The Business Master (3rd Edition)

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********************************************** * * * THE OMAHA DATABASE PROGRAM * * * * * * VERSION 2.00 * * * * * * COPYRIGHT (C) 1984, 1988 * * * * ****************** * * * * GERALD E. GONDERINGER * * * * ARCHDIOCESE OF OMAHA * * * ********************************************** The Omaha DataBase Program Gerald Gonderinger P.O. Box 150 Clearwater Ne. 68726 The Omaha DataBase Program Page - 1 DISCLAIMER. In no event will the author be liable to you for any damages, including any lost profits, lost savings or other incidental or consequential damages caused or alleged to be caused by the use of these programs. COPYRIGHT: The material on this disk is copyrighted 1984 by Gerald Gonderinger. The SORT.EXE program is copyrighted by Opt-Tech Data Processing, of Humble Texas (1983). I must pay $40.00 royalty for each use of SORT module. If you like The Omaha DataBase Program, please mail your check for $50.00 to Gerald Gonderinger, Box 150, Clearwater Ne. 68726. This disk is distributed without the SORT.EXE program. Without the SORT.EXE module, The Sorting Program and The Repair Program will not operate. The materials here cannot be sold as part of a package without the author's permission. You cannot make copies of this disk that contain the SORT.EXE program. If you delete the SORT.EXE program from the disk, you can share this disk with other for demo purposes. GETTING STARTED: This program uses some copyrighted programs from your D.O.S. disk such as BASICA, MODE as well as the basic D.O.S. programs. The INSTALL program will copy these programs from your D.O.S. disk and insert them onto The Omaha DataBase Program disk. To begin, start up your computer with your D.O.S. disk in Drive A. Insert the Omaha DataBase Program disk into Drive B. Then type B: INSTALL to copy these programs onto your program disk. PRINTING MANUAL: To print this manual, turn on your printer. If you are now in BASIC, type "SYSTEM". Then type "COPY MANUAL.DOC PRN". The Omaha DataBase Program Page - 2 TABLE OF CONTENTS ----------------- Getting started.................................................. 2 Table of Contents................................................ 3 1.0 General Introduction......................................... 5 2.0 Specific Introduction........................................ 6 2.1 Definitions.............................................. 6 2.2 Sample Files on your disk................................ 6 2.3 Linkage to Master File................................... 7 2.4 Temporary Files.......................................... 7 2.5 Disk Space............................................... 7 2.6 As you begin............................................. 7 3.0 The Create/Alter Program..................................... 9 3.1 Introduction............................................. 9 3.2 Choices.................................................. 9 3.3 Create New Master File................................... 9 3.3.1 Data Disk.......................................... 9 3.3.2 Entering Field Names and Descriptors............... 9 3.4 Create New Sub-File...................................... 10 3.5 Revise Master/Sub-File................................... 10 3.6 Delete Sub-File.......................................... 11 3.7 Print File Format........................................ 11 4.0 Data Entry .................................................. 13 4.1 Introduction............................................. 13 4.2 Set Entry Parameters..................................... 13 4.2.1 Physical versus Linkage Order in Sub-Files......... 13 4.3 Add/Change Records....................................... 14 4.3.1 Function Keys...................................... 14 4.3.2 Adding/Changing Records............................ 14 4.3.3 Changing Master File Pointer on Sub-File........... 15 4.4 Search................................................... 15 4.5 Monitor Display of Records............................... 15 5.0 Sorting ..................................................... 16 5.1 Introduction............................................. 16 5.2 Indicate Fields and Keys for Sort........................ 16 5.3 Sorting the Files........................................ 16 5.4 Sorted Index on Data Disk................................ 17 5.5 Conclusion............................................... 17 The Omaha DataBase Program Page - 3 TABLE OF CONTENTS ----------------- 6.0 The Print Program............................................ 18 6.1 Introduction............................................. 18 6.2 Report Formats........................................... 18 6.2.1 Creating a new Format File......................... 18 6.2.2 Linked Records in Sub-File......................... 19 6.2.3 Report............................................. 19 6.3 Using Comparisons for your Report........................ 19 6.4 Printers................................................. 17 6.5 Cloning a New File....................................... 20 6.5.1 First "Create" the File............................ 20 6.5.2 "Print" the Clone File............................. 20 6.5.3 Merge Cloned Files together/Sub-File............... 21 6.5.4 Importance of Keeping Field Lengths Identical...... 21 7.0 The Repair Program........................................... 22 7.1 Introduction............................................. 22 7.2 Choices.................................................. 22 7.3 Entering Sort Parameters for File Repair................. 23 7.4 Reconstruction of the Files.............................. 23 8.0 Printer Configuration........................................ 24 9.0 Conclusion................................................... 26 9.1 Cost of the Program...................................... 26 9.2 Maximum Capacity......................................... 