Megaware 1

home *** CD-ROM | disk | FTP | other *** search

/ Megaware 1 / Megaware Volume 1.iso / mail / doc-data / ddl51man.exe / arc / MANUAL2 < prev next >

Wrap

Text File | 1990-05-29 | 48.7 KB | 937 lines

DOCTOR DATA Label v5.0 User's Manual Page 21 ----------------------------------------------------------------- RECORDS sub-menu ----------------------------------------------------------------- The RECORDS sub-menu consists of five commands: EDIT/ADD RECORDS, INDEX RECORDS, FILTER RECORDS, CHECK DUPLICATES, & MISCELLANEOUS. The following will explain how to use these commands and their corresponding sub-menu commands. ----------------------------------------------------------------- EDIT/ADD RECORDS ----------------------------------------------------------------- The purpose of the EDIT/ADD RECORDS command is primarily for the adding and editing of records. There are, however, several other commands available within this command. Because most data management is done within this command, this is probably where you will be spending most of your time. DATA ENTRY There are twenty-three fields available for data entry. The field names, types and lengths are all defined and cannot be changed except the names of the three USER DEFINABLE code fields. These are defined by executing the FIELDS/CARRY command located under the SETUP sub-menu. Refer to that command in this manual for further instructions. The uses for the fields do NOT have to follow their names. For example, the "Title" field may be used as a Country field, the "Account #" field may be used as a code field, etc. The "Notes" field may be used for any other miscellaneous data that you want to attach to a record and is explained later in this section. Upon entering this command, at the top right of your screen you will see "Ins" displayed. This means that your Insert key is turned ON and that anything typed will push over any text that is to the right of the cursor. To turn it OFF, press the <Ins> key. When the Insert key is OFF, anything typed will write over any text to the right of the cursor. The following features simplify and optimize the efficiency in adding and editing records: 1) Numbers ONLY may be entered in the fields in which numbers were meant to be entered. 2) The first character of most other fields and both characters in the "state" field are automatically upper cased. REFER TO THE FIELDS/CARRY COMMAND LOCATED UNDER THE SETUP SUB- MENU FOR THE FOLLOWING: DOCTOR DATA Label v5.0 User's Manual Page 22 3) Six custom prefix codes may be used for longer prefixes such as "Mr. & Mrs." 4) Unwanted fields may be turned OFF and other fields may be set to carry-over data from one record to the next to eliminate repetitious data entry. 5) The zip code may be set to accept digits ONLY for U.S. or all characters for International postal codes. 6) The names of the three code fields may be renamed. FIELD EDITING KEYS The following commands are used for editing text in all fields except the Notes field which will be explained later. The ^ is the <Ctrl> key. Up arrow or ^E = Move up one field Down arrow or ^X = Move down one field Left arrow or ^S = Move left one character Right arrow or ^D = Move right one character ^left arrow or ^A = Move left one word ^right arrow or ^F = Move right one word HOME = Beginning of current field END = End of text in current field ^HOME = Beginning of the record ^END = End of the record PgUp = Previous record PgDn = Next record Esc = Exit to sub-menu ^Y = Delete the current line ^T = Delete word right Ins = Toggle insert/replace on/off The CAR-RT SORT field is seven characters wide. It is used for both the type of carrier route and the carrier route number itself. The three types of routes are RR (Rural Route), HC (Highway Contract) and CR (City Route). The first two characters of this field is used for RR, HC or CR. They are automatically upper cased. Then enter the number to the far right - up against the right margin. For example: [RR 12], [HC 1234] or [CR 2]. By placing the route number up against the right margin, you will be assured that the records will index properly for mail sorting. The "Street Address" field should be used for the actual street address, Apt#, Suite#, etc.. Use the "Bldg/Mall/Etc." field for the name of office complexes, plazas, buildings, malls, etc. DOCTOR DATA Label v5.0 User's Manual Page 23 The last field in each record is called "Notes". Pressing <E> while the cursor is in this one character field will open a window to allow the entry of miscellaneous data attached to the current record. Up to 64K (64,000 characters) may be stored in this field. If there is content in the Notes field of a record, "Notes [ ]" will be displayed in high intensity. Be sure the contrast and brightness controls on your monitor are properly adjusted to differentiate between high and low intensity. NOTES FIELD EDITING KEYS If you use the built-in text editor, the following is a list of editing commands available while editing the "Notes" field. The ^ equals the <Ctrl> key. Up arrow or ^E = Move up one line Down arrow or ^X = Move down one line Left arrow or ^S = Move left one character Right arrow or ^D = Move right one character ^left arrow or ^A = Move left one word ^right arrow or ^F = Move right one word HOME = Beginning of current line END = End of current line ^HOME = Beginning of the memo ^END = End of the memo PgUp = Next edit window up PgDn = Next edit window down ^PgUp = Beginning of current