MacWorld 1998 March

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FileMaker Pro Database | 1997-09-26 | 914KB | 4,919 lines

play makAll work and no play makes Jack a dull boy. All work and no play makes Jack a dull boy. All work and no play makes Jack a dull boy. All work and no play makes Jack a dull boy. All work and no play makes Jack a dull boy. All work and no play makes Jack a dull boy. All work and no play makes Jack a dull boy. All work and no play makes Jack a dull boy. All work and no play makes Jack a dull boy. All work and no play makes Jack a dull boy. All work and no play makes Jack a dull boy. All HBAM2016AUG95 Pro 3.0 All work and no play makes Jack a dull boy. All work and no play makes Jack a dull boy. All work and no play makes Jack a dull boy. All work and no play makes Jack a dull boy. All work and no play makes Jack a dull boy. All work and no play makes Jack a dull boy. All work and no play makes Jack a dull boy. All work and no play makes Jack a dull boy. All work and no play makes Jack a dull boy. All work and no play makes Jack a dullCopyright 1984-1996 Claris Corporation and no play makes Jack a dull boy. All work and no play makes Jack a dull boy. All work and no play makes Jack a dull boy. All work and no play makes Jack a dull boy. All work and no play makes Jack a dull boy. All work and no play makes Jack a dull boy. All work and no play makes Jack a dull boy. All work and no play makes Jack a dull boy. All work and no play makes Jack a dull boy. All work and no play makes Jack a dull boy. All work and no play makes Jack a dull boy. All work and no play makes Jack a dull boy. All work and no play makes Jack a dull boy. steve@ your@ istrants@ FaliA HBAM3016AUG95@ screen check directly password fileI 10-23-56n 10:00W 10:30Z 10tha 11:00a 11:00--you` seminar buttons{ 1995A 1998--isc 1:00` access privileges chooseI 23-10m 23-11m 23-12m 23-13m 23rdm 2:00a 3014H carrington 46804H 5-second customizeF customizing customizing letter dataF databaseF databasesA datec date--januaryc datesX daughterl day/time daysZ dealt dearn defineI delegation deleteI deletedj deletingk dennieH dependingy depends description descriptive designationm dormX downK drop-downJ duplicateY duringW eachW easierH easilyF easyk editK either elseB elsewhereX emailA endingm endsm enterW enteredj enteringI entersm entireI entryF envelope envelopes evenV evening makeF record buttons makesA makingZ managerI managesA manually manyC mark{ materials maximumY maybeF mealsB meansY meetV meetingy member membersm menuI merely middle mightW miller minute misc~ notes modeG modificationX modify moneyB month month/day/yearn moreF most\ motherl move\ moved moves muchB multipleA mustc nameI name--the namesa nametagsA naturey nearlyX screenb numbering systemm seminartimes filec seminartitles file` total amount money coming people's total amount money coming people's housing housing themselvesH thenG thereC there screens entry list` there several things you'll customizeJ there buttons there'sF there's moreF theseX these expenses they'reB they'veB thingC Sunday Monday Tuesday Wednesday Thursday Friday Saturday January February March April August September October November December 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter 9/26/97 HELP ID HELP TEXT SUBJECT Main Entry Main EntryB A Help TextB Help IDB FileB SubjectB GraphicsB Graphic\smallB HeadingB ListB ffffff ffff33 ff33ff ff3333 B Help TextD Help IDF For the File:I Main EntryJ FindK ListX SubjectZ Graphicsb Headingd Find All m Steve, and I love FileMaker. I ve designed a whole lot of FileMaker databases. This one was originally created for the various conferences, seminars, conventions, and other events hosted by the organization which writes my bi-weekly paychecks. I revised it for broader use, and posted it online in 1995. Now it s being used in a wide variety of settings-- colleges, businesses, nonprofit groups, civic groups, professional organizations, blah blah blah. It tracks all the regi stration info you need--names, addresses, phone numbers, email, etc. It does confirmation letters. It print nametags and labels. It manages multiple seminars in up to 14 time slots. Keeps track of lodging info for registrants. This is the third version I ve posted. It makes good use of the relational capabilities of Filemaker 3.0, and has a lot of interesting stuff built in, like helpful messages and prompts which spring up when you least expect it. Main EntryH FindI ListX ID #Y Subject e Heading f File h Find Alli lents 120-129 Workshops 130-139 Speakers 140-149 Hotels 150-159 Participant Types Help-General 200+e Heading f File h Find Allts 110-119 Events 120-129 Workshops 130-139 Speakers 140-149 Hotels 150-159 Participant Types Help-General 200+e Heading f File h Find All00+11-120 Events 121-130 Workshops 131-140 Speakers 141-150 Hotels 151-160 Participant Types Help-General 200+0+ Main EntryH FindI ListT To to MasterX ID #Y Subject ] For the File....^j1-20 Master People 21-30 Bidders 31-40 Trade Allies 41-50 Registrants 51-60 Workshops 61-70 100+ General Pro 3.0F! e are basically two forms you can use: Dear Bill Dear Mr. Johnson. t insert a colon (:) with the name. That will be done automatically in the letter. Sex. When you tab into this field, a list will drop dow n with two options: F and M. Just type one of those letters and hit the RETURN key. That ll record the response you want and advance you to the next field. Grade. This applies to school-age people of course. Birthday. Enter it as Month/Day/Year (10-23-56). You can separate the numbers with backslashes or hyphens. After you type it, the field will convert it to backslashes. Age. This field is automatically calculated, based on the birthday. the group number an Group Codes A group consists of people whose expenses are being paid together. A group could be A family or couple, whose expenses are being paid together. Several persons from the same company, with one check being written to cover them all. A church youth group, in which one check is written to cover everyone s expenses. An individual who is coming alone, and is responsible only for his/her own expenses. If a mother and daughter are coming and intend to room togB ether, but they are paying their own bills then they each get their own group number. The principle is: only one person in the group is responsible for payment. ConventionsD Group CodesF Codes Sort Button Sorting. This takes you to a screen filled with buttons which allow you to sort the file in certain ways--by seminar, by dorm and room, by age. One button will list just the children. Another button lists only the payees who need confirmation letters. List. The four buttons here represent different types of lists. Within the various lists, you can sort using the column heading. For instance, click on the Name heading, and the list will be sorted alphabetically by last nB Print Button Click this button to print the screen you re on. Help Button The Help button takes you to the screen you re on right now. From here, you can get help on practically any part of this file. for each record. Main Entry. This screen contains general information on the individual (name, address, phones, age, etc.). Housing. This screen contains information about dorm and other lodging arrangements, including roommate preference. Seminars. The person s seminar choices are listed here. Notes. This is the place to indicate special needs of the individual and other notes which don t fit elsewhere. Payment. This screen contains all of the billing information, incC"luding total costs and amount due. ConventionsD The TabsG Overview ConventionsD The TabsG Overview Personal Info Tab This screen is pretty straightforward. It s where you record the basic information about this person--address, phones, birthday, etc. Let s zero in on a few of them. Dear.... This is for the confirmation letter. It s how the letter will begin. There are basically two forms you can use: Dear Bill Dear Mr. Johnson. t insert a colon (:) with the name. That will be done automatically in the letter. Sex. When you tab into this field, a list will drop dow n with two options: F and M. Just type one of those letters and hit the RETURN key. That ll record the response you want and advance you to the next field. Grade. This applies to school-age people of course. Birthday. Enter it as Month/Day/Year (10-23-56). You can separate the numbers with backslashes or hyphens. After you type it and move along, the field will convert it to backslashes. Age. This field is automatically calculated, based on the birthday. 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F1F1^ F1)J)J F1F1^ F1)J! g9g91 )J)J! g9g91 )J)J! )J)J! )J)J! ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 wwwwww UUUUUU DDDDDD """""" //Y~x //Y~x //Y~x //Y~x //Y~x //Y~x //Y~x //Y~x //Y~x //Y~x {{ccRR {{kkZZ /{{{{kk ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 wwwwww UUUUUU DDDDDD """""" NAMEA Conventions and Seminars RPTHA Conventions and Seminars Projects 1 Conventions and Seminars FMP3FMP3 Conventions/Seminars IProjects 1:Databases/Misc:Conventions/Seminars :Conventions and Seminars ?RPTH FPTHA?Projects 1:Databases/Misc:Conventions/Seminars :Seminar Titles Projects 1 Seminar Titles iFMP3FMP3 Conventions/Seminars ?Projects 1:Databases/Misc:Conventions/Seminars :Seminar Titles MSPCA NAMEA Seminar Titles RPTHA Seminar Titles Speaker Registrants VDEFA( Files ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 wwwwww UUUUUU DDDDDD """""" ffffff ffff33 ff33ff ff3333 33ffff 33ff33 cancellationsk cancelsj capabilitiesA cardsH carringtonH case` cashH categoriesB certainL chances changeI changedY changingK character charge charging checkH check--a checkboxt checkmark childm childrenB choiceZ choicesX chooseI choosingF chose churchl cicking circle city^ civicA clearZ clickI clickingW closing codeX codesW collegesA colonn colons columnL columnsc combined_ combines comeC featuresF ableI aboutF aboveo accessI accompany accordingb accountH across actualc actuallyy adaptingF addition additionalc addressB address--ando addressesA advancen adviceH afterH afternoon againX agesV ahead kinds informationB seminars during slote allowL allowsF alonel alongn alphabeticallyL alreadyW 2. Click on a seminar in the red-and-white list on the right, and it will be copied into the appropriate time slot on the left under Seminar Selections. 3. The radio button then automatically moves to the #2 time slot, and lists the choices for that time slot. Again, just click on the seminar that person has signed up for, and it ll be copied to the left. 4. And the radio button will have moved to the #3 time slot. It keeps going like that, all the way to session 14. C: There will also be instructions (in red) in the middle. ConventionsD Seminar EntryE Seminars Tab orderZ organizationA organizationsA originalt originallyA otherA other features includeC other other seminartimese other lodgingu other parts letter screen other screens fileV others{ otherwise overF overviewW overview letter owedC automaticallyc available avery back` backslashesn ballroom basedn basicn basicallyn becauseY beforeW beginn beginningZ beginsZ beingA belowy beneath[ besidet besidesc bestK bettera between bi-weeklyA billm billingX billsl birthdayn blahA blank[ blueW button{ blue/redc bottomt boxesJ bringingm broaderA browset builtA built-in bunchF bundledH businessesA 333333 wwwwww UUUUUU DDDDDD """""" eps1 numsteps1 dup 0 eq {pop 0.5 } { div } ifelse taperfcn /frac xdf bc4 0 c2 c1 su ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 wwwwww UUUUUU DDDDDD """""" ConventionsD Other StuffG Intro are buttons and arrows all over the place to get you to the screens you want to reach quickly, without having to go through a bunch of other screens. Help Screens A lot of help is built in. Some is in the form of pop-up screens. Some is more extensive, and allows you to easily add information of your own choosing. The people who use this file for our own conventions are not particularly computer savvy. Maybe it s the same way in your situ ation. I ve designed this for such people, so they don t need to know a lot about FileMaker to handle the data entry. Make it Your Own You can customize this database to pieces, tailoring it to fit your specific needs and adapting it to fit different types of events as they arise. FPTHA>Projects 1:Databases/Misc:Conventions/Seminars :Seminar Times Projects 1 Seminar Times iFMP3FMP3 Conventions/Seminars >Projects 1:Databases/Misc:Conventions/Seminars :Seminar Times MSPCA NAMEA Seminar Times RPTHA Seminar Times Projects 1 Seminar Times iFMP3FMP3 Conventions/Seminars >Projects 1:Databases/Misc:Conventions/Seminars :Seminar Times .RPTH FPTHA.Giggy:Conventions/Seminars :SeminarTitles.FP3 (LIST LISTA Conventions and Seminars VDEFA( Conventions Enter Projects 1 Seminar Titles iFMP3FMP3 Conventions/Seminars ?Projects 1:Databases/Misc:Conventions/Seminars :Seminar Titles nary: 1163 colorimage {{{{{{{{{{{{{{ >RPTH Projects 1 Seminar Times iFMP3FMP3 Conventions/Seminars >Projects 1:Databases/Misc:Conventions/Seminars :Seminar Times MSPCA NAMEA Seminar Times RPTHA Seminar Times Projects 1 Seminar Times iFMP3FMP3 Conventions/Seminars >Projects 1:Databases/Misc:Conventions/Seminars :Seminar Times (LIST LISTAJMaster Bidders Trade Allies Groups Events Workshops Speaker Registrants VDEFA( Files REPS %!PS-Adobe-2.0 EPSF-1.2 %%Title: FH File %%Creator: Freehand 5.0 %%CreationDate: 8/5/96 11:57 AM %%BoundingBox: 0 0 41 28 %%FHPathName:Projects 1:Misc Stuff:FM Stuff:FH File %ALDOriginalFile:Projects 1:Misc Stuff:FM Stuff:FH File %ALDBoundingBox: -278 -386 334 406 %%FHPageNum:1 %%DocumentSuppliedResources: procset Altsys_header 4 0 %%ColorUsage: Color %%DocumentCustomColors: (PANTONE Red 032 CVC) %%+ (PANTONE 102 CVC) %%CMYKCustomColor: 0 0.91 0.87 0 (PANTONE Red 032 CVC) %%+ 0 0 1 0 (PANT ~ffff ffffff ffff33 ff33ff ff3333 33ffff 33ff33 3333ff 333333 wwwwww UUUUUU DDDDDD """""" +RPTH FPTHA+Projects 1:Wisconsin/2-24:Master People.FP3 FaliA Projects 1 Master People.FP3 FMP3FMP3 Wisconsin/2-24 +Projects 1:Wisconsin/2-24:Master People.FP3 MSPCA NAMEA Master People.FP3 RPTHA Master People.FP3 alisA Projects 1 Master People.FP3 FMP3FMP3 Wisconsin/2-24 +Projects 1:Wisconsin/2-24:Master People.FP3 )RPTH FPTHA)Storage:Wisconsin/3-5:MasterCompanies.FP3 ffffff ffff33 ff33ff ff3333 33ffff 33ff33 buttonL button codes confirmation confirmation letter screen housing infon intro labels letter lists notes~ other~ other notes~ overview payment personaln personal infon profile screen seminarY seminar timesc seminars titlesa set-up summary summary button timese titles` inars Starting a New Group When you start a new group (from the Opening Menu, or the Payment Screen), FileMaker automatically enters the next available registration number. However, you must manually enter the group number and the addition (11, 12, etc.). For groups 1-9, include a zero before the group number (01, 02, etc.). If you don t do that, the groups won t sort in order when sort by group code. To determine the next group number to use: 1. From the Codes screen, click o n the big white button in the lower left, which says, Go to List, Sorted with the Highest Group Codes at the Top. 2. In the list, the last-used group code will be at the top of the Group list. If it s 04, then the next one you use should be 05. Simple. ffffff ffff33 ff33ff ff3333 33ffff 33ff33 You may not need the Dorm choices. But if you do, you ll need to change them to fit your own needs. Here s how. There are a lot of steps, but it s really not hard. 1. Enter Layout mode (Command-L). 2. Select the field you want to change. 3. Under the Format menu, select Field Format. 4. The screen that appears shows that the field is set on the Value List Housing: Dorm List. Click and hold on Housing: Dorm List (on the right), so that a list appears. At Dorm List (on the right), so that a list appears. At Dorm List (on the right), so that a list appears. At Dorm List (on the right), so that a list appears. At ntionsD EMPTYF Personal Info r Own , delete, revise, whatever. These help messages are actually contained in the file HELP. This field is in a portal to HELP. registrantV registrant's registrantsA registrationA registration codej registration registrations_ relatedC relationalA relationshipv relevant remaining removeI renumberj renumberingk renumbering registration numbersk repeatI repeatedY repeating` roommates salutation sameF saveJ savvyF saying saysI screenC screen--the screensF sdennieH sdennie second choice sdennie searchesm secondH selectI selected selectingK selectionsy selectsJ seminarB seminar entry seminar lists{ seminar set-upy seminar timesJ seminar titlesJ i'llG steve filemakerA i'veA icons identified i'veA ideas comesm comingl command` command-dY command-hyphen command-lt common companies companyl complete[ completelyZ completing computerF concentricH concert conferencesA confirmC confirmationA confirmation letter button_ confirmation lettersC confirmations considered consistentk consistsl contain containedc containsX contentG continue conventionI conventionsA convertn convey coordinator copied corner costsX couldl country couplel coursen course--nameB coverl createW createdA creationX creditH criteria{ current rrently currentlyJ EMPTY IRPTH FPTHAIProjects 1:Databases/Misc:Conventions/Seminars :Conventions and Seminars Projects 1 Conventions and Seminars FMP3FMP3 Conventions/Seminars IProjects 1:Databases/Misc:Conventions/Seminars :Conventions and Seminars MSPCA Projects 1 Conventions and Seminars FMP3FMP3 Conventions/Seminars IProjects 1:Databases/Misc:Conventions/Seminars :Conventions and Seminars (LIST LISTAJMaster Bidders Trade Allies Groups Events Workshops Speaker Registrants VDEFA( Files FaliA Storage MasterCompanies.FP3 IhFMP3FMP3 Wisconsin/3-5 )Storage:Wisconsin/3-5:MasterCompanies.FP3 MSPCA NAMEA MasterCompanies.FP3 RPTHA MasterCompanies.FP3 alisA Storage MasterCompanies.FP3 IhFMP3FMP3 Wisconsin/3-5 )Storage:Wisconsin/3-5:MasterCompanies.FP3 Seminar TitlesD Title and Session #E Seminar Titles Seminar Times This file should have one record for each time slot during which a seminar is offered. You can have a maximum of 14 time slots. If you re setting up the file for the first time, follow these steps. 1. Find All of the records in the file (look under the Select menu for Find All). 2. From the Main Entry screen, click on the button which says Clear All Present Times. This will delete the sample records that come with the Conventions database (or the ones from s currently displayed. That s the one you want to change. Then Choose the very last item, which is Define value lists.... In the list in the upper left, select the list you want to change. Replace the items listed with your own list. Hit the button. Then get out by hitting the button. get out by hitting the button. wayneH waysH ways--byL wednesdayc weekZ week--mondayc weeks whatC what'sC what's checkmark whatever wheelchair~ whenA whereB whetherB trade ally} whenD whereverK whetherF whichL Sorting. This takes you to a screen filled with buttons which allow you to sort the file in certain ways--by seminar, by dorm and room, by age. One button will list just the children. Another button lists only the payees who need confirmation letters. List. The four buttons here represent different types of lists. Within the various lists, you can sort using the column heading. For instance, click on the Name heading, and the list will be sorted alphabetically by last nB Print Button Click this button to print the screen you re on. Help Button The Help button takes you to the screen you re on right now. From here, you can get help on practically any part of this file. The Numbering System Within a group, the person responsible for payment (such as the head of household, or the youth sponsor) has a number which ends in -10 (for example: 23-10). Other members of that group are numbered 23-11, 23-12, etc. In the case of a family, the spouse should have a number ending in -11, and children should be numbered from -12 onward. For example, let s say the 23rd group is a family of four people. You would number them like this. 23-10 (the husband, a ssuming he s paying the bill for the whole family) 23-11 (the wife) 23-12 (one child) 23-13 (the second child) When it comes to payment, the program searches only for group records that end in -10, because those are the persons responsible for payment. ConventionsD The Numbering SystemG Codes registration number. However, you must manually enter the group number an wwwwww UUUUUU DDDDDD """""" T *TTi*TiT* alsoH altogetherK alwaysm amountX overview tabbed screensX answerH answers anythingc appear appearsJ applicable applicationH appliesW appropriate ariseF aroundC arranged arrangementsV arrival arrow[ arrowsF assembles assignmentsB assistance~ assumingm attendy attendanceC attendeesB authorsH automatick ffffff ffff33 ff33ff ff3333 33ffff 33ff33 3333ff 333333 passwordG passwordsI paychecksA payee payee's payeesL payingH paymentB peculiar peopleC people's perhaps person^ person'sC person--addressn person--name personalK personal persons_ persons--up phoneA phonesX piecesF placeF places\ players plusB point--number_ poking pop-upF portal[ Wovidingw punch putting question{ questionsV quicklyF radioJ ratherY reachF readingC reallyk receive received addressH also@ automatically@ because button@ click comes@ customize@ designed@ different@ events@ button@ finds@ first@ include@ inserts@ line's@ location@ make@ message@ need@ password@ portal record@ registered registrant@ report@ responsible@ seminar{ seminars@ sorting takes screen filled buttons which@ sorts@ buttons which@ sorts@ FaliA steve@ that@ various lists@ they@ things@ types@ want@ which@ with@ you're@ you're@ u're@ you're@ u're@ conventions seminarY seminar timesZ seminar titlesY timesZ titlesY Other Lodging You may not need the Other Lodging choices. But if you do, you ll need to change them to fit your own needs. Here s how. There are a lot of steps, but it s really not hard. 1. Enter Layout mode (Command-L). 2. Select the field you want to change. 3. Under the Format menu, select Field Format. 4. The screen that appears shows that the field is set on the Value List Housing: Other List. Click and hold on Housing: Other List (on the right), so that a list appears. At the bottom is Define Value List. Choose that one. 5. In the list that appears, insert your own hotel choices. 6. When you re done, hit SAVE, and then DONE. 7. On the next screen, the Field Format screen, select OK. 8. Now you re back to the original screen. Return to Browse mode. 9. You re done. The list should now have a checkbox beside each of your list items. s it Do?G Intro ll keep $3 for themselves, but that s okay with me if it makes it easier for you to buy this file. (But if you re paying by check, DO feel free to send it directly to me.) After you register, I ll be glad to answer questions or give advice via email. Also, I ll notify you, via email, of any upgrades and of where you can find them. ConventionsD How to PayG Intro marizes the info you have thus far-- how many people have registered, how many are signed up for meals or lodging, how much money has come in so far, how much hasn t, etc. ConventionsD Info 2G Intro the bottom is Define Value List. Choose that one. 5. In the list that appears, insert your own housing choices. 6. When you re done, hit SAVE, and then DONE. 7. On the next screen, the Field Format screen, select OK. 8. Now you re back to the original screen. Return to Browse mode. 9. You re done. The list should now have a checkbox beside each of your list items. ConventionsD Housing-DormE Housing (on the right), so that a list appears. At st (on the right), so that a list appears. At st (on the right), so that a list appears. At st (on the right), so that a list appears. At (11, 12, etc.). To determine the next group number to use: 1. From the Codes screen, hit the lower-left button (like the one below). 