by James E. Powell, Northwest Bureau Editor
With a lot of new Windows 95 applications, the "new"thing about them is that they've been retailored to run underthe new operating system new features are generally pretty scarce. But it's not just the same old tune with LotusApproach. I looked at a very early beta version of Approach96. Although it lacked some features that were still under construction, it was an impressive combination of Windows 95 operability and new or enhanced features.
For example, when creating crosstabs or reports, you can use new grouping features, such as breaking groups of data based on up to the first five letters of the field's value. This makes it easy to create a telephone list, with breaks every time the first letter of the last name changes, so you can have headings for each letter of the alphabet. You can use an Assistant Lotus' answer to Microsoft's
Wizards to sort date fields by day, month, quarter or year just by right-clicking on the field. For charts, you can easily group the data series by date day of week, month, quarter or year.
A new drill-down feature, not fully functional in the beta, will let you see the data behind a chart or a crosstab. Approach creates a work-sheet on the fly that details the information contained in the selected cell or chart object (bar or pie slice, for example). I was able to drill down in a crosstab column to see which figures contributed to the total and manipulate the resulting worksheet by adding new columns.
Creating a new database with Approach 96 is even easier than with previous versions of the program. In those earlier versions, there were templates to create databases for common applications such as contact management and sales orders. In Approach 96, Lotus adds 10 application templates that not
only build the databases, but also create reports, charts and crosstabs. Approach 96 also expands its database design options with the addition of a Rich Text field format. And if you're using FoxPro, dBASE or Paradox files with indexes, Approach 96 will maintain them in their native format.
Some new features have been added to crosstab operations. For example, it's possible to filter crosstabs to limit the data that's displayed. And you can now include values that would ordinarily be filtered out. For example, your crosstab could show the name of a sales rep even if that person's sales totaled zero.
Worksheets have been considerably enhanced. Fields (columns) can be made read-only and you can specify color, font, point size and width. You are now able to use a drop-down list for choosing values, too.
Approach 96's Assistants are better as well. With the Find Assistant, you create a filter to view the top or bottom values in a database, or the top or bottom n percent. These filters can be saved and reused. You can also select a query to apply again from a pull-down list in the program's new Action Bar. The Action Bar puts some of the most frequently used commands in a row of buttons that can float or be
docked. The Find Assistant also lets you review the conditions you've selected by displaying your query in English. Sorting query results is a no-sweat operation as well: In the list of selected fields, you just click on an icon to select an ascending or descending sort.
Other Assistants have been changed slightly or not at all, which is okay because they worked well already. One minor enhancement I found was with the Mail Merge Assistant, which now asks if you want to create envelopes along with the form letter.The speed of the queries I executed was impressive, even for an early beta (which typically still includes debugging code). Lotus says Approach 96 uses new speed-optimized caching and indexing to improve performance.
The report writer now offers menu options for adding the date, time and page number. You are now able to specify margins and even add a 3-D look with chiseled and embossed designs. Filtered drop-down lists are another key feature for forms, worksheets and reports. This feature lets you filter a field based on values in another field. For example, you can display a list of part numbers in the Parts field based on the entry in the Vendor field.
Alignment options added to the form design InfoBox let you center and left- or right-align selected objects both horizontally and vertically. New currency formats will insert a dollar sign or the English pound sterling symbol depending on the country selected.
Application developers now have the ability to call LotusScript code from Approach macros, and an application's interface can be customized using macro-assignable buttons in message boxes. The macro language has a new Compress command to free up disk space after record deletions. For serious developers, Access, with its new Visual Basic for Applications language, is probably a better choice, as LotusScript is somewhat difficult to learn.
Approach 96 supports OLE custom controls (OCX files), which can be added to your tools palette, then dragged to a form view. You control custom controls through LotusScript.
