CD-ROM Aktief 1995 #6

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

/ CD-ROM Aktief 1995 #6 / CDA_6.iso / shell / utils / ez-dbase.exe / EZ-DB.DOC < prev next >

Wrap

Text File | 1995-03-09 | 35.6 KB | 1,061 lines

- I - SYSTEM REQUIREMENTS Hardware ..................................... 1 Software ..................................... 1 FILE LISTING Files and their purpose ...................... 1 CREATE Introduction ................................. 2 Creating a DataBase File ..................... 2 Defining a Structure ......................... 3 Field Name ................................... 3 Field Type ................................... 3 Field Len .................................... 3 Field Dec .................................... 3 Hot Keys ..................................... 4 EZ-DB intro .................................. 4 Getting started with EZ-DB ................... 5 Selecting a record ........................... 5 FUNCTIONS & SUB-MENUS Selecting a function ......................... 6 Add Record ................................... 6 Modify Record ................................ 6 Delete Record ................................ 6 Display Record ............................... 6 Print Record ................................. 6 SELECTING A SPECIFIC RECORD All Records .................................. 7 Specific Record .............................. 7 Relational Operators ......................... 7 Multiple Select .............................. 7 - 8 PRINT Selected Record(s) ........................... 8 Record(s) Columns ............................ 8 Mailing List/Labels .......................... 8 Mailing Label ................................ 8 Edit Label File .............................. 8 Edit Column File ............................. 8 EZ-DB Ver 1.0 / CREATE Ver 1.0 (C) Copyright Petrie Software 1994 - II - EDITOR & LETTERS Using the Editor ............................. 9 Current Letter ............................... 10 Letter(s) Selected Records ................... 10 Letter Current Record ........................ 10 Edit Current Letter .......................... 11 Letter Type .................................. 11 FORMS Using a Form ................................. 11 How to create a form letter .................. 11 OPTIONS Re-Index File ................................ 11 Purge Records ................................ 12 Move Field ................................... 12 CONFIGURATION Printer Width ................................ 12 Left Margin .................................. 12 Word Wrap .................................... 12 Total Columns ................................ 12 Column Width ................................. 12 Column Spacing ............................... 12 QUIT Exit to Dos .................................. 12 System ....................................... 12 OTHER PRODUCTS Dir-Desc ..................................... 13 REGISTRATION Registration ................................. 14 Warranty ..................................... 15 Order Form ................................... 16 EZ-DB Ver 1.0 / CREATE Ver 1.0 (C) Copyright Petrie Software 1994 - 1 - SYSTEM REQUIREMENTS - Hardware: The minimum hardware should be an IBM PC XT/AT or compatible. The minimum amount of RAM should be no lower than 256k. A hard drive is also recommended. - Software: The minimum software that is required for EZ-DB would be DOS 3.0 or greater. FILE LISTING File Names Purpose ================================================================================ EZ-DB.!XE EZ-DB.EXE in packed form CREATE.!XE CREATE.EXE in packed form README.1ST A simple informational text file INSTALL.EXE Install un-packs 1st 2 files mentioned EZ-DB.EXE The main executable file EZ-DB.INI Init file, holds info for use by EZ-DB EZ-DB.DOC Detailed information text file (MANAUAL) CREATE.EXE Function for creating database files CUSTOMER.DBF Sample database file CUSTOMER.NDX Sample index file CUSTOMER.BAK Sample backup file SAMPLE.LTR Sample letter file ORDER.FRM Registration form, a simple text file EZ-DB Ver 1.0 / CREATE Ver 1.0 (C) Copyright Petrie Software 1994 - 2 - CREATE Introduction CREATE is a simple utility which allows the user to create DBASE III compatible files for use with EZ-DB. CREATE creates the two files necessary for EZ-DB to function properly. The first file name has the extension of "DBF" which is the data file and is where all the records are stored. The second file has the extension of "NDX" which is the index file. The index file holds selected information on which the data file is indexed. Ceating A Database File EZ-DB / CREATE (CREATE.EXE) can be executed from any