2. It ll take you to a list. The last-used group code will be at the top of Group list. If it s 04, then t 3333ff 333333 wwwwww UUUUUU DDDDDD """""" T *TTi*TiT* ffffff ffff33 ff33ff ff3333 33ffff 33ff33 alisA FPTH@ gettingF getting aroundF giveH givesV gladH global goesH goingK goodA graden group\ group codesl group/familyX groupsA guardiano guardian'so handleF handlesB handlingC hardt letter person already hasn'tC haveC Wghlighted his/herl hittingJ holdt hostedA hotelu householdm housingX designed layout howeverX hurtk hyphensn thatB that'lln that'sH that's enough theyB they'llH they'reB they'veB thingG e will fill in automatically. Otherwise, you need to type in the date yourself -- month, day, and year. Totals The three fields at the bottom fill in automatically -- Total cost, Amount Paid, and Total Due. These Expenses are for.... You have eight choices--1 person, 2 persons, 3 persons, 4 persons--up to eight persons--and Family. Chances are, if the expenses are for more than thC ree people, it s a family. he original screen. Return to Browse mode. 9. You re done. The list should now have a checkbox beside each of your list items. kbox beside each of your list items. needF need--namesA needed needing needsC neglected neverX newly-registered nextk nice_ non-payees noney nonprofitA normally notesX notifyH nuisanceI numberH numberedm numberingk numbersA obvious occurk occurring` otherL 333333 wwwwww UUUUUU DDDDDD """""" ffffff ffff33 ff33ff ff3333 33ffff 33ff33 Make a New Record Buttons After completing the Payment screen, you re probably done entering all information for a particular registrant. Time to move on to another registration. Is the next person part of the same group or family? Or not? The two buttons in the lower-left part of the screen provide those options. This is pretty well explained in the help screen for Group codes. Basically, if the next registration you re entering is for another person in the same family, compa ny delegation, youth group, or whatever, then punch the This Group/Family button. These are normally persons who are paying together. If the next registration is for somebody coming under a different payment check, then punch A New Group/Family. If from the same group of family.... If you click this button, the record you re on right now will be duplicated, basically, except that new information will be filled in indicating that the new record is NOT for a payee. For example, password protectionI screenK today's togetherk toggle totalX total totalsV trackA tracksA translation~ troubleH tuesdayW typeZ 333333 wwwwww UUUUUU DDDDDD """""" steveA steve dennie softwareH stillB straightforwardn stuffA suchF suggestK suited summaries summarize summarizesC summaryC summary general summary income supposed switchK systemV tabbedX tabbing tabs\ tags^ tailoringF take[ takesL teeno tellC telling tells{ yourself youthl zeron zeros yourself boration yourself} yourC ffffff ffff33 ff33ff ff3333 33ffff 33ff33 ConventionsD Other LodgingE Housing *Roommates You may not need this field. But if you do: Put the name of the roommate preference in the box. Then check a box to indicate the person s relationship to the roommate preference. You have these choices: child friend parent sibling spouse other ConventionsD RoommatesE Housing AsMeals? A simple indicates whether you re providing the meals, or they re fending for themselves. ConventionsD MealsF Housing . Now you re back to the original screen. Return to Browse mode. 9. You re done. The list should now have a checkbox beside each of your list items. Conventions differentF directlyH disneyland WoesA doesn'tk dollar don'tC doneI dormL downK dropn drop-downJ duplicateY duplicated duringW eachW easierH easiest` easilyF easyk editK either elseB elsewhereX emailA endingm endsm enough enterC enteredZ enteringI entersa entireI entryF envelope envelopes equivalent evening 333333 wwwwww UUUUUU DDDDDD """""" paidB paragraph parentm parent guardiano parents/guardiansB partL partial particularW particularlyF parts ffffff ffff33 ff33ff ff3333 33ffff 33ff33 formF formatt formating formats formsn fortH wayne 46804H found_ fourL fourth freeH friday friendv fromI front fullZ function gapsj gatherse generalB general infoB wantF wantsy warning shingshingshingshingshingshingshingshingshingshingshingshingshingshingshingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsingsngsngsngsngsngsngsngsngsngsngsngsngsngsngsngsngsngsngsngsngsngsngsngsngsngsngsngsngsngsngsngsngsngsngsngsngsngsngsngsngsngsngsngsngsngsngs withB withinL withoutF won'tK wording wordsK worky working works workshopW workshopsb would` writesA writtenl wrong yellow yellow buttons waysH choices field you'llX you'reC you've ffffff ffff33 ff33ff ff3333 33ffff 33ff33 Go/Main Entry Go/List Open/Conventions Open/Seminar Titles Open/Seminar Times Sort/Subject Sort/ID Sort/Heading Sort/File Go/Main Entry Go/List Open/Conventions Sort/Subject Sort/ID Open/Seminar Titles Open/Seminar Times Sort/Heading A Sort/File Find All Button The summary fields will only summarize the figures from the selected records. For instance, if there are 30 people registered, but only 10 records are selected, the summary will show that only 20 persons are registered. Click on the Find All button to make the summary fields apply to all records in the file. On the Other Hand.... You may want to get a summary of only certain records-- the persons from a particular company or companies, or from a particular stB ate, or whatever. In that case, use the Find function to isolate those records, and then go to the Summary screen to get a summary of information only from those records. ConventionsD Find All ButtonE Summary Info All ButtonE Summary Info Summary Info ConventionsD ProfileE Profile 3333ff 333333 wwwwww UUUUUU DDDDDD """""" eceive confirmation letters. (If you want to find all new registrants, whether or not they are payees, just delete the *10 which appears in the Group Code field.) 4. Modify the date to refer to the records you want. It inserts today s date, but you ll probably want to back it up a few days or so. 5. Press the button. 6. Use the List button at the top, and all of the newly-registered payees will be listed for you. ConventionsD Entry DateE Find Screen ConventionsD EMPTY certain date: 1. Go to Find Screen and enter Find mode. 2. Click on checkmark. It inserts today s date in the Entry Date field. 3. Hitting the checkmark also inserts *10 in the Group Code field. That means it ll find only the records ending in 10 (the payees). Only those persons should actually r Seminar Entry This is designed so the seminar selections can be entered quickly. Working off of a registration form, you could enter 14 seminar choices in a minute or so. For this to work, you must have already set-up the SeminarTimes and SeminarTitles files. Here s how the seminar entry works. 1. When you first enter this screen, the #1 radio button will be highlighted, showing seminar choices for the first time slot. There will also be instructions (in red) in the middlctions (in red) in the middlctions (in red) in the middl to refer to later or which might be helpful to other people using this file. offeredW offersH officeG often okayH on-screen onceX one-page onesZ onlineA onlyL ontoK onwardm openK opening optionK optionsH upgradesH upper usedA usefulb usingL usual valuable valuet varietyA variousA versa versionA virtualH button buttons checkmarks codej codesk costs customizing customizing letter timec entry\ entry expenses features find^ button labels^ formats generaln general infon groupl group codesl guardiano helpL housing-dorm steveA income infoe introK intro screen removalK label label formats labels^ large large labels letter_ expenses list\ buttons screenb screenb numberingk renumbering codesk roommates screenK seminarY seminar entry seminar lists{ seminar timesZ seminar titlesY sending set-upW loveA lower lower-left lowest mailingC mailings mainC entry button\ NAME@ alisA FPTH@ FaliA RPTH@ FaliA RPTH@ firstH focusesV followW followed[ followingk followed writing guidelines elinesi eventsA everyj every individual unique number registration numberj everyone^ everyone'sl exampleW examples except expectA expenseB expense categories expensesl explained extensiveF extra familiesk family^ featuresC feelH fendingw fieldZ fieldsY figure figures fileB filemakerA filemaker's filesC files--seminarX fillY filledL financialV findH button^ screen finding finding entry which whichever white confirmation letter who's who's paying wholeA whosel wideA wifem willG your@ lists@ set-up overview@ seminar titles@ GRAPHICS whichA importantk red-and-white right there inches stingA intoG it'llm it'sA itemJ itemsJ justK kagiH keepH keepsA kindsB knowF labelsA lastJ last-usedm layoutG leader{ leastA leaveK leftJ lettersA likeA line{ linesK listI listedJ listsJ locationB lodgingA longerj lookV 23-10m 23-11m 23-12m 23-13m 23rdm 3014H carrington 46804H 5-second C/ lists. You get to them from the Seminars tab. ConventionsD The Various ListsG Lists Sort Labels By.... You may want to print labels for a variety of mailings. Here are three common ones: 1. Payees Needing Confirmation Letters. These labels would accompany confirmation letters. Clicking on this button will find all registrants whose code ends in -10, and who haven t yet received a confirmation letter ( doesn t appear in the box in the upper right box of the Confirmation Letter screen). 2. All Payees. These labels could, perhaps, accompany materials sents could, perhaps, accompany materials sents could, perhaps, accompany materials sents could, perhaps, accompany materials sent ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 responsiblel restc returnZ returns reusec reviseC revisedA rightI right-hand roller roomB roommateB roommates salutation sameF sampleZ savet savvyF saying saysI scenic school-agen screenC screen--the screensF sdennieH sdennie concentric sdennie search searchesm second\ seconds section selectI selected selectingK selectionsy seminarB seminar--say` seminar/workshopZ person persons persons persons--up persons check directly password fileI 10-23-56n 10:00W 10:30Z 11:00--you` seminar buttons{ 1995A 1998--isc 1:00` 1x2.6 access privileges chooseI 23-11m 23-12m 23-13m 23rdm 2:00a 3014H carrington 46804H 5-second ur return address and even a logo, in addition to the registrant s address. Nametags A third layout is for 3X4 nametags. You ll need to customize this layout to fit your convention. For that, go into Layout mode, select the Nametags screen from the menu in the upper left, and change the wording in whatever way you like. Spare Label Icon There s another label icon which you can use if you customize this file and need a different size or format of label. ConventionsD Label formatsE Labels ugh they ll do just fine on standard envelopes. There s room for your return address and even a logo, in addition to the registrant s address. A third layo Expense Categories Expense This screen has most of the financial information you need to keep track of, and may have ALL of that information. Depends on the nature of your convention. The main part, in the middle, resembles a spreadsheet. Of sorts. It has seven lines for various types of expenses. The first three are identified for you: Registration, Meals, and Lodging. The other four lines, Other 1-4, are for other expenses peculiar to your convention. You might be charging extra main part, in the middle, resembles a spreadsheet. Of sorts. It has seven lines for various types of expenses. The first three are identified for you: Registration, Meals, and Lodging. The other four lines, Other 1-4, are for other expenses peculiar to your convention. You might be charging extra ant to type in a note telling what the expense is for (examples: Scenic Tour Disneyland ticket wwwwww UUUUUU DDDDDD """""" k'@<DIRED'gN'NDui<0?NXnP4W?B_0E;\F")pYI9JmtC,pb_T0``ss&<[&J!AX[0;[NPIH#.&C!C0'T1B@qTF_PAt1cq?7!-9G@$=dRe!!+nV;a9O7 %:4]Y9C*rl9A"/%RR!`W typesC types labels typing underW underneath uniquej unusedc handlesB really simple enter piecesc seminar titles pretty simple heading gives financial summaries portal seminartitles simply gatherse total amount coming registration simply locating takes screen which gives thorough profile thorough_ thoseI though three[ three-part throughF thusC ticket tile[ timeA timesW times--session[ titleY titlesW thingsW thirdA thisA rWhat s the red checkmark for? Use it when somebody has paid for that item. For instance, if registration is $50, you ll enter that under Cost. If the person has paid that money, just click on the checkmark, and it ll do two things: 1. Copy the dollar amount under into the field. 2. Automatically enter today s date in the Date Pd. field. ConventionsD Red CheckmarksE Payment o things: 1. Copy the dollar amount under into the field. 