window ^PgDn = End of current window ^W = Save and finish editing Esc = Abort edit & return original ^Y = Delete the current line ^T = Delete word right ^B = Reformat memo in edit window Ins = Toggle insert/replace on/off 1st COMMAND LINE The 1st command line is located directly under the day/date line. These commands are selected by pressing function keys <F1> through <F8>. Under this command line are four (4) combination key commands. To use them you must hold down the <Alt> key and press either B, Z, M, or <F10>. Some of these commands have other sub-commands that will be seen upon selecting. The following will explain these commands. DOCTOR DATA Label v5.0 User's Manual Page 24 F1=Notepad ------------------------------------------------------ The purpose of this command is to edit/display the NOTEPAD, display US ABBREVIATIONS and FOREIGN STATES. Selecting this command will prompt you with the above three selections. Use the left and right arrow keys to highlight and select. The NOTEPAD is for the purpose of being able to keep on hand miscellaneous information such as codes for the code fields, dates of mailings, etc.. The editing commands are the same as for the Notes field. The Notepad is not to be confused with the Notes field. The NOTEPAD is not part of the database. It is a text file stored on disk by the name of NOTES.TXT. The FOREIGN STATES are defined by selecting the FOREIGN STATES command located under the SETUP sub-menu. The US ABBREVIATIONS will be displayable after selecting the FOREIGN STATES command. F2=Add ---------------------------------------------------------- The purpose of this command is to add records to the database. New records are always added to the end of the database. If the Street Address in the last record is blank, you will be notified and asked if you want to add another record. This will help prevent adding extra blank records to the database accidentally. "Zippy" ZIP CODE DATABASE You will be prompted for the zip code before a new record is added if: 1) You purchased "Zippy", the optional zip code database and, 2) If "Zippy" is present in the default drive and directory and, 3) If "Zippy" is turned ON. ("Zippy" is turned ON and OFF by pressing <Alt-Z>.) Zippy automaticaly inserts the city, state and area code based upon the zip code you enter. If the zip code entered is a "post office ONLY" zip code, "P.O. BOX" will automatically be inserted into the "Street Address" field. Refer to the SET "P.O. BOX" command located under the MISCELLANEOUS command located under the SETUP sub-menu. If there is more than one city for the zip code entered, a window will open allowing you to select the city to insert into the city field. The first city in the list is the Main Post Office city name. The cities following will be the "Branch Post Office City Name", "Community Post Office City Name", or the "Place Name" in that order. DOCTOR DATA Label v5.0 User's Manual Page 25 DUPLICATE CHECKING ON RECORD ENTRY If an index file is selected you will be asked if you want to check for duplicate records. Indexing is explained under the INDEX RECORDS command. If you answer "Y", you will be prompted for the primary index field content. Enter the field data and press <Enter>. If the index file was indexed on two or more fields, you will also be prompted for the secondary index field content. Enter the field data and press <Enter>. You will be informed of how many, if any, possible duplicate records were found. If any were found, pressing any key will automatically take you to the first one found. By pressing <PgDn> you will see any others. If any are true duplicates you simply don't add the new record. If none are true duplicates press <F2> again and answer "N" to the "Check for duplicate records?" prompt. Upon answering "N", a new record will be added. Duplicate records checking on record entry prevents duplicate records from being entered into the database. Duplicate records can also be checked for after they have been added with the CHECK DUPLICATES command located under the RECORDS sub-menu. Disk space is checked and newly added records are saved upon every 10 records added. If too many records are added accidentally, refer to the F4=Mark and the F6=Pack commands. Refer to the DATA ENTRY section (mentioned earlier) for more on EDITing and ADDing RECORDS. F3=Goto --------------------------------------------------------- The purpose of this command is to position the record pointer to the "First" record, "Last" record, "Record#", "Next" record specified in a SEARCH, "Prior" record, the next "Marked" record, or to "Skip" a number of records. To do this, press the <F3> key then the first letter of the command to execute. The following are descriptions of these commands, their usage, and examples: Pressing "F" will position the record pointer to the First record in the database. If the database is not indexed this will be record #1. If an index is active the first record will most likely not be the first record in the database, but rather the first record in that index. Records in an index appear in index order rather than natural order. Refer to the INDEX RECORDS command located under the RECORDS sub-menu. Pressing "L" will position the record pointer to the last record in the database. Here again, like the above explanation, the last record in an indexed database will most likely not be the last record entered into the database. DOCTOR DATA Label v5.0 User's Manual Page 26 Pressing "R" will