floppy or hard drive, although it is recommended that they be installed or copied to your hard drive. Once CREATE is installed and the program is executed, you are prompted for a dos file name to be used for the data and index files. Enter any valid dos file name and press enter. The file name you enter will be used for both the data and index file names. If you press escape you will exit the program without creating the files. NOTE: CREATE will only create files in the current directory if they do not exist! After naming the file you are asked if you want to allow duplicate records. What we mean by this is, if you select (N)o when asked, while using EZ-DB and entering your data, the first field will not allow you to enter a record which already exists. EXAMPLE: If the first field is company (meaning company name) and you have Petrie Software in that field you cannot have another company with the same name. This is used to prevent duplicate records for example mass mailings. You would not want to send out data 2, 3, or more times to a company and run up your post office bill. If you select (Y)es, then you will be allowed to create records with the same data entered. This means you can have two or more records that are duplicates. EZ-DB Ver 1.0 / CREATE Ver 1.0 (C) Copyright Petrie Software 1994 - 3 - The arrow keys move the cursor to any field. When the fields take up more than a single screen you can press the page up and page down keys to scroll through the fields, a file may have up to 128 fields. Press the F1 key to exit the program and create the files. Press enter to confirm or escape to exit, the program without creating the files. Defining a Structure Define the structure of the database file by specifying the following information for each field: - FIELD NAME: The field name must start with a letter, but the rest of the name and can contain digits, letters and underscores. - FIELD TYPE: Valid field types are Character, Numeric, Logical, or Date. Character fields: contain text, this includes anything that can be printed including letters, numbers, symbols, and spaces. A character field can be up to 254 characters in length. Numeric Fields: can contain only numbers, the decimal point and a plus (+) or minus (-) sign and commas are not allowed. This field can be up to 19 characters in length. Logical Fields: contain one character. True or False / Yes or No. A Logical field is used to keep track of items that can only be one of two things. Date Fields: is eight characters in length and is used to store dates. ( Example>> "08/31/63" ) - FIELD LEN: Field Length is the maximum number of characters or digits that are to be contained in the field. In the case of numeric fields the decimal point and sign are counted in the length. - FIELD DEC: Field Decimal is the number of decimal places to be used in a numeric type field only. The length of digits is 1 to 19. Enter decimal places 0 to 15 and keep it at least 2 less than the fields length. EZ-DB Ver 1.0 / CREATE Ver 1.0 (C) Copyright Petrie Software 1994 - 4 - HOT KEYS for CREATE - F1: Pressing the F1 key will save the file and edit you back. - F10: Is the hot key for on-line help. The on-line help screen will tell you the hot keys and their functions. - ALT M: This is a move feature that will allow you to move a certain field. Place the cursor on the field that you wish to move the current field will blink until you move it to a new location and press the enter key. - ALT D: Will delete the current field where the cursor is positioned. - ALT I: Will insert a new field where the cursor is positioned. Introduction to EZ-DB EZ-DB's easy to use fully functional Data Base management system, provides tracking for any records of large numbers for individuals/companies, etc. With EZ-DB, you can print out customized records, mail merge for mass mailings, custom letter applications, labels, etc. EZ-DB also includes a easy to use editor for creating all of your letters and labels. EZ-DB Ver 1.0 / CREATE Ver 1.0 (C) Copyright Petrie Software 1994 - 5 - EZ-DB Getting Started To start type ez-db (file name) where file name is the file that you made with the CREATE function. Failure to enter a filename, EZ-DB will automatically look for the customer file. The customer file is a default. If that file cannot be found you will get an error and EZ-DB will not run properly. To start EZ-DB you must first use the create function and build a database, explained earlier in this book. When starting EZ-DB you should first enter the directory that holds the EZ-DB files. When in the appropriate directory your command line should look like this (c:\EZ-DB\ez-db (database