2. Automatically enter today s date in the Date Pd. field. ConventionsD Red CheckmarksE Payment telling what the expense is for (examples: Scenic Tour Disneyland ticket cenic Tour Disneyland ticket Send me $30, and I ll send you the password (preferably by email, but the Post Office will do). Then you can get into Layout mode and customize this thing to your heart s content. ConventionsD CostG Intro You can send your $30 in one of two ways: 1. Send $30 (check or cash) directly to me at: Steve Dennie Software 3014 Carrington Dr. Fort Wayne, IN 46804 sdennie@concentric.net (or sdennie@kagi.com) Include your email address, if you have one, and I ll send the password that way. 2. Use the bundled Register Conventions application to pay through Kagi Shareware (which manages the payment process for shareware authors). Kagi offers a number of payment options, i seminarsA seminars overviewy seminartimesI seminartitlesI sendG sending sentI separateB sessionY sessionsy sionsy ionsy showk showing showst siblingv sign-off signedC simpleY sincerely situationF skipj slotW slotsA slots--14Y small small labels/5160 someF somebody something--like somewhereB sort{ labels sorts speakerB speaker'sY specialX special needs notes~ specificF sponsorm spousem springA standard standard-size startW started startsj state statements stayingB stepsZ GRAPHICS GRAPHIC\SMALL HEADING HELP ID HELP TEXT SUBJECT wwwwww UUUUUU DDDDDD """""" ncluding credit cards and a First Virtual account. They ll keep $3 for themselves, but that s okay with me if it makes it easier for you to buy this file. (But if you re paying by check, DO feel free to send it directly to me.) The Readme file goes into more detail about how to use the Kagi registration program. But it s pretty simple. You shouldn t have any trouble. After you register, I ll be glad to answer questions or give advice via email. Also, I ll notify you, via email, oC.f any upgrades and of where you can find them. ConventionsD How to PayG Intro ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 wwwwww UUUUUU DDDDDD """""" ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 sorts space spare speakerB speaker's[ specialX special needs~ specificF specifically\ spend\ sponsorm spousem spreadsheet spreadsheet-like springA standard standard-size startW started startingk starting group startsj state statements status\ stayk stayingB staying--in stepsI Other ScreensG Overview Lists. Several types of lists are built into this system. They meet different needs. One focuses on addresses, one on registrant ages, one on houring, and one on payment information. Then there are lists for the various seminars. Profile. This screen summarizes information from the preceding six screens. Labels. You can print 1x3 and 2x4 labels, plus nametags. Summary. This screen totals up the number of registrants, summarizes the housing arrangemeB nts, and gives summary financial information--how much money has been paid, and how much is still due. A variety of screens have a Summary button in the button bar. onventions s button, found at the top of a variety of screens, takes you to a screen which provides an overview of the registrations to that point--number of persons registered, how many need lodging and meals, the total amount paid, the total amount due, and other info. ConventionsD Profile / Letter / SummaryF The Button Bar Other InfoG Seminar Times file, Seminar Titles, is pretty simple. You need to set it up before you start registering people. There are just two screens: Main Entry, and List. Each record represents a different seminar title. However, if you are repeating a seminar--say, at 10:00 and at 11:00--you need a separate record for each one. In that case, you would have two records for the same seminar title. However, they would be occurring in different time slots. The easiest wB ay to create a duplicate record is to fill in the information for the 10:00 time slot , use the command Duplicate Record under the Mode menu, and on the new record, select the 1:00 time slot. ConventionsD OverviewG Seminar Titles ConventionsD OverviewG Seminar Titles ntionsG Seminar Times ConventionsG Seminar Times 333333 wwwwww UUUUUU DDDDDD """""" wwwwww UUUUUU DDDDDD """""" ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 //Y~x //Y~x //Y~x //Y~x //Y~x //Y~x //Y~x //Y~x //Y~x //Y~x 333333 wwwwww UUUUUU DDDDDD """""" ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 wwwwww UUUUUU DDDDDD """""" locationB lodgingA longY longerj lookZ looks wwwwww UUUUUU DDDDDD """""" Helvetica Renumber Registation Numbers 33ffff 33ff33 3333ff 333333 wwwwww UUUUUU DDDDDD """""" T *TTi*TiT* ffffff ffff33 ff33ff ff3333 33ffff 33ff33 3333ff 333333 ffffff ffff33 ff33ff ff3333 33ffff 33ff33 To get rid of the password protection.... 1. Use the password I send you to get into this file. 2. From the File menu, go to Access Privileges and then choose Define Passwords... 3. From the list, select the password name which I sent you, and then hit the Delete button. 4. Select the (no password) entry, and then click in the box to the right which says Access Entire File. 5. Hit the Change button, and then the button. Repeat those steps for each B of the other files (SeminarTitles, SeminarTimes, and Help) to remove the password protection. You should now be able to get into Convention Manager without the nuisance of entering a password. ConventionsD Password RemovalG Intro into the file without entering a password. tionsD s it Do-FeaturesG Intro wwwwww UUUUUU DDDDDD """""" Helvetica Go to List, Sorted with the Highest Group Codes at the Top Format screen, select OK. 8. Now you re back to the original screen. Return to Browse mode. 9. You re done. The list should now have a checkbox beside each of your list items. haven't[ havingF he'sm he/she{ headm headingL heart'sG helloK helpC helpfulA helping{ hereL here'st higher highest highlighted his/herl hitting hockey holdt hostedA hotelu hourZ houringV householdm housingV howeverX hurtc husbandm hyphensn C"luding total costs and amount due. ConventionsD The TabsG Overview If you haven t yet set-up the Seminar Titles file, then the portal will probably be blank. The red anBRd blue arrow will take you to that particular seminar in the tile Seminar Titles. omplete with title, location, and speaker s name. You don t enter any of this information here. It is pulled from the file Seminar Titles. If you haven t yet set-up the Seminar Titles file, then the portal will probably be blank. The red anBRd blue arrow will take you to that particular seminar in the tile Seminar Titles. is time slot. Proceed through as many time slots Large Labels/5163 These labels are equivalent to Avery 5163, which are 2x4 inches-- room enough to include a return address. This label combines the registrant s address with a return address and the person s Group/Family code. Below, on the left, is an example of what the printed label looks like. The only part you need to customize is the return address. You do that from the Label Set-up menu. There is a blank at the bottom of the screen where you can type in the return addrBaess. You can even use character formating, like Bold or italics, with part of all of the address. ConventionsD Large LabelsE Labels seminar or workshop. Try not to make them too long, because the title might get cut off when you print a seminar list. Session #. These are the time slots--14 of them, maximum. Indicate the time slot in which this seminar will be offered. You can only choose one time slot. If this workshop is being repeated in two or more time slots, y aou need to create a different record for each one (which means you ll have two or more records with the same seminar name). To do that, simply choose Duplicate Record from the Mode menu (or hit Command-D), and then change the information which needs to be changed. You can have as many seminars during a particular time slot as you want. No limit. 10:30). 6. Go to the record for session 2. Enter the information for this time slot. Proceed through as many time slots To get rid of this screen.... You don t want the file to open to this screen all the time. It s best to have it open directly on the Personal Info screen. Do to that: 1. From the Edit menu, choose Preferences. 2. In the box that appears, there s a drop-down box. Choose Document. 3. A few lines down, you can determine which layout you want the file to open onto when you first get into the file (after the words Switch to layout ). Right now, it s set on Hello! I suggest changing it to the layout Personal Info. That procedure will leave this layout (Hello!) in the file; it just won t open up to this screen. Another option is to delete the screen altogether. Do that by going into Layout mode, and selecting Delete Layout. ConventionsD Intro Screen RemovalG Intro ConventionsD Intro Screen RemovalG Intro The SeminarTitles File This file, Seminar Titles, is pretty simple. You need to set it up before you start registering people. After the initial set-up, you may not need to get back into the file. There are just two screens: Main Entry, and List. Each record represents a different seminar title. However, if you are repeating a seminar--say, at 10:00 and at 11:00--you need a separate record for each one. In that case, you would have two records for the same seminar title. Howeve r, they would be occurring in different time slots. The easiest way to create a duplicate record is to fill in the information for the 10:00 time slot , use the command Duplicate Record under the Mode menu, and on the new record, select the 1:00 time slot. ConventionsD OverviewG Seminar Titles ConventionsD Starting a New GroupF Codes These Expenses are for: You have 9 choices 1 person, 2 persons, 3 persons, 4 persons--up to 7 persons. Family. Chances are, if the expenses are for more than three people, it s a family. Other. Click in this circle, and a screen will pop up in which you can type who it s for. Keep it short, very short, so the answer will appear in the field just below. Example: 13 persons. The Other choice is best for groups larger than 7 persons, like a bunch of people BGcoming from the same company, or a whole team of roller hockey players. ConventionsD These Expenses forF Payment ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 wwwwww UUUUUU DDDDDD """""" a previous convention you did). There will still be 14 records in this file (one for each potential time slot), but the only information entered will be the session (or time slot) number. 3. Go to session 1. This is the first time slot during which a seminar/workshop is offered. A will already be entered in the field Session Number. (You may want to go to the List and sort by session number, so they ll be in order.) 4. Choose a day from the Day field. There s a drop-down menu for choosing one of the days of the week. After making your choice, hit the Return key. 5. Type the time when the seminar begins. Example: 10:00. If the seminar begins on the hour, you only need to type the hour number (example: 10). When you hit tab, you ll then see the full time (10:00). If the beginning isn t on the hour, you ll need to type in more (example: 10:30). 6. Go to the record for session 2. Enter the information for this time slot. Proceed through as many time slots ConventionsD OverviewF Confirmation Letter Payment information--registration, lodging, meals, and other expense categories that you determine. Info on how much they ve paid and how much they still owe. Lodging Tracks where they re staying, whether with you or somewhere else. Plus room assignments and roommate preferences. Seminars Bg Room for up to 14 seminar time slots. Info on the seminars, time, location, speaker, and attendees. Conventions Conventions Ci a bunch of zeros will be entered in the Payment screen, since this person isn t responsible for payment. ConventionsD New Record ButtonsE Payment wwwwww UUUUUU DDDDDD """""" A Few More Features.... Getting Around There are buttons and arrows all over the place to get you to the screens you want to reach quickly, without having to go through a bunch of other screens. Help Screens A lot of help is built in. Some is in the form of pop-up screens. Some is more extensive, and allows you to easily add information of your own choosing. The people who use this file for our own conventions are not particularly computer savvy. Maybe it s the same way in yo &ur situation. I ve designed this for such people, so they don t need to know a lot about FileMaker to handle the data entry. Make it Your Own You can customize this database to pieces, tailoring it to fit your specific needs and adapting it to fit different types of events as they arise. Find Button This simply puts you into Find mode. It s good for locating a specific person, or everyone from a particular family or city, etc. Labels Button This button takes you to the Label Set-up screen. From there, you can print several types of labels, including name tags. ConventionsD Find / LabelsF Button Bar Profile Button This takes you to a screen which gives a thorough profile of this particular registrant. The information recorded in the various tabbed screens is combined into one nice report which you can print out, if you want. Confirmation Letter Button When a person registers, you need to send a confirmation letter, which includes information on what they ve paid and what they owe. This letter does that. You can customize it to fit your own convention. Summary Button Thi 333333 wwwwww UUUUUU DDDDDD """""" ffffff ffff33 ff33ff ff3333 33ffff 33ff33 ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 wwwwww UUUUUU DDDDDD """""" ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 wwwwww UUUUUU DDDDDD """""" ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 