prompt you for the record number to go to. After entering the record number, press <Enter> to position the record pointer to the record number entered. Pressing "N" will position the record pointer to the Next record meeting a Search requirement. This is defined using the SEARCH command which is located under the MISCELLANEOUS command under the RECORDS sub-menu. Pressing <F3> then "N" will position the record pointer to the Next record meeting the Search requirement. This can be done repeatedly until no more records meeting the requirement remain. To review again, press <F3>, then "F" to go to the First record then start over using the "Next" command. Pressing "P" will position the record pointer to the record displayed prior to the current record. For example, if you are at record #100 and you press <F3> then "R" then enter 200 and press <Enter> the prior record is #100. If you now press <F3> then "P" you will go back to record #100. Pressing "M" will position the record pointer to the next Marked record in the database. This command will NOT work if Marked records are turned OFF (See "Alt-Marked ON or OFF" command). The next section discusses the uses for Marking records. Pressing "S" will allow you to skip through the database the number of records specified. When prompted to enter a number, you may specify a positive number to skip forward or a negative number to skip backwards. A negative number is entered using the minus (-) sign i.e. -30 will skip back 30 records. F4=Mark --------------------------------------------------------- The purpose of this command is to Mark all records "Prior" to the current record, the "Current" record, the "Rest" of the records, "All" of the records, or individual records other than the currently displayed record. To do this press <F4> then the first letter of the command to execute. The following are descriptions of these commands and their usage: Pressing "P" will Mark all records Prior to the current record displayed on the screen. Pressing "C" will Mark the Current record displayed on the screen. Pressing "R" will Mark the Rest of the records in the database or all records after the current record displayed on the screen. Pressing "A" will Mark All the records in the database. DOCTOR DATA Label v5.0 User's Manual Page 27 Pressing "Alt-R" will prompt you for a record number and then upon pressing <Enter> will go to the record number entered and Mark it. When using the Prior or Rest commands on an indexed database it is important to remember that the database is NOT in natural order and that any records Marked will be those according to the index. If a database is filtered and the filter is turned ON, only the records in the filter are marked. There can be several reasons for marking records. The most common of which is to remove records permanently from the database. This is done using the F6=Pack command. The F6=Pack command is explained later. Another use for marking records would be if you wanted to single out selected records for any particular purpose by Marking them and then set a Filter to all Marked records. Filtering is explained under the FILTER RECORDS command. F5=Unmark ------------------------------------------------------- The purpose of this command is to Unmark records that were previously marked with the F4=Mark command. To do this, press <F5> then the first letter of the command to execute. This command is the same as the F4=Mark command except it does just the opposite. This command will NOT work if Marked records are turned OFF. See the "Alt-Marked ON or OFF" command. Filters are explained under the FILTER RECORDS command located under the RECORDS sub-menu. F6=Pack --------------------------------------------------------- The purpose of this command is to permanently remove all Marked records from the database. If there are any Marked records in the database, pressing <F6> will prompt you with "Are you sure you want to PERMANENTLY REMOVE xxx RECORDS from the database (Y/N)?" where xxx is the number of Marked records in the database. If you answer "Y", all Marked records will be permanently removed from the database. IMPORTANT: It is always good practice to keep a backup of your database files in case of corruption or accidental deletion of records. DOCTOR DATA Label v5.0 User's Manual Page 28 F7=Seek --------------------------------------------------------- The purpose of this command is to seek the key index field for specified data. This will work only if an index file is active. If, for example, the active index file is indexed on the zip code and last name, you would be prompted for the zip code to seek for since the primary index field was the zip code. After entering the field content to seek and pressing <Enter> the record pointer will be relocated to the first record meeting the requirement. If there was no record found you will be informed so. F8=Call --------------------------------------------------------- The purpose of this command is to dial the Area Code and Phone number of the current record displayed on the screen. Pressing <F8> will bring up another command line allowing you to dial one of two prefix's plus the a/c and phone, 1 plus the a/c and phone, or no prefix at all. Pressing 1 through 4 will select and then dial the number on your modem. After the modem dials the number, pick up the receiver and press any key on the keyboard to disconnect the modem. The two prefix's and other modem parameters are defined and further