name)) and press return. The c:\EZ-DB is your root prompt and the directory name which holds the files, assuming that you named the directory EZ-DB. The \ez-db executes the program and database name is the name you used in the CREATE function. When you first start EZ-DB with a new database name, you will see no records in the database. Press the F1 key to active the menu selections from the top. Refer to add a record located at the lower portion of this page and the begining of the next page to begin adding records. EZ-DB FUNCTIONS & SUB MENUS SELECTING A FUNCTION: The FUNCTION menu is located on the TOP of the screen. Press F1 to bring up the menu. Use the UP, DOWN, RIGHT and LEFT arrow keys to highlight the desired FUNCTION. Press ENTER to execute the selected function. - Add Record: When Add Record is selected, a data entry screen is displayed. There is a menu located on the top to the screen and the fields of your data base are listed on the left. The highlighted area next to the field name shows you how many characters that can be entered in that specific field, which you assigned in the create function. The return key is used as an enter key, after entering your data you must press the return key so that the database excepts the data and also moves you to the next field. You can use the UP and DOWN arrow keys to move the Highlighted area through the various fields in the database. EZ-DB also supports the use of the BACKSPACE, DELETE, and the INSERT keys. EZ-DB Ver 1.0 / CREATE Ver 1.0 (C) Copyright Petrie Software 1994 - 6 - - Add a Record (Continued): When you are satisfied with your entry press F1 to SAVE RECORD. The more information you enter on your customer base, the more effective EZ-DB will be to you. You will notice that the screen will begin to fill with the data that has been entered. There are two ways to have your record show in the database, the first is you press F1, go to select and press enter on all records. The second way is if you are in the database and you scroll the screen one page away from the targeted area and back that record will apear. - Modify Record: When Modify Record is selected, the Add record data entry screen and the "CURRENTLY SELECTED" record's data is displayed next to the appropriate field on the screen. Functionality is the same for Add Record. - Delete Record: When Delete Record is selected, the "CURRENTLY SELECTED" record is marked for deletion. The record will remain in the data base file until the PURGE RECORDS function is executed from the OPTIONS menu. If the record is already marked as "DELETED", then it can be UN-MARKED and will not be affected by the PURGE RECORDS function by pressing the F8 key. - Display Record: When Display Record is selected, the "CURRENTLY SELECTED" record is displayed on the screen. Press the escape key to return to the main screen. - Print Record: When Print Record is selected, the "CURRENTLY SELECTED" record is sent to the printer and you are returned to the main screen. SELECTING A RECORD: Use the PgUp and PgDn keys to move by page. Use the up and down arrow keys to move the highlighted bar through the records until you reach a desired record that you are looking for. Press return to select the highlighted record which will be referenced to as the "CURRENTLY SELECTED" record from now on in this document. After pressing the return key on a record you will enter a view screen. The format of this screen is vertical, this makes it easier to read all of or most of the files located in that record. Pressing the escape key will exit you from this view feature back to the database. EZ-DB Ver 1.0 / CREATE Ver 1.0 (C) Copyright Petrie Software 1994 - 7 - SELECTING A SPECIFIC RECORD SELECT: from the SELECT submenu, you are given the following choices: Select All Records: Reinitializes the data base and all records are displayed on the screen. EZ-DB allows you to select one or more records that meet your specified search criteria. EZ-DB is not case sensitive when using specific and Multiple select. If you are looking for all the records that their last names are Anderson, you may also type anderson and get the same result. - Specific Record: This is a simple way to select records. It only uses the equals condition (Show records that equal specified search criteria). Simply select the field you want to search on and press the RETURN key. Type in your search criteria, (Ex. FIRST_NAME = John) and it will select only the records which have John as a first name. If you can't remember the exact spelling of a name or address etc... you can type in the first few characters and only those records that begin with the specified characters are selected. - Multiple Select: You also have the ability to build a complex query using one or all the fields of the data base and combining them with relational and/or logical operators. Relational Operators : Logical Operators: = Equal to .AND. < Less than .OR. > Greater Than <= Less Than or Equal to >= Greater Than or Equal to <> Not Equal to Press the F1 key to enter menu selections and pick select, pick multiple select and press return. A window will appear and that will show you all the fields in the database, from the selection field select the field you would like to run a condition on. Another window will open, here you pick the relational operation that you want to perform. After selecting the operator press return which will prompt you for the criteria that the operator will use. Again press return, you will be prompted to either select a logical operator or no more conditions. EZ-DB Ver 1.0 / CREATE Ver 1.0 (C) Copyright Petrie Software 1994 - 8 - If you select one of the operators you will start the process again from the fields of the records. If you select no more conditions it will process the information that you have entered and show you the results. Use this function a few times, play with it and make some test runs. It won't hurt anything and you will enjoy the many different ways you can use your data with EZ-DB. At anytime you may press escape and either exit the process or just backup one window at a time. For example if you want to search for all companies that begin with the letter "A" and that are in the state of CALIFORNIA. From the selection field, select the category COMPANY and press return. Another window will open and ask you to select the category = EQUAL TO and enter the letter A. Then select COMBINE WITH .AND. and press RETURN. Press the arrow key so that the highlighted bar is on STATE. Press RETURN and insert the letters CA in the query area. The highlighted bar is on NO MORE CONDITIONS, press RETURN again and EZ-DB will search for all companies that begin with the letter A and are located within the state of CA. PRINT Selected Records: This feature will print a listing of all "SELECTED" records. in a column format. On the printout you will get your data fields at the top in a neat menu. A vertical listing of all the records that you selected with the page number at the top of every page. Records Columns: Print selected records in columns. You first have to make a column file with the format that you want. Also you must set the last three variables in the config section of the menu fields. The config section is set to a default. Mailing List/Labels: Simply prints a mailing list for each "SELECTED" record(s) on a 3 1/2" by 15/16" label format. Mailing label: Prints a mailing label for ONLY the "CURRENTLY SELECTED" record. Edit label file: Using the editor which is explained on page nine. You can format the file to print out in any form. Edit Column file: Using the editor you will create the format of how the columns will be printed out. Example: *#DATE#**#NAME#**#COMPANY#**#ADDRESS#* EZ-DB Ver 1.0 / CREATE Ver 1.0 (C) Copyright Petrie Software 1994 - 9 - EDITOR & LETTERS The Editor EZ-DB has installed a editor for the use of creating letters. In the menu of the database there are three ways of entering the editor, and each way has the word edit in the string. Two of them are under the print menu and the other is under the letters menu. Once you enter the editor you can just start typing in your letter, form letter or label as you would with any word processor or wp. In the editor is an on-line help menu: The F1 Key: In that menu is the F1 key that is used to save the file. At any time you can press F1 to save the file and exit out to the database. The F5 Key: F5 Pick Field is used to enter any field that is in the database. Position the cursor where you would like to have a field insereted into your letter. Selecting the F5 key opens a window with every field in the database. You can use the arrow keys to select any one of these fields to enter into your letter. Press return on the field you want to enter and the window will close. A word (the field name) will appear at the cursor and it will be surronded with the pound sign and the star sign on either side of it. The F7 Key F7 Pick Function opens a window and gives you the option to enter the date in two different formats, (Month, Day Yr) or (MM-DD-YY). The F7 key also allows for the current time, (Hour:Min). Both of these functions will give the proper date and time of the system, the day they are used not the day of the creation of this letter. The Escape Key: Escape is used to exit the letter, and return to the database without saving any changes you may have entered. EZ-DB Ver 1.0 / CREATE Ver 1.0 (C) Copyright Petrie Software 1994 - 10 - The Editor Cont. By inserting the fields, you will be able to print out your letters personalized, your forms quickly and efficently, and your labels personalized for mass mailings to everyone in your database. Field Symbols: EZ-DB will search through any document that you created for a field name with these symbols *# #*. A valid field name is written between these *# #* symbols, the entire string will be replaced by the data of that particular field for that record. LTR Extension: This editor uses any ASCII text file with the extension of "LTR". Most word processing packages allow you to create ASCII text files with a conversion utility that is built into them. Convert your document into ASCII text and if you have to, using DOS, rename the file so it has an extension of LTR. EZ-DB needs to "read" the LTR extension to function properly. Example: your word processor names your file "LETTER.DOC". Rename it to "LETTER.LTR" Current Letter: When this is selected, the system will display all your "LETTER" files in the current directory in a window. You are then prompted to select the file you wish to use as the current letter. Make your selection by using the UP, DOWN arrow keys. When the desired file is highlighted, press the return key to enter the desired letter for the editor or the escape key to return to the letter menu. The file you select will now be displayed next to the CURRENT LETTER option. Letter(s) Selected Records: This selection will print a personalized letter for each of the selected records (on continuous form paper). Letter Current Record: This selection will print a personalized letter for only the "CURRENTLY SELECTED" record. EZ-DB Ver 1.0 / CREATE Ver 1.0 (C) Copyright Petrie Software 1994 - 11 - Edit current Letter: This function allows you to create or edit the letters in the database. Press the F1 key and use the arrow keys to open the letters menu and select edit current letter. This will enter you into EZ-DB's editor. Earlier on pages 9 & 10 you were given a description on how to use the editor, if needed please read again and refresh. If you have a letter that you have already created and want to change it for any reason go to the current letter section and it will give you a pick of letters to choose. EXAMPLE: If the "CURRENTLY SELECTED" record's Field's FIRST_NAME was John, you could write a personalized letter to John by starting the letter with the line "Dear *#FIRST_NAME#*, will be printed as "Dear John," Letter Type: This option is used to specify whether you want to print out a regular letter or print out a form letter. A regular letter will be text with options from the fields that you choose. (EXA. order.ltr) FORMS What is a form letter: A FORM letter is used in conjunction with EZ-DB. This feature would enable you to print out the information from EZ-DB onto any form. Examples of forms would be: An order form, a travel request form, or a direct deposit form. First you must have a database created. Then you would pick edit current letter which will be none. Create a new letter. The hard part is placing the right information in the appropriate places. Meaning you want your data to print out on the pre-prepared form where the boxes or empty spaces are located. OPTIONS - Re-Index File: This feature allows you to change the way the data file is indexed (Sorted). All the fields in the data file are displayed in a window. You are prompted to select the field you wish to index the data file on. Make your selection by using the UP, DOWN arrow keys. When the desired field is highlighted, press RETURN to select or the ESCAPE key to return to the OPTION menu. After selecting a field, the system will RE-INDEX the file. Upon completion, all records will be displayed on the screen sorted in the new order. EZ-DB Ver 1.0 / CREATE Ver 1.0 (C) Copyright Petrie Software 1994 - 12 - OPTIONS (continued) - Purge Records: All records that are marked for deletion are DELETED. This will permanently remove the record(s). - Move Field: This will temporarily move a field to another location. If you exit and re-enter it will return back to it's original form. If you want to move a field permanently use the create function. Once your inside create just type the name of the database file your working on and make the changes. CONFIGURATION - Printer Width: This variable is used to set the amount of characters that are printed across each line. The different choices are: 80 width, 128 width and 232 width. To change them just press the return key. This is preset to 80 characters. - Left Margin: This margin is the amount of space that is default on the left side of the paper. It can be set from zero to forty. - Word Wrap: 80, 100, 120, 132, 150 or off. This is preset to off. - Total Columns: This is the number of columns that can be printed and they range between one through eight, and is preset to 2. - Column Width: This is the width of a column while printing. The ranges are between one and forty. Figure out the width of your data fields and set this appropriately. - Column Spacing: This is the width of space between columns. The ranges are between one and forty. Depending on ( column width ) and how much space you would like between columns, five which is preset would be sufficient. QUIT - Quit: Terminates EZ-DB and EXITS to DOS. - System: Temporarily Exits EZ-DB and returns you to dos type "EXIT" to return to EZ-DB right where you left off. EZ-DB Ver 1.0 / CREATE Ver 1.0 (C) Copyright Petrie Software 1994 - 13 - DESCRIPTION OF DIR-DESC DIR-DESC is a powerful full color menu driven utility that allows a user to add up to 55 characters as a description to any and all of your files and directories. As many as 499 files can be located in each directory fully loaded with descriptions. Some of the many other useful tools that are supplied with DIR-DESC are: copy, move, rename, erase and view files. View a tree of your system, make a new directory, remove the current directory and convert .DES files to ACSII text files. Print out diskette jackettes with file names or locate files also sort files by name or description. Format diskette drives, change to a different directory, and perform full attribute handling on any file or directory. EZ-DB Ver 1.0 / CREATE Ver 1.0 (C) Copyright Petrie Software 1994 - 14 - REGISTRATION If you find EZ-DB to be of use, a registration fee of $10.00 is required. For every registered user of EZ-DB with Petrie Software will be entitled to the following: - The right to continue using a registered version of EZ-DB Ver 1.0 The latest version. (with the opening and ending screens removed) - Inform you when new releases become available, also any other software that Petrie Software will be distributing. We appreciate your comments and suggestions about this program. We also would like feedback on any other ideas for different applications which you may use for your business or personal use. Please send your registration's to: Petrie Software Co. PO Box 904 Northboro, MA. 01532 Thank you for your support for this program and to the SHAREWARE concept. EZ-DB Ver 1.0 / CREATE Ver 1.0 (C) Copyright Petrie Software 1994 - 15 - WARRANTY This program is provided AS IS without any warranty, expressed or implied, including but not limited to fitness for a particular purpose. Petrie Software shall not be liable for any damages, whether direct, indirect, special or consequential arising from a failure of this program to operate in the manner desired by the user. IN NO EVENT WILL Petrie Software BE LIABLE FOR ANY DAMAGES, INCLUDING ANY LOST PROFITS, LOST SAVINGS OR OTHER INCIDENTAL OR CONSEQUENTIAL DAMAGES ARISING OUT OF YOUR USE OR INABILITY TO USE THE PROGRAM, OR FOR ANY CLAIM BY ANY OTHER PARTY. EZ-DB Ver 1.0 / CREATE Ver 1.0 (C) Copyright Petrie Software 1994 - 16 - -------------------------------------------------------------------------------- REGISTRATION FORM EZ-DB \ CREATE 1.0 -------------------------------------------------------------------------------- Send to: Petrie Software Co. P.O. Box 904 Northboro, MA. 01532 Voicemail / BBS (508)-393-1732 For proper registration the entire form must be completed. The information is important to both you and my company. THANK YOU! Name: ________________________________________________ Address: ____________________________________________ City: ________________________________________________ State: _____ Zip Code: _________________ Telephone Number (Optional) (_____) _____ - _______ Where did you receive EZ-DB & CREATE:__________________________________________ _______________________________________________________________________________ Specify disk size: 5 1/4______ or 3 1/2______ _____ Please send me EZ-DB for the low price of $10.00. _____ Please send me both EZ-DB and DIR-DESC for the low price of $15.00. Additional comments/suggestions: ______________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ Please see page 13 for a description of DIR-DESC. If you register EZ-DB Ver1.0 & DIR-DESC we will cut the registration fee from $20.00 to $15.00 for both EZ-DB and DIR-DESC. Thank You for supporting our software and the shareware concept. EZ-DB Ver 1.0 / CREATE Ver 1.0 (C) Copyright Petrie Software 1994