wwwwww UUUUUU DDDDDD """""" 333333 wwwwww UUUUUU DDDDDD """""" ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 wwwwww UUUUUU DDDDDD """""" ffffff ffff33 ff33ff ff3333 33ffff 33ff33 wwwwww UUUUUU DDDDDD """""" ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 Seminars Tab ot is listed below in the box (which is actually a portal to the Seminar Titles file). ConventionsD OverviewE Seminars Tab wwwwww UUUUUU DDDDDD """""" ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 includeC include email address included includes\ includingC income indicateX indicated indicatesm indicating individualX infoA informationB information--howV information--registrB information--the information--total initial` insertn justK kagiH keepH keepsA kindsB knowF labelsA larry lastJ last-usedm layoutG leader{ leastA leaveK leftJ letter lettersA likeA line{ linesK listI listedJ listsJ locationB lodgingA longerj lookV tom of the screen is a button for each time slot. Click on one, and it ll list everyone signed up for a seminar during that time slot. You can then sort by name, by seminar title, and by other criteria. ConventionsD Seminar ListsE Seminars Tab Special Needs This might include such things as wheelchair assistance, special diets, and translation needs. Misc. Notes This field is for anything else you want to record about this person. It s wide open. ConventionsD Other Notes TabE Other Notes Other Notes ConventionsD EMPTYE Other Notes ConventionsD EMPTYE Other Notes set-up overviewW small small labels sortL print helpL sorting sorting buttons starting starting group steveA stuffF summary_ systemm tabsX numbering systemm tabsX various lists these these expenses timec timesZ titleY title sessionY titles[ various what'sB what's who's who's paying ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 wwwwww UUUUUU DDDDDD """""" ffffff ffff33 ff33ff ff3333 33ffff 33ff33 Seminar Lists Blue List Button In each line of the red-and-white list on the right, there is a blue button. The question mark tells what it does, which is: it ll find everyone registered for that particular seminar during that particular time slot (like Helping Others in time slot 8), and list them all for you. You could print out that list and send it to the seminar leader, so he/she would have a list of everyone signed up for that seminar. 14 Seminar Buttons At the bothe question mark tells what it does, which is: it ll find everyone registered for that particular seminar during that particular time slot (like Helping Others in time slot 8), and list them all for you. You could print out that list and send it to the seminar leader, so he/she would have a list of everyone signed up for that seminar. 14 Seminar Buttons At the bot Costs The help entry for Line Expenses dealt with the first two columns of the spreadsheet-like section of this screen. The other columns are: Fill in the cost for each line expense. However, ONLY include the cost when the registrant is the payee. Otherwise, leave it blank or with a zero. All costs for a group or family should be recorded on the payee s screen. Paid? You may have a pre-payment requirement, or at least a partial pre-payment requirement. Maybe you want tartial pre-payment requirement. Maybe you want t The red checkmark will automatically fill in the amount from the Cost column. So if the Registration Cost is $25 and you hit the red checkmark, $25 will appear in the Paid column. Date Paid Type Command-hyphen, and today s date will fill in automatically. Otherwise, you need to type in the date yourself -- month, day, and year. Totals The three fields at the bottom fill in automatically -- Total cost, Amount Paid, and Total Due. 333333 wwwwww UUUUUU DDDDDD """""" ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 wwwwww UUUUUU DDDDDD """""" Large Labels/5163 These labels are equivalent to Avery 5163, which are 2x4 inches-- room enough to include a return address. This label combines the registrant s address with a return address and the person s Group/Family code. Below, on the left, is an example of what the printed label looks like. The only part you need to customize is the return address. You do that from the Label Set-up menu. ConventionsD Large LabelsE Labels Seminars Tab 9Large Labels/5163 This label combines the registrant s address with a return address and the person s Group/Family code. Below, on the left, is an example of what the printed label looks like. The only part you need to customize is the return address. Go into Layout mode and type in the address you want. ConventionsD Large Labels/5163 Confirmation Letters The confirmation letter will take some customizing on your part. It needs to be written to-- Fit on your letterhead Convey the information needed for your convention or seminar. Three Parts of the Screen 1. At the top is the usual button bar. It won t print. 2. Beneath the button bar is a three-part gray box which enables you to do a variety of things related to the letter. None of this will print, either. 3. Next comes the letter itself.B( This is the part you need to customize. ConventionsD OverviewF Confirmation Letter 333333 wwwwww UUUUUU DDDDDD """""" NAME@ alisA FPTH@ ffffff ffff33 ff33ff ff3333 33ffff 33ff33 ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 wwwwww UUUUUU DDDDDD """""" Yellow Buttons Yellow buttons at the top give you the option of putting today s date in This Letter Only, or in All Selected Letters (you may be sending out, say, 20 letters at a time). The red checkmark next to the date field will also insert today s date in the current letter. You can change the date by typing in a different date. Preview and Print The other two yellow buttons are for printing. 5=Second Preview will show you what the letter will look like when printed; af ;ter showing the letter for five seconds, it ll return to Browse mode. Print will go ahead and print the letter. Warning: The yellow Print button will print the selected letters WITHOUT showing you the print dialogue screen. If you want to see that screen, you should use the Print icon in the button bar. ConventionsD PreparingE ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 wwwwww UUUUUU DDDDDD """""" inserts instanceL instructions intendl intended interestingA intoG person responsible payment is--justo isn'tZ isolate labels/5163 large large labels/5163 larger larry lastJ last-usedm later layoutG leader{ leastA leaveK leftJ letter lettersA likeA line{ linesK listI list-addresses list-payees listedJ listsJ locationB lodgingA longerj lookV ns from the Payment screen. These show how many persons are registered, how much money has been paid, and how much is owed. Letter Part II This is another global field. Use it to convey other information the registrant needs to know (where to register, when things get started, etc.). It also includes the closing (Sincerely, Joe Miller, Convention Coordinator). ConventionsD Customizing the LetterE Confirmation Letter l appear in every record in this database. You can directly enter the text you want. If it s too long, you may need to move some of the other info down. Do that in Layout mode. Payment Information After Letter Part I, there are a number of field ffffff ffff33 ff33ff ff3333 33ffff 33ff33 Other Features Include.... Confirmation Letters Confirm the person s attendance, and tell what s been paid and what is still owed. You can revise the letter to fit your own needs. s Relational This is the main file, but there are related files for handling seminars and seminar time slots. Oh, and this info you re reading now is in a related Help file. Labels You can do several types of labels, including mailing labels and nametags. Summary Info One screen summarizes thB e registration info you have thus far-- how many people have registered, how many are signed up for meals or lodging, how much money has come in so far, how much hasn t, etc. ConventionsD FeaturesG Intro entionsD FeaturesG Intro Conventions 333333 wwwwww UUUUUU DDDDDD """""" ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 wwwwww UUUUUU DDDDDD """""" ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 wwwwww UUUUUU DDDDDD """""" ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 wwwwww UUUUUU DDDDDD """""" ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 wwwwww UUUUUU DDDDDD """""" Helvetica Labels ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 wwwwww UUUUUU DDDDDD """""" Helvetica Confirmation ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 wwwwww UUUUUU DDDDDD """""" ffffff ffff33 ff33ff ff3333 33ffff 33ff33 n-off (Sincerely....). Other Features There is a button at the top which will give you a 5-second preview of how the letter will look when it s printed (it goes into Preview mode). There s also a Print button. You ll want to keep track of who has been sent a Confirmation Letter. There s a button in the upper right which will be blank, or else say either Yes or No. Clicking on it will toggle between Yes and No. When you print a letter, that field will automatically change to YesC ConventionsD OverviewE Confirmation Letter ConventionsD Label formatsE Labels ConventionsF Labels ConventionsF Labels ConventionsF Labels Group list. If it s 04, then th Seminars Tab Overview Seminar Set-up For these fields to work, you need to set-up the two related files, Seminar Titles and Seminar Times. See Set-up in the Help screen. Seminar Selections There are 14 fields here, each representing a time slot. After each number, you ll be putting the seminar which the person wants to attend during that time slot. You may need only a couple time slots, or none at all, depending on the nature of your meeting. Seminar Sessions There arB e 14 radio buttons, one for each seminar time slot. Click in a button, and the list of seminars being offered in that time slot is listed below in the box (which is actually a portal to the Seminar Titles file). ConventionsD OverviewE ConventionsD OverviewE Seminar Title and Session # Data entry is rather simple here. Create a new record, and then fill in these fields: Seminar Title. The name of the seminar or workshop. Try not to make them too long, because the title might get cut off when you print a seminar list. Session #. These are the time slots--14 of them, maximum. Indicate the time slot in which this seminar will be offered. You can only choose one time slot. If this workshop is being repeated in two or more time slots, y aou need to create a different record for each one (which means you ll have two or more records with the same seminar name). To do that, simply choose Duplicate Record from the Mode menu (or hit Command-D), and then change the information which needs to be changed. You can have as many seminars during a particular time slot as you want. No limit. Seminar TitlesD Title and Session #E ConventionsD General InfoE Personal Info NParent or Guardian If this is a child or teen, you ll want the parent or guardian s name. If the address recorded under General Information is the guardian s address--and it probably is--just click on the Same Address as Above button. The info will fill in automatically. Then, all you need to do is type the guardian s name. ConventionsD Parent / GuardianE Personal Info nd hit the RETURN key. That ll record the response you want and advance you to the next field. Grade. This applies to school-age people of course. Birthday. Enter it as Month/Day/Year (10-23-56). You can separate the numbers with backslashes or hyphens. After you type it, the field will convert it to backslashes. Age. This field is automatically calculated, based on the birthday. If it s 04, then th Go to List There are two buttons here. 1. Payees Only. This button actually does two things: it FINDS all of the payees, and then it goes to the LIST-PAYEES screen and sorts them by group. 