The Business Master (3rd Edition)

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DayFlo TRACKER Lite ---- Shareware documentation (The complete printed manual is more than 250 pages) DayFlo TRACKER Lite is provided for an evaluation period of 30 days. After 30 days of use please either delete from your system or send in the registration card and fee on the last page. IN NO EVENT SHALL DayFlo TRACKER CORP. BE LIABLE FOR ANY LOSS OF PROFIT OR ANY OTHER COMMERCIAL DAMAGE, INCLUDING BUT NOT LIMITED TO SPECIAL, INCIDENTAL, CONSEQUENTIAL OR OTHER DAMAGES. DayFlo TRACKER CORP. SPECIFICALLY DISCLAIMS ALL OTHER WARRANTIES, EXPRESSED OR IMPLIED, INCLUDING BUT NOT LIMITED TO THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE WITH RESPECT TO DEFECTS IN THE DISKETTE AND DOCUMENTATION, AND ANY PARTICULAR APPLICATION, USE OR PURPOSE. GOVERNING LAW: This statement shall be governed and construed under the laws of the State of California. Copyright 1993 DayFlo TRACKER Corp.-World Rights Reserved. 18021 "J" Sky Park Circle, P.O. Box 19243 Irvine, California 92713 U.S.A. Customer Support FAX (714)474-0197 Dear Prospective Customer: Thank you for evaluating DayFlo TRACKER Lite. The original DayFlo "engine" was created by an investment of several venture capital firms of more than $10,000,000 and won several awards for creativity and capability. All DayFlo TRACKER series products including a multiuser version are enhanced versions of the original DayFlo text oriented engine. DayFlo TRACKER Lite was created with the shareware market in mind. It is believed a low cost but highly functional DayFlo TRACKER Lite will allow deeper penetration into markets that need its' flexibility, record linking and textual capabilities. More specifically we believe this version will be used by professionals who need a capable and flexible Information Manager for such tracking tasks as; research notes article abstracting flexible contact management library type topics tasks/projects personal information management These professionals will come from many industries and will certainly include, engineers, scientists, professors, students and from a contact management standpoint-sales professionals. Introducing: DayFlo TRACKER Lite DESIGNED TO KEEP TRACK OF ABSOLUTELY EVERY Article, Contact, Client, Prospect, Task, Document, Letter, Memo and much more. Keeping track of details is what computers do best! DayFlo TRACKER Lite makes it easy by combining the functions of an easy-to-use word processor with the powerful retrieval, organizational and reporting capabilities of a database. Track your contacts Know your clients Know your commitments Organize your information Follow-up on time and on target KEEP TRACK OF ALL INFORMATION YOU NEED TO GET AHEAD AND STAY THAT WAY WITH DayFlo TRACKER Lite. GENERAL INFORMATION DayFlo TRACKER Lite is pre-configured with certain forms, reports, for Contact Management, articles, documents and more. There are many advantages to using DayFlo TRACKER Lite for the management of contacts and correspondence over other contact managers. DayFlo TRACKER Lite is a database which allows addition of, or modification to the provided forms and reports to suit your needs. DayFlo TRACKER Lite handles up to 5,000 records per database. Each record can contain up to 32,000 characters. The number of fields in the record are unlimited. Up to 30 fields may be indexed for fast access. A multiple field value capability allows up to 101 separate indexed values per record. Multiple field values are most useful in tagging a contact with keywords, adding multiple contact names or capturing phone numbers which vary with each record. Unique to DayFlo TRACKER Lite is its flexibility of field and record lengths. Both fields and records can expand in length without user intervention. Amazingly, expanding fields simply "push down" fields and information below them. This allows for new contact information to be entered directly into the record. DayFlo TRACKER Lite 's reporting function outputs both textual and columnar information with format controls, headers, titles, footers and page numbering provided. PLEASE READ THIS -- Even if you dislike reading manuals! If you have experience with other database or file products and do not plan to read this manual before starting, please read this page. If you are not familiar with other database or file products do not be bothered that this page is "tech-y". DayFlo TRACKER Lite is both a database and a word processor. Records contain both fields and textual information. Fields can be moved around within the record to allow for the addition of text. Fields and records are variable length. A document such as the text of a letter is put directly in a text field. The Report Command is generally used for printing. The word processing function is not a separate product. Word