The new plug-and-play network support is a feature that developers will appreciate. No additional setup is required when working with NetWare, LAN Manager, Windows for Workgroups, Banyan's Vines or LANtastic networks. Approach prevents simultaneous updates to the same record, and you can also set up security groups with access privileges defined for databases and forms.
As with other new Lotus products, Approach 96 supports team-computing with team mail for VIM- and MAPI-based systems. This lets you route a report, a form to be filled in or editable items such as worksheets.
SQL users benefit, too. The new SQL Query Assistant lets you easily define queries that can protect SQL data by automatically downloading predefined server data for browsing and reporting. As with non-SQL queries, you can also now name and reuse SQL queries. For SQL experts, you can view SQL back-end error messages. The new version also supports Oracle SQLNet 2.0 applications.
Password protection has changed slightly. If you have several password-protected tables that are joined together, you can now specify a single password for opening all of them at once. But the databases are still protected by their individual passwords.
Approach 96 remains straightforward enough to recommend to end users, although Microsoft's new Access may give it a run for its money in that category. For heavy-duty development, Access is probably a better choice, but Approach 96 could be a worthy competitor if Lotus supports LotusScript with effective documentation.
Approach 96 has gotten friendlier, with improved Assistants and the new Action Bar. It's easier to use, with subtle changes throughout each module, from creating form letters to building reports. Approach 96 is a far cry from the same old song it swings.
--Info File--
Approach 96 for Windows 95
Price: Not set at press time
In Brief: Approach 96 is aWindows 95 version of the popular end-user databaseprogram, whose new features make it easier to use than ever.
Lotus Development Corp.
800-343-5414,415-335-2200
by: Gerry Williams
Like Approach, FileMaker Pro operates as a standalone database and a front end to other databases. Therefore, it supports most popular database file formats and allows users to import many graphic file formats for designing a data entry form or report. You can fill graphic images, adjust leading, change colors, fonts and line widths, and use a grid to align elements automatically. In addition, FileMaker Pro can use QuickTime software to support multimedia files. The program does not import or export to Microsoft Excel, FoxBase or Paradox file formats. Those three popular platforms do generate ASCII files, so users can overcome that limitation.
When you create a database from scratch, you are presented with a simple entry form to define fields. You simply enter the name of the field, identify the type of field (alphanumeric, numeric, date and so on) and set any options (such as field must be completed or field must be unique).
The program assumes the largest field size rather than making the user define that as well. Although a minor point, this probably removes some of the mystique about creating a database that may intimidate some new users. The many included templates also help simplify the database creation process.
Once fields are defined, the program creates a vertical listing of the fields and prepares a data-entry area. You can customize the data-entry area by clicking on and dragging the fields and labels to different positions, changing fonts and colors, and introducing graphic elements.
FileMaker Pro also lets you define default fields. During data entry, you can request an "index" of all unique terms already entered in that field. In addition, the designer of the database can limit those entries. As mentioned earlier, such tools help keep the database consistent. As with Approach, you can select the field that the cursor travels to after data is entered in each field, and you can change the order of the fields. You also can create a field that automatically assigns a unique, incremental number to each record.
The data-entry screen serves as the initial report screen. You can easily rearrange the fields and change the fonts and colors in reports. You can quickly set up group summaries, create title pages, running heads and footlines, and group and total sums. You can use drawing tools and import graphics from a variety of file formats.
Like Approach, FileMaker Pro offers form letters and templates for mailing labels. Claris also supports QuickView, which allows you to add advanced graphics and sound to a report.
Although FileMaker Pro is officially nonprogrammable, it supports calculated fields and a rich set of commands--60 in all. When combined with its ability to create scripts, the commands can automate many functions. Furthermore, the program can look up information from other databases and allow users to open 16 databases at the same time.
Files can be protected by passwords. You can also set passwords to permit browsing only to protect the design of the report or data entry screen. A password also can be set on individual fields and records. FileMaker Pro offers a file-recover function to restore data to files that become corrupt due to either a disk problem or power failure while the program is running.