2. People & Addresses. This takes you to the LIST-ADDRESSES screen. ConventionsD Go to ListE Labels Preview Vs. Print Preview Labels Clicking on any of the four icons under Preview Labels will take you to a screen in Preview mode, which shows what the labels will look like. Cicking Continue then returns you to the Label Set-up screen. Print Labels Clicking on any of the four icons under Print Labels will show you what the labels look like in Preview mode. But in this case, clicking Continue will proceed with printing the labels. registered registering` registers_ wwwwww UUUUUU DDDDDD """""" ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 wwwwww UUUUUU DDDDDD """""" ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 anotherK answerH answers anythingc appear appearsK applicable applicationH appliesW apply appropriate ariseF aroundF arrangementsV arrival arrow[ arrowsF aspects assembles assignmentsB assistance~ assumingm attendy attendanceC attendeesB authorsH automatick Other Parts of the Letter Screen Has a letter been sent to this person already? The box in the upper right answers this question with a Yes or No, or by remaining blank. If you click on the box, it will change from Yes to No, or vice versa. If the field is blank when you click on it, it ll change to Yes. s This For? It s just to keep track of who has received a confirmation letter, and who hasn Of course, only payees should receive a confirmation letter. If a person B t a payee, a blue message will appear in the letter itself telling you that this person isn t supposed to get a confirmation letter. ConventionsD Other StuffE Confirmation Letter ConventionsD List ButtonsE ConventionsD List ButtonsE wwwwww UUUUUU DDDDDD """""" FaliA NAME@ alisA FPTH@ FaliA RPTH@ FaliA RPTH@ ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 333333 wwwwww UUUUUU DDDDDD """""" recordW recorded_ recordsW records--thee recordsink red-and-white{ red/blue refer referencedb refers\ registerH registeredC We on standard envelopes. There s room for your return address and even a logo, in addition to the registrant s address. A third layout is for 3XBO4 nametags. Just click on the label icon which says what you want to do. The Name The person s name is beneath the yellow boxes. It s the same as what you ll find in the Personal Info screen. If you change something--like add to the name--the change will appear in the return address and possibly in the salutation, depending on what the change is. If you neglected to fill in the Dear.... field earlier, you ll be prompted to do so here. After typing something and tabbing out of the field, you ll see the change appear in the letter itself. DonB t put a colon (:) in the Dear.... field; it will just be repeated in the letter itself. You don t want two colons together. If you do use a colon, a red message will tell you to remove it. ConventionsD The NameE Confirmation Letter Confirmation Letter tation, depending on what the change is. If you neglected to fill in the Dear.... field earlier, you ll be prompted to do so her Customizing the Letter You can customize the text of the letter from within Browse mode. But if you go into Layout mode, you can see the various parts of the Confirmation Letter. Today s Date The checkmark inserts today s date (which is probably the date you ll want on this letter). You can change the date manually. Confirmation Return Add This field assembles the whole return address, using information from the Personal Info screen--the person s name and complete address. It also puts in a blank line, followed by the salutation (Dear Larry:). Letter Part I This is the opening paragraph of the letter. It s a global field, which means it s the same in every record; make a change here, and the same change will appear in every record in this database. You can directly enter the text you want. If it s too long, you may need to move some of the other info down. Do that in Layout mode. Payment Information After Letter Part I, there are a number of field he registration fee up front, and they can pay the rest upon arrival. Whatever the case, put in this blank how much has already been paid. This will show up on the confirmation letter. The red checkmark will automatically fill in the amount from the Cost column. So if the Registration Cost is $25 and you hit the red checkmark, $25 will appear in the Paid column. Date Paid Type Command-hyphen, and today s date will fill in automatically. Otherwise, you need to type in the date youC rself -- month, day, and year. Totals The three fields at the bottom fill in automatically -- Total cost, Amount Paid, and Total Due. ConventionsD CostsF Payment convention or seminar. Three Parts of the Screen 1. At the top is the usual button bar. It won t print. 2. Beneath the button bar is a three-part gray box which enables you to do a variety of things related to the letter. None of this will print, either. 3. Next comes the letter itself. This is the part you need to customize. Letter Parts The letter has an opening, followed by payment information. Then comes the main body of the letter, which contains whatever information you want it to contain. That s also where you put the sign-off (Sincerely....). Other Features There is a button at the top which will give you a 5-second preview of how the letter will look when it s printed (it goes into Preview mode). There s also a Print button. after you ve already sent confirmation letters. 3. All Registrants. This will print labels for everyone who has registered thus far, including each member of each family. ConventionsD Sort by....E Labels Types of Labels Three label formats are built-in for you. You can preview them, or you can go ahead and print them. Two of the labels have Avery numbers. Just click on the label icon which says what you want to do. Small Labels The Small Labels (Avery 5160) work well on standard envelopes which already have your return address. Large Labels The Large Labels (Avery 5163) work best on larger envelopes, though they ll do just fine on standard envelopes. There s room for yo documentK doesA doesn'tk doing dollar don'tF doneI dormL downK dropn drop-downK duplicateY duplicated duringW eachI earlier easierH easiest` easilyF easyk editK eight either elseB elsewhereX emailA enables endingm endsm enough enterW enteredZ enteringI enters entireI entryF envelope envelopes equivalent especially evening lists{ lodgingu main\ entry list\ meals record buttons notes~ numberingm otherF other infoe other lodgingu other notes other screensV other stuffF overviewW parento parent guardiano passwordI password removalI paying portal[ portal titles[ preparing preview preview print printL profile_ profile letter summary_ record checkmarks registrationj registration codej removalI renumberingk renumbering codesk roommates screenK screensV seminarZ seminar entry seminar lists{ seminar timesZ sessionY set-upW wwwwww UUUUUU DDDDDD """""" ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 wwwwww UUUUUU DDDDDD """""" Confirmation Letters The confirmation letter will take some customizing on your part. It needs to be written to-- Fit on your letterhead Convey the information needed for your convention or seminar. Three Parts of the Screen 1. At the top is the usual button bar. It won t print. 2. Beneath the button bar is a three-part gray box which enables you to do a variety of things related to the letter. None of this will print, either. 3. Next comes the letter itself. This is the part you need to customize. Letter Parts The letter has an opening, followed by payment information. Then comes the main body of the letter, which contains whatever information you want it to contain. That s also where you put the sign-off (Sincerely....). Other Features There is a button at the top which will give you a 5-second preview of how the letter will look when it s printed (it goes into Preview mode). There s also a Print button. to YesC ConventionsD Preview vs. PrintE Labels Small Labels These labels are equivalent to Avery 5160, which are 1x2.6 (three labels across the page). This is a very basic label, best suited for putting on a standard-size envelope. Below, on the left, is what the label looks like when printed. The three lines have this information: 1. Full name. 2. Address (which might span two lines) 3. City / State / Zip / Country ConventionsD Small LabelsF Labels a screen in Preview mode, which shows what the labels will look like. Cicking Continue then returns you to the Label Set-up screen. Print Labels Clicking on any of the four icons under Print Labels will show you what the labels look like in Preview mode. But in this case, clicking Continue will proceed with printing the labels. ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 wwwwww UUUUUU DDDDDD """""" wwwwww UUUUUU DDDDDD """""" ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 333333 wwwwww UUUUUU DDDDDD """""" ffffff ffff33 ff33ff ff3333 33ffff 33ff33 ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 wwwwww UUUUUU DDDDDD """""" it'llb it'sA italics itemst itself jefferson johnsonn justK kagiH keepH keepsA kindsB knowF labelW labelsA labels button^ labels/5163 large large labels/5163 larger larry lastL last-used latter layoutG leader{ learn leastA leaveK leftW letterhead lettersA likeA likelya limitY line{ ConventionsD I m SteveG Intro This File Handles All Kinds of Information. General Info Information on attendees, of course--name, address, phone, age, sex, email, etc. Separate info on the parents/guardians of children. Money Payment information--registration, lodging, meals, and other expense categories that you determine. Info on how much they ve paid and how much they still owe. Lodging Tracks where they re staying, whether with you or somewhere else. Plus room assignments and roommate preferences. SBoeminars Room for up to 14 seminar time slots. Info on the seminars, time, location, speaker, and attendees. Helvetica Conventions Other Info Day/Time You don t type anything here. This information is referenced from the file Seminar Times, based on whichever Session # you chose above. The red/blue arrow will take you to that time slot in the file Seminar Times. Location Indicate where this seminar will be held during this time slot. (Like, The Jefferson Ballroom. Speaker There are fields for the speaker s first and last names. Description Tell what the seminar is about, or other descriptive infB Seminar TitlesD Other InfoE Seminar Titles s Enough for Now To get more info on how this works, go on into the file and click on the Help question mark icon. It s always in the upper right-hand corner of the icon bar. From the Help screen, you can learn about all aspects of Convention Manager. But right now, you probably just want to get into this file and look around. See what it s like. Just press that yellow button down below on the right, and you ll go into the file. Have fun poking around. ConventionsD Intro Screen RemovalG Intro to this screen. Another option is to delete the screen altogether. Do that by going into Layout mode, and selecting Delete Layout. ConventionsD Intro Screen RemovalG Intro is the heading All Seminars During This Time Slot, followed by a list of those seminars, complete with title, location, and speaker s name. You don t enter any of this information here. It is pulled from the file Seminar Titles. If you haven t yet set-up the Seminar Titles file, then the portal will probably be blank. The red anBRd blue arrow will take you to that particular seminar in the tile Seminar Titles. t of those seminars, complete with title, location, and speaker s name. You don t enter any of this information here. It is pulled from the file Seminar Titles. If you haven t yet set-up the Seminar Titles file, then the portal will probably be blank. The red anBRd blue arrow will take you to that particular seminar in the tile Seminar Titles. through as many time slots ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 wwwwww UUUUUU DDDDDD """""" report_ representL representingy represents` requirement resembles resetk responsen ponsen turnZ returns reviseC revisedA rightI roomB roommateB roommates salutation sameF saveJ savvyF saying saysI school-agen screenC screen--the screensF sdennieH sdennie second choice sdennie searchesm secondH selectI selected selectingK selectionsy selectsJ seminarB seminar entry seminar lists{ seminar set-upy seminar timesJ seminar times portal[ seminar title sessionY seminar titlesJ seminar titles/other seminar/workshopZ designedA detailH determineB dialogue diets~ directlyH discovera displayedJ documentK doesA doesn'tk dollar don'tC doneI dormL downK dropn drop-downJ duplicateY duringW eachW easierH easiest` easilyF easyk editK eight either elseB elsewhereX emailA endingm endsm enterC enteredZ enteringI entersa entireI entryF envelope envelopes evening An Overview of the Tabbed Screens Conventions is the main file, in which you ll do nearly all data entry. There are four other files--Seminar Times, Seminar Titles, and Help. However, you never need to get into Help. And you ll set-up the other two files once, and probably not need to get into them again. The Conventions file has these main screens: Codes. This screen contains the individual registration code and the group/family code, plus the creation and modification dates for each record. Main Entry. This screen contains general information on the individual (name, address, phones, age, etc.). Housing. This screen contains information about dorm and other lodging arrangements, including roommate preference. Seminars. The person s seminar choices are listed here. Notes. This is the place to indicate special needs of the individual and other notes which don t fit elsewhere. Payment. This screen contains all of the billing information, inc Seminar TimesD Portal to TitlesE Set-up ces of information in Seminar Times--Session Number, Day, and Time. Beneath those fields is the heading All Seminars During This Time Slot, followed by a list of those seminars, complete with title, location, and speaker s name. You don t enter any of this information here. It is pulled from the file Seminar Titles. If you haven t yet set-up the Seminar Titles file, then the portal will probably be blank. The red anBRd blue arrow will take you to that particular seminar in the tile Seminar Titles. t of those seminars, complete with title, location, and speaker s name. You don t enter any of this information here. It is pulled from the file Seminar Titles. If you haven t yet set-up the Seminar Titles file, then the portal will probably be blank. The red anBRd blue arrow will take you to that particular seminar in the tile Seminar Titles. hrough as many time slots RPTHA SeminarTitles.FP3 alisA Giggy SeminarTitles.FP3 iFMP3FMP3 Conventions/Seminars .Giggy:Conventions/Seminars :SeminarTitles.FP3 ct menu for Find All). 