explained under the MODEM PARAMETERS command located under the SETUP sub-menu. 2nd COMMAND LINE Alt-Beep ON or OFF ---------------------------------------------- The purpose of this command is to toggle the beep ON and OFF. The BEEP informs you when you have filled a field and gone onto the next. Alt-Zippy ON or OFF --------------------------------------------- The purpose of this command is to toggle Zippy ON and OFF. Zippy is a city, state, zip code and area code database that will automatically insert the city, state and area code upon zip code entry in a newly added record. Also refer to the SET "P.O. BOX" command located under the MISCELLANEOUS command which is located under the SETUP sub-menu. This zip code database is optional. If Zippy is in the default drive and directory it will be recognized upon starting DOCTOR DATA Label. If the ZIPPY.NTX index file is not present it will automatically be created if adequate disk space is available. Zippy will then be ready for city, state and area code look-up upon zip code entry. A total of just under 2.5 megabytes of hard disk storage is needed for Zippy and it's index file. DOCTOR DATA Label v5.0 User's Manual Page 29 Alt-Marked ON or OFF -------------------------------------------- The purpose of this command is to hide records that have been Marked. If Marked is ON, Marked records can be displayed. If Marked is OFF, Marked records are NOT displayed. If the Marked records are turned OFF, they will also be hidden from printouts, reports, etc. Alt-F10=Carry/Edit ---------------------------------------------- The purpose of this command is to carry over data from the corresponding field in the previous record to the current record. This command does the same as the <F10> command except the cursor stays in the field for field editing. F10=Carry ------------------------------------------------------- The purpose of this command is to carry over data from the corresponding field in the previous record to the current field and then go on to the next field. STATUS LINE Just below the two command lines there will be displayed from left to right, the Filter Status, Index Order, and the number of Records Marked in the current database. The Filter Status will display one of the following: 1) If a filter has NOT been set the display will be "NOT Filtered". 2) If a filter has been set and is turned OFF the display will be "Filter is OFF". 3) If a filter has been set and is ON, the display will show either: Filter SET TO FIELDS: or Filter SET TO MARKED: with the number of records in the filter. This will all be explained further under the FILTER RECORDS command located under the RECORDS sub-menu. The "Index Order" will display the number of the currently active index file. If no index file is selected and/or created, the Index Order will be 0 which is natuaral record order. Up to 5 separate index files may be created and maintained on each database file. The index order, if other than 0, may be set to 0 by pressing <Alt-I> and changed back by pressing <Alt-I> again. This is usefull when adding records to an indexed database. Many times after adding several records to a database you will want to print labels or letters for those records. To do this you will need to set the index to 0, go to the first record that you entered, exit DOCTOR DATA Label v5.0 User's Manual Page 30 the EDIT/ADD RECORDS command and then print. Being able to set the index to 0 from within the EDIT/ADD RECORDS command will eliminate the need to exit this command, enter the INDEX RECORDS command, set the index to 0 and then return to go to the first record added then exit again and start printing. There are perhaps other advantages of being able to enable and disable the index from within this command that you will find later as you use DOCTOR DATA Label. You are not allowed to switch index files from this command - only disable and enable. The "Records Marked" to the right of the "Index Order:" will at all times show the total number of records marked in the current database. The next line (just above the field input portion) is used for the display of from left to right, the current Record number and whether it is Marked or Unmarked, the current database filename in use, and the Total records in the database. ----------------------------------------------------------------- INDEX RECORDS ----------------------------------------------------------------- When an index file is created and selected it will cause records to appear in the order in which they were indexed. If an index file is active, blank key index fields will appear first, numbers are second, then lower case and UPPER case characters. The key index field is the first field selected to index on. An index is mostly used for printing labels in zip code order by selecting the zip code as your primary (1st) index field. With DOCTOR DATA Label you can also use an index when adding records to check for duplicates on record entry. See the <F2>=Add command located under the EDIT/ADD RECORDS command located under the RECORDS sub-menu. Also, the field content of the key index field of an index may be seeked with the <F7>=Seek command also located under the EDIT/ADD RECORDS command. The <F7>=Seek command allows for instantaneous record retrieval. If an index is active when EXPORTing, the records will be copied to the new database in the order in which they appear in the Index and will be re-numbered accordingly. This is commonly known as a "SORT". The INDEX order of the old (current) database will be the NATURAL order of the new (exported) database. See the EXPORT TO command for instructions on exporting a database. Selecting the INDEX RECORDS command will bring up another sub- menu with the commands CREATE NEW INDEX and SET INDEX ORDER. Above these prompts is the status line, stating the number of the controlling index file. If the number is 0, then no index is active and the records will appear in natual record order. DOCTOR DATA Label v5.0 User's Manual Page 31 CREATE NEW INDEX ------------------------------------------------ The purpose of this command is to create a new index for the current database. Up to 5 index files may be created for a database. If you have already created one or more index files you may recreate any one of them by simply selecting the index to recreate. After selection you will be prompted for the fields to index on by pressing the letters corresponding to the fields. The first field selected is the primary (key) index field, the second field selected is the secondary index field, and so on. Press <Enter> when done. SET INDEX ORDER ------------------------------------------------- The purpose of this command is to select the controlling index file. This command will only be operatable if one or more index files have been created. From within this command you may select one of the current index files or press <Esc> to select natural record order. ----------------------------------------------------------------- FILTER RECORDS ----------------------------------------------------------------- The purpose of this command is to "hide" all records NOT meeting the requirements you specify. This command is used to edit, view, or print only a selected SUBSET of records. Selecting this command will bring up another sub-menu with the following commands: CREATE NEW FILTER, SET FILTER ON/OFF, and CONTINUE FILTER. The SET FILTER ON/OFF command will NOT appear unless a filter has been CREATEd. The CONTINUE FILTER command will NOT appear unless a filter has been CREATEd using the FIELDS command (explained later). Above these prompts is the status line for the filter stating either "NOT Filtered", "Filter is ON" or "Filter is OFF". CREATE NEW FILTER ----------------------------------------------- The purpose of this command is to create a new Filter for the current database. Selecting this command will present another sub-menu containing the commands: MARKED and FIELDS. "Use prior filter?" Filters are saved upon exiting DOCTOR DATA Label, selecting another database, or closing the current database. If a filter existed upon the last use of a database file and the database is selected again then filtered, you will be asked if you want to use the previous filter again. DOCTOR DATA Label v5.0 User's Manual Page 32 The following will explain the usage of the sub-menu commands. --- MARKED Selecting this command will set a Filter to all records Marked. If Marked records are turned OFF, you will NOT be able to set a filter to MARKED records. See the F4=Mark and Alt-Marked ON or OFF commands located under the EDIT/ADD RECORDS command for more information. In earlier versions you were able to set a filter to unmarked records. That command is no longer needed because of the "Alt- Marked ON or OFF" command located in the EDIT/ADD RECORDS command. Turning Marked records OFF in essence sets a filter to unmarked records since Marked records can't be accessed when turned OFF. --- FIELDS Selecting this command will allow you to specify requirements on selected fields for which a filter will be set. You will first be prompted to select a field by pressing <A> through <V>. Next, you will be prompted to select an operator. There are nine operators available for use. There are 6 operators available when selecting the "Date" field. The following are the available operators. "EQUAL" - This operator will set a Filter to the records that equal the requirement you are about to specify for the field. Each time this operator is selected, the requirement is searched for within the records meeting the last requirement specified. This will narrow down the number of records in the Filter. "add EQUAL" - This operator will allow two or more EQUAL requirements to be specified for any one or more fields. Each time this operator is selected, the requirement is searched for throughout the entire database and any records meeting the specified requirement are ADDED to the Filter. "exclude EQUAL" - This operator will exclude all records from the Filter or database NOT meeting the specified requirement. "RANGE" - This operator will set a Filter to the records that meet the specified MINIMUM and MAXIMUM range. "add RANGE" - This operator will allow two or more RANGE requirements to be specified for any one or more fields. Each time this is done, all records in the database meeting the range requirements will be included in the Filter. DOCTOR DATA Label v5.0 User's Manual Page 33 "exclude RANGE" - This operator will exclude all records from the Filter or database NOT meeting the specified requirement. "WITHIN" - This operator will set a filter to all records that contain the requirement anywhere WITHIN the selected field. For example, you could set a Filter to all records that have a Street Address name of Elm which would be WITHIN the Street Address field. "add WITHIN" - This operator will allow two or more WITHIN requirements to be specified for any one or more fields. Each