26 9.3 Order Form............................................... 27 The Omaha DataBase Program (c) 1984 Gerald E. Gonderinger Clearwater Ne. 68726 Sort.Exe (c) 1983 Opt-Tech Data Processing Humble, Texas The Omaha DataBase Program Page - 4 Section 1.0.0: GENERAL INTRODUCTION: The Omaha DataBase Program originated within the Omaha Archdiocese to fulfill the need for a general data base program that would be suitable for maintaining census information for large parishes. However this program is flexible enough to be used for many other kinds of applications. The main advantage of The Omaha DataBase Program is that it allows you to have a master file with five linked sub-files. Each record within a sub-file must be linked to a specific record in the master file. If there is more than one record in a sub-file for a master file record, the sub-file records are cross-indexed with each other. The advantage of this system is obvious for census information. In maintaining a census, one usually would have to reserve space in each record for the largest family. The problem is that in reserving room for 10 children for each family, you end up wasting alot of space for smaller families or widows. The Omaha DataBase Program will allow you to create a master file that could contain the Name and Address of each parishioner. The first sub-file could contain the names of all the children and their birthdays etc. A second sub-file could contain the records for financial giving etc. The Omaha DataBase Program should allow even large parishes the ability to maintain all of their census information. * Master File can have up to 5 linked sub-files * Each file must fit on one disk * Each drive may contain a data disk * Maximum Records: 32,000 * Maximum Active Files: 6 * Maximum of 70 fields in each record. * Allows large amounts of census data to be compacted on the disk * Can be used with a fixed disk * Allows easy browsing through the files * Flexible Report module with sort * Cost: $50.00 Please make a backup copy of The Omaha DataBase Program before you begin creating your own files. There is sample set of data files already on your disk. The Omaha DataBase Program Page - 5 Section 2.0: SPECIFIC INTRODUCTION 2.1 Definitions: Throughout this manual, several terms will be used and they should be explained. "Field" or "Entry": a collection of several characters or numbers form the smallest unit of information. For example, you could have a field called "Last Name". "Last Name" would be the field; and "Smith" would be the entry into that field. "Record": several fields form a record. Thus a record might contain the last name, first name, address, city, state, zip. Together this forms a record. "File": several records form a file. Thus 10 records all containing the names and addresses would form the PARISH file. Within the Omaha DataBase Program, there are two kinds of files: the master file and the sub- file. The master file is the first file on which all the other files are based. Each record within each sub-file (you can have up to five sub-files) must be linked to a specific record in the master file. You may have more than one record in a sub-file linked to the same master file record. Thus in CHILDREN (the first sub-file), you would enter all of the children for each name in the PARISH file. Each child record would be linked to one record in the PARISH file. "Active Drive": This is the disk drive that the computer will go to when you issue a disk command without specifying which drive. This drive should contain The Omaha DataBase Program. The active drive is A when you start your computer. If you have a fixed drive, you will change the active drive to C. The computer will search for the programs on the active drive. "Master Data Disk": This drive contains the data disk with the format file and the file that contains the number of records (REC) in each of the data files. You may have one set of data files on each data disk, but you may have several sets of data files. The format file will be on the master data disk for each set of files. This will allow you to use one copy of the DataBase with each set of your files. The computer will always ask when starting, which drive contains the "master data disk". The computer will always access this drive when it wishes to read the format file. "Program Disk": This is the disk that you have received that contains The Omaha DataBase Program. You may use other disks to contain your data files. These will be called "data disks" in this manual. (If you have more than one data disk, then one of them will be designated as the "master" data disk that will contain the format file.) 2.2 Sample Files on your disk Throughout this manual and on the disk, we will be using sample files. These sample files have the PARISH file as the master file. This file contains the family name, the name of the father and mother, their birthdates, address, telephone, and wedding date. The first sub-file is the The Omaha DataBase Program Page - 6 CHILDREN file. This contains the name of the child and his/her birthdate and whether or not they are still living at home. The second linked sub- file is called FINANCE. This contains the quarterly sub-totals of their financial giving. The third linked sub-file is called NOTES. This contains any notes you wish to make about the family. All the information on the sample files is fictitious. 2.3 Linkage to Master File Each record with a sub-file must be linked to a record within the master file. You cannot enter a record in a sub-file that is independent of the master file. Each sub-file is linked to the master file and not to the sub-file above it. For example, you should not construct your files so that you would have as your 2nd sub-file, SCHOOLS, which would contain the school last attended for each of the records in the previous sub-file, CHILDREN. The second sub-file must be linked to the master file, and not to a previous sub-file. 2.4 Temporary Files You may add and delete sub-files as you need them. You can use the Print Program to clone a file. In cloning a file, it can be combination of other files, space can be added or deleted. You may use this sub-file for a specific time only and then delete it when you are finished. (You will also have to use the Create Program to enter specific information on the fields in the new file. You can also use the Create Program to revise the format of a file. The program will then make a copy of the file that allows additional room for other entries.) You may have only five sub-files. If you find you need more, you may use another data disk, and delete one of the sub-files that is unneeded for your specific task and create a different sub-file. 2.5 Disk Space The main advantage of the master/sub-file type of construction is that it enables you to use only the disk space you really need. Thus if a family has no children, no space is reserved for them in the CHILDREN file. A parish of 2,000+ families should be able to enter all of its census information on 2 double sided, double density IBM diskettes. This prevents the necessity of purchasing an expensive hard disk to be able to use other data base programs for your parish census. 