2. Choose Delete All from the Mode menu. 3. Create a New Record (which you can do from the Mode menu). Then fill in this information. 4. Session Number. In the first record, .put the number 1. That means it s the first time slot during which a seminar/workshop is offered. 5. Hit tab, then choose a day from the Day field. There s a drop-down menu for this. After making your choice, hit the Return key. 6. Type the time when the seminar is being held. Example: 10:00. the time when the seminar is being held. Example: 10:00. for a tour, a concert, or something else. Notes With each expense line, there is a space for any notes which might be relevant. You may not need to record anything here for Registration, Meals, and Lodging, because those are pretty obvious. But with the Other categories, you might want to type in a note telling what the expense is for (examples: Scenic Tour Disneyland ticket Using Your Own Labels The payment screen has four Other lines. In Layout mode, you can cC hange those labels to fit your needs. For instance, there might be an extra charge for an afternoon tour, or to attend an evening concert, or whatever. Just change Other 1 Group Tour or whatever you want. That ll customize it for the whole file. ConventionsD Line ExpensesE Payment ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 wwwwww UUUUUU DDDDDD """""" ConventionsD Sort / Print / HelpF Button Bar Other Screens in This File Lists. Several types of lists are built into this system. They meet different needs. One focuses on addresses, one on registrant ages, one on houring, and one on payment information. Then there are lists for the various seminars. Profile. This screen summarizes information from the preceding six screens. Labels. You can print 1x3 and 2x4 labels, plus nametags. Summary. This screen totals up the number of registrants, summarizes the housing arrangeB ments, and gives summary financial information--how much money has been paid, and how much is still due. A variety of screens have a Summary button in the button bar. Conventions Main Entry Button This button refers to all of the tabbed screens, which is where you ll spend most of your time. Specifically, clicking on the Main Entry button will take you to the Personal Info tab (the second tab; Codes is the first tab). From there, you can move to any of the other tabs. List Button There are various types of lists, which you get to from different places. This button takes you to the general address list, which includes the person s group code, name, address,Bl and phone number. Other lists give you information about housing, age, payment status, and seminar choices. ConventionsD Main Entry / ListF Button Bar ConventionsD Main Entry / ListF Button Bar e you to that particular seminar in the tile Seminar Titles. through as many time slots 333333 wwwwww UUUUUU DDDDDD """""" ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 wwwwww UUUUUU DDDDDD """""" portal possibleW possibly postG postedA potentialZ practicallyL pre-payment precedingV preferablyG preferenceX preferencesB presentZ press prettyH preview preview labels preview print previousZ principlel printA printed printingb privilegesI probablyX procedureK proceedZ processH professionalA profileV profile button_ profile screen programH prompted promptsA protectionI provide provides_ providingw pulled[ punch puts^ puttingy question{ questionsH quicklyF radioy ratherY reachF readingC readmeH reallyc receive received -RPTH FPTHA-Giggy:Conventions/Seminars :SeminarTimes.FP3 FaliA Giggy SeminarTimes.FP3 iFMP3FMP3 Conventions/Seminars -Giggy:Conventions/Seminars :SeminarTimes.FP3 MSPCA NAMEA SeminarTimes.FP3 RPTHA SeminarTimes.FP3 alisA Giggy SeminarTimes.FP3 iFMP3FMP3 Conventions/Seminars -Giggy:Conventions/Seminars :SeminarTimes.FP3 ,RPTH FPTHA,Giggy:Conventions/Seminars :Conventions.FP3 FaliConventions and Seminars VDEFA( Conventions Enter scripti s button, found at the top of a variety of screens, takes you to a screen which provides an overview of the registrations to that point--number of persons registered, how many need lodging and meals, the total amount paid, the total amount due, and other info. ConventionsD Profile / Letter / SummaryF Button Bar a screen which gives a thorough profile of this particular registrant. The information recorded in the various tabbed screens is combined into one nice report which you can print out, if you want. Confirmation Letter Button When a person registers, you need to send a confirmation letter, which includes information on what they ve paid and what they owe. This letter does that. You can customize it to fit your own convention. Summary Button Thi D8 as you have. The file will then be completely set up. Seminar TimesD Seminar TimesE Set-up Seminar Times Portal You only need to fill in three pieces of information in Seminar Times--Session Number, Day, and Time. Beneath those fields is the heading All Seminars During This Time Slot, followed by a list of those seminars, complete with title, location, and speaker s name. You don t enter any of this information here. It is pulled from the file Seminar Titles. If you haven t yet set-up the Seminar Titles file, then the portal will probably be blank. The red anBRd blue arrow will take you to that particular seminar in the tile Seminar Titles. les. set-upW set-up overviewW settingZ settingsA seven severalC sharewareH sheet short shouldI shouldn'tH showingb showst siblingv sign-off signedC simpleH simplyY since sincerely situationF skipj slotW slot--a slotsA slots--14Y slots--theyc small small labels so-and-so softwareH someF somebody something something--like somewhereB sortL buttonL labels sortedL sortingL sorting buttons whichL wwwwww UUUUUU DDDDDD """""" Renumbering Registration Numbers Gaps in the numbering system may occur because of deleting records or cancellations. To fill in any gaps, you can renumber all registration codes. It s easy, and it doesn t hurt anything (the Group code is the really important one; it must stay consistent). Just do the following: 1. Go to the layout Codes. 2. Click on the button Renumber Registration Numbers. This will do the following: Sort the list by families or groups, so that thos e people are together. Renumber the registration numbers, starting with 1. Reset the automatic number entry, so that if you now have 42 recordsin the file, the next record will be number 43. Click on the List button at the top to see the new order. ConventionsD Renumbering Reg CodesF Codes Renumbering Reg CodesF Codes wwwwww UUUUUU DDDDDD """""" ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 s Paying? Is this person responsible for payment? Yes or no? You need to make a choice here for EVERY person. When several people are coming but are sending just one check--a couple, a family, a youth group, a company delegation, etc.--you need to indicate who is paying the tab. You don t want to send billing statements to the wrong people. This is where you note the person who will show you the money (the payee The help screen about group codes tells what codes to usB e for the payees and non-payees. ConventionsD s Paying?E Payment ConventionsD EMPTYE Payment retty obvious. But with the Other categories, you might want to type in a note telling what the expense is for (examples: Scenic Tour Disneyland ticket cenic Tour Disneyland ticket ist. If it s 04, then the n ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 333333 wwwwww UUUUUU DDDDDD """""" Registration Code Every individual has a unique number. The registration number is entered automatically when you create a new record. FileMaker starts at 1, and numbers registrants in order. If you delete a record, that registration number is deleted also. So if registrant number 23 cancels and you delete his record, the registration numbers skip from 22 to 24; there is no longer a 23. To fill in the gaps, use the Renumber Registration Codes button. ConventionsD Registration CodeF Codes Registration CodeF Codes Registration CodeF Codes Registration CodeF Codes Registration CodeF Codes Registration CodeF Codes seminar titlesY seminarsy seminars set-up summary summary timesc titlesY Types of Labels Three label formats are built-in for you. You can preview them, or you can go ahead and print them. Two of the labels have Avery numbers. The Small Labels (Avery 5160) work well on standard envelopes which already have your return address. The Large Labels (Avery 5163) work best on larger envelopes, though they ll do just fine on standard envelopes. There s room for your return address and even a logo, in addition to the registrant s address. A third layo Room for up to 14 seminar time slots. Info on the seminars, time, location, speaker, and attendees. buttonI buttonsF calculatedn to fill in the information for the 10:00 time slot , use the command Duplicate Record under the Mode menu, and on the new record, select the 1:00 time slot. Day/Time This will be entered automatically, based on what you se lect under Session #. For instance, if you chose session #4, this field would look into the file SeminarTimes to discover the day and time of session #4. It then enters a time which looks like this: Thursday, 10:00. There is a red arrow after the field which will take you to that record in the file SeminarTimes. Location Indicate where the seminar will be held (example: the Washington Room). Speaker Type the person s first and last names. Description This is optional. The List Screen This screen is useful for printing a list showing the key information about all of the workshops. His the blue button over on the left, and it ll sort the list according to time slot (all session #1 seminars, then the session #2 seminars, etc.). The list includes this information: Session number (1 through 14). Session time (referenced from SeminarTimes). Seminar title. Speaker s name. Location of the seminar. The Red Arrow The arrow taeful for printing a list showing the key information about all of the workshops. His the blue button over on the left, and it ll sort the list according to time slot (all session #1 seminars, then the session #2 seminars, etc.). The list includes this information: Session number (1 through 14). Session time (referenced from SeminarTimes). Seminar title. Speaker s name. Location of the seminar. The Red Arrow The arrow ta Description This is optional. #nt is the day of the week--Monday, Tuesday, Wednesday, etc. Time. This is when the seminar begins. If it begins on the hour, you must need to type the hour number, and then hit tab. So if it begins at 10:00, just hit 10, and the rest will fill in automatically to look like this: 10:00. ConventionsD Day and TimeG Seminar Times seminar in SeminarTitles. The List The list gives just three pieces of information for each of the 14 records--the time slot number, the day of week, and the time of day. You can sort by any of those categories using the blue buttons at the top of the columns. The arrow will take you to that line s record in Main Entry. button button^ screen finding finding entry ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 wwwwww UUUUUU DDDDDD """""" finds Finding by Entry Date Let s say you re sending out confirmation letters only once a week. You record new registrations all week, then, on Friday, you send confirmations to all of those people. How do you separate the new registrants from the ones you entered in previous weeks, and to whom you already sent letters? You don t want to send letters to those people again. What you need to do is find everyone whose record you entered from Monday through Friday. Do that from the Find scre en using the Entry Date field. Instructions are included on the Find screen. Just follow the instructions there, or the ones that follow: To find all payees registered after a certain date: 1. Go to Find Screen and enter Find mode. 2. Click on checkmark. It inserts today s date in the Entry Date field. 