time this operator is chosen, the entire database is searched for the specified requirement WITHIN the selected field. All records meeting the requirement will be included in the filter. "exclude WITHIN" - This operator will exclude all records from the Filter or database NOT meeting the specified requirement. "Tally Records?" After each requirement is specified you will be prompted to tally the records in the filter up to that point. The tally is optional because of the time it takes to count. A non-optional tally is made once the filter is completed. SPECIFY ANOTHER FIELD, EXIT, OR ABORT: At this time, you will be prompted for another field to use for a filter requirement. While being prompted to select a field, you may press <Esc> to abort the filter process or press <Enter> to set the current filter, if any, and exit. In using the "EQUAL", "add EQUAL", and "exclude EQUAL" operators, note that the field content specified does NOT have to match, in length, the actual content of the field. For example, if "We" were specified in the "Last Name" field, the search would include all records with a Last name field content that start with "We" which would include "Weber", "Webster", "Wealler", and so on. EMPTY FIELDS may be checked by using the "EQUAL" operator and pressing <Enter>, not specifying a requirement for the field. The specified requirements, using the operators described above, are case insensitive meaning that "Webster" is recognized the same as "WeBsTeR" or any other case variation. If there are no records in the database that meet the specifications entered, no Filter will be set and a message will appear saying there are no records available matching the requirements specified. DOCTOR DATA Label v5.0 User's Manual Page 34 The filter is NOT automatically updated after adding records to the database unless the Filter was set to "Marked". EXAMPLE FILTER: To set a filter to all records in the states of Arizona (AZ), California (CA), Nevada (NV), and Utah (UT): First, select the "State" field. Second, select the "add EQUAL" operator. Then specify "AZ" for the field content. Do the same for the other three states. Each time the filter will increase in size pending that you have records from those states. To continue the above example Filter, include only the records from those states who have a last name in the RANGE of "A" to "L". First, select the "Last name" field. Second, select the "RANGE" operator. We do NOT select the "add RANGE" operator because we do NOT want to search the entire database, but ONLY the ones in the previously defined Filter. After selecting the "RANGE" operator, enter "A" for the MINIMUM and then "L" for the MAXIMUM. At this time if the steps above were followed correctly your filter includes all records that have a Last name field initial in the range of "A" to "L" and are from the states AZ, CA, NV, and UT. SET FILTER ON/OFF ----------------------------------------------- This command will NOT appear unless a filter has been CREATEd. The purpose of this command is to turn the Filter ON and OFF. When the filter is turned ON, ONLY the records within the Filter may be edited, viewed, and printed. In order to edit, view, or print all records in the database the Filter must be turned OFF. CONTINUE FILTER ------------------------------------------------- This command will NOT appear unless a filter has been CREATEd using the FIELDS command. This will allow you to continue the filter by specifying more requirements on field content without creating a new filter. Selecting this command will display the same screen as when creating a new filter. ----------------------------------------------------------------- CHECK DUPLICATES ----------------------------------------------------------------- The purpose of this command is to check for duplicate records on the first two index fields of the currently active index file. If the index is on only one field, all records with the same content in that one field will be recognized as duplicates. If the index is on two or more fields, all records with the same content in both fields will be recognized as duplicates. DOCTOR DATA Label v5.0 User's Manual Page 35 Blank fields are ignored when checking for duplicates. This means that if you check for duplicate phone numbers, the records with blank phone numbers will NOT be recognized as duplicate records. Also, if the index is on two or more fields, blank secondary fields are ignored, not being recognized as duplicates. The case structure (upper or lower) of a character is ignored. When the Company name or Street address are used only the first fifteen (15) characters are checked. This will ignore abbreviations, allowing duplicates to be easily recognized. Upon completion, the total number of records that appear to be duplicates is displayed. Pressing <P> will print the records that appear to be duplicae records along with their record numbers. The record numbers will be used to delete the records that are true duplicates. The records are printed in the order in which they appear to be duplicates. The printout will print all the fields from each record with seven records per page. If there is any content in the Notes field, an X will appear in the [ ] in the printout. DELETING DUPLICATE RECORDS DOCTOR DATA Label does NOT automatically delete what APPEARS to be duplicate records. What APPEARS to be duplicate records may, at many times, NOT be true duplicates. To delete true duplicate records