2.6 As You Begin When you first start up the computer (after Installation of the DOS), you will be asked to enter the date and the time. You will then be presented with a menu that offers you these choices: F1 CREATE/ALTER F2 DATA ENTRY F3 SORT F4 PRINT F5 REPAIR F6 PRINTER CONFIGURATION F10 END The Omaha DataBase Program Page - 7 By pressing one of the function keys, you will be transferred to one of the five programs that make up The Omaha DataBase Program. The Create/Alter program is used at the beginning to create your files or used later to alter or change your files. The Data Entry program is used most often to enter your data into the files. The Sort program will prepare an index based on several sort parameters. This is used before the Print program which will print out labels or reports on your files based on the physical or sorted record order. The Repair program is used to repair files if some damage has occurred. The Printer Configuration will allow you to configure the Omaha DataBase Program to a variety of printers. The Omaha DataBase Program Page - 8 Section 3.0: CREATE/ALTER 3.1 INTRODUCTION: This program is used to create or alter a master or sub-file. Quite frequently you will discover after several months of use that a master or sub-file needs to be changed. It can be changed without re-entering the whole file. This program will also be used when you are first creating your master or sub-files. 3.2 CHOICES PRESS FUNCTION KEY FOR CHOICE F1 CREATE NEW MASTER FILE F2 CREATE NEW SUB FILE F3 REVISE MASTER/SUB FILE F4 DELETE SUB-FILE F5 PRINT FILE FORMAT F10 EXIT 3.3 CREATE NEW MASTER FILE This routine does not really create the master file. It just allows you to enter the field names and descriptors for each field onto the program disk of The Omaha DataBase Program into a file called "format". Each program within The Omaha DataBase will read this format file before reading any of the files. This format file will contain all the information on the field names, types and length for each file. The format file is written on the master data disk. 3.3.1 Data Disk IMPORTANT NOTICE: This routine is used only when you are first beginning. It will erase the "format" file that contains all the information about the files on the master data disk. To proceed with this routine, type in the access code "CREATION". 3.3.2 Entering Field Names and Descriptions You will then be asked to enter the master file name, and the drive for the file. You will then be asked to type in the title for each field, the type for the field, and the maximum number of spaces of the field. You have ten spaces for each field title. You have four types of fields: (1) alphabetic; (2) Number; (3) Date; (4) Dollars/cents. A field should be considered alphabetic if you do not wish to have a total or sub-total on it. Thus zip codes, while numeric, can be considered as alphabetic information since you will never want a total of the zip codes. The second type of a field is a number. This is used for a field that you will want totals on. The date field is another type of field. The correct format for a date entry is MMDDYY. Thus January 6, 1980 would be entered as 010680. The zeros must be used for correct spacing. (This is especially true for the The Omaha DataBase Program Page - 9 Sort and Print program.) A field that is designated as dollars/cents is printed to two decimal places in the Print program. You will then be asked to indicate the maximum number of spaces for each entry. (The maximum length for any field is 255 bytes or spaces.) When you have entered all the fields for the master file, press the enter key when the computer asks for the title of the field and the computer will begin writing the new "format" file on the master data disk. This routine then writes the format information for the master file onto the master data disk. The format file contains the format information for all the files. Since the master file is created first, all other information on the format of other files is lost when this routine is run. 3.4 CREATE NEW SUB-FILE This routine will allow you to add another sub-file to your system. It operates much like the previous routine. The computer will check to make sure that you do not already have five sub-files. If you do not, then the computer will permit you to enter the information for the formation of a new sub-file. The computer will first ask the name of the sub-file. (Remember no more than eight letters). The computer will then ask for the letter of the drive that will contain the data disk. Generally the drive will be either A, B or C. However, the maximum limit is H. At this point you will then enter each field title, type and maximum number of spaces reserved for each entry. 3.5 REVISE MASTER/SUB FILE This routine will permit you to revise files after you have already entered the format information. This can be done before or after you have entered information into the file. You can revise any aspect of the files you have created: file name, drive for file, field title, field type or field length. To retain any information, just press the enter key. To change any information, type in the new information. If you wish to delete a field, just enter '0' for the field length. If you are going to change the field length on a file that already contains information, the file will have to be rewritten. IMPORTANT NOTICE: It is best to make a backup copy of your disk before you begin this routine, just in case something goes wrong. To enter this routine, you will have to enter the access code: REVISE. The computer will then display the names of the files that you presently have and will ask you to enter the number of the file you wish to change. Generally speaking you can change information or delete it. New fields can be added only at the end of the other fields. If your revised file already contains records, the computer will then The Omaha DataBase Program Page - 10 re-write the file. It will ask you which drive contains the old file and which drive is to contain the new file. The computer will then read the old file and transform the fields to fit into the revised file format. If you are shortening any field lengths, longer information in the original file will be lost. 3.6 DELETE SUB-FILE This routine will allow you to enter the number of the sub-file you wish to delete. It will delete the format information on this file from the format file as well as deleting the file itself from the data disk. It will then erase all pointers in the records of the master file that pointed to linked records in the sub-file. Then you must run The Repair