3. Hitting the checkmark also inserts *10 in the Group Code field. That means it ll find only the records ending in 10 (the payees). Only those persons should actually r click clickingW closing codeX codesW collegesA colonn colons columnL columnse combined_ combines comeC ConventionsD Sorting ButtonsE List Buttons These buttons merely take you to the four main lists. There are also lists for each seminar session. You get to those from the Seminars tab screen. ConventionsD List ButtonsE wwwwww UUUUUU DDDDDD """""" ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 Find Screen You can use FileMaker s Find function from any screen. Just go into Find mode. It s especially useful in the Personal Info screen, where you can search for people by name, city, state, and many other criteria. But there s another screen where you can search for key pieces of information, like name, city, state, and company name. It s the Find Screen. By going into Find mode, you can also locate records with certain registration numbers or group codes. And you B can find all of the registrants to whom a confirmation letter has or hasn t been sent. But the most valuable way to use this screen is in finding records by Entry Date. The next help record tells about that. ConventionsD FindF Find Screen registrants from the ones you entered in previous weeks, and to whom you already sent Other Info on SeminarTimes All Seminars During This Time Slot This is a portal to the file SeminarTitles. It simply gathers all of the seminars occurring during this time slot and lists them. Clicking on the big blue/red arrow will take you to that seminar in SeminarTitles. If you haven t yet set-up the Seminar Titles file, then the portal will probably be blank. The red and blue arrow will take you to that particular seminar in the tile Seminar Titles. The List Screen T he list gives just three pieces of information for each of the 14 records--the time slot number, the day of week, and the time of day. You can sort by any of those categories using the blue buttons at the top of the columns. The arrow will take you to that line s record in Main Entry. Conventions seminar{ seminar entry seminar lists{ seminar set-upy seminar timesZ seminar times portal[ seminar title sessionY seminar--say` seminar/workshopZ workshopZ nar/workshopZ shopZ e SeminarTimes to discover the day and time of session #4. It then enters a time which looks like this: Thursday, 10:00. There is a red arrow after the field which will take you to that record in the file SeminarTimes. Location. IE ndicate where the seminar will be held (example: the Washington Room). Speaker. Type the person s first and last names. Description. This is optional. You can desribe what the workshop is about, or type any general notes you desire. because beenC beforeW beginn beginningZ beginsZ beingA belowy beneath[ besidet besidesc bestK between bi-weeklyA billm billingX billsl birthdayn blahA blank[ blueW button{ blue/rede bottomt boxes bringingm broaderA browset builtA built-in bunchF bundledH businessesA B7kes you to that line s record in the Main Entry screen. ConventionsD List ScreenE Seminar Titles The SeminarTimes File This file is REALLY simple. You need to enter just two pieces of information. The file has 14 records, one for each time slot. Don t delete unused time slots--they don t hurt anything, so just leave them there. Besides, if you reuse this database for a different convention, you may need those additional time slots. Day. This is the day of the week, not the date. The actual date--January 13, 1998--is contained in the main file, Conventions. Here, all you wa t is the day of the week--Monday, Tuesday, Wednesday, etc. Time. ConventionsG Seminar Times line'sb linesK listI buttons list--age list--housing list--payees list-addresses list-payees listedX listsL lists several types lists built system theyV locate locates locating^ ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 wwwwww UUUUUU DDDDDD """""" The Various Lists Four kinds of lists are built into the system. These are intended to be printed out, though they are often useful in working with information on-screen. Address List This gives the person s name and address. Payees Here, you ll find the person s name, city, and state, along with the financial information--total cost, amount paid, and amount due. Click on the red Find Payees button, and only the persons actually responsible for payment will be listed. The List Children button will limit this list to children. Otherwise, it will show everyone. You can sort them by age or (in the case of children) by grade. Housing The fourth list simply gives the lodging information--the person s name, roommate preference, place the person is staying (whether a hotel or a dorm), dorm room number (if applicable), and whether or not the person is paying for meals. Seminars You ll also find a list for each seminar time slot--a total of 14 FaliA Giggy SeminarTitles.FP3 iFMP3FMP3 Conventions/Seminars .Giggy:Conventions/Seminars :SeminarTitles.FP3 MSPCA NAMEA SeminarTitles.FP3 (LIST LISTA(Conventions Seminar Titles Seminar Times VDEFA( Conventions Enter RPTHA Conventions.FP3 alisA Giggy Conventions.FP3 FMP3FMP3 Conventions/Seminars ,Giggy:Conventions/Seminars :Conventions.FP3 FaliA Giggy Conventions.FP3 FMP3FMP3 Conventions/Seminars ,Giggy:Conventions/Seminars :Conventions.FP3 MSPCA NAMEA Conventions.FP3 Overview of the Letter Who Gets a Confirmation Letter? Only payees should receive a confirmation letter.Those are persons whose ID number ends in -10 (like 23-10). If a person isn t a payee, words will appear in blue at the top saying that this person shouldn t get a letter. You ll want to keep track of who has been sent a Confirmation Letter. There s a button in the upper right which will be blank, or else say either Yes or No. Clicking on it will toggle between Yes and No. WBEhen you print a letter, that field will automatically change to Yes. ConventionsD Who Gets One?E Confirmation Letter Set-Up Overview Before you start entering records, there are several things you need to do. 1. Determine the name of the convention. You enter that on the Codes tab. 2. In the Seminar Times file, create a record for each time slot during which there is a seminar or workshop (if this applies to your particular convention). For example: Tuesday, 10:00. There are already 14 records there, one for each possible time slot. 3. In the Seminar Titles file, create one record for eac h seminar or workshop being offered. There might be a number of seminars during each time slot. The screens which follow tell more about the Seminar Times and Seminar Titles files. Access those screens by clicking on the red titles under the blue Set-up label to th left. ConventionsD Set-up OverviewG Set-up ConventionsD Set-up OverviewG Set-up ffffff ffff33 ff33ff ff3333 33ffff 33ff33 letters? Do that from the Find screen, using the Entry Date field. Instructions are included on the Find screen. Just follow the instructions there, or the ones that follow: To find all payees registered after a certain date: 1. Go to Find Screen. You need to be in find mode. 2. Click on checkmark. It inserts today s date in the Entry Date field. 3. Hitting the checkmark also inserts *10 in the Group Code field. That means it ll find only the records ending in 10 (the paD_yees). 4. Modify the date to refer to the records you want. 5. Press the button. ConventionsD FindG Find Screen ConventionsD PreparingE Confirmation Letter sorting takes screen filled buttons whichL buttons whichL ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 Sorting Buttons There are eight buttons under the Sorting heading. Only five are used. Here s what they do. Find and List All Payees You end up on the List--Payees screen. List Children Only This locates registered persons whose group code ends in -12 or higher (-10 is the payee, and -11 is the payee s spouse). List by Dorm & Room This takes you to the List--Housing screen and sorts according to their lodging arrangements. Sort & List by Age This takes you to thB e List--Age screen, sorting with the lowest ages at the top. List Payees Need Confirmation Letters This button finds only the payees (those with a -10 code) who haven t yet received a confirmation letter. message messagesA middle mightW miller minute misc~ modeG modificationX modify monday moneyB month month/day/yearn moreF most\ motherl move\ moved moves muchB multipleA mustc nameI name--the names nametagsA naturey nearlyX 333333 wwwwww UUUUUU DDDDDD """""" ffffff ffff33 ff33ff ff3333 33ffff 33ff33 Summary Info: Income This heading gives financial summaries. Registration Fees This is the total amount coming to you in registration fees. Meals The total amount of money coming to you for people s food. Housing The total amount of money coming to you for people s housing. Total to be Paid The total money coming to you. This includes not only for registration, meals, and housing, but for all other expenses. (This totals up the Total Cost figure from the Payment tB Total Paid The amount of money which has been paid to you so far. Total Due The amount of money still owed to you. ConventionsD IncomeE Summary Info wwwwww UUUUUU DDDDDD """""" various lists theirl themH themselvesH thenG thereC there screens entry list` there buttons there'sK theseX these expenses expenses these expenses Summary Info: General This screen gathers information from all of the records to let you know how you re doing. Total Registrants. The total number of people registered so far. Handling Own Lodging / Staying in the Dorm This may or may not apply to you. In the Housing tab, you indicated where this person was staying--in a dorm, or in Other Lodging. The latter is considered Handling Own Lodging. ConventionsD GeneralE Summary Info (Profile Screen This screen features a one-page summary of the information about this person--name, address, phone numbers, seminars, housing, and payment information. It s designed to be printed out. You may not need such a sheet for your particular convention. But then again, maybe you do. ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 The Numbering System Within a group, the person responsible for payment (such as the head of household, or the youth sponsor) has a number which ends in -10 (for example: 23-10). Other members of that group are numbered 23-11, 23-12, etc. In the case of a family, the spouse should have a number ending in -11, and children should be numbered from -12 onward. For example, let s say the 23rd group is a family of four people. You would number them like this. 23-10 (the husband, a ssuming he s paying the bill for the whole family) 23-11 (the wife) 23-12 (one child) 23-13 (the second child) If only one parent is coming, but bringing children, you need to skip the -11 designation. Go right from 23-10 for the parent, to 23-12 for the first child. The -11 code ALWAYS indicates the spouse. When it comes to payment, the program searches only for group records that end in -10, because those are the persons responsible for payment. ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 wwwwww UUUUUU DDDDDD """""" Profile Screen This screen features a one-page summary of the information about this person--name, address, phone numbers, seminars, housing, and payment information. It s designed to be printed out. You may not need such a sheet for your particular convention. But then again, maybe you do. In Browse mode, you see Profile of So-and-So clear at the top, with a button bar underneath. When you print, the button bar won t be there. You can see how that looks by going into Preview mB ConventionsD ProfileE Profile let'sm letterC letterhead lettersA likeA limitY line{ ffffff ffff33 ff33ff ff3333 33ffff 33ff33 333333 wwwwww UUUUUU DDDDDD """""" ConventionsD The Numbering SystemG Codes addressH address--ando addressesA advancen adviceH afterH afternoon againX agesV ahead kinds informationB seminars during slote allowL allowsF alonel alongn alphabeticallyL alreadyW