circle the record numbers to be deleted and then enter the EDIT/ADD RECORDS command located under the RECORDS sub-menu and be sure no records are Marked for deletion unless you want them deleted along with the duplicate records. Then press <F4> then <Alt-R> to specify record numbers to Mark. At this time you should be prompted to enter a record number. Enter the first record to delete and press <Enter>. The record will be Marked and displayed for confirmation that the correct record was Marked. Repeat this until all duplicate records are Marked. If you accidentally Mark the wrong record number, press <Esc>, then use the <F5> and then the <Alt-R> commands to Unmark the accidentally Marked record. After all duplicate records are Marked press <Esc> to exit, then <F6> to Pack (delete marked records from) the database. This completes the removal of duplicate records. DOCTOR DATA Label v5.0 User's Manual Page 36 ----------------------------------------------------------------- MISCELLANEOUS ----------------------------------------------------------------- This command will open another sub-menu allowing the selection of SEARCH, REPLACE, CONVERT, or ZIPPY. SEARCH ---------------------------------------------------------- The purpose of this command is to search for field content in a database that is NOT indexed. The F7=Seek command is much faster when it comes to finding field data but does not allow tallies on records with certain field content, allow you to search from within a field or allow you to look for data in the Notes field. The F7=Seek command is located in the EDIT/ADD RECORDS commmand located under the RECORDS sub-menu. There are two methods available to look for field data: The first selection will look for data in the field starting from the beginning of the field. The "Search" data does not have to match the length of the actual record data. For example, if you're looking for zip codes starting with "850", you may enter "850" in the field and press <Enter> or, if you are looking for all last names that start with "Web" you may enter "Web" in the last name field to find names such as "Weber", "Webber", "Webb", "Webster" and so on. The second selection will look for data anywhere within the field. For example, if you entered "er" for the last name field you would find all names with "er" anywhere within the last name such as: "Werner", "Roberts" and so on. Ineither case above the case structure is not recognized meaning that "e" is recognized the same as "E" and so on. This is helpful if you don't remember the exact case structure of the field. If any records meet the data defined, you will be asked if you want to Tally the records that meet the "search" condition. Next, upon exiting from this command you will automatically go into the EDIT/ADD RECORDS command displaying the first record that meets the defined data search. If more than one record meets the "Search", pressing <F3> then "N" will position the record pointer to the Next record meeting the search condition. Refer to the EDIT/ADD RECORDS command located under the RECORDS sub-menu for instruction on the F3=GoTo command. DOCTOR DATA Label v5.0 User's Manual Page 37 REPLACE --------------------------------------------------------- The purpose of this command is to replace the field content of ALL records in a database that meet defined criteria automatically instead of doing them one at a time. After selecting the field to use, enter the "old" data and press <Enter>. Then enter the replacement (new) data and press <Enter>. You will then be informed of the number of records, if any, that were replaced and the number of records that contain the new replacement data. If nothing is entered for the old data, all records will receive the new data. IMPORTANT: It is recommended that a backup of the database be made prior to procedures like this in case of mistakes. CONVERT --------------------------------------------------------- The purpose of this command is to convert field content to all UPPER case or UPPER/lower case. You will first be prompted for the field to use. Then select "UPPER/lower CASE" to convert the first character of each word to upper case and lower case the rest or "All UPPER CASE" to convert all characters to upper case. ZIPPY ----------------------------------------------------------- The purpose of this command is to correct and/or insert the city, state and area code for the zip code entered or to look up cities and states on a zip code. If the optional ZIPPY database is found upon boot up you may run this procedure on the database. Selecting this command will prompt you with the following: "CORRECT CITIES AND STATES IN DATABASE" "LOOKUP CITY AND STATE ON ANY ZIP CODE" The first command will start from the current record in the database and check each city and state for correct spelling and/or insertion according to the zip code. This procedure will start with the current record and work to the end of the database. If a city and state can't be found the procedure will pause and allow you to check the zip code for an error. If there is more than one city for a particular zip code the current city, if any, will be looked for and if found no changes will be made. If the current city is not found or if the city field is blank then the city entered into the city field will be the "Main Post Office City Name". The second command will prompt you for a zip code, then look up and display the appropriate city or cities and state.