Info File
FileMaker Pro 2.1 v.2
Price: Promotional price, $129
In Brief: Offering shared files between Macintosh and PC platforms, FileMaker Pro offers great flexibility through an intuitive interface.
Disk Space Required: 4MB
System Resources: 37% RAM: 3MB minimum, 4MB recommended
Claris Corp.
800-325-2747, 408-987-7000
by Gerald Williams
Borland's Paradox ships on 3.5-inch diskettes or CD-ROM. The CD-ROM version comes in a small, undersized box with no documentation save a basic set of instructions on how to install the program from a local CD-ROM drive. The CD includes a video introduction to Paradox, an electronic user manual and context-sensitive online help. Those new to Paradox should take the video tour.
Like Access, Paradox implements a tabular approach to data with fields of data forming columns and each record making a row. You can join multiple tables through common columns, and the program supports complex database functions. You should be able to perform most functions using icons and pull-down menus. As in Visual dBASE, each field carries a default label of Field001, Field002 and so forth. I found this easier to use than programs that simply numbered the fields.
The program also provides Interactive Coaches that give you an abbreviated tutorial of the program. This is worthwhile for new users. When I tested the Coaches, I found they provided a good program overview. However, some users with database experience could easily bypass these tutors and work directly with the system.
The GUI is very flexible. You can code programs using the database commands that the program supports. The program can import and export delimited and fixed length text files along with Quattro Pro .WB1, Lotus .WKS and .WK1, Excel .XLS, dBASE .DFB and Paradox .DB files. The program also reads and writes SQL tables. .PCX, .TIF, .GIF, .EPS and .BMP graphics are supported, and you can use OLE to import graphic images.
I noticed that when I called the Open File dialog box, it differed slightly from traditional Windows open-file boxes. For example, to move to a parent directory I had to go to the bottom of the box to the drive selection area, select the root, and then go to the directories box and select a directory. While this is only a minor learning curve, it's one I could do without.
Multiple users are supported on NetWare and other Windows networking environments. Paradox supports password protection and offers the security features you expect in multiuser applications. The program offers connectivity with external databases through ODAPI and supports ODBC conventions. It has a Quick Report function that turns the current table into a columnar report. You can easily format reports, change fonts, introduce graphic elements and implement group totals as well as grand totals.
Users run Paradox through the GUI interface that features pull-down menus and icons. Many functions, however, do not have key-combination shortcuts. The right mouse button opens a floating menu (and associated submenus) for setting data options and filters. Much of the program's operation is intuitive, and it allows you to access and manipulate data without forcing you to understand the underlying programming language. But you can program an application directly, adding nuances and gaining better control over the data. I also liked the query-@example (QBE) functions.
Clicking on the Filter icon activates a filter. I clicked on it and a screen appeared with all the fields listed. By simply keying the equations I was seeking in the blank box next to the record, I created a new table of filtered data. It's equally easy to format fields and set up limitations for the data that users enter. This screen allows you to select a field and then step through the process of defining that field and its defaults. I was able to establish field definitions quickly and easily.
Paradox indexes as it imports files, and this slowed the program in the import tests. It lagged somewhat in the sorting tests, but performed well when asked to match a character string. As expected, it ran the second search (with case matching turned off) faster than the first searches (with the case matching), providing the second fastest searches.
Overall, I liked Paradox. The program provides a powerful tool for experienced developers as well as manager-level users. Although it's difficult to read the lengthy manual on screen, the search functions madethe electronic manual useful for answering questions, and it became my preferred way to search for information as I learned more about the program.
Info File:
Paradox 5.0
Price: $349.95 (street); SQL Link, $99(direct)
In Brief: Paradox's GUI is powerful enough to serve as an SQL database front end and is easy to usewhether you're simply searching a database or creating a special report.
Disk Space: 20MB
System Resources: 8%RAM: 6MB (required), 8MB (recommended)
Borland International
800-233-2444, 408-431-1000