files.
DELETE FILE
When you select DELETE FILE a sub-screen will appear asking for the
name of the file to delete. This can be a .DBF file or any other file
in your system.
- 13 -
REPLACE CONTENTS
This option enables entry of information into the selected field of
all or certain records in a database. For example, if you needed to
enter 200 records into a new database on a given day, you could skip
the Record Date field on all the records. Then at the end of the
process, use REPLACE CONTENTS to insert the date in all records in
mass, saving time and tedium.
When you select REPLACE CONTENTS a sub-screen will appear with three
fields for your use. Enter the name of the field in which you wish to
insert information. Then in #2, enter the information you wish to be
inserted. If you want to replace the information in all the records
in the database, leave #3 blank.
CONTENTS ENTRY RULES (For #2 only):
Character = 'Enclose with single quotes'
Date = CTOD('01/10/91')'
If you wish to insert information in only some of the records you may
do so if it is possible to define a condition appropriate to existing
contents of your database. Use field #3 for this purpose.
The discussion on CONDITIONALs in APPEND FROM applies to REPLACE CON-
TENTS with exactly the same rules.
ERASE ALL RECORDS
Selecting this option allows erasing all records in the current data-
base.
RENUMBER CUSTO.DBF
The UTILITIES menu includes a menu item not shown in the menu dis-
played. If you press F10 while in the UTILITIES menu you will be
given the possibility of renumbering all records in CUSTO.DBF. You
may choose to by answering "Y" to the first question. You may need
this option if you APPENDed initial records from an existing data-
base. (If you enter them manually, a number is automatically entered
as each record is saved).
If you renumber CUSTO.DBF entirely, we suggest that you use 100001 as
the beginning number. This displays digits in all the spaces in the
CUSTOID field making the number more readable.
If you answer "N" a second question will appear allowing you to
insert numbers in any records that may be as yet unnumbered. This
could happen if you APPEND additional records to the end of your
CUSTO.DBF file.
(Note that this numbering process applies only to CUSTO.DBF because
it is the database that is referenced by companion modules if they
are installed in your system).
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MASTER MENU PULLDOWN #4: EXIT
When you choose EXIT from the master menu, you can select QUIT
INTOUCH and leave the INTOUCH program for other work. You can also
select EXIT TO DOS for temporary purposes and return to INTOUCH, by
entering EXIT.
When you choose EXIT TO DOS the INTOUCH program remains in memory
while you are allowed to do a variety of housekeeping tasks. You can
check directories anywhere in your system, delete files, copy files,
make new directories, etc. All these things will be done using the
basic DOS commands. You will not be able to run other software
programs however, because the memory allocated for EXIT TO DOS pur-
poses is set at the minimum.
If you should leave the home directory to do something in your
system, return to it before typing EXIT to return to INTOUCH. The
reason you must do this is because DOS has a memory of its own and
your system will continue to reference the location you stepped out
to as you proceed in INTOUCH. This could require you to keep a floppy
disk in your floppy drive or otherwise slow INTOUCH functioning.
DATABASE ENTRY SCREEN
When you select FILE MAINTENANCE, the first menu item in the FILES
pulldown, the Database Entry Screen will appear. The top row is a
STATUS row and from left to right it will display:
File Name, Record Number, Day, Date, Time
The status line will also show if the current record is "DELETED" and
if there is, during this operation, a "FILTER ON".
The ability to move among a series of active databases gives special
strength and convenience, but it adds a management responsibility to
the operators job. You should be alert to the database in use. Make it
a habit to take note of the file name in the upper left hand corner of
the screen.
The central part of the Database Entry Screen shows record fields and
their labels and at the bottom of the screen, a two line menu bar will
display:
MENU: Add Edit Del Next Prev Calendar Dial Browse
Goto Order Seek Filter DateUp Util Quit
Most of the menu choices are pretty much self-explanatory and prompts
appear at the bottom as you pass from one menu item to another:
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Add: Add a record
The cursor steps through the fields in sequence and if you need
help, press F1 while cursor is located in a field for field level
help.
If you completely fill the field the cursor will move to the next
field automatically. Otherwise you need to press the ENTER key.
Use lower case with "first caps" for name and address information
to permit business letter addressing and formal correspondence,
which can be generated using the ADDRESS FILE option and your word
processor.
Some special field considerations are as follows:
CUSTOMER NUMBER - When using the default database CUSTO.DBF, the
cursor will skip this field and automatically enter a pre-
programmed number. This is because INTOUCH is designed to work
with companion modules which make their connecting relationship to
this field. Any other internal/external database allows operator
access to this field for your numbering scheme.