processing commands are available at anytime. You'll be amazed that the cut and paste functions can include field names and can function across records. A DayFlo TRACKER Lite database is similar to a relational type database in that many different record types reside in a single DOS file and you can have more than one database. Records are linked when the field name is the same. For example a Get Command issued for the field "Company:" will retrieve any type of record that contains "Company:". DayFlo TRACKER Lite provides a concept called stack and files. A record is either on the stack or in the files but not both. A stack is similar to other database products in that upon record retrieval of say 10 records you may page between via F9 & F10. In DayFlo TRACKER Lite the records are in the stack (F9 & F10 to move back and forth) but are also still permanently saved on disk. Note PgUp/PgDn are used similar to a word processor as records in DayFlo TRACKER Lites' expand similarly. Therefore F9 & F10 are used to move between records as described above. Use Ctrl-Break to halt an operation. Never use Ctrl-Alt-Del. MOST IMPORTANT. The editor backspace key does not function past the end of line. Use the delete key and the editor delete - line command. The "hot key" from the editor is Ctrl-D. Remembering this will save you frustration. Table of Contents SECTION 1 - Installing DayFlo TRACKER Lite Reinstalling Printer set up Compatibility Backup SECTION 2 - Getting Ready Function Keys DayFlo TRACKER Lite Database The Stack and Files concept SECTION 3 - Menus (not a complete list) Edit Delete text Format Search/Replace Cut & Paste Get Record File Record Report ReportPrint MergePrint ( Form Letters) Print BlankForms Services Delete Records Copy Records View Indexed Field Values Utilities Backup/Restore/Transfer etc. ConfigOptions SECTION 4 - Making a new Form Creating new fieldnames SPECIFICATIONS ORDER/REGISTRATION FORM SECTION 1 - Installing DayFlo TRACKER Lite Reinstalling Printer set up Compatibility Backup FIRST TIME INSTALLATION ONLY. If you are re-installing please see below. 1. You may install DayFlo TRACKER Lite by copying all files into the desired directory. (2 disks when they are 5-1/4 ds/dd) 2. Type "INSTALL". This will execute a batch file which will decompress all files into the current directory. 3. To start DayFlo TRACKER Lite type "TRACKER". REINSTALLING If you need to reinstall and you have data entered into DayFlo TRACKER Lite please rename (or backup) your database file(.ddb) and its' index file (.dix) before re-installing or it could be overwritten upon the decompression. PRINTER SET UP DayFlo TRACKER Lite is configured with a default printer of epson- fx which should enable you to print reasonably on many printers. Provided in this version are 4 printer drivers which are; Printer File name IBM PROPRINTER ibmpro.pdf EPSON epson.pdf EPSONFX epsonfx.pdf HP LASERJET hplaser.pdf The file that DayFlo TRACKER Lite uses to drive a printer is PRINTER.FLO. The files above are printer.flo files built for the given printer. To INSTALL a different printer: 1. Copy the appropriate file to the file printer.flo. (For example to install a laser printer use the DOS copy command ------->copy hplaser.pdf printer.flo) The HP Laserjet driver should work for all laser printers and the deskjet. Additional drivers will be supplied when you register. COMPATIBILITY DayFlo TRACKER Lite will not work directly with databases created with prior versions of DayFlo TRACKER (1.1,1.4,3.0 or DayFlo). Please contact vendor for information on upgrading to the latest release of the professional version. A import/export utility is available separately allowing transfer of dbase and textual data for DayFlo TRACKER Lite. BACKING UP YOUR INFORMATION Please be aware all data entered into DayFlo TRACKER Lite will be stored in a single DOS file along with all forms and reports. The default name is trackerl.ddb. The indexes are stored in a file trackerl.dix. There is also a corresponding .dwa pointer file. Therefore to backup your data you only need to copy the one file unless you have more than one database file (.ddb). Please be aware the backup commands provided on the Utility menu are for moving records and the dictionary to different databases and not for general backup. SECTION 2 - Getting Ready Function Keys DayFlo TRACKER Lite Database The Stack and Files concept FUNCTION KEYS This is a partial list of the most often used function keys. F1 . . . . . . . .Help Alt-F1 . . . . . .Personal Help by topic F2 . . . . . . . .Main Menu Alt-F2 . . . . . .DOS Exit F4 . . . . . . . .Edit Menu F7 . . . . . . . .Mark F8 . . . . . . . .Count (very handy - remember it) F9 . . . . . . . .Previous record in stack F10. . . . . . . .Next record in stack Alt-F9 & Alt-F10..Get new BlankForm for input Please note that F2 