Program if the deleted sub-file was not the last sub-file (if the deleted sub-file was in the middle, the sub-files after it will be "collapsed"; e.g. file #3 will become file #2 etc.). There are some files that you may need only for a short time or for a short task. You can then delete this files when you are finished with them. Perhaps you could add a file to contain only temporary information for each parishioner. After you have printed up the master report, you could then delete the sub-file. 3.7 PRINT FILE FORMAT Whenever you create or revise a file format, it is good to get a printed copy of the file formats. The present sample file format looks like this: FILE FORMATS ON 01-01-80 MASTER FILE ======> PARISH LENGTH: 128 ENTRIES: 14 DRIVE: A # TITLE TYPE BEGINNING LENGTH 1. LAST NAME ALPHA 11 20 2. FATHER ALPHA 21 10 3. MOTHER ALPHA 41 10 4. ADDRESS ALPHA 51 20 5. CITY ALPHA 71 15 6. STATE ALPHA 86 2 7 ZIP ALPHA 88 5 8. TELEPHONE ALPHA 93 8 9. DISTRICT ALPHA 101 2 10. STATUS/MWDS ALPHA 103 1 11. MARRIAGE DATE 104 6 12. ENVELOPE # ALPHA 110 6 13. MALE DOB DATE 116 6 14. FMALE DOB DATE 122 6 The Omaha DataBase Program Page - 11 FILE ================> CHILDREN LENGTH 42 ENTRIES 4 DRIVE A # TITLE TYPE BEGINNING LENGTH 1. FIRST NAME ALPHA 5 10 2. LAST NAME ALPHA 15 20 3. DOB DATE 35 6 4. STATUS (H/A) ALPHA 41 1 FILE ===============> FINANCE LENGTH 36 ENTRIES 5 DRIVE A # TITLE TYPE BEGINNING LENGTH 1. 1 QUART. $$$.$$ 5 6 2. 2 QUART $$$.$$ 11 6 3. 3 QUART $$$.$$ 17 6 4. 4 QUART $$$.$$ 23 6 5. TOTAL $$$.$$ 29 7 FILE ==============> NOTES LENGTH: 65 ENTRIES 1 DRIVE: A # TITLE TYPE BEGINNING LENGTH 1. Note: ALPHA 5 60 The Omaha DataBase Program Page - 12 SECTION 4.0: DATA ENTRY 4.1 INTRODUCTION This program is the workhorse of the system. This program will be used to enter/revise information in the data files. You will be presented with these choices: F1 ADD/CHANGE RECORDS F2 SEARCH F3 MONITOR DISPLAY OF RECORDS F6 SET ENTRY PARAMETERS F7 HELP F8 DISPLAY FILES/FIELDS If you press F7 for HELP the computer will display the special function keys that are in use when you add/change records or have a monitor display of the records. F8 will display the names of the files and the field titles. 4.2 SET ENTRY PARAMETERS This routine is activated when you press F6. You may or may not find this useful. This routine is very handy if you wish to enter one specific field in all the records. For example, let's say that you wish to enter the 3rd quarter financial information into the FINANCE sub-file. This would be the 3rd field within the 2nd sub-file. You can set the entry parameters for the 3rd field of the FINANCE sub-file. Thus when you enter a record number you will be presented with the FINANCE file, and the cursor will be at the beginning of the 3rd field. This routine is especially useful if you are going to use a file to keep track of each Sunday's contributions. 4.2.1 Physical versus Linkage Order within the Sub-Files You will also be asked if you want the physical order or the linkage order. This determines how the computer will interpret the record number you enter. Thus when you are working on the CHILDREN file, and wish to change record #15, do you mean that you wish to change the 15th record in the CHILDREN file (physical order) or change the records in the CHILDREN file that are linked to the 15th record in the master file (linkage order)? Depending on the files and the circumstances, you will find one or the other to be easier. All record numbers for the master file are interpreted as the physical order since the master file is not linked to a file above it. You will find the linkage order within the sub-files to be most useful when you have multiple records in a sub-file (like children) that are linked to one record in the master file. The Omaha DataBase Program Page - 13 4.3 ADD/CHANGE RECORDS 4.3.1 Function Keys These function keys will be in use during data entry: F1 Will move the cursor up one field within the record F2 Will move the cursor down one field within the record F3 Will move up to previous sub-file F4 Will move down to next sub-file F5 Will move to next record in same sub-file F6 Will move to next record in the master file F7 Will allow you to enter record # you wish to enter/view. If you have chosen the physical order, it will be the physical record number. If you have chosen the linkage order, it will be the record linked to that record number in the master file. F8 Will delete the record you are working on. If you are in the Master file, you will be able to delete all linked records in the sub-files as well. F9 Will read original record from the disk if it has not yet been re-written. F10 will return to menu. It will take a little while to get the "hang" of the function keys, but you will really find that they make it easy to "browse" through the file to change the records. 4.3.2 Adding/Changing Records The computer will ask for the record number you wish. You may use the function keys until you read the sub-file you wish. If you press the enter key instead of entering a number, the computer will pick the next empty record for your entry. If you have deleted records, the computer will use these up first. (The computer keeps a linked list of all the deleted records in each file, so that they can be used up when new records are needed.) When you are done entering the information on the record, you may press a function key to go to another record or if you entered information in the last field, the computer will ask if you have "Any corrections (Y/N/X) ?". Enter 'X' if you don't want the computer to stop to ask you if there are any corrections. If you are adding records in a sub-file, and have finished the last field in the last record linked to a master record, the computer will remind you to press a function key to move to another record or press "enter" to have the computer give you the next available blank record (which will be linked to the same master file record). If you press "F5" you will be presented with the next record in the same sub-file. For example if you were entering children for master record #5, which is linked to children record #6. If you then pressed the enter key after finishing with record #6, the computer would present you with record #14 in the children file which would also be linked to master record #5. If you pressed "F5" the computer would present you with record #7 in the children file which is The Omaha DataBase Program Page - 14 linked to the master file record #6. (This is more easily done and understood than explained.) 