TELEPHONE NUMBER FIELDS - Use the format (000)000-0000 for all
long distance numbers and 000-0000 for all local numbers. Based on
this difference INTOUCH will insert the number 1 needed for long
distance access.
CONTACT DATES 1-6 - It is intended that the most recent contact be
entered at the bottom of the stack. Use DATEUP to make room for
the latest contact.
Edit: Edit this record
The factors described for Add above equally apply to Edit. Simply
step through the fields and change those you wish and leave the
old information in other cases.
Del: Delete this record
Press to delete, press again to undelete. Keep in mind that using
Del only marks a record for deletion. Use PACK to completely
eliminate marked records from the file.
Next: Next record
Prev: Previous record
Calendar: Popup calendar
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DIal: Automatic telephone dialer
After selecting this menu choice, just follow the prompts at the
bottom of the screen.
Browse: Browse through records in the file in columnar display
A sub-screen appears with this selection which enables looking at
a database file in a comprehensive way. The bar menu includes some
choices you may make with names and functions exactly as they are
presented in this description.
Goto: Goto another record
Using Goto will instantly go to the top or bottom of the file. The
top or bottom record will depend on the index in use at the time.
Goto has another function which is based on finding records by
their record number (their physical order in the file). If you
know the record number of a desired record, this is a very fast
way to display it.
Order: Reset the seek order
Selecting the order of indexes determines which index is current.
If you wish to have the file display be in order of Last Name,
select that index. If you wish to find a specific file by using a
person's last name, you must first set the index to Last Name.
Seek: Search by using index
You must tell INTOUCH which record you wish to see. The items to
be provided by you depend on the current (controlling) index. Fill
in the blanks with enough characters to be significant. In other
words, if the last name you are looking for is Rumpelstilskin,
just enter Rump.
In Seek, case is significant!
Filter: Filter records
The use of filters was explained in the section on the UTILITIES
pulldown of the master menu. This menu choice works exactly the
same.
DaTeUp: Move all history dates up one position
Allows most recent date to be at the bottom
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Util: Pack and re-index records
The use of PACK AND REINDEX was explained in the section on the
UTILITIES pulldown of the master menu. This menu choice works
exactly the same.
Quit: Exit this screen
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USING INTOUCH
Some of the strength of INTOUCH may not be apparent at first glance.
Considerable capability exists in its ability to take advantage of
multiple database files and in its ability to accommodate selection
criteria for FILTERing displays and output.
Examples of methods of use in these two aspects of INTOUCH are as fol-
lows:
MULTIPLE DATABASE MANIPULATIONS:
Imagine a situation where it is necessary to enter a database of 2000
records made up of users in Oklahoma City, Oklahoma; Tulsa, Oklahoma;
Fort Worth, Texas and Dallas, Texas. (This would take an entry
operator 20-40 hours depending on the quality of the source copy, the
operating environment, the operator's keyboard skills and the
operator's experience with INTOUCH.) Suppose further that the operator
entered all the records from Tulsa, Oklahoma in INTOUCH's CUSTO1.DBF,
all the records from Oklahoma City, Oklahoma in INTOUCH's CUSTO2.DBF,
all the records from Fort Worth, Texas in INTOUCH's CUSTO3.DBF, and
finally all the records from Dallas, Texas in INTOUCH's CUSTO4.DBF.
Through the use of REPLACE CONTENTS you could insert City and State in
each of these four files in mass. (You would have saved significant
entry operator time compared to entering these fields manually.) Then
you could select CUSTO.DBF, the default database, and APPEND FROM each
of the database files CUSTO1.DBF through CUSTO4.DBF in turn. With this
CUSTO.DBF would contain all the 2000 records and the entry operator
would not have needed to make a single CITY or STATE field entry.
Hypothetical? Of course, but you get the point!
You could then select CUSTO1.DBF through CUSTO4.DBF in turn and ERASE
ALL RECORDS which would leave these files empty.
Suppose still further that of these 2000 records, some are active
customers, some are potential customers and some are long term
customers of your competition. Each of these groups represents a dif-
ferent communications problem/opportunity. Your operator could then
run an output report showing the entire 2000 users which could be
coded with 1, 2 or 3 depending on whether they are active customers,
potential customers or competition customers. This coding could be
entered in the CLASS field of CUSTO.DBF.