will take you to the Main Menu from almost everywhere. Use Ctrl-Break when you want to cancel a command in progress. DayFlo TRACKER Lite's DATABASE If you are familiar with word processors, you know that a word processor keeps each document in a separate DOS file. Therefore managing a large number of Documents means managing a large number of DOS files. A difficult task. DayFlo TRACKER Lite solves this problem by keeping all of its information in one DOS file called a Database. A Database can handle up to 5,000 records and you can create additional Databases when needed. A record is normally retrieved by a field's value. For example: Name = John Brooks or Company = Alpha Electronics. DayFlo TRACKER Lite's database can contain many types of records. Several popular types of records were provided for you as follows: -Abstract/Article -Contact -Memo -Letter -Form Letter -ToDo -Document -Note Pad -Project -Personal Help Records With DayFlo TRACKER Lite you can create your own records and reports. With DayFlo TRACKER Lite, all records no matter what kind, along with their BlankForms and Reports are kept in a single database for easy access. This gives DayFlo TRACKER Lite relational Database capabilities. The STACK and the FILES DayFlo TRACKER Lite handles its Records similar to an office work area which contains a stack of papers on a desk and files in a filing cabinet. Instead of pieces of paper, DayFlo TRACKER Lite uses records. You can retrieve records to the STACK on your desk where you can work on them or file them in the filing cabinet. Just like pieces of paper, the records are only in one place at a time, either on the STACK or in the FILES. Look at the STATUS LINE (the last line on the screen) and find the notation "1/5" (or similar). This notation indicates that there are five records sitting on the stack right now, and that the current record displayed on the screen is the first record in the stack. Below the current record are four more records. (The stack can contain up to 2500 records at the same time!) When you no longer need to work with the records in the stack (pile of papers on your desk), you can file them in DayFlo TRACKER Lite's filing cabinet. A record is saved anytime you are at the main menu. When a record is not on the stack, it is in DayFlo TRACKER Lite's files. Note that the converse is also true, that when a record is retrieved from the files and placed on the stack, it is no longer in the files. Note: If you are familiar with other databases or file products, a stack is similar to their normal retrieval. The difference is that with DayFlo TRACKER Lite the records are still on disk while they are on the stack. Hence you do not have to "file" a record for it to be saved on disk. Do not confuse DayFlo TRACKER Lite's files with a DOS file. Word processors and spreadsheet programs keep one document or one spreadsheet in a DOS file. DayFlo TRACKER Lite keeps all of your records, whether they are on the stack or in the DayFlo TRACKER Lite filing cabinet (files), in one DOS file, called the DayFlo TRACKER Lite database. SECTION 3 - MENUS (this is not a complete menu structure) Edit Delete text Format Paragraphs Search/Replace Cut & Paste Get Records File Records Report ReportPrint MergePrint (Form Letters) Print Records BlankForms Services Delete Record Copy Record View Indexes Utilities Backup/Restore etc. ConfigOptions The DayFlo TRACKER Lite Main Menu. These menu choices are explained in more detail later. Edit Modify an existing record/form. Get Retrieve records from the files and add to stack. File Move a record from the stack to the files. Report Create or use an existing report format to display or print information from DayFlo TRACKER Lite records in the stack. Print Generate a hard-copy of the record being displayed. (Use Report for all other display or printing needs.) BlankForms Select or make blank record forms. Services Perform various DayFlo TRACKER Lite record/file management tasks. MENU COMMANDS - More detail EDIT - Using the Editor The Edit command on the Main Menu lets you use the Editor. When you use the Editor you can enter information into the current record and use a variety of editing commands found on the Edit Menu. Press E to enter the Editor. Press F4 to display the Edit Menu. You can also issue editing commands DIRECTLY from the Editor without using the Edit Menu. Each editing command corresponds to a SPEED KEY (a combination key that includes the Ctrl key plus the highlighted letter). Adding a field value to a field is easy. If you are filling in a single field value, you can just type in the information. If you want to enter multiple values in a field (e.g., more than one phone number), you can use the EndVal command (Ctrl-E) to end one field value and start another. DELETING Text 1. Press Ctrl-D to start the Delete command. The