4.3.3 CHANGING MASTER FILE POINTER ON SUB-FILE RECORD Life is never as simple as it should be. There may be occasions when you have a power or disk failure and some information on your files could get garbled. This routine will allow you to manually change the pointer on a sub-file record to the master file. You will have to press "ALT F-10" while you are in the data entry routine (F1 from the main menu). The computer will then allow you to enter a number for the master file record. It will then display the first three entries of that master file record before writing pointing this sub-file record to that master file record. You will probably never need this routine, but it may be helpful to you. 4.4 Search Sometimes you don't know the record number of the record you wish to examine or change, and the search routine will help you to quickly find the record you want. You will have to enter the file and the field you wish to search under. You will then have to enter the item you wish to search for, with the beginning record number. The computer will ask for confirmation before it begins the search. If you press the 'Q' key for 'quit', the search will be terminated. The search will attempt to match only the beginning of the field. Thus if you enter "AND" as the search item, the computer will display records with "ANDERS", "ANDERSON" etc. It will not display records that contain "AND" in the middle of the field, such as: "DURANDT" or "SANDERSEN". 4.5 Monitor Display of Records The special use of the function keys make this almost fun to use. This routine is great for "browsing" through the files. You can go up and down the sub-files as well as backwards and forwards. These function keys will be in special use during the monitor display: F1 Will move back one record in the file you are viewing F2 Will move forward one record in the file you are viewing F3 Will move up one file to previous sub-file or master file F4 Will move down one file to next sub-file F5 Will move back one record in the master file F6 Will move forward one record in the master file F7 Will allow you to switch from viewing records in physical order to linked order or vice versa F8 Will allow you to view remainder of record if it has more than 11 fields and cannot be displayed on one screen at once F9 Will allow you to choose any record number F10 Will return to menu The Omaha DataBase Program Page - 15 SECTION 5: SORTING 5.1 INTRODUCTION One of the great needs in printing reports from any database, especially one used for census, is the ability to sort the information in a variety of ways. This sort program uses a machine language sorting program that will rapidly read and sort any file. Within one file, the sort program can read 2500 records, sort them, and write the index within one minute. If you are sorting information from several files together, the program will first have to write a file containing all of the key information for each record. The sorting of several files will take longer. 5.2 INDICATE FIELDS AND KEYS FOR SORT As you begin, the computer will ask you to pick the file for the primary sort. This means that all records from this file will be sorted, even if more than one is linked to a master record. You can have another file for the secondary sort. Only the first record linked to the master file record will be sorted in the secondary sort. Let me explain, if you wish a printed listing of all children, with the names of the parents, and you wanted the children printed in chronological order of birth; then you would designate the CHILDREN file as the file for the primary sort. All records in the CHILDREN file would be sorted according to birth date. If you are printing an Alphabetic listing of your parish, the PARISH file would be the file for the primary sort. If you have no file for the secondary sort, then just press the 'enter' key. You will then be asked to enter the sort keys. You can have up to 8 sort keys. For each key, you will have to indicate the file and the field. In addition to this, you can indicate the beginning byte within that field and the length for the sort key. If you just press the 'enter' key, the sort key will start at the beginning byte of the field and sort on the basis of the first five bytes. If you pick a "date" field for a sort key, the computer will automatically sort first by the year, then the month, and then the day. If you wish to sort, for example, by the month, you can override this by not pressing the enter key, and entering then the number of the beginning byte and '2' for the length. The computer will then ask you whether you wish to enter another key. If not, the keys may be written to the disk or re-done. 5.3 SORTING THE FILES If you have a secondary file, then the computer will have to write a new file that contains the key information. This will then be sorted and the record numbers of the sorted list written to a new file. This procedure will take longer. If you have just one file, the sort should not take very long. The computer can quickly read and sort the one file and write the index file to the disk. If you have a secondary file, the computer will then ask you to The Omaha DataBase Program Page - 16 indicate the drive that contains the primary file, the drive that contains the secondary file, and the drive that is to contain the key information. The index will always be written on the disk that contains the primary file. The computer will instruct you to insert the program disk into the active drive so that the computer can load the sorting module into memory. The computer will also allow you an opportunity to re-insert the program disk into active drive so that the computer can write the index file on the program disk. 5.4 SORTED INDEX ON DATA DISK The index that contains the sorted order of the records, is written on the data disk. It may happen that you will run out of room on your data disk. If you run out of room, you will need to see if there is any space on the disk that can be "re-claimed." Run CHKDSK from your DOS disk to make sure there is no room left on the disk. If there is no extra space on the disk, then you will have to transfer one of your sub-files to another data disk. You would first make a copy of the data disk. Then copy one of the sub-files to another data disk. Delete the sub-file from the first disk, then change the format file through The Create Program, to indicate that a sub-file has been moved to a disk in another drive. Then you may begin The Sort Program again. On really large files, the computer will use part of the disk to write a scratch file while it is sorting. 5.5 CONCLUSION The sorting of a data base is one of the essential and basic tasks of maintaining information. You will really enjoy the speed and ease of this sorting program. The Omaha DataBase Program Page - 17 SECTION 6.0: THE PRINT PROGRAM 6.1 INTRODUCTION One of the essential elements of a data base program is the print program. You can sort the information in a variety of ways and then have it printed in the sorted order. This program will print up labels or reports, it will make a clone of your database. It will display on the screen, the printer or the disk. The printer commands are set up for an IBM or Epson printer. If you need to change the printer commands, press the 'O' key (Oh) when the print program is being loaded in from the menu. The program will then ask you to type in the new commands for compression and next page. 6.2 REPORT FORMATS As you begin this program, this computer will read the master data disk and look for the report formats on the disk. It will display them and ask you to enter the format file to use. If you wish to create a new format file, then enter the name you wish to give it. If the computer finds the format file, it will load it in. If the computer does not find the format file, then you will have to create a new format file. 6.2.1 Creating a new Format file You will first have to enter the title of the report that will be displayed on the report. The computer will then ask you which is the primary file for the report. (The computer then will pick the sorted index file for that primary file. If there is no sorted index on the disk, the computer will use the physical record order.) You will then be asked to indicate the file and the field for each report item. There are some special codes that are used here: # the physical record number * the sorted record number @ new line (used especially for labels) ' adding message or constant value + add spaces 0-6 number for files 9 end Enter "#" if you want the physical record number printed. If you want the sorted record number printed, then enter "*". If you wish to begin a new line, enter "@". This is especially useful for creating labels. (Remember there are usually 6 lines from the top of one label to the top of another.) If you wish to add blank spaces, enter "+" followed by the number of spaces you wish to add. To add 15 spaces, enter "+15". If you wish to insert a constant value or message, enter " ' " followed by the value or message. You might find this helpful for creating cloned files or for inserting messages on your labels. The print program will print up to 132 columns; after that it will start a new line. The Omaha DataBase Program Page - 18 6.2.2 Linked Records in Sub-File If the print format contains a sub-file, the computer will ask whether you want only the 1st linked record or all of the linked records. For example, if you were printing the list of the parents with their children, you would want all of the linked records. (The printer uses a new line for each linked record.) 6.2.3 Report The computer will then ask whether you want the report on (P)rinter, (S)creen or (D)isk. If you choose 'disk' the computer will further ask whether you wish to clone the report. (In cloning, the report will be printed to the disk without headings.) The computer will also ask if you wish to choose a field to trigger sub-totals. In other words, whenever that field would change, the report would then print a sub-total of all the numeric fields. 6.3 USING COMPARISONS FOR YOUR REPORT The computer will then ask you whether you want (A)ll records or (S)elected records on the report. You are able to use up to 10 comparisons in your selection. The elements of the report will be displayed and you will be asked to indicate which field you wish to use for selection. Once you have indicated that, the computer will present you with four types of comparisons: (1) > greater than (2) < less than (3) = equal to (4) <> not equal to You will then enter the value on which the selection is to be based. If the element is a date, the computer will ask whether you want the comparison started at the month, day or year. If you wanted all the dates on Jan 1, 1980, you would indicate month and enter 010180. If you wanted just Jan, you would enter "01". Then computer will ask the relationship of this comparison to the next one: (1) AND (2) OR (3) END If you press '3' this will be the end of the comparisons. If you press 1 or 2 you can add another comparison. Remember with "AND" both conditions must be true, with "OR" only one condition needs to be true. It is easy to get mixed up. For example, IF A OR B AND C OR D, means that there are two units A OR B, C OR D. The "AND" specifies that both must be true. Thus for the example to be true, A or B must be true AND C or D must be true. It gets a little complicated after three comparisons or so. If you select only some records, this will take up more computer time. The Omaha DataBase Program Page - 19 6.4 PRINTERS The Omaha DataBase Program does not use alot of printer "razzle dazzle". The program really only uses two basic printer commands. One for compression (for writing 132 columns on 8 1/2" wide paper), and another for next page. If these commands do not work for your printer, then press "O" then the print program starts and the computer will ask you to enter the new commands. Generally these two commands are standard, so you probably won't have to change them. The printer is set up for a parallel line printer #1. If you wish to change this, use The Printer Configuration Program. 6.5 CLONING A NEW FILE As an example, let us use the sample data file format. You will notice that you have dates in four places, the husband's and wife's birthday and the anniversary in the PARISH file, and the childrens' birthday in the CHILDREN file. You might wish that you had a file called DATES that would contain all these dates so that they could be sorted. Perhaps you could then publish in the bulletin, a sorted monthly list of the birthdays and anniversaries for that month. 6.5.1 FIRST "CREATE" THE FILE First you would use The Create Program. You could create the new file called "DATES". You could have these fields: (1) Last Name, Alpha, 20; (2) First name, Alpha, 10; (3) Wife's Name, Alpha,10; (4) Type, Alpha, 2; (5) B/A Date, Date, 6; (5) +1 (This is for the "return" or "enter" character that end each record when it is "printed".) 6.5.2 "PRINT" THE CLONE FILE Then you would go to The Report Program and prepare a report that would list: Last Name, Father, Mother, "oo" (this would be a symbol under TYPE to indicate that this is an anniversary), Wedding, +1. You would then indicate that it is to be "printed" on the DISK as a CLONE> You could also indicate that you wanted to select only those records, whose month value under "Wedding" was greater than zero. (This would avoid printing the records of single or widowed people.) You could then give it a name like "C1". When this is finished, you would then prepare a report form that would print the Last Name, Father, +10 (skip over 10 spaces since there is no other name on this report), '** (for TYPE; "**" could represent a birthday), Male DOB, +1 (for the enter character). Then as with the previous example, chose DISK, then CLONE. You could select on the basis of the MALE DOB and avoid printing any records with a zero value. You could then give the clone file a name like "C2". You could then prepare a report for the women's birthdays. It would print Last Name, Mother, +10, '**, FMALE DOB, +1. Clone this as "C3". Then with the children's birthdays, prepare a report that would print Last Name, First Name, +10, '**, DOB, +1. You could then name this clone as "C4". The Omaha DataBase Program Page - 20 6.5.3 MERGE CLONED FILES TOGETHER TO CREATE SUB-FILE AND PRINT If you would then type "SYSTEM" and then "DIR" you would see four files on the disk with the titles "C1.OUT", "C2.OUT", "C3.OUT", and "C4.OUT". There is an easy way to merge these files using the COPY command. (Make sure you have no other files with an extension of "OUT" on the disk or they too will be merged.) Type COPY *.OUT+ DATES This command will copy all files with an extension of "OUT" and merge them together in a file called DATES. If you look at the raw file, you will notice that the first four spaces (that were added during "cloning") of each record are reserved for the master file pointer and the pointers to the next linked file in this sub-file. (F you wish to clone a Master File, please add six spaces as the first item in the report (+6) since the Master File requires 10 spaces for pointers.) You will need to type "AUTOEXEC" to re- boot The Omaha DataBase Program. Now go to The Repair Program. The Repair Program will now link together the records for the same master file record and will enter the pointers for this sub-file onto the master file. Then you can go to The Sort Program and sort the DATES file by Month and Day. After this you can go to The Report Program and print out all the birthdays and anniversaries for each month. 6.5.4 IMPORTANCE OF KEEPING FIELD LENGTHS IDENTICAL The important thing to remember when you are cloning a new file like this is that each cloned file must have the same (identically same) number of spaces for each record and field. In our example, we needed to add another name for the anniversary dates, but on the birthday dates we did not need this second name. To keep the files equal we added 10 spaces so we could skip over this name in the birthday files and yet have all the other information in the exact same spot in each file. This way each cloned file is identical in length and each field STARTS at the same spot!!!!! This is a little tricky, but it produces a nice file that will allow you to print up your birthdays and anniversaries each month. The Omaha DataBase Program Page - 21 SECTION 7: THE REPAIR PROGRAM 7.1 INTRODUCTION This section is a bit more technical. There is an intricate system of pointers connecting the master file to the sub-files. The first ten bytes of each master file record contain the pointers to each of the five sub- files. (There are two bytes for each sub-file record. They are packed integers. The largest number that can be packed into two bytes is 32,000.) Each sub-file record contains 4 bytes for pointers. The first two bytes contain the pointer for the master file record. The next two bytes contain the pointer to the next linked record with that sub-file. Also deleted records are linked together. A deleted record contains byte "0" and "*" followed by the number of the next deleted record within that sub-file. You will need to use this program if something goes wrong with your files. This can happen if you manually interrupt your program as pointers are being re-written on the files. Another problem could develop if you had a power stoppage while a record was being written. You may never need this program, but since the pointers are so important in this data base this program can be very useful if you ever get into trouble. Also the records within a sub-file that are linked to the same master file record are linked in the order in which they are entered. A problem may develop that you may enter the children in the CHILDREN file out of their chronological order. If you wish you can use this program to adjust the pointers within the sub-file so that the children for each master record are linked in their chronological order. This program re-arranges the order in which each sub-file is linked to its master file record. It will also repair all the pointers within the files. You will have to enter the sort instructions for each sub-file. The records are sorted first by the pointer to the master file record. You can then indicate two other fields by which these files can be sorted. This program adjusts three kinds of pointers: the pointers in each master file record to their sub-file records, the pointer in each sub-file record to the next linked sub-file record (that is linked to the same master file record), the pointers to the deleted records. 7.2 CHOICES As you begin, you will be presented with this menu: F1 INSTRUCTIONS F2 ENTER SORT PARAMETERS FOR FILE REPAIR F3 BEGIN FILE REPAIR F10 EXIT The first option will give you instructions for the use of this program. The second choice will allow you to enter the options for the sorting order of the linked sub-files. The third option actually begins the The Omaha DataBase Program Page - 22 repair process. 7.3 ENTERING SORT PARAMETERS FOR FILE REPAIR You can enter up to two additional sort parameters for each file. The first sort parameter is the pointer to the master file record. You can then indicate two other fields within each sub-file for the sort, and the length for the sort on the field. The sort routine does not take much time. All sub-files must be sorted, even if you just wish to repair one sub-file. After you indicate the sort parameters, the program will then exit for the sort. 7.4 RECONSTRUCTION OF THE FILES When the sort index has been re-written, you will be returned to the menu. Then you can choose F3 to begin reconstruction of the files. You will then be asked which files you wish to repair. You can choose to repair just one file or all files. The computer will then erase from the master file records, all pointers to the sub-files that are to be reconstructed. After that the computer will then read the sort index for each sub-file. The computer will then adjust the pointers within the sub-files so that they are arranged in this order. It will then re-adjust the pointers on the deleted records. If you choose to reconstruct the master file only, the computer will go through the master file and adjust the pointers on the deleted records. It will then rewrite the pointers to the first record on each sub-file that is linked to the master file. If you have chosen to have all files reconstructed, this will take alittle while for all these tasks to be completed, please be patient. The computer will advise you on the bottom of the screen where it is and what it is doing. The only situation in which this program will not reconstruct a record correctly is if th pointer in the sub-file for the master file record is erased. The computer would have no way of knowing to which master file record a sub-file record is linked. You will have to use the ALT F-10 procedure in the data entry of The File Program (explained in the manual in Section 4.3.3). The Omaha DataBase Program Page - 23 SECTION 8.0: PRINTER CONFIGURATION 8.1 INTRODUCTION If you are using an Epson or IBM printer, you will probably have no need to use this program. Those of you who have more than one printer or those who have a "strange" printer may need this program. This program uses the MODE command (which is transferred to your program disk during the INSTALLation). The MODE command will allow you to either (1) set the mode of operation for a parallel printer or (2) transfer all printing from a parallel printer to an asynchronous communication adapter (you must have an asynchronous commmunication adapter installed in your computer for this option). Please read your D.O.S. manual before you use this program. The DOS manual will explain the various options that are available. You should also check your printer manual to see which options your printers requires. Printer manuals are sometimes difficult to understand so you may have to do a little experimenting with this program. If you wish to double-check to make sure that your printer is properly connected with The Omaha DataBase Program after using this program, press "Ctrl-Alt-Del" to re-boot. This will automatically re-run the AUTOEXEC.BAT file that the printer configuration program changes. If your printer does not print this correctly, it may be due to one of the settings on your printer or you may have an incorrect printer configuration setting. 8.2 THE PROGRAM When you begin, you will have four choices: (1) set for a parallel card; (2) set for an asynchronous communication adapter; (3) erase file; (4) exit. When you wish to use the mode for a parallel printer, the screen will look like this: ** SET MODE OF OPERATION FOR A PARALLEL 1. # [PARALLEL LINE PRINTER COM. #]............ 2. n [CHARACTERS PER LINE]..................... 3. m [LINES PER INCH VERTICAL SPACING]......... 4. p [CONTINUOUS RETRY ON TIME-OUT ERRORS]..... If you are setting the mode for an asynchronous communication device, the screen will look like this: 1. n [ASYCHRONOUS COM #]....................... 2. baud........................................ 3. parity...................................... 4. databits.................................... 5. stopbits.................................... 6. P [RETRY OF TIME-OUT ERRORS]................ 7. # [LPT PRINTER NUMBER]...................... The Omaha DataBase Program Page - 24 As you use this routine, the prompt box on the bottom of the screen will advise you what the usual response should be. If the usual options do not work, you will need to double-check your printer manual. You can't ruin anything by "experimenting" with this program and your printer(s). You can use this program to set for different printers. You might want to use a dot-matrix printer for some of the ordinary reports, but a letter-quality printer for other reports. IMPORTANT NOTICE: If you use this for an asynchronous printer, you may find that you have to have the printer ON when you boot up The Omaha DataBase Program to avoid a "printer" error. If you have an error message displayed on the screen when you begin The Omaha DataBase Program, try turning on your printer and re-booting to see if this solves the problem. The Omaha DataBase Program Page - 25 SECTION 9: CONCLUSION 9.1 COST OF PROGRAM If you find this program to be useful, please send $50.00 to Gerald Gonderinger, Box 150, Clearwater Ne. 68726. This will entitle you to a complete program disk that contains the SORT.EXE module that does the actual sorting. In addition, your $50.00 will put you on the mailing list for announcements of further updates of The Omaha DataBase Program. Updates can be purchased at $10.00. We owe $40.00 on each copy of The Omaha DataBase Program to Opt-Teach Sort for the use of their sort module. We are operating on a "thin" "profit" margin, so we would appreciate your $50.00. Thank you. Remember to help me stay on good terms with the people from Opt-Tech Data Processing, you cannot make copies of the SORT.EXE program that is on this disk. I have tried to keep the purchase price low so that even people of modest means can afford this program. Please respect the copyrights. 9.2 MAXIMUMS Minimum RAM memory required ........128 K Maximum Fields per file.............70 Maximum Field Length................255 Maximum Record Length...............765 Maximum Open Files in System........7 Minimum Disk Drives.................1 Maximum Records per File............32,500 9.3 ORDER FORM The order form for the complete Omaha DataBase Program is on the next page. Just fill out the order form and send it with your check to Gerald Gonderinger, Box 150, Clearwater Ne. 68726. The Omaha DataBase Program Page - 26 ORDER FORM ---------- SEND TO: THE OMAHA DATABASE PROGRAM GERALD GONDERINGER BOX 150 CLEARWATER NE. 68726 DATE: __/__/__ =========================================================================== PRODUCT QTY PRICE EXT.PRICE =========================================================================== "The Omaha DataBase Program" ______ 50.00 __________ 4.0% state sales tax (Nebraska Residents Only) $2.00 per copy __________ Total: ___________ Please make check payable to : GERALD GONDERINGER Please mail this order form with your check. The Omaha DataBase Program Page - 27