You could then use COPY TO with the condition that CLASS contain 1, 2
or 3 in turn selecting CUSTO1.DBF, CUSTO2.DBF, and CUSTO3.DBF result-
ing in your user database being segregated into 3 files each to be
used with a different concept of communications.
You might like to finish by ERASE ALL RECORDS from CUSTO.DBF and
APPEND FROM your CUSTO1.DBF file, the database containing all your
active customers so that CUSTO.DBF now becomes your principal database
file. The final result would be that CUSTO.DBF contains all your
active customers, CUSTO2.DBF contains all potential customers and
CUSTO3.DBF contains all your competitors' customers.
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ADVANCED FILTERING TECHNIQUES:
Following is an example of a coding technique which will allow main-
taining detailed information on customers. Of course, the six avail-
able positions in the STATUS FIELD can have any meaning the operator
chooses from which the system can make selections of records based on
any desired individual code or code combination.
POSITIONS (1-6) OF THE 6 CHARACTER STATUS FIELD:
1 2 3 4 5 6
OVERALL COMPANY EMPLOYEE PURCHASING STATUS OTHER
RANK SIZE COUNT SYSTEM
A=PRIME
B=CHOICE
C=ACTIVE
D=PROSPECT
E=SUSPECT
F= 0 - 1MM
G= 1MM - 5MM
H= 5MM - 10MM
I=10MM - 20MM
J=20MM - 50MM
K=50MM - UP
L= - 10
M= 10 - 25
N= 25 - 100
O= 100 - 250
P= 250 - 1000
Q=1000 - UP
R=NONE
S=JUST-IN-TIME
T=MR PLANNING
U=OTHER
V=NON-USER
W=CURRENT USER
X=COMPETITION USER
Y=OPEN
Z=OPEN
0=OPEN
1=OPEN
2=OPEN
3=OPEN
4=OPEN
5=OPEN
6=OPEN
7=OPEN
8=OPEN
9=OPEN
10=OPEN
INTOUCH can select one or any combination of codes as shown in
this illustration. In other words, you could ask INTOUCH to
select all records with K and X in the field STATUS. This would
display all companies over 50MM who are being served by your com-
petition.
- 20 -
APPENDIX A
Structure for database: CUSTO.DBF
Date of last update : 09/28/91
Field Field Name Type Width
1 CUSTOID Character 9
2 LNAME Character 15
3 FNAME Character 12
4 MNAME Character 12
5 NNAME Character 12
6 DEGREE Character 6
7 TITLE Character 6
8 POSITION Character 20
9 COMPANY Character 35
10 ADDR1 Character 35
11 ADDR2 Character 35
12 CITY Character 20
13 STATE Character 2
14 ZIP Character 10
15 PHONE1 Character 13
16 PHONE2 Character 13
17 STATUS Character 6
18 CLASS Character 6
19 RANK Character 3
20 SELECT Character 3
21 RECDATE Date 8
22 SLSCODE Character 3
23 TERRNO Character 4
24 INTEREST Character 2
25 NOTES1 Character 65
26 NOTES2 Character 65
27 NOTES3 Character 65
28 HISTDATE1 Date 8
29 HISTDATE2 Date 8
30 HISTDATE3 Date 8
31 HISTDATE4 Date 8
32 HISTDATE5 Date 8
33 HISTDATE6 Date 8
---
** Total ** 534
- 21 -
APPENDIX B
Rational Operators
< Less than
> Greater than
= Equal to
# Not equal to
<= Less than or equal to
>= Greater than or equal to
$ Is contained in the field
It should be noted that INTOUCH has no numeric fields. Even
though some fields have number entries, these fields are "Charac-
ter" and as such, no arithmetic functions can be performed on
them. GREATER THAN and LESS THAN will be useful in INTOUCH for
making date comparisons and isolating zip codes.
- 22 -
APPENDIX C
Remit to: Datacast, Inc.
9235 Whitehurst
Dallas, TX 75243
Datacast, please send me:
INTOUCH version 1.0
(November 1991)
INTOUCH License.................@ $20.00 ea $ ________.____
(Includes registration, program diskettes
and on-disk manual)
Shipping.....................................$ ________.____
(U.S. $2.50 and Canada, $3.00)
Subtotal $ ________.____
Texas Residents add Sales Tax.......@ 8.25% $ ________.____
Total (U.S.Funds) $ ________.____
Payment by: ( )CHECK ( )MONEY ORDER
Name: _________________________________________________
Company: _________________________________________________
(only if company address)
Address: _________________________________________________
_________________________________________________
_________________________________________________
Day Phone: _____________________ Eve: ______________________
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