following message displays: Delete: Line Paragraph Value Field "Line" will delete from the current cursor position to the end of the line including the hard return. "Paragraph" will delete the entire paragraph where the cursor is positioned. "Value and field" are the same unless the field has multiple values. FORMAT Text Please note that DayFlo TRACKER Lite does not provide auto- formatting. Please use the Format command (Ctrl-F) to format text to the current margins. SEARCH/REPLACE You can use the Search command (Ctrl-S) to search for and optionally replace a text string. Please be aware of the edit options screen (Ctrl-O). With appropriate settings in edit options and the count key (F8) you may search and replace across all records on the stack. The Search command can also search for fieldnames if you turn on fieldname mode (Ctrl-N). CUT & PASTE To use, press Ctrl-C to begin the Cut command. The following prompt displays: Cut: Keep Delete "Keep and Delete" are similar to "copy" and "move" in WordPerfect. Keep is like copy and delete is similar to move. A difference in DayFlo TRACKER Lite's Cut & Paste is that the cutout holder can hold multiple "cut's" via last in/first out. NOTE. DayFlo TRACKER Lite's editor differs only slightly from conventional word processors but a few extra minutes taken to learn the basic functions such as delete, cut and paste and cursor movement will save you valuable time in the future. GET COMMAND - Getting/Retrieving Records The Get command gets(retrieves) one or more records and places them on the stack. The records are taken from the files or the stack(s) and are retrieved based on the field name and field values you select. The Get command allows you to get records by their field values. The Get command retrieves records for fields "equal" to a field value or "contains" a field value. You will normally use "equals" for most indexed searches. "Contains" is very useful for textual searches. Please note that you may also use wild card characters (*,?,etc.). NOTE. More complex retrievals are available in the professional versions of DayFlo TRACKER. FILE COMMAND The File command takes the currently displayed record and places it in the files. There is a quick and easy way to file all of the records in the stack. You can use DayFlo TRACKER Lite's Count command (F8) to repeat File, (and most other DayFlo TRACKER Lite commands, as many times as you want). Let's file ALL of the records in the stack. Press F8 to set the COUNT. Look at the blinking message on the Status Line: COUNT = ALL The cursor is positioned under the letter 'A', so you can type any number from 1 to 999. However, since you are filing ALL of the records in the stack, you don't need to enter a number. Press F to file all of the records on the stack. Remember: Be sure to remember the F8 (Count) key. It is used anytime you want to do multiple deleting, copying of records. REPORT COMMAND ReportPrint MergePrint (form letters) The Report function is the primary way to output data from DayFlo TRACKER Lite record(s). The data can be output to screen, printer or DOS file. The Report command prints sophisticated reports from user-defined Report Formats. The Report Format controls how the report will look on paper, which fields will be included, whether the records should be sorted, and whether calculations should be performed. Please note that the report function does not issue a query. In order to do a report you must first GET the record(s) you want, then do the report. REPORT PRINT ReportPrint will print a report based on a selected report format from one or more records on the stack. The count key (F8) can be used to specify the desired number of records. MERGE PRINT - Merging Form Letters DayFlo TRACKER Lite lets you merge names and addresses of contact records with form letters. For example we can merge the names and addresses from all of the sample contact records with a form letter. 1. Press F2 to get to the Main Menu. 2. Press F8 then F to File all records on the stack. 3. From the Main Menu, press G to Get records. 4. Use the arrow keys or type: contact <<ENTER>> (to get the records with the field "CONTACT") 5. Type in the wild card character "*" to get all contact records, then press <<ENTER>>. 6. Press R for Report. 7. Press M for MergePrint. Use the arrow keys for selection or type: mail merge <<ENTER>>. 10. Press P for Printer, or press D for Display to send the output to your screen. The form letter is merged with each of the records on the stack, creating a personalized letter for each of the CONTACT records. When you need to retrieve a form letter to edit use the system field &form letter. Note: When you want to create your own Form Letter, follow these steps. 1. Select the BlankForm Form Letter. 2. Give a title or name in the field &Form Letter. 3. Enter the body of the letter in the field "Text:" 4. File the complete Form Letter. PRINT COMMAND The Print command prints records exactly as they appear on the screen. The Print command is useful for printing an entire record. To print or extract information with greater control and formatting you must use the Report Function. The Print command offers five options: 1)print field names and values, 2)print values only, 3)print first value only , 4)print screen and 5) Pagelayout. The Print command works with Count (F8). When you set the "COUNT," DayFlo TRACKER Lite prints the "COUNT" number of records beginning with the currently displayed record and moving down through the stack. You must set the "COUNT" before starting the Print command. BLANKFORM COMMAND The BlankForms command lets you select copies of ready-made records whenever you need them. Then you can just fill them in. The BlankForms command can also be used to make new BlankForms to be used for data input. SERVICES MENU (not a complete listing) Delete a Record Copy a Record Transfer (from/to ascii) View Indexes Utilities Backup etc. ConfigOptions The SERVICES Menu The Services Menu offers a variety of special features that let you sort, delete and copy records. In addition, the Services Menu allows you to view the values of your indexed fields, as well as providing access to the Utilities Menu, and the Configuration Options Menu. COPY a Record You can use the Copy command to make a copy of the record currently displayed on your screen. This is handy if you want to make changes to a record, but aren't sure whether the edited version will be exactly what you want to keep. You can also use the Count command (F8) with the Copy command to make several copies at one time. DELETE a Record You can use the Delete command to delete the record currently displayed on your screen. The deletion is permanent. It cannot be recovered. You can use the Count command (F8) with the Delete command to delete the COUNT number of records beginning with the currently displayed record, moving down the stack. UTILITIES menu (not a complete listing) Backup Restore Transfer Dictionary DatabaseFile BACKUP/RESTORE The backup commands provided on the Utility menu are for moving records and the dictionary to different databases and not for general backup. Please be aware all data entered into DayFlo TRACKER Lite will be stored in a single DOS file along with all forms and reports. The default file name is trackerl.ddb. It has a associate index file (.dix) and a .dwa file for stack/files record pointers. Therefore to backup your data you need to copy all three files for each database you have (normally one). If these files are larger than a diskette you must use a backup program. DayFlo TRACKER Lite will recreate a .dwa file if you forget to back it up. If this happens all your records will all be found in the files. SECTION 4 - Making a FORM Creating FIELDNAMES. MAKING a NEW FORM Before you start building your form, you'll need to move all of the Records on the stack to the files or go to a blank screen by pressing F8, F10. 1. Press the cursor key labeled End. The cursor should be in the top left-hand corner of the User Area. We'll set the margin all the way to the left while we build the form. 1. Press Ctrl-T to use the TabMrgn command. 2. Press L to select Left Margin. CREATING FIELD NAMES The first step in building a form is creating field names. The title of a form is actually a field name. It appears on the top line of the form. Form names and other frequently used fields are usually placed in the Field Dictionary and given an index for their values. The FIELD DICTIONARY is DayFlo TRACKER Lite's collection of often-used fields. When a field is placed in the Field Dictionary, it is assigned a FIELD DEFINITION that affects important characteristics of the field name and field values. The FIELD DEFINITION includes: - How a field name will appear in a record. - Which interpretation is used for field values e.g. date, text. - Whether to INDEX or not. A record can be retrieved much more quickly from the files if it contains a field that has an index of values. You'll need to use the Name command on the Edit Menu to create the form name and other fields in the form. Let's begin: 1. Press Ctrl-N to begin the Name command and enter the new field. Note that the status line indicates you are working in name mode as shown below: -----------------FieldName--------------- 2. Press the F6 key three times to position the cursor at the third tab stop, near the center of the first line on the screen. 3. Type: DISTRIBUTOR Notice that the field name is highlighted as you type. 4. Press <<ENTER>> The following prompt displays: Add DISTRIBUTOR to Field Dictionary? Yes No 5. Press Y for Yes to add this field to the dictionary. The following prompt displays: Interpretation: Text Number Date Yes/No 6. Press T for Text. The following prompt displays: Index Yes No 7. Press Y for Yes. A completion message displays on the message line indicating that "DISTRIBUTOR" has been added to the Field Dictionary. You have just created a field name for a new field and placed the field in the Field Dictionary! You also made an index for the values of the new field so that records containing this field can be retrieved quickly. You can also add new fieldnames directly via the Dictionary command found on the Utilities Menu. Finishing the Master Form Now you can add other fields to the new Master Form. The Name command can also be used to enter a field which is already in the field dictionary. Use field names such as Company, Name and Phone to make a sample Master Form. DayFlo TRACKER Lite is freeform in nature allowing you to move the fieldnames around after you have entered them. After you add and position the fields where you want you can make it into a master form called a BlankForm. Then position the cursor where you would like it to start each time you select a new form. First reset the left margin to the column where it was earlier. (Press Ctrl-T for TabMrgn, L) 1. Press F2 to return to the Main Menu. 2. Press B for BlankForms. 3. Press M for Make. 4. Type in the desired name. Notice that the new Master Form is no longer on the stack. It has been compressed into a Master Form record and filed along with the other Master Forms. Also, the name of the new Master Form now appears on the list of existing Master Forms. You can select a BlankForm (copy) from this Master Form whenever you need it either by the menus or via Alt F9, or Alt F10. You can edit a Master Form by selecting it then performing operations as above. Please also note that Master Forms can contain textual data or pre- entered values as well as fieldnames. SYSTEM REQUIREMENTS Hardware: IBM (or IBM compatible) Personal Computer PS/2, 286, 386, 486, AT, XT, or PC (or IBM compatible) Personal Computer with a double-sided diskette drive. A Fixed Disk drive. At least 448K bytes of avaiable memory (RAM). Additional memory will increase performance. A monochrome, color, EGA or VGA monitor. Printer (optional) - DayFlo TRACKER Lite supports a large number of popular printers. Software: MS-DOS OR PC-DOS Version 3.0 or higher and DayFlo TRACKER Lite diskettes. Data Management Specifications: -Up to 5,000 records per database (incl. BlankForms and Reports) -Up to 32,000 characters per field or record -All fields can be variable length -Sort on up to 10 keys -Multiple values up to 101 per field -Up to 30 separate indexes (record or database) -Up to 15 non indexed fields in dictionary -Report Writer performs calculations up to 15 digit accuracy Please note that more advanced versions are available which include such features as boolean searches, macros, import/export and larger capacities and multi-user support on popular networks. IBM PC/XT/AT/PS/2 is a registered trademark of International Business Machines Corporation Lotus 1-2-3 is a registered trademark of Lotus Development Corporation WordPerfect is a registered trademark of WordPerfect Corporation Dbase is a registered trademark of Borland Corporation MS-DOS is a registered trademark of Microsoft Corporation DayFlo TRACKER Lite -- ORDER/REGISTRATION FORM ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Registering will provide you with a complete printed user manual of more than 250 pages, 90 days telephone support, additional sample templates and reports, additional personal help screens and information regarding updates and new releases. Name:________________________________ Title:________________ Company:_____________________________________________________ Address:____________________________ City:___________________ State:___________ Zip:_____________ Country:______________ Date:_____/_____/_____ Current version #__________ (Fill out form completely) --------------------------------------------------------------- Product # Price/ea S&H Total --------------------------------------------------------------- DayFlo TRACKER Lite ___ _$59.00_ _$7.00_ _______ DConvert-dbase/text, import___ _$19.00_ _$3.00_ _______ /export utility * Canadian Orders, Add $2.50 per copy _______ * International Orders, Add $6.50 per copy _______ * CA Residents add appropriate sales tax _______ TOTAL ENCLOSED ___________ Disk Size: [ ] 5-1/4" [ ] 3-1/2" [ ] Check [ ] Visa [ ] MC Card# __________________________________ Exp. Date ________ Signature ______________________________ How did you hear about our Products? [ ] BBS [ ] Friend [ ] Other _____________________________________________________ Mail Completed form with Payment to: DayFlo TRACKER Corp. 18021 "J" Sky Park Circle P.O. Box 19243 Irvine, CA 92713 USA FAX (714) 474